Minutes of the Annual General Meeting of the Sutton Bonington Parish Council held in the Village Hall on Tuesday 8th May 2018 commencing at 7.30pm
Present: D. Etherton(in the Chair), F. Clarke, J. Bradshaw,E.M. Raven
C. Hellier, D. Franklin,R. EreminowiczT. Holt
Cllr A Brown
Apologies:N. Scriven, B. Pickering& J. Barton
17.55 Appointment of Chairman.
It was moved by R. Ereminowiczand seconded by E.M. Ravenand duly carried.
“That Councillor D. Ethertonbe appointed Chairman for the ensuing year”.
17.55 Appointment of Vice Chairman.
It was moved by R. Ereminowicz and seconded by J. Bradshaw and duly carried
‘That Councillor C. Hellier be appointed Vice Chairman for the ensuing year.’
17.56 Declaration of Acceptance of Office.
Acceptance of Office form was signed by D. Etherton.
Action
Acceptance of Office form to be held on file.
17.57 Appointments for the ensuing year of Committees and Delegates/Representatives.
The appointment of Committees, Delegates and Representatives were agreed. Copy bound with the minutes.
Action
Committees and Delegates/Representatives to be amended.
18.58Minutes.
The Minutes of the Parish Council meeting held on 3rd April 2018 as circulated, were agreed and signed as a true record of the business transacted.
No action required
18.59 Matters Arising
1) Item 18/13/2- Parking on the Verge – vehicles are continuing to park on the verge adjacent to double yellow lines. The Parking Enforcement team have visited the site on 5th May after 6pm and on Sunday 6th May and will continue to visit the site until there is a reasonable level of compliance. Options for consideration are installation of bollards – Nottinghamshire County Council will fund three bollards subject to the Parish Council funding the remaining bollards required. Nottinghamshire County Council are willing to issue letters to nearby residentsand a draft letter was circulated.
Action
Nottinghamshire County Council to send letters to residents nearby
2) Item 18/54/2 - Marle Pit Hill lights– Nottinghamshire County Council have confirmed that a cable fault still remains on L/C 38 and these works will necessitate excavations on the road/railway bridge. Due to safety issues this now involves Network Rail and will become a protracted repair. Parish Council are to be kept informed.
No action required.
18.60 Policing Matters
/1. Crime Reports:
March
Car-0
Other-1
Burglary-1
No action required
/2. Police Concerns
Two vans were broken into and one vehicle window was broken during the first cricket match of the season. The Police have been informed.
No action required
/3. Community Road Safety Scheme/Speed Trolley:
1) Speed trolley is currently in Normanton on Soar.
2) Cllr Brown was asked for an explanation as to why West Leake and Gotham are to have flashing interactive speed signs when Sutton Bonington Parish Council previous requests have been refused. Cllr Brown responded that both villages have met the required criteria. It was proposed that a fresh request be submitted by Cllr Brown and that the evidence of speeding traffic from the recent Police Speed Camera van could be used as supporting evidence. The possibility of a small vehicle activated sign, which is installed on a lamp column, could be considered.
Action
Cllr Brown to submit a request.
3) Speed survey results were circulated.
No action required.
18.61Planning
14.18 / University of NottinghamCollege Road
Sutton Bonington / Construction of new agricultural style building and yard for storage of and sorting of seeds / Do Not Object
/2 Decisions:
No report
No action required.
/3 Other Planning Issues.
1) Letter to Cllr Butler outlining concerns regarding the way that the Planning Committee operated was circulated along with Cllr Butlers response.
No action required.
2 -The Parish Council have received an invite to view the proposals for the development of the National Facility on the Stanford Hall Estate. A preview exhibition is to be held on Wednesday 6th June 5pm – 9pm at Rempstone Village Hall. Additional public exhibitions will be held at Rempstone Village Hall on 8th June 7pm – 9pm and Saturday 9th June 10am – 4pm.
Action
E.M Raven and D. Etherton to attend
18.62 Correspondence and Reports.
/1 Highway Matters:
/a. NCC Report.
