Minutes of the Meeting of the Parish Council held on Wednesday 7 December 2011 at Kilham Hall commencing at 7.00 p.m.

 

PRESENT: Cllrs G Warrender (Chairman), J Worthington (Vice-Chairman), B Cheetham, B Fussey and

M Sidebottom                         

 

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

 

PUBLIC PARTICIPATION

As no members of the public were in attendance no items were raised

 

1)         APOLOGIES

Apologies for absence were reported from Councillors Y Butterworth and N Williams

RESOLVED (1)

That the apologies be accepted and duly recorded.

 

2)         DECLARATION OF PERSONAL AND PREJUDICIAL INTERESTS

A declaration of personal and prejudicial interest was received from Councillor B Fussey in respect of item 9. 

 

3)         COMMUNITY POLICING REPORT

Two members of the Safer neighbourhood Team were intending to be present for this item but were subsequently required to attend an incident, a copy of the monthly report for November 2011 was provided and denoted use of the speed gun on Warning Tongue Lane on 17 November 2011. Generally there had been a reduction in crime however members reported break-ins to outbuildings on Milton Road and Whiphill Top Lane recently.  A member raised the possibility of rogue window cleaners operating in the area. The next PACT meeting was scheduled for 12 January 2012 at Bawtry Hall. Attention was drawn to the new non-emergency phone number of 101.

RESOLVED (2)

That the information be received and duly noted.

 

4)               DMBC WARD COUNCILLORS REPORT

Councillor Jones provided a copy of a booklet from NALC/CPRE on how to respond to planning applications and reported that the Local Planning Department was intending to provide training on Neighbourhood Plans. The issue of parking on grass verges had been referred to the Highways Authority to enquire as to whether any enforcement action could be taken or whether bollards could be sited to prevent parking, this was being investigated. There was no further update on Policy 13 as it was not known whether the Public Examination stage of the Core Strategy had taken place, a document had been produced denoting all official and unofficial traveller sites within the Borough. The Localism Bill was now an Act of Parliament and provided for Neighbourhood Plans to be incorporated into the Local Development Framework and made provision for the transfer of assets from principal authorities to local councils. Following the Library closure programme the LA was seeking to improve mobile library services. An enquiry was made as to any funding that may be available from the Ward Councillor’s flexible budget allocation  and members were informed that not all the allocation had been expended for the current financial year and that requests could be made.

Councillor Woodcock had tendered her apologies but stated it was hoped to provide a skip in March.

RESOLVED (3)

That Councillor Jones is thanked for his attendance and the information provided

 

5)               DMBC NEIGHBOURHOOD OFFICERS UPDATE

The Clerk reported that the Area Officer was now unable to attend due to last minute illness and would therefore attend the next meeting.

 

6)         MINUTES OF THE MEETING HELD ON 2 NOVEMBER 2011

RESOLVED (4)

That the minutes of the Parish Council Meeting held on 2 November 2011 be agreed as a correct record and signed by the Chairman.

 

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

a) Neighbourhood Issues – The untended land opposite the Rose Garden had been cleared and would be covered with bark with a membrane fitted underneath (at no cost to the parish council) rather than limestone chippings as this was felt to be safer.

b) Highway Matters – Repairs to Gatewood Lane adjacent to Fir Trees have been undertaken.  The cost of funding improvements to the fork area junction at Whiphill Top Lane was expected to be in the region of £67k.  DMBC had outlined that no offence is committed unless a pavement is fully blocked by a parked vehicle and unless damage was occurring when driving over a kerb no action could be taken. No response had been provided regarding the ownership of vegetation between Poppyfields and Quarry Lane. The overhanging vegetation at ‘Winnats’ on Whiphill Top Lane had been trimmed.  A further order had been issued to re-site the gulley cover near to the ‘New Road’ street sign following further damage and it was proposed to place the bollard immediately in front of the cover. The police had been notified regarding the indiscriminate parking around the school and the Neighbourhood Team contacted who had notified the Enforcement Team who had agreed to attend on a rota basis. Arrangements were being made to photograph any vehicles parking and causing damage to grass verges and these would be forwarded to the Highways Department. An order had been place for a dropped kerb at the junction of Mill Lane and Doncaster Road.

c) Recreation Ground – The basketball had been sited but was awaiting completion. The insurers had confirmed that no additional premium was payable unless a new schedule was required a minimum cost of £25. DMBC had sanded down any rough areas and applied a coat of preservative to the platforms of the play apparatus but it was felt that the condition would need to be monitored and the platforms possible replaced at a later date.

d) Community – The Handyman had removed one tree but did not have the necessary equipment to remove the tree adjacent to No. 4 Langton Gardens or any of the roots remaining. DMBC had taken away the felled tree but no further response had been received regarding the removal of the remaining trees in order for new trees to be planted. A supply of carol sheets and listings was available for the carol singing event and a Father Christmas had been arranged.

e) Planning – The Planning Officer had replied that an inspection of the site at Willow Farm would be undertaken when resources were available.

f) Finance – No further response had been received from nPower.

