Minutes of the Annual Meeting of the Parish Council held on Wednesday 2 May 2012 at Kilham Hall commencing at 7.00 p.m.

 

PRESENT:            Cllrs G Warrender (Chairman), Y Butterworth, B Fussey and M Sidebottom 

                                 

IN ATTENDANCE:   J Staniforth (Clerk to the Council)

 

PUBLIC PARTICIPATION

No members of the public were 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)         DECLARATION OF PERSONAL AND PREJUDICIAL INTERESTS

A declaration of personal and prejudicial interest was received from Councillor Sidebottom in respect of item 21 relating to the publication of information in the Branton and Auckley Arrow and a declaration of personal interest was received from Councillor Fussey in respect of Items 13c), 14 and 15 relating to Kilham Hall. Members present confirmed that there were no amendments to the Register of Interests.

 

4)         APOLOGIES

The Clerk reported that apologies had been received from Councillors J Worthington and B Cheetham

RESOLVED (3)

That the apologies of Councillors J Worthington and B Cheetham be received and accepted.

 

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

The Clerk reported that the Standing Orders had been revised in July 2011 and no further advice had been received regarding any further amendments. New Financial Regulations had been adopted in March 2009 and reviewed in 2011. The insurance policy would be reviewed at the July 2011 meeting and the Asset register had been reviewed at the April 2012 meeting. Consideration was given to membership of YLCA, RAY and to subscriptions to LCR.  No advice had been received regarding recommended changes to the Complaints Procedure or Freedom of Information policy.

RESOLVED (4)

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

b) That membership of YLCA, RAY and the subscription to LCR continue for one year.

 

6)         APPOINTMENT OF A REPRESENTATIVE TO DMBC PARISH COUNCIL JOINT CONSULTATIVE COMMITTEE

RESOLVED (5)

That Councillor G Warrender is appointed as the representative to the PCJCC

 

7)                  APPOINTMENT OF A REPRESENTATIVE TO THE NOISE MONITORNG AND ENVIRONMENTAL SUB COMMTTEE

RESOLVED (6)

That Councillor J Worthington is appointed as the representative to the Noise Monitoring and Environmental Sub-Committee.

 

8)         APPPOINTMENT OF KILHAM HALL MANAGEMENT COMMITTEE REPRESENTATIVES

RESOLVED (7)

a) That Councillors B Fussey is reappointed as a representative.

b) That the appointment of a second vacancy is deferred for consideration at the next meeting and the Clerk clarifies the Trust Deed as to whether the parish council can appoint a representative other than an elected representative.

 

9)         APPOINTMENT OF COUNCIL AUDITORS 

RESOLVED (8)

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

 

10)       REPORT FROM COMMUNITY POLICING TEAM

No representative of the police was in attendance. The Clerk read the response received from Chief Inspector Neil Thomas relating to recent incidents at Quarry Lane. The letter sent to DMBC’s Assistant Director (Housing) regarding the issues at Quarry Lane had been forwarded to DMBC’s Principal Planning Investigation Officer who had explained that as no planning use had actually occurred there was no action to be taken. If attempts were made to establish an unlawful encampment then that could require intervention by the Planning Authority. Councillor Fussey reported that a number of outbuildings had been broken into in Branton but on some occasions no actual items had been stolen. It was also reported that the gates at the entrance of the motorway service point on Gatewood Lane had been stolen and that a number of logs had been placed across the entrance.  It was noted that the latest SNT report denoted use of the speed gun on 10 February and 19 March 2012.

RESOLVED (9)

a) That the information is received and noted.

b) That a copy of the correspondence from South Yorkshire Police and the Planning Authority is provided for information to the Chair.

 

11)       REPORT FROM DMBC WARD COUNCILLORS AND UPDATE ON THE FLEXIBLE BUDGET

Councillors P Schofield and A Jones had sent apologies but had confirmed that the next meeting to consider the requests for funding from the flexible budget would take place on 17 May 2012. The Neighbourhood Manager had also acknowledged the request.

RESOLVED (10)

That the information is received and that an update is sought following the meeting on 17 May 2012.

           

12)       MINUTES OF THE MEETINGS HELD ON 4 APRIL 2012

RESOLVED (11)

a) That the minutes of the Parish Council Meeting held on 4 April 2012 be agreed and signed by the Chairman.

