Minutes of the Meeting of the Parish Council held on Wednesday 6 July 2011 at Kilham Hall commencing at 7.00 p.m.

 

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

                                    B Cheetham, B Fussey, M Sidebottom and N Williams                         

 

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

 

PUBLIC PARTICIPATION

As no members of the public were present no matters were raised.

 

1)         APOLOGIES

As all members were present there were no apologies to consider.

 

2)         DECLARATION OF PERSONAL AND PREJUDICIAL INTERESTS

A declaration of personal and prejudicial interest was received from Councillor Fussey in respect of item of item 8 and a declaration of personal interest was received from Councillor Sidebottom in respect of Item 16.

 

3)         COMMUNITY POLICING REPORT

No member of the Safer Neighbourhood Team was in attendance and no report had been made available. Members reported that there had been a number of burglaries in Branton, three of which were when residents had been away with their caravans. It had also been alleged that a credit card of a deceased resident had been used and goods delivered to an address in Branton. Also noted was the parking of a mobile home in the lay-by on Gatewood Lane along with a small black saloon car.

 

4)         DMBC WARD COUNCILLORS REPORT

Councillor Schofield had tendered her apologies as she was required to attend another meeting.

 

5)                  MINUTES OF THE MEETINGS  HELD ON 9 JUNE  AND 20 JUNE 2011

RESOLVED (1)

That the minutes of the Parish Council Meeting held on 9 and 20 June 2011 be agreed as a correct record and signed by the Chairman subject to the date contained in item 5 being amended from 9 June to 18 May.

 

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

a) Neighbourhood Issues – The provision of the dog litter bin off Valley Drive and a hard surface to the piece of untended land were still awaited.  The issues had now been referred to the new Neighbourhood’s Team Supervisor who had agreed to look into the issues on her return from annual leave.

b) Highway Matters – Highway Officers had stated that an inspection would be undertaken on Gatewood Lane and any road repairs meeting the criteria would be undertaken prior to the annual inspection in September 2011. Improvements to the junction at the fork area of Whiphill Top Lane were being considered as and when funding becomes available.  Any work relating to the re-seeded grass verges on Doncaster Road would be considered in the autumn. The Chair reported that the issue of residents parking on the corner of Moor View and Chapel Lane was due to the awaiting of dropped kerbs being provided by DMBC. The overhanging hedge at Oaktree Road and the conifers overhanging the snickett on Langton Gardens had been reported, it was noted that the hedge at Oaktree Road had been trimmed back but it was felt this was insufficient to address the problem. The re-hanging of the sign to footpath No. 13 was thought to be still outstanding.

c) Recreation Ground – The contractor had confirmed that the re-seeding of the football pitch was complete but growth was restricted because of the lack of watering. The football team had undertaken training on the new pitch to assess its suitability for matches. Discussion took place on the arrangements for the commencement of competitive football matches. Playground repairs had been completed, the new refuse bin had been delivered but the original container was still awaiting removal.  A supply of 24 roof tiles had been delivered and the contractor could arrange to replace any tiles that the Handyman could not replace. The Handyman had repaired fence panels around the hall and had requested a further supply for future use.

e) Finance – On-line banking payments had been successfully enacted and all regular payments would now be made by this method.  The Handyman had requested no change to the current arrangements.

RESOLVED (2)

a) That the Clerk contacts the Highways Authority to ascertain details of proposed improvements to the Whiphill Top Lane fork junction.

b) That the Clerk contacts the football team to ascertain;

i) Whether the playing if matches is to commence and if so  to inform the team that a water supply will need to be arranged for the erection of the goal posts.

 ii) The requirements for the initial marking of the football pitch with further white lining to be undertaken by the football team.

iii) Arrangements for vehicular access to the car park.

iv) The dates of fixtures in order for liaison with the booking clerk of the hall to be undertaken to determine if the car park is available so as to notify the football team to park on the roadside if the car park is required for visitors to the hall.

c) That the Gardener/Handyman is to arrange collection of the roof tiles for storage.

d) That consideration is given to salary payment arrangements at the next meeting.

e) That consideration is given to obtaining a supply of new fence panels at the next meeting.

e) That all other action and information is noted

 

7)                  KILHAM  HALL MANAGEMENT COMMITTEE REPORT

Councillor Fussey reported that bookings for use of the hall were continuing well and the recent fun day had also been successful raising £1,623 plus £250 donated from the sale of refreshments provide by the hall. It was suggested that any future event provide additional attractions for children although it had been unfortunate that some vendors had withdrawn at short notice. It was hoped that a similar event could take place in the future, possibly on alternate years to the event that took place at the school every two years. Forthcoming events planned included a Halloween Party for children at a cost of £1 and an annual pie and pea lunch to celebrate the hall’s anniversary. The current balance was around £10,500. Members reported that the CCTV monitor was not fully functional.  .

RESOLVED (4

a) That the report is received and noted.

b) That the parish council agree to fund the cost of any repair to the CCTV monitor subject to this being less than £250 and the Clerk contacts R J Marriott’s Electrical contractors to arrange unless the Caretaker is able to repair.