RESOLVED (5)

a) That the Clerk contacts the Highways Department to enquire as to whether any other less costly measures could be considered in an effort to reduce traffic incidents at the junction of Doncaster Road and Whiphill Top Lane and for details of costs to be provided.

b) That a response regarding the overhanging vegetation between Poppyfields and Quarry Lane is sought from DMBC for the next meeting.

c) That further contact is made with DMBC regarding the completion of the removal of the deceased trees on Langton Gardens in preparation for new trees to be planted.

d)  That no additional insurance schedule is required and the correspondence received confirming that the basket ball stand is insured is retained with other insurance documents.

e) That the date /outcome of the site inspection at Willow Farm is requested from the Planning Authority as the six month timescale previously notified has elapsed, in order to be reported at the next meeting.

i) That all other action and information is noted.

 

8)         CONSIDERATION OF ITEMS RAISED BY THE PUBLIC

As no members of the public were in attendance no items were raised.

 

9)               KILHAM  HALL MANAGEMENT COMMITTEE REPORT AND REQUEST FOR THE LAGGING OF PIPES IN THE LOFT AREA

Councillor Fussey reported that the hall continued to operate successfully and the account currently reflected a balance of £11,800. New bookings for A Parent and Toddler Group on Wednesday mornings and a Pilates’ class on Tuesday evenings would commence in January 2012.

The Clerk read out the content of a request from the Secretary of the Management Committee regarding the water pipes connecting the changing rooms and the Community Hall requesting that arrangements be made for all pipes to have adequate frost protection and whether a separate stop cock could be fitted to enable the water supply for each building to operate independently.  Members discussed work carried out following the damage to the shower equipment following the adverse weather the previous winter and that it had been advised that a separate stop cock was not appropriate.

The Clerk reported that the Handyman had requested a supply of brackets for the guttering in order to replace any ones that were broken.

RESOLVED (6)

a) That a quotation is sought from New Dawn Plumbing and Heating to provide lagging to any pipe work deemed necessary and the work is undertaken as soon as possible if the total cost is less than £100.

 b) That the Clerk contacts S Mosby of Danum Developments Ltd. to ascertain the supplier of brackets to support the guttering at Kilham Hall.

 

10)       RECREATION GROUND ISSUES

a)       Arrangements for the Cessation of the Water Supply to the Changing Rooms Building

Due to the damage to the shower units during the previous winter it was felt necessary to take steps to prevent a similar situation occurring.

b)         Possible Adaptations to the Front Access Gate to Enable Disabled Access

The Chair reported that two separate requests had been received for wheelchair access to the recreation ground.

c)         Entering of Farmer’s Field

A member reported that the farmer of the field immediately behind the new ball wall had enquired as to whether any measures could be enacted to prevent young people retrieving balls from the field where a gap in the hedgerow existed..

RESOLVED (7)

a) That the Clerk arranges for advice on the cessation of the water supply at the Changing Rooms from New Dawn Plumbing and Heating when maintenance is undertaken to the pipe work at Kilham Hall.

b) That the Clerk contacts DIAL to seek advice on issues raised by disabled users.

c) That a quotation be sought from Need a Hand for the erection of wire mesh approximately 2m(h)  x 10m(w) in the hedge area adjacent to the ball wall.

 

11)       GROUNDS MAINTENANCE CONTRACT FOR 2012/13

The Clerk explained that not all the quotations had been received for the meeting in view of a discrepancy with the reply date.

RESOLVED (8)

That the quotations be considered at the next meeting.

 

12)       NEW PLANNING APPLICATIONS AND UPDATE ON PREVIOUS APPLICATIONS

The following new applications were considered and details of decisions reached since the last meeting were circulated for information including the application for 4 Silverdale Close details of which had been circulated as comments had been requested by 25 November 2011 and the application granted subsequently.

 

11/02946/FUL Greenacre Doncaster Road	a)   Change of use of residential dwelling to a Gospel Hall with pitched roof covered way extension to rear including associated external works Being resubmission of  application refused under ref 11/00361/FUL	Comments re noise and traffic
11/03106/FUL 281 Bawtry Road	b)    Erection of 3 detached houses and 1 double garage on approx  0.21 ha of land following demolition of existing dwelling (being resubmission of application 11/01761/FUL	Comments to support conservation
11/01216/CPE Acres Ranch	Certificate of lawful use of land for agriculture, leisure and domestic cartilage	No further comments

 

RESOLVED (9)

a) That the Planning Authority be informed that the parish council do not support application 11/02946/FUL as it is felt the volume of cars will create noise and disturbance to residents due to the increased volume of traffic and that as access to adjacent land for building development has been denied previously consistency should prevail.

b) That comments relating to the affect on the conservation area in respect of application 11/03106/FUL be supported.

c) That all other applications and decisions reached are duly noted.

