Minutes of the Meeting of the Parish Council held on Wednesday 4 April 2012 at Kilham Hall immediately following the Annual Parish Meeting

 

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

B Cheetham, and N Williams

 

IN ATTENDANCE:  J A Staniforth (Clerk to the Council) and S Racjan (DMBC Neighbourhood Team)

 

1)         APOLOGIES

Apologies were received from Councillors B Fussey and M Sidebottom.  

RESOLVED (1)

That the apologies of Councillors B Fusey and M Sidebottom be received and accepted.

 

2)         DECLARATION OF PERSONAL AND PREJUDICIAL INTERESTS

No declarations of interest were received.

 

3)         COMMUNITY POLICING REPORT/ QUARRY LANE ISSUES

No representatives of the police were in attendance and issues relating to incidents at Quarry Lane were discussed at the Annual Parish Meeting. Reports from the Safer Neighbourhood Team were available and it was noted that a ‘Have Your Say’ meeting was to take place in Blaxton. The next PACT meeting was at Tickhill the following week.

RESOLVED (2)

That letters are sent to the Chief Inspector of Doncaster Police and Gary Wells (Assistant Director of Strategic Housing) to notify them of issues relating to incidents at Quarry Lane and seeking support to prevent any further distress to residents.

 

4)                  DMBC WARD COUNCILLORS REPORT

Councillor Woodcock had sent her apologies and no other information had been provided. A request had been sent to members regarding financial support from the 2012/13 flexible budget for the resurfacing of the children’s play area and adaptations to the fork junction at Whiphill Top Lane along with the agenda for the meeting.

RESOLVED (3)

That a response be sought from Ward Councillors regarding the request for funding from the 2012/13 flexible budget.

 

5)         DMBC NEIGHBOURHOOD ISSUES

The Neighbourhood Officer reported that following a reorganisation J Cartlidge would be assigned to cover the area of Old Cantley, Branton and Auckley village. With regard to outstanding issues the provision of knee rail fencing to an area of grass verge opposite Branton Farm Nursery was being reviewed as it was felt that ‘No Parking; signs may be equally effective and would not interfere with the maintenance of the verge. Members reported that parking on the verge seemed to have ceased. The verge on Milton Road near the post box had been reseeded but the Royal Mail van had been observed driving over the verge on Saturdays. The DMBC suggested that a planted area may deter vehicles from crossing the verge. No response had been received from British Telecom regarding vans obstructing the pavement on Chapel Lane but there had been no reports of this occurring recently.

Parking on Valley Drive around the school was raised as a concern and whether notices requesting vehicles not to park could be provided. Members were informed that an initiative was in place to encourage the use of cycles and for ‘ Walking Buses’ however volunteers were needed for the latter but training could be arranged. Members also requested that dog stencilling be undertaken and it was explained this was now the responsibility of the FLAG team but that a meeting could be arranged to identify the locations required to be stencilled.

RESOLVED (4)

a) That Royal Mail is advised that driving over the grass verge adjacent to the post box on Milton Road was still occurring on Saturdays.

b) That the Neighbourhood Officer is thanked for his attendance and the information provided.

 

6)         MINUTES OF THE MEETING HELD ON 7 MARCH 2012

RESOLVED (5)

That the minutes of the Parish Council Meeting held on 7 March 2012 be agreed as a correct record.

 

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

a) Highway Matters – DMBC had responded that if a vehicle was causing an obstruction this could be reported to the police. Pavements on Chapel Lane would be inspected in June 2012 as part of the annual inspection programme. A response was read regarding repairs to potholes and that it was felt that the creation of one only right turning from Doncaster Road to Whiphill Top Lane was not feasible. A member reported that there were three potholes on Gatewood Lane adjacent to the row of cottages that were felt to be a safety issue. The Clerk explained that with regard to rubbish on the highway if this was marked in yellow it had already been identified for collection.  All other highway matters had been addressed by the Neighbourhood Officer in Item 5.

b) Kilham Hall – The fire extinguisher and electrical checks had been completed. There were no portable appliances in the Changing Room building and fixed wire testing needed to be undertaken every five years. The risk assessment document had been updated accordingly. Consideration was given to information provided from Need a Hand Ltd. regarding water checks for Legionnaires disease and that the company did not undertake water testing. It was recommended that the shower heads were removed for cleaning every six months when in use and this could be undertaken for £175.  The plumber had completed the installation of separate stop valves to isolate the water supply in total or from either the hall or the changing rooms at the agree cost of £295. The plumber explained that the blue switch to isolate the showers had not been fitted incorrectly but would not provide the necessary protection to prevent water damage in severe winter weather.

