Minutes of the Meeting of the Parish Council held on Wednesday 7 September 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), Councillor A Jones (Item 4) and 1 member

                                      of the public

 

PUBLIC PARTICIPATION

A resident of Hatfield attended the meeting to provide information on the implications of DMBC’s Policy No. 13 within the Core Strategy which had recently been submitted to the Secretary of State for approval. This related to the development of green field sites by travellers, gypsies and showmen but no other individuals.  This was felt to provide an unfair advantage to a minority group. In addition Doncaster has in excess of seventy sites and Harrogate has only two. In order to raise the profile of the issue parish councils were urged to write to DMBC to object to the policy and to join with other council’s in the eastern part of Doncaster to lobby for change. The deadline for objections was reported as November 2011.

 

1)         APOLOGIES

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

 

2)         DECLARATION OF PERSONAL AND PREJUDICIAL INTERESTS

Declarations of personal interest were received from Councillor Fussey in respect of item 7c) and Councillor Williams in respect of item 7b relating to signage for the Yorkshire Wildlife Park).

 

3)         COMMUNITY POLICING REPORT

The Safer Neighbourhood Team had provided a crime report for the month of August which had also been considered at the PACT meeting on 6 September attended by the Chair and Vice-Chair and denoted a suspect had been arrested in connection with burglaries in Branton. The next PACT meeting would be held in Bawtry on 11 October 2011.  The Chairman reported that an allegation of the occupation of some industrial units had been referred to the police.  Police Officers had also been observed inspecting green refuse bins around the area recently.

 

4)         DMBC WARD COUNCILLORS REPORT

Councillors P Schofield and Y Woodcock had tendered apologies due to other meetings. Councillor Jones reported on the potential implications of the reduction in public expenditure on the delivery of DMBC services particularly Adult Care provision and discussions were taking place as to what changes could be enacted to ensure continued delivery of essential services. Members asked if the number of residents in the parish receiving support could be provided. Information was requested by members on the implications of Policy No. 13 and Councillor Jones proposed that a member of the Planning Department attend a future meeting and that he would provide information for the next meeting. Concern was also raised over the demolition of a property on Doncaster Road/Quarry Lane where the security fencing around the perimeter was deemed to be an eyesore. Councillor Jones agreed to investigate the matters raised and provide a response for the next meeting.

RESOLVED (1)

That Councillor Jones be thanked for his attendance and the information provided.

 

5)                  DISCUSSION WITH DMBC NEIGHBOURHOOD TEAM OFFICERS

This item was deferred to the next meeting due to the receipt of apologies from the Area Manager.

 

6)         MINUTES OF THE MEETING HELD ON 6 JULY 2011

RESOLVED (2)

That the minutes of the Parish Council Meeting held on 6 July 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 new dog litter bin off Valley Drive had been sited but in an incorrect location. The clearing and surfacing work to the piece of untended land would be undertaken in the near future.  

b) Highway Matters – Notification has been received that a number of potholes have been repaired on Gatewood Lane but no further details have been provided regarding road repairs adjacent to Fir Trees. The annual inspection is due in September 2011. As no funding is currently available for improvements to the junction at the fork area of Whiphill Top Lane no further information was available at the present time. 

Overhanging hedging at Oaktree Road and Langton Gardens had been addressed. A new sign for footpath No.13 has been erected. Road repairs have been undertaken on Milton Road. An acknowledgement has been received in respect of additional signage for Yorkshire Wildlife Park.  Councillor Williams provided an update on this issue. Correspondence has been sent by the Neighbourhood Team to residents of Moor View re parking on pavements.

c) Kilham Hall – The fault to the CCTV monitor has been rectified by the purchase of a new lead. The Chairman of the Management Committee has been notified regarding the need to notify the Clerk of any requests to hire the recreation ground and of DMBC’s review of polling stations.

d) Recreation Ground – The surplus refuse bin had been collected.  The Handyman has collected the roof tiles and replaced cracked low level tiles. Timing switches of ten minute duration have been fitted to the heaters in the changing rooms. The Handyman has fitted the new sign re the age limit for children using the playground. An advertisement has been placed in Doncaster Free Press/ The Advertiser and Thorne Gazette regarding the dog control order. Any comments will be presented to the next meeting.

e) Community – 2011 Christmas Activities – The installation of the Christmas lights has been arranged and the list of carols is being revised to send to School’s Head Teacher for approval.

