Minutes of the Annual Meeting of the Parish Council held on Wednesday 18 May 2011 at Kilham Hall commencing at 7.00 p.m.

 

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

                                    B Cheetham, M Sidebottom and N Williams (from Item 4)

                         J Staniforth (Clerk to the Council)        

IN ATTENDANCE:      Councillor Y Woodcock and 2 members of the public.

 

PUBLIC PARTICIPATION

No issues were raised by the members of the public in attendance.

 

1)         ELECTION OF CHAIRMAN

Councillor Warrender was proposed and seconded.

RESOLVED (1)

That Councillor G Warrender is elected as Chairman for the ensuing year and duly signed the Declaration of Acceptance of Office.

 

2)         ELECTION OF VICE-CHAIRMAN

Councillor Worthington was proposed and seconded.

RESOLVED (2)

That Councillor J Worthington is elected as Vice-Chairman for the ensuing year.

           

3)         CO-OPTION OF A MEMBER TO AN ORDINARY VACANCY

The Clerk reported that an expression of interest had been received from Mr N Williams a Director of the Yorkshire Wildlife Park and who had previously served as a parish councillor in Bedfordshire.

RESOLVED (3)

That Mr N Williams be duly co-opted and asked to complete and sign the relevant documents.

 

4)         SIGNING OF ACCEPTANCE OF OFFICE AND REGISTER OF INTEREST FORMS

Members were asked to complete the required documentation and forward this to the Clerk as soon as practicably possible.

RESOLVED (4)

That the Clerk collates the required documents and forwards these to the DMBC Monitoring Officer as soon as practicably possible.

 

5)         REVIEW OF STANDING ORDERS, FINANCIAL REGULATIONS AND POLICY DOCUMENTS

The Clerk reported that the Standing Orders had been revised in July 2010 however NALC had recently forwarded a revision in respect of Section 32 relating to the variation, revocation and suspension of standing Orders. New Financial Regulations had been adopted in March 2009. The insurance policy would be reviewed at the July 2011 meeting and the Asset register had been reviewed at the April meeting in the light of revised guidance from the External Auditor. All other policies had been reviewed in 2009 as part of the Clerk’s CiLCA qualification submission.

RESOLVED (5)

a) That no changes are made to existing documents but all documents be reviewed as necessary at appropriate times.

b) That the recommended revision to the Standing Orders be considered at the next meeting.

 

6)         APPOINTMENT OF REPRESENTATIVE TO THE PARISH COUNCIL JCC

RESOLVED (6)

That Councillor G Warrender is appointed as the representative to the Parish Council JCC

 

7)                  APPOINTMENT OF A REPRESENTATIVE TO THE AIRPORT COMMUNITY SUB COMMTTEE

RESOLVED (7)

That Councillor J Worthington is appointed as the representative to the Airport Community Sub-Committee.

 

8)         APPPOINTMENT OF KILHAM HALL MANAGEMENT COMMITTEE REPRESENTATIVES

RESOLVED (8)

That Councillors B Fussey and N Williams are appointed as the representatives.

 

9)         APPOINTMENT OF COUNCIL AUDITORS 

RESOLVED (9)

That Councillors B Cheetham and M Sidebottom are appointed as the two Council Auditors.

 

10)       APOLOGIES

The Clerk reported that apologies had been received from Councillor Fussey

RESOLVED (10)

That the apologies of Councillor Fussey be received and accepted.

 

11)       DECLARATION OF PERSONAL AND PREJUDICIAL INTERESTS

A declaration of personal and prejudicial interest was received from Councillor Sidebottom in respect of item 22 relating to the publication of the quarterly newsletter in the Branton and Auckley Arrow and a declaration of personal interest was received from Councillor Worthington in respect of Item 16.

 

12)       COMMUNITY POLICING REPORT

No report had been made available but Councillor Worthington reported that in March there had been five burglaries to dwellings and one other. The use of the speed gun in the parish had been noted. The Chair referred to an incident where a member of the public refused to refrain from walking a dog on the recreation ground and had subsequently contacted the police to ascertain advice as to whether dogs could be legally prohibited. A PCSO had contacted the Chair and stated that as the land was private it was possible to restrict access but appropriate notices needed to be placed.

RESOLVED (11)

That the information be received and noted.

