Parish Council Agenda for Monday 7 December 2017 from 7pm at Colston Bassett Village Hall
This Meeting will be preceded by a presentation on “Parish Standards & Declarations of Interest” led by Glenn O’Connell, Monitoring Officer for Rushcliffe Borough Council. All members of the Parish Council and all associated Neighbourhood Plan Working Group and sub-group volunteers are cordially invited to attend. The business of the Parish Council Meeting will formally begin at the conclusion of this presentation.
1 To record those Present and In Attendance
2 To record Apologies for Non-Attendance
3 To receive any Declarations of Interest(s) in matters to be covered in the business of the meeting
4 To approve the Minutes of the previous Parish Council Meeting held on September 30, 2017
5 Matters Arising from the Minutes of September 30th 2017
i) 338 Parish Councillor Vacancy - update
ii) 340a (M302) Jubilee Walk Plaque purchase and installation update
iii) 340b) (M311) Road Titles
a) Actions required refc Home Farm Lane b) Actions required refc Bunison Lane
iv) 340d (M325) November Litter Pick (completed on November 19)
v) 340e (M327) Lengthsman Scheme (response from K Hourd at EMVIA Highways)
vi) 347 Village Shelter Light
6 Colston Bassett Neighbourhood Plan (CBNP) Update (CBNP Working Group)
i) To receive the latest update
ii) To appoint Councillors to join the Working Group (and sub-groups)
7 County and Borough Council Updates (Borough Cllr Combellack & County Cllr Clarke)
i) To note NCC move to online communication & Community Improvement Fund Update
ii) Nottinghamshire County Council (NCC) Updates
iii) Rushcliffe Borough Council (RBC) Updates
8 Report of the Village Hall Management Committee (VHMC) Representative (Cllr Newton)
9 Financial Matters
a) Consideration of Payment of Items notified as falling due before 30 December 2017
i) Q3 Clerks Expenses £93.37 & ii) Q3 Salary £376.52 (circulated claim) £469.99
iii) Q3 HMRC PAYE (as per CA+ Listings) £94.20
iv) Other Invoices as notified to the Clerk prior to the meeting
b) To NOTE appointment of PFK Littlejohn as External Auditors for Limited Assurance for a five year period at a likely (minimum) cost to CBPC of £200 per annum.
c) To NOTE the Account Statements &Reconciliations December 2017
i) NatWest Current December Statement (awaited) £tbc
(Outstanding Items, eg uncleared chqs) (awaited) £tbc
(Neighbourhood Plan) (£6160+£840 VAT) (£7000)
(Duck Race) (£389.43 + £109.20 VAT) (£498.63)
VAT Reclaim June to November 2017 (posted Dec 3) £756.14
Account Reconciliation £tbc
ii) NatWest Reserve December Statement (awaited) £tbc
iii) Co-Op Defib Last Statement £1,486.51
a) To NOTE a return on behalf of the Parish Council has been made to the Rushcliffe Local Plan, to the Melton Local Plan and to the Leicestershire and the Nottinghamshire Mineral Extractions Plans.
b) 17/02327/FUL Bunistone Cottage: To NOTE following consultation an OBJECTION was lodged
c) To consider any new application(s) as received by the Clerk prior to the meeting
11 Councillors Urgent Items (As notified prior to the meeting)
12 To NOTE the next meetings as –Parish Councils; Mondays, 7pm in Colston Bassett Village Hall
January 15, 2018 February 26, 2018 April 16, 2018
COLSTON BASSETT PARISH COUNCIL: VACANCY FOR A PARISH COUNCILLOR
Pursuant to the Local Elections (Parishes and Communities) Rules 1996, the Parish Council has permission to co-opt a person to fill the vacancy caused by the resignation of Roger Thomason. This co-option appointment is entirely at the discretion of the Parish Council, provided that the person co-opted is qualified to act as a councillor in accordance with any one of the following conditions:-
(1) Is a local government elector of the Parish, or
(2) Has during the whole of the 12 months preceding the day on which he/she is nominated as a prospective councillor, occupied as tenant or owner, any land or other premises in the Parish, or
(3) His/Her principal or only place of work in the 12 months preceding the day on which he/she is nominated as a councillor has been in the area of the Parish, or
(4) Has resided either in the Parish or within three miles thereof during the whole of the 12 months preceding the day on which he/she is nominated as a candidate.
Any person interested in taking on this rewarding and varied responsibility on behalf of the local Parishioners is invited to submit a letter of application (in hard copy or via email) to the Parish Clerk on or before Noon on Friday 1st December 2017.
Parish Council Meetings are held on Monday evenings from 7pm on a loosely six-week cycle, with ad-hoc additional Planning meetings also held on Mondays if so required. Meeting Dates for 2018 have already been set. Informal discussions around the roles and responsibilities of a Parish Councillor can be had in confidence with any of the current Parish Councillors or with the Parish Clerk. Candidates may also be invited to attend a short meeting to discuss their application during the first week of December.
It is hoped to co-opt before the next Council Meeting on 11 December 2017
All applications in confidence to:
Nige Mayglothling, Clerk to Colston Bassett Parish Council
5 Church Gate, Colston Bassett firstname.lastname@example.org 01949 81549
PARISH COUNCIL DRAFT MINUTES FOR 30 OCTOBER 2017
335 Those Present: Cllr R Taylor (Chair), Cllr A Alcock, Cllr C Newton (Noted that this provided a quorum for business to proceed)
In Attendance: Rushcliffe Borough Councillor T Combellack, Parish Clerk N Mayglothling, The Chair and The Secretary of the Neighbourhood Plan Working Group
336 Apologies for non-attendance: Cllr R Jackson, Cllr D Clark, Nottinghamshire County Councillor N Clarke
337 Declaration(s) of Interest(s) from Members in Matters scheduled for discussion None
338 Resignation of and replacement process for former Cllr Roger Thomason
The Clerk informed the meeting that Rushcliffe Electoral Services had advised that the Council were now able to adopt a Co-Option process and the agreed process to fill the vacancy would now be advertised accordingly, with the intention to do this at the December meeting if possible.
