Please note that minutes remain in draft format until approved at the next meeting .
Present:
Councillors I Shaw, R Butler, K Chewings, S Ellis, S Gardner, L Healy, S Mitchell, N Monday, D Stothard, M Woodward
Apologies Received:
Councillors C Jeffreys, M Myles A Simpson (Late Emergency Apology received)
Absent:
Councillor S Denham
Attendance:
Julie Stephenson (Town Clerk)
The meeting was held at Cotgrave Methodist Church and commenced at 7pm
Apologies
0529 The apologies received were approved.
Declarations of Interest
0530 Councillor S Gardner noted a declaration of interest regarding Item 22, All Saints Church and would take any part in the discussions.
Public Open Session
0531 No members of the public attended.
Accuracy of the minutes of the Council Meeting held on 10th January 2024
0532 Resolved :
“That the minutes of the Council Meeting held on 10th January 2024 and those of the Personnel Committee dated 18th January 2024 be received and confirmed as a true record.”
Progress Minutes of Council Meetings held on 10th January 2024
0533 M0496 Precept
Council noted that the precept had been completed and felt the minimal increase was a positive outcome.
0534 M0500 Barratts
A brief update has been received regarding development sites on land on the north and south of Hollygate Lane, and the pedestrian bridge, no current changes have been discussed.
0535 M513/514 Hedge at Risegate
The homeowner has been contacted and the hedge has now been trimmed back at the junction of Risegate and Candleby Lane.
0536 M517 Burial in Cotgrave
Cllr Woodward had spoken to the local Funeral Director regarding if there any spaces left in the church cemetery, which is full apart from the pre-allocated family graves, the cost of burials at the new privately owned burial ground at Hollygate was discussed, the funeral director noted that any chosen place for burial can be consecrated and the burial site welcomes all denominations and is open to all faiths.
Cllr Woodward will raise further questions with the funeral director and share this information at the next meeting.
0537 M518 Armed Forces Veterans Coffee Morning
Cllr Gardner thanked the Administration Manager and Armed Forces Covenant officer, Jane Pick, for arranging a veterans coffee morning in Cotgrave on Thursday 11th April between 10.30 and 12pm to be held at Cotgrave Manvers pub.
0538 M519 Bins at Cotgrave Shopping Centre
Cllr Healy asked if there had been any further progress on relocating the recycling bins from the front car park, this will be raised again with Rushcliffe by the Rushcliffe ward councillors.
0539 M526 Cotgrave Leisure Centre
The planning application for the improvements at Cotgrave Leisure Centre is now on the planning portal and is available for any council comments, but the majority of work is taking place on improvements on the interior of the building.
Planning Minutes
0540 Resolved:
“To confirm the planning minutes recorded and the decisions taken by the Council and those of the Planning Authority.”
Financial Matters
0541 Payments
Resolved:
‘’That the payments made since the previous meeting totalling £20,131.25 45 as recorded below, be approved and the invoices awaiting payment be paid’’.
