Meeting Minutes 15 July 2024

6/1507. RECEIVE ANY DECLARATIONS OF INTEREST

Age Concern - Cllr R. Butler.
Birklands School Board of Governors - Cllr G. Simpson.
Christmas Smile - Cllrs K. Hardy and K. Bonsall.
Finance & General-Purpose Working Party - Cllrs J Stephenson. K Hardy, K. Bonsall, N McGuiness and P Dackombe.
Friends of the Earth - Cllrs R. Butler and K. Hardy.
Friends of the Carrs - Cllr A. Burgin.
Friends of Warsop Vale CIC Director - Cllr A. Burgin.
Green Party Member - Cllr R. Butler.
Labour Party Member - Cllrs A. Wetton, A. Burgin and J. Stephenson and D. Hughes.
MDC Planning Committee - Cllrs A. Wetton and J. Stephenson.
Meden Medical Services PPG - Cllr K. Bonsall.
Meden Vale Colts FC - Cllr A. Wetton.
School Board of Governors (Eastlands & Netherfield) - Cllr G. Simpson.
Sport 4 Kidz - Cllr G. Simpson.
Staffing Working Party - Cllrs J Stephenson. K Hardy, K. Bonsall, N McGuiness and P Dackombe.
Swallows Green - Cllr D. Barlow.
Target 1 - Cllrs G. Simpson.
Vibrant Warsop Subcontractor - Cllr P. Dackombe.
Warsop Carnival Committee - Cllrs P. Dackombe and K. Bonsall.
WPC Room Hire (Ferocious Dog) - Cllr K. Bonsall.

2/1507. APOLOGIES

Cllrs D. Barlow (Health), K. Bonsall (Holiday) D. Hughes (Holiday) and Amanda Cooper (Clerk).
These were accepted.

3/1507. TO APPROVE MINUTES OF THE PARISH COUNCIL MEETING HELD ON - 17th June 2024

Highlighted that the Police Report needs to be added.

RESOLVED: Minutes unanimously approved.

4/1507. MATTERS ARISING FROM THE MINUTES OF THE LAST PARISH COUNCIL MEETING

There were no matters arising.

5/1507. TO AGREE AND APPROVE THE RECOMMENDATIONS AND MINUTES OF THE F&GP MEETING

RECOMMEND:

3/1007: The council to approve the priority list, recommended dates and action described in the Priority List: Cllr Burgin expressed concern about possible costs in the priority list. The Chair agreed that at this stage not all costs are known, however any costs would be brought back to Full Council. Cllr Butler confirmed he was happy to accept the role of Chair for the Working Party for the Bingo Site.

RESOLVED: Council agreed the priorities, actions and that any costs would need to be brought back to full council. Proposed Cllr Burgin, Seconder Cllr Dackombe - passed unanimously.

4/1007. REVIEW, DISCUSS AND MAKE RECOMMENDATIONS ON THE INVOICE FROM SECOND ELEMENT: Discussion regarding the invoice; this will be paid from the relocation budget.

RESOLVED: To pay the invoice as the services have been received. Proposer Cllr McGuiness, Seconder Cllr Burgin – passed unanimously.

5/1007. TO DISCUSS THE PAYMENT OF RENT TO LIFESPRING BEFORE THE CONTRACT HAS BEEN AGREED: The Chair explained that we’ve paid rent to Lifespring without having a formal contract in place which could be seen as giving money to a 3rd party organisation.

RESOLVED: The Rental contract is to be agreed prior to any further monies being paid. The contract will date from 1st May 2024. Proposed Cllr Burgin, Seconded Cllr Wetton – passed unanimously.

6/1007. TO REVIEW AND RECOMMEND BANK SIGNATORIES:

RESOLVED: Cllr K Bonsall to become a third signatory. Requirement on Bank Account to be reduced to 2 to authorise rather than 3, as it will now be the Clerk and a councillor. Proposed Cllr Dackombe, Seconded Cllr Wetton – passed unanimously.

