Minutes of the Meeting of the Parish Council held on Monday 6 January 2014 at Kilham Hall commencing at 7.00 p.m.

 

PRESENT: Councillors J Worthington (Chair), B Cheetham, B Fussey, M Sidebottom and N Williams

 

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

 

1)         APOLOGIES FOR ABSENCE

Apologies were received from Councillor G Warrender.

RESOLVED (1)

That the apologies of Councillor Warrender be received and accepted.

 

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

The following declarations on interest were made: Councillors B Fussey and M Sidebottom for items 8 and 10, Councillor N Williams for item 11 and Councillor B Cheetham for item 13. There were no amendments to the completed register of interest forms.

 

3)                  REPORT FROM THE COMMUNITY POLICING TEAM

The Clerk reported the receipt of the November report relating to the Airport villages with no crimes listed for the parish and use of the speed gun in the Finningley and Torne Valley Ward areas but none within the parish.  A newsletter from the SW Area SNT indicated the holding of the next PACT meeting at Kilham Hall on 21 January 2014 from 10.30 am to 11.130 am which coincided with the coffee morning and the parish council meeting to review the Standing Orders. Members of Kilham Hall Management Committee were not aware of this and information was being sought as to how this had been arranged.

RESOLVED (2)

That the information be received and noted.

 

4)                  REPORT FROM DMBC WARD COUNCILLORS

No Ward Councillors were in attendance, Councillor Schofield had sent apologies as there was no information to report, Councillor Woodcock had sent apologies and had reported a proposal to reduce the speed limit on the B1396 between Warning Tongue Lane and Goodison Boulevard to 30mph. Councillor Jones had responded that he would try to attend.

 

5)         MINUTES OF THE MEETINGS HELD ON 4 DECEMBER 2013

 RESOLVED (3)

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. The Clerk reported there were no outstanding items as the work to modify the dog grid had since been completed and the Handyman asked to confirm that it could now be accessed.  The guiders attached to the new tree at Belmont Avenue had been tightened and the tree had not been affected by the recent strong winds, DMBC were monitoring as to whether a stake was required. The Planning Department had sent a formal acknowledgement to the enquiry relating to the property on KIlham Lane used by Pevey’s vehicles. There was no update on the use of the building off New Road (although it was thought this may have ceased) or Blue Sky Parking.  Bawtry Electrical Services had re-installed the Christmas lights which had been dislodged due to the strong winds. DMBC intended to write to residents on Doncaster Road prior to any re-seeding of the grass verges being undertaken in the spring. DMBC had also confirmed it was the owner of the fence bordering the rear of Poppyfields and YWLP but were not intending to reinstate it. Councillor Williams reported that YWLP were to erect ‘deer fencing’ to areas of the perimeter of the YWLP to enable livestock to use the area.

RESOLVED (4)

That the information be received and noted.

 

7)         DETERMINATION OF 2014/15 BUDGET

Consideration was given to the draft budget and the Clerk reported that the level of reserves at the end of the current year would be around £5k less than one year’s precept following payment for the sewer connection. Discussion took place on the feasibility of extending the community hall in order to attract additional activities and it was suggested that consideration be given to creating office accommodation in the Changing Room building as this was no longer used by the football team and subsequently removing the dividing wall between the office and the main hall in Kilham Hall. The Clerk reported that DMBC had confirmed that planters could be purchased and sited on grass verges to protect these at the expense of the parish council. 

RESOLVED (5)

That the following amendments be made to the draft budget: the equipment budget be reduced to £250, the budget for the Community Hall is increased to £6,500, an amount of £2k is included for playground maintenance reducing the community development budget from £4k to £2k giving a total of £28,790 required.

 

8)         2014/15 PRECEPT

Councillor Worthington chose not to take part in the setting of the precept.

The Clerk explained that DMBC had confirmed that due to an increase in the number of residents paying council tax it was possible to increase the total precept figure by more than 2%. Based on the agreed budget the actual increase to tax payers in a Band ‘D’ property would be 0.3%. The grant element provided by DMBC from the share of the government grant would be £1,366 but it was proposed   to reduce this to £1,188 in 2015/16 in line with government reductions.  The current precept is £27k.

RESOLVED (6)

That the total revenue to be raised from the precept be agreed as £28,790 (inclusive of £1,366 council grant).

