Minutes of the Meeting of the Parish Council held on Wednesday 6 February 2013 at Kilham Hall commencing at 7.00 p.m.

 

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

  B Fussey and M Sidebottom.       

                            

IN ATTENDANCE: J Staniforth (Clerk to the Council), Ward Councillors P Schofield and Y Woodcock

 

PUBLIC PARTICIPATION

No members of the public were in attendance.

 

1)         APOLOGIES FOR ABSENCE

Apologies were received from Councillor Williams.

RESOLVED (1)

That the apologies of Councillor Williams be accepted and duly recorded.

 

2)         DECLARATIONS OF OTHER DISCLOSABLE INTERESTS AND DISPENSATION FORMS

Councillor Fussey declared a disclosable other interest in respect of Item 8. No requests for any dispensations for any item had been received.

 

3)         REPORT FROM COMMUNITY POLICING TEAM

No representative of the police was in attendance. PS Mark Butler had been contacted but no response had been received.  Members reported two burglaries in Branton at the beginning of January.

RESOLVED (2)

That the Clerk contacts PS Butler again and in the event of no response Inspector Cowling is notified.

 

4)                  REPORT FROM DMBC WARD COUNCILLORS

Councillor Woodcock reported that Councillor Jones and herself had undertaken a site visit to view amenities at the Poppyfields development and that it was felt appropriate to consult again residents regarding the provision of play facilities on the open space.  Members suggested that a ball wall could be appropriate. An enquiry was made as to whether a second pedestrian crossing could be provided on Whiphill Top Lane in order to support access to Kilham Hall and the recreation ground. An explanation was provided in respect of the procedures relating to Section 106 funding agreements and members confirmed that the request for a pedestrian crossing on Doncaster Road was for a zebra crossing for which an estimate of the cost was £30k.  The Ward Councillors present expressed support for the crossing but explained that other alternatives needed to be considered. An enquiry was made as to whether there was a need for additional bus shelters on Doncaster Road near Branton Farm Nursery.

The Chair reported that a resident using a mobility vehicle had been refused access to the new council offices and Ward Councillors stated that this should not have been the case once the building was fully operational, refusal should have only occurred during the official opening of the building and the matter would be investigated.    

RESOLVED (3)

That the Ward Councillors are thanked for their attendance and the information provided.

 

5)         MINUTES OF THE MEETING HELD ON 2 JANUARY 2013

RESOLVED (4)

That the minutes of the Parish Council Meeting be agreed and signed by the Chairman.

 

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

Consideration was given to the report provided by the Clerk relating to actions required from the previous meeting that was enclosed with the agenda.   

RESOLVED (5)

That all other information be received and duly noted.

 

7)         TO CONSIDER ANY ISSUES RAISED BY THE PUBLIC 

There were no matters to consider as no members of the public were in attendance.

           

8)         KILHAM HALL MANAGEMENT COMMITTEE REPORT

Councillor Fussey reported that the bank balance was £14,659 and that the raffle at the Carol Singing had raised £48 so it had been agreed to donate £50 to both Firefly and Aurora local cancer charities. Arrangements for the Fun Day on 23 June 2013 were progressing and the issue of insurance was discussed.  An electrical contractor had inspected the external lighting and had concluded that the transformer had burnt out in both lights. Members of the parish council confirmed that an additional phase for the electricity supply had been provided as part of the new build to take account of the shower units.

RESOLVED (6)

a) That the information be received and duly noted.

b) That clarification is sought as to whether separate insurance to that of the Management Committee was being arranged.

 

9)         REPAIRS TO THE KLARGESTER UNIT

The former Project Manager had been unable to arrange for an engineer from Lewis Engineering to visit the site and subsequently the Clerk had contacted WTE Ltd based at Selby who had provided information and were willing for an engineer to visit to inspect the Klargester at no cost on Monday 25 February 2013 at 9.00 a.m.  A detailed written report could be produced for an agreed fee.  The Klargester was required to be empty in order for a detailed inspection to be undertaken.

