Minutes of a Meeting of the Finance Committee (22/11/16)

Present:           J.M.F.Royce,  J.P.Anderson, B.J.Walker, G.Hutter.

New Councillor G.May signed the Code of Conduct Form which was witnessed and signed by the Clerk. The Chairman welcomed G. May to the Council.

Nomination: G.May to join the Finance Committee.

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

1/          Apologies: Nil.

2/   Acceptance of Apologies: N/a

3/            Declaration of Interest: Nil.

4/          Minutes of the Finance Committee Meeting held 25th October, 2016:

RESOLVED: The Minutes of the Finance Committee Meeting held on 25th October, 2016, as previously circulated, be confirmed and signed as a true record of the business transacted.

PROPOSED:  B.J.Walker. SECONDED:.J. P.Anderson Vote: All in favour.

Progress:

Suspension of Standing Orders to allow P.R.Dines to speak.

PROPOSED:  J. P.Anderson. SECONDED: B.J.Walker. Vote: All in favour.

P.R.Dines remarked that the Play Equipment budget for 2017/18 had been put at £500 which would need ratifying. She had added £350 to this budget due to rising maintenance costs.

Re-instatement of Standing Orders.

PROPOSED:  J. P.Anderson. SECONDED: B.J.Walker. Vote: All in favour.

5/   Bank Account Balances (As at 22.11.2016)

a)         Co-Op Current Account:                                    £12,414.02 (unreconciled)

b)         Co-op 14 Day Account:                        £                      £3.77

c)          Handelsbanken current account :          £ 64,234.83

6/   2016/17 Budget Rolling Balances (additional to date)

a) Capital:

Budget: Balance as at 22/11/2016 – £59,477.63

Well House unspent funds – £3,332.00.

Suspension of Standing Orders to allow P.R.Dines to speak.

PROPOSED:  J. P.Anderson. SECONDED: B.J.Walker. Vote: All in favour.

P.R.Dines questioned the underspend figures. These were available for Council inspection following the conclusion of the 2015/16 Audit.

Re-instatement of Standing Orders.

PROPOSED:  J. P.Anderson. SECONDED: B.J.Walker. Vote: All in favour

b) Revenue: Balance as at 22/11/2016 – £12,856.98 – Average monthly spend is £2,932.00. It might be possible to reach the end of April, 2017 when the Precept is received, without drawing capital down from Handelsbanken. The Clerk had submitted a VAT repayment application form for 2015/16 totalling £2,403.81.

c)  Recreation Ground: The water bill of £2,200 is shared equally between GPC and the Trustees of the Memorial Hall/Recreation Ground.

A letter of complaint has been received re the current dilapidated state of the play equipment.

7. Revenue Budget for 2017/18:

a) Recreation Ground Revenue:  £7,588.

The amount of £8,738 includes the Recreation Ground mowing contract fee of £1,150. The Contract is now between GPC and the Trustees of the Memorial Hall/Recreation Ground. The Mowing Contract to be formerly agreed by main Council at the next meeting.

PROPOSAL: Recommendation to Accept the Recreation Ground Budge of £8,738 for year 2017/18.

PROPOSED: J.P.Anderson  SECONDED: B.J.Walker  Vote: Four in favour, one abstention.

P.R.Dines to check whether E.Perrell currently mows the bank alongside the Memorial Hall car park.

8.        Balancing the Budgets:

J.P.Anderson had carried out a reconciliation of the account papers and identified unaccounted funds of £8,429.11. J.M.F.Royce explained the Council funds were not totally ringfenced to allow for emergency payments of unforeseen items.

9. Any Other Financial Matters to Report.

St.Lawrence PCC had agreed to the Burial Fund being vired towards Cemetery mowing. J.P.Anderson to create a new budget heading for Cemetery mowing on the Revenue Budget paper.

The Playground slide was in a state of disrepair. An initial fund of £6000 should be budgeted towards a new slide and other playground equipment, with an extra £1,000 per year, for five years, to be matchfunded by the Trustees of the Memorial Hall/Recreation Ground. The Recreation Ground Capital of £3,000 held by GPC, could be brought forward as part payment.  Other funding may be applied for from the NCC Small Community Fund or the East Midland Airport fund.