Finance – All salary payments will now be made direct.  Insurance cover has been arranged for the ball wall which has increased the cost slightly above the estimated amount.

f) Council – The Standing Orders have been updated but some formatting was still needed.

RESOLVED (3)

a) That the Clerk contacts DMBC regarding the relocation of the new Dog Litter bin off Valley Drive.

b) That the Clerk contacts the Highways Authority again regarding the need for road repairs on Gatewood Lane outside Fir Trees.

c) That the Clerk enquires of the Highways Authority as to whether funding is likely to be made available for improvements to the fork area junction of Whiphill Top Lane in the next financial year.

c) That the Clerk seeks confirmation from DMBC that a letter has been sent to the resident on Moor View.

e) That the cost of the purchase of a CCTV lead by Kilham Hall be reimbursed.

f) That the revised Standing Orders be circulated to members.

g) That all other action and information is noted

 

8)         CONSIDERATION OF ITEMS RAISED BY THE PUBLIC

Discussion took place on the information provided by the resident relating to Policy No. 13 of the Core Strategy and that no other concerns had been highlighted by any other source including Ward Councillors or local press.

RESOLVED (4)

That the Clerk seeks further information from DMBC relating to Policy No.13 including the last day that objections can be raised and the issue be considered further at the next meeting.

 

9)                  KILHAM  HALL MANAGEMENT COMMITTEE REPORT

Councillor Fussey reported that two new members (one of which had been appointed as Booking Clerk) had been appointed to the management committee. Bookings for use of the hall were continuing well and the current balance was around £11,696. It was explained that the CCTV had a facility to view and a second monitor could be purchased. The insurance premium had been renewed.

RESOLVED (5)

a) That the report is received and noted.

 

10)       PURCHASE OF THERMOS FLASKS

RESOLVED (6)

That the purchase of thermos flasks be not agreed as these were not felt to be required.

 

11)       RECREATION GROUND ISSUES

The following issues were raised;

a)                  Condition of Football Pitch and the deferment of commencement of football matches

b)                  Purchase of Wire Netting to Complete Repairs to the Perimeter Fence

c)                  Purchase of Fence Panels for Fence Surrounding Kilham Hall

d)                  Re-Siting of Notice ‘ Please do not Allow Dogs to Foul This Area’

e)                  Purchase of a ‘No Ball Games’ Sign

f)                    Quotation to Repair Side Access Gate at Kilham Hall

g)                  Quotation to repair front access gate and for application of preservative

h)                  Purchase of Basketball Net

i)                    Painting and maintenance of play apparatus.

j)                    Removal of deceased bush at the entrance to the recreation ground.

RESOLVED (7)

a)      That the Chair contacts ‘Green Thumb’ to obtain free advice for consideration at the next meeting  regarding the recreation ground including weeding and feeding and the height of grass cutting in order for this to be considered when tendering for the 2012/13 grounds maintenance contract.

b) That a supply of ‘weld mesh’ type netting is obtained from Torne Valley Suppliers to complete the perimeter fence repairs and that Councillor Williams liaises with the Clerk regarding collection.

c) That the purchase of additional fence panels surrounding KIlham Hall be deferred until required.

d) That the relocation of the notice relating to dog fouling be deferred pending monitoring of the situation.

e) That the purchase of a ‘No Ball Games’ sign be deferred pending monitoring of the issue.

f)  That the quotation from L Park to repair the side access gate for £38 be agreed.

g) That the quotation of £185 from Need a Hand Ltd. for repairs to the front access gate post and applying preservative to the front section be agreed.

h) That quotations be obtained from Record and SMP for a basket ball post for consideration at the next meeting.

i) That the Handyman is asked to undertake painting of areas of play apparatus where a supply of paint exists and that preservative is applied to the three upper wooden platforms. Suitable ‘wet paint’ signs would need to be in place when work is completed.

j) That the deceased bush remains in situ for the present time.