7/1007. TO REVIEW, DISCUSS AND MAKE RECOMMENDATIONS ON THE STANDING ORDERS WITH REGARD TO WORKING PARTIES AND COMMITTEES: The Chair explained the situation with regard to Working Parties and Committees, and that Best Practice is for us to have a Committee, particularly for finance. Cllr Wetton said he was unsure what the difference was, and there was discussion around this, particularly the difficulty of being quorate at Committee meetings, which was an issue in 2023.

RESOLVED: Attendance at F&GP to be monitored and we will change to a Committee if we are confident these meetings will be quorate. Final decisions would still be made at Full Council. Proposed Cllr Dackombe, Seconded Cllr McGuiness – passed unanimously.

8/1007. TO REVIEW, DISCUSS AND MAKE RECOMMENDATIONS ON THE STANDING ORDERS WITH REGARD TO WORKING PARTIES AND COMMITTEES: The Chair explained the situation with regard to Working Parties and Committees, and that Best Practice is for us to have a Committee, particularly for finance. Cllr Wetton said he was unsure what the difference was, and there was discussion around this, particularly the difficulty of being quorate at Committee meetings, which was an issue in 2023.

RESOLVED: Attendance at F&GP to be monitored and we will change to a Committee if we are confident these meetings will be quorate. Final decisions would still be made at Full Council. Proposed Cllr Dackombe, Seconded Cllr McGuiness – passed unanimously.

9/1007. WARSOP CARNIVAL STALL: UPDATE AND FINDINGS: Cllr McGuiness gave an update on the stall, and Cllr Hardy went through the findings from the questionnaire. The council were very appreciative of the time put in by Cllrs McGuiness and Bonsall and their partners in resourcing and setting up the stall.

RESOLVED: Thank you to Cllrs K Bonsall and N McGuiness, and further use of the questionnaire on any stalls or surgeries agreed. Proposed Cllr Wetton, Seconded Cllr Dackombe.

10/1007. TO DISCUSS AND REVIEW THE LENGTHSMAN SCHEME: Cllrs N McGuiness updated the meeting with regard to the work done by herself and Cllr Bonsall in this area. Cllr McGuiness has put in significant work to find out about the current scheme. Cllr Wetton gave some information on why it wasn’t taken forward last time, together with the differences in funding between Warsop Parish Council and many other local Parish Councils. He was concerned that if we start to do jobs that NCC/MDC are contracted to carry out we could start costing people in Warsop more for the same services received elsewhere in the District. There was discussion on how we could make this work for Warsop and what the actual costings would be, before any decision is made.

RESOLVED: Cllrs N McGuiness and K Bonsall look into this further and bring it back to council with full costing. Proposer Cllr Burgin, Seconder Cllr Dackombe – agreed unanimously

11/1007. SELECTION OF TWO COUNCILLORS FOR POLICE LIAISON ROLE: The Chair updated the meeting on information we have received about police involvement in future WPC meetings. There was discussion around this and who had made this decision. There was consensus of the usefulness of the interaction for councillors and public. There was also discussion on whether the Crime Commissioner should be invited to a future meeting.

RESOLVED: Chair/clerk to send email to clarify the situation with regard to WPC attendance and figures and how we can take this forward. Proposer Cllr Burgin, Seconded Cllr Butler – passed unanimously.

12/1007. POLICE SPEED GUNS: We have been given training dates for Speed Gun training: 25th July (evening), 4th, 10th and 11th August in the afternoon. Anyone who attended the previous training will need to attend again. We can discuss Risk Assessments with the trainer. Cllr Burgin expressed his disappointment that we would have to ask members of the public to come back again.

RESOLVED: The meeting agreed the 4th and 11th would be the best dates for the training. G. Blagg (Asst Clerk) to contact the police and advise the dates. Proposer Cllr Burgin, Seconded Cllr Butler – passed unanimously.

