Woodborough Parish Council
Woodborough Parish Council needs your help!
Nottinghamshire’s Royal British Legion
“Silent Soldier” Campaign
The Parish Council needs your ideas, please – where can we position a “Silent Soldier”, in tribute to the men of Woodborough who fought in World War I?
The Parish Council is supporting Nottinghamshire’s Royal British Legion “Silent Soldier” campaign to mark the sacrifice of those who fell in the four war years leading up to the Armistice in November 1918. Events and commemorations are being staged across the UK throughout 2018 as we approach the centenary of the Armistice.
Woodborough Parish Council had hoped to position the “Silent Soldier” next to the war memorial, in St Swithun’s churchyard. Revd Giles and the Church Council agreed to this request but only for the fortnight before Remembrance Day. They do not think that the war memorial is an appropriate location for the “Silent Soldier” to be displayed for a longer period, due to the sensitivity of members of the church and children at the school whose family currently or previously served in the armed forces.
“Silent Soldiers” – life size silhouettes – are appearing across the county as we commemorate the end of WW1. Nottinghamshire RBL is sure that communities will come together in all sorts of different ways to consider and remember the huge sacrifice that so many people made during those war years and the Silent Soldier will be a unique tribute – it refers to those who came home “silently”, or did not come home at all.
Please contact Woodborough Parish Council Clerk (firstname.lastname@example.org) or the Editor of the Woodborough Web and let us know where you think we should display this important tribute in Woodborough.
The most recent minutes available from parish council meetings are shown below. Please note that the delay between meetings and publishing of minutes is due to the requirement to approve them at the following council meeting.
Minutes of the Annual Parish Council Meeting held on Tuesday 8th May 2018 at 7pm
The Village Hall, Lingwood Lane, Woodborough, Nottingham
PRESENT: Cllr Andrew Gough (Chairman), Cllr Paul Berrisford, Cllr Margaret Briggs, Cllr John Charles-Jones, Cllr Colin Starke, Cllr Jane Stone, Cllr Jan Turton, Cllr Pat Woodfield.
IN ATTENDANCE: Averil Marczak (Clerk)
3419. ELECTION OF THE CHAIRMAN FOR 2018/19
Cllr Gough was elected chairman unanimously and signed the declaration of acceptance of office. Cllr Charles-Jones was elected vice chair unanimously.
3420. RESPONSIBILITIES FOR 2018/19
Members agreed to retain existing responsibilities.
3421. APOLOGIES FOR ABSENCE
Apologies were noted from Cllr John Boot, Cllr Patrick Smith, Cllr Charles Wardle and also Cllr Helen Greensmith (GBC), Cllr Boyd Elliott (NCC).
3422. DECLARATIONS OF INTEREST
3423. MINUTES OF THE PARISH COUNCIL
The minutes of the meeting held on 10th April were approved.
3424. ANNUAL MEETING OF THE PARISH
Draft minutes for the Annual Meeting of the Parish had been circulated.
3425. MATTERS ARISING
The Silent Soldier had been received and it was agreed to approach Rev Giles regarding positioning it in the Church Yard. Cllr Smith had met GBC principal planning officer Graham Wraight to raise concerns regarding the approval of planning application 2017/1269 and awaited his response.
3426. CHAIRMAN’S REPORT
The Chairman thanked all members for their contributions at the Annual Meeting of the Parish. Some good feedback had been received and it was agreed that the meeting had been a success.
3427. NEW PLAY EQUIPMENT CORRECTIVE ACTION
HAGS’ contractors had arrived in the morning to undertake agreed landscaping works. The Clerk had confirmed to HAGS that the path had been approved as fit for purpose by John Evens of GBC and the repair and rework of the turning circle would also be undertaken. The 2 mounds and trampolines would need to be fenced off for an extended period to allow the turf to establish. HAGS had agreed to leave Heras fencing in situ for 2 weeks; Cllr Starke would try to negotiate a longer period before removal. Cllr Starke’s preference was to replace the Heras fencing with less unsightly pedestrian barrier fencing once responsibility passed to WPC. The Clerk had approached Cllr Elliott to enquire whether NCC could help.
3428. GENERAL DATA PROTECTION REGULATION (GDPR) BRIEFING
It was agreed that an extraordinary meeting should be arranged to adopt the suite of policies from NALC and SLCC. The Clerk asked members to complete a Security Compliance Checklist. New WPC email addresses would be set up for members.