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

 

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

a) Highway Matters – DMBC had agreed to provide ‘No Parking’ signs for the grass verges opposite Branton Farm Nursery and at Chapel Lane. No response had been received from BT regarding parking on pavements thereby obstructing pedestrians but no further incidents had occurred. No acknowledgement had been received from Royal Mail regarding driving over the grass verges on Saturdays. The potholes on Gatewood Lane had been repaired.

b)      Recreation Ground – The Handyman had fitted a hook to the disabled access gate, the weed and feed treatment had had not been undertaken due to the amount of rain and would be undertaken as soon as there was a 48 hour period of no rain. Painting of the play apparatus had not been undertaken due to the weather and was awaited. A note had been inserted in the Arrow magazine asking that ‘Wet Paint’ signs be observed. The resurfacing of the play area was now scheduled for 9-11May 2012 due to the weather. DMBC had returned the key to vehicular access gate and this had been given to the Playgrounds UK. The Handyman had fitted the new sign to the gate at the entrance to the field.

KIlham Hall – The Management Committee had been reimbursed the £150 insurance excess for repair of the Klargester Unit and the side gate had been delayed due to inclement weather.

c) Community – Stakes had been purchased and attached to the new trees on Langton Gardens, a letter had been sent to the resident who had requested a crossing point on Doncaster Road, replies from the police and DMBC were reported under Item 10. Arrangements would be made for bedding plants to be planted in the plinths at the end of May.

d)      Planning - DMBC had expressed appreciation for the completion of the ‘Open Space’ survey.

e)      Staffing Matters - Due to the confidential nature of the information to be discussed this item is excluded from publicat ion.

RESOLVED (12)

a)      That the Clerk notifies Kilham Hall Management Committee of the revised dates for the resurfacing of the Play Area explaining that a skip may be sited on the car park and that lorries may need to visit to deliver and remove equipment from the site.

b) That Royal Mail is contacted again to inform of the continuing driving over the grass verge adjacent to the post box on Saturdays.

c) That all other information is received and duly noted.

 

14)       KILHAM HALL MANAGEMENT COMMITTEE REPORT

Councillor Fussey reported that the account reflected a balance of over £13k and that consideration was being given to an application for charitable status. Members expressed disappointment that the Queen’s Jubilee celebrations seemed to be geared to events only for young children and therefore it was a missed opportunity to promote wider community spirit. The main hall was currently being repainted.

RESOLVED (13)

That the information be noted

 

15)       RECREATION GROUND/GARDEN ISSUES AND REQUEST FOR USE OF THE GROUND FOR FOOTBALL TRAINING

Consideration was given to a request from Branton Under 11/12 Football Club to use the recreation field for football training on Wednesday between 5 – 7 p.m. and Saturdays between 9.30 a.m. and 12 noon, no other facilities were required. The Coach had confirmed that insurance had been obtained through the Football League. The request for an end of season barbecue from the football club had been withdrawn. The Clerk reported that the grounds maintenance contractor had advised minimal use of the field whilst work was being undertaken to improve the quality of the field. The Clerk reported that DMBC had not emptied the litter bin at the play area since 1 April but had now confirmed that this would resume.

RESOLVED (14)

That permission is granted for use of the field for training purposes free of charge as no other facilities had been requested and that the areas used for the training are rotated so as to minimise wear in any one area.

 

16)              APPROVAL OF THE 2011/12 ANNUAL RETURN

Consideration was given to completed Annual Return form of which a copy of Section 1 had been circulated with the agenda.

RESOLVED (15)

That the 2011/12 Annual Return be approved.

 

17)              FINAL 2011/12 BANK RECONCILIATION AND REVIEW OF THE LEVEL OF RESERVES

Consideration was given to the final bank reconciliation statement for 2011/12 denoting a balance of £46,450.71. Bank statements were presented for verification. The Clerk explained that the actual carry forward as a reserve was £33,250.71 due to the first half year precept of £13,200 being paid into the bank on 30 March 2012. The level of reserves was still above one year’s annual precept and therefore was sufficient to meet any unexpected expenditure that may arise.

RESOLVED (16)

a) That the final bank reconciliation is approved and authorised by the Council Auditors.

b) That in the absence of Councillor Cheetham the Chair authorise the reconciliation statement.

 

18)       PLANNING APPLICATIONS AND UPDATE

The following new applications were considered;

12/00012/REF Land at Kilham Lane	Appeal against refusal to erect a new farmstead and associated buildings	No further comments
11/02878/FUL 20 Warnington Drive	Amended plans for erection of detached house	No Objections
12/0866/TCON 16 Warnington Drive	Consent to crown thin by 20% a beech tree to the rear of the property	No Objections
12/00947/FULA FARRS Link Road	Consultation to build the proposed link road from Junction 3 of the M!8 to Parrots Corner	Support in order to assist traffic issues
12/01036/FUL 22 Warning Tongue Lane	Erection of detached bungalow on 0.03ha of land following demolition of detached garage	No objections

Details of decisions reached since the last meeting were circulated

RESOLVED (17)

That the Clerk notifies the Planning Authority of the parish council’s recommendations relating to the new planning applications and the consultation in respect of the FARRRS link road.