339 Minutes of the Parish Council Meeting held on 18 September 2017: The Minutes of the previous meeting were approved and duly signed by The Chair
340 Matters arising from the Minutes of 18 September 2017
a) M302 Jubilee Walk plaque (£395+VAT) (£474) (CB History & Jubilee Groups)The Council considered a request for support funding, an indicative template for and an appropriate quotation for production-only of a sign to mark the Jubilee Walk between St Mary’s Church and New Road. After discussion the Parish Council resolved to support this application, with installation to be provided by parish volunteers and authorised payment of an appropriate cheque to cover the purchase. ACTION CLERK
b) M311 Road Titles Cllr Newton reported that he and Cllr Jackson had met as agreed with Adam Smith & as a result some addresses and road names will be further checked and others will be or have been clarified. Guidance is usually based on the registered post code or Post Office address for each road and property. It was NOTED that Hall Lane in the direction of Cotgrave now officially extends beyond the village boundary all the way to the “Canal” Parish Boundary, so that the sign declaring it as Nottingham Road adjacent to the junction with New Road is actually erroneous. “Home Farm Lane” is a private road off New Road opposite Jubilee Walk, so NCC would previously not act on naming it, but will now do so given the existence of a separate post code & with agreement of two-thirds of the residents. Cllr Jackson to seek residents’ responses. ACTION CLLR JACKSON The correct spellings of Bunistone / Bunison Lane will also be clarified by Mr Smith Properties with their principle or sole entrances off Hose or Harby Lane may also need re-clarification dependant on where their current entrances are now located.
ACTION Clerk to check with Cllr Jackson on any other matters & on feedback from Mr Smith
c) M327i Declaration of Interests at the December Meeting The Clerk advised the Meeting that the December Parish Meeting would benefit from the presence of and advice from the Rushcliffe Borough Council Monitoring Officer, particularly with regard to advice on the Declarations of Interest Process. It was resolved that the Borough Officer be invited to address the meeting as an initial briefing item before the Parish Council meeting officially opens as many members of the Neighbourhood Plan Group may also be in attendance, Cllr Combellack noted this as important given difficulties over “Declarations” difficulties hindering other Neighbourhood Plans and resulting in challenges, delays and in investigations into some Plan participants. It was noted that all Colston Bassett Neighbourhood Plan Meetings contained a “Declarations” Agenda Item.
d) M327ii Village Litter Pick The Clerk advised the Meeting that a litter pick has been arranged for Sunday 19 November, 10-12
e) M327iii Lengthsman Scheme (Langar Feedback) The Clerk had circulated information from Langar on their participation in and experience of the Scheme. After debate the Council decided the Clerk investigate this matter further. ACTION CLERK
f) M332 Countryside Alliance Rural Enterprise Nominations; Dairy & Martins Arms The Clerk advised the Meeting that both the Dairy & Martins Arms have been nominated in their respective categories and that to date over 2,000 nominations have been received by the Countryside Alliance.
341 Parishioners Question Time None Raised
342 Colston Bassett Neighbourhood Plan (CBNP); Two Members of the Working Party (CBNP Chair Josie McGuirk and CBNP Secretary Nick Goddard) were welcomed to the meeting and provided an update on their progress to date. The CBNP Working Party Summary had been circulated with the Agenda and the Draft Questionnaire distributed by email ahead of the meeting. It was noted that Offline Councillors had also been offered opportunities to view the documentation and all Councillors had also been invited to participate in any revisions to the Draft before the Council Meeting.
The Neighbourhood Plan was proceeding on schedule, with the Draft Questionnaire having been further considered at a CBNP Working Group Meeting earlier in the day where it had been decided to make some small alterations for ease of clarity within some of the questions. Cllr Jackson had sent an email of thanks for the professionalism of this volunteer group and had noted the comprehensive nature of the Draft Questionnaire, sentiments that were echoed in the meeting. After discussion it was resolved that the Chair of the Parish Council would authorise a final version of the questionnaire for circulation, so as not to delay the process, which will be produced in hard copy and then assessed by the Consultant team. Hard copies will be distributed by the members of the CBNP Team and returned sealed to the Clerk to pass to the Consultants. The questionnaire will also be made available online via a link on the Parish Council website.
The Meeting also NOTED that with the acquisition of additional funding the Working Group now had £11,200 of funding available. It was RESOLVED that the CBNP could now incur expenditure up to this revised budget limit of £11,200 measured against the grants received to date.
The NP Chair noted the difficulties in actually collating Colston Bassett – only information from the National Census Office, which for reporting purposes twins us with Tythby. This data-combination cannot be separated out, thus potentially skewing some figures and statistics, but it is acceptable to rationalise this out as far as possible within reporting. The Consultants have confirmed on precedent that the statistical Census-based indicators will also be acceptable and valid at Final Inspection stage. Councillors were warmly invited to attend the next Housing Meeting which will begin to tackle key Development issues. This will be held at 1pm on November 22 at Chancery Cottage on Church Gate. The Neighbourhood Plan group were thanked for their ongoing work and left the meeting at this point.
343 County and Borough Council Updates (Borough Cllr Combellack & County Cllr Clarke)
County Cllr N Clarke had sent an email update advising that he has submitted 2 items relating to the extra money allocated to road schemes by the County Council;
1) Resurfacing of the potholes/undulations around junction of New Road and Spring Hill.
2) Refurbishment of the Finger signpost at junction of New Road and Nottingham Road / Hall Lane, which is in a somewhat drunken and worn state.
Cllr Newton asked if we could also ask for formal consideration of the reinstatement of a proper finger post outside the village shelter. ACTION CLERK
District Cllr Combellack reported a reasonably settled period at Rushcliffe with no new issues to raise at this juncture.
344 Report of the Village Hall Management Committee (VHMC) Representative; Cllr Newton reported that The VHMC had passed across their£528.88 PWLB contribution and the Clerk confirmed that this had been received and banked. The VHMC had also agreed on and installed new blinds in the Main Hall, provided by Elite Blinds. The Council resolved that the cost of these blinds was to be sourced from the Duckling Donation to a total of £546 plus VAT (£655.20). This invoice was approved by the Council for payment.
345 Financial Matters
a) Payment of Items notified as falling due before 30 November 2017
The Council NOTED previous payment from the Neighbourhood Plan sub-account of the YourLocale Invoice 2 by Cheque 115. A total of £3,240 was noted as having been paid, covering full use of the Locality Grant Funding ahead of the reclaim date.
