Village News & Events

Draft Minutes of the Parish Council Meeting of 18 September 2018

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)

Reconciliation                                                                     £10,608.14

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

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

None

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

Reconciliation                     £10,670.54

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

Parish Council Meeting 26 June 2017

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)

Communications

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

2016-17 Expenditure: £100+ Listing

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.

£100 payments 2016-17

2017 Annual Parish Council Meeting

COLSTON BASSETT PARISH COUNCIL 
Draft Minutes of the 2017 ANNUAL PARISH COUNCIL MEETING, 22 May 2017

This Meeting followed the Annual Parish Meeting and commenced at 1915

281     Present                      Cllrs R Jackson (Chair), R Taylor, C Newton, K Parker and A Alcock

In Attendance           RBC Cllr T Combellack, NCC Cllr N Clarke, CBPC Clerk N Mayglothling & 5 Members of the Public

282     Apologies                  Cllr D Clark   Cllr R Thomasson

283     Election of Chairman and Vice Chairman for the 2017-18 Parish Year

Chair              Cllr Jackson  Proposed Cllr Newton, Seconded Cllr Parker

Vice Chair     Cllr Taylor      Proposed Cllr Parker, Seconded Cllr Newton

Both nominations were agreed by resolution unanimously. Cllr Jackson remained in the Chair.

284     Declarations of interest from members in matters due for consideration at the meeting: Cllr Jackson notified an interest in the Willowbrook Planning Application as a neighbour directly adjacent to the proposed property development. No further declarations were received

285     NOTED that the Minutes of the previous Annual Parish Council Meeting held on May 23 2016.were as previously approved (September 2016)

286     Minutes of the previous Parish Council Meeting, held on April 10 2017

Two grammatical errors highlighted by Cllr Newton (not affecting the accuracy of decisions) were corrected and the Minutes then signed.by the Chair.

287     Matters arising from the previous minutes of April 10 2017:

i)          273b   CBPC and Via Highways correspondence  (Chair) It was noted that the communications between the Parish Council and VIA Highways had been circulated online and displayed on the noticeboard. Received Parishioner feedback was supportive of the Parish Council in continuing to demand delivery of local service by VIA in the interests of the safety of all Parishioners and Visitors. The Parish Council will look to liaise with NCC Cllr Clarke on these matters and the Chair repeated that the Council will continue to look for appropriate responses from VIA Highways.

ii)         273c   Village Shelter repairs (Chair) This matter remains pending for quotes as no-one currently wishes to tender to replace the clay tiles at the moment. The Chair is still trying to progress this with a local contractor.

iii)        273d   SpeedWatch update (Cllr Parker / Clerk.  It was noted that the equipment is not available for use at the moment and that Cllr Parker and the Clerk will be contacted once it becomes available again. NCC Cllr Clarke agreed to raise the lack of functioning Speed-Watch equipment and the delays in being able to repair it with NPC Paddy Tipping. Cllr Combellack suggested that Colston Bassett may also benefit by looking into joining the local Neighbourhood Watch grouping and similar local support schemes Action NCC Cllr Clarke / Parish Clerk

288     Colston Bassett Neighbourhood Plan Working Party Update (CBNP WP)

Two members of the CBNP (Josie McGuirk and Suzi McCullough) were in attendance and reported that the Working Party had received a Locality Grant of £4200, that by agreement with Group Treasurer David Lambert was now held in the Parish Council Current Account. YourLocale submitted their first invoice for £1800 (including £300 VAT) and this was APPROVED for payment. The Vision Statement has been previously circulated and was also APPROVED. The Next CBNP Meeting on May 23 will start to explore three key Focus Areas. A letter to gain the views of Local Businesses has also been compiled by CBNP WP member Nick Goddard and will be acted upon shortly.

