Category Archives: Minutes of Meetings

Minutes of Meetings from July 2012 onwards

Minutes of a Meeting of the Finance Committee (26/11/13)

Present:     J.M.F.Royce, G.Clark, M.J. Sheppard, J.P.Anderson.

1/   Apologies: B.J.Walker

2/   Acceptance of Apologies:

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

3/   Election of Chairman:

It was moved by M.Sheppard, seconded by J.P.Anderson and duly carried, that J.M.F.Royce be appointed Chairman of the Finance Committee.

Vote: All in favour.

J.M.F.Royce thanked the Committee and agreed to stand as Chairman for the ensuing year.

4/   Election of Vice-Chairman:

It was moved by J.M.F.Royce, seconded by M.Sheppard and duly carried, that B.J.Walker be appointed Vice-Chairman of the Finance Committee.

Vote: All in favour.

The Chairman thanked G.Clark for his advice as Vice-Chairman during the previous year.

5/   Declaration of Interest: Trustees of the Sports Arena, J.P.Anderson in any discussion re Item 12 on the Agenda. (Bridging Loan Agreement with Sports Arena matures – 6th May, 2014).

 6/  Minutes of the Finance Committee Meeting held 27th November, 2012:

RESOLVED: The Minutes of the Finance Committee Meeting held on 27th November, 2012, as previously circulated, be confirmed and signed as a true record of the business transacted.

PROPOSED: M.J.Sheppard   SECONDED: G.Clark Vote: All in favour.     

Progress: Nil to report.

7/   Bank Account Balances

a. current account – current balance: £  10,396.89 after the payment of the November, 2013 bills)

b. 14 day account –  current balance: £ 3.77 (interest on previous balance)

c. Santander bond – gross total currently in Santander Bond due to mature on 2nd May 2014 – £56,630.28

8/   2013/14 Budget Rolling Balances as per sheets circulated by email:

Environment Paper 1: The Environment rolling balance was within normal limits for the third quarter of the year. Small costs involving the Christmas Tree erection would fall within the budget for improvements.

Capital Paper 2: Still to be updated following the payment to C.Bowers, £35,198.67 (net) re Memorial Hall Car Park resurfacing. Several budgets would require viring to the Car Park up to audit date of the 31st March, 2014. Budgets would be returned in full during May/June, 2014.

Revenue Paper 3: The Revenue rolling balance was within normal limits for the third quarter of the year.

Recreation Ground Paper 4: The Recreation Ground rolling balance was within normal limits for the third quarter of the year.

9/ Allocation of Balance of 13/14 Capital:

NilDue to two expensive projects during 2013, (Village Sculpture, Memorial Hall car park)  the Chairman stressed the need for stringent economy for the next six months pending redemption of the Santander Bond.

10/ Precept 2014/15 Preliminary Discussion:

The Tax Base figures from RBC would not be available until mid December, 2013. The Chairman spoke in favour of a 2.5% increase in the Precept to offset the ongiong low interest rates in the near future. Preliminary discussion on the Precept setting would be an agenda item at the January main meeting. A Finance Meeting would be held on the 28th January, 2014. RBC had deferred submission of Precept requirements until February, 2014.

11/  Budgets for 2014/15:

Environment Paper 1: £ 5,323 00 (Discussed and accepted at the Environment Committee Meeting held on the 19th November, 2013.

PROPOSAL: Acceptance of the recommended Environment Budget: £ 5,323.00

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

Recreation Ground Paper 2: P.R.Dines and J.M.F.Royce in discussion re several items GPC had included on its Revenue Paper. J.P.Anderson reported, mowing sessions on the Recreation Ground could be dropped to once per week, in high season, due to the more efficient mowing equipment which would preclude a need for an increase in mowing labour costs currently £1,100 per annum.

The Chairman explained the Pavilion Sinking Fund was designed to build up funds for replacement pavilions. GPC had been asked to contribute £1,500 annually to be match funded by 6 organisations, i.e. Trustees, members of the multi-sports arena, and other four sports clubs. In 2012, this amount was reduced to £1,000 pending the outcome of the match funding of the other parties. Any unspent monies were to be rolled over into the fund.

J.P.Anderson stated that National Sporting Grants did not tend to grant money for the replacement of pavilions.

Revenue Paper 3: £30,483.00

PROPOSAL: Acceptance of the recommended Revenue Budget: £30,483.00 (subject to negotiations with the Trustees and the Cricket Club re some items on the Recreation Ground Budget)  PROPOSED: J.P.Anderson  SECONDED: G.Clark. Vote: All in favour.            

12/   Bridging Loan Agreement with Sports Arena matures – 6th May, 2014.

A loan of £10,000 at one and a half per cent interest from the Sports Arena had been taken out by GPC to cover the extra cost of the Memorial Hall car park refurbishment. Loan date: 6th November, 2013 – 6th May, 2014.

13/  Any Other Financial Matters to Report:

J.M.F.Royce had donated the five free bags of gritting salt to the Trustees of the Memorial Hall as GPC held adequate stocks.

M.J.Sheppard reported, some puddles of water collecting on the newly resurfaced Memorial Hall car park which would be reported to the J.Jones, Architect..

14/ Date and Time of Next Meeting: 28th January, 2014  at 7.30 p.m. in the Weldon Room of the Memorial Hall.

Meeting closed at 8.55 p.m.

Minutes of a Meeting of the Planning & Development Committee (22/10/13)

Present:  J.P.Anderson (Chairman)   E. Rodgers, (Vice-Chairman) B.J.Walker,   M.J.Sheppard,  G.Clark.

