MINUTES OF A MEETING OF THE EASTWOOD TOWN COUNCIL, HELD ON MONDAY 29 OCTOBER 2007 IN THE COUNCIL CHAMBER, TOWN COUNCIL OFFICES, EASTWOOD, NOTTINGHAMSHIRE

Present:          

Cllr D Bagshaw,
Cllr Mrs S Bagshaw,

Cllr Hazel Charlesworth,

Cllr R Charlesworth,

Cllr Mrs T Fiddyment,

Cllr Mrs J Forrest,

Cllr B Griffin,

Cllr K Longdon,

Cllr Ms Rayner Robb,

Cllr C Robb,

Cllr Mrs June Yeomans.

Also present:   Revd Brenda Abbott (Eastwood Baptist Church) County Cllr Ellie Lodziak, 3 members of the public and representatives of community organisations. (Presentation of grant cheques).

Cllr R Charlesworth, Town Mayor in the Chair.

51/08         APOLOGIES

                  Apologies for absence were received from Cllr P Butler and Cllr R Dodge – both attending the AGM of NALC, Cllr J Kenny – holiday and Cllr Mrs G Robb – illness.

52/08         DECLARATIONS OF INTEREST

No declarations of interest were given at this time by attending Councillors in respect of items of business listed on the agenda.

53/08         NOTIFICATION OF LOBBYING

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

54/08         PRESENTATION OF GRANT CHEQUES

                  The Town Mayor welcomed the many representatives of community groups to the meeting for the annual presentation of grant cheques.   He explained that the Town Council were anxious to pay public tribute to the work of community organisations and in particular the individual organisers that provide so much benefit to the Eastwood people.

                  The Town Mayor then presented grant cheques to each representative and thanked them for their most worthwhile efforts.   The Town Council applauded each presentation.

                  The Town meeting expressed its strong disappointment that despite repeated invitations to the local press, no reporters or press photographers were (again) in attendance for this meeting.   It was agreed that these feelings be expressed to the editors of the local press by the Town Clerk.

54/08         MINUTES

a) Town Council meeting 17 September 2007

• It was agreed to add ‘Councillor’ to ‘Mrs T Fiddyment’ in line one of minute 35/08 (c) first paragraph.

• The Town Clerk referred to minute 36/08 Alcohol free zones and reported that clarification had been obtained concerning the zone border for Nottingham Rd.   Both sides of the road were included in the zone but the Hollies were not.   There were still doubts concerning the library frontage.    The Borough Council had mentioned that the zones could be extended after the effects of the new order had been reviewed.

• The Town Clerk reported that in accordance with the Town Council’s wishes (minute 39/08) he had made appropriate representations concerning the state of certain road surfaces to both the County Highways Authority and the Borough Council.   He had been advised that a combined response was being prepared and would be sent shortly.

• Maintenance and management of recreational facilities in Eastwood (minute 49/08).   At this point Councillors R Charlesworth (Town Mayor) and C Robb (Council Leader) declared prejudicial interests in this item of business through their membership of the Broxtowe Borough Council.   Both Councillors vacated the meeting at this point.

Councillors Mrs J Forrest Deputy Mayor in the Chair

The Town Clerk reported that in accordance with minute 49/08 he had put forward a detailed case to the Borough Council supporting the Town Council’s formal request for the full and unreserved transfer of four recreation sites in Eastwood to the Town Council.   A reply had been requested from the Borough Council by mid October.   The Town Clerk reported that the Borough Council’s Chief Executive Officer had replied by the due date but had only suggested an Officer level meeting.   Following consultation with the Council’s sub committee members the Town Clerk had replied declining the offer but urging a positive response from the Borough Council.    No response from the Borough Council had been received as at the date of this Town Council meeting.

The Town Clerk emphasised the importance of this matter reminding Councillors that a decision needed to be taken before the Town Council prepares its budget plans for 2008/9 (January 2008).   He advised therefore that a final decision needed to be made by the next Policy and Finance Committee proposed for 10 December 2007.   He proposed to provide Councillors with a full description and talk upon budgetary processes in order to assist Councillors in formulating their policy.

After a full discussion the Town Clerk’s updating report was NOTED.   The meeting then AGREED that at the Policy and Finance Committee meeting for 10 December 2007 be substituted by a full meeting of the Town Council and that the meeting considers two main items of business i.e.  

1. To receive and note a detailed report and talk from the Town Clerk upon the budgetary processes and related matters.

2. To determine the Town Council’s final decision in relation to the future maintenance and management of the four recreational sites in Eastwood.

Cllr R Charlesworth and Cllr C Robb then rejoined the Town Council meeting and Cllr Mrs J Forrest vacated the chair.

