Town Council Meeting – 06/05/2018

Meeting of Stapleford Town Council 

Friday 6th April 2018 at 7.00p.m.

In the Carnegie Centre, Warren Avenue, Stapleford, Notts.

**Please note public meetings can now be filmed by members of the public- Chairperson to ascertain at the start of the meeting if anyone will be filming in order for those who do not wish to be filmed to vacate the room * *

AGENDA

1 Apologies for absence

(The Town Clerk will report any apologies for absence she has received in writing prior to
the start of the meeting.)

2 Declarations of interest

(Members will be invited to declare any interests they may have on any item to be
discussed at the meeting. They will also be advised that should it become apparent

to any Member during the meeting that they do have an interest in a particular item they should alert the Chair and the Town Clerk immediately.)

3

Minutes of the Town Council Meeting held on 23rd February 2018.

Document 1

4 Request(s) made by any member of the public to address the Town Council

 

5 Mayor’s Engagements Document 2

6 Section 137 Request Document 3 Document 3

(To consider requests for funding under this heading)

7 Town Clerk

(To note recruitment process to date)

8 Neighbourhood Planning – Update

(To note the progress of this project to date)

 

9 Allotments Report Document 5

10 Carnegie Centre and Associated Expenditure Document 6

(To consider a report of the Town Clerk outlining various long and short-term items of expenditure required).

11 Highways in Stapleford

(This item is included to note any particular Highways issues pertaining to the Town.)

Agenda contd.

12 Possible Areas of Funding for Town Council Projects

(This item is placed on the Agenda at the request of Councillor Richard MacRae)

 

13 Correspondence

Letter from Cllrs: Mrs A Hull and Mrs S Roome re Request to hold an event to commemorate the end of World War One

Letter from Stapleford Community Group: Re: Stapleford Remembers

Letter from: Inspector Simon Riley: An Introduction – To note the transfer of Inspector S Wragg and the appointment of his successor Inspector Simon Riley

Newsletter from Nottinghamshire County Council: item re: HS2 Growth Plans 

14 Planning Applications

8 Alexandra Street Stapleford Nottinghamshire NG9 7ED
Planning Reference: 18/00094/FUL
Proposal: Change of use from retail (Class A1) to micro pub (Class A4)
Further Information

15

Payments

(To note the payment schedule.)

16 Date of next meeting. The next Meeting of Stapleford Town Council will be held on
Friday, 18th May 2018 at 7.30p.m. Please note that this is the Annual Town Council Meeting.

The Annual Town’s Meeting will be held at 6.30p.m. on Friday, 18th May 2018.

The Town Mayor invites Councillor and Members off the Public to join him at this event.

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TOWN COUNCIL MEETING

HELD ON 23RD February 2018

Present Councillors:

Cllr Mrs C Bollen* Cllr Mrs J Goold Cllr R MacRae Cllr S Roome Cllr A Britton Cllr D Grindell Cllr J McGrath Cllr R Browne Cllr Mrs A Hull Cllr D Pearson

Cllr R Darby* Cllr I Lawton Cllr C Rice

*Cllrs Mrs Bollen and Darby left following the item on HS2.

The Town Clerk craved the indulgence of the Chair and it was agreed by the Town Council that

the following alterations would be made to the Agenda, to ensure the smooth running of the

proceedings:

Item 6 HS2, would be taken before item 5, Section 137 Request;

Item 13 Planning Applications: 54 Derby Road Stapleford Nottinghamshire would be taken in

isolation from the other applications to be considered, to enable a member of the public to make

a statement to the Town Council regarding this application.

This application would be considered after hearing the statement and prior to the

Mayor’s Engagements.

127/2018 Apologies for absence

Apologies for absence were received from Councillors: P Ensor, Mrs S Ensor, B Hull,

J Longdon and Ms J Townend.

128/2018 Declarations of interest

Councillors: R Darby, Mrs J Goold, J McGrath and R MacRae declared an interest in any discussion relating to Broxtowe Borough Council by dint of their status as serving Councillors on Broxtowe Borough Council.

Councillors: R Darby, Mrs J Goold, Mrs A Hull and Cllr J McGrath declared a non-pecuniary interest regarding the Town Council Allotments.

Councillor R MacRae declared a non-pecuniary interest regarding the Town Centre Team.

