Minutes of the Gotham Parish Council Annual Meeting (03/05/16)

Present: Councillors, M.J. Sheppard, B.J.Walker, M.Wilkins, G.Holbrook, J.M.F.Royce, D.Bexon, J.P.Anderson, C.Dabell, H.Taylor, A.Clayworth (7.25 P.M.) G.Hutter (7.27 p.m.)

In attendance: Mr.P.Bower.

The Chairman welcomed everyone to the Annual Meeting.

16/96: Appointment of Chairman for the ensuing year: (2016-2017).

It was moved by G.Holbrook, seconded by M.Wilkins and duly carried by unanimous vote, that M.J.Sheppard be appointed Chairman for the ensuing year. M.J.Sheppard thanked the Council, agreed to serve as Chairman and signed the Acceptance of Office form.

16/97: Appointment of Vice-Chairman for the ensuing year: It was moved by J.M.F.Royce, seconded by M.J. Sheppard that B.J.Walker be appointed Vice-Chairman for the ensuing year. B.J.Walker thanked the Council but declined the offer in preference of the choice of a younger serving Councillor. (item deferred until later in the meeting).

16/98: Apologies: Councillor G.Clark, County Councillor A. Brown, Borough Councillor S.Matthews.

16/99: Acceptance of Apologies:

PROPOSED: B.J.Walker.    SECONDED: M.Wilkins. All in favour.

16/100: Report by County Councillor A.Brown (Apologies received).

16/101: Report by Borough Councillor S.Matthews (Apologies received).

16/102: Declaration of Interest: Nil.

16/103: Appointment of Committee Members/4 Trustees for the Memorial Hall/Recreation Ground Trust:

Finance Committee Members:

J.M.F.Royce, G.Clark, B.J.Walker,  M.Sheppard, J.P.Anderson.

Planning & Development Committee Members:

J.P.Anderson,  B.J.Walker,   G.Clark,   A.Clayworth,  M.J.Sheppard, G.Hutter, H.Taylor, J.M.F.Royce.

Environment Committee Members:

G.Clark, C.Dabell, M.Sheppard, G.Hutter, G.Holbrook, J.M.F.Royce, D.Bexon.

Cemetery Sub-Committee:

J.P.Anderson, D.Bexon, C.Dabell, M.J.Sheppard, J.M.F.Royce – PCC Representatives: D.Power, A.Farnsworth.

The Chairman and Vice-Chairman are ex officio members of all Committees and sub-Committees   of GPC.

Nominees to act as Trustees of the Memorial Hall/Recreation Ground 2016/17

D.Bexon, G.Hutter, A.Clayworth, H.Taylor.

16/104: Appointment of Members for Working Parties/Groups:

Sports Arena Management Committee:

J.P.Anderson, M.J.Sheppard.

Gotham News Editorial.

D.Bexon,  M.J. Sheppard,  B.J.Walker – Parishioner – B.Sharratt. Photographer – H.Trobridge, Photographic assistant: M.Wilkins.

A.Clayworth arrived at the meeting at 7.25 p.m.

Gotham Website.

(Webmaster – S.Butler)

G.Hutter arrived at the meeting at 7.27 p.m.

Gotham Countryside Trust:

G.Hutter

Snow Warden:

J.M.F. Royce

16/105: Appointment of Delegates/Representatives:

N.A.L.C:                                             B.J.Walker/Clerk

Parish Paths Partnership:              C.Dabell, to assist ex Councillor, K.G.Thorpe.

Neighbourhood Watch:                  B.J.Walker

Police Liaison:                                D.Bexon, B.J.Walker

Police Priority Setting Meetings:  B.J.Walker, G.Holbrook, M.J.Sheppard.

C.P.R.E:                                           B.J.Walker, Clerk

PROPOSAL: To accept the list of Councillors to serve as representatives on the aforementioned Committees.

PROPOSED: M.J.Sheppard  SECONDED: J.P.Anderson. Vote: All in favour.

Deferred item:

16/97: Appointment of Vice-Chairman for the ensuing year:

It was moved by M.J. Sheppard, seconded by B.J.Walker that G.Hutter be appointed Vice-Chairman for the ensuing year. G.Hutter thanked the Council and accepted the position of Vice-Chairman.

16/106:Casual Vacancy (Application received)

The Chairman had received an application for the Casual Vacancy, on GPC, from Mr. Phil Bower. Mr. Bower has resided in Gotham for forty three years and is now retired.  He wishes to get involved with village projects, especially pertaining to the environment.

The Chairman asked Mr. Bower to leave the room while the Council decided on his application.

PROPOSAL: To appoint Mr. P. Bower to join Gotham Parish Council. PROPOSED: J.P.Anderson SECONDED: M.Wilkins. Vote: All in favour.