No report
No action required.
/b. Drainage:
1) Floods in the village were extensively reported and discussed. It was proposed that a meeting be arranged with Nottinghamshire County Council, Rushcliffe Borough Council, Seven Trent Water Authority, Network Rail and the Environment Agency would be arranged to map out the responsibilities of the various agencies with regard to drainage within the village. The map would then be placed onto the village website along with contact details for each agency. This information would be regularly updated.
Resolved.
Agreed to arrange a meeting with the various agencies to begin work on the map.
Nottinghamshire County Council statement to go onto the village website.
Drainage grant to be applied for.
Action
Clerk to contact NCC
2) Nottinghamshire County Council issued the following statement:
‘NCC recognise that there are various issues relating to surface water flooding in Sutton Bonington. Regarding the localised flooding on Charnwood Avenue and Charnwood Fields; NCC are working closely with Network Rail to identify which of the culverts and ditches that run alongside the tracks to the rear of Charnwood Avenue require attention, any defects found will be addressed and attended to as a matter of urgency. Regarding the localised flooding from Hungary Lane; NCC are working closely with VIA and local landowners to clear ditches and identify any potentially blocked culverts that may require attention. Some of this work has already taken place but we recognise that there is still more work to be done.’
/2 Transport Matters (Rail & Bus)
/a. LANRAC – Footfall at the Parkway Station has been confirmed as 498,000 between September 2016 – September 2017. Concern was raised regarding poor public transport to the station and the problems trying to connect with train services to and from London.
Concern was also raised regarding the existing bus service, which was rumoured to be terminating in July 2018. Cllr Brown confirmed that the service would be continuing.
East Midlands Economic Group are currently looking at the rural networks in this area,
No action required.
/3. NCC
No report
No action required.
/b. County Councillor report:
1)An extra £24m has been spent on roads this year. In the first three months of the yuear £35,000 has been spent on potholes.
2)A full County Council meeting is to be held on 10th May 2018.
3)The Fire Authority are running a recruitment campaign for retained fire fighters.
No action required
/4 RBC Items.
No report
No action required
/b. Borough Councillor Report
1)The draft Local Plan Part 2 was approved by Rushcliffe Borough Council on 26th April 2018, which will now be subject to a 6 week consultation. The Parish Council have not yet been informed of any consultation. Cllr Brown confirmed that the land at the end of Park Lane has now been included in the final draft.
Action
D. Franklin to look at the draft Local Plan
Details of the consultation to be placed on the village website.
A meeting to be arranged with Ms Herbert Stepney
2)Station Road potholes have been infilled.
No action required
3)A vote of thanks was given to Cllr Brown for his representations at the recent Rushcliffe Borough Council Planning Committee meeting.
No action required.
/5 NALC, RCAN & Voluntary Organisations.
No report
No action required
/6 Any Other Correspondence.
1) East Midlands Airport have issued their Noise Action Plan 2019-2023 draft consultation document which can be viewed on
Consultation will commence on Tuesday 8th May and will run for twelve weeks, closing on 30th July 2018.
No action required.
2) First Time Sewerage project for Zouch - Seven Trent Water are to hold a customer drop in session at the Rose and Crown Public House on the 15th May 2018 between 2pm and 7pm.
Action
C. Hellier, E.M. Raven & T.W. Holt to attend
18.63 Receipts and Payments
/1 Payments
DD / British Gas / £0.12DD / NEST / £20.37
DD / EON / £5.10
3331 / WaterPlus / £1418.99
3332 / Sutton Bonington Holiday Playscheme / £400.00
3333 / H20 Utilities Ltd / £660.00
3334 / J A Kent Services Ltd / £948.00
3335 / J Faulks / £932.00
3336 / Inland Revenue / £70.33
3337 / J Faulks / £930.79
3338 / J Faulks Expenses / £95.42
3339 / AA Stationers / £49.28
3340 / J Siddy / £105.00
3341 / D. Etherton / £4.99
3342 / N Toothill / £203.77
/2. Receipts
Kegworth Cricket Club / £385.00Wendorf / £180.00
Wayleave / £63.31
Precept / £12900.50
VAT Refund / £956.73
Hiscox Insurance / £1663.99
No action required.
