Minutes of the Meeting of the Parish Council held on Wednesday 4 December 2013 at Kilham Hall commencing at 7.00 p.m.

 

PRESENT: Councillors J Worthington (Chair), G Warrender (Vice-Chair), Y Butterworth, B Cheetham,

                   B   Fussey, M Sidebottom and N Williams

 

IN ATTENDANCE: J A Staniforth (Clerk to the Council)

 

1)         APOLOGIES FOR ABSENCE

No apologies were received as all members attended.

 

2)         DECLARATIONS OF OTHER DISCLOSABLE INTERESTS/AMENDMENTS TO MEMBERS REGISTER OF INTEREST FORMS

Councillors B Fussey and M Sidebottom declared an interest in Item 8.  There were no amendments to the completed register of interest forms.

 

3)                  REPORT FROM THE COMMUNITY POLICING TEAM

The Clerk reported the November report relating to the Airport villages had not been received to date but a copy of the shift pattern had been forwarded indicating that an officer would attend when the shift pattern permitted. On examining the pattern it was noted that the next attendance would be in June 2014.

Councillor Warrender and Councillor Sidebottom reported that they had attended the PACT meeting at Auckley Parish Centre and had reported vehicles driving the wrong way on Chapel Lane and requested advice on cars parking on highway verges and the enforcement of a Dog Control Order. The PCSOs in attendance confirmed that parking on pavements/verges was not a criminal offence unless it caused an obstruction and that DMBC were responsible for the enforcement of the Dog Control Order but any dangerous dog should be reported to the police immediately.  Councillor Cheetham reported that a new Rural Wildlife Officer had been appointed.

RESOLVED (1)

That the information be received and noted.

 

4)                  REPORT FROM DMBC WARD COUNCILLORS

Councillor Schofield had sent apologies due to a clash of meetings and had sent seasonal greetings.

 

5)         MINUTES OF THE MEETINGS HELD ON 6 NOVEMBER 2013

 RESOLVED (2)

That the minutes of the Parish Council Meeting be agreed and signed by the Chairman.

 

6)         CLERK’S REPORT ON ACTION ARISING FROM THE PREVIOUS MEETING

Consideration was given to the written report provided by the Clerk relating to actions required from the previous meeting and the following updates were discussed.

·         DMBC officers had now viewed the grass verges on Doncaster Road opposite the Three Horse Shoes and had agreed to write to residents at three properties requesting cars not to park on the verges as re-seeding was to be undertaken and in the event of further damage measures would be enacted to restrict parking on these areas.

·         With regard to the two planning enforcement matters the Head of Planning Services had queried as to whether Planning Permission was required for the business operation on Quarry Lane and was arranging a meeting to clarify the matter. It had not been possible to contact the landowner of the building off New Road and a notice was to be placed to notify the tenant that planning consent was needed.

·         Councillor Warrender confirmed that parking on the verge next to the post box on Milton Road had ceased but would need to be monitored.  The new tree planted on Belmont Close was still in need of a support and the Clerk explained that DMBC had fitted supports to the roots and these would be tightened.

 RESOLVED (3)

a) That consideration is given to purchasing planters to site on grass verges that are continually subject to vehicles being parked on at the next meeting.

b) That all other information is received and noted and updated at the next meeting where ongoing.

c) That the DMBC Officer is contacted to enquire as to when work to secure the new tree on Belmont Close would be undertaken.

 

7)         ISSUES RAISED BY THE PUBLIC

There were no members of the public in attendance.

 

8)         KILHAM HALL MANAGEMENT COMMITTEE REPORT

Councillor Fussey provided a copy of the final accounts for the financial year 2012/13 from the external auditor confirming a bank balance of £16,284 and an in year surplus of £2,463. All regular activities were well supported and the coffee morning now had more than 50 members including residents of Old Cantley. A regular booking had also been secured for Wednesday evenings excluding the first Wednesday. Some session bookings had been lost due to the sewer connection work and the committee had agreed to provide a free session in lieu. Portable appliance testing had been carried out but the contractor was unwilling to test the CCTV recorder as it could not be disconnected. It was suggested that R J Marriott the original supplier be contacted for advice and Councillor Williams offered to assist with the process.

