Town Council Meeting Agenda – 22/06/2018

Meeting of Stapleford Town Council
Friday 22nd June 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 6th April 2018 Document 1

4 Minutes of the Town Council Meeting held on 18th May 2018 Document 2

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

6 Mayor’s Engagements Document 3

7 Section 137 Request Document 4

(To consider an application for funding under this heading.)

8 Neighbourhood Planning
(To receive: Feedback regarding this matter)

9 Allotments Report Document 5

(This item is placed on the Agenda for Members Information)

10 Meet Your Councillor Document 6

(This item is placed on the Agenda at the request of the

Leader Of The Town Council)

11 Request For Working Parties Document 7

(This item is placed on the Agenda at the request of the Leader of The Town Council)

Agenda contd

12 Traffic and Highways Issues in Stapleford

(This item is maintained on the Agenda for Members information)

13 Correspondence

HS2 Engagement Events: Notification has been received of the schedule for the latest round of engagement events and this has been copied to Members. The two nearest venues are:

22nd June Trowel Parish Hall, Trowell

27th June West Park Leisure Centre, Long Eaton

Local Geological Site selection criteria available here. To contribute views re this matter please email as printed.   The consultation period runs from Monday 21st May 2018 until Monday 2nd July 2018.  All consultation responses should be emailed to us at nbgrcg@nottinghamcity.gov.uk.

Notts Biological & Geological Records Centre NBGRCG@nottinghamcity.gov.uk

Broxtowe Borough Council: The Town Clerk has received a copy of the presentation for Elected Members (Broxtowe Borough Council), re GDPR and leaflets produced for the general public. (These items a have been emailed to Members).

14 Planning Applications

Reference Number : 18/00328/FUL
Proposal : Change of use from agricultural land to recreational use, including the siting of 6 glamping pods
Site Address : Mill Farm 62 Mill Road Stapleford Nottinghamshire NG9 8GD
Click here to see application details on website

 

Reference Number : 18/00308/FUL
Proposal : Erection of 6 new industrial units and amended road layout contrary to that implemented under 13/0609/FUL
Site Address : Former Dyeworks Site West End Street Stapleford NG9 7DA
Click here to see application details on website
Reference Number : 18/00288/FUL
Proposal : Change use of 4 ground floor retail units and basements (Class A1/A3) to form 11 self-contained apartments (C3) and rear extensions
Site Address : 242, 244, 248, 250, 252, _ 254 Derby Road Stapleford Nottinghamshire NG9 7BG
Click here to see application details on website

Agenda contd.

15 Appointment of Responsible Financial Officer

(to the Responsible Financial Officer, this item was continued from the Annual Town Council Meeting.)

16 Risk Assessments

(To note the Town Council Risk Assessments)

17 Annual Governance Statement 2017/18

(To acknowledge this document prior to submission to the External Auditors)

18 Accounting Statement 2017/18

(To acknowledge this document prior to submission to the External Auditors)

19 Payments (To note the payment schedule.)

20 Date of next meeting. The next Meeting of Stapleford Town Council will be held on

27th July 2018 at 7.00p.m.

Town Council: 22.06.2018 Town Council: 22.06.2018 Document1:1
Page 3108

TOWN COUNCIL MEETING

HELD ON 6TH APRIL 2018

Present Councillors:

Cllr R Browne Cllr B Hull Cllr J McGrath Cllr Mrs S Roome

Cllr R Darby Cllr Mrs A Hull Cllr R McRae Cllr Ms J Townend

Cllr D Grindell Cllr J Longdon Cllr C Rice

 

144/2018 Apologies for absence

Apologies for absence were received from Councillors: A Britton, P Ensor, Mrs S Ensor, Mrs J Goold, I Lawton, and Cllr D Pearson.

145/2018 Declarations of interest

Councillors: R Darby, Mrs J Goold, J Longdon, 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, B Hull, 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: Mrs Roome and J McGrath declared an interest in Agenda item Section 137 Requests.

146/2018 Minutes of the Town Council Meeting Held on 23rd February 2018.

The Minutes of the Town Council Meeting held on Minutes of the Meeting held on 23rd February 2018 were approved and signed.

147/2018 Request(s) made by any member of the public to address the Town Council

The Town Clerk had received a request from the Helpful Bureau to address the Town Council re the application made by this organisation under Section 137.