3429. SAM MIDDUP FIELD CONSULTATION
30 responses had been received on Survey Monkey and approximately 50 paper questionnaires had been returned. It was agreed that Tom Wiles should be asked to analyse the paper returns as previously.
There was no objection to NCC consultation ES/3816, proposed southerly extension of clay workings and extraction of clay and associated minerals with subsequent restoration at Dorket Head Quarry, nor to PC ref 1030 GBC 2018/0335 for a proposed 2 storey side extension at 19 Holme Close. No progress had yet been made regarding securing paper plans from GBC at a reasonable or no cost. Feedback was awaited from Cllr Greensmith regarding the Conservative Group’s lobbying, and the Clerk would meet with GBC planners at an event on 10th May.
3431. VILLAGE HALL
A problem had arisen when Preschool property, stored on the stage, had been moved to the committee room to allow the Players access to the stage to build their set. The items had been moved to the storage rooms but now blocked access to other items. It was agreed to notify Preschool that the current arrangements were not acceptable and that items must be put away in cupboards or recognised storage areas. It was agreed to investigate the feasibility of creating storage under the stage or in the emergency store, subject to approval of Nick Blinston.
3432. PLAYING FIELD
Cllr Berrisford reported that the immersion heater in the pavilion needed was not working and it was agreed to resolve this prior to commissioning the legionella cleaning.
It was agreed that the Cricket Club should pay grass cutting charges and a £300 charge for use of the pitch and pavilion. It was agreed that the costs for water and electricity should be monitored. Concerns were raised that Feast Sports had been arranged without checking the Cricket Club’s fixture list and Cllr Berrisford agreed to check dates.
3433. CORRESPONDENCE & EXCHANGE OF INFORMATION
The WCA had made a proposal to display woollen poppies (knitted and crocheted by villagers) on the railings for Remembrance Day. The PC agreed to support this idea, with the precise location (gate or railings) to be agreed later. Details of funding available to support events to commemorate the end of the Great War had been passed to the WCA. GBC’s Business Development Manager had advised that WPC had been undercharged for the installation of Christmas lights in previous years and should expect a significantly higher quote for 2018. Confirmation of £824.41 CIL monies due to WPC had been received. The following items were noted: NALC, details of Rural Crime Network survey; GBC, various agendas and press releases.
It was agreed that Cllr Charles-Jones should purchase a replacement padlock. A new tenant had taken up the last confirmed vacancy. The Clerk reported that rent had not been paid on one further allotment and the tenant had been asked whether they planned to renew. One allotment holder had reported a near accident at the gate and Cllr Berrisford agreed to discuss the incident on site with the tenant concerned.
3435. OTHER UPDATES
Cemetery: there had been one full burial and one burial of ashes. Health & Safety: Cllr Starke made known his concerns about dangerous parking within the village and urged members to put parking at the centre of any development plans which would in due course emerge for the Sam Middup Field.
Payments under S137 were approved: GBC, installation of Christmas lights 2017, £540 +VAT; donation to WCA £300; donation to Woodborough in Bloom £1,250.
The Clerk presented the financial statement and 27 payments, totalling £6,532.65 net, were approved for payment. Gross payments over £500: GBC, £648 (installation of Christmas lights 2017); Woodborough in Bloom £1,250.
3437. REVISED PAYSCALES EFFECTIVE APRIL 1ST 2018
3438. NEWSLETTER AND WOODBOROUGH WEB
It was agreed to include the minutes and a notice regarding the closure of part of the Governors’ Field to allow the turf to establish.
3439. AOB (INFO ONLY)
Cllr Charles-Jones reported that he and Cllr Wardle were assessing damage caused to the chairs through use of oversized screws during manufacturing.
3440. DATE OF THE NEXT MEETING
The date of the next PC meeting was confirmed as 12th June 2018 at 7pm.
The meeting finished at 8.50pm.
Parish Council Notices
Please keep pavements clear
Woodborough is blessed with some very narrow pavements – if you have a hedge next to one of the pavements please can we ask you to clip back any overhanging shoots to keep the walkways safe and clear.