RESOLVED (4)

That the information be received and duly noted.

 

9)         UPDATE ON THE F.W. SEWER CONNECTION

The Clerk reported that work was near to completion and that the relaying of the tarmac in the car park would be completed by the end of the week. It was felt that the workmen had been very courteous and cooperative whilst undertaking the work.

RESOLVED (5)

a) That the information be received and noted.

b) That the contractor be thanked when the work had been satisfactorily completed.

 

10)       DISPOSAL OF KLARGESTER UNIT

The Clerk explained that there was a need to contact the Environment Agency to clarify any legal or procedural issues involved in disposing of the unit. An initial interest had been expressed from a local business following the advertisement in the newsletter and the unit was to be viewed to ascertain its suitability.  DMBC had suggested advertising in the ‘Drain Trader’ magazine at a cost of £45 or alternatively contacting local builders.

RESOLVED (6)

a) That no further advertising is undertaken until the local business has indicated its intention regarding a purchase.

b) That advice is sought from the Environment Agency prior to any disposal.

 

11)       2013 CHRISTMAS CAROL SINGING ARRANGEMENTS

Father Andrew was to be invited by the school and sweets would be purchased for the children from the £10 received from the sale of the wooden gate. All arrangements were in place and Councillor Sidebottom would arrange the opening and closing of the building. Discussion took place on the floor layout and that there may be insufficient space if all the large tables were used. Items need accessing from the loft area.

RESOLVED (7)

a)      That the agreed layout be rows of seating in the centre of the floor and smaller tables around the edge for those purchasing refreshments.

b)      That Councillor Fussey notifies the caretaker and booking clerk of the revised seating plan.

 

12)       RECREATION GROUND AND GARDEN MATTERS

a)         Maintenance of Seat on Glen Road

Consideration was given to the quotation received from C Humphreys for £110.

b)         Adaptations to Dog Grid

DMBC could modify the grid so that it can be accessed for cleaning with the relevant tools.

c)      Christmas Tree

Bawtry Electrics had advised that new bulbs would need to be purchased for the Christmas lights as all the spares had now been used and that the tree needed trimming.

RESOLVED (8)

a)      That the quotation from C Humphreys is agreed for work to be undertaken in the spring and the donors of the original plaque contacted to supply a replacement plaque.

b)      That DMBC be asked to modify the grid at no cost to the parish council

c)      That the cost of replacement bulbs is sought and considered at the next meeting.

 

13)       HIGHWAY MATTERS

The following matters were raised:

• Condition of metal benches on Chapel and Brockholes Lane
• An incident involving a dog walker and a Plevey’s van
• A request from Yorkshire Wildlife Park for road improvements and possible traffic lights at the junction of Warning Tongue Lane and the A638 as it was not possible to provide a roundabout due to the course of rivers and land designated as a flood plain.

RESOLVED (9)

a) That the Handyman is asked to carry out maintenance work to the metal benches with the appropriate materials

b) That the Clerk enquires of DMBC whether planning consent is required for the use of land for the overnight storage of commercial vehicles for daily use at a residential dwelling on Kilham Lane.

c) That the information relating to possible road changes be noted.

 

14)       PLANNING MATTERS

Consideration was given to the following applications:

13/02068/FUL 289 Bawtry Road	Erection of detached garden store to rear	No Comments
13/02315/FUL 11 Warnington Drive	Erection of single storey pitched roof extension /porch and extension to front, garage to rear and alterations to bay windows	No Comments
13/02459/FUL 1 Alliss Road	Erection of  2 storey/part ground floor pitched roof extension to side/rear of detached house	No comments

 

RESOLVED (10)

a) That the Planning Authority is notified of the comments relating to new planning applications.

b) That the decision reached by DMBC since the last meeting are noted.

 

15)       APPOINTMENT OF AN INTERNAL AUDITOR FOR 2013/14

The Clerk reported that the current internal auditor had decided to retire and a new auditor was required. The Chair outlined one possible new auditor and the Clerk reported that a local Clerk who was an experienced and qualified auditor was willing to provide a quotation.