 

13)       HIGHWAY MATTERS

The following mater was raised;

• Cars using the kerb to park on grass verges outside of some properties on Moor View.

RESOLVED (10)

That the Clerk reports the matter to the appropriate department of DMBC

 

14)       OFFER OF WORK/WORK EXPERIENCE TO HMP HATFIELD

    Correspondence received from HMP Hatfield regarding the offer of paid work or unpaid work experience to Category D prisoners was considered.

RESOLVED (11)

That DMBC’s Neighbourhood Team is approached to enquire as to whether consideration could be given to the clearing of the ditch at Kilham Lane and also the ditch to the rear of bungalows belonging to St Leger Homes on Valley Drive.

 

15)       TRAINING ON THE ENFORCEMENT OF MINOR ENVIRO CRIME

The Clerk reported the receipt of correspondence from a DMBC Enviro Crime Officer making available training for parish council staff on the enforcement action relating to dog fouling and litter crime.

RESOLVED (12)

That the information be received and noted.

 

16)       WEBSITE ISSUES AND RESPONSE TO THE APPEAL FOR OLD PHOTOGRAPHS

There were no general issues relating to the website and no responses to the appeal for old photographs of the parish had been received

RESOLVED (13)

That the information be received and noted

 

17)       REQUEST FOR FUNDING FROM DMBC’S FLEXIBLE BUDGET ALLOCATION

Discussion took place on items of expenditure that had recently arisen or were likely to arise in the near future.

RESOLVED (14)

That a request be made to Ward Councillors to assist with the funding of any adaptations to the pedestrian access gates at the recreation ground and the resurfacing of the playground area at the recreation ground.

 

18)            2012/13 BUDGET ALLOCATION

Consideration was given to the draft budget proposals based on current expenditure.

RESOLVED (15)

That the draft budget is approved subject to an increase in the repairs/maintenance/materials budget to £7,800 to cover the cost of maintenance work to the recreation ground and the resurfacing of the children’s play area with any additional costs for these two projects being met from reserves.

 

19)       2012/13 ANNUAL PRECEPT

Following the approval of the 2012/13 budget allocation it was agreed that the precept should increase to cover the budget allocation. Councillor Worthington declined to vote on the increase to the precept.

RESOLVED (16)

That the 2012/13 precept be set at £26,400 an increase of £2,400 on the previous year due to costs arising for maintenance of the recreation ground.

 

20)       CONSIDERATION OF AN APPLICATION FOR QUALITY STATUS

Correspondence circulated with the agenda was considered and discussion took place on the merits of the award of quality status.

RESOLVED (17)

That as no definable benefits exist from the award of quality status no application be submitted at the present time but the matter be kept under review.

 

21)       AUTHORISATION OF DIRECT BANK PAYMENTS

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

RESOLVED (18)

That the following payments be duly authorised subject to payment to SMP being withheld until the work is fully completed:

D1141	Torne Valley Ltd.	Supply of Weld Mesh	£57.60
D11/42	Branton Farm Nursery	Compost/Manure/Bulbs	£15.98
D11/43	Clerk	December Salary	£501.66
D11/44	Clerk	Postage and Sationery	£50.12
D11/45	Arrow Publications	Winter Newsletter	£114.00
D11/46	Bawtry Electrical Services	Installing Festive Lighting	£130
D11/47	SMP Playgrounds	Supply and Installation of Basketball	£1,474.80

 

22)            REPORTS FROM MEETINGS ATTENDED

a)      Section 106 Meeting on  17 November 2011

The Chair reported parish councils were able to submit bids for the use of Section 106 funding. The funding to be received from the Manor farm development had been itemised for affordable housing, transport and highway improvements.

b)     Airport Community Sub-Committee – 1 December 2011

Councillor Worthington reported that consultation was taking place on the proposal to merge the Noise Monitoring and Community Sub- Committees.  Flights to a number of destinations in Poland were continuing due to demand.

RESOLVED (19)

That the reports are received and the information duly noted.

 

23)       ITEMS OF CORRESPONDENCE

Correspondence denoted on the agenda was considered and duly noted. The Clerk reported the receipt of the November White Rose Update which included articles on the Localism Act and advice on material planning considerations. Correspondence had also been received from DMBC’s Election Service denoting that KIlham Hall would be used as a polling station in future as the school preferred this.

RESOLVED (20)

That the items of correspondence be received and duly noted including an update on the ‘Standards of Conduct of Local Authorities in England.

 

24)       DATE AND TIME OF NEXT MEETING

RESOLVED (21)

That the next meeting be held on Wednesday 4 January 2012 at 7.00 p.m. at Kilham Hall.