Councillors: R Darby, D Grindell And C Rice declared an interest in Agenda item 5 Section 137 Requests.

129/2018 Request(s) made by any member of the public to address the Town Council

The Town Clerk had received a request from a resident re Item 13 Planning Applications: 54 Derby Road Stapleford Nottinghamshire. It was agreed that this statement would be taken prior to the application being considered and that this application would be considered prior to Mayor’s Engagements.

130/2018 Minutes of the Town Council Meeting Held on 12th January 2018.

The Minutes of the Town Council Meeting held on 1st December 2017 were approved and signed.

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1/2018 131/2018 HS2

The Chair welcomed Mr P Mullins and Ms A Wishart, engagement Officers from HS2 who gave a presentation detailing where the Project is to date and the proposed timescales going forward.

Members listened to the presentation and the following question and answer session. The following points were noted:

  1. The Route as announced in July 2017 identified the Toton Sidings site, (as previously advertised and discussed by HS2) as the East Midlands Hub.
  2. This was a long-term project and no High-Speed trains would carry passengers until 2032.
  3. Parliamentary approval/Royal Assent for the works, was not expected before 2019.This was a ten-year build process and contractors were not likely to be in place for the main project until 2022/23.
  4. Design development and logistics work would be underway prior to the commencement of the actual construction works.
  5. Surveys were being planned re the environmental statement, noise/vibration and traffic issues.
  6. Issues relating to compensation, compulsory purchase etc were being considered as required and it was stated that lessons had been learned from the HS1 project which hopefully would mean less irritation for residents, affected by the route.
  7. The Meeting raised the issue of the railway bridge over Toton Sidings, between Stapleford and Sandiacre and its state of repair. The Town Council was aware that there were issues as to the stability of this structure and were concerned re the safety of this bridge, also how it would cope the probable increased traffic flow that it was expected HS2 would bring to this area of Derby Road and beyond.
  8. Mr Mullins assured the Meeting that every possible safety issue would be considered and that any works required to ensure that structures were fit for purpose would be undertaken as part of the project, if relevant to its continuation.
  9. It was noted that the building/construction works would be undertaken by multiple building/construction companies and that opportunities would be available for recruitment for local individuals with regard to such positions as would be available.

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131/2018contd.

  1. Training/apprenticeship opportunities were also discussed, and the Town Council felt it was important that young people resident in Stapleford were given the opportunity to undertake such training opportunities as became available.
  2. It was suggested by the Meeting that it would be desirable to establish a local ‘job’ hub in Stapleford, for individuals wishing to access employment as part of the HS2 Project.
  3. HS2 would be visiting local schools as part of the STEM initiative to encourage young people to consider careers in the technologies associated with HS2.
  4. A help desk was available to individuals who needed information re HS2 and the Town Council invited HS2 to hold Open Events, Presentations etc within the Carnegie Centre.
  5. Not all Councillors were convinced regarding the viability of this project. However, the Town Council was anxious to see any benefits that would accrue to the Town, through completion of HS2 were successfully utilised for the good of residents and businesses alike.
  6. The need for improvements to Bessell Lane and the highways infrastructure in the area of the East Midlands Hub was essential. A road entrance to the Hub, through Stapleford was recognised, by the Town Council, as essential to ensure access to the station should there be incidents on the A52.

The Chair thanked Mr Mullins and Ms Wishart for attending this Meeting.

A Recess was Called At 7.45p. and the Meeting recommenced at 8.00p.m.

During which time Cllrs Darby and Mrs Bollen left the Meeting.

132/2018 Section 137 Request

The Chair welcomed representatives of St Helen’s Parish Church Annexe Project to the Meeting, following the deferment of this request from the last Meeting.

Members listened to an update the progression of the Annexe Project and following discussion it was agreed to award £500 towards this Project. With the proviso that the Town Council’s contributions to this Project were noted by the organisers and that should the works not take place the monies would be returned.

133/2018 Resident’s Comments re 54 Derby Road Stapleford Nottinghamshire

Dr David Gent, a resident of William Road wished to address the Meeting on behalf of his fellow residents with regard to the application at 54 Derby Road Stapleford Nottinghamshire, for the creation of six flats within the property which sits at the corner of Derby Road and William Road.

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133/2018contd.