/3.Other Financial Matters
/a. Internal Audit has been completed with no unusual financial activity and the books/records are kept in good order.
No action required
/b. Annual Governance Statement was agreed with no weaknesses being identified.
No action required.
/b. Statement of Accounts were circulated and approved.
No action required.
18.64 Pavilion & Playing Field
/a. Reports
No report.
No action required.
/b. Water Leak – The insurance claim has now been settled with a payment of £1663.99 being made to cover the water bill plus the repairs to the water pipe.
No action required
18.65 Spinney & Meadows Nature Reserve
Western Power are to carry out vegetation management which will include the felling of3 trees and reduce in height 7 further trees that are in the immediate vicinity of the pylon to achieve a compliant safety clearance period for 5 years. 8 replacement trees have been offered by Western Power.
Action
Defer until June meeting
18.66 Village News Items
1) Parish Council Flood Committee.
No action required.
18.67Allotments
1) Allotment Committee meeting to be held 18th June
2) Well at the top left hand corner is broken.
3) A number of allotment gardens are becoming vacant. There are currently no persons on the allotment waiting list.
Action
S G Faulks to look at the well
Allotment vacancies to be advertised in the Village News
18.68 Community Orchard
No report.
No action required.
18.66Doctors Surgery
No report
No action required
18.70Nottingham University- Sutton Bonington Campus
1) Signage – Andy Nolan has submitted a request to the University for permission erect advisory signage in the hedgerow at the bottom of Melton Lane/Landcroft Lane.
Action
To be monitored monthly
18.71Data Protection Act – GDPR Compliance
1) Appointment of DatA Protection Officer – The Government has tabled an amendment to its own Data Protection Bill to exempt all parish and town councils and parish meetings in England and community and town councils in Wales from the requirement to appoint a Data Protection Officer (DPO) under the General Data Protection Regulation.
No action required.
2) Adoption of the Data Map – as circulated.
Resolved
It was agreed to adopt the Data Map.
Proposed D. Etherton
Seconded F. Clarke
Motion duly carried
No action required
3) Adoption of the Data Protection Policy, Subject Access Request Procedure, Data Breach Policy and Records Retention Policy as circulated. All councillors to securely hold a copy of the Date Protection Policy.
Resolved
It was agreed to adopt the above mentioned policies
ProposedC. Hellier
SecondedJ. Bradshaw
Motion duly carried
No action required
4) Adoption of the Privacy Notice as circulated.
Resolved
It was agreed to adopt the Privacy Notice.
Proposed R. Ereminowicz
Seconded J. Bradshaw
Motion duly carried
No action required
5) Security Compliance Checklists were circulated and completed. Clerk to hold completed forms on file.
No action required.
6) The Parish Council is currently registered as a Data Controller with the Information Commissioner.
No action required.
All above documents are to be reviewed annually by the Chairman, Vice- Chairman and the Clerk to the Council.
18.72Matters of Report
1) Concern was raised that work to L/C 38 was not carried out at the same time as L/C 39
No action required.
2) Soar Lane – it was felt that the road sweeping should be co-ordinated with the cleaning of gullies and that letters requesting vehicle owners to keep the highway clear whilst the road sweeping takes place should be issued to residents.
Action
Relevant authorities to be contacted
3) The recent article in the Loughborough Echo was felt not to reflect the truth regarding the Parish Council’s concerns/efforts with regard to the doctor’s surgery in Sutton Bonington. Whilst the Parish council are sympathetic to residents they have no remit over decision made by the East Leake Medical Practise or the CCG. The surgery has recently been awarded ‘Outstanding’ from the Quality Care Commission.
Action
D. Etherton to raise concerns regarding the article in the Loughborough Echo with the Patient Participation Group
Next Meeting to be held Monday 4th June 2018 7.30pm in the Village Hall. Meeting closed at20.48 pm