| Meerkat Comms | 2762 | Broadband and Phones | 60.84 |
| UK Fuels | 10014245 | Fuel | 83.13 |
| TMS Hardware | Hardware | 39.80 | |
| Kent Services | 66438 | Grounds Maintenance | 1045.00 |
| Three | Mobile Phones | 13.99 | |
| Notts CC | 9205844 | December Pay | 12868.05 |
| Elexcel | 11947 | Pat Testing, Installation of Christmas Lights | 1795.20 |
| Gallagher | 529568769 | Commercial Motor Insurance – New vehicle | 130.71 |
| Cotgrave Methodist Church | Room Hire 6.12.23 | 30.00 | |
| Rushcliffe BC | 71064474 | Parks Inspections | 540.00 |
| Rushcliffe BC | 71063270 | 22/23 Maintenance for Unit 28 and grounds maintenance recharge 2.09% of total) | 154.83 |
| Water Plus | 4329069 | Unit 28 Water Charge December 23 | 25.72 |
| Water Plus | 4453026 | Burhill Allotments | 68.37 |
| Information Commissioner | Data Protection Renewal | 35.00 | |
| Rushcliffe BC | 71074686 | Quarterly Rent Grassmere Park | 68.75 |
| Rushcliffe BC | 71074621 | Monthly Rent Unit 28 | 650.00 |
| Rushcliffe BC | 71074416 | Quarterly Rent Ringleas Park | 66.25 |
| Rushcliffe BC | 71074407 | Quarterly Rent the Green | 68.75 |
| Rushcliffe BC | 71074318 | Monthly Rent Suite F | 435.00 |
| Rushcliffe BC | 71074837 | Monthly Service Charge Suite F | 180.00 |
| Rushcliffe BC | 71074695 | Annual Rent Forest Cl Allotments | 35.00 |
| HSBC Bank | Bank Charges | 9.80 | |
| Meerkat Comms | 2929 | Phone and Broadband | 61.74 |
| Cotgrave Advice Centre | Grant | 250.00 | |
| Arco | 947318674 | Safety Boots | 98.98 |
| Opus | Sports Pavilion Electricity | 52.07 | |
| British Gas | Suite F Electricity | 85.99 | |
| Kents | 66531 | Grounds Maintenance Charges | 1045.00 |
| Water Plus | 4509779 | Unit 28 Water Charge Jan 24 | 71.60 |
| Sublime Shine | 854 | Window Cleaning Cotgrave Futures | 61.88 |
0542 Income
Resolved:
“That the income totalling £18,217.16 since the last meeting, as reproduced below.
| January | Allotment Rent | Various Plot Numbers | 1941.09 |
| 1.1.24 | Cotgrave FC | Rent | 160.00 |
| 23.1.24 | Rushcliffe Borough Council | Maintenance Shopping Centre | 2901.76 |
| 23.1.24 | HMRC | VAT Refund | 13,214.31 |
Financial Statements
0543
Members considered and approved the Statements for December 2023 as reproduced at the back of the Minute Book.
At the end of December 2023 Council had £4,986.85 in the Co-op account, £71,481.54 in the HSBC account and £203,977.96 in the NatWest account.
NatWest Bank Account
0544
The budget working group had asked if the money held in the NatWest Bank could be placed into a higher interest rate account which would increase the income for council. The money would stay in a NatWest Account.
NatWest are currently offering two accounts which could offer a better interest return to council, there is a 35 days’ or a 95 days’ notice accounts which would give a higher return of interest. Both accounts offer a no minimum or maximum opening balance and no early withdraws and the 35-day option would pay 3.20% Gross p.a. or 95-day option would pay 4.17% Gross p.a.
0545 Resolved :
‘To invest the lump sum held into 95-day account’.
Asset Register-Annual Governance & Accountability Return (AGAR)
0546 The Clerk and the Internal Auditor, David Dixon, Dixon Accountancy, have been reviewing and updating the Cotgrave Town Council assets held on its register. This had not been reviewed fully since Covid. The Council’s asset figure needed to be increased to reflect all the changes in values of the assets now held. The figure shown on 22/23 on the AGAR was £1,376,994. Council reviewed the changes and agreed the new figure.
0547 Resolved :
‘To enter a new AGAR Asset amount of £1,497,414 for 23/24’
Grants
0548
A grant application has been received from the Joyful Jukebox Company, Council reviewed the application and decided that the application needed to provide further information before a final decision could be made.
0549
The Clerk will contact the applicant and ask for further information or invite the Joyful Jukebox to give a presentation at the next meeting. This will be discussed at the next meeting if the required information has been presented.
Council Events
Remembrance Day Parade
0550
The council are reviewing the Remembrance Day Parade due to the change in costs for providing it. There is a considerable amount of work and legislation required to allow a parade to be provided. Council have requested the Royal British Legion to ask their members considerations on providing a parade and the consensus was that the current route is much too long and that Cotgrave has lost most of its uniformed groups and a band cannot be provided and costs to provide the safety marshals were excessive. The main act of Remembrance takes place within All Saints Church and across the road at the War Memorial and this would not change.