 

12)       LOCATION OF A NEW NOICE BOARD AT OLD CANTLEY

The Clerk reported that the new Neighbourhood Area Manager and Partnership Development Officer had visited Old Cantley to consider the new notice board being located opposite The Row but felt that the Highways Authority was unlikely to agree this as the pavement was too narrow. On examining a number of locations it was felt the most suitable location was the existing site with the plant trough being removed to enable the new notice board to fit in the space. Need a Hand had visited the site again and confirmed that it would fit. The notice board had been ordered and delivered to Need a Hand pending agreement of the location.

RESOLVED (8)

That the proposed location and removal of the plant trough be agreed.

 

12)       PLANNING APPLICATIONS AND UPDATE

The following new applications were considered;

 

311 Bawtry Road 11/01928 309B Bawtry Road11/011975	Remove 5 lower branches from Eucalyptus tree Crown clean/remove dead wood from Sweet Chestnut tree	No Comments
11/02067/FUL 39 Warning Tongue Lane	Two storey pitched roof extension to side +one dormer window and formation of rooms in roof space	No Comments
11/02070/MAT 30 Warnington Drive	Conversion of detached garage to annexe/alterations and erection of single storey pitched roof front extension (being amendment to 10/01201/FULFT granted 30/06/10	No Comments
11/01646/TCON 31 Warning Tongue Lane	Tree Preservation Order for 1 Oak Tree as it felt detrimental to area to remove	Support TPO

 

 

Details of decisions reached since the last meeting were circulated for information including an application for 12 Silverdale Close that had now been granted. Also reported was the withdrawal from the agenda of the Planning Committee of the application in respect of the first phase of the Manor Farm development following a meeting with the Railway Authorities.

RESOLVED (9)

a) That the Clerk reports the decisions reached to the Planning Authority

b) That consideration is given to the enforcement notice 11/00062/COU10 relating to Willow Farm at the next meeting.

 

14)       HIGHWAY MATTERS

The following issues were raised;

• The poor condition of pavements on Carlton Close mainly due to tree roots
• The affect of tree roots to the pavement outside of 52 Milton Road
• Surplus water collecting on the corner of Moor View and Chapel Lane
• Protruding grate cover on Doncaster Road/New Road opposite Three Horse Shoes
• Deteriorating condition of the footpaths on Moor View
• Car parking on the pavement at Moor View (reported to the police)

RESOLVED (10)

That the Clerk notifies DMBC of the highway issues identified.

 

15)              CONSIDERATION ON WINTER AND FUTURE GARDEN REQUIREMENTS

Members raised the issue of the planting of the village plinths and that these had been disappointing.

The Chair reported that flowering cherry trees were priced at £39 and golden robina were £140 for two at the local garden centre which were felt appropriate replacements for deceased trees on Langton Gardens. Consideration was also given to a suitable replacement for the spiral tree that had been removed from the Rose Garden.

RESOLVED (11)

a)      That the Handyman obtains a supply of top soil and manure for application to the village plinths.

b)      That dwarf wall flowers are planted in the village plinths during autumn for spring flowering.

c)      That flowering cherry trees are purchased as replacements for trees on Langton Gardens.

d)      That a salix plant is purchased as a replacement for the spiral tree in the Rose Garden.

e)      That begonias and geraniums are purchased for the plinths for summer flowering.

 

16)       WEBSITE ISSUES

There were no general issues relating to the website to be considered. The Clerk reported the receipt of a request for the provision of a ‘three way link’ from a company and DMBC had offered to provide a link from the DMBC website if required.