289     Parishioners Question Time (max 15 minutes) 

i) A Representative of the Colston Bassett History Group (Mrs B Fletcher) suggested that an explanation of the village sign should be displayed near the Hall. This met with the support of Parish Council and the History Society were invited to explore prices. The Parish Council were very happy to support this initiative in principle and await firmer costing indications.

ii) The History Society also suggested that there may be an opportunity to include short historical items in the Village Update Newsletter and on the Parish Council website. This suggestion was supported by the parish Council and it was noted that articles from every group in the village are always very welcome, in the first instance for e-news distribution and website hosting as appropriate. Articles could be submitted to the Clerk at any time.

iii)  The possibility of advertising on the Parish Council website and in Village Newsletters as a means of off-setting costs was discussed and agreed as potentially positive; previous advice had been not to include advertising copy on the closed email list. Clerk to check Data Protection conformity.

290     Report of Village Hall Committee Representative (Cllr Newton: The recent Village Hall AGM and General Meeting had confirmed Officers as;

Chair: C Burnell      Treasurer: B Crabtree          Secretary: M Palmer

The finances of the VHMC remain moderately healthy with around £3k in the Current Account, Bookings up on last year and the Main Hall recently repainted. Copies of the VHMC Meeting Minutes are now passed to the Clerk and are available to Parish Councillors on request.

291     Financial Matters:

a) Payment of Items falling due before June 2018  (Clerk)

 i)          Insurance total as agreed under Minute 291.f               AGREED

 ii)         YourLocale CBNP Invoice             £1800 inc VAT          AGREED

iii)        Purchase of 2 Matching cupboards from N.O.E. £450 plus VAT AGREED   The History Society agreed to donate £225 towards this purchase

b) Financial Report and the 2016-17 Unaudited Accounts Return (RFO): The RFO presented the previously circulated 2016-17 Financial Statements, as agreed with the Internal Auditor. These were approved by resolution, signed by the Chair and will be passed to External Audit. Action RFO/Clerk

c) Level and Receipt of 2017-18 Precept (RFO) It was NOTED that 2017-18 Precept of £9180 was received in the NatWest Account on 28.4.17

d) Annual Return Submission & Notice of Period of Public Rights (Clerk): All pertinent elements of the Annual Return were noted as complete and this will now be sent to the External Auditors. The period for the Exercise of Public Rights was agreed as; from Monday June 5 to Friday July 14.

e) Request from Notts County Football Club (Football in the Community) for funding support from CBPC for this financial year. Following discussion it was agreed that no donation would be made this year.

f) Zurich Insurance Renewal for 2017-18 (Clerk) The Zurich renewal quotation for 2017-18, including a 2% rise in Insurance Tax, totalled £481.91 (no VAT). The previous (2016-17) invoice was £468.88. It was noted that a 5% discount for 3yr Long Term Arrangements and a 10% discount for 5yr Long Term Arrangements was on offer.  After discussion it was RESOLVED that the Clerk should approach Zurich for the 5-year, 10% LTA saving at an agreed fixed price. Action Clerk (Post Meeting Note; a discounted renewal of £463.11 has been agreed with Zurich)

292.    Planning Applications & Other Communications received: This item Chaired by Cllr Taylor, Cllr Jackson having withdrawn for this item.A Planning application with regard to the potential development of three smaller properties on the current Willowbrook site on Church Gate had been notified. Two members of the public (Mr N Bacon and Mrs J Mayglothling) spoke in favour of the Application, It was noted that the application reflected the feedback in the Neighbourhood Plan, as this development would increase the diversity of housing available within the village by being at the lower end of the market range, matching aspirations to seek & support locally-more-affordable housing as previously espoused by the Parish Council itself. The application also already had the support of the immediate neighbours. Following lengthy discussion the Parish Council resolved to SUPPORT the application. Cllr Newton abstained and Cllr Parker wished his objection to further development on Church Gate to be noted.

Cllr Jackson resumed the Chair at the conclusion of this item

293.    Councillor’s Urgent Items

i) Cllr Alcock raised concern as grass at St Marys is in need of a cut. Noted that bad weather may have delayed this. Clerk to contact Contractor.

ii) Cllr Parker noted that the edge of the Main Cropwell Road appears to be collapsing near the junction with New Road, just beyond Sand Pit Hollow on exiting the village. Clerk to check, Cllr Parker to notify Highways.

iii) Cllr Newton, supported by Cllr Parker raised concern about the location of the Grit Bin actually within the Hall Grounds and asked if an alternate site servicing the highway / public paths rather than private properties could be found. Clerk to check and provide feedback.