 

13)       DMBC WARD COUNCILLORS REPORT

Councillor Woodcock was welcomed to the meeting and reported that Councillor Schofield had been re-elected as a Finningley Ward Councillor and had sent apologies along with Councillor Jones.  Councillor Woodcock in response to the enquiry to Councillor Jones explained that the Council’s Overview and Scrutiny Committee had expressed reservations over the proposals for Gypsy Stop Over sites and the government had since placed a stop on the legislation and therefore the matter would not be progressed at the present time.   Members enquired as to whether any further consideration had been given to a site suggested in a neighbouring parish adjacent to an existing site. Councillor Woodcock explained that there were some concerns that this could create conflict with existing travellers. Also reported was that the Archbishop of York had visited the Mansion House and that a new DMBC South Area Locality Manager was expected to be appointed in June/July, in the interim the Neighbourhood Manager for Armthorpe was overseeing matters in the South area.  A message of appreciation was extended for the work undertaken by the parish councillors.

RESOLVED (12)

That Councillor Woodcock is thanked for her attendance.

 

14)              MINUTES OF THE MEETINGS  HELD ON 6 AND 15 APRIL 2011

RESOLVED (13)

a) That the minutes of the Parish Council Meetings held on 6 and 15 April 2011 are agreed as a true record and signed by the Chairman subject to the inclusion of; ‘That the payment received be reviewed annually’ as Resolved (2) f) in the minutes of 15 April 2011.

b) That the minutes of the Annual Parish Meeting be noted and presented at the next Annual Parish meeting.

 

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

a) Neighbourhood Issues – DMBC had confirmed that a dog litter bin was available and resources to site it on the land off Valley Drive were awaited. The cost to provide a hard surface to the piece of untended land was £138.60.

b) Highway Matters – An inspection was to be undertaken on Gatewood Lane adjacent to Fir Trees to ascertain the need for any road repairs to be undertaken prior to the annual inspection in September 2011.   Work to re-seed the grass verges on Doncaster Road would not be undertaken until the issue of vehicles parking on the verges had been resolved. The speed sign entering Branton from Auckley was seen to be operational and therefore had not been reported for repair.

c) Recreation Ground – The second phase of the re-seeding work had commenced and consideration was given to a response received from the football team following the special meeting on 15 April 2011. Members clarified that the parish council had not agreed to provide a water supply but would advise where a source may be available for the football team to use. The football team representative had been contacted and informed that a decision must be made as to whether the pitch was to be cordoned off for the Fun Day on 18 June 2011.  The issue of car parking in the event of evening matches taking place was discussed.  The four damaged showers had been replaced and a switch fitted to isolate the water supply to the showers. The contractor had confirmed that all six showers were working and that the new showers had a two year manufacturer guarantee which had been registered and the labour had a one year guarantee.  An order had been placed for a larger green refuse bin and delivery was awaited. The repairs to the vehicular access gate had been completed.

d) Community - A reply from DMBC in respect of the planning application relating to Willow Farm stated that the work in connection with planning consent should be completed within six months and items based at the site relating to the owner’s business were to be removed.  The Clerk advised that the proposed notice board would not fit in the current siting at Old Cantley and alternatives were considered.  Watering of the trees on Valley Drive had not been undertaken as it had not been necessary and the Gardener/Handyman had raised concerns over the amount that would be required to be carried. Members reported that it was felt that the trees were in a satisfactory condition. DMBC had provided information regarding appropriate trees that could be planted at Langton Gardens.

e). Finance – YLCA had confirmed that whilst legislation was awaited to permit on-line banking, providing there was a satisfactory audit trail there was no reason not to undertake this to improve efficiency. No response had been received from npower.

RESOLVED (14)

a) That the cost quoted for providing a hard surface to the area of untended land on Whiphill Top Lane be agreed and DMBC is asked to complete the work as soon as possible.

b) That the Clerk contacts the community PCSO to request that residents are informed to refrain from parking on the grass verges.

c)  That the Clerk writes to the football team to arrange for the cordoning off of the football pitch area and to inform that any watering of the pitch needs to be arranged by the team and there cannot be exclusive use of the car park and alternative parking would need to be found if the hall was in use.

d) That permission is sought from the owner of ‘Home Front’ in Old Cantley to site a new notice board at the side of the property.

e) That further information relating to the recommended trees is made available for the next meeting.

f)  That the Clerk commences on-line banking as soon as practicably possible.

g) That all other action and information is noted

 

16)       KILHAM  HALL MANAGEMENT COMMITTEE REPORT AND REQUESTS

Councillor Worthington reported that the current level of bookings was very good and the caretaking arrangement was working well. There were some damaged roof tiles and discussion took place as to whether the parish council or the management committee should be responsible.  The council’s Gardener/Handyman had previously replaced the lower tiles on the changing rooms building and could be asked to replace those at the same level on the hall building.  The Chair agreed to contact the builder of the hall to order 24 tiles.