 

8)         REIMBURSEMENT OF THE COST OF INSURANCE FOR THE FUN DAY

Councillor Fussey explained that she had funded the cost of the insurance on behalf of the organisers of the Fund Day as insufficient revenue had been raised prior to the event to purchase insurance. Discussion took place on arrangements for future events and the need for precise information as to who was responsible for the organisation of events.       

RESOLVED (5)

a)      That Councillor Fussey is reimbursed £152 for the insurance premium.

b)      That the Chair of Kilham Hall Management Committee is notified that any future request to hire the recreation ground is referred to the Clerk and that a written request is received.

 

9)         QUOTATION FOR TIMING DEVICES FOR THE CHANGING ROOM HEATERS

Consideration was given to a quotation denoting a cost of £198 + vat for fitting two timing devices to the heaters in the changing rooms. Discussion took place on the length of time that the heater should operate on activation.

RESOLVED (6)

That the quotation is agreed and the cycle of operation is fifteen minutes.

 

10)              RECREATION GROUND ISSUES

The following issues were raised;

·   Repairs to the perimeter fence

·   The need for a sign to denote the playground is for primary age children

 

·   The notice regarding dog fouling required relocation as it refers to the area outside of the car park.

RESOLVED (7)

a) That the Clerk asks the Parish Council Handyman to replace the missing section of perimeter fence with slats provided by Councillor Williams.

b) That a sign stating ‘This Play Area is provided for Children under the Age of 11’is obtained from Beacon Signs.

c) That the Caretaker of Kilham Hall is asked to relocate the sign relating to dog fouling to the grassed area outside of the car park utilising the metal post supplied with the notice board.

 

11)       BUILDING OF THE BALL WALL AND REVIEW OF SIZE OF THE HARD STANDING AREA

The Chair reported that she and the Clerk had met with the contractor to arrange the re-sting of the ball wall at the agreed location. Work had yet to commence on building the ball wall. Following discussion at the special meeting consideration was given to an increase in the size of the hard standing area to 12m by 8m at an additional cost of £1,175 +vat.   As agreed previously a basket ball net would need to be purchased for attaching to the ball wall.

RESOLVED (8)

a)      That the quotation for the increased size of hard standing is agreed and the contractor notified.

b) That a basketball net and post is purchased to be located on the ball wall.

 

12)              CREATION OF A DOG CONTROL ORDER

Consideration was given to the procedure drawn up by the Clerk from the DEFRA guidance document and the Dog Control Order Regulations circulated with the agenda

RESOLVED (9)

a)      That it be agreed that a Dog Control Order for Kilham Lane Recreation Ground be introduced.

b)      That the Clerk writes to DMBC to seek confirmation to progress the introduction of the order.

c)      That on receipt of confirmation from DMBC that the order can proceed an advertisement is placed in Doncaster Free Press at minimum cost and also in the September edition of the Branton and Auckley Arrow informing of the proposal to introduce the order and giving a minimum of 28 days for the receipt of any representations for consideration at the October 2011 meeting if possible.

 

13)       LOCATION OF A NEW NOICE BOARD AT OLD CANTLEY

The Clerk reported that the new Neighbourhood Area Manager and Team Supervisor had been informed of the need to determine a location for a new notice board and the Team Supervisor had agreed to look into the matter on her return from annual leave.

RESOLVED (10)

That the Clerk seeks permission from DMBC regarding permission to site the notice board in front of the stone wall opposite The Row at Old Cantley and in the event that no decision has been reached by August the matter is referred to a Ward Councillor.

 

12)       PLANNING APPLICATIONS AND UPDATE

The following new applications were considered;

 

10/03254/FUL 289 Bawtry Road	Replacement Bay window extension. New entrance +Juliet balconies and Detached summer house to rear	No Comments
11/01761/FUL 281 Bawtry Road	Erection of 3 detached house and 1 detached double garage following demolition of existing dwelling on 0.21ha of land	Comments re TPO
11/01812/FUL Chevercourt, Nutwell Lane	Alterations to garage to form residential accommodation and erection of pitched roof double garage to front	No Comments
11/01867/TPO Linden Main Street	Consent to fell 1 Lime tree in front garden TPO (215)	No Comments

 

 

Details of decisions reached since the last meeting were circulated for information.

RESOLVED (11)

That the Clerk notifies the Planning Authority of the parish council’s comments relating to the new planning applications including ensuring that any Tree Preservation Orders are complied with and that the comments of the Arboricultural Consultant tree survey are supported in respect of application 11/01761/FUL.

 

15)       HIGHWAY MATTERS

The following issues were raised;

• The need for road repairs adjacent to 46 Milton Road.
• A request for improved signage due to traffic accessing the Wildlife Park via Brockholes Lane.

RESOLVED (12)

That the Clerk notifies DMBC of the highway issues identified.

 

16)       TIMING AND CONTENT OF NEXT QUARTERLY NEWSLETTER

Consideration was given to the publication of the next newsletter taking into account the deadlines for publication in the Branton and Auckley Arrow.