 

9)         ISSUES RAISED BY THE PUBLIC

There were no members of the public in attendance.

 

10)       KILHAM HALL MANAGEMENT COMMITTEE REPORT

Councillor Fussey provided a final copy of the accounts for the previous year and reported that the current balance was £17,149.12. A new booking form had been designed in line with recommended practice to include information on Child Protection Policies for groups that include children and vulnerable adults. Discussion took place as to where the responsibility rested for ensuring the suitability of individuals delivering activities to children where parents were not in attendance. Representatives confirmed that the Management Committee were in favour of extending the hall.

RESOLVED (7)

a) That the information be received and duly noted.

b)  That the Clerk is asked to contact RAY to ascertain whether the Management Committee was responsible for carrying out checks on hirers of the hall that involved activities with children.

 

11        SALE OF KLARGESTER UNIT AND DISCONNECTION REQUIREMENTS

GNE had confirmed that the Klargester Unit had been disconnected for drainage purposes but needed disconnecting from the electricity supply by a qualified electrician at the consumer unit. The unit would also need emptying before disposal. The Environment Agency had confirmed that the unit could be sold and had provided advice on installation for the purchaser.  Councillor Williams reported that if had not been possible to arrange for a possible purchaser to view the Klargester Unit at the present time and it was hoped to arrange this in the near future.

RESOLVED (8)

That the information is received and that further consideration is given to the disconnection requirements when an offer to purchase has been made.

 

12)       PAYMENT OF INVOICE(S) FOR THE F.W. SEWER CONNECTION

Following communications with all members of the parish council the invoice for the work in line with the quotation received had been paid. No further communication had been received from GNE regarding the additional cost for replacing the UPVC manhole with a concrete one as required by Severn Trent costing an additional £1100 and the additional traffic management costs costing £320 since the original email dated 19 December 2013.

RESOLVED (9)

That further consideration is given to the matter on receipt of any further invoice.

 

13)       SALE OF LAPTOP COMPUTERS

The Clerk reported that a notice had been displayed at the Post Office notice board for over two weeks advertising the laptops for sale at £150 o.n.o. Three offers had been received all for the full asking price and the purchasers had been notified that the laptops were available for collection on receipt of payment. The income received would be paid to the parish council.

RESOLVED (10)

That the laptops be sold to the three individuals at the agreed price.

 

14)       RECREATION GROUND, COMMUNITY AND GARDEN MATTERS

a) Purchase of New Bulbs for Christmas Lights

Following notification that all the spare bulbs for the Christmas lights had been used a quotation for the cost of a replacement supply had been requested from Bawtry Electrical Services but had not yet been received.

b) Quotation for Servicing Garden Machinery

Branton Farm Nurseries had quoted £130+vat for the servicing of the three items of equipment. No additional repairs had been required following the service last year.

c) Grounds Maintenance Contracts

The Clerk reported that the cost of grass cutting from Veolia Services Ltd would be £30.47 per occasion and DMBC had confirmed that the cost of emptying the litter bins and the annual hedge cut would increase by nor more than inflation. Based on previous tender exercises these were the best prices available. The frequency for the emptying of the litter bins during the winter was discussed as it was felt that a fortnightly collection would be sufficient.  A quotation had been received for a weed and feed treatment for the recreation field at a cost of £395 + vat.

d) Purchase of Garden Waste Sacks

The Handyman had requested to purchase sacks for collecting green waste as unfortunately the ones he had supplied had been taken away with the special green waste collection that had been agreed due to not be able to collect the waste whilst the sewer connection work was being undertaken. B&Q supplied twelve sacks for £11.95.

e) Mole Hills

A number of mole hills had recently appeared on the recreation ground.

RESOLVED (11

a) That quotations are sought from Bawtry Electrical Services and Rosedale Lighting for 24 replacement bulbs.

b) That the quotation for the servicing of the equipment be agreed.

c) That the current grounds maintenance contracts are continued for 2014/15 and the weed and feed treatment in spring be agreed.

d) That the cost of garden waste sacks is sought from DMBC and the best price is agreed for purchase.

e) That the Chair contacts a local contractor as a matter of urgency to eradicate the moles from the recreation ground.