RESOLVED (7)

a) That a meeting with an engineer from WTE Ltd be confirmed for the agreed date to seek advice and a quotation for the cost of repairing the Klargester.

b) That the provision of a report be agreed up to a cost of £300.

 

10)       RECREATION GROUND/GARDEN ISSUES AND REPAIRS TO SWINGS

a)         Repairs to Swings

Consideration was given to a quotation for £397.14 +vat and information received relating to repairs recommended following the quarterly inspection by DMBC.     

b)                  Tree Inspection Report

Consideration was given to the report received following an inspection by a DMBC Tree Officer.

c)         Quotation for Repairs to Garden Machinery as Part of Annual Service

Following the annual service a quotation for a new throttle cable for the lawn mower costing £17.76 + vat and a blade guard for the hedgecutter costing £25.03 + vat had been received.

RESOLVED (8)

a) That the Clerk arranges the repairs to the swings

b) That quotations are sought from Greenmile Trees and at least one other local supplier to carry out the recommended removal of branches to trees at Kilham Lane and the Doncaster Road garden.

c) That the essential repairs to gardening equipment identified as part of the annual service be agreed.

 

11)       HIGHWAY MATTERS

a)         Update on Safe Crossing on Doncaster Road.

The Clerk reported that Planning Officers, Ward Councillors and the Neighbourhood Team were still in discussion as to how the Section 106 monies should be expended.

b)         Planting of Shrubs on Grass Verges

A site meeting had taken place and a quotation and recommendations were awaited.

c)         Re-Siting of Village Plinth

A DMBC Highways Officer had confirmed that the changes to the fork junction of Whiphill Top Lane were scheduled to be undertaken in April 2013 and a site meeting had been requested to determine the relocation of the village plinth.

d)         Response from C Flint MP re Speed Limits Near Schools

Further correspondence had been received from the local MP acknowledging receipt of signatures to support a reduction in the speed limit on Valley Drive and that the matter would continue to be raised with the Mayor of Doncaster.

e)                  Slurrying of Pavements at the Poppyfields Development

Residents had reported concerns following the work as it was felt that the work had spoilt the appearance of the pavements through the use of poor quality materials. A DMBC Officer had indicated that work would be undertaken to rectify the matter.

f)  Other Matters

No other matters were raised.

RESOLVED (9)

a) That an update on the resolution of the Section 106 funding be reported at the next meeting.

b) That the quotation for suitable measures to deter parking on verges be presented at the next meeting.

c) That a meeting to determine the relocation of the village plinth be arranged when the new junction work is undertaken and a request be made for the plinth to be sited on the same side of the road but further towards Auckley.

d) That the response from the local MP is received and noted.

e) That DMBC is asked when the remedial work to footpaths at Poppyfields will be undertaken.

 

12)       CREATION OF AREA PLANS LED BY DMBC

The Area Manager had responded that plans were still being developed following meetings with Ward Councillors and that arrangements would be made to contact parish councils to develop the plans in the next few weeks. Correspondence from Finningley Community Group (supplied by a third party) relating to a lack of interest in developing a Neighbourhood Plan was drawn to the council’s attention.

RESOLVED (10)

a) That the response from the Area Manager is noted and that the Clerk enquires as to whether discussion would take place at the next parish council meeting.

b) That a letter is sent to Finningley Community Group explaining that the information contained in the correspondence was felt to be inappropriate and that consideration of a Neighbourhood Development Plan had been deferred and not abandoned.

 

13)       PLANNING MATTERS

Consideration was given to application reference 13/00026/FUL for 25 Warnington Drive for a ground floor side and rear extension and conversion of a car port to a garage.

No further decisions had been reached since the last meeting. A meeting on 12 February regarding Armthorpe Parish Council’s Neighbourhood Development Plan was noted.

RESOLVED (11)

That no comments or objections be submitted in respect of the planning application considered.

 

14)       THIRD QUARTER BANK RECONCILIATION

RESOLVED (12)

That the third quarter bank reconciliation denoting a balance of £35,300.63 including the payment of £4.79 bank interest be received and authorised.