c) Recreation Ground – Need a Hand Ltd had supplied and fitted the disabled access gate and had planted the hawthorn hedging to the rear of the ball wall. Veolia Services had undertaken the spiking and rolling of the field and stated that the weed and feed treatment would be undertaken in May when weeds were prevalent. DMBC had cut the field erroneously and had been informed that this must not be charged to the parish council as no contract was in place. Arrangements would be made for the painting of the tarnished yellow paint on the play apparatus after the Easter holidays.

d) Community – Three replacement trees had now been planted on Langton Gardens and supports would be purchased from the local Garden Centre to assists growth. Letters had been sent to the local organist who had agreed to provide the musical accompaniment for the carol singing on Wednesday 13 December 2012 and to the booking clerk to hire Kilham Hall. The Salix tree appeared to be thriving in the Rose Garden. Complaints from residents regarding offensive smelling smoke near to the Poppyfields development had now been resolved.

e) Policies and Procedures – A number of samples of Health and Safety policies had been obtained to assist with the production of a Health and Safety Policy for the parish. A copy of the YLCA appraisal document had been downloaded and this would be completed in the summer months.

RESOLVED (6)

a) That the Handyman is asked to complete the painting of the play apparatus after the easer break and to purchase stakes for the new trees on Langton Gardens.

b) That Veolia is asked to carry out the weed and feed treatment in the week commencing 16 April 2012.

c) That DMBC is asked to return the key to the recreation ground as access was not required until the annual hedge cut was to be undertaken.

d) That DMBC are requested to repair the three potholes on Gatewood Lane.

d) That all other action and information is noted.

 

8)         CONSIDERATION OF ITEMS RAISED BY THE PUBLIC AT THE ANNUAL PARISH MEETING

The only matter for consideration related to issues at Quarry Lane this had been addressed as part of the Community Police item.

 

9)                  KILHAM  HALL MANAGEMENT COMMITTEE REPORT AND ISSUES

No general report was available but the following issues were considered:

a)         Contribution towards the repair of the Klargester Unit

The Chair reported that the Management Committees insurance had arranged to fund the cost of the repair subject to the £150 excess.

b)         Repair to the Side Entrance Gate

A local resident had offered to undertake repairs with materials costing in the region of £5 and with labour free of charge.

RESOLVED (7)

a) That the Kilham Hall Management Committee be reimbursed the £150 excess insurance premium as it was felt to be attributable to the water damage in the Changing Rooms in December 2010.

b) That the resident is asked to carry out the repair and reimbursement be made for materials subject to receipts being provided. A health and safety questionnaire had been completed previously.

 

10)       RECREATION GROUND AND GARDEN ISSUES

a)         Further Adaptations to the Disabled Access Gate

The Clerk reported that the contractor had enquired as to whether a hook was needed to secure the gate when opened and whether the original pedestrian access gate was still required.

b)         Additional Dog Control Order Signs

It was proposed that a further sign be purchased to be placed adjacent to the gate leading to the field.

c)         Planting of the Village Plinths 

Discussion took place as to how the quality of the plant displays could be improved.

RESOLVED (8)

a) That the Handyman is asked if a hook can be purchased and fitted to the disabled access gate.

b) That an additional Dog Control Order sign is purchased from Beacon Signs

c) That the Handyman removes the current compost in the plinths and replaces with top soil and manure in early autumn for bulbs to be planted and that summer bedding plants are planted.

 

11)       TENDERS FOR THE RESURFACING OF THE CHILDREN’S PLAY AREA

The two agreed quotations from Playgrounds UK (Cost £9,998) and Pentagon Sports (cost £10,815) were considered.

RESOLVED (9)         

a) That Playgrounds UK be selected on the basis of the cost and the more detailed guarantee and that arrangements are made for the work to be completed outside of a school holiday period.

b) That a request is made to the Editor of the Branton and Auckley Arrow to inform residents that the play area will be closed whilst the resurfacing work is completed.

 

12)       NEW PLANNING APPLICATIONS AND UPDATE ON PREVIOUS APPLICATIONS

The following planning applications were considered and details of decisions were reported.

12/00588/FUL Holly Cottage,	a)     Pitched roof detached extension to side/ rear + erection of detached    garage to side and demolition of existing garage	No comments
12/00587/TPO 2 Birchwood Court	b)     Crown lift to 5-6 m, reduce one branch by 2-3 m growing east at 6m an     oak tree and dead wood 3 oak trees	No comments
12/007288/C Manor Farm	c)     Improvement Road Works	No comments
12/0766/MAT Chapel Corner	9)                                             Amendment to 11/00500/FUL granted on 12.05.2011 - Change to roof at rear, alterations to windows and change to porch on front elevation	No comments

The Clerk reported that the application relating to application Greenacres was now subject to an appeal to the Planning Inspectorate in respect of ‘Non- determination’. The application for a farmhouse and associated buildings on Kilham Lane had been refused and the appeal relating to Acres Ranch had been dismissed.

RESOLVED (10)

That the decisions and information received is noted.