He explained to the Meeting that residents of William Road had met to discuss this proposal and while not against the application to carry out the refurbishment of this property they were very concerned in relation to the lack of parking provision for such a development.

Members were asked to consider that William Road already has insufficient parking space to meet the needs of the current residents. Mention was made of the need for residents parking.

Further, adjacent neighbours of the property were worried that the position of the Dorma windows would overlook their properties and result in a loss of privacy.

The Town Mayor thanked Dr Gent for his comments.

Councillor R MacRae declared an interest in this item by dint of his membership of the Planning Committee at Broxtowe Borough Council application.

134/2018 Planning Applications

Ref: 17/00873/FUL 54 Derby Road Stapleford Nottinghamshire

Members were aware of parking issues in this area and noted that it was a problem on all the side streets in the Town Centre Areas. Regarding residents parking, this was a Nottinghamshire County Council responsibility and it would be for residents to contact their County Councillor for assistance with this matter, should they feel that such a scheme would alleviate the problem.

Following consideration of this application the Meeting noted the pressure for parking spaces on William Road and the possible issues relating to privacy that the positioning of the proposed dormer windows could pose.

However, in terms of Planning legislation the parking problems could not be determined as a reason for objecting to the application. Indeed, given the proposed development the Town Council did not object to the proposal and hoped that the refurbishment of the commercial area would encourage new trade in the Town. Further was a need for affordable housing.

The Town Clerk was instructed to send a minute reference to Broxtowe Borough Council informing it, that while the Town Council did not object to the application, did have reservation re the positioning of the dormer windows and would request that these were checked carefully by the appropriate officer and that the Planning Committee’s attention was brought to the parking issues on William Road and in the Town Centre particularly with relation to the lack of spaces in the evening.

135/2018 Mayor’s Engagements

The Town Mayor’s Engagements were noted.

Members were reminded that the Civic Service was due to be held on 4th March 2018 and were asked to ensure that the Town Clerk was aware of individual Members intentions to attend this event or not.

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136/2018 Poppy Prom and Town Council Commemoration of the end of World War One

The Town Clerk was delighted to report that she had secured funding to hold a Poppy Prom which will be the Town Council’s official Commemoration of the end of World War One; in addition to the solemn and formal Act of Remembrance, to be held on Remembrance Sunday.

She thanked Councillor John Longdon for his support in securing this funding from the Nottinghamshire County Council.

Newark and Sherwood Concert Band, who had performed the successful 30th Anniversary Concert in 2017, had been booked to play the Poppy Prom on 8th September 2018, in St Helen’s Parish Church, Stapleford, and the Town Clerk explained the running order for such performance for the Meetings benefit. She also assured Members that she would return to run this event on the Town Council’s behalf.

Any profits from this event would be donated to The Annexe Project at St Helen’s Parish Church, Stapleford, in memory of those who had fought in the First World War. This was fitting as the Memorial Chapel with the tablet commemorating the fallen from the First World War was situated in St Helen’s and the Annex Project was being provided to serve the needs of future generations of Staplefordians and thus any money donated to this project, from the Poppy Prom, would live on through this exciting project within the Church and be available for use by all residents.

The Town Clerk went onto explain the content and programme of a Poppy Prom and invited all Members to support this event.

It was noted that organisations running events to commemorate this Anniversary should be encouraged to invite the Town Mayor to attend and that groups seeking financial assistance from the Town Council should apply for funding in the usual manner.

137/2018 Town Clerk

It was noted that the Town Clerk had tendered her resignation and that the Leader of The Town Council had reluctantly accepted it.

The Town Clerk reported that she would be in post until 30th April 2018. However, she had agreed to stay for a short time following this period of notice to assist her successor and to ensure an efficient handover. It was noted that the Post was advertised and that this matter would be reported to a future Meeting for Members information.

Councillor Pearson, the Leader of the Town Council wished to thank the Town Clerk for all her hard work over the years and this was echoed by the Meeting.

 

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138/2018 Neighbourhood Planning – Update

Members noted that the draft Neighbourhood Plan for consultation was underway and that the proposal to include the site at Sisley Avenue was to be removed following the public consultation undertaken during October 2017. Further details regarding this matter would be reported as required.