1/    Apologies:  K.Steed, E.Padden, R.Muir

In Attendance: Borough Councillor  T.Vennett-Smith,  P.Marshall (RBC Planning).

2/    Declaration of Interest: Nil.

3/    Minutes of the Previous Meeting:

RESOLVED:  That the Minutes of the Planning & Development Committee, held on the 17th September, 2013, as previously circulated, be confirmed and signed as a true record of the business transacted.

PROPOSED: G. Clark SECONDED: M.J.Sheppard. Vote: All in favour.

4/    Progress from the last Minutes, not on the Agenda:

Pg. 2 Item 8/  Any Other Business: J.P.Anderson confirmed he would attend the Rushcliffe Planning Forum on the 30th October, 2013.

Pg. 2 Item 7/  Traffic Count: The traffic lights on Kegworth Road had not yet arrived. The Clerk had received confirmation from P.Goode (NCC Traffic Manager) that they would be installed as soon as possible.  The Chairman had received strong support from the County Councillor Andrew Brown and that the bottleneck, as always seemed to be the case in matters like these, was the Highways Agency.  £42,000 had been put aside but they were unwilling to spend it.  Both he and Cllr. Brown would be putting pressure on J.Pizzey at the HA and N.C.C efforts could bring about press coverage.  There was general strong disappointment at the levels of traffic and accidents that had occurred.

Pg. 2 Item 10/ Matters to Report: The Clerk had received an email from K.Hourd of NCC Highways re speeding traffic into Gotham at Nottingham Road entrance. She had offered to visit the site for advice on speed reduction options.

The Chairman welcomed Mr. P. Marshall, of RBC Planning Department, to the meeting.

5/ Future Housing in Gotham:

PROPOSAL: Suspension of Standing Orders.

PROPOSED: G.Clark, SECONDED: E.Rodgers  Vote: All in favour.

The Chairman outlined the history of Gotham’s building development over recent years and the current GPC policy. He expressed his own opinion that the housing stock in Gotham was not compatible with the present population’s needs could mean a change in policy, re the possibility of a small development of market houses on a green belt exception site, to allow for the inclusion of some affordable housing.

Mr. Marshall described the procedures necessary to bring about such development under the current legislation. He recommended the production of a Neighbourhood Plan, as currently being drawn up by East Leake and Keyworth Parish Councils. There was no RBC financial assistance available for a Neighbourhood Plan.

An information pack – ‘Locality – Quick Guide to Neighbourhood Plans’ was passed to the Clerk. British Gypsum had also offered their assistance. Mr Marshall also suggested possible incorporation of a specific plan directly into the next stage of the Local Plan.

There was general discussion on the topic at which some of those present stressed the risks of opening the village to the attention of developers.

The Chairman thanked Mr. Marshall for his attendance and he left the meeting at 8.25 p.m.

PROPOSAL: Re-instatement of Standing Orders.

PROPOSED: G.Clark, SECONDED: E.Rodgers  Vote: All in favour.

6/   Fight to Save the Greenbelt at Clifton Pastures:

Mr.Marshall had confirmed, RBC had not yet published a Traffic Model and the Chairman confirmed he had emailed R.Mapletoft at RBC asking that full dialogue on such modelling took place before the council meeting in December.

The Chairman reported the Examination in Public of the Aligned Core Strategies was half way through. He had been unable to attend any meetings but B.J.Walker had and she submitted a verbal report describing the strong representations made by our representative Ken Mafham and Anna Soubry, M.P. for Broxtowe. It was noted that the NCC Core Strategy website was very difficult to access.

The Chairman suggested a Strategy Meeting with other Nottinghamshire villages might be worthwhile. A Judicial Review was under consideration and a joint action might prove financially beneficial.  Anna Soubry M.P. had been an excellent advocate for protecting Notts’ green belt land. B.J.Walker said that there had been little representation at the enquiry from Nottingham City Council members and public.

The members meeting, re modifications to the RBC Core Strategy, would be held on the 12th December, 2013. GPC would be represented by Borough Councillor T.Vennett-Smith.

7/    Planning Decisions Received:

13/9   (ref:13/01521/FUL) 9 Chadborn Avenue – Single storey rear extension (infill)          GRANTED

13/11 (ref: 13/01572/FUL) 1 St Andrew Close – Single storey front, side and rear extension. GRANTED

13/12 (ref: 13/01686/OUT) Land to East of Oaklands, Eyres Lane – Single detached dwelling  REFUSED

13/13: (ref: 13/01618/FUL) Sun Inn – Retention of stove and external flue pipe to north elevation    GRANTED

8/    Planning Applications Received:

13/15: (ref: 13/01943/VAR) Land South of Leake Road, Gotham – Vary condition 2,7 and 9 of planning permission 10/01186/FUL to permit the open storage of desulphurised gypsum for a temporary period (up to five years).

PROPOSAL: NO OBJECTION

PROPOSED: J.P.Anderson  SECONDED: E.Rodgers  Vote: All in favour.

E.Padden arrived at the meeting at 9.05p.m. (having attended another meeting in the Moonrakers’ room).

9/  Any Other Business:

The Chairman reported damage to cars parked along Nottingham Road possibly due to increased traffic through the village, some of which had occurred during the night when the street lights were switched off. A request had been received from a resident that the lights be reinstated.  Heavy traffic was travelling through Gotham during the roadwork disruption on the A453. It was agreed, another weight restriction sign for Gotham, sited at the Crusader roundabout was required but that, in the meantime, the parishioner be advised to obtain stronger support as this was required by Cllr. Brown to back any proposal to re-instate night time street lighting.

The Chairman had received a letter from Royal Mail confirming an applicant had applied to run Post Office facilities in the village.