The Council also authorised two other payments as follows
i) Royal British Legion Wreath £25.00
ii) P Caunt 2017 Mowing Contract £1524 (Whole season single payment)
b) 2017 Finance Advisory Group: Approval of Minutes & Recommendations . The Minutes of the 2017 Finance Advisory Group were approved. After short discussion the Council also resolved to adopt all the recommendations, vis;
i) A £350 (three hundred and fifty pounds) transfer to the Defibrillator Reserve Account (Co-Op) from the Parish Council NatWest Current Account.
ii) Maintenance of existing financial reporting processes with the Internal Auditor.
iii) Continuance of the policy to gradually increase the Reserves over time, especially in light of the potential for major Village Hall expenditure.
iv) Transfer of £3,500 (three thousand and five hundred pounds) from the NatWest Current Account to the NatWest Reserve Account
v) To levy a 2018-19 Parish Precept of £9180, a nil percentage increase. ACTION CLERK
c) The Council noted the Account Statements and Reconciliations for October 2017
NatWest Current October Statement £18,931.56
(Outstanding Items) (Duck Race Income) £1,044.63
(Neighbourhood Plan balances) (Locality) (£2,400.00)
(A4A Award) (£7,000.00)
ii) NatWest Reserve October Statement . £10,796.60
iii) Co-Op Defib Last Statement £1,486.51
d) With the addition of the Jubilee wooden seat adjacent to the Noticeboards on School Lane the Parish Council NOTED and approved the 2017-18 Asset Register
e) To Parish Council NOTED and approved the 2017-18 Risk Assessment
a) The Council NOTED the outcomes of recent Planning Applications
i) 17/01849/FUL; Tanglewood, 5 Hall Grounds Drive; Rear Ground-Floor Extension (Permitted)
ii) 17/01952/FUL: White Beams Rear Extension, Front Porch & Fencing (Permitted)
iii) 17/02003/FUL: Tanglewood Extension and rebuilding of Outbuildings (Permitted)
iv) National Planning Appeal. Land adjacent to the Martins Arms on School Lane (Pending)
b) No new Planning Applications had been received prior to the meeting
c) Rushcliffe Local Plan Part 2 (For comment before 27 November 2017) & Melton Local PlanThe Council NOTED implications for Health, Education, Traffic Flow and availability of local housing contained in the two published plans and authorised the Clerk to complete a return to Rushcliffe on behalf of the Parish Council. Action CLERK
Cllr Combellack mentioned the benefit maintaining links with neighbouring villages, especially to help awareness of their planning applications and developments and the potential consequences for neighbouring villages.
347 Councillors Urgent Items None were notified prior to the meetin
It was noted that the Village Shelter Light still requires attention. Clerk to Investigate
348 a) The Council NOTED the next meeting as –Parish Council: Monday 11 December 2017, Colston Bassett Village Hall, after “Interests” Briefing @ 7pm
b) The Council NOTED and Approved the proposed 2018 Meeting dates;
i) Parish Council Meeting Dates for 2018; Mondays, 7pm in Colston Bassett Village Hall
January 15 February 26 April 16 May 21* (APM & APCM)
June 25 July 30 September 17 October 29 December 10
ii) 2018 Annual Parish Meeting; 21 May 2017 (* followed on by Annual Parish Council Meeting)
iii) 2018 Financial Advisory Group Meeting: 15 October 2018, 7pm
There being no further business, with thanks to those present The Chair closed the meeting at 8:03pm
Please use the link to read the Minutes of the Neighbourhood Plan Working Group Meeting held on 3 October 2017. These Minutes will also be on display on the Parish Council Noticeboard near the Village Hall during October 2017 NPlanmins3oct
Draft Minutes of the Parish Council Meeting held on 18 September 2017
320 Present Cllrs R Jackson (Chair), B Taylor (Vice-Chair), D Clark, A Alcock & C Newton
321 In Attendance RBC Cllr T Combellack, NCC N Clarke, CBPC Clerk N Mayglothling and 5 Parishioners
322 Apologies for non-attendance Cllr K Parker and Cllr R Thomason
Cllrs Taylor & Alcock repeated personal apologies for missing the previous (July) meeting
Cllr Taylor questioned why meetings were not on a six week cycle as he had actually attended the Village Hall on the wrong week. Cllr Taylor was reminded that meetings were scheduled as agreed in September 2016, as notified on each Agenda and Minutes and displayed on Village Noticeboards. For logistical reasons (including several Bank Holidays) Parish Council meetings are not necessarily held every six weeks, but as per the agreed agenda.
323 Declaration(s) of Interest(s) from Members in Matters scheduled for discussion: None recorded
324 Minutes of the Parish Council Meeting held on 31 July 2017; Confirmed and signed as such by Cllr Jackson
Cllr Taylor Requested that the widely-accepted abbreviations of NCC & RBC be written in full in future Agendas and Minutes to avoid any potential for confusion.
Cllr Taylor Highlighted that St Mary(‘)s Church requires an apostrophe.
325 Matters arising from the Minutes of 31 July 2017
a) M302 Village Sign & Jubilee Walk plaques (Colston Bassett History & Jubilee Groups)
Cllr Newton Requested the correct process of naming the walk by the Parish Council be agreed.
Following discussion it was agreed the name was appropriate for the intended plaque
Proposed Cllr Jackson Seconded Cllr D Clark AGREED identified as Jubilee Walk
Members of the History & Jubilee Groups have met with an agreed local supplier to discuss the style, installation and potential costs of an appropriate Jubilee Walk plaque and will aim to report findings & proposals to the next Parish Council meeting. Work on an explanation of the Village Sign is ongoing.
b) M311 Road Titles (Cllrs Jackson and Newton) Cllr Jackson has consulted Adam Smith from Rushcliffe Borough Council (RBC) who is happy to visit the village to discuss road names. Cllrs Jackson & Newton to meet with Adam Smith asap (as soon as possible).
c) M313 Local Highways Defects; NOTED the list of defects has been sent to District & County Councillors. It was noted by Cllr Taylor that there are several new potholes developing near the junction of Springhill / New Road. The Clerk reminded those present that they should please report such matters directly to the appropriate authorities and not wait to initially report them via the Parish Clerk or at Meetings, as that only delayed the reporting process & was not part of the Clerk’s duties.
d) M315 £50 September 2017 Duck Race (Reported by the Clerk on behalf of the Duck Race Group)
The Parish Council were thanked for their financial donation towards the recent event on the Smite and in turn the Parish Council congratulated the organisers of the highly successful 2017 Duck Race that had been held the previous day. The Borough and County Councillors were also thanked for their attendance and support. A full report will be circulated for the next meeting and notice included in the Village Update. Initial indications are that the 2017 event appears to have raised a considerable sum to support the Village Hall. The Wandering Duckling Cup, awarded to the sponsor of the last duckling home in the six-hundred strong entry for the Ducklings Derby, was “won” this year by Perpetual Paddler The Third and presented to the Chair to pass on to duckling-sponsor Cllr Roger Thomason.