 

15)       HIGHWAY MATTERS

The following matter was raised:

• Mole hills on the grassed area at the rear of the Poppyfields Development.

RESOLVED (12)

That the issue is reported to DMBC Neighbourhood team and appropriate action requested.

 

16)       PLANNING MATTERS

Consideration was given to the following applications:

 

13/02560/FUL Land at 1 Wood View	Erection of detached house with integral garage and new vehicle access	No comments
13/02572/FUL 23 Birchwood Court	First floor extension to rear of bungalow + 8 dormer windows	No Comments

 

RESOLVED (13)

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.

 

17)       APPOINTMENT OF AN INTERNAL AUDITOR FOR 2013/14

The Clerk reported that C Wellings a former accounts manager had indicated that she was willing to undertake the audit but had not supplied a quotation. The Chair reported that a former Clerk residing at Bawtry may be willing to carry out the audit.

RESOLVED (14)

That further enquiries are made regarding the two potential auditors and a decision relating to the appointment be made at the next meeting.

 

18)       REVIEW OF CHRISTMAS CAROL SINGING/ DATE FOR 2014 EVENT

Members reported that the event had been very well attended and enjoyable.  KIlham Hall Management Committee had indicated that the organisation of the raffle should fall to the parish council in future and there was a need to provide new carol sheets.

RESOLVED (15)

a)      That the information is received and Councillor Sidebottom is thanked for undertaking the organisation of the carol singing event.

b)      That the Jubilate Choir be invited to the 2014 event, the parish council seek donations for prizes for the raffle and new carol sheets are obtained from St Wilfrid’s Church.

.

19)       AUTHORISATION OF DIRECT BANK PAYMENTS

RESOLVED (16)

That the following payments be duly authorised.

D/1363	Clerk	December salary	£508.58
D/13/64	Branton Farm Nursery	Garden Rake	£13.99
D/13/65	Bawtry Electrical Ltd	Installation/Removal of Christmas Lights	£135.00
D/13/66	Arrow Publications	December Newsletter	£114.00
D/13/67	YLCA	50% Cost of Chair’s Training Course	£57.50
D/13/68	South Anston Fire Ext	Servicing of Fire Extinguisher	£30.00
D/13/69	Cartridge World	Ink Cartridges	£13.49
D/13/70	Handyman	3rd Quarter Salary	£638.75
D/13/71	Clerk	Postage Expenses	£4.38
D/13/72	GNE Contracting Ltd	F.W. Sewer Connection	£18,686.77
D/13/73	HMRC	3rd Quarter Return	£521.11
D/13/74	DMBC	Hedge Cutting	£386.24
D/13/75	Veolia	Grass Cut 8/11	£35.68

.

20)       WEBSITE MATTERS

There were no specific issues and the Clerk reported that the webmaster had not provided any information regarding the transfer of the current business.

 

21)       AIRPORT NOISE MONITORING COMMUNITY SUB COMMITTEE MEETING REPORT

Councillor Worthington reported that complaints had been received from other areas over the frequency of training flights and the issue of Fracking had been raised. Passenger numbers were expected to be static for 2014 and a new marketing brand was being explored but no name change was expected. The minutes of the meeting were available on request.

RESOLVED (17)

That the information be received and duly noted.

 

22)              CONSULATION ON  REVISION TO DMBC WARD BOUNDARIES

Consideration was given to documentation received from the Boundary Commission relating to the review of Ward boundaries following the decision to reduce the number of Ward Councillors.

RESOLVED (18)

That the Boundary Commission be asked to consider the removal of the Manor Farm area from the current Finningley Ward and to include the area with that of other properties in the West Bessacarr area.

 

23)       ITEMS OF CORRESPONDENCE

Consideration was given to correspondence outlined on the agenda including details of bus service changes notified by SYPTE with effect from 25 January 2014 and information relating to the facility for parishes to make direct proposals to DCLG under the Sustainable Communities Act.

RESOLVED (19)

a) That the correspondence is received and noted.

b) That a copy of the information relating to the submission of proposals by parishes under the Sustainable Communities Act be provided for information to all members.

 

24)       DATE AND TIME OF NEXT MEETING

RESOLVED (18)

That the next meeting be held on Wednesday 5 February 2014 commencing at the 7.00 pm at Kilham Hall.