It had been noted that cars had parked in the car park on personal business and the Caretaker had been unable to lock the vehicle access gate. The organisers of the Fund Day on 18 June had requested the use of toilet facilities in the changing rooms.

RESOLVED (15)

a) That the information be noted and it be agreed that the parish council acquire and store a stock of roof tiles and these be replaced by the council’s Gardener/Handyman where appropriate and the Clerk notifies the management committee of the decision.

b) That the Clerk arranges for a sign size A3 to read ‘Car Parking for Kilham Hall Patrons Only’

c)  That the use of the changing room facilities is agreed for the fun day and the Clerk notifies the organiser that arrangements must be made to check the facilities every 30 minutes and that they are cleaned after use.

 

17)       RECREATION GROUND ISSUES AND SIGN PROVISION TO PROHIBIT DOGS

Following the incident with the member of the public and discussions with the community PCSO discussion took place on the appropriate wording for signs to advise the public that dogs were not permitted on the recreation ground.

A representative of the British Heart Foundation had requested a collection service from the car parking area of the hall.

The Clerk reported that a small area of the playground needed repair.

RESOLVED (16)

a) That the Clerk obtains further information regarding the legal position including any Bye Laws relating to dogs in order to consider at the next meeting the appropriate signage.

b) That the Clerk informs the Fun Day organiser that dogs (other than guide dogs) are prohibited from the recreation ground.

c)      That British Heart Foundation is advised that the collection of charity bags from Kilham Hall is not supported.

d)      That the Clerk arranges for the repair of the playground surface.

 

18)              QUOTATIONS FOR THE BUILDING OF A BALL WALL

Consideration was given to two quotations received from M Nuttall and M Gaffney.

RESOLVED (17)

That the two contractors are asked to provide a separate costing for the building of the wall without support walls,  a goal area marked in blue brick, a date work can commence and the cost of a hard standing surface for consideration at the next meeting.

 

19)              RECEIPT OF THE INTERNAL AUDIT REPORT FOR 2010/11 ACCOUNTS

A copy of the report circulated with the agenda denoting that no action was required was received.

RESOLVED (18)

That the report is received and the Clerk be thanked for maintaining the accounts to a high standard.    

 

20)       PLANNING APPLICATIONS AND UPDATE

The following new applications were considered;

10/03254/FUL 289 Bawtry Road	Erection of two storey pitched roof extension to side/rear	No Objections
11/1009/FUL  3 Hallside Court	Erection of first floor pitched roof extension and garage to front	No Objections
11/1169/FUL The Farm, Main Street	Erection of single storey sun room extension to rear of detached house	No Objections
11/1012/CPE  Acres Ranch	Certificate of lawful use of land for agriculture, leisure and domestic cartilage	No Objections
11/01044 – FUL Glenfern, Doncaster Road	Erection of two storey pitched roof extension to side/rear	No Objections
11/01256/TPO – The Briars, Whiphill Top Lane	Crown clean and deadwood 1 x Ash tree	No Objections
11/01345/ADV – Bus Shelter on Bawtry Road	Installation of illuminated light box for display of posters	No Objections

Details of decisions reached since the last meeting were circulated and a response from a joint owner of the adjacent property to Chapel Corner in respect of application 11/00500/FUL was reported.

RESOLVED (19)

a) That the Clerk notifies the Planning Authority of the parish council’s recommendations relating to the new planning applications.

 

21)       HIGHWAY MATTERS

The following issues were raised;

• A raised manhole cover on New Road

 

• An unlit lamp post prior to the bus stop opposite the Three Horse Shoes on Doncaster Road
• The poor condition of the footpath outside the new property on the corner of Chapel Lane and Moor View
• Concerns for the safety of motorists and pedestrians at the fork area junction of Whiphill Top Lane and New Road.

RESOLVED (20)

a)      That the Clerk notifies the relevant DMBC departments of the highway issues identified.

b)      That a letter is sent to Mr J Harniess requesting that the overhanging trees are trimmed back so as not to obscure the view of motorists entering or leaving the junction at the fork area of Whiphill Top Lane.

c)      That DMBC’s Highway Department are asked to consider any measure that may improve the safety of the junction at the fork are of Whiphill Top Lane e.g. new road markings.