0551
Cotgrave Town Council decided to consider if the parade could be arranged with a much-reduced route and operated by volunteers, so no cost to the council. This will be reviewed.
0552
Council took a vote on this decision with six councillors in favour, two against and two abstained.
D-Day 80th Anniversary
0553
The event will take place on Thursday 6th June with the beacon being lit at 9.15pm. The planning is now taking place, a resident of Cotgrave has offered to play the bagpipes, a Commemorative Beacon has been ordered, along with the propane to run it, other entertainment is being sourced. A further update will be giving at the next council meeting.
Risk Assessments/Policies
0554
The risk assessment and use of policy for the Rotary Hand Mower and the Ride-on Mower were considered by Cllr Woodward wished for the documents to be further reviewed before acceptance by council.
0555
The review will be completed by Cllrs Woodward and Mitchell; both have knowledge of health and safety guidelines and the policies will be presented again at the next meeting for adoption by council.
0556
The Biodiversity policy was presented to council for consideration and all councillors were happy to approve the policy.
0557 Resolved :
‘To adopt the biodiversity policy for Cotgrave Town Council’
Tree Works – Hawthorne Avenue
0558
Two quotes were provided for tree works on an area of Hawthorne Avenue and this was to remove 7 trees and reduction of 6 out of the remaining trees. The trees are interfering with the houses and the telephone lines and the whole area does not provide enough land for the number of trees currently there. The retained trees will benefit from the additional space to flourish.
0559
Council has over the years had a light touch approach on the reduction of trees in this area, but this is not working so a decision to remove trees and reduce others has been made. This is not a decision taken lightly.
0560
The quotes were discussed and
0561
Resolved : ‘To agree for the tree works to be carried out at Hawthorne Avenue at the cost of £2,800.”
Rushcliffe Borough Council Rushcliffe Authority-wide Design Code Consultation
0562
Council discussed the views on design of buildings and places within Rushcliffe and decide that this consultation was to be best answered by members public and individual councillors to address their thoughts on this consultation.
Planters on the Shopping Centre/Cotgrave Community Garden
0563
Council considered the suggested planting up scheme on the shopping centre by Cotgrave Community Gardens and its costs and were in agreement to ask them to support the council with the planters. This will be a one metre border on the planters.
0564
Resolved : ‘To pay Cotgrave Community Gardens to plant up the shopping centre borders at a cost of £950.
Defibrillator Replacement at Cotgrave Futures
0565
The defibrillator located at Cotgrave Futures has developed a fault and this cannot be mended, the defibrillator is currently removed off the service list for residents to be able to use. Several options have been provided and reviewed by council and the need for a replacement is urgent, council have agreed on a WEL 63705 Defibrillator costing £795.
0566 Resolved :
‘To purchase replacement defibrillator for £795’.
Correspondence (for information)
0567
A letter has been received from Rushcliffe Borough Council, Election Services, stating that there has not been a request made by the public for an election to fill the vacancy after the sad passing of Bill Handbury, the vacancy can be advertised and filled by co-option.
0568 Crime Figures have been provided by PCSO Evans.
3.1.2024 Criminal Damage – Cotgrave Community Garden – Poly Tunnel damaged
5.1.2024 Criminal Damage – light fitting damaged by customer at Manvers Arms
12.1.2024 Vehicle Theft – car stolen off driveway (keyless theft) vehicle recovered in Keyworth following live
tracking on vehicle by owner.
16.1.2024 Criminal Damage – Cotgrave Community Garden – Poly Tunnel damaged
21.1.2024 Criminal Damage – car damaged whilst parked at Park & Ride Shepherds
28.1.2024 Criminal Damage – window damaged at Miners Welfare
Reports from Ward Members
0569
Cllr Butler noted that the budget for Rushcliffe Borough Council to approve the council tax figure for 24/25 has been considered and now is going to the Rushcliffe Cabinet and Full Council for final approval. There will be an increase, but the increase is not known currently.