10/  Matters to Report:

Waste Bin: B.J.Walker reported, the waste bin had been returned to its original site beside the village seat and in front of the Village Sculpture. The Clerk confirmed she had twice removed it to the corner of the British Legion fence, adjacent to the Brickyard Track, but someone had returned it. The Clerk would ask RBC to refrain from moving it after emptying.

Village Sculpture: M.J.Sheppard reported photographs of the Unveiling Ceremony would be mounted and on view in the Memorial Hall. Gotham News would carry an offer for photograph orders.

The Clerk had received an offer of grants for 2013/14 from Greenwood Community Tree Planting. She would progress with a view to hedging behind the Village Sculpture.

11/  Date & Time of Next Meeting: The next meeting of the Planning and Development Committee would be held in the Weldon Room of the Memorial Hall on Tuesday, 19th November, 2013 at 7.30 p.m

Meeting closed at 9.45 p.m.

Minutes of a Meeting of Gotham Parish Council (13/12/13)

Present:   M.J.Sheppard, (Chairman) J.M.F.Royce,  R.Davis,    B.J.Walker,   J.P.Anderson, K. Steed, R.Muir, D.Bexon. G.Clark, E.Rodgers.  In attendance: Notts County Councillor A.Brown.

The Chairman welcomed County Councillor Andrew Brown to the meeting.

13/184: Apologies: Nil. Absent: E.Padden, C.Dabell

13/185: Acceptance of Apologies: N/a.

13/186: Declaration of Interest:

Trustees, D.Bexon, G.Clark, K.Steed, in matters relevant to the Memorial Hall/Recreation Ground.

13/187: Minutes of the previous meeting:

Resolved: That the previously circulated Minutes of the Parish Council held on the 5th November, 2013, be accepted as a true record of the business transacted.

PROPOSED: J.P.Anderson  SECONDED: R.Muir Vote: All in favour.

Progress from the Minutes: 13/175 : Remembrance Sunday 10/11/13 –Service: J.P.Anderson reported he represented Gotham Parish Council at the East Leake Service of Remembrance.The new Vicar, Tim Parker, led a very impressive service. The readings by the Scouts had been very poor. It was agreed, that the readers at next year’s Gotham Service of Remembrance should be competent, especially as the Service commemorates the anniversary of the Great War.

Wreath laying at Gotham: B.J. Walker, E.Padden and J.M.F.Royce had attended the Gotham Service of Remembrance. J.M.F.Royce and B.J.Walker complimented the Rev. Richard Coleman on his excellent delivery. J.M. R.Royce laid the wreath on behalf of the people of Gotham. Borough Councillor T.Vennett-Smith laid a wreath on behalf of the Mayor of Rushcliffe.

13/167 Traffic Lights: County Councillor A.Brown had assisted GPC in the promise that temporary traffic lights would be installed outside Gotham Primary School before the New Year. The final decision re the date was the responsibility of J.Pizzey, Highways Agency Project Manager.

13/188: Council Confidentiality (M.J.Sheppard)

The Chairman reported hearing that a discussion had taken place in a public place concerning direct Council matters debated at the November meeting. The Chairman reminded Councillors that matters discussed in Council were confidential, other than what was reported in the published minutes. He asked members to respect Council confidentiality at all times.

13/189 : Finance Monthly Payments and Receipts: (J.P.Anderson asked the Clerk to rename M.P.S.A. i.e. multi-purpose sports arena – as Sports Arena on the November monthly finance sheet).

Receipts and Payments: RESOLVED: That the receipts, since the last meeting, are noted and the Accounts in Appendix F1 be confirmed and authorised for payment.

PROPOSED: J.P.Anderson SECONDED: K.Steed Vote: All in favour.

Report on Finance Meeting held on the 26th November, 2013

Acceptance of the recommended Environment Budget: £ 5,323.00  PROPOSED: J.M.F.Royce SECONDED: R.Muir. Vote: All in favour.

Acceptance of the recommended Revenue Budget: £30,483.00 (subject to negotiations with the Trustees of the Memorial Hall/Recreation Ground and Sports Clubs re some items on the Recreation Ground Budget)  PROPOSED: J.M.F.Royce  SECONDED: R.Davis Vote: All in favour.

J.M.F.Royce reported, a letter had been received from Alison Hall-Wright, RBC Capital and Resources Group Accountant re the Council Tax Benefit which has been replaced by a locally determined Council Tax Reduction Scheme. This resulted in a reduction to the council tax base, the impact of which was mitigated by the award of a one-off transitional grant for the affected parishes in 2013.

The arrangements for the 2014/15 Council Tax Reduction Scheme would be considered by full Council on the 12th December, 2013 with notification to Parish Councils of the agreed Council Tax Base after that date. The Council’s precept request should be submitted by the 14th February 2014. Cabinet would consider future transitional grant arrangements for parishes on the 14th January 2014. It was to be noted, that in light of the wider financial pressures facing the Council, and the cessation of specific central government funding, this could result in a reduced level of grant or this funding being withdrawn altogether which may have implications for the 2014/15 Precept.

The next GPC Finance Meeting would be held on Tuesday, 28th January, 2014.

13/190: Report by Chairman of Planning and Development Committee: (Chairman J.P.Anderson)

There had been no planning meeting held during November, 2013.