                        Cllr R Charlesworth Town Mayor in the Chair

The minutes of the meeting of the Town Council held on Monday 17 September 2007 were then adopted as a true and accurate record and signed by the Town Mayor.

b) Leisure and Maintenance Committee 24 September 2007

• The Town Clerk referred to committee minute LM14/08 Coronation Park Bowling Green and reported that autumn work to the green had now been fully completed.

• The Town Clerk referred to minute LM16/08 Town Council Offices and reported that no work had yet been done to obtain reports upon the plumbing, electrical and heating systems owing to pressure of work.   He hoped to carry out this work shortly.

• The Town Clerk referred to minute LM17/08 new play area Church St and reported that work will commence upon installation of the equipment on Wednesday 31 October 2007.   The work should be completed in approximately one week.

• The Town Clerk referred to committee minute LM19/08 Introduction Programme to Schools ‘A taste of China’ and reported that the application for Lottery support funds had been approved.   Work would now begin on implementation.  

• The Clerk referred to committee minute LM20/08 ID cards and reminded Councillors that passport size photographs were still awaited from a number of Councillors.

The minutes of the meeting of the Leisure and Maintenance Committee held on 24 September 2007 were then adopted as a true and accurate record and signed by the Town Mayor.

c) Policy and Finance Committee 8 October 2007

• The Town Clerk referred to committee minute P49/08 Eastwood Town Centre and circulated a reply received from the Borough Council.   The meeting NOTED the contents of the letter and AGREED to set up a meeting with the Borough Council’s Planning and Community Development Officer to discuss these matters further.

• The Town Clerk referred to committee4 minute P52/08 Nottinghamshire County Council – Care of Elderly People and reported that in accordance with the committee’s discussion he had investigated particular details of the recommendation to close Beauvale Court Care Home Eastwood.   He had then prepared and submitted the Town Council’s strong objection against this particular recommendation.   In answer to a question concerning an earlier report, the Town Clerk confirmed that during his meeting with the Health Centre Manager he had established that notices to quit had NOT been issued to the current residents.

• Councillor Hazel Charlesworth referred to committee minute P56/08 Children’s Council and suggested that since the County Council Officer was in attendance at the meeting it would be useful for her to address the meeting upon details of the proposals.   It was therefore AGREED to – momentarily – suspend standing orders to facilitate this liaison.   During this exchange, matters discussed included the safety and security of the children, the times and location (Council Chamber) for the meetings and the lower age limit for participating children.

The minutes of the meeting of the Policy and Finance Committee held on Monday 8 October 2007 were adopted as a true and accurate record and signed by the Town Mayor.

55/08         APPLICATIONS FOR GRANTS

The Town Clerk reported that since the meeting of the Policy and Finance Committee on 8 October 2007 three further applications for grants had been received.   They were from: -
St Mary’s Church Friendship Club Eastwood
St John’s Ambulance Brigade Eastwood   
Lynncroft Primary School Eastwood (children’s horticultural work)

The Town Clerk repeated the condition under which grants under section 137 of the Local Government Act 1977 can be given (at this point Cllr Hazel Charlesworth and Cllr Raynor Robb declared prejudicial interests in this item of business and immediately vacated the meeting).  Cllr Ms R Robb declared a personal interest in this item of business.

After discussion it was RESOLVED that grants of £100 each be given to each of the above applications.   (Cllrs Hazel Charlesworth and Raynor Robb then returned to the meeting).   It was further AGREED that the Policy and Finance Committee establish local criteria for future Council grants including closing dates and methods of applying for grants.

56/08         THE HOLLIES – NOTTINGHAM ROAD

The Town Clerk repeated that he had received a copy of a letter sent by the County Council to owners/occupiers of adjoining properties to the Hollies retail square on Nottingham Road.   The copy letter invited their comments upon proposals by the urban design team (Communities Dept) Nott’s County Council to redesign the layout on the square.   A copy of the plan provided and the letter to occupiers had been circulated to Councillors.   The Town Council itself had not been specifically invited to comment.

During the discussion Cllr C Robb reported that the Eastwood Town Centre Management Group had been consulted on these proposals and he had attended a meeting to discuss the details.   He had offered observations upon the layout as the Town Council’s representative.   The meeting NOTED these reports.

57/08         MEDICAL CENTRE EASTWOOD

                  The Town Clerk reported that a further response to the Town Council’s representations against the decision not to proceed with this proposal had been received from the NHS Primary Care Trust.   A copy of the letter was circulated to all Councillors.   During the discussion the meeting received reports upon the circumstances surrounding the provision of new health centres principally in Keyworth and Stapleford.

                  It was AGREED to take up the offer of a meeting between the Town Council and the PCT Trust to discuss this matter further.  

58/08         TOWN COUNCIL OFFICES 

                  The Town Clerk reported that he had applied for a business rate reduction to the Borough Council in respect of rates paid for the Council Offices during 2006/7.

                  A notice had now been received confirming that £75.25p had been refunded.   This would be credited to the Council’s current year’s accounts.   The meeting NOTED this report.