It was agreed to bring forward item 6 Section 137 Requests to immediately after item 4 Request(s) made by any member of the public to address the Town Council.

Mr Fox, a trustee of the Helpful Bureau, informed the Meeting of the work of this organisation and how it served the local community. He further explained the financial difficulties the organisation was experiencing with regard to changes in funding allocations from Nottinghamshire County Council.

The current rental costs, for the building used by the Helpful Bureau were also causing financial problems and the recent act of vandalism that had rendered its van unusable had only added to the problems of this local organisation.

The Town Council was asked to look favourably on the Helpful Bureau application and Mr Fox thanked the Town Council for its attention to his comments.

Town Council: 22.06.2018 Document1:2
Page 3109

148/2018 Section 137 Request

Citizens Advice Bureau (CAB)

Members noted that CAB had made a request for assistance with financing its outreach project in Stapleford.

However, the Town Clerk referred the Meeting to ‘Arnold-Baker on Local Council Administration, (Ninth Edition), H, 22.30, CAB regarding a separate power to assist such bodies, (see Local Government Act 1972, s 142(2A)).

Following discussion, it was agreed that the Town Clerk should invite CAB to make a presentation to a future Meeting of the Town Council regarding this matter.

Helpful Bureau

Members considered the application from the Helpful Bureau regarding the issues previously outlined by Mr Fox, in his address to the Town Council.

Following discussion, it was agreed that the Deputy Leader would meet with representatives of the Helpful Bureau and discuss in detail how the Town Council could best work with this organisation for the good of the local community.

149/2018 Mayor’s Engagements

The Town Mayor’s Engagements were noted.

Members attention was drawn to the Poppy Prom, in September 2018.

150/2018 Town Clerk

The Town Clerk reported that the process to recruit her successor was underway and that this matter would be reported to the next Meeting of the Town Council.

151/2018 Neighbourhood Planning – Update

It was noted that the Town Clerk was waiting on the completed consultation document and once this was received she would despatch it to the interested bodies as required.

152/2018 Allotments Report

This item was noted.

153/2018 Carnegie Centre and Associated Expenditure

The Town Clerk’s report was noted.

Town Council: 22.06.2018 Document 1:3

Page 3110

154/2018 Highways In Stapleford

The Meeting expressed its disappointment that more was not being done to improve the state of repair of both the pavements and highways in the Town. Councillor Longdon informed the Town Council that Nottinghamshire County Council was in the process of approving highways projects and that he hoped that works would be undertaken in the new financial year in the Town.

Councillor Grindell was not satisfied with the lack of progress re the repair of potholes and it was agreed that the Town Clerk should contact Nottinghamshire County Council regarding the poor state of repairs re the footpaths and highways in the Town.

The Town Clerk informed the Meeting that the next Traffic and Transport Meeting had been cancelled. Councillor MacRae expressed his displeasure re this cancellation. However, the Town Clerk explained that she had discussed this matter with the Leader of the Town Council and physically she was unable to undertake this Meeting as the Town Council was short staffed and she did not have sufficient working hours allocated to undertake such duties.

155/2018 Possible Areas of Funding for Town Council Projects

Councillor McRae had requested that this item be placed on the Agenda. He went on to inform the Meeting that he was aware of many different sources of funding that were available to assist with funding many different projects.

Following discussion, the Town Clerk agreed that while there were a number of different pots of finance available it was essential to ensure that the Council is aware that:

  1. If Money was being sought for capital projects, that revenue funding from within the Town Council’s own resources was available to maintain the project.
  2. Many of these funds require partnership funding.
  3. Be wary of undertaking work on land and/or properties that belong to other agencies/bodies.
  4. Before applying for such monies ensure that a proper business plan is drawn up.
  5. Compile a list of possible projects and then source appropriate funding.

It was agreed to return to this matter at a future Meeting.

156/2018 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. This item was noted.

Letter from Stapleford Community Group: Re: Stapleford Remembers. This item was noted.

Town Council: 22.06.2018 Document 1:4

Page 3111

156/2018contd.

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

Members noted this matter and instructed the Town Clerk to invite Inspector Riley to a future Meeting of the Town Council.

Newsletter from Nottinghamshire County Council: item re: HS2 Growth Plans . This item was noted.

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

Councillor J McGrath declared an interest in the following item as Landlord of the Old Cross Public House Stapleford.

