MINUTES OF A MEETING OF THE EASTWOOD TOWN COUNCIL, HELD ON MONDAY 10 DECEMBER 2007 IN THE COUNCIL CHAMBER, TOWN COUNCIL OFFICES, EASTWOOD, NOTTINGHAMSHIRE

Present:         

Cllr D Bagshaw,

Cllr Mrs S Bagshaw,

Cllr P Butler,

Cllr Hazel Charlesworth,

Cllr R Dodge,

Cllr Mrs T Fiddyment,

Cllr Mrs J Forrest,

Cllr B Griffin,

Cllr K Longdon,

Cllr Ms Rayner Robb,

Cllr C Robb,

Cllr Mrs G Robb.

Also present:  Inspector John Lees, Eastwood Police Station, and 6 members of the public

Cllr Mrs J Forrest, Deputy Mayor in the Chair.

66/08         APOLOGIES

                  Apologies for absence were received from Cllr R Charlesworth and Cllr J Kenny (both attending Borough Council meetings and Cllr Mrs J Yeomans (ill).

67/08         DECLARATIONS OF INTEREST

Cllr Hazel Charlesworth and Cllr Mrs Tara Fiddyment declared prejudicial interest in planning application number 804. Both would vacate the meeting when this item was considered. Cllr B Griffin declared a personal interest in agenda item 6 (management/maintenance of recreational sites) and Cllr C Robb declared personal interests in all planning matters (through his membership of the Borough Council Planning Committee).

68/08         NOTIFICATION OF LOBBYING

There were no notifications of lobbying given by Councillors in respect of items of business listed on the agenda.  

69/08         TOWN CLERK’S REPORT

• Hollies Car Park Renovations. 

Circulated with the agenda papers for this meeting was a copy of an e-mail received from the Borough Council describing the proposed adaptations to the planned layout for this car park.    During the ensuing discussion, Councillors considered the need to control and manage the use of this facility.   The Borough Council had recommended to the landowner, arrangements for this to be done.   The meeting also noted the need to reduce, as far as possible, the disruption to business activities for the shops during the reconstruction works.   The meeting then NOTED this report.

• Eastwood Cemetery.  

Circulated with the agenda papers for this meeting was a copy of a letter from the Borough Council describing the current and proposed arrangements for the security of Eastwood Cemetery.   Police Inspector John Lees contributed more information upon work in combating the level of anti social behaviour, and reports from Councillors confirmed that the situation at the cemetery had improved.   The meeting RECEIVED and NOTED these reports.

• National Salary Award 2007/8

The Town Clerk reported that the National Association of Local Councils and the Society of Local Council Clerks had jointly recommended the adoption of new salary scales for all local council employees.   The award amounted to an average increase of 2.47%, effective from 1 April 2007.   The Town Clerk confirmed that budgetary provision had been made for national awards of this level, for the current financial year.
The meeting RESOLVED to adopt the National Awards and recommendations.

• External Audit of Accounts 2006/7

The Town Clerk circulated a full copy of the audited statement of accounts for the Town Council for the year ending 31 March 2007. No matters had arisen during the audit which required referring to the Town Council.
The meeting RECEIVED the Auditors’ report and NOTED the final certification of the accounts.

• Town Council Elections 2007

The Town Clerk reported that the Borough Council have now submitted the recharge account for organising the Town Council elections in May 2007.   The cost to the Town Council of £4,609.07 would be changed to the reserves fund.
The meeting NOTED this report.

• Claire Gilby – Finance and PR Assistant

The Town Clerk reported that Claire Gilby had resigned her appointment with the Town Council in order to move closer to her family in Boston, Lincolnshire.   Throughout her work with the Council Claire had performed in a most satisfactory manner.

Following consultations with the Town Mayor Cllr R Charlesworth and the Council Leader Cllr C Robb the Town Clerk had appointed Michelle Clarke to the vacancy for a temporary period up  to 31 March 2008.   Members recalled that Michelle had satisfactorily stood in for Claire during her maternity leave.   When the Town Council’s budget for 2008/9 had been approved, a further decision upon staffing in this area would be considered by the Town Council.
The meeting NOTED this report.

• Drainage Charges, Mansfield Road Car Park

The Town clerk reported that in response to a request from the Council Leader, he had reviewed the charges levied by Severn Trent Water Authority for drainage charges for the above site.  The charging band applied was for an area of between 300 and 499 square meters.   The Town Clerk had surveyed the site and had calculated the area to be approximately 390 square meters.   Consequently the charges levied were correct.
After discussion the meeting NOTED this report.

• Planning Applications 776+ 802-806

After discussion it was RESOLVED to forward to the Borough Council the observations of the Town Council contained on the schedule attached to these minutes.