In recent days a couple of Parish Councillors have pressure washed all the benches around the Parish including Governors’ Field and the Cemetery – those they could get to anyway! Having taken advice, it has been decided not to retreat the wood with any paint or preservatives but to let the wood weather naturally. This means that the red hardwoods will eventually assume a grey/silver colour. Apparently this is the best way of maintaining the longevity of the benches. In the light of this we would ask that anyone thinking of painting or treating a bench or 2 didn’t do so. (The 2 Millennium benches in the Governors’ Field will be treated but these are an exception). Thank you.
Minutes of the Extraordinary Parish Council Meeting held Tuesday 22nd May 2018 at 6pm
The Village Hall, Lingwood Lane, Woodborough, Nottingham
PRESENT: Cllr Andrew Gough (Chairman), Cllr Paul Berrisford, Cllr Colin Starke, Cllr Jane Stone, Cllr Charles Wardle.
IN ATTENDANCE: Averil Marczak (Clerk),
3441. APOLOGIES FOR ABSENCE
Apologies were noted from Cllr John Boot, Cllr Margaret Briggs, Cllr John Charles-Jones, Cllr Patrick Smith, Cllr Jan Turton and Cllr Pat Woodfield.
3442. DECLARATIONS OF INTEREST
3443. INTERNAL CONTROL / INTERNAL AUDITOR’S REPORT
The internal auditor’s assessment of the PC’s performance against internal control objectives was considered. It was noted that no petty cash had been used in 2017/18; any expenses had been refunded against receipts. The internal audit report recommended a review of building insurance values and a rolling review of policies.
Members were satisfied that the PC had met its internal control objectives.
3444. ANNUAL GOVERNANCE STATEMENT 2017/18
The Chairman read out the 9 lines of the Annual Governance Statement in turn. It was resolved to respond “yes” to all statements and to approve the Annual Governance Statement (proposed Cllr Gough, seconded Cllr Berrisford). The Chairman and Clerk signed and dated page 4 of the AGAR for return to the auditor.
3445. ACCOUNTING STATEMENTS 2017/18
The Accounting Statements were considered. It was resolved to approve the Accounting Statements (proposed Cllr Gough, seconded Cllr Berrisford). The Chairman signed and dated page 5 of the AGAR for return to the auditor.
3446. ASSET REGISTER & VALUATION PRINCIPLE
The detail of the asset register was reviewed. It was noted that the value of fixed assets had increased following the installation of new play equipment. It was agreed to continue with the following basis for valuation: assets purchased since 2014 to be recorded at acquisition cost; buildings, their contents and street furniture (predating 2014) to be recorded at 2014 insurance value; the playing field, cemetery and pinfold to be valued at £1 (historic principle).
3447. GENERAL DATA PROTECTION REGULATION (GDPR)
The following documents and policies based on SLCC templates were adopted to meet the new data protection requirements of GDPR: Information & Data Protection Policy; Document Retention & Disposal Policy; Management of Transferable Data Policy; Privacy Notices; Consent Forms; Privacy Impact Assessment Procedure; Subject Access Request Form; Data Breach Reporting Form. It was agreed that new @woodboroughpc email addresses should be set up for all members for use for PC business.
3448. STANDING ORDERS
The Standing Orders were reviewed. The Clerk had pre-circulated a draft, based on NALC’s Model Standing Orders 2018, which contained amended wording to comply with recent legislation regarding data protection (GDPR), the right to report at meetings and the Public Contracts Regulations. It was resolved to adopt the regulations as pre-circulated.
3449. FINANCIAL REGULATIONS
The Financial Regulations were reviewed. The Clerk had pre-circulated a draft containing amended wording regarding the Public Contracts Regulations (in line with NALC’s model Standing Orders). It was resolved to adopt the regulations as pre-circulated.
3450. HAGS OUTSTANDING WORKS & INVOICE
HAGS’ contractors had carried out corrective works according to the agreed schedule. It was noted that the following needed further correction: damage to the block paved entrance caused by lorry delivering topsoil; some turf laid on grass and some on mulch; one of the poles in the fort was loose; the roundabout was not rotating. It was resolved to make an immediate payment of £10,000 to HAGS, leaving an outstanding balance of £6,924.80.
3451. CLERK’S OVERTIME
3452. DATE OF THE NEXT MEETING
The date of the next PC meeting was confirmed as 12th June 2018 at 7pm.
The meeting finished at 6.25pm.
The next meeting of Woodborough Parish Council will take place at 7.00pm on July 10th in Woodborough Village Hall.