Progress on Consultation re RBC Core Strategy/Steering Group Meeting: J.P.Anderson read out a substantial report from Planning Consultant, Ken Mafham following the Aligned Core Strategy Public Inquiry. The next stage of the Consultation Process is the RBC Cabinet Meeting due on the 12th December, 2013 to approve the Core Strategy and Green Belt Review. Borough Councillor T.Vennett-Smith will lodge GPC’s objections and table questions regarding the lack of consultation, traffic issues, etc., The projected housing numbers are vulnerable to judicial review with emphasis on the severe environmental impact of large scale development. A Soubry MP is a key ally should judicial review be contemplated due to her legal background as a barrister.

The Inspector had proven weak in her untimely acceptance of the Aligned Core Strategy housing numbers prior to submission of  supporting evidence. It was noted, that there was no representation by RBC at the Public Inquiry.

13/191: Planning Decisions Received: Nil.

13/192: Planning Applications Received:                 Nil.

13/193: Environmental Matters: (C.Dabell absent)

Report on Christmas Tree in The Square/Carol Singing – 10th December 2013/Cemetery Arch.

M.J.Sheppard reported the Christmas Tree had been successfully erected with the lights due to be hung within the next few days. Thanks to A.Howick for his continued assistance and  H.Wright for his generous donation of the Christmas Tree.

Carol Singing – 10th December, 2013 – M.J.Sheppard reported arrangements in hand. A gazebo would be erected on the grass bay adjacent to the Pump in which Gotham Primary School pupils will perform the carol ‘Oh Starry Night’. A portable loudspeaker will be loaned from the School. Jack Griffin has been booked to lead the Carols. Phil Reckless Band cost £160 sponsored by The Sun and Cuckoo Bush. Mulled Wine and mince pies in St.Lawrence Church from 5 p.m. Thanks recorded to R.Davis and C.Dabell for their offer to supply under 12’s with a chocolate surprise. R.Muir complimented the Environment Committee on their organisation of this event.

Cemetery Arch: R.Davis reported a parishioner had suggested the re-building of the Cemetery Arch that had been destroyed many years ago by a road traffic accident. The Clerk was asked to obtain a photograph of the original arch from the History Society for further discussion next year.

13/194: Memorial Hall Report from GPC representatives:

K.Steed reported that the Trustees of the Memorial Hall had asked that Minutes of Meetings be sent directly to the Clerk to be circulated to Councillors.

Car park lighting to be improved behind the Bowls Club.

Election of one more representative to serve as Trustee. Deferred.

Draft Memorandum of Understanding.(J.P.Anderson): J.P.Anderson circulated the Draft Memorandum of Understanding, a document drawn up by the Focus Group to explain the  financial responsibilities of GPC and Trustees re the maintenance and running costs of the Memorial Hall and Recreation Grounds. Councillors were asked to peruse the document prior to discussion at a meeting in the Spring for acceptance by Summer, 2014.

13/195: Casual Vacancy:

The Clerk reported, that G.Hutter had expressed her intention to apply to become a member of GPC in the New Year. A letter from RBC showing her registration on the Electoral Roll was in the process of being drawn up in order for her to attain eligibility to serve on the Parish Council.   

13/196: Village De-Fibrillator:

In the absence of E.Padden who had undertaken to progress this item, M.J.Sheppard reported that the proprietor of Frydays had agreed to supply electricity to a defibrillator positioned on the outside wall of the premises. County Councillor A.Brown offered his financial support for an application for funding.

13/197: Policing Matters/Vandalism:

E.Rodgers reported two house burglaries during October. No November crime figures, to date.

13/198: Gotham News & Media:  

Editorial Team: Editorial Team: M.J.Sheppard, R.Muir, K.Steed and D.Bexon. R.Muir thanked the editorial team, especially K.Steed for her input into a successful issue of Gotham News. R.Muir would be willing to produce the February edition but informed Council that she would not be standing again in May 2014. R Muir said that she is quite happy to continue to do the parish council news letter after May 2014 but equally would not be offended if they wished to take it elsewhere for it to be done as she would now need to charge for her time to cover loss of earnings during preparation of Gotham News. R.Muir advised GPC that Steve Douglas continued to offer an excellent printing service & speedy turn around at a very competitive price and often within a tight timeline.

13/199: Gotham Countryside Trust – 2 GPC Representatives:

R.Davis volunteered to continue as a Trustee of the Countryside Trust. G.Clark expressed a wish to retire. The matter of another GPC representative to be further debated at a future meeting.

D.Logan will attend a coffee morning on the 4th December, 2013 in order to hand over a cheque towards his generous funding of the Gotham Countryside Trust.

13/200:  Church Christmas Tree Exhibition – Progress on Decorations for GPC tree:

B.J.Walker had obtained a suitable Christmas tree for the Exhibition. D.Bexon and B.J.Walker were progressing the mounting of photographs of the Village Sculpture to decorate the tree.

13/201: Chairman’s Report:         

The Chairman thanked County Councillor Andrew Brown for his continued support for Gotham both in his attendance at meetings and general interest in Gotham’s current traffic problems.

13/202: Clerk’s report:

The Clerk had received the following correspondence:

The Clerk had received a complaint from an ex Councillor re the traffic queues emanating from the temporary traffic lights at the top of Farnborough Road, Clifton during the NET2 car park building work. The complainant called for 24 hour work in order that the operation progressed at a quicker rate. The complainant felt that it was unreasonable to stop traffic during times when no work was being undertaken. E.Rodgers pointed out that 24 hour noisy construction work would not be allowed in a built up area due to night time disturbance.

The Clerk and B.J.Walker had attended the AGM of N.A.L.C. held at Epperstone Village Hall on the 13th November, 2013. Police Commissioner, Paddy Tipping had addressed the meeting.

13/203: Matters to Report:

The Clerk had reported the ‘inactive’ interactive speed sign to Kendra Hourd of NCC who had emailed that she would progress the problem and re-activate the sign.