294.    Date of next meeting – 26 June 2017, Colston Bassett Village Hall, 7pm  (Cllr Alcock lodged his apologies for this meeting.)

All were thanked for their attendance and the meeting closed at 2005hrs

2017 Annual Parish Meeting

COLSTON BASSETT PARISH COUNCIL
Draft Minutes of the 2017 ANNUAL PARISH MEETING held on 22 May 2017

APM17.01     Present                      Cllrs R Jackson (Chair), A Alcock, R Taylor, C Newton & K Parker

In Attendance           RBC Cllr T Combellack, NCC Cllr N Clarke & CBPC Clerk N Mayglothling

5 Members of the Public

APM17.02     Apologies                  Cllr D Clark   Cllr R Thomason

APM17.03 Minutes of the 2016 Annual Meeting; The Meeting Noted that the minutes of the 2016 Annual Parish Meeting were as approved and noted in September 2016. There were no actions arising to note carried over from the 2016 Annual Parish Meeting.

APM17.04 The Parish Council Chairman’s 2016-17 Report; Cllr Richard Jackson presented his report on activities over the past year. A hard-copy of the Report is also available in hard copy from the Clerk on request.

The 2017 Annual Parish Meeting; a Report by The Parish Chairman.

The Parish Council has enjoyed a busy and largely successful year, working both with many local agencies and with parishioners, so I am indebted to my fellow Councillors for their support and good offices. Parish Clerk Nick Goddard also provided invaluable service, support and advice, as did Internal Auditor Neil Gledson; their attention to detail has helped put the Parish Council on a strong footing. During the year Nick stepped down as Clerk, but the Parish Council were delighted to be able to make a small presentation to him to mark his many years of service to the Parish in varying roles. We welcomed new Clerk Nige Mayglothling who has been equally appreciative of his support. Nige has continued Nick’s good works and the Parish Council are all grateful to him for his efforts and enthusiasm.

We were also ably supported over the year by Rushcliffe Councillor Tina Combellack and County Councillor Richard Butler. Tina was especially helpful around us achieving 100% feedback on Planning Applications and Richard proved a good ally in our repeated efforts to get VIA Highways to take (any) appropriate action within the Parish... that battle is ongoing. Colston Bassett was re-aligned politically to a new Bingham West ward during the year so we will lose Richards direct influence but we look forward to working on Highways and other concerns with our newly elected Nottinghamshire County Councillor Neil Clark.

Colston Bassett has been a hive of building activity; with so many developments taking place the Parish has seen some interesting changes. The Parish Council establishment of a Working Party to lead the development of a Neighbourhood Plan will see development shaped more as parishioners would like to see for future developments, with indicative early feedback suggesting development  of a range of more diverse and affordable housing would be  appreciated within the Parish, rather than more larger-scale conversions and large properties. The whole Parish have had an opportunity to engage in the Neighbourhood Plan process, be it in attending the Open Day launch, or in providing feedback with their own ideas on the future shape of the Parish. This ongoing and important work will be a key part of the Councils focus over the coming year, so my thanks to Josie Mcguirk, Suzi McCullough, David Lambert and Nick Goddard for their leadership and hard work. With YourLocale recently engaged as our Project Consultants and significant grant-aid already secured I am hopeful this work will proceed apace and I would also encourage all individuals, families and local businesses to get involved with your Neighbourhood Plan.

The Village Hall Management Committee (VHMC) continued to manage and safeguard the principle village asset and whilst recognising the excellent work of this volunteer group the Parish Council were also able to amend their own Standing Orders to correctly reflect the relationship between the two bodies. The Defibrillator account was topped up to better cover replacement liabilities and thanks passed to Jackie Fish for her weekly monitoring checks on this potentially life-saving asset. Consideration has also been given to repairing the roof of the Village Shelter. Financial prudence has put the Parish Council in a reasonable position to deliver on Local Services, such as the local mowing-contract that covers St Marys and smaller pockets in the centre of the village, and also to cover other liabilities, e.g. towards repaying the Village Hall loan

Other events of note were the hugely successful Duck Race led by John and Bunty Fletcher, Jill Faulks and their trusty volunteers, the Annual Fete delivered by many of the VHMC and the success of so many local charity Fund-raisers & other events held in the Village Hall, and of our “local” Cricket Team. The Annual Litter Pick saw a troop of volunteers aged from four to “just over eighty” gather over two dozen bags of rubbish and other assorted “treasures”. A monthly Village Update provided a sometimes irreverent review of local events and concerns, whilst all new residents will in future get a hopefully- informative welcome to Colston Bassett from the Parish Council.