 

22)              PUBLICATION OF JUNE 2011 NEWSLETTER

Councillor Sidebottom withdrew from the meeting whilst consideration was given to items to be included in the next edition of the Branton and Auckley Arrow.

RESOLVED (21)

That the following items be included within the next newsletter for publication in the Branton and Auckley Arrow and the parish council website;

Annual Parish Council Meeting - Member Information and date of next meeting, Dogs prohibited from the recreation ground, building of a ball wall and support for the Fun Day on 18 June 2011.

 

23)       QUOTATION FOR THE RE-SEALING OF THE ROSE GARDEN SURFACE

The Clerk reported that Driveways of Distinction had confirmed that only one coat of sealant was necessary and that any repair work was included within the quotation price.

RESOLVED (22)

That the Clerk arranges for the re-sealing of the Rose Garden surface with Driveways of Distinction.      

 

24)              WEBSITE ISSUES

The Clerk reported that there had been a delay uploading the March minutes and on contacting the webmaster this had been due to personal reasons.

RESOLVED (23)

That the information be received and duly noted.

 

25)       NOMINATIONS FOR YLCA SOUTH YORKSHIRE BRANCH EXECUTIVE

RESOLVED (24)

That Parish Councillor D Liddle (Silkstone Parish Council) and serving Chair is nominated as Chairman and Mr M Summers of Bawtry Town Council is nominated to serve on the YLCA South Yorkshire Branch Executive Committee.

 

26)       NOMINATIONS FOR DMBC STANDARDS COMMITTEES

RESOLVED (25)

a) That R Johnson (Finningley Parish Council) is nominated to serve as a parish council representative on the Standards Committee.

b) That N McCarron (Blaxton Parish Council) and M Summers (Bawtry Town Council) are nominated as representatives to the DMBC Standards (Parish Councils) Sub Committee.

 

27)       SIGNING OF CHEQUES

Consideration was given to the schedule of cheques for signature.   

RESOLVED (26)

a) That the following cheques be duly authorised:

2194	Clerk	May salary/travel	£523.36
2195	R J Marriott	Replacing Smoke Alarm	£151.20
2196	DMBC	Emptying Green Refuse 1st qurt	£36.00
2197	New Dawn Plumbing & Heating	Replace 4 showers/fit switch	£1,388.08
2198	C Humphreys	Repair to Entrance Gate	£85.00
2199	Branton Farm Nurseries	Compost & Fertilizer	£16.98
2200	J Hutchinson	Internal Audit fee	£70.00
2201	Branton St Wilfrid’s PTA	Section 137 Donation (toy box)	£150

 

28)       YLCA TRAINING PROGRAMME AND DMBC CODE OF CONDUCT TRAINING

RESOLVED (27)

a) That arrangements be made to attend the Code of Conduct Awareness Raising Session at the Mansion House as follows; Councillors G Warrender and M Sidebottom on 29 June at 10.00 a.m., Councillor Y Butterworth on 29 June at 6.00 p.m. and Councillor N Williams on Tuesday 12 July at 2.00 p.m.

b) That the Clerk contacts Councillor Fussey to enquire as to her availability to attend

c) That it be noted that Councillor Worthington had arranged to attend through Auckley Parish Council and the Clerk had arranged to attend on Tuesday 12 July 2011.                

 

29)       ITEMS OF CORRESPONDENCE

Correspondence denoted on the agenda was duly considered;

RESOLVED (28)

That the correspondence received is duly noted.

 

30)       REPORTS FROM MEETINGS ATTENDED

a)         Airport Consultative Committee – 14 April 2011

Councillor Worthington reported her attendance at the meeting and that consideration was being given to combining a number of committees for efficiency purposes.

b)         Internal and External Audit Course – 19 April 2011

The Clerk reported that the course had been very beneficial.

c)         Doncaster Clerk’s Group – 9 May 2011

The Clerk reported that Hatfield Town Clerk had relinquished the role of convenor and she had agreed to undertake the role for the present time.

RESOLVED (29)

That the reports are received and the information duly noted.

 

31)       DATE AND TIME OF NEXT MEETING AND SCHEDULE OF MEETINGS FOR 2011/12

RESOLVED (30)

a) That the next meeting be held on Thursday 9 June 2011 commencing at 7.00 p.m. at Kilham Hall

b) That the schedule of meetings from July 2011 be agreed.