139/2018 Town Centre Team (TCT)

It was noted that the TCT had not met since the last Meeting of the Town Council. For information, Councillor MacRae informed the Meeting re footfall and occupancy within the Town Centre area.

140/2018 Correspondence

There was no correspondence to report.

Councillor R MacRae declared an interest in this item by dint of his membership of the Planning Committee at Broxtowe Borough Council.

Any further declarations would be noted above each application.

141/2018 Planning Applications

Please note that the application relating to 54 Derby Road had been taken at:134/2018

18/00020/FUL 66A Derby Road Stapleford Nottinghamshire

Members considered this application and following discussion agreed to support this application as the Meeting considered it would enhance the streetscape as adjacent properties all had flats above the ground floor level.

Councillors: J McGrath and D Pearson declared a non-pecuniary interest in the following application.

18/00062/P3JPA 41 Nottingham Road Stapleford Nottinghamshire

Members considered this application and following discussion had no objections to the application.

Councillors: J McGrath and I Lawton declared a non-pecuniary interest in the following application.

18/00013/FUL Land to the rear of 29 Toton Lane Stapleford Nottinghamshire

Members considered this application and following discussion had no objections to this application.

It was noted that this property was owned by the son of a former Councillor and that a number of currently serving Councillors knew the individual concerned.

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141/2018contd.

18/00027/FUL Land to the rear of 192 Nottingham Road Stapleford Nottinghamshire

No discussion took place and there were no objections to this application.

18/00031/FUL 23 Nottingham Road Stapleford Nottinghamshire

Members considered this application and following discussion had no objections to this application and welcomed this application as the property had appeared derelict for a number of years.

18/00084/FUL 66-68 Wellington Street Stapleford Nottinghamshire

Members considered this application and following discussion had no objections to this application.

Councillors: J McGrath declared an interest in the following application as Landlord of the Old Cross Public House, Stapleford.

18/00386/ADV 3 Nottingham Road Stapleford Nottinghamshire

Members considered this application and following discussion had several comments regarding this proposal. A number of Councillors were aware of issues of anti-social behaviour associated with this area of the Town. However, the Town Clerk advised that this was not relevant to the application re signage for this public house.

It was agreed that the Town Council wished to object to this application due to the design and size of the proposed signage and that it was, in its opinion out of keeping with the area.

It was agreed that the Town Clerk would forward these comments to Broxtowe Borough Council Further that she would write to Broxtowe Borough Council re the difficulties of accessing Planning Documents which were subject to amendments.

142/2018 Payments

This item was noted.

143/2018 Date of Next Meeting

The next meeting of the Town Council was scheduled to place on Friday, 6th April 2018, and not 8th April 2018 as listed on the Agenda.

Meeting closed at 9.20p.m.

Signed …………………………………………… Date ……………………

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STAPLEFORD TOWN COUNCIL

MAYOR’S ENGAGEMENTS

March 2018

Sunday, 4th March

@ 9.30a.m.for 10.00a.m.

Town Council Civic Service

St Helen’s Parish Church, Stapleford

Town Mayor & Escort
Wednesday, 7th March @ 2.00p.m. Visit to U3A

Stapleford Methodist Church

Town Mayor
Monday, 12th March @ 9.55a.m. for 10.00a.m. Raising the Flag for Commonwealth Day

Broxtowe Borough Council

Town Mayor
Wednesday, 14th March @ 10.00a.m. Stapleford Job Fair

Carnegie Centre

Town Mayor & Deputy Town Mayor
Sunday, 18th March @ 10.30a.m. Breaking the Ground for the Annexe Project

St Helen’s Parish Church, Stapleford

Town Mayor & Deputy Town Mayor
Thursday, 22nd March @ 9.50a.m. for 10.00a.m. MacCarthy & Stone Complex,

Hickings Lane,

Stapleford

Town Mayor
Friday, 23rd March @ 2.15p.m. Funeral Mr J Joseph

Bramcote Crematorium

Past Town Mayor
Saturday, 24th March @

7.00p.m.

Broxtowe Borough Council, Bollywood Ball Town Mayor & Escort
Wednesday, 28th March @ 5.00p.m. Opening of New Restaurant

Spice Suave

231, Derby Road

Stapleford

Deputy Town Mayor

 April 2018

May 2018

Friday, 18th May @ 6.30p.m. Annual Town’s Meeting

Carnegie Centre

Town Mayor
Friday, 18th May @ 7.30p.m. Annual Town Council Meeting

Carnegie Centre

Town Mayor & Town Mayor Elect

**SAVE THE DATE – POPPY PROM –

SATURDAY, 8TH SEPTEMBER 2018 AT 7.30P.M.