Cllr Richard Jackson Chair, Colston Bassett Parish Council

APM17.05 The Report of the Village Hall Management Committee Representative: Cllr Newton reported on another successful year for the Village Hall Management Committee. The 100 Club had provided their 50% contribution to the Public Works Loan Board annual repayments for the Village Hall Loan and it continued to be well supported. Bookings had generated a steady income & the Main Hall had recently been repainted. New patio doors had been installed & lettings were up on 2016-17. The VHMC is financially stable with just over £3k in the main account. The Reserve (Improvement) Account is being topped up to meet the improvements planned over the next 5 years. The next VHMC Fundraiser is the Village Fete on July 2, 2017.

APM17.06 Financial Statements for 2016-2017: The Responsible Financial Officer presented the final unaudited accounts, Annual Statement a review of operations for the year. Hard copies of these papers are available from the Clerk on request.

Colston Bassett Annual Parish Meeting; An overview of the 2016-17 Financial Year by the Responsible Financial Officer.

The Parish Council held three bank accounts over the period: A Communities Current Account (with a cheque book facility) and a Business Reserve, both with NatWest (Bingham) and a Reserve Account for the Defibrillator held with the Co-Operative Bank (Nottingham). The account balances and any reconciliation due were noted at each Parish Council meeting. All account operations are overseen by the RFO/Clerk but in line with Parish Council Standing Orders the signatures of two Councillors are required for all cheque-operations.

Guided by the Finance Advisory Group and well served by former Clerk Parish Nick Goddard and the generous help and support of Internal Auditor Neil Gledson, the Parish Council recorded a lower than anticipated Annual Expenditure total of £8,130.07. This included two transfers to own-reserves of a combined total of £1,757. For a combination of reasons it is however unlikely that costs can be pushed down or even held at this lower threshold for future years.

Total Income for the period of £9,148.20 included the £8,500 Precept received via Rushcliffe Borough Council, the VHMC contribution to the loan payments due to the PWLB against the Village Hall and minor elements of interest and VAT reclamation. The Annual Precept clearly remains the major contributory element and as such maintaining a healthy Precept is clearly key to the operations of the Parish Council.

A significant transfer of £700 was made from the Current Account to the Defibrillator Fund Reserve, bringing that Reserved Fund closer to a full replacement value for the parish unit. It is recommended that consideration of smaller transfers continue to be considered annually, to reflect any increased unit or unit-element replacement costs going forward, as the original agreement with the Heat-Beat Trust is nearing its end. The Asset and Risk Registers for the period were both updated and agreed and the overall liabilities of the Parish Council recognised. During the year the Parish Council also transferred its Insurance business from AON to Zurich, on receipt of a more competitive like-for-like quotation.

The aim remains to continue to control costs against liabilities, commitments and responsibilities. The Parish Council is also looking to put in place a reserve that will appropriately reflect the known and potential annual liabilities of the Parish Council and to help meet the changing circumstances of Local Government finance. The impact of funding cuts at Local Government level and therefor on County operations are already seen impacting at the local level across the Parish, so the Parish Council remain focussed on maintaining service levels and financial security going forward .

Nige Mayglothling, RFO to Colston Bassett Parish Council. May 2017

APM17.07 Matters Raised by Parishioners Present at the Meeting   None

APM17.08 Matters Raised by Parish Councillors. It was requested by Cllr Newton that hard copy of reports be made available to those without internet connection. The Clerk confirmed that these reports would be displayed on the Noticeboard and available from the Clerk on request.

With thanks to all present, the Chair closed the Annual Parish Meeting at 1913hrs