157/2018 Planning Applications

Ref: 18/0094/FUL 8 Alexandra Street Stapleford

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

158/2018 Payments

This item was noted.

159/2018 Date of Next Meeting

The next meeting of the Town Council was scheduled to place on Friday, 18th May 2018, and Members were asked to note that this was the Annual Town’s Meeting.

Meeting closed at 9.50p.m.

Signed ……………………………………………Date…………………………………..

Town Council: 22.06.18 Document 2:1

Page 3112

Annual Town Council

Meeting held on 18th May 2018

Present Councillors:

Cllr R Browne Cllr Mrs S Ensor Cllr B Hull Cllr R MacRae Cllr Mrs S Roome

Cllr R Darby Cllr D Grindell Cllr I Lawton Cllr D Pearson

Cllr P Ensor Cllr Mrs A Hull Cllr J Longdon Cllr C Rice

 

1/2019 Apologies for absence

Apologies for absence were received from Councillors: Mrs C Bollen, A Britton, Mrs J C Goold,

J McGrath and Cllr Ms J Townend.

2/2019 Election of Town Mayor

It was proposed by Councillor David Pearson and seconded by Councillor John Longdon that Councillor Bob Browne be elected Town Mayor for the Municipal Year 2018/2019.

Councillor Pearson wished to speak to his nomination in the following terms and informed the Meeting that He had known Councillor Browne for many years. Moving to Stapleford following attending a nursing course in Nottingham, meeting his future wife and continuing to work within QMC; Councillor Browne had shown his commitment to the Town. He had been a popular Deputy Town Mayor and Councillor Pearson had no doubts that Councillor Brown would make an excellent Town Mayor.

Councillor Longdon was delighted to second this nomination and concurred with Councillor Pearson’s remarks.

There being no further nominations it was:

RESOLVED that Councillor Bob Browne be elected Town Mayor for the ensuing Municipal Year.

Councillor Bob Browne received the Chain of Office from the retiring Town Mayor, Councillor Chris Rice.

3/2019 Declaration of Acceptance of Office of Town Mayor

Councillor Bob Browne signed the prescribed Declaration of Acceptance of Office.

4/2019 Election of Deputy Mayor

The Town Mayor called for nominations for Deputy Town Mayor:

Councillor Brain Hull was nominated by Councillor John Longdon and seconded by Councillor Mrs Susan Roome.

Councillor Richard Macrae was nominated by Councillor David Grindell and seconded by Councillor David Pearson.

Town Council:22.06.18 Document 2:2 Page 3113

4/2019contd.

Councillor Longdon wished to speak to his nomination and he informed the Meeting that Councillor Brian Hull had lived in Stapleford for over 25 years. He was married to fellow Councillor, Mrs Amanda Hull and had shown his commitment to the Town throughout his time as a Town Councillor, assisting a number of local charities and through his support to Councillor Mrs Hull when she served as both Deputy Town Mayor and Town Mayor during a previous administration.

Councillor Mrs Roome was delighted to second her nomination of Councillor Brian Hull. She had known Councillor Brain Hull, personally for 15 years and commented on his fundraising abilities.

Councillor Grindell wished to speak to his nomination of Councillor Richard MacRae for the position of Deputy Town Mayor. It was felt by Councillor Grindell that Councillor MacRae had a lot to offer the Town and had already shown his commitment to the Town Council in many ways.

Councillor Pearson seconded this nomination, extoling how Councillor MacRae had personally assisted him and that he felt he deserved the opportunity to serve as Deputy town Mayor.

There being no further nominations and upon a vote it was:

RESOLVED that Councillor Brian Hull be elected Deputy Town Mayor for the Municipal Year 2018/19.

5/2019 Declarations of interest

There were no declarations of interest relating to the business of the meeting.

6/2019 Appointment of Committees

The Town Clerk reported that following the decision in 2016 to only hold Committees when and if necessary and to take matters to Town Council where possible:

to reduce the number of Meetings that Members were required to attend

make savings re the cost of calling and servicing Committees.

This procedure would be followed during the coming municipal year also. However, it was agreed that the Membership of Committees would remain as listed for 2016/17 to facilitate the process should Committees be called at short notice. Membership is listed below for information:

 

Planning & Environment

Membership of this Committee: Councillors: B Browne, A Britton, R Darby S Ensor, J Goold,

B Hull, J Townend, Leader/Deputy Leader of the Town Council

(Substitute Members Councillor: A Hull(S/A), I Lawton (L), J Longdon(C), J McGrath(L),

C Rice(C), S Roome(S/A)).