RESOLVED (12)

a)      That a ‘three way link’ be refused as it was felt any advertising was inappropriate.

b)      That a link from DMBC’s website to the parish council website be agreed.

 

17)       REGISTRATION OF DATA

The Clerk reported that most parish councils had not registered with the Data Protection Officer although two Councils had been advised it was necessary and had done so. A response was still awaited from YLCA.

RESOLVED (13)

That registration be deferred pending the receipt of further advice.

 

18)       ADOPTION OF A GRIEVANCE AND DISCIPLINARY PROCEDURE

RESOLVED (14)

That the draft policy be agreed and adopted with immediate effect.

 

19)       SIGNING OF CHEQUES/AUTHORISATION OF DIRECT BANK PAYMENTS/PROCEDURES FOR PAYMENT BY DIRECT BANK CREDIT

Consideration was given to the schedule of cheques/bank payments for signature/authorisation and appropriate authorisation limits to meet audit requirements.

RESOLVED (15)

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

D11/09	Clerk	August Salary	£497.16
D11/10	YLCA	Training Course (N Williams)	£35.00
D11/11	DMBC	Grounds Maintenance (Months 1-3)	£249.62
D11/12	LMN Contracts Ltd.	Ball Wall	£6,690.00
D11/13	LMN Contracts Ltd.	Tarmac Area for Ball Wall	£6,810.00
D11/14	Came and Company	Annual Insurance Premium	£1,472.38
D11/15	Plantscape	Notice Board (Old Cantley)	£870.00
D11/16	Beacon Signs	Sign (Under 11s for play area)	£26.40
D11/17	Clerk (Reimbursement)	Postage/DFP Advert/Ink Cartridges	£127.81
D11/18	Clerk	September Salary	£506.76
D11/19	Arrow Publications	Autumn Newsletter	£114.00
D11/20	BDO	External Audit Fee	£342.00

b) That the Clerk be authorised to direct bank payments not exceeding £3,000 per day.

c) That the Clerk be authorised to pay the quarterly salary of the Handyman and the quarterly HMRC payment on the last working day of each quarter where appropriate.

 

20)       REQUEST FOR A DONATION TO DRI (GYNAECOLOGICAL UNIT) FOR A FAMILY ROOM

Consideration was given to a request for a donation to refurbish a family room in the Women’s hospital.

RESOLVED (16)

That due to the current financial situation no donation is made on this occasion.

 

21)              REPORTS FROM MEETINGS ATTENDED

a)      PCJCC (12 July 2011) – The Clerk provided a brief report from the written report and that details of Section 106 funding available would be provided at the next PCJCC meeting.

b)      Airport Consultative Committee (21 July 2011) – Councillor Worthington reported that a new Managing Director was now in post, a review of the number of training flights was to be undertaken following complaints received relating to noise levels.

c)      Public Rights of Way Forum (21 July 2011) Councillor Williams reported that the meeting was very well attended and discussion covered the whole of the borough. The re-routing of a footpath at Parrots Corner was being considered.

d)      YLCA South Yorkshire Branch Meeting (27 July 2011) – The next meeting would be at Kilham Hall on Wednesday 19 October 2011 at 7.00 p.m.

e)      PACT Meeting (6 September 2011) – This item was covered in item 3 of the agenda

RESOLVED (17)

a) That the reports are received and the information duly noted.

b) That the written report relating to the PCJCC meeting on 12 July is circulated with the next agenda

 

22)       ITEMS OF CORRESPONDENCE

Correspondence denoted on the agenda was considered and duly noted.

 

23)       DATE AND TIME OF NEXT MEETING/CLERKING ARRANGEMENTS

RESOLVED (18)

a) That the next meeting be held on Wednesday 5 October 2011 at 7.00 p.m. at Kilham Hall

b)  That in the event of the Clerk attending directly from another meeting, arrangements be made with the Vice-Chair regarding the provision of documents and the recording of business in the event that the Clerk is unavoidably delayed.