 

19)       COMPLETION OF NEIGHBOURHOOD PLANNING QUESTIONNAIRE

Consideration was given to a short questionnaire as a follow up to the seminars provided by Planning Aid in conjunction with DMBC on the new legislation relating to Neighbourhood Planning arising from the Localism Act.

RESOLVED (18)

a) That no Neighbourhood Plan/Development Order/Community Right to Build Order be created at the present time.

b) That comments be included regarding the need for appropriate development in residential areas, that there are concerns regarding over development in conservation areas and that there is a need to ensure that sites pending development continue to be maintained to an acceptable standard so as to not spoil the appearance of the surrounding area.

 

20)       HIGHWAY MATTERS

The following issues were raised;

• The poor condition of the footpath on New Road between Auckley and Branton due to the edges being eroded by the bordering verges thereby reducing the width of path.
• The poor condition of the grass verge outside of Holly Cottage.
• The poor condition of the footpath on Silverdale Close that had been reported by residents

RESOLVED (19)

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

 

21)              PUBLICATION OF JUNE 2012 NEWSLETTER

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

RESOLVED (20)

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, Resurfacing of the Children’s Play Area, Dog Fouling, Parking on Pavements and Grass Verges, Queen’s Diamond Jubilee celebrations and Use of the Recreation Ground by Branton Juniors Football Club.

 

22)              WEBSITE ISSUES

There were no specific issues to discuss.  The Clerk reported that the renewal agreement was due to be received and enquired if it was intended to continue with Officemate as the webmaster.

RESOLVED (21)

a) That the information be received and duly noted.

b) That the existing contract be continued subject to the premium not exceeding £350 +vat.

 

23)       AUTHORISATION OF BANK PAYMENTS

Consideration was given to the schedule of payments for signature.   

RESOLVED (22)

a) That the following payments be duly authorised:

D/12/2	Kilham Hall Management Committee	Insurance Excess re Klargester Unit	.£150.00
D12/3	DSM Plumbing	Installation of Stop Valves	£295.00
D12/4	DMBC	Emptying dog litter bins Dec – Mar	£167.04
D12/5	DMBC	Emptying green waste Apr – June	£54.90
D12/6	Clerk’s	May salary/travel	£504.11
D12/7	YLCA	Membership fee	£639
D12/8	Beacon Signs	Dog Control Sign	£28.80
D12/9	LCR	Subscription	£15.50
D12/10	Doncaster Garden Machinery	Repair to hedge cutter	£44.16
D12/11	Rural Action Yorkshire	Membership Fee	£35.00

 

24)       ITEMS OF CORRESPONDENCE

Correspondence denoted on the agenda was duly considered and discussion took place on information contained within the latest White Rose Update, the request for hire of premises for free NHS health checks and the updating of the Clerk’s qualifications in respect of the General Power of Competence. The receipt of documentation from SELRAP was also raised. It was noted that a ‘Have Your Say’ meeting was to take place at Hagan’s Coffee Shop on Tuesday 15 May 2012 at 11.00 a.m. to 12 noon and that PACT meetings were taking place monthly at locations in Cantley on the second Thursday at 7.00 p.m.

RESOLVED (23)

a) That the correspondence received is duly noted.

b) That Kilham Hall Management Committee is approached regarding the availability of premises for free health checks to be undertaken.

c) That it be agreed that the Clerk completes the General Power of Competence module for CiLCA at a cost of £20 if the Clerk feels it would be beneficial.

d) That the Clerk requests that SELRAP cease to forward correspondence in view of the cost of postage.

 

25)       REPORTS FROM MEETINGS ATTENDED

a)         Localism Workshop – 16 April 2012

Consideration was given to the report from Councillor Worthington circulated with the agenda.

b)         PCJCC – 24 April 2012

Councillor Warrender reported that the meeting had provided useful information particularly in respect of Gypsy and Traveller issues.

RESOLVED (24)

That the reports are received and the information duly noted.

 

26)       DATE AND TIME OF NEXT MEETING AND SCHEDULE OF MEETINGS FOR 2012/13

RESOLVED (25)

a) That the next meeting be held on Wednesday 6 June 2012 commencing at 7.00 p.m. at Kilham Hall

b) That the schedule of meetings from June 2012 be agreed.