Mr. Bower returned to the room and was congratulated on his successful application. The Clerk passed him a ‘Good Councillor Guide Book’ and will send the appropriate papers to him for his perusal, including the Declaration of Interest Form for completion and return to the Monitoring Officer at RBC.

16/107: Minutes of the previous meeting:

Resolved: That the previously circulated Minutes of the Parish Council meeting held on the 5th April, 2016, be accepted and signed as a true record of the business transacted.

PROPOSED: J.M.F.Royce SECONDED: B.J.Walker. Vote: All in favour.

Progress from the Minutes:

16/88: Fracking: M.Wilkins reported difficulty in obtaining a speaker in defence of Fracking in Gotham and surrounding villages. A speaker against Fracking has been booked for the meeting on the 12th May, 2016.

16/108: Finance:

The Clerk had received an invoice for April maintenance work from D. Healey. She would clarify D. Healey’s position whereby he continues to invoice Council as a sub-contractor to fulfil the Government’s recent changes to employment law.

Bowls and Cricket Clubs had not claimed funds from GPC grants available to them during 2015/16.

PROPOSAL: To discuss with the Bowls and Cricket Club re Grants being withheld if unspent during that financial year.

PROPOSED: G.Holbrook  SECONDED: M.Wilkins. Vote: All in favour.

J.P.Anderson to speak to representatives from each Club to explain the grant system.

Insurance for year 2016/17:

Aon Insurance Co. had submitted a quotation for one year at £518 or a three year contract at an annual fee of £493.

Zurich Insurance Co.  had submitted a quotation for one year at £554 or a three year contract at an annual fee of £519.

PROPOSAL: To continuing insurance policy in favour of GPC with Aon for one year at a cost of £518.

PROPOSED: M.J.Sheppard  SECONDED: M.Wilkins. Vote: All in favour.

Church Clock:

An invoice of £196 plus VAT had been received from Smiths of Derby. Council to query the reason for the Church Clock no longer chiming the quarters or the amount of hours. (i.e. lack of ‘dongs’). Church to write a letter.

Acceptance by the Parish Council  of the Audit for Year end  2015/16:

The Clerk had prepared the Audit for the year ending 31st March, 2016. The audit papers will be inspected by the internal auditor and returned to Council for acceptance at the June, 2016 meeting.

Payment for Village Sculpture seat paving:

Notts County Council Estimates Team had sent an invoice for payment prior to starting the paving around the village sculpture seat and removal and resiting of the Kegworth Road public seat. Cost £725 plus VAT. Payment approved. Acceptance of receipts and payments for May, 2016.

Finance Acceptance of Receipts and Payments for May, 2016. :

PROPOSED: J.M.F.Royce  SECONDED: B.J.Walker. Vote: All in favour.

16/109: Report by Chairman of Planning and Development Committee:

Affordable Housing: A meeting is planned, on the 17th May, 2016, between representatives of GPC with St. Gobain to discuss land availability for affordable houses.

Neighbourhood Plan: A neighbourhood plan takes two years’ to draw up. There is plenty of time and opportunity for people, other than Councillors’, to assist with its completion but no offers were forthcoming at the Annual Parish Meeting. There seems no enthusiasm to take on this project.

The Clerk had not yet received a draft letter from K. Mafham re registration of Gotham as a Neighbourhood Area.

It was agreed to await Ken’s advice and invite the opinion of Borough Councillor Stuart Matthews re the Neighbourhood Plan. Although East Leake has undertaken a Neighbourhood Plan, it was submitted too late to prevent rampant development.

Green Belt Issues/RBC Local Plan:

RBC unable to draw up a five year plan due to Clifton failing to attract a developer. Gotham still falls within a green wash so fairly well protected at the current time.

16/110: Planning Applications Received: 

16/5: (ref: 16/00819/FUL) Cuckoo Bush – Formation of turfed beer garden with planters and fencing; surface and mark out remaining area to form car park for 5 vehicles.

PROPOSAL: NO OBJECTION.

PROPOSED: M.J.Sheppard  SECONDED: J.M.F.Royce  Vote: All in favour.

16/111: Planning Decisions Received:       Nil.

16/112: Report by the Chairman of the  Environmental Committee: (C.Dabell)

Well House: The Chairman had received a letter of confirmation from the Heritage Lottery Grant confirming support for the Well House refurbishment totalling £26,100. Councillor G. Hutter was congratulated on her successful application for the funds.

The Clerk had written a letter of thanks to the Countryside Trust for their generous grant of £555 for a new laminated oak finial and coronet. The Countryside Trust had confirmed in writing their commitment to fund the two items.