B.J.Walker reported the deterioration of the public noticeboard. The Clerk would draw D.Howick’s attention to this matter as he had originally donated the board.

R.Muir reported the need for three new horse riding gates at the approach to Weldon Hill, at the top of Weldon Hill and at the third entrance alongside Strawberry Wood. She would contact Jane Baines of NCC for advice.

Councillors thanked the Chairman and Mrs. R. Sheppard for a very generous Christmas Reception prior to this meeting.

13/204: Items for Next Agenda. Casual Vacancy, De-Fibrillator.

13/205: Date of Next Meeting: The next meeting would be held on the 7th January, 2014 at 7.30 p.m.. Meeting concluded at  9.45 pm.

Minutes of a Meeting of Gotham Parish Council (05/11/13)

Present:   M.J.Sheppard, (Chairman) J.M.F.Royce,  R.Davis,    B.J.Walker,   J.P.Anderson, K. Steed,  C.Dabell,  R.Muir, D.Bexon.

One minute silence in memory of the War Dead.

The Council stood for one minute of silence in memory of Gotham’s War Dead.

The Chairman requested Item 7b on the Agenda, Bridging Loan, be discussed as the first item.

Finance – 7b Bridging Loan:

The Chairman announced the necessity for the Parish Council to take out a bridging loan of £10,000, for a six month period, to cover the increased cost of the Memorial Hall car park refurbishment, due to unforeseen work. Funds currently invested in a Santander Bond would be available to the Council within this timescale.

R.Muir spoke in favour of a lesser amount of money being tied in a Bond in future. She had voted against the decision to invest such a large amount of money which she had deemed unwise.

PROPOSAL: That the Parish Council arrange a bridging loan to the sum of  £10,000 for a six month period to cover the cost of extra work on the Memorial Hall Car Park.

PROPOSED: J.P.Anderson  SECONDED: R.Davis  Vote: eight in favour, one abstention.

13/160: Election of Vice-Chairman:

It was moved by M.J.Sheppard, seconded by R.Muir that Karen Steed be appointed Vice-Chairman of Gotham Parish Council.

K.Steed accepted the position of Vice-Chairman and thanked Council.

Vote: All in favour.

13/161: Apologies: G.Clark, E.Rodgers, E.Padden, Notts County Councillor A.Brown.

13/162: Acceptance of Apologies:

PROPOSED: J.P.Anderson  SECONDED: R.Muir Vote: All in favour.

13/163: Declaration of Interest:

Royal British Legion members, C.Dabell and J.M.F.Royce in Agenda item 7c Civic Wreath.

13/164: Minutes of the previous meeting:

Resolved: That the previously circulated Minutes of the Parish Council held on the 1st October, 2013, be accepted as a true record of the business transacted, with the following amendments:

13/142: Apologies: Remove ‘Chairman’.

13/148: Report by Chairman of Planning and Development Committee: (Chairman J.P.Anderson) remove heading: ‘Progress on Consultation re RBC Core Strategy.’

PROPOSED: R.Davis  SECONDED: J.P.Anderson Vote: All in favour.

Progress from the Minutes: 13/146 : Finance Monthly Payments and Receipts: The Clerk had reported to D.Power of the PCC, GPC’s intention to award a grant of £230 towards the cost of repairs to the church clock.

13/165: Casual Vacancy:

G.Hutter had attended the October meeting and was in the process of registering on the Electoral Roll in order to attain eligibility to serve on the Parish Council.

13/166 : Finance Monthly Payments and Receipts:

Receipts and Payments: RESOLVED: That the receipts, since the last meeting, are noted and the Accounts in Appendix F1 be confirmed and authorised for payment.

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

D.Charlesworth had submitted an invoice for travelling expenses incurred during the work on the Village Sculpture.

a)  Quarterly Financial Update – The Clerk would circulate the budget sheets to members before the next meeting. Agreed to defer to the December meeting when invoices for the Village Sculpture could be included.

b) Bridging Loan – (already discussed Item 1)

c) Civic Wreath  –  PROPOSAL: To donate £100 to the Gotham and District Branch of the Royal British Legion to defray the cost of the wreath. PROPOSED: R. Muir  SECONDED: J.P.Anderson. Vote: six in favour, one against, two abstentions. (Two declarations of interest).

d) Date of Finance Meeting: The next meeting of the Finance Committee would be held on the  26th November, 2013 at 7.30 p.m.

R.Muir suggested a fourth bank signatory should be appointed. (Deferred for further consultation).

13/167: Report by Chairman of Planning and Development Committee: (Chairman J.P.Anderson)

Progress on Consultation re RBC Core Strategy: B.J.Walker had attended some sessions of the Aligned Core Strategy Public Inquiry currently being held. K.Mafham represented Gotham and surrounding villages. Unfortunately, the Inspector had quoted the housing numbers ‘objectively sound’. K.Mafham was pressing hard for more attention to building on brown field sites within the City. The lack of public consultation was criticised by A.Soubry M.P. The deadline for the RBC vote was the 12th December, 2013.

Traffic Lights: The proposed traffic lights outside Gotham School were not yet in place. County Councillor A.Brown was progressing their installation and had brought about increased street lighting during the night on the main roads. M.J.Sheppard reported on Radio Nott’m’s  live programme coverage with Cllr Andrew Brown, Head Teacher Sue Lymn-Brewin and several parents outside the school and the ongoing campaign for traffic/ pedestrian lights, which started in May. The Clerk was asked thank County Councillor A.Brown for his help.