Finance & General Purposes

Membership of this Committee: Councillors: A Britton, R Darby, P Ensor, D Grindell,

Mrs J Goold, A Hull, J Townend, Leader/Deputy Leader of the Town Council

(Substitute Members Councillor: B Hull, I Lawton, J Longdon, J McGrath, C Rice, S Roome)

Town Council:22.06.18 Document 2:3 Page 3114

 

Personnel Committee

Membership of this Committee: Councillors: R Darby, D Grindell, S Ensor, A Hull, I Lawton,

J Longdon, * Leader/Deputy Leader of the Town Council

 

(Substitute Members Councillor: B Hull, C Rice, J Townend, S Room).

*Further Conservative Representative to be advised

Allotments Panel

It was noted that Membership of this Panel would be: Leader of the Town Council, The Town Mayor, or Deputy Town Mayor, one Member from each of the Groups represented on the Town Council Please note this Panel has no official standing and cannot make any decisions on behalf of the Town Council.

7/2019 Appointment of Town Council Representatives:

Representatives on Outside Bodies

a) Broxtowe Women’s Project Cllr Mrs S Ensor

b) Dig In Project Cllr D Grindell

c) Helpful Bureau Cllr B Hull

 

8/2019 Appointment of Group Leaders

Members noted the Group Leaders: Stapleford Alliance: Councillor Mrs A Hull

Labour Group: Councillor R Darby

Conservative Group Councillor J Longdon

9/2019 Appointment of Internal Auditors

The Town Council confirmed the appointment of Town Council’s Accountants and Internal Auditor.

10/2019 Appointment of Responsible Financial Officer

Due to the imminent retirement of the Town Clerk it was agreed to continue this item to the next Meeting.

11/2019 Appointment of Signatories

i) Bank Accounts

The Town Council agreed that the signatories for 2018/2019 would be Councillors: Mrs A Hull,

D Grindell and D Pearson be authorised to sign cheques on behalf of the Council.

RESOLVED that the Town Council agreed that the signatories for 2018/2019 would be Councillors: Mrs A Hull, D Grindell and D Pearson.

 

Town Council:22.06.18 Document 2:4 Page 3115

12/2019 General Data Protection Regulation

The Town Clerk gave a brief over view re this matter and it was agreed that the Town Clerk be instructed to invite the Data Protection Officer at Broxtowe Borough Council to make a presentation to the Town Council regarding this matter.

13/2019 Launch of Garden Competition

The Town Council was delighted to, once again, this year launch the Town Council’s Garden Competition.

The Town Clerk encouraged Town Councillors to promote this project to both businesses and residents and hoped that many gardeners in Stapleford would take part.

14/2019 Dates for future meetings

The Town Council considered this report of the Town Clerk and upon a vote it was agreed to accept the Calendar of Meetings as set out as an appendix to these Minutes.

15/2019 Mayor’s Engagements

The Town Clerk asked Members to note this item and requested that they particularly note the Concert scheduled to be held on 8th September 2018 at St Helen’s Parish Church to celebrate 30 years of Stapleford Town Council, the Poppy Prom.

16/2019 Date of next meeting

The next meeting was arranged to take place on Friday, 22nd June 2018, commencing at 7.00 p.m. at the Carnegie Centre.

Meeting closed: 8.06p.m.

Signed …………………………………………… Date ………………………………….

Town Council:22.06.18 Document 3:1

STAPLEFORD TOWN COUNCIL

MAYOR’S ENGAGEMENTS

June 2018

Saturday, 9th June 2018 @1.00p.m. for Official Opening @1.30p.m. Hemlock Happening Bramcote Park Deputy Town Mayor
Saturday, 16th June 10.00a.m.-1.00p.m. Pegasus FC Junior Football Tournament in Aid of a Club Defibrillator

Peatfield Park off Pastures Road, Stapleford

Deputy Town Mayor
Sunday, 24th June 2018 @2.45p.m.for 3.00p.m. NCC Civic Service Southwell Minster Town Mayor & Deputy Town Mayor
Friday, 29th June 2018 @10.00a.m. – 12Noon Armed Forces Day Coffee Morning Carnegie Centre Deputy Town Mayor
Saturday, 30th June 2018 @ 11.00a.m.. WI Knit & Knatter Walter Parker VC Square, Stapleford Deputy Town Mayor