J.P.Anderson offered to manage the financial aspect of the Well House refurbishment project. The Heritage Lottery have agreed that the ringfenced funds are paid into the GPC main bank account. The work will take approximately 6 – 8 weeks. G.Hutter has contacted a graphic designer and copy writer to compose the art boards assisted by the History Society. The Contractor for the work will be decided at the next meeting of GPC.

The management team to oversee the refurbishment will comprise of:

M.J.Sheppard, J.P.Anderson, G.Hutter, G.Holbrook, C. Dabell, L. Third, M. Goodwill-Hodgson.

The Management Team will hold an informal discussion on Friday, 6th May, 2016 at the home of M.J.Sheppard.

16/113: Memorial Hall Report from GPC representatives:

G.Hutter reported the next meeting of the Trustees will take place on Tuesday, 10th May, 2016.

16/114: Queen’s Birthday Celebrations: Sunday, 12th June, 2016.

The Chairman had received a letter, from a parishioner, suggesting the Queen’s birthday could be celebrated by holding a street party in The Square. A long table, loaned from the Church Hall, could be provided, and attendees could bring their own picnic. Bunting could be used to decorate the area.

The original idea was to hold a picnic in the park whereby attendees picnic on the Recreation Ground.

C Dabell left the meeting at 9.08 p.m.

Informal Vote:

The Chairman asked for a show of hands in favour of a picnic in The Square which resulted in only two members’ in favour.

A show of hands in favour of the Recreation Ground, resulted in eight members’ in favour. (permission to be sought from the Trustees of the Memorial Hall/Recreation Ground).

The Clerk had thanked the parishioner for her suggestion and will inform her of the outcome.

16/115: Heritage Day Organising Team: (Date to be decided).

The Heritage Day will be arranged, in conjunction with the completion of the Well House refurbishment. Groups wishing to be involved include the Scouts, School, Notts Bus Co. St. Gobain and Parish Council.

16/116: Policing Matters/Vandalism:

G.Holbrook reported a successful arrest of suspects, apprehended on the Brickyard Track, having been reported to police, as acting suspiciously, by a member of the public. Stolen items were retrieved from the suspects’ car.

P.C.S.O. Lucock and P.C.S.O. Anthony Davis are now in charge of policing Gotham.

B.J.Walker had emailed P.C.Kelly Warwick-Carlile thanking her for her past efforts on Gotham’s behalf

16/117: Gotham News & Media:

Next copy date – 17th June, 2016.

The Clerk will send out invoices the 2016 advertisers.

A short obituary about Barry Dabell will be included in the next edition.

16/118: Report on Annual Parish Meeting – 26th April, 2016

The Annual Parish Meeting was attended by thirty six parishioners.

The meeting included some very interesting items, including an update on Policing by P.C.S.O. C.Lucock, a report by County Councillor A. Brown, an update on recent planning matters and an enjoyable buffet provided by GPC with a free drink included. Thanks to P.Dines for manning the Cheeserollers’ Bar. M.J.Sheppard had erected noticeboards which were duly adorned with reports from many village organisations making interesting reading during the refreshment break. Following the break, Councillor G. Hutter revealed the successful outcome of an application for funds, in favour of the Well House refurbishment, to the Heritage Lottery Board to the extent of £26,100. The audience applauded G. Hutter on her success. A useful explanation on the use of the village defibrillators was provided by Councillor G. Hutter with the distribution of pocket-sized user cards to the audience.

Next year, it is important to book the Hall for the Annual Parish Meeting when it does not clash with other groups’ bookings.

16/119: Chairman’s Report: Nil to report.

16/120: Clerk’s report:

The Clerk will attend the SLCC A.G.M. on the 9th May, 2016 at Newark Town Hall.

The Clerk and Councillors had been invited to attend the annual Town and Parish Conference on the 10th June, 2016. The Leader Cllr. Clarke will be addressing the audience and Cllr Simon Robinson, Deputy Leader will be talking about the Strategic Growth Board. Speakers from Rushcliffe CCG and Nottinghamshire Police will both attend.

16/121: Matters to Report:

J.P.Anderson suggested the Council revisit a letter from B.Plant who had suggested, in his letter in support of the acquisition of the RBL site, that he considered parishioners’ image of the Parish Council could be improved. The Council should take steps to redress this aspect. Agenda item – June meeting.

H.Taylor reported litter gathering again in the driveway opposite Elliott’s Transport garage on Hill Road. The litter most likely comes from parked cars and a photograph of their registration numbers might be helpful to be used in evidence of littering offences.

B.J.Walker reported weedy paths outside the old post office and in The Square. Clerk to report to NCC.

16/122: Items for Next Agenda:. P.C. image.

16/123: Date of Next Meeting: The next Meeting will be held on Tuesday, 7th June 2016 at 7.30 p.m.

The Meeting closed at 9.35 p.m.