 

13)       HIGHWAY MATTERS

There were no new highway matters to consider

 

14)       WEBSITE ISSUES

There were no general issues to report and the agenda had been published in good time.

 

15)       ASSET REGISTER FOR MARCH 2012

Consideration was given to the updated Asset Register which included the cost of the ball wall, hard surface, basketball, plant trough and new notice board at Old Cantley.

RESOLVED (11)

That the updated Asset Register be approved.

 

16)       FINAL BUDGET MONITORING REPORT FOR 2011/12

Members considered the final budget report.

RESOLVED (12)

That the report is received and the content duly noted.

 

17)       NOMINATIONS FOR YLCA SOUTH YORKSHIRE BRANCH OFFICERS/EXECUTIVE BOARD

In line with the previous year, Councillor Derek Liddell of Silkstone Parish Council was proposed for Chairman and Mike Summers of Bawty Town Council for a representative to the Joint Executive Board. Both were currently in these respective positions and it was felt had made valuable contributions.

RESOLVED (13)

That the proposals be agreed and notified to YLCA.

 

18)              LOCAL DEVELOPMENT FRAMEWORK -  OPEN SPACE DETAILS      

Consideration was given to the documentation circulated with the agenda relating to details of open spaces within the parish and the following were identified as outside of the parish; Kirk Moor Plantation, Doncaster Rovers FC School of Excellence, Hatchel Wood 2, Four Lane Ends and Ravenswood Drive. Queries were also raised in respect of Kings Wood in relation to Valley Drive and Kilham Lane as this land was believed to be all privately owned.

RESOLVED (14)

That the information identified is notified to DMBC.

 

19)              REQUEST FOR A PEDESTRIAN CROSSING ON DONCASTER ROAD

A resident had expressed concern for the safety of pedestrians crossing Doncaster Road particularly children when journeying to and from school. Members discussed the fact that the latest attempt to recruit a School Crossing Patrol Warden in 2008 had been unsuccessful and in the light of the current financial climate funding was unlikely.

RESOLVED (15)

That the resident is notified of the previous unsuccessful attempt to recruit a School Crossing Patrol Warden and that it is felt unlikely that funding would be made available at the present time.

 

20)       SECTION 137 DONATION FOR MUSICAL ACCOMPANIMENT AT 2012 CAROL SINGING

Following confirmation that a local organist had agreed to provide the musical accompaniment at the next Carol Singing event free of charge it was felt that consideration should be given to a donation to a charity/organisation of the organist’s choice in  appreciation for the offer.

RESOLVED (16)

That a small donation be agreed in principle and that the matter be considered at the November 2012 meeting.

 

21)              REPORT FROM AIRPORT NOISE AND ENVIRONMENT SUB –COMMITTEE

Councillor Worthington provided a report stating that there had been a complaint from a Branton resident regarding noise resulting from training flights. The restrictions relating to these were outlined.

RESOLVED (17)

That the information be received and duly noted.

 

22)              REQUEST TO ATTEND THE SLCC ONE DAY CONFERENCE IN YORK

The Clerk requested to attend the regional one day conference at York as part of ongoing professional development at a cost of £65 plus travel. A total of £200 had been agreed as part of the 2012/13 budget.

RESOLVED (18)

That attendance is agreed.

 

23)              AUTHORISATION OF DIRECT BANK PAYMENTS

Consideration was given to the schedule of bank payments for authorisation. 

RESOLVED (19)

That the following payments be duly authorised.

D11/60	South Anston Fire Ext	Servicing of Fire Extinguisher	£30
D11/61	Branton Farm Nursery	3 x Cherry trees, 1 x Salix + Bone meal	£159.98
D11/62	DMBC	Emptying green refuse  9-31 March 12	£13.51
D11/63	Need a Hand Ltd	Disabled Access Gate	£495
D11/64	Handyman	Petrol for Mower	£8
D11/65	Need a Hand Ltd.	Planting Hawthorn Hedging	£75
D11/66	Handyman	Salary/travel Jan – Mar 12	£563.04
D11/67	HMRC	4th quarter tax + NI return	£510.13
D11/68	Veolia }	Spiking and rolling of field	£170
D11/69	Veolia }	VAT relating to D11/68	£34
D12/1	Clerk	April salary/travel	£507.06

 

24)       ITEMS OF CORRESPONDENCE

Consideration was given to correspondence including the Legal Topic Note from NALC on Pre- Determination dated February 2012 a copy of which had been circulated with the agenda and a free Localism Workshop at Armthorpe on Monday 16 April 2012 provided by RAY.

RESOLVED (20)

That the items of correspondence be received and duly noted.

 

25)       DATE AND TIME OF NEXT MEETING

RESOLVED (21)

That the next meeting (Annual Parish Council) be held on Wednesday 2 May 2012 commencing at 7.00 p.m.