 

July 2018

Tuesday, 10th July @ 6.00p.m. CAB AGM

Broxtowe Borough Council offices

Town Mayor
Evenings Wednesday 18th & Thursday, 19th July Judging Garden Competition Town Mayor & Escort

August 2018

Saturday 18th August @ 1.30p.m. SDGHA Annual Show

Bramcote & Stapleford Conservative Club

Town Mayor

Town Council:22.06.18 Document 3:2

September 2018

Friday, 7th September @ 6.15p.m. for 6.30p.m. Stapleford Town Council Garden Competition Awards Town Mayor
Saturday, 8th September @7.00p.m.for 7.30p.m. Stapleford Town Council Official Commemoration of the 100TH Anniversary of the end of the First World War

St Helen’s Parish Church, Stapleford

Town Mayor& Escort

**SAVE THE DATE – POPPY PROM –

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

ST HELEN’S PARISH CHURCH, STAPLEFORD –

TICKETS ON SALE SOON -**

Town Council 22.06.18 Document 4:1

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.

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.

Town Council:22.06.18 Document 4:2

6 Requests for Funding

Pegasus Youth Football Team

Pegasus Youth Football Team has applied for funding towards the purchase of a community defibrillator.

This team meets at Peatfield Park which is isolated from any established community defibrillator. The unit will be kept in the team’s club house at the Park.

The defibrillator has been sourced at a cost of £1,000. Funds are being sought from NCC and the team are fund raising.

Having spoken with the Team organiser has advised that the Team would be pleased to receive any donation that would assist with this purchase.

CAB and Helpful Bureau

At the Town Council Meeting held on 6th April 2018, Cab and Helpful Bureau both requested assistance from the Town Council. The then Town Clerk advised that funding for CAB would be appropriate under Local Government Act 1972, s 142(2A) and not the Free Resource.

CAB have been invited to attend the July Meeting of the Town Council and following this presentation it will be for the Town Council to decide whether or not it wishes to allocate funds for this purpose. However, it will not affect the budget allocation for Section 137.

With regard to the Helpful Bureau, the Town Council is in the process of letting premises to this body and will reconsider its application once it is established within the Carnegie Centre and it has redefined what it wishes to apply for.

 

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.

Town Council: 22.06.18 Document4:3

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.

 

Town Council22.06.18 Document 5:1

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 2017.

2 Expenditure

Up to 31st May 2018 the following expenditure has been incurred: £329.00

 

The sum of £6,671 is currently showing as available under the budget head for allotment expenditure.

However, is expected that a substantial amount will be spent before the end of the financial year and any sums remaining will be ring fenced for future allotment works. There is currently £11,694 identified as ring-fenced monies for allotment expenditure, including future refencing works as required.

3 Income

From 1st January – 31st May 2018: the following income has been received: £9855 (all sites)

4 Waiting Lists

Currently there are vacant plots available on all sites save Nottingham Road and Ewe Lamb Lane, with a waiting list operating on this site alone.

Plots are available at the Albany, Bessell Lane and Peatfield sites.

5 Allotment Sites

The Town Clerk has visited, together with her predecessor all sites and carried out spot checks at the beginning of June 2018 and a number of issues were noted and works instructed:

 

Albany:

  1. Road stoning at entrance
  2. Camber on top of site needs checking – advice being sought from Broxtowe Borough Council
  3. Vacant plots to be strimmed (number equal to 22). Please note this work is not usually instructed until plots are let. However, due to weather conditions the growth needs to be cut right back.
  4. Complete cut back at nature area and investigating possibility of voluntary groups taking over this area.

 

 

Town Council22.06.18 Document 5:2

5contd.

Bessell Lane:

  1. Communal pathways to plots 1, 2 and 3 needs professional clearing and remeasuring- identified as a trip hazard.
  2. Asbestos clearing instructed.
  3. Vacant plots to be strimmed (number equal to 11). Please note this work is not usually instructed until plots are let. However, due to weather conditions the growth needs to be cut right back.

Ewe Lamb Lane: No issues

Nottingham Road: Fly tipping on site, clearance instructed.

Peatfield:

  1. Vacant plots to be strimmed (number equal to 7) Please note this work is not usually instructed until plots are let. However, due to weather conditions the growth needs to be cut right back.