J.P.Anderson was progressing new office software for the Clerk. This might cost up to £250 per annum for an accounting package.

B.J.Walker suggested retired Chairman of GPC should receive the Chairman’s Allowance payment due to him. Agenda item for main meeting.

J.P.Anderson reported three planning applications for a total of thirty houses in Barton had been submitted to RBC.

GPC are not consultees but J.P.Anderson had drafted a letter of comment re the impact more housing would have on traffic through Gotham and on the various facilities, i.e. schools, transport, sports, shops, doctors, etc.

10/        Date and Time of Next Meeting: Tuesday, 31st January, 2017 at 7.30 p.m.

Meeting closed at 9.10 p.m.

Notice of a Meeting of the Environment Committee (31/01/17)

GOTHAM PARISH COUNCIL

Mrs J A Raven
Clerk to the Council
33 Leake Road
Gotham
Notts
NG11 0HW
Tel: 0115 9830863
Email: gothamparishclerk@outlook.com

25 January 2017

Dear Councillor,

YOU ARE duly summoned to attend an ENVIRONMENT COMMITTEE MEETING to be held on

TUESDAY, 31st January, 2017

commencing at 7.30 p.m. in the Weldon Room of the Memorial Hall.

Yours sincerely,

J.A.Raven, Clerk to the Council

AGENDA

1. Acceptance of G.May as a member of the Environment Committee.
2. Election of Chairman
3. Election of Vice Chairman
4. Apologies
5. Declaration of Interest
6. Minutes of previous Meeting held on the 15th November, 2016
7. Progress Arising from the Minutes
8. Removal of Elders along the Railway Walk
9. Relocation of 5 Village Seats from the Well House and The Square.
10. Choice of Tree for The Square
11. Matters to Report
12. Date and Time of Next Meeting.

Committee Members: C.Dabell, J.M.F.Royce, G.Hutter, D.Bexon, M.Wilkins, P.Bower, G.May.

Distribution: All Councillors.

Members of the Public and Press are cordially invited to attend.

Notice of a Meeting of the Finance Committee (24/01/17)

GOTHAM PARISH COUNCIL

Mrs J A Raven
Clerk to the Council
33 Leake Road
Gotham
Notts
NG11 0HW
Tel: 0115 9830863
Email: gothamparishclerk@outlook.com

19 January 2017

Dear Councillor,

YOU ARE duly summoned to attend a FINANCE COMMITTEE MEETING to be held on

TUESDAY, 24th January, 2017

commencing at 7.30 p.m. in the Weldon Room of the Memorial Hall.

Yours sincerely,

J.A.Raven, Clerk to the Council

AGENDA

1. Apologies
2. Acceptance of Apologies
3. Declaration of Interest
4. Minutes of the Finance Meeting held 22th November, 2016
Accuracy/Progress

5. Bank Balances:
a) Co-op Current £ 7,942.26
b) Handelsbanken £ 64,234.83
c) 14 Day A/c £ 3.77

6. Revenue Review 2016/17
Tractor/Mower Repairs (estimate c. £1,750)

7. Capital Review 2016/17

8. Revenue Budget for 2016/17 (Amended to add £126.00 for Defibrillator annual service)

9. Capital Allocations to Date (See bottom of Paper 5).

10. Precept Recommendations for 2017/18

11. Any Other Financial Issues:

12. Date and Time of Next Meeting.
Committee Members: J.M.F.Royce (Chairman), J.P.Anderson (Vice Chairman), G.Hutter, B.J.Walker, G May.

Distribution List: Full Council

Members of the Public and Press are cordially invited to this meeting.

Minutes of a Meeting of the Environment Committee (15/11/16)

Members present: Councillors,  J.M.F. Royce, M. Wilkins, G.Hutter, P.Bower, C.Dabell.

1/ Election of Chairman:

Nomination for Chairman of this meeting: C.Dabell.

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

C.Dabell accepted the Chair but could not undertake the permanent Chairmanship due to work pressures.

2/ Apologies:  D.Bexon.