59/08         STANDARDS BOARD – NATIONAL CONFERENCE – EASTWOOD TOWN COUNCIL TALK.  GARDEN SERVICE

                  Cllr B Griffin reported that he had attended this conference at the request of the National Association of Local Councils and had given a short presentation upon the Town Council’s Garden Service.   The purpose of this part of the conference programme was to provide to the conference examples of highly regarded community services being provided by local councils.   He gave details of the presentation given and the interest shown by delegate members.   The National Association had expressed its appreciation to the Town Council and to Cllr Griffin for providing this representation.

                  The meeting NOTED this report.

60/08         QUESTIONS/ STATEMENTS FROM MEMBERS OF THE PUBLIC

                  It was AGREED that in accordance with Standing Order 70, the Council meeting be temporarily adjourned in order to hear statements and questions from the members of the public in attendance at the meeting.

• Council meeting temporarily adjourned –

For the reasons of transparency, the following is a record of the items brought up by members of the public: -

• ‘The condition of the jitty (footpath)’ between Nottingham Road and Three Tuns Road – in the vicinity of 143 Nottingham Road was questioned.    This public access was rarely swept and was not illuminated by street light.   There had been a recent incident and burglary to one of the nearby properties.   The Councillors agreed that the Town Clerk write to the Borough Council asking for the provision of a street light and improved street path cleaning.

• The Car Wash facility on Nottingham Road continues to cause problems for adjoining residents.   A resident complained of continuing incidents of fumes and noise and rubbish at this site.   Noise readings of around 80 decibels had been recorded.   The condition of surrounding fences was deteriorating.   The Town Clerk added that Cllr R Dodge who was attending another meeting, had submitted a written report for the Town Council concerning overnight sleeping (in a parked dormer van on this site).   This report was read to the meeting.   The meeting AGREED that this matter will be passed on to the relevant officers on the Borough Council by the Town Council’s Borough Councillors.

There being no further questions/ statements from member of the public, standing orders were reactivated and the Town Council meeting resumed its formal business.

61/08         WIDENING OF THE M1 MOTORWAY

                  The Town Clerk reported that public displays of the imminently proposed works to widen the M1 Motorway in the East Midlands had been arranged and local Councillors were invited to inspect the plans.

                  The meeting NOTED this report.

62/08         REPORT FROM TOWN COUNCILLOR REPRESENTATIVES               

• Cllr C Robb gave a report upon current items of business of the Eastwood Town Centre Management Committee Cllr Keith Longdon and Cllr Mrs J Forrest would be representing the Town Council until the end of the current Council year for the Heanor Hospital League of Friends.

• Cllr Mrs Tara Fiddyment reported that she had heard nothing recently from BSHAG.

• Cllrs Mrs J Forrest and Cllr Keith Longdon reported upon the desirability of redeveloping the community’s Neighbourhood Watch Scheme.

63/08         MATTERS CONCERNING THE BOROUGH COUNCIL

                  The Town Clerk reported that the Borough Council had written to parish/town council’s referring to the imminent closure by the Government of Post Offices in the area.   The Hilltop office in Eastwood was included in the list of closures and the Borough council has suggested that the Town Council might wish to consider lodging an objection to the proposal.  

                  After discussion it was AGREED that the Town Clerk submit a formal objection to this proposed closure.

64/08         MATTERS RELATING TO THE COUNTY COUNCIL

• The Town Clerk referred to Council minute 44/08 request for pedestrian crossing at the junction Nottingham Road and Newthorpe Common and reported that County Highways Authority had considered the Town Council’s request but was not able to agree to the suggested pedestrian crossing.   A copy of the letter was circulated which specified the reasons for the decision.  The meeting NOTED this report and recorded its disappointment with this response.

• The town Clerk referred to the decision of the Policy and Finance Committee that the August 2007 meeting to authorise him to investigate the possibility of securing a grant from the County Council’s Local Community Empowerment Awards for Quality Councils.   The project was the provision of an additional public notice board for the Sun Inn area.   The Town Clerk reported that a grant application had been made and had been approved for £500 under this payment had now been received.   Work would now commence upon the purchase and installation of the new notice board.

• The Chair Cllr R Charlesworth in welcoming Cllr Ellie Lodziak to the meeting invited her to address the Town Council upon any matters which she felt the Council would be inter3ested in hearing.   County Cllr Lodziak spoke upon the County’s Building Better Communities Fund activities, the county’s consultation exercise upon future services for the elderly, her work in supporting requests for community grants, and the completion of the impressive renovation work to Eastwood’s library.   The Chair Cllr R Charlesworth thanked County Cllr Lodziak for her contributions.

65/08         ACCOUNTS FOR PAYMENT SCHEDULE 04/08

                  It was RESOLVED to approve payments totalling £10,482.02p (gross) listed schedule 04/08 a copy of which is attached to the minutes.

******

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

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