• Late Information Items (Town Clerk’s Report)

• The New Eastwood Phoenix Band had written expressing their appreciation to the Town Council for allowing the band to use the Coronation Park Pavilion for weekly band practises without charge).

• The meeting noted the proposed overnight road closures notice received from County Highways for the B600 Nottingham Road at Nuthall.

• The new play equipment on Church Street recreation ground had now been installed.   An invoice for the Town Council’s contribution of £2,285.86 had been received and will be processed for payment shortly.   The need for a protection fence was repeated. The contribution given by Town Councillor (2003/2007) W Gregory to developing this project was recorded and commended.

• An invoice for recreation grounds maintenance for the period April to November 2007 (£37,865.92) had been received and will be processed for payment shortly.

• The Nottinghamshire Association of Local Councils had invited the Town Council to nominate a (NALC) representative for the newly structured Broxtowe Local Strategic Partnership.   Cllr Keith Longdon expressed his willingness to be nominated.

• A late invitation to comment had been received form the Broxtowe Borough Council Planning Officer in respect of an appraisal, with recommendations, of the Eastwood Town Conservation Area.   The Town Clerk confirmed that very little time had been offered for comments from the Town Council and that this notice was the first indication from the Borough Council that this review was actually taking place.   The meeting expressed serious alarm at this wholly inadequate lack of involvement by the Town Council in a matter of deep significance to the local community. It was unanimously AGREED: -

• To record the Town Council’s protest at this serious lack of involvement in an important community matter.

• That the suggested attendance by the Planning Officers from the County and Borough Councils at the January 2008 Town Council meeting to discuss this item be rejected because Town Councillors will not have had sufficient time to consider the draft review. Also the January meetings primary item of business was the determination of the Town Council’s budget for 2008/9.

• That subject to the receipt of sufficient copies of the review to circulate to all Town Councillors, the Town Council would be willing to determine its policy during the February 2008 Town Council  meeting.

70/08         QUESTIONS/ STATEMENTS FROM MEMBERS OF THE PUBLIC

                  It was AGREED to temporarily suspend standing orders in order to hear questions or statements from attending members of the public.

Standing Orders Temporarily Suspended

                  For reasons of transparency the following matters were brought up by members of the public:-

• Garden Road and Lynncroft.  Problems caused by HGV’s.   Inadequate manoeuvring (turning area) – NOTED.

• Queens Square.   HGV congestion by Coop delivery vehicles.   – Cllr C Robb responded with a report on the current position.

• Walker St.   Redevelopment plan.   Comments noted.

• Nottingham Road car wash garage.    Reports on overnight sleeping on the premises.   Cllr R Dodge to monitor position and report back to the Town Council.

There being no further items from members of the public, the Deputy Mayor thanked everybody for their contributions.   Standing orders were then reactivated and the formal meeting resumed.

71/08         TOWN COUNCIL’S BUDGETS

                  The Town Clerk gave a talk to Councillors upon the current year’s budgets, the annual process of setting up budgets, the methods of assessing consequences upon the local rates, and mentioned some of the matters which the Council would need to consider for the 2008/9 budget.   The Town Clerk circulated an information and guidance paper to all Councillors in order to assist them in the consideration of the forthcoming budget.  

                  The meeting NOTED this report and talk.

72/08         MOTION MOVED WITHOUT NOTICE

                  The meeting RESOLVED the following, in accordance with standing orders numbers 23 and 68.

“In view of the confidential nature of the remaining items of business – specifically through current negotiations with another public body - it is advisable in the public interests that the press and public be temporarily excluded and they are instructed to withdraw”.

                  The press and public then withdrew from the meeting.

73/08         MAINTEANCE AND MANAGEMENT OF RECREATIONAL FACILITES IN EASTWOOD

                  Cllr Keith Longdon proposed that following the complete lack of any response to the Town Council’s proposals from the Borough Council for the future maintenance, management and regeneration of recreational facilities in Eastwood, “the Town Council totally withdraws its willingness to continue with any grounds maintenance and management control for the four sites owned by the Borough Council with effect from the 1 April 2008”.   Cllr Richard Dodge, in seconding the proposal, referred to the efforts made by the Town Council to persuade the Borough Council to transfer the lands back to the local community, and the clear message already given to the Borough Council upon the Town Council’s unwillingness to continue with the present arrangements.   Cllr D Bagshaw in expressing his strong support for the proposal asked that the sports clubs and the County Council Landscape Services be given early notice of the decision at the same time as the notice to the Borough Council.    Upon the proposal (with the addition suggested) being put to the meeting – it was RESOLVED unanimously to adopt the proposal.

                  The Town Clerk would now proceed to make the necessary detailed arrangements and would keep senior Town Councillors advised.   The Town Council’s budget for 2008/9 would now be prepared incorporating this new policy.  

******

There being no further business, the Deputy Mayor thanked everyone for their contribution and closed the meeting.

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