RESOLVED (11)

That the Clerk supplies the list of requirements when undertaking the internal audit to the two interested parties and a decision is made at the next meeting.

 

16)       PRELIMINARY DISCUSSIONS FOR THE SETTING OF THE 2014/15 BUDGET

Initial information relating to essential costs was provided for future discussion.     

RESOLVED (12)

That the information provided is discussed at the next meeting

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17)       WEBSITE MATTERS

There were no issues of concern but the Clerk informed the meeting that the webmaster was closing his current business as he had taken full-time employment however other family members may continue to provide website services. Written information would follow.

RESOLVED (13)

That the information is received and further consideration is given on receipt of formal notification.

 

18)       AUTHORISATION OF DIRECT BANK PAYMENTS

RESOLVED (14)

That the following payments be duly authorised.

D/1356	Clerk	November salary	£511.28
D/13/57	Clerk	Ink + Paper	£9.72
D/13/58	Handyman	Petrol for Mower	£15.00
D/13/59	Misson Gates	Balance for new metal gates	£900.00
D/13/60	Veolia	Grass cutting 30/8 &13/09	£71.35
D/13/61	Veolia	Grass cutting 27/9	£35.68
D/13/62	Cartridge World	2 x Black & 1 x Colour Ink Cartridges	£19.47

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19)       UTILISATION/DISPOSAL OF SURPLUS ICT EQUIPMENT

Consideration was given to whether the three surplus laptops should be advertised for sale as they were not in use and the value would continue to depreciate. One valuation had been given at £200 per machine. Kilham Hall representatives confirmed the hall no longer had a broadband connection and therefore no further ICT classes would take place.

RESOLVED (15)

That a second valuation is sought and these be advertised locally

 

20)       REPORTS FROM MEETINGS ATTENDED

a)         Doncaster Clerk’s Group – 25 November 2013

Discussion had taken place on the inclusion of the Council’s insurer on the website as advised at the seminar recently attended and most Clerks had concluded that as there was no legal requirement to display this and the information was available as part of the Council’s minutes there was no need to display the information separately.           

b)         Special PCJCC Meeting to Discuss Setting of Precept – 26 November 2013

PCJCC representatives and Clerks had been invited to attend a seminar on the implications for the setting of the parish precept following reductions in the level of council tax support being provided by the government and the possible introduction on capping parish precepts.  Members were informed that due to the reduction in grant funding and possible caps on precept increases there was a need to manage resources carefully.

c)         DMBC Seminar of Procurement of Services – 2 December 2013

The Chair reported her attendance at a meeting with DMBC officers to discuss how DMBC could support local councils with the provision of a range of services which included tests related to pest control, building inspections including checking for asbestos, project work and design, support for community projects, fire risk assessments, contract inspection work and the availability of the hire of rooms at the Mansion House and Civic Offices at a cost of £25 per hour including refreshments.

RESOLVED (16)

a)      That no separate details of the Council’s insurers be included on the website.

b)      That all information is received and noted.

 

21)       ITEMS OF CORRESPONDENCE

Consideration was given to correspondence outlined on the agenda including notification of a consultation by DMBC on the Green Infrastructure Strategy and a Planning Guidance Pack which had been circulated by email. The dates of local meetings for a public consultation by First Buses were noted and that these had been held at such short notice that it was not possible to arrange any local publication. Correspondence had also been received from YLCA that day relating to a consultation on draft regulations on the future of the local audit. The closing date for responses was 20 December 2013.

RESOLVED (17)

a) That the items of correspondence be received and duly noted.

b) That the correspondence relating to the Electoral Review and consultation on Ward boundary changes be considered at the next meeting.

c) That the Green Infrastructure Strategy document is noted and individual members submit any comments by 31 December 2013

d) That the document entitled ‘The Future of Local Audit’ be noted.

 

22)       DATE AND TIME OF NEXT MEETING

RESOLVED (18)

That the next meeting be held on Monday 6 January 2014 commencing at the 7.00 pm at Kilham Hall.