Acceptance of Apologies: PROPOSED: J.M.F.Royce, SECONDED: M.Wilkins. Vote: All in favour.

3/ Declaration of Interest: Nil.

4/ Minutes of previous meeting:

RESOLVED:  That the Minutes of the Environment Committee, held on the 18th October, 2016 as previously circulated, be confirmed and signed as a true record of the business transacted, with the following amendment: Item 7: Flooding: 2nd paragraph, third sentence. Replace ‘drain underneath’ to ‘open ditch’.

PROPOSED:  M.Wilkins SECONDED:.P.Bower. Vote: All in favour.

5/ Progress From the Minutes:

GPC Tabards: The Clerk had not yet received the GPC high vis tabards back following the Remembrance Day parade. Four, out of ten, went missing after the Heritage Day held on the 18th September, 2016. G.Hutter to contact the Scouts who kindly marshalled during the Heritage Day.

Licenses: Hanging Basket and Christmas Lighting licenses applications submitted to NCC.

6/ Christmas Tree Installation:

C.Dabell reported erection of the Christmas tree to commence on the 2nd December, 2016. A. Howick to assist with the tree lighting with the loan of a cherry picker for C. Dabell to stand in to hang the lights. The tree has been kindly donated by a parishioner.

7/ Well House Refurbishment (Conclusion):

C. Dabell to collect the Well House timer from G.Holbrook and arrange its fitting by A.Howick.

G.Hutter had ordered two black benches from Broxap at a cost £1,437.60, plus VAT. The benches require a central support post. Expected delivery within three to four weeks. Saunders Bros. to be asked to fit them.

8/  Flooding – Up to date progress:

The NCC drain guzzler had been in action on Leake Road last week. G.Hutter had contacted Jim Freeman, of NCC, re the need for a village ditch survey. Jim Freeman progressing with ACL. (Drain clearance Company)

Nottm City Transport had promised to clear the bus drain and had removed trees that had rooted within the drain. Copies of correspondence concerning flooding to be sent to County Councillor A.Brown.

The Clerk had submitted an application to RBC for a supply of sandbags to be stored in the Memorial Hall shed, with the kind permission of the Trustees.

9/ Railway Walk Elder Tree Removal:

The Clerk had obtained a quotation for complete elder tree removal from J.Taylor.

C.Dabell to obtain two more quotations. The amount of elder trees to be removed could be lessened to cut the price. It was suggested, marking the trees to be removed with a painted cross.  C.Dabell to carry out elder inspection.

10/ Planting along Nottingham Road, between Bidwell Cres. and Gotham Garage:

The Clerk was in contact with K.Hourd of NCC who had requested an underground service map to be sent, as soon as possible. To date, no map had appeared. Clerk to progress.

11/ Improvements/Village Noticeboard:

Councillor Bexon progressing.

The Clerk had received details of a company who were able to supply a three compartment noticeboard.

12/ Replacement Seating in The Square using old Well House seats:

J.M.F.Royce reported, four matching seats with RBC logo. Two in The Square (in poor condition), one outside the New Rectory by the bus stop (fair condition) one in front of the Village Sculpture.  J.M.F.Royce offered to inspect all four seats and ask for the help of A.Howick re refurbishment, if possible. Members of the Environment Committee asked to inspect the seats prior to the next meeting, for a final decision on their condition and possible replacement using the redundant Well House seats.

13/ Choice of Tree Replacements in The Square:

J.Taylor had removed the dead Rowan Trees root balls.

A third quotation for removing the root balls had been received from J. Taylor totalling £425 plus VAT.

PROPOSAL: Purchase of one white beam and one sweet chestnut from Six Acre Nurseries.

PROPOSED: M.Wilkins SECONDED: J.M.F.Royce. Vote: Four in favour, one abstention.

C.Dabell to enquire correct soil medium for best planting.

14/ NCC Community Improvement Scheme. (New scheme suggestions)

The previously suggested kissing gate at the Railway Walk, Brickyard track was considered unnecessary due to it preventing easy passage for wheelchair users.

G.Hutter to refer this item to the Trustees of the Memorial Hall for the benefit of new playground equipment..