326 Parishioners Question Time No additional matters were raised
327 County and District Council Updates (RBC Cllr Combellack & NCC Cllr Clarke)
i) Rushcliffe Borough Council (RBC) Cllr Combellack raised the issue over correctly handling declarations of interest and noted that one Neighbourhood Plan had stalled over the handling of this
declaration-issue correctly. It was noted that Mr Glen O’Connell will be talking on this issue at the next Rushcliffe Open Forum at the Civic Centre on Thursday 9th November, which all Parish Councillors were invited and encouraged to attend. Currently the Colston Bassett Neighbourhood Plan Working Group (CBNPWG) includes a declaration of interest item logged on each of their meeting Agendas & Minutes as was initially advised as good practice by the Consultants.
AGREED THAT G O’Connell could be invited to address the Parish Council and NP group on this issue. (Clerks Note; Mr O’Connell is confirmed as attending to brief interested parties at 7pm on December 11 2017 and Members of the CBNPWG have been invited to attend this meeting too)
ii) Notts County Council (NCC) NCC Cllr Neil Clarke mentioned the additional funding in place for road repairs and will be putting requests into the “bidding-pot” for this area in the near future, so any new items/concerns should be passed to him asap. Replacement Finger Posts at road junctions are also being considered for future funding. The 2017 Cycling Tour of Britain got as far as Newark but consideration is now being given to encouraging future events to run into and through Rushcliffe in future years. The likelihood of additional cyclists passing through the village (very quickly) was greeted warmly as it might lead to the many much-required repairs and resurfacing works being done.
Cllr Newton asked what might happen about the impending loss of the Lime Kiln bottle-bank / recycling centre when the Lime Kiln Pub closes and becomes a Day Nursery within the next month or so. Cllr Clarke offered that only if a new space was volunteered could the Council look to site any replacements, so encouraged informal approaches be made by Parish Councillors to/with potential hosting-sites within the parish.
Fly-Tipping on New Road was also noted and the County Council are still looking to find an appropriate site to replace the loss of the now-privately-owned former County Council tip at Langar.
It was suggested by Cllr Taylor that the Parish Council might consider contributing to local landowners costs upon consideration of each approach from any private landowners suffering fly-tipping, but it was also noted that the high- and recurrent-costs of making such an offer probably also mitigated against being able to deliver on it. The use of fixed cameras via liaison with the Environment Agency was also noted as a possible deterrent option, although the widespread nature of current fly tipping around the numerous local lanes probably and regrettably made this unmanageable.
Following the discussion on fly-tipping Cllr Taylor also requested a litter pick be held, but that he was unable to organise or lead it. In that absence the Clerk offered to organise and lead a Village Litter Pick as soon as possible. CLERK
Cllr Clark asked the Clerk to pursue Cllr Clarke for information on Lengthsmans Schemes CLERK
328 Colston Bassett Neighbourhood Plan (CBNP) Working Party (WP) Updates
CBNP Working Party Members reported that three Theme Groups had been formed, focussing on Housing, Environment and a combined Community & Local Economy group. Around a dozen parishioners are actively and regularly contributing, with each group having met at least twice with an aim that each group will contribute to a final questionnaire. The CBNPWP met on 29 August to review group activity to date and are happy to report that the CBNP is still on schedule.
An Environmental Inventory is ongoing and will help shape important / potentially protected open spaces ranked against nine agreed criteria. A Transport Survey is also ongoing, collecting empirical evidence on traffic flow. The Draft CBNP Questionnaire is likely to be ready by November. All Businesses within the Parish have also been invited to a meeting on 17th October and a separate meeting with the Agent for the Estate has been arranged. The WP wished to pass on their thanks to all parishioners for their help in this process to date and to the Parish Council for the help and support given to the overall process by the Parish Clerk.
The WP Treasurer reported on CBNP Finance. Originally a Locality grant of £4.2k was put in place but that has a six month spending window (expiring in December 2017). A new Awards for All £7k grant from the National Lottery (with no time limit) has also been successfully applied for. An estimate on additional Consultancy costs for helping compile, deliver & assess the questionnaire element is now being considered and a quote is awaited.
The Parish Council thanked all volunteers for their efforts and contributions, which are much appreciated by all.
329 Report of the Village Hall Management Committee (VHMC) Representative (Cllr Newton)
Cllr Newton reported there had been no recent meetings of the Village Hall Management Committee
330 Financial Matters
a) Payment of Items notified as falling due before 30 September 2017
The Parish Council NOTED the following items for appropriate settlement.
i) Community Accounting Plus Payroll; Administration Costs
A change to a monthly Direct Debit from the CBPC Current Account: noting appropriate authority to establish a Direct Debit (£15.60 pcm taken on or around the 25th of each month).
ii) PWLB half-yearly Village Hall repayment; D/D £528.86 due 25 September 2017
The Parish Council APPPROVED the following items for payment
iii) Q2 Clerk Salary PAYE element payable to HMR Chq 113 £94.20
iv) Q2 Clerk Salary & expenses, payable to N Mayglothling Chq 114 £437.92
(Contracted 17hrs 20m / month; July; 33hrs, August; 30hrs, Sept; 22hrs to Sept 18)
b) Outcome of the 2016-17 Annual Return & Accounting Process (External Audit)
The Parish Council NOTED the satisfactory closure of the 2016-17 accounts with Grant Thornton
c) The Parish Council NOTED Account Statements presented by the RFO & Internal Auditor
i) NatWest Current September Statement £20,008.14
(Outstanding Items / Cheques) nil
(Neighbourhood Plan balances) (Locality) (£2,400.00)
(A4A Award) (£7,000.00)
ii) NatWest Reserve September Statement £10,796.51
iii) Co-Op Defib Last Statement £1,486.51
d) The Parish Council NOTED the Finance Advisory Group Meeting due on Monday 16 October at 7pm and AGREED the Finance Advisory Group Membership. In line with the Finance Regulations the following were elected to join the Chair on the 2017 Finance Advisory Group. Cllr Alcock proposed by Cllr Clark seconded by Cllr Jackson Cllr Clark proposed by Cllr Alcock, seconded by Cllr Jackson As per Finance Regulations the Internal Auditor (Neil Gledson) & Responsible Financial Officer (the Clerk) will be in attendance.