J.P.Anderson had attended a Community Community Consultation & Community Led Planning Rushcliffe Parish Forum on the 30th October, 2013. The meeting had primarily concerned the drawing up of a Parish Plan which Gotham had already achieved. The Parish Plan would form a basis for a Neighbourhood Plan which was important to protect the village from further inappropriate development. The Gotham Village Design Statement now required updating. J.P.Anderson had brought a copy of the Cropwell Butler Neighbourhood Plan as an example.

P.Marshall had attended the GPC Planning meeting held on the 22nd October 2013. He had also suggested GPC draw up a Neighbourhood Plan which would be especially beneficial should a green belt envelope be imposed upon Gotham.

13/168: Planning Decisions Received: Nil.

13/169: Planning Applications Received: Nil.

13/170: Environmental Matters:

C.Dabell reported the Railway Walk picnic seats had been repaired and replaced by S.Watson and D.Urry.

13/171: Memorial Hall Report from GPC representatives:

J.M.F.Royce had requested and received a set of the Memorial Hall minutes.

K. Steed reported an extension to the bar was planned to improve drinks storage.

Election of one more representative to serve as Trustee. For review at the December meeting.

13/172:  Memorial Hall Car Park Refurbishment Report:

J.M.F.Royce reported the 10% financial contingency for the car park refurbishment had been exhausted by unexpected costs to the drainage system and the car park. The total cost was £36,101.20 plus VAT.

PROPOSAL: Acceptance of final cost of car park refurbishment – £36,101.20 plus VAT.

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

The Chairman expressed thanks and congratulations to the Project Group, members of the Memorial Hall Trust and the Parish Council, who together with architect, Jeff Jones, and the contractors, Colin Bowers and Son Limited, had worked  very efficiently to deliver on time and within budget – almost!

13/173: Policing Matters/Vandalism:

D.Bexon reported no crime recorded during the month of October. A handbag theft from a house on Wodehouse Avenue had recently occurred. A serious road accident on Nottingham Road had caused the road to be closed. Traffic had to make a detour of approximately ten miles to reach the centre of the village.

13/174: Gotham News & Media:  

Editorial Team: M.J.Sheppard, R.Muir, K.Steed and D.Bexon. R.Muir had produced an excellent draft copy of the November edition of Gotham News with the assistance of the editorial team. D.Bexon would pass the June crime figures to R.Muir for inclusion. R.Muir requested all Councillors carry out their Gotham News delivery.

PROPOSAL: The mugs depicting the sculpture icons would be supplied to the village pubs. (Batman and Robin icon would be excluded as written permission would be required from DC Comics.)

PROPOSED: J.P. Anderson  SECONDED: K.Steed. Vote: All in favour.

R.Muir left the meeting at 9.20 p.m.

13/175: Royal British Legion Remembrance Sunday 10/11/13 – Wreath laying at Gotham Service 10.45 a.m.)

J.M.F.Royce would attend the Gotham service and lay the wreath on behalf of the Chairman from the parishioners of Gotham. J.P.Anderson would attend the East Leake parade.

13/176: Gotham Countryside Trust – 2 GPC Representatives:

R.Davis offered to continue as a Trustee of the Countryside Trust. G.Clark had expressed a wish to retire. The matter would be further debated at the next meeting.

13/177:  Revised Code of Conduct 2013:

The Clerk reported a minor change to the Code of Conduct, forwarded from RBC, whereby subsection 6 of the new code calls on a councillor to divulge if they are a member of a Trade Union, whereas before it did not ask this in regard to divulging interests.  

13/178:  Church Christmas Tree Exhibition – Decorations for GPC tree

B.J.Walker, D.Bexon and the Clerk would decorate a Christmas tree with photographs of the village sculpture icons. D.Bexon offered to assist with a selection of photographs.

Carol Singing – 10th Dec – letter from Rev. R. Coleman:

A letter had been received from the Rev. R. Coleman supporting the Christmas Carols in The Square with an offer of refreshments in the Church. The Clerk would accept the offer but make it clear that the focus of the Carols would be in The Square. C.Dabell would supply chocolate Santa’s for the children. The Gotham Primary School children would be singing a carol. It is hoped that a  small gazebo would be situated next to the bicycle racks in which they could perform.

13/179: Chairman’s Report:         

The Chairman had received the following correspondence:

An invitation to the RBC Mayor’s reception to be held on the 22nd January, 2014. The Chairman and Clerk to attend.

13/180: Clerk’s report:

The Clerk had received the following correspondence:

RBC Winter gritting salt – The Clerk would order the five free bags of gritting salt.

The Clerk had reported the stolen ‘Gotham’ entrance sign from Nottingham Road to K.Hourd of NCC Highways.

13/181: Matters to Report:

J.P.Anderson reported, paint peeling off the Village Sculpture plaque. This was due to damage caused when the protective plastic seal was peeled back.

J.P.Anderson reported the Notts County Minerals Local Plan was available on the website.

The Clerk had received a reply from K.Hourd of NCC re speeding traffic into the village. She had offered to carry out a site visit.

B.J.Walker asked the Clerk to arrange sweeping of the leaves under the seats in front of the old Post Office.

M.J.Sheppard reported Radio Nottingham had inquired about the Village Tales for their website. They had been diverted to B.Dabell for advice.

13/182: Items for Next Agenda. Casual Vacancy, Clerk’s Salary Award, De-Fibrillator.

13/183: Date of Next Meeting: The next meeting would be held on the 3rd December, 2013. at 7 p.m. with a Christmas Reception arranged by the Chairman. Meeting concluded at  10.00 pm.

Minutes of a Meeting of the Finance Committee (27/11/12)

Present:     J.M.F.Royce, (Chairman) R.Muir, B.J.Walker, G.Clark, M.J. Sheppard.