15/  Matters to Report:

Hill Road Litter etc.: H. Taylor had reported, no police presence to the reported site of possible drug dealing, opposite to Elliott’s Transport garage.

Chairmanship. J.M.F.Royce suggested it is perhaps time to wind Environment Committee meetings down if no one is prepared to take on the Chairmanship. Environment matters would be covered during main GPC meetings.

Broadband: M.Wilkins reported Broadband offers, sent recently via email from Steven Adams, new Broadband Engagement Officer for the Better Broadband for Nottinghamshire programme being run by Nottinghamshire County Council, did not benefit parts of the village, including Kegworth Road as these areas are not activated. Clerk to alert S.Adams of the situation.

Fracking: Today’s meeting of the County Council had voted to approve drilling exploration at Misson.

Centenarian: The Clerk reported a parishioner is due to celebrate her 100th birthday on the 20th November, 2016. As it is customary for GPC to mark the event, she had purchased a plant and card for presentation on the day, by G.Hutter, Vice Chairman.

December Main Meeting: The Clerk suggested a small pre meeting drink and refreshment at the December meeting. Councillors invited to donate a plate of nibbles. Clerk and G. Hutter to bring wine, beer and nibbles. Clerk to supply glasses.

16/  Date and Time of Next Meeting:

The next meeting will be held in the Weldon Room of the Memorial Hall on Tuesday, 17th January, 2017 at  8.30 p.m.

Meeting closed: 10.00 p.m.

Minutes of a Meeting of Gotham Parish Council (06/12/16)

The Meeting commenced with a one Minute silence in memory of retired Gotham Parish Councillor Roger Holland, GPC Chairman from 1990-1993.

Present: G.Hutter, (Vice-Chairman),  J.P.Anderson,   J.M.F.Royce,  B.J.Walker, P.Bower,  H.Taylor,  M.Wilkins. A.Clayworth, G.May.

16/244: Election of Chairman: Nomination: G.Hutter to stand as Chairman until the May Annual Meeting 2017.  PROPOSED: J.M.F.Royce SECONDED: A.Clayworth. Vote: All in favour. G.Hutter accepted the position of Chairman and signed the Declaration of Acceptance.

16/245: Election of Vice-Chairman: Nomination: B.J.Walker to stand as Vice-Chairman until the May Annual Meeting 2017. PROPOSED: G.Hutter SECONDED: J.P.Anderson. Vote: All in favour. B.J.Walker accepted the position of Vice-Chairman.

Apologies: D.Bexon, C.Dabell, County Councillor, A.Brown, Borough Councillor, S.Matthews.

16/246: Acceptance of Apologies:

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

16/247: Declaration of Interest: Memorial Hall Trustees in any business pertaining to the Memorial Hall.

16/248: Minutes of the previous meeting:

Resolved: That the previously circulated Minutes of the Parish Council meeting held on the 2nd November, 2016, be accepted and signed as a true record of the business transacted, with the following amendment:

16/240: Chairman’s Report: re-write first sentence as follows: The Chairman reported, her reason for seeking assistance from the Monitoring Officer was due to the conduct of two Councillors’ who had since resigned from the Parish Council. 16/235: : Well House: re-word second sentence: ‘The slats were recycled plastic’.

Acceptance of Minutes: PROPOSED: B.J.Walker SECONDED: G.Hutter. Vote: All in favour.

Progress: 16/231: The Clerk reported all Gotham News advertisements are paid up to date.

16/237: Councillors J.M.F.Royce, B.J.Walker, P.Bower, C.Dabell, G.Hutter, M.Wilkins, D.Bexon attended the Remembrance Day Parade and Service Councillor Walker laid the wreath on behalf of GPC. Also in attendance were the Deputy Lieutenant, the Mayor’s representative and East Leake Councillors

16/249: Two Casual Vacancies – Co-option of new Councillor:

The Chairman had received a letter of application from Mrs. R.Webster for the position of Councillor as a result of the casual vacancy due to the resignation of G.Holbrook.

PROPOSAL: Acceptance of Mrs. R. Webster’s application for the position of Councillor on GPC.