e) The Parish Council NOTED the closure of the NatWest Bingham Branch and the problems of access to banking-in-person that this would cause the Clerk and any new signatories with a move to the West Bridgford Branch. The Clerk had investigated a possible move to online banking; this would involve authority for a single operator working on behalf of the Parish Council (as effectively currently in place for current off-line accounts) to be signed off on appropriate forms by all signatories (currently all Parish Councillors) & then to operate accounts as currently with the authority of at least two Parish Councillors. During discussion Cllr Taylor espoused his opposition to online banking and suggested the Clerk should attend the West Bridgford NatWest as and if required during banking / working hours regardless of practical time and work-commitments. Cllr Newton also received clarity on Standing Order compliance. At the conclusion of discussions it was RESOLVED to allow the Clerk to pursue online banking options, as had previously also existed. (CLERK)
f) The Parish Council approved funding for their 2017 Remembrance Day Wreath. Following discussion the Parish Council decided not to pursue funding any Lamp-post Poppies in 2017.
331 Planning Applications: *17/01952 & 17/02003 were available to view prior to the meeting
a) Planning Application(s) submitted and considered prior to the meeting
NOTED that the Parish Council had previously consulted & submitted a response on the following; 17/01849/FUL; Tanglewood, 5 Hall Grounds Drive; Rear Ground-Floor Extension; NOT OBJECT
b) Planning Decisions: The Parish Council NOTED the following outcome:
17/01657/FUL: Home Farm, Harby Lane CBPC Support RBC (Allowed)
c) Planning visit. The Parish Council noted that Cllr Newton & the Clerk had also attended a site-meeting at Home Farm, Harby Lane with the owners of Roses Farm on 20 August, with regard to parishioners concerns around the ongoing development of Home Farm and further noted that a report on that visit had been circulated previously to all Parish Councillors.
d) Planning Appeal. The Parish Council considered the National Appeal made against the “Refuse Permission” decision made by Rushcliffe with regard to land adjacent to the Martins Arms on School Lane, considered comments (previously circulated) submitted by a local resident and discussed if there was a desire to submit any further comments. Following discussion it was decided to reinforce support for appropriate development of the School Lane site. ACTION CLERK
e) New Planning Applications*
i) 17/01952/FUL: White Beams Rear Extension, Front Porch & Fencing; Following brief discussion it was decided to fully SUPPORT this application
ii) 17/02003/FUL: Tanglewood Extension and rebuilding of Outbuildings; Following discussion of ongoing and well-voiced local concerns around the developments on Hall Grounds Drive it was decided there were no material grounds evident on which to object, so the Parish Council would record a comment to NOT OBJECT to this application
332 Other Matters & Communications of relevance or urgency received prior to the meeting.
i) 30mph Bin Signs were deemed unlikely to influence speeding cars in the village. Anyone wishing to purchase individual signs themselves can approach the Clerk for a source of these signs.
ii) Countryside Alliance (Rural Enterprise Nominations) It was AGREED that The Martins Arms & Colston Bassett Dairy should both be nominated as appropriate for the Countryside alliance Rural Enterprise “Countryside Oscar CLERK
333 Councillors Urgent Items (notified to The Clerk or Chair as appropriate prior to the meeting)
No Matters not reported elsewhere in these Minutes were raised
334 Next meetings –
Finance: Monday 16 October 2017 Colston Bassett Village Hall, 7pm
Council: Monday 30 October 2017 Colston Bassett Village Hall, 7pm
Council: Monday 11 December 2017 Colston Bassett Village Hall, 7pm*
*The December Meeting will be led by a presentation on Declarations of Interest
With thanks to all participants the Parish Council Meeting closed at 8:19pm
(Clerks Note: Since this meeting but prior to release of these Draft Minutes Cllr Roger Thomason has tendered his resignation from Colston Bassett Parish Council, effective as of Tuesday 19 September 2017. As he no longer resides nor works within the Parish of Colston Bassett he felt it inappropriate to continue to represent the views of local parishioners. The statutory process of official vacancy notification and replacement is now ongoing.)
Minutes of the Parish Council Meeting held on Monday 31 July 2017
308 Present Cllr R Jackson (Chair), Cllr K Parker, Cllr C Newton, Cllr D Clark & Cllr R Thomason
In Attendance RBC Cllr T Combellack & CBPC Clerk N Mayglothling
309 Apologies for non-attendance NCC Cllr N Clark
310 Declaration of Interest from Members in Matters scheduled for discussion
311 Minutes of the Meeting of June 26 2017
I) Following discussion on the correct road titles under 293ii) Cllr Jackson agreed to investigate this matter for clarification with NCC. As many road names used locally are not formally displayed and other roads are known locally by different titles this can lead to both the erosion of traditional names and also to some potential confusion. ACTION:CHAIR
ii) The Minutes were otherwise agreed and signed as such by the Chair
312 Matters arising from the Minutes of June 26, 2017
-297ii) Village Shelter A quotation for £680 to undertake the required work to the roof tiling of the Village Shelter has been received from Mr Darren Arme from Harby. Following discussion the Parish Council RESOLVED that this work would be done from Parish Council Funds at an appropriate time, potentially in Spring 2018. Pp Cllr Parker Sec Cllr Newton & AGREED
-300h) Grit Bin within Hall Grounds (To consider a report from the Clerk) The Parish Council considered the report by the Parish Clerk, based on consultation with the volunteer Grit Team, and RESOLVED that future consideration should be given to moving the bin to the gateway entrance near Smite Bridge be given, although this was also noted as being away from all village residencies.
