Minutes of the Meeting of the Parish Council held on Wednesday 3 October 2012 at Kilham Hall commencing at 7.00 p.m.

 

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

                   B Fussey and M Sidebottom    

                                 

IN ATTENDANCE:   J Staniforth (Clerk to the Council) and Ward Councillor P Schofield.   

 

PUBLIC PARTICIPATION

No members of the public were in attendance.

 

1)         APOLOGIES

The Clerk reported that apologies had been received from Councillor N Williams

RESOLVED (1)

That the apologies be received and accepted.

 

2)         DECLARATIONS OF OTHER DISCLOSABLE INTERESTS

Councillor Fussey declared an interest relating to Annexe B of the Code of Conduct in Item 8.

 

3)         REPORT FROM COMMUNITY POLICING TEAM

No representative of the police was in attendance. The Clerk reported that a request for information had been forwarded to PC Gordon Stich who had forwarded the request to PC Venables but no reply had been received. A member reported concern that a motorcycle and a quad bicycle ridden at high speed had been observed in Black Carr Plantation.

RESOLVED (2)

a) That the information be received and noted

b) That the police are notified of the concerns regarding motorised cycles being ridden in woodland.

 

4)                  REPORT FROM DMBC WARD COUNCILLORS

Councillor Schofield reported that the new Deputy Mayor was Councillor Cynthia Ransome, she was still a member of the Mayor’s Cabinet as the Portfolio Holder for Adult Social Care and Health and had been appointed Chair of the Health and Well Being Board which would become a statutory body in 2013. The main focus for DMBC was again the budget due to the requirement to make further savings which ultimately may affect services for both adults and children.

Members raised the submission of the petition seeking a safer crossing on Doncaster Road which had been supported by both Councillor Woodcock and the parish council and that a standard response had been received declining the request.  Councillor Sidebottom reported that a further letter had been sent to DMBC requesting information as to the results of surveys undertaken and details of all enquiries/requests for improved provision that had been received.  Councillor Sidebottom was advised to contact Councillor Woodcock regarding the lack of a detailed response.

RESOLVED (3)

That Councillor Schofield is thanked for her attendance and the information provided.

 

5)         MINUTES OF THE MEETINGS HELD ON 5 SEPTEMBER 2012

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

A copy of the Clerk‘s report circulated with the agenda was considered and the following issues were raised:

a) The street cleaning requested for Brockholes Lane and Oakwood Drive had been undertaken. It was not known if the street sign for Springwood Close had been re-positioned. All other highway matters had been addressed or were in hand.

b) Discussion took place on DMBC’s response to the petition for a zebra/pelican crossing on Doncaster Road and that no detailed information had been provided to support the decision to refuse the request. Councillor Sidebottom agreed to contact Armthorpe Parish Council to ascertain the criteria that had been used for zebra crossings to be sited on Doncaster Road at Armthorpe.

c) The Clerk reported that no further response had been received from Inspector Cowling regarding the review of the location of PACT meetings.

d) The draft Health and Safety Policy including a Risk Assessment Document for completion when hiring the Council’s premises/grounds would be available for consideration at the next meeting.

RESOLVED (5)

a)      That a response is sought from DMBC in respect of the request for a zebra crossing on Doncaster Road and the cost of a zebra crossing is provided for the next meeting.

b)      That Inspector Cowling is contacted again to enquire as to whether the review of the location of PACT meetings had been undertaken and if so what the outcome had been.

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

d)      That the Risk Assessment document is considered at the next meeting.

 

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 approximately £13.5k. All tickets for the Halloween event had been sold and a further free health check day was being arranged.  There was currently a problem with the Klargester Unit and the supplier of the new motor had been contacted but it may be necessary to return the motor for examination.  The telephone line had been disconnected.

RESOLVED (6)

That the information be received and duly noted.

 

9)         RECREATION GROUND/GARDEN ISSUES

a)         Purchase of Picnic Tables

Consideration was given to details of suitable picnic tables supplied from Raw Gardens costing between £299 and £399. The tables would be supplied as a flat pack and would need assembling.

b)         Quotation to Replace the Cover to the Stop Valves in the Changing Room Building

C Humphreys had supplied a quotation for £45 to replace the tiled cover to the stop taps with a suitable fabric to allow easier access to the stop valves.

c)         Request from the Handyman for Vehicular Access to the Recreation Ground

The Handyman had requested vehicular access to the car parking area for ease of loading machinery.

d)         Repairs to Wooden Platforms on Climbing Apparatus

The wooden platforms were in urgent need of repair and following a request for an inspection DMBC had supplied a quotation of £307 +vat for replacing three wooden platforms with new nylon (plastic) platforms. Members raised the issue that the wooden platforms had only been fitted two years ago and had not been fit for purpose. DMBC had placed a temporary cordon around the platforms.

e)         Tree Cutting at Doncaster Road

Consideration was given to the trimming of the trees at the Doncaster Road garden as the height of some was in excess of the height that could be trimmed by the Handyman.

f)          Marking of Pitch Area for Training by Branton Junior Football Club/Grass Cutting

A request had been received to allow a junior size pitch to be marked out for improved training purposes and the arrangements for the grass cutting in the autumn. The contractor had confirmed that the grass would be cut this week and the final cut two weeks later.

RESOLVED (7)

a) That a quotation is sought from Need a Hand for the installation of the three Orbit 1500 round picnic tables from Raw Gardens and that the future purchase is considered as part of the budget setting exercise for 2013/14.

b) That C Humphreys is asked to replace the cover to the stop valves at a cost of £45.

c) That the Handyman be provided with a key for vehicular access to the recreation ground.

d) That the quotation from DMBC to replace the wooden platforms be agreed but that a reduction is sought on the basis that the platforms fitted previously were not fit for purpose and that a cordon is placed to prevent access pending the work being completed.

e) That further consideration is given to trimming the trees at the