PROPOSED: J.P.Anderson  SECONDED: P.Bower. Vote: All in favour.

One casual vacancy remains. The Clerk to advertise more widely.

16/250:  Finance: Monthly Payments and Receipts:

PROPOSAL: Acceptance of Payment and Receipts.

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

a) Formal acceptance of the Recreation Ground/GPC mowing contract  2017/18. – £1,150.

JP Anderson and PR Dines had drafted a new mowing contract which was tabled for acceptance at the January meeting.

PROPOSAL: Acceptance of the Recreation Ground/GPC mowing contract for 2017/18 – £1,150.

PROPOSED: J.P.Anderson SECONDED: B.J.Walker Vote: All in favour.

b) Recreation Ground Budget £7,588.

PROPOSED: G.May SECONDED: M.Wilkins Vote: Eight in favour, one abstention.

The Clerk confirmed, E. Perrell does not mow the bank, adjacent to the car park. This area is mown by Horizon Contractors.

c) Chairman’s allowance – payment to date to retired Chairman – £58.33

PROPOSAL: To pay the retired Chairman the allowance of £58.33 owed for one month.

PROPOSED: M.Wilkins SECONDED: P.Bower. Vote: Eight in favour, one abstention.The Trustees had passed on an invoice for part payment for the hire of the p.a. system for the Service of Remembrance held in the Memorial Hall on the 13th November, 2016.

PROPOSAL: GPC to pay the whole cost of the p.a. system hire i.e. £216, as promised by the recently retired Chairman.

PROPOSED: B.J.Walker SECONDED: J.P.Anderson. Vote: eight in favour, one against.

The next Finance Meeting to be held on the 31st  January, 2017 at 7.30 p.m.

16/251: Chairman of Planning and Development Committee: (J.P.Anderson)

J.P.Anderson reported no planning application received for Clifton Pastures. Three plans had been submitted for a total of thirty new houses in Barton in Fabis. GPC are not consultees but had registered an objection on the grounds of traffic problems, extra load on school places and other community facilities. A letter had been received from M.King of Midland Rural Housing re the possibility of part of the glebe land by the allotments owned by the Diocese of Southwell being available for affordable housing in Gotham.The land behind the former RBL site still in negotiation but held up by the poor access road/ransom strip. The Government’s Autumn Statement may have announced legislation to help with financial considerations to assist this type of affordable housing development. The ongoing building work behind the NET 2 site at Clifton is the foundation for an industrial estate.

16/252: Planning Applications Received: Nil.

16/253: Planning Decisions Received:.

16/12: (ref: 16/02053/FUL)  10 Hill Rd   – Dormer window to front.    GRANTED

16/13: (ref:16/02308/FUL) 8 St.Andrew Close – Single storey side extension. GRANTED

16/254: Report by Vice-Chairman of the Environment Committee:

The last Environment meeting took place on the 15th November,  2016 chaired by C.Dabell.

Christmas Tree: The Christmas tree had been successfully erected on the 2nd December 2016 with a well attended lighting up ceremony.

The Well House: The two bench seats will be delivered to Howick’s Farm. The price is higher due to the cast iron support in the middle of each bench.

Cemetery Graves: No response from Gotham News request for family members to come forward re their wishes for grave maintenance.

Heritage Day: G.Hutter reported, the two First Aiders who attended Heritage Day, received a donation of £20 each in favour of East Leake Owl Sanctuary and South Notts First Responders (G.Whitehead). In comparison to other villages’ donations this amount seemed derisory. It was, therefore, PROPOSED by M.Wilkins, SECONDED by P.Bower that an additional donation of £50 to should be added in favour of South Notts First Responders, via G.Whitehead, at next month’s meeting. Vote: Six in favour, three against.

16/255: Memorial Hall Report: G.Hutter reported a problem with scruffy play equipment. A decision is to be made on whether or not the Trustees will continue the play equipment maintenance which costs a substantial sum on money. The NCC Small improvement grant will be applied for in 2017/18. J.P.Anderson suggested a village survey be conducted to gauge the amount of support for the purchase of new play equipment. A Working Party could be formed with representatives from GPC, Memorial Hall Trustees and parents of young children. G.Hutter to report GPC’s ideas to the next meeting of the Trustees.