1/   Apologies: Nil

2/   Acceptance of Apologies: N/A

3/   Declaration of Interest: Trustees, G.Clark and M.J.Sheppard in any matter pertaining to the Memorial Hall/Recreation Ground.

4/   Minutes of the Finance Committee Meeting held 30th October, 2012:

RESOLVED: The Minutes of the Finance Committee Meeting held on 30th October, 2012, as previously circulated, be confirmed and signed as a true record of the business transacted.

PROPOSED: G.Clark   SECONDED: R.Muir Vote: All in favour.   

Progress: Item11:

a)   Netball Club: The Clerk had written to Ms. E.Lomas re the GPC offer to fund equipment up to a cost of £170, invoiced directly to GPC.

5/   Budget 2013/14

a) Paper 1  Environment:     £ 5,323.00

PROPOSAL: Acceptance of the recommended Environment Budget: £ 5,323.00

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

The Chairman asked that item 7 on the agenda be discussed next.

             7/   Recreation Ground water bill (£873.75)

             A larger than usual water bill had been received to cover the summer period. There is a longstanding arrangement with the Trustees, that  GPC pay the summer bill and the Trustees, the winter bill. The GPC budget for its share of the water is £650. No leaks on the Recreation Ground had been identified plus the added fact that the weather had been inclement during the summer, led to the conclusion that extra water use must have occurred within the Memorial Hall.  Various alternatives were discussed, in view of the fact that the budget is only £650.

PROPOSAL: That, as a gesture of continuing goodwill, the entire bill of £873.75 be paid in full..

PROPOSED: B.J. Walker  SECONDED: R.Muir  Vote: two in favour, one against, two abstentions.

b) Paper 2   Recreation Ground:

P.R.Dines, Treasurer of the Memorial Hall/Recreation Ground Trustees, had submitted a draft document which had been circulated, requesting significant changes to the Recreation Ground Budget.

Water: A request to increase the budget from £650 to £750 and also, that due to inadequate sub-metering arrangements, the annual water bill henceforth be split 50:50 between GPC and the Trust.

PROPOSAL: To increase the budget for water  to £750 as annual half share.

PROPOSED: J.M.F.Royce  SECONDED: R.Muir Vote: three in favour, two abstentions.

Sports Pavilion Maintenance: P.R.Dines requested that this budget be raised from £600 to £1,500 in anticipation of new proposals under discussion, between the Trustees and the Sports Clubs, re future pavilion maintenance arrangements. It is anticipated the new scheme will become effective from the 1st April, 2013. It was eventually proposed that this budget be raised from £600 to £1,000 with the proviso that the matter would be reviewed if necessary post the finalisation of any new arrangements.

PROPOSAL: To raise the Sports Pavilion Maintenance budget to £1,000.

PROPOSED: B.J.Walker  SECONDED: R.Muir. Vote: two in favour, one against, two abstentions.

M.J.Sheppard left the meeting at 9.15 p.m.

Dog Bins: It was requested by P.R.Dines be deleted from the Recreation Ground budget and charged entirely to the Environment Committee budget.

It was agreed, it was preferable to keep a charge relating to the Recreation Ground and, therefore, the sum of £400 was left in place for dog bin emptying.

PROPOSAL: To retain the budget of £400 for dog bin emptying.

PROPOSED: B.J.Walker  SECONDED: J.M.F.Royce. Vote: three in favour, one abstention.

R. Muir left the meeting at 9.30 p.m.

Recreation Ground Budget   £  11, 543

PROPOSAL: Acceptance of the recommended Recreation Ground Budget of £11,543 – to show the above alterations.

PROPOSED: J.M.F.Royce  SECONDED: B.J.Walker   Vote:  two in favour, one abstention.

The Clerk was requested to prepare Recreation Ground Budget (Paper 2) for circulation incorporating the above proposals.

c) Cricket Club Mowing Contract for 2013: 

The Cricket Club had allegedly requested an increase of £50 to £1,150 for the 2013/14 mowing contract.  J.M.F.Royce expressed his surprise that, the Club had made such an early request for an increase bearing in mind the extremely generous uplift in the value of the current contract, compared to the previous arrangements i.e. £750 to £1,100 and with the full cost of repairs and maintenance now being borne solely by GPC. Current annual maintenance estimate – £500 to £1,000.

PROPOSAL: To offer Gotham Cricket Club a further one year Mowing Contract – £1,100 (same as 2011/12).

PROPOSED: B.J.Walker   SECONDED: R.Muir. Vote: All in favour.

d) Paper 3 Revenue –             £ – 32,811

Paper 3 as circulated was discussed and changes noted.

PROPOSAL: Acceptance of Revenue Budget of £- 32,811.

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

6/ Precept 2013/14 Preliminary Discussion: To be set at the January 2013 full Council meeting. (agenda item).

7/ See above – already discussed.

8/  Any Other Financial Matters to Report:

An application for funds had been received from the W.I. in favour of the Over Seventy’s Christmas Party. For discussion at the December full Council meeting.

A cheque for £325 should have been paid to R.Muir as the first instalment of her Chairman’s allowance in December, 2012. A request was received from the Chairman to receive early payment of the second instalment to a total of £650.

PROPOSAL: Early payment of the Chairman’s Allowance – cheque for £650.

PROPOSED: G.Clark  SECONDED: B.J.Walker  Vote: two in favour, one against.

9/   Date and Time of Next Meeting: To be arranged.

Meeting closed at 10.00 p.m.