0570
Rushcliffe Borough Council have taken part in a Peer Review, to understand how they work with the smaller councils and share information. Rushcliffe Borough Council had achieved a positive result.
0571
Cllr Chewings noted that the ‘Smoke Control Area’ currently in the West Bridgford area could be extended further across the borough, this would control what residents are allowed to burn on their fires.
0572
The wall on the rear of 1 Owthorpe Road has partial collapsed into a property on Risegate Gardens and the borough’s structural inspector has checked the rest of the walls and deemed them all to be safe.
Clerks Reports
0573
The Clerk informed council that a temporary groundsman has been taken on with a short-term temporary contract to help support the groundsman with the workload.
0574
A member of public has been offering dog training sessions at a cost on Cotgrave Town Council’s field and this is prohibited without prior agreement with the council. Council have asked the Clerk to contact and inform the dog trainer of this policy.
0575
The Clerk has noted that the noticeboard located at West Furlong requires a repair, the backboard has become water damaged and become difficult to use. A repair which will update the board to a magnetic backboard and re-seal the doors is £369. This work will be arranged.
Councillors’ Reports
0576
Cllr Monday asked why the A52 is still on restricted speed due to its surface which is far superior to the current road surface on the road from A52 to the Shepherds junction.
Cllr Butler noted that this road surface is very poor and is on the priority list for resurfacing, but he is not sure when, it is being patched at the current time.
0577
Cllr Butler noted the outstanding OSTED report for Candleby Lane School, this is a great achievement.
0578
Cllr Butler gave an update of the Green Route through the Cotgrave County Park which is currently closed near Radcliffe-on-Trent. A problem has occurred with the banking and this requires to be repair but it also needs to be checked for additional safety in this area.
0579
Cllr Butler reminded that the next Town & Parish Forum is happening and the theme for this forum is Governance.
0580
Cllr Stothard asked if the huge signpost at the Shepherds junction was to be changed as it impedes the view for pulling out the junction.
Cllr Butler stated the new sign is on order and will be fitted.
0581
Cllr Stothard asked if the grass spaces on Flagholme and Cartbridge which have been churned up from residents parking on them are being considered for being made into parking spaces.
Cllr Butler said that these areas are to be considered.
0582
Cllr Stothard suggested that as a council we ask if a secondary school could be built in Cotgrave for with the new housing.
The Press and public will be excluded from the meeting during consideration of the following items of business on the grounds that they involve the likely disclosure of exempt information, as defined in Section 1(2) of the Public Bodies (Admissions to Meetings) Act 1960
Barratt David Wilson Homes
0583
Council discussed the issues regarding the proposed bridge at Hollygate and it not being built. Council agreed to support Barratts in not appealing the decision to build the bridge and to support them to apply for a variation to the original planning application.
0584
Resolved : ‘To support Barratt David Wilson Homes in applying for a variation/discharge of removal of the Bridge at Hollygate’
All Saints Church, Cotgrave
0585
Concerns with the grass cutting and uneven surfaces were discussed following discussions with Revd. Massey. The work required to update the cemetery is to be completed. The cemetery will be now show signage as a cemetery which contains War Graves.
Cotgrave Futures
0586
Chairman of Trustees gave an update regarding Cotgrave Futures and changes to the staff roles.
The meeting closed at 8.57pm
Chairman: ………..……………………. Signed as a True Record (Date) ……………………………..
Personnel Committee Meeting
9th February 2024
Present :
Councillors R Butler Chairman), K Chewings, S Gardner, L Healy, S Mitchell and N Monday.
Attendance :
Julie Stephenson (Town Clerk) Cotgrave Town Council,
The meeting was held in the Cotgrave Town Council Office and commenced at 3.15pm
Apologies
0061
No apologies were received.
Declarations of Interest
0062
No declarations of interest were given.