 

15)       APPOINTMENT OF INTERNAL AUDITOR FOR 2012/13 ACCOUNTS

RESOLVED (13)

That Mr J Hutchinson is appointed as the Internal Auditor for 2012/13.

 

16)       MARCH 2013 NEWSLETTER

Councillor Sidebottom withdrew from the meeting during consideration of this item.

The draft newsletter was discussed and amendments including the rewording of information relating to Section 106 funding, the inclusion of the charitable donations from the Carol Singing event and the updating of measures to protect grass verges around the parish.

RESOLVED (14)

That the draft newsletter be agreed subject to amendments identified for publication in the Branton and Auckley Arrow and on the website

 

17)       DATE OF 2013 CAROL SINGING EVENT

The Clerk reported that Mr Littlewood was available on either Wednesday 11 or 18 December 2013 and that he normally had another commitment on a Tuesday evening in December.  Councillor Sidebottom enquired about a local choir attending the next carol singing.

RESOLVED (15)

That Councillor Sidebottom is asked to seek details of the attendance of a local choir and the date of the next event is determined when this information is available.

 

18)       WEBSITE ISSUES

The Members’ Interest Forms had been uploaded but the invoice was awaited. There were no other matters to report.

RESOLVED (16)

That DMBC is asked to confirm whether spouses’ interests have been uploaded onto the DMBC website.

 

19)       HEALTH AND SAFETY POLICY STATEMENT

Consideration was given to the draft model policy statement.  Discussion took place on the need for a formal risk assessment to be undertaken by organisers when hiring parish council sites and premises.

RESOLVED (17)

a) That a Health and Safety Policy statement be agreed.

b) That an enquiry is made to the Chairman of the Auckley Show Committee regarding a formal risk assessment being undertaken for neighbouring events.

 

20)       REPORTS FROM MEETINGS ATTENDED

a)         Parish Council Joint Consultative Committee Meeting

The Chair reported that the meeting had taken place in the new Council Chamber and the following issues were raised: Community Right to Bid, Family Support Measures, New Standards procedures and an update on the Joint Charter.

b)                  Airport Consultative Committee

Councillor Worthington reported that there was an increase in cargo transportation and it was still hoped to retain the use of the Vulcan aircraft.

RESOLVED (18)

That Councillor Warrender and Councillor Worthington are thanked for the reports and the information provided.

 

21)       AUTHORISATION OF BANK PAYMENTS

Consideration was given to the schedule of payments for signature.  The Clerk explained that the original payment to Bawtry Electrical Services on 15 January 2013 had been returned.  An invoice had been received from Need a Hand Ltd for £75 for urgent repairs to the notice board on Warning Tongue Lane.

RESOLVED (19)

a) That the following payments be duly authorised:

D/12/80	Clerk	January salary	£503.11
D12/81	Bawtry Electrical Services	Payment returned and reissued as D/12/85
D12/82	Branton Farm Nursery	2 x Trellis for Clematis	£15.98
D12/83	Action for Children	Donation in lieu of payment for Carol Singing	£50.00
D12/84	Clerk	February salary	£504.91
D12/85	Bawtry Electrical Services	Installation/removal of Christmas Lights	£135
D12/86	Branton Farm Nursery	Servicing/Repairs to Garden Machinery	£181.35
D12/87	Clerk	2 x Ink Cartridges	£14
D12/88	C Humphreys	Replacement cover to Stop Valves	£45

b) That Need a Hand are contacted to request that the cost of the work is revised to reflect only the cost of any materials that were not required as a result of unsatisfactory materials at the time of purchase.

 

22)       ITEMS OF CORRESPONDENCE

Correspondence denoted on the agenda was duly considered including information relating to grant funding of the parish precept and the New Infrastructure Levy.  The latest White Rose Update had been received along with details of the next YLCA South Yorkshire Branch meeting.

RESOLVED (20)

That the items of correspondence be received and duly noted.

 

23)       DATE AND TIME OF NEXT MEETING

RESOLVED (21)

That the next meeting be held on Wednesday 6 March 2013 commencing at 7.00 p.m. at Kilham Hall