-302 Village Sign and Jubilee Walk plaques (Colston Bassett History Group) The Clerk reported on behalf of the CBHG. Following consultation with an appropriate local supplier, Malcolm Lane of Cropwell Bishop, indicative quotations had been obtained for plaques for the Village sign adjacent to the Village Hall and for the Jubilee Walk leading from New Road to St Marys. The combined cost of these installations may be in the region of £600. Following discussion the Parish Council were broadly in favour of the initiative & agreed to discuss this and any potential funding support further, once firm proposals were available from the History Society. Cllr Combellack suggested that RBC and NCC Councillors could potentially be approached for a donation from their Cllrs Community Funds to support these improvements too.
-305e Hedging and Footpaths update. The Clerk reported that considerable work had been undertaken to clear and maintain footpaths around the village. Of NOTE was that both the Estate and NCC had responded with significant action to improve the potentially dangerous situation along Church Gate and most residents were also making best efforts too. Cllr Jackson was thanked for his offer to deal with an overgrown area around the Hall Grounds / Hall Lane pathway as soon as possible.
-306(2) Emails and Letters of thanks to noted parties had been despatched and it was noted that communications of thanks had also been received from several of the recipients, including verbal thanks from Cllr Newton.
313 Parishioners Question Time (up to 15 minutes maximum)
i) No questions not covered elsewhere had been raised by Parishioners
ii) Cllr Combellack requested that there also be time for “Updates from County and District Councillors”. This was AGREED
Rushcliffe Borough Council updates;
a) The former Development Control Committee is now called Planning; two fewer Councillors sit on the Panel and Public Speaking is now also allowed, although appropriately time-limited and speaking only on Substantive Matters.
b) VIA Highways have received extra funding and have done repairs to Swabs Lane; Cllrs Combellack & Clarke were thanked for their input on raising rural highway issues. Cllr Combellack would be happy to hear of other areas requiring attention.
ACTION; Clerk to send current list to Cllrs Combellack & Clarke
314 Colston Bassett Neighbourhood Plan Working Party Update (CBNP WG)
The Clerk reported that the Topic Group Meetings were ongoing. The Lead Group were meeting again in late August & would report to the September Parish Council Meeting as appropriate. Minutes of their full group meetings are displayed on the Parish Noticeboard and are also available from the Clerk as required. Confirmation of a Grant Application made on behalf of the Neighbourhood Plan to the Awards for All panel by the Clerk, in line with previous Parish Council approval, had also been received and a decision is awaited.
315 Report of Village Hall Committee Representative (Cllr Newton)
Cllr Newton passed over a signed copy of the Financial Accounts for 2016-17 to the Clerk and reported that the 2017 Village Fete held on 2nd July had raised £1034.75. A large number of people had been in attendance and both the RBC & NCC Cllrs were thanked for their support… and the Lottery Draw Prize won by Cllr Clarke was presented by Cllr Newton to Cllr Combellack on his behalf.
The Parish Council warmly congratulated the Village Hall Management Committee and their volunteer supporters on organising a very successful event that was both clearly very popular and well attended. Raising such a significant sum to support the ongoing maintenance & refurbishment of the Village Hall reflected an outstanding effort by very many people.
The next Village Hall fundraising event is the Duck Race on the Smite on 17th September. It was suggested that the Parish Council might wish to consider making a donation towards a prize to support this event. Contributing a gift-voucher (agreed value £50) was proposed by Cllr Parker seconded by Cllr Thomason & AGREED. (Action Clerk)
It was also noted that the Main Hall re-painting had cost over £1900 so there is a need to replenish CBVH funds, with improvements to the kitchen area considered to be the next area to be targeted for attention.
316 Financial Matters:
a) Payment of Items notified as falling due before 31 July 2017
The following item was APPROVED for settlement
i) Community Accounting Plus Quarterly Payroll Invoice £46.80
b) Outcome of the 2017 Annual Return and Unaudited Accounts; The RFO reported that no matters had been drawn to his attention during the period of Public Inspection, which had now ended, so feedback & closure of 2016-17 accounts was now awaited from External Auditors Grant Thornton.
c) Statement of Current and Deposit Accounts (RFO & Internal Auditor) The Parish Council NOTED the current financial situation
i) NatWest Current July Statement £13,070.54
Outstanding Items £ nil
Neighbourhood Plan £ 2,400.00
ii) NatWest Reserve July Statement £10,796.33
iii) Co-Op Defib Last Statement £1,486.51
d) Status of VAT Refund Application, March-May 2017: The RFO reported that the application for £438.85 had been paid by BACS
317 Planning Applications:
a) To receive any Planning Application submitted prior to the meeting
The Parish Council considered & SUPPORTED the following application 17/01657/FUL Home Farm (retrospective; Farm House). CBPC Support
b) Planning Decisions: The Parish Council noted the following outcome: i) 17/01195/FUL Home Farm CBPC Support RBC Approved
318 Other Matters & Communications of relevance received prior to the meeting
a) The Parish Council recorded their thanks to Mr & Mrs Lindsey for the donation of a printer & noted that the PC laptop was also beginning to suffer. Consideration as to a replacement laptop was noted for action as required.
b) The Parish Council welcomed the content of the email from NCC Cllr Cutts on the increased budget for rural roads across the county and that the Clerk had replied welcoming this initiative and also highlighting the outstanding issues in Colston Bassett.
c) The Parish Council passed their grateful thanks to David Maclaren who has had to step down as leader of The Grit Posse due to ill-health after many years of service in various guises to the parish community. (Action: Clerk)
d) St Marys access approach. Mr Martin Loxton had raised the issue with the Clerk of access to St Marys / Jubilee Walk being compromised by cars parked across the gateway. It was noted that access could be required to this area at all times for a variety of reasons. RESOLVED; Clerk to purchase & install a NO PARKING sign. Proposed Cllr Parker, Seconded Cllr D Clark and AGREED
318 Councillors Urgent Items
i) Cllr Parker; Following a recent visit and confrontation with speeding cars Belvoir Ramblers Club had requested the possibility of having a path running to the Diary from the end of the current village footpath. This request was NOTED & fell in with similar requests lodged in the past, but it was also considered likely that this proposal will regrettably still be seen as cost prohibitive by NCC/VIA in the shorter term.