16/256: Flooding: Nottm. City Transport repairing the blocked drain at the back of their depot. An A1 sized map of drainage ditches is required to work out a plan of action and to carry out a survey on all culverts owned by NCT. The tenant of the Diocese land will be partly responsible for paying for ditch clearance. A new ditch might be required as the land behind the New Rectory is overgrown and difficult to access to dig out the existing ditch. A Flood Committee to be set up to report findings to GPC. G.May volunteered to join as GPC representative. Two parishioners had lodged their interest in helping form a Committee. A quote to be obtained for the building of small wall of sandbags opposite to the culvert exit into the Railway Walk ditch. The mesh at the drain exit was removed by a representative from B.T. A. Howick to replace mesh at the head of the culvert with railings. This will not block with leaves as easily as mesh and serve to prevent badgers entering the drainage pipe. NCC to be asked to inspect the village drains. J.M.F.Royce to inform County Councillor A. Brown of progress to date. P.Bower reported he had initially reported blocked drains to the Council in June, 2016. The Clerk to write to M.Simes informing her of the probable new ditch leading from Leake Road to her field. The extra surge of water resulting in the renewed NCT culvert and ditch might cause flooding to her field if her drain cannot cope with extra water.

16/257: Revised Standing Orders: J.P.Anderson, P.R.Dines, B.J.Walker and J.M.F.Royce had revised the GPC Standing Orders, in conjunction with NALC Model Standing Orders.  A copy was circulated to all Councillors who are invited to peruse them and report their findings to the next meeting. Included in the document are the following items:

Financial Regulations, Code of Conduct, Email Protocol, Memorandum of Understanding between GPC and Memorial Hall/Recreation Ground Trustees, Trustees of Memorial Hall/Recreationg Ground/GPC Mowing Contract.

A letter of thanks to be sent to P.R.Dines for her work on the Standing Orders document.

16/258: Clerk’s Appraisal: Date to be arranged in January, 2017.
G Hutter suggested that a small committee should carry out appraisal as this is in the guidelines set out by NALC.

PROPOSAL: Extension of meeting beyond 9.30 p.m. to complete the Agenda.

PROPOSED: G.Hutter SECONDED: J.P.Anderson. Vote: All in favour.

16/259: Policing Matters/Vandalism::

November crime figures circulated by B.J.Walker. No crime reported in Gotham.

16/260: Gotham News and Media:

J.P.Anderson had worked alongside M.J.Sheppard to edit the November edition of Gotham News. Distribution was also undertaken by J.P.Anderson. Thanks recorded to M.J.Sheppard for his hard work on Gotham News. The printer, S.Douglas has retired so a replacement to be sought.

Next copy – March 2017. J.P.Anderson to review the delivery round. Gotham News Editorial Team: J.P.Anderson (delivery) B.J.Walker, H.Trobridge (proof readers). M.Wilkins, photography,G.Hutter (advertising).

16/261: Chairman’s Report: Nil to report.

16/262: Clerk’s Report: A thank you note had been received from Mrs. J. Moss for her gift from GPC on her 100th birthday.

16/263: Matters to Report:

B.J.Walker asked the Clerk to remind D.Healey to sweep leaves from outside the old Post Office.

A.Clayworth reported continued problem of dog mess on pavements. Signs could be displayed on every lamp post.

Clerk to enquire if NCC or RBC  produce standard dog fouling signage. Perhaps stage a Day of Action.

H.Taylor reported Police and RBC had been notified of problem of drug dealing on Hill Road.

J.P.Anderson called for another GPC representative to serve on the Sports Arena Committee. G.Hutter volunteered. A meeting is unlikely before the Council AGM in May.’A meeting may be held in May, 2017.

H.Taylor had asked the Gotham Surgery to advertise his offer to help patient’s access their prescription order online.

J.P.Anderson tendered his apologies for absence at the January, 2017 GPC meeting.

16/264: Date of Next Meeting: The next Meeting will be held on Tuesday, 3rd January, 2017 at 7.30 p.m.

Meeting closed at 10.15 p.m.