13/1007. DISCUSSION AND RECOMMENDATION ABOUT WPC ADOPTING THE CIVILITY AND RESPECT PLEDGE.:

RESOLVED: Defer to September meeting. Proposed Cllr Dackombe, Seconder Cllr McGuiness – passed unanimously.

6/1507. TO AGREE AND APPROVE THE RECOMMENDATIONS AND MINUTES OF THE STAFFING MEETING HELD - Wednesday 10th July

The Chair moved this to the end of the meeting so that confidential discussion could take place.

7/1507. CRIME AND DISORDER – REPORT FROM THE WARSOP POLICE TEAM

No information provided. The Chair expressed disappointment no official information had been received, which does a disservice to residents of the Parish.

8/1507. RECEIVE AN UPDATE FOR NOTTS COUNTY COUNCIL

No report from NCC – the Chair expressed his disappointment.

9/1507. RECEIVE AN UPDATE FROM MANSFIELD DISTRICT COUNCILLORS

Cllr Burgin said that due to purdah being in place over the election period there is not a lot to report. The Health Hub has its official opening on the 18th and Cllr Stephenson said that the District Council meeting was on the 16th.

10/1507. PUBLIC PARTICIPATION

No public present.

11/1507. MATTERS ARISING FROM PUBLIC PARTICIPATION:

Not applicable.

12/1507. DISCUSS FUNDING FOR WARSOP PARISH TOILETS

Cllr McGuiness spoke about her efforts to get funding. There was new funding set up in March for people with disabilities to get funding for areas that are vital. Three stages of applying: Cllr McGuiness did it initially as a resident but said she was a Parish Councillor. The next stage is to take it to Mansfield District Council. Cllr Burgin offered his support to do this and requested an email from Cllr McGuiness about what she’s done so far, he will then talk to the relevant department and get them to come to a meeting in Warsop. Cllr Burgin suggested we talk to the relevant officers at MDC to get the current costings.

RESOLVED: Cllr Burgin to take this forward with Cllr McGuiness and keep the council informed. Proposed Cllr Burgin, Seconded Cllr Stephenson – passed unanimously.

13/1507. TO DISCUSS A THANK YOU LETTER TO THOSE WHO DONATED TO THE COUNCIL AT WARSOP CARNIVAL

RESOLVED: Cllr McGuiness to send individual thank you letters, the council will arrange for a picture when we have access to the Chains of Office.

Cllr Wetton left the meeting at 19:43.

14/1507. DISCUSS THE UPDATED BUSINESS PLAN BY CLLR HARDY AND MAKE A DECISION

RESOLVED: The Business Plan was accepted. Proposed Cllr Burgin, Seconded Cllr Stephenson – passed unanimously.

15/1507. DISCUSS THE EMAIL FROM KHTE REGARDING FINANCIAL HELP TOWARDS THE COST OF A COVER BOX FOR THE DEFIB THEY HAVE PURCHASED

RESOLVED: Deferred to the next meeting.

16/1507. WARSOP PARISH COUNCIL – UPDATE FROM THE CHAIR/CLERK IF REQUIRED

The Chair thanked the Carnival Committee for all their hard work and a very successful Carnival.

There are still vacancies on F&GP and Staffing Working Parties, Cllr Butler expressed his interest in joining the F&GP meeting.

RESOLVED: Cllr R Butler was accepted onto the F&GP Working Party. Proposed Cllr Stephenson, Seconded Cllr Dackombe – passed unanimously.

The Chair asked that any requests for A Cooper (Clerk) are to come through the Chair/Vice Chair first so we can prioritise/reduce duplication. Looking to help with workload in view of Gemma’s resignation.

17/1507. WARSOP PARISH NEWS – UPDATE FROM THE CHAIR, VICE-CHAIR OR CLERK

Any submissions for the next edition need to be with Gemma Blagg by 17th July. There is a very limited window. Cllr Burgin said he would get pictures of the Health Hub Opening to Gemma as quickly as possible once it has happened.