RESOLVED (13)

That the next newsletter is published in the September edition of the Arrow includes the following items:

Building of the ball wall, congratulations to the organisers of the Fun Day and the support of the parish council with insurance arrangements, the proposal to introduce a dog control order, concerns over dog fouling, Chair’s attendance at the Buckingham Palace Garden Party, update on use of the football pitch if appropriate and date of the Christmas Carol Singing.

 

17)       WEBSITE ISSUES

No issues were raised in respect of this item.

 

18)       REGISTRATION OF DATA

Documentation had been circulated and advice was awaited from YLCA as to whether there was a requirement to register the parish council as a data user. The Clerk reported that it was intended to discuss the matter at the next Clerks meeting which was prior to the next parish council meeting.

RESOLVED (14)

That the item be considered at the next meeting.

 

19)       AMENDMENTS TO PARISH COUNCIL STANDING ORDERS

Consideration was given to the recommendation by NALC in respect of Standing Order No. 32 relating to the variation, revocation and suspension of standing orders and other possible changes.

RESOLVED (15)

a) That the recommendation from NALC is agreed and the Standing Order No. 32 is amended to with the number of parish councillors required to vary the order being three (in line with the quorum for meetings).

b) That any further changes are considered at the annual meeting and the Clerk prepares a report for consideration if appropriate.

 

20)       REVIEW OF INSURANCE ARRANGEMENTS

A review of the insurance requirements was undertaken for renewal of the policy on 1 September 2011.

RESOLVED (16)

a) That the Clerk arranges for the insurance of the ball wall and hard standing area when completed and any other additional items e.g. new notice board when purchased.

b) That the Clerk is authorised to pay the renewal payment by a direct bank payment subject to the premium being in line with the three year agreement made in 2010.

 

21)       YLCA TRAINING PROGRAMME 2011 INCLUDING THE POWER OF WELL BEING

Details of the course ‘What Councillors Need to Know’ had been circulated for information.

RESOLVED (17)

a) That Councillor Williams attends the course at the Doncaster venue on 3 October 2011.

b) That no Power of Well Being Training is arranged at the present time.

 

22)       FIRST QUARTER BUDGET MONITORING REPORT

The Clerk reported £6.29 bank interest received and only repairs and maintenance costs exceeded the target. The half-yearly statement would give a better picture of the budget position.

RESOLVED (18)

That the report be received and duly noted.

 

23)       FIRST QUARTER BANK RECONCILIATION

A copy of the reconciliation had been circulated electronically in advance and additional hard copies were circulated at the meeting. The report reflected a bank balance of £48,937.018.

RESOLVED (19)

That the bank reconciliation be received and duly signed by the Council Auditors.

 

24)       SIGNING OF CHEQUES/AUTHORISATION OF DIRECT BANK PAYMENTS

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

RESOLVED (20)

a) That the following cheques/payments be duly authorised:

2205	Gardener/Handyman	1st Quarter salary/travel	£633.22
2206	Gardener/Handyman	Reimbursement for Petrol for mower	£15.00
2207	Barratt Roofing	Supply of 24 Pantiles	£34.51
2208	B Fussey	Reimbursement of Fun Day Insurance	£152
D11/04	HMRC	1st Quarter Payment Tax/NI	£522.93
D11/05	Clerk	July salary/travel	£505.16
D11/06	DMBC	2nd Quarter Green Refuse Emptying	£43.92
D11/07	Officemate	2011/12 Website Maintenance	£396
D11/08	Clerk	Reimbursement re Computer Virus	£55.00

 

25)       CHRISTMAS CAROL SINGING AT KILHAM HALL ARRANGEMENTS

The Clerk reported that confirmation had been received that the Armthorpe Elmfield Band had confirmed its attendance on Wednesday 14 December 2011 at a cost of £200.  Consideration was given as to whether a collection for charity should be undertaken.

RESOLVED (21)

a)      That the Clerk arranges for the installation of the Christmas lights in line with that of previous years.

b)      That the Kilham Hall Management Committee is notified of the date of the event and a request for serving refreshments in line with previous years.

c)      That no charity collection is undertaken.

 

26)              REPORTS FROM MEETINGS ATTENDED

Members attending the Code of Conduct training stated it was highly beneficial and the meeting of the Civic Mayor had been very informal.

RESOLVED (22)

That the information be received and duly noted.

 

27)       ITEMS OF CORRESPONDENCE

Correspondence denoted on the agenda and information relating to a review of polling stations and Rights of Way matters was considered. The Clerk confirmed the settlement of the insurance claim.

RESOLVED (23)

a) That the correspondence received is duly noted.

b) That Kilham Hall Management Committee is informed of the polling station review.

c) That Councillor Williams attends the Rights of Way meeting and consultation meeting.

 

28)       DATE AND TIME OF NEXT MEETING 

RESOLVED (24)

That the next meeting be held on Wednesday 7 September 2011 at 7.00 p.m. at Kilham Hall

 

29)       CONFIDENTIAL STAFFING MATTER – EXCLUSION OF PUBLIC AND PRESS