Minutes of a Meeting of the Environment Committee (27/08/13)

HELD ON TUESDAY 27TH August, 2013 AT 7.30 P.M. IN THE WELDON ROOM

Members Present:   M.J.Sheppard, R.Muir, G.Clark,   E.Padden (7.45 p.m.)

In the absence of the Chairman and Vice Chairman, it was PROPOSED by M.J.Sheppard, SECONDED by G.Clark,  that R. Muir should Chair the meeting. Vote: All in favour.

1/    Apologies: C.Dabell (Chairman), R.Davis, (Vice-Chairman),  K.Steed.

2/    Acceptance of Apologies:

PROPOSED: M.J.Sheppard SECONDED: G.Clark Vote: All in favour.

3/   Declaration of Interest: Nil.

4/ Minutes of the Previous Meeting:

RESOLVED:  That the Minutes of the Environment Committee, held on the 16th July, 2013, as previously circulated, be confirmed and signed as a true record of the business transacted.

PROPOSED: E.Padden SECONDED: G.Clark Vote: All in favour.

5/  Progress arising from previous Minutes:

9/ Any Other Business:

Evergreen bush in The Square border: C.Dabell and G.Clark had removed the dead evergreen in front of the Pump. The Clerk confirmed she had ordered a replacement Cherry Laurel from Six Acre Nursery.

Police Priority Setting Meeting 17th July, 2013: E.Padden confirmed, she had attended the Police Priority Setting Meeting but had been unable to stay until the end.

Railway Walk Picnic Table: The Clerk reported, D.Healey was unable to repair the damaged picnic benches. She would ask J.Taylor or S.Watson to cost their removal and replacement. The Railway Walk required some ‘tidying up’ maintenance prior to the Sculpture Unveiling Ceremony on the 29th September, 2013.

6/ Village Sculpture Progress/Unveiling Ceremony/Heritage Boards:

R.Muir expressed thanks to M.J.Sheppard for his continued hard work on the arrangements for the Sculpture Unveiling Ceremony.

R.Muir and M.J.Sheppard reported the following progress:

NCC had supplied the base post for the Sculpture on the 12th August, 2013.

A.Vickers had confirmed the Heritage Board had been manufactured.

Earl and Countess Howe were able to attend the Ceremony to unveil the Sculpture. They would be received at The Manor prior to the commencement of the Reception lunch. Due to another engagement, they would be obliged to leave the celebrations before the end. It  had, therefore, been decided to amend the timetable, as follows:

12 noon –   Buffet Reception at the Memorial Hall for V.I.P’s.

2.00 p.m.   Unveiling Ceremony.

Procession commences along the Railway Walk to the School and a finale in The Square. Tales will be re-enacted along the route during which the procession will be led by King John on horseback with a standard bearer, four foot soldiers and  accompanied by minstrels.

Finale: Performance by Morris Men in The Square.

Car parking at the Memorial Hall would be reserved for V.I.P. guests. (R.Muir).

Waitress service during the Buffet Reception. (R.Muir and E.Padden to invite  3 – 4 young people to act as waitresses).

Possible road closure during the unveiling ceremony from 1.40 p.m. – 2.00 p.m. (on Police advice).

Flowers to be presented to Countess Howe.

Formal invitations to be sent to V.I.P’s. (Entrance by invitation only. A doorman would receive guests.)

Buffet supplied by M.Howick. Cost £10 per person. Wine, beer, soft drinks supplied.

Official Photographer arranged by R.Muir. Cost £50.

Posters to be displayed in Clifton, East Leake, Barton, Thrumpton and Kingston. (M.J.Sheppard).

Local Television, Radio Nottingham and editors of Nottingham City Life and Evening Post to be contacted by the Clerk and M.J.Sheppard.

The Clerk would contact D.Charlesworth re cost of architecturally designed ‘Blade’ heritage board. R.Muir could manufacture a temporary board  to provide an explannation of the tales depicted on the Sculpture.

The Clerk had received confirmation that DC Comics had consented to the use of Batman and Robin characters on the Sculpture. They had provided an agreement for the Parish Council to sign and return.

PROPOSAL: That GPC sign the agreement drawn up by DC Comics for the use of the Batman and Robin characters on the Village Sculpture.

PROPOSED: M.J.Sheppard. SECONDED: G.Clark. Vote: All in favour.

The Chairman, R.Muir, signed and dated the document. The Clerk would forward two copies to DC Comics, as per their instructions.

7/ Village Pump Electricity Supply – NCC Inspection:

M.J.Sheppard confirmed the transformer had been fitted to the Village Pump. The Clerk would contact J.Freeman of NCC for advice on the correct procedure required to satisfy the NCC Seasonal Decoration Licence re the safety aspect of the electricity cable from the Pump reaching the Christmas Tree. A stability wire could carry the cable and be supported by a post positioned in the Churchyard, (with PCC approval). Alternatively, a cable at pavement level could be protected by a conduit.

8/ Christmas Carols – 10th December, 2013 at 6.00 p.m.

E.Padden would research a mobile van serving hot chestnuts.

It was agreed, mince pies would be served. The Church would be open for refreshments after the Carol singing session.

9/ Any Other Business (Police Priority Setting Meeting 17th July, 2013 – 10 a.m. at Keyworth):

The Clerk had received a complaint from a parishioner re the advertising banner attached to the Village Pump. She would inform the advertiser of the complaint. It was agreed, that a Grade 2 listed building should not be defaced by advertising paraphanalia.

10/  Date and Time of Next Meeting:

The next meeting of the Environment Committee would be held in the Weldon Room of the Memorial Hall on the 17th September, 2013. at 7.30 p.m.

Meeting closed at  9.43 p.m.