319 Next meeting – 18 September 2017, Colston Bassett Village Hall, 7pm
There be no further items and with thanks to the Attendees, the meeting was closed at 7:45
Draft Minutes of Colston Basset Parish Council Meeting held from 7pm on 26 June 2017
295 Those Present and In Attendance
Present Cllr R Jackson (Chair), Cllr R Taylor (Vice Chair), Cllr C Newton, Cllr D Clarke, Cllr R Thomason, Cllr K Parker
In Attendance NCC Cllr N Clarke CBPC Clerk N Mayglothling
296 Apologies for non-attendance Cllr Alcock RBC Cllr Combellack
297 Declaration of Interest from Members in Matters scheduled for discussion: There were none
298 Minutes of the 2017 Annual Parish Meeting held on May 22 2017
The Council approved the Minutes of the 2017 Annual Parish Meeting and noted that there are no matters requiring action arising from that meeting
299 Minutes of the Annual Parish Council Meeting held on May 22 2017. The Council noted the Minutes of the 2017 Annual Parish Council Meeting.
The Minutes were approved with the comment noted under Minute 300g.
300 Matters arising from the Minutes of May 22 2017
a) 273d SpeedWatch Repairs Feedback from NPC (NCC Cllr Clarke); NCC Cllr Clarke reported no response to date from Paddy Tipping
b) 289ii Articles; The Council noted that the June Village Update contained a article on the Market Cross supplied by the local History Group and again invited contributions from all village and local groups to the Monthly Village Update; all submissions can be made to the Clerk.
c) 289iii Advertising; The Clerk advised the meeting that under the provisions of the Data Protection Act it was likely that any use of the existing database for commercial advertising would require acceptance by all listed to accept such advertising. That would require issuing and recording emails of acceptance / refusal and then the transfer of addresses on to a separate mailing list if an online version were to be pursued. The separate question of a hard-copy version was also discussed, alongside the question of who would cost, recruit, manage and format any hard-copy advertising & the publication in general. The Parish Council decided to refer to Nick Goddard for the original legal guidance on hard-copy & to revisit this topic at a later date once legal clarity and any hard-copy scheme viability has been established.
d) 291i Insurance It was noted that Zurich Municipal Insurance had been secured at a slight discount on the 2016-17 price and well below the original 2017-18 quotation. This was a multi-year deal, prone only to small increases against any corresponding appreciation in asset values and Insurance risk.
e) 291iii New Cupboards: It was noted that the new cupboards are in situ and the older cupboards can now be removed. A £225 donation from CB History Group towards this purchase will be banked at the earliest opportunity.
f) 293i St Marys Grass Cutting Cllr Alcock had raised the issue of the cutting of the Parish Burial Ground. The Clerk had visited St Marys and also written to the contractor to request the standard of “cut & removal” were maintained at an acceptable level for this season. It was noted that a satisfactory recent cut had already been observed before the meeting by several Councillors.
g) 293ii Roadway deterioration Cllr Parker had raised the condition of the road around Hall Lane / New Road Junction, where the road edge was crumbling and collapsing; Cllr Newton raised the issue (noted under 299) that this was more correctly at the junction of Hall Lane with Nottingham Road, even though this section of road is varyingly designated also as being both Colston Road and as Hall Lane on various maps. NCC Cllr N Clarke informed the meeting that he had already raised this issue in this location with NCC Highways (VIA - Kendra Hourd), it had been noted and Highways action would be awaited as it is now “on their list for consideration”, alongside many other local roads.
h) 293iii Grit Bin within Hall Grounds: The positioning of this grit bin had been raised by Cllrs Newton. The Clerk had investigated the site and would also discuss it with the Volunteer Gritters at a meeting on June 27. As the communicated intention of the Grit Team Volunteers is to support safer passage for residents, especially less mobile residents, positioning a grit bin close to common thoroughfares, even on “private” ground, appeared to support that aim. It also appeared that there were no other safe or appropriate sites available near that location. Cllr Newton suggested that the Grit Bin serving Hall Lane should be sited off private land and perhaps placed on the grass verge adjacent to the road, so as not to encourage usage on “private paths”. The Clerk informed the meeting that (re)-siting bins adjacent to a Highway required NCC Highways permission, and that an unprotected grass verge with no pavement, adjacent to the unrestricted and busy Hall Lane, was very unlikely to meet with their approval as a satisfactory site. As a current member of the Grit Team the Clerk further informed the meeting that the private pathways of certain residents were gritted as a matter of course by the volunteers, to facilitate prioritised access / egress to public paths & highways.Following considerable discussion it was decided that the Clerk should discuss the situation with the Grit Team and that consideration of a request to re-sight the bin to the entrance to Hall Grounds be considered at the next meeting (Action Clerk)
301 Colston Bassett Neighbourhood Plan Working Party Update (May 23 Notes). It was noted that various Theme Groups were now working on elements of the Neighbourhood Plan and would be reporting to the main working Party at the end of the summer. The CBNP WP had also submitted an Awards for All funding application, as previously approved by Council, and the outcome of that application would be reported once known.
302 Parishioners Question Time i) Colston Bassett History Group The cost of Explanatory Plaques for the Colston Bassett Village Sign and The Jubilee Walk were being explored with a local supplier. Such signs would appropriately identify and explain two significant parts of the Parish. The intention was that a Village Sign plaque would be positioned on the post of the Village Sign by the Village Hall and that a Jubilee Walk plaque be positioned along that approach to St Marys. The CBHG would report back on this project at a later Parish Council meeting and any request for funding support would be considered at that stage.
ii) There were no other Questions or Submissions from Parishioners
303 Report of Village Hall Committee Representative; Cllr Newton reported that no meetings had taken place since his last pdate.
304 Financial Matters:
a) Payment of Items notified as falling due before 1 July 2018
i) The Clerks Quarterly Salary & Council Expenses Repayments were Approved
a) Salary £377.22 Payments Made; (7 receipts) £749.76 - Chq 110 £1126.98
b) HMRC PAYE April/May/June (£94.00) - Chq 111 £94.00
ii) No other items had been notified prior to the meeting
b) Notification of the 2017 Annual Return and Unaudited Accounts (RFO) The Parish Council noted confirmed receipt of the Annual Return by the External Auditors and that the agreed Notification of Unaudited Accounts and Period of Public Rights had been displayed both online and on the Parish Noticeboard.
c) Statement of Current and Deposit Accounts
i) NatWest Current June Statement £14,090.79
Reconciliation (ch109) £13,627.67
ii) NatWest Reserve June Statement £10,796.24
iii) Co-Op Defib Last Statement £1,486.51
The Council noted that the Internal Auditor had agreed these totals as correct. The inclusion of the CBNP Grant Element within the Current Account would be itemised in future to reflect available and ring-fenced Parish Council funds
d) Notification of VAT Refund Application, March-May 2017 £438.85. It was noted that the Clerk had submitted a VAT Refund application to HMRC on May 25, but to date no notice of payment nor any questions on this submission have been received from HMRC.