ST HELEN’S PARISH CHURCH, STAPLEFORD –

TICKETS ON SALE SOON -**

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Requests for assistance with specific

projects made by voluntary organisations

Report of the Town Clerk

1 Introduction

The Town Council at its Meeting in January 2018 agreed to continue the status quo regarding the awarding of funds allocated under the Free Resource or Section 137 funding.

2 Section 137

Section 137 of the 1972 Local Government Act empowers a local council to spend up to a prescribed amount in any one year; and legislation provides for this limit to rise in accordance with the movement of the Retail Price Index in subsequent years. This Town Council, has historically, at its Budget Meeting agreed an amount for this purpose. It should be noted that the amount allowed the legislation is considerably higher than that allocated by the Town Council but to encompass this figure would result in a significant rise in the amount charged to local council tax payers in terms of the precept.

3 Free Resource

Money may be awarded for a purpose that in the opinion of the Parish/Town Council would be in ‘the interests of or directly benefit the area or its inhabitants, or of part of it, or of some of them.’*

*Arnold-Baker on Local Council Administration 9th Edition.

Arnold Baker further states: ‘The council is the judge of what is or not in the interests of the area or inhabitants provided that there is some ground for saying that the direct benefit is commensurate with this expenditure.’

4 Nature Of The Power

In general, it is accepted that the local council is the judge of what is or is not in the interests of the local area provided that there are grounds to support that the ‘benefit is commensurate with this expenditure.’ * It should be remembered that both the internal and external auditor have the power to question any such expenditure and it is then for the Town Council to justify why it approved the award. Further, as with all expenditure, it is open to an audit challenge from an elector.

New Funding Requests

5 Awards to Individuals

I have been advised by the Society of Local Council Clerk’s National Adviser that one of the most important restrictions on the allocation of funding through Section 137 is that a grant cannot be made to an individual for their own use. This restriction has been confirmed by three separate Borough Solicitors, employed by Broxtowe Borough Council.

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6 Requests for Funding

CAB

Cab has requested that the Town Council consider an application for funding of £500 towards the continuance of this Service in the Town.

It should be noted that CAB meets in the Stapleford Health Centre and that the organisation as a whole is suffering from a reduction in grants from the Major Local Authorities.

 

Supporting papers will be available for Members information at the Meeting.

Previous Administrations have supported this organisation and the Town Mayor is invited to attend the AGM of this organisation.

Helpful Bureau

The Helpful Bureau is a local voluntary organisation operating out of premises in Church Street, Stapleford. This organisation is looking for assistance with continuing its work in the Town.

Previous Administrations have supported this organisation

Supporting papers will be available for Members information at the Meeting.

7 Conclusion

  1. The Meeting is asked to note this report;

 

  1. agree not to award funding as requested at 6 above; or
  2. Resolve: that the Council in accordance with its powers under Section 137 of the Local Government Act 1972, should incur the following expenditure, which in the opinion of the Council is in the interests of the area or its inhabitants and will benefit them in a manner commensurate with the expenditure.
  3. instruct the Town Clerk with regard to any further directions regarding the allocation of Section 137 awards.

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Appendix 1

Town Council Awards Section 137

i) Section 137 awards will not normally be made where the monies are being sought for ongoing expenses, e.g. to run a facility and meet annual revenue costs

ii) Section 137 awards will be considered to fund one off special projects that can be demonstrated to benefit the community

iii) Section 137 awards will be made to assist with the provision of a short-term service that cannot be funded in another way.

iv) Section 137 awards may be made to ensure that a partnership project is executed.

v) Section 137 awards may be made to assist a national charity with work that will benefit the local community.

vi) Section 137 awards will not normally be made to assist with the purchase of sports kit or uniform unless an exceptional case can be made for such an award.

 

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Carnegie Centre

Report of the Town Clerk

1 Introduction

Stapleford Town Council owns the free hold of the Carnegie Centre and Annexe. It operates this building as the permanent base of the Town Council, as a facility that can be utilised by local groups for meetings etc. and rents the annexe building to a local business.