6 General Issues;

Reports of pilfering from all sites continues to be an issue. The removal of structures and goods from vacant plots, by plotholders is not allowed. Sheds, greenhouses etc left on allotment plots should not be moved from the plot they are erected upon; unless the previous plotholder removes the structure prior to vacating the plot. (Members are aware that moving greenhouses from vacant plots, has resulted in issues with broken glass and damaged greenhouse frames; which the Town Council then has to foot the bill for the removal and dumping charges.)

It has also been drawn to the Town Clerk’s attention that when individuals go on holiday or for some reason are unable to work their plot e.g., experiencing temporary ill health, that items such as paving slabs, plants, tubs etc are being removed. Plotholders are recommended not to leave items of value on allotment sites. However, they should be able to leave paving slabs etc on their plot.

Trees on the Bessell Lane and Peatfield site will be inspected during the late summer and any works required instructed as necessary.

7 Bonfires

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

8 Allotment Panel

The Town Clerk and a number of Councillors will have met with representatives of the SDGA and Dig In prior to this Meeting of the Town Council and any further information will be reported at the Meeting if necessary.

9 Conclusions

The Committee is asked to:

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

Town Council22.06.18 Document 6:1

Meet Your Councillor

Report of the Town Clerk

  1. Introduction

The Leader of the Council has requested that members consider the opportunity to hold trial sessions within the Carnegie Centre which will give members of the public the opportunity to meet their local councillor.

  1. Organisation

It would be convenient to hold such sessions within the Carnegie Centre on a Thursday morning at 11.30am – 1.00pm and organise the first such event on 19 July 2018.

Members would be able to be present within the Carnegie Centre and the public could drop in as they wished to discuss issues and meet their local representatives.

  1. Publicity

This event will be posted on the website and posters will be displayed advising members of the public of how to meet their councillor.

It would be of assistance if members could advise whether or not they would wish to attend such a session. Further the matter will be assessed at the meeting of the Town Council at the July meeting.

  1. Conclusion
  2. The meeting is asked to note this report.
  3. Instruct the Town Clerk to organise the Meet Your Councillor event or to take no action regarding this proposal.

Town Council22.06.18 Document 7:1

Request for Working Party

Report of the Town Clerk

  1. Introduction

Leader of the Council has been approached by members with regards to setting up casual working parties.

These working parties would serve as talking points for Traffic and Transport issues and HS2.

  1. Traffic and Transport

The original Traffic and Transport working party came about following the demise of the Local Area Forum and was constituted by a previous local County Councillor. Following the last County elections both the elected County Councillors decided they did not wish to continue this group.

Councillors MacRae and Pearson are keen to continue with this working party. Two meetings have been held and organised and clerked by the previous Town Clerk. The only outside representative to attend was a local resident who was involved with Pedals. The Clerk had informed previous attendees however, those contacted had either indicted they no longer wish to be involved or did not reply.

It has now been suggested that Traffic and Transport becomes a casual working party:-

  1. NOT clerked or serviced by the Town Clerk .
  2. That members attending will need to organise such meetings themselves i.e. inviting attendees, drawing up agendas, and reporting back to Town Council which would then decide whether further action should be taken and instruct the Town Clerk appropriately.
  3. Please note that such a casual meeting could not speak on behalf of the Town Council prior to discussion.
  4. Further invitations to outside speakers should be discussed with the Town Council to establish whether or not it would be appropriate for such invitees to attend this meeting or the full Town Council meeting.
  5. HS2

Councillors MacRae and Pearson have contacted the Leader of the Council requesting that a HS2 working party be constituted on a similar casual basis which will not :-

  1. NOT be clerked or serviced by the Town Clerk.
  2. That members attending will need to organise such meetings themselves i.e. inviting attendees, drawing up agendas, and reporting back to Town Council which would then decide whether further action should be taken and instruct the Town Clerk appropriately.

Town Council22.06.18 Document 7:2

3 Contd.

  1. Please note that such a casual meeting could not speak on behalf of the Town Council prior to discussion.
  2. Further invitations to outside speakers should be discussed with the Town Council to establish whether or not it would be appropriate for such invitees to attend this meeting or the full Town Council meeting.
  3. Conclusion

The meeting is asked to decide whether or not it wishes to enable these two casual working parties to be established as listed within the body of this report.