305 Planning Applications & Other Communications received:
Planning: The following outcomes were noted.
a) 17/01110/FUL Willowbrook CBPC Support RBC Approved
b) 17/01195/FUL Home Farm CBPC Support RBC Pending (28/7)
c) 17/01180/TPO Tanglewood CBPC OBJECT RBC Replacement
- The new RBC Council Leaders comments made at the Town and Parish Councils Annual Meeting on maintaining and increasing tree coverage in Rushcliffe were noted and received Parish Council support. The CBPC view on Tree Removal and Replacement was discussed and the Council agreed that they would actively seek to support both the replanting and replacement of any trees requiring removal around the Parish going forward on either a “like for like” or Native species basis (Action Clerk)
d) WW1 Commemoration Fund It was noted that a grant of up to £300 towards funding for WW1 commemoration events was currently available and notification of this opportunity had already been given to RBL & School by the Cler
e) NCC & Jas Martin; Estate & NCC Footpaths and Vegetation maintenance, The Council noted that the Clerk had been in contact with both NCC VIA Highways and JAS Martin (Agents for the Estate) with regard to delivering on their appropriate responsibilities in maintaining pathways and cutting hedges around the Parish. Work had already been undertaken on several footpaths by volunteers and Cllr Parker reported that the NCC-adopted footpath from Church Gate to St Marys had also been strimmed very recently.
306. Councillor’s Urgent Items
1) Cllr Taylor
a) Councillor Taylor wished noted that the Annual Parish Meeting Agenda had been inappropriately labelled as Colston Bassett Parish Council, resulting in some confusion for him as to which was the correct agenda for which meeting. He further referred to the Annual Meetings as being a shambles.(Clerks Note: The Inclusion of “Colston Bassett Parish Council” as a header or footer within the Agenda and Minutes of both the Annual Parish Meeting and the Annual Parish Council Meeting reflect the approved template for the Minutes and Agendas of previous such meetings. This was also the format as approved in 2015 under Cllr Taylors own Chairmanship of the Parish Council. Agendas and Minutes exist in a similar format dating back to at least 2011 apparently without having caused any prior confusion or inconvenience)
b) Cllr Taylor complained that the 2017 Chairmans Annual Report did not include any reference to Finance figures nor to any local businesses (Clerks Note; There is no defined report-content listed in statute for the Annual Parish Meeting Chairs Report, so it is at the sole discretion of the Parish Council Chair as to what is included. With the existence of a Parish Council the Chair of that Parish Council is also responsible in statute for convening and chairing the Annual Meeting but it is delegated in practice to the Parish Clerk to deliver notice of both the Annual Parish Meeting and the Annual Parish Council Meeting. This is again as evidenced in Colston Bassett in all agendas since 2011, including under Cllr Taylors own Chairmanship. The Council Chairman, having noted that the RFOs 2017 Report presented accounts to the Annual Parish Meeting, had chosen not to repeat those figures, Both the 2017 Chairs Report and the Annual Accounting Statement by the RFO were also available and circulated online and in hard copy prior to the Annual Parish Meeting, the first year that this has happened)
c) Cllr Taylor further complained that there had been no clear end to the Annual Parish Meeting. This had resulted in his confusion as to which meeting he was in when required to take the Chair for the Planning Section. That item had already been moved up the Annual Parish Council Meeting Agenda by agreement before Cllr Taylor was required to take The Chair due to the Declaration of Interest made by Cllr Jackson in a Planning Matter. (Clerks Note: The Minutes of the 2017 Annual Parish Meeting were approved earlier without comment under Minute 298 & therefore remain unchallenged in asserting that the Annual Parish Meeting was noted as having concluded correctly prior to the commencement of the Annual Parish Council Meeting)
d) Cllr Taylor was disappointed to note that his advice on how to conduct these meetings had not been followed.
Parish Council Chairman Cllr Jackson thanked Cllr Taylor for his observations & will discuss them with the Clerk before the July Parish Council meeting.
2 Cllr D Clark; Cllr Clark noted that several volunteers were contributing to the upkeep of the village on a regular basis and proposed the Parish Council passed on their official thanks to those known to be taking on these roles, This was seconded by Cllr Taylor. Of particular note were the works done over some time by; Nick Goddard on Church Gate, Martin Loxton on New Road, Mrs Helen Wright on Bunnison Lane, The Dairy and the Fletcher Family on Harby Lane and Charles Newton for the Hall Hedges. The Parish Council are aware that many other unidentified volunteers also help to clear and maintain substantive areas and pathways around the village and the Council passed on their recorded thanks to those valued village volunteers as well.
3 Cllr Parker asked NCC Cllr N Clarke about his efforts to find a new recycling site; NCC Cllr Clarke informed the meeting that re-opening Langar Tip was not a viable option, but that efforts to find an appropriate site remains an ongoing aspiration as the West Bridgford Recycling site is now noted as overwhelmed. Despite apparent evidence to the contrary around local lanes, there had only been a small rise in reported fly-tipping since the closure of Langar.
307. Date of next meeting – 31 July 2017, Colston Bassett Village Hall, 7pm
There being no further business the meeting closed at 7:54pm
In line with Audit Regulations for Parish Councils all Items of Expenditure of or over £100 each are to be displayed; those items for Colston Bassett Parish Council during 2016-17 are as per the attached document. Please be aware that some items may represent a single payment / reimbursement for several items being paid in a single cheque to limit the number of cheques being issued. All items requiring payment are presented to the Parish Council for approval and appropriate settlement and further details on each item can be obtained by reference to Parish Council Minutes or on application to the Parish Clerk. The VAT elements of all expenditure items are reclaimed from HMRC as appropriate.