2 Up Date Re Planned Maintenance

For Members information, the following works are carried out regularly/annually as required:

  1. Fire extinguishers etc are serviced annually
  2. Burglar alarm system is serviced annually
  3. Automatic Door System is serviced annually
  4. PAT testing of all electrical equipment
  5. Legionella Monitoring – monthly
  6. Exterior of the building regularly monitored by caretaking staff and Town Clerk
  7. IT system – checked regularly
  8. Security cameras/CCTV – checked regularly
  9. Asbestos Monitoring – the only area of the Carnegie Centre, that it has been advised as registering in this area is the bitumen flooring under the carpet tiles in the Council Chamber. The company carrying out this work has advised that as long as the bitumen flooring is kept covered and not tampered with it is perfectly safe. An asbestos survey is conducted once during each administration.
  10. Gas Boiler serviced annually

3 Works Required

The Town Clerk has been advised that:

  1. The CCTV system was inherited from Broxtowe Borough Council and will need to be updated at some point in the near future
  2. The Main Hall and Rear Hallway is badly in need of redecoration
  3. The Carnegie Centre as a whole needs re-decoration

4. Civic Regalia

Both the Town Mayors and Deputy Town Mayor’s Chains are in need of professional cleaning and refurbishment. It is recommended by the Town Clerk that these pieces of regalia are sent for such works to either Fattorrinis or Vaughtons for such work as is required in March/April 2020, prior to the Local Elections.

 

5 Building Fund

The Town Clerk recommends that the Main Hall and Rear Hallway of the Carnegie Centre are redecorated and that a phased programme is set in place to redecorate the remainder of the building.

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6 Conclusions

The Town Council is asked to:

  1. note this report;
  2. give any further instructions to the Town Clerk as deemed necessary after discussion of this report.

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ALLOTMENTS

Report of the Town Clerk

1 Introduction

Stapleford Town Council maintains and administers five separate allotment sites in the Town. The main management issues of this area of responsibility are discussed annually and were agreed as part of the budget process in January 2018.

2 Expenditure

Up to 31st March 2018 the following expenditure has been incurred: £2,571 and £1,170 for fencing works at Albany site, from ring fenced account

 

The sum of £4,429.24 is currently showing as available under the budget head for allotment expenditure.

There is currently £7,265 identified as ring-fenced monies for allotment expenditure, including future refencing works as required.

3 Income

From 1st January – 31st March 2018: the following income has been received: £9,806 (all sites)

4 Waiting Lists

Currently there are vacant plots available on all sites.

Plots are available at the Albany, Bessell Lane, Ewe Lamb Lane, Nottingham Road and Peatfield sites.

Allotment gardening does appear to be as popular as it once was, and this must raise concerns re the funding of maintenance for these sites. The town Clerk recommends that a careful watch of expenditure on all sites is maintained.

 

5 Allotment Sites

Albany: There are currently 22 vacant plots on this site.

Fencing has been erected to preserve the drainage pond at the wildlife area.

It hoped that bee hives will be installed later this year at the wildlife site.

The Town Clerk would like to invite interested groups to contact her, who would like space at the wildlife area to pursue environmental projects.

Some clearance works will need to be undertaken during the new financial year.

 

Bessell Lane: There are currently 11 vacant plots on this site.

Some clearance works will need to be undertaken during the new financial year.

Issues relating to fly tipping on this site.

 

 

Town Council06.04.18 Document 5:2

5contd.

Ewe Lamb Lane: There are currently 3 vacant plots on this site.

Some clearance works will need to be undertaken during the new financial year.

Nottingham Road: There are currently 2 vacant plots on this site

Some clearance works will need to be undertaken during the new financial year.

 

Peatfield: There are currently 5 vacant plots on this site.

Some clearance works will need to be undertaken during the new financial year.

Willows will be checked.

 

6 Bonfires

For information, the burning of garden refuse from allotment plots, only, will be allowed on SATURDAY, 3rd NOVEMBER 2018 ONLY.

7 Allotment Panel

The Allotment Panel will not meet until the present Town Clerk’s successor is in post.

8 Conclusions

The Committee is asked to:

  1. note this report;
  2. give any further instructions to the Town Clerk as deemed necessary after discussion of this report.