18/1507. RECEIVE AN UPDATE ON PARKS WITHIN THE PARISH

Cllr Dackombe commented on how much dog mess was on the Carrs that had to be removed prior to the Carnival. It was an awful task and he felt for children who use the The Carrs. Cllr Burgin said the MDC Wardens can be contacted however they have to wear their Hi Vis jackets, so people see them and then pick it up. They can only prosecute if they catch them in the act of not picking it up, so it is really hard to crack down on. Cllr Butler mentioned there are issues with dog mess at other places in Warsop. As well.

19/1507. BANK BALANCES AND ACCOUNTS FOR PAYMENT

Current Account - £78,314.90 (30/06/24)
Premier Account - £30,029.97 (30/06/24)
TransaveUK - £15,000 (30/06/24)
Reserves
- £500.00 (Town Centre Floral Displays)
- £5,000.00 (CAB 2025/26)

All payments were agreed to be paid.

• Payments already paid:
  • Carnival Stall - £25.00
  • S137 carnival grant - £4,000.00
  • Audit postage - £7.95
• Payments due to be paid:
  • Acer (Church Cut 21/5) - £195.00
  • KHTE (Noticeboards) - £700.00
  • Lifespring (Rent May & June) - £1,518.00

RESOLVED: Council agreed unanimously to pay the outstanding payments, however the Lifespring payment is dependent on the contract being agreed. Proposed Cllr Stephenson, Seconded Cllr McGuiness – agreed unanimously.

20/1507. RECEIVE A LIST OF MANSFIELD DISTRICT COUNCIL PLANNING APPLICATIONS SINCE THE LAST MEETING –

• Planning
  • Bowler Yard Barn, Sookholme Lane, Sookholme - PROPOSED REPLACEMENT DWELLING AND CARTSHED.

The Chair said the meeting would now be conducted confidentially to discuss the minutes from the Staffing Meeting.

The Chair didn’t have to clear the Chambers as there were no members of the public present.

The Chair confirmed Gemma Blagg’s leaving date 28th July. There was discussion from councillors on the fantastic job she has done and how we don’t want to lose her. Gemma has very much taken the role and made it her own, and she has an excellent skill set which the council and Warsop Parish have benefited from. Councillors expressed their admiration for her work, dedication and positive attitude. Cllr G. Simpson mentioned how hard Gemma works, and the support she brings from her family at events as well. Cllr Butler spoke in glowing terms about Gemma and the need to keep her and the council agreed.

There was discussion on what the council will need to do going forward.

Cllr Burgin said he had chatted with Gemma; it felt it would be inappropriate to discuss what Gemma had said, however his view is that Gemma is a big asset to the council and she’s been at the Parish Council for a long time. The role has very much been built on Gemma’s skillset. Cllr Burgin suggested we need to reach out to Gemma and see if we can have a sit-down meeting on Thursday 18th.to discuss if we can make this work for both Gemma and the council. It is clear that Job Descriptions need to be formally reviewed.

There was a brief update regarding Amanda Cooper (Clerk), we hope to have further information by the end of the week. The council understands it is important to support Amanda during a very difficult time for her and hopes she will feel able to return to her role soon as she is an important part of WPC and is missed.

Cllr Hardy asked for the council’s permission to get HR advice and services from Chris Moses (NALC) as we have significant personnel matters ongoing and we need proper HR advice as a council on how to manage these correctly. There will be cost for this; in the past we have paid a monthly fee to access HR advice.

RESOLVED: The council agreed to a meeting being held between Gemma Blagg, Cllr Burgin and Cllr Hardy on Thursday 18th July, the Chair gave his apologies due to impending surgery. It was also agreed we can engage the services of Chris Moses for support. The council agreed we will need an Extraordinary Meeting put in place to discuss the outcome of the meeting on the 18th and to take appropriate action. Proposer Cllr Burgin, Seconded Cllr Stephenson – passed unanimously.

21/1507. DATE OF NEXT MEETING - 16th September 2024 6:30 p.m.

Meeting closed: 20:37