Public Open Session
0063
No members of the public were in attendance at the meeting.
0064
The minutes from the Personnel meeting held on 20th November were noted and approved.
The press and public will be excluded from the meeting during consideration of the following item/s of business on the grounds that it involves the likely disclosure of exempt information as defined in Section 1(2) of the Public Bodies (Admission to Meetings) Act 1960.
Staffing Matters
0065
The Clerk informed the committee that a meeting had taken place with an employee together with their spouse and Cllr N Monday and the Clerk. The employee is currently on long term sickness.
0066
The Clerk & Cllr Monday informed the committee that the some of the questions raised by Council were answered but then the employee asked if they could give a written statement with their thoughts on their potential return to work.
0067
The Personnel Committee discussed the answers given and wished for a letter to be sent clarifying some of their responses presented by the employee.
0068
This was agreed by the Personnel Committee, who were all in favour of this decision.
0069
The employee has now noted that they have some additional concerns which will need to be addressed by Council before a return-to-work date can be agreed.
0070
The Personnel Committee will acknowledge this information and will inform them that before a return to work they will have to attend an Occupational Health referral.
The meeting closed at 4.20pm.
Chairman: …………………………………….. Signed as a True Record (Date): ………………………
Personnel Committee Meeting
29th February 2024
Present :
Councillors R Butler (Chairman), K Chewings, and S Mitchell.
Apologies :
Councillors S Gardner and N Monday
Attendance :
Julie Stephenson (Town Clerk) and Jane Pick (Admin Manager) – Cotgrave Town Council.
The meeting was held in the Cotgrave Town Council Office and commenced at 12.36pm
Apologies
0071
The apologies received were approved.
Declarations of Interest
0072
No declarations of interest were given.
Public Open Session
0073
No members of the public were in attendance at the meeting.
0074
The minutes from the Personnel meeting held on 9th February were noted and approved.
The press and public will be excluded from the meeting during consideration of the following item/s of business on the grounds that it involves the likely disclosure of exempt information as defined in Section 1(2) of the Public Bodies (Admission to Meetings) Act 1960.
Staffing Matters
0075
Following on from the meeting held on 31st January 2024 with the employee, the Clerk had written to the employee replying to their questions that they have raised in the statement presented at the meeting.
0076
A further reply has been received from the employee.
077
Councillor K Chewings and the Clerk will draft some questions to be put to the member of staff for the meeting on 20th March. The meeting will be held Councillor N Monday, The Clerk and Jane Pick (note taker).
The meeting closed at 1.16pm
Chairman: …………………………………….. Signed as a True Record (Date): ………………………
Planning Minutes
The following responses were made to plans under consideration by the Planning Authority, Rushcliffe Borough Council.
No objections were raised except where stated.
026 In consultation with Ward Members
23/02280/FUL
Cotgrave Leisure Centre, Woodview, Cotgrave, Nottingham, NG12 3PJ refurbishment of leisure centre premises and integrated youth club to include internal rearrangement, new entrance canopy and associated groundwork, new cycle shelter, fencing and signage. EV charge points
Also includes upgrade of mechanical plant systems to improve energy efficiency.
Rushcliffe Borough Council, the planning authority, has forwarded the following decisions: –
027 Permission Granted
23/02191/FUL
Rushcliffe Oaks, Main Road, Stragglethorpe, Nottingham, NG12 3PY – retention of shipping container for the storage of essential ground maintenance equipment and materials (Retrospective).
23/02266/FUL
The camping and Caravaning Club Nottingham, Stragglethorpe Road, Stragglethorpe, Nottingham, NG12 3JZ – relocation of entrance barrier, extend hardstanding pitch, removal of 3 No. existing hard standing pitches with reinstatement of grass surfacing. Repositioning of 3 No. hard standing (staff) pitches, new low level chemical disposal point tank. Addition of height restriction barrier over existing gate.
Chairman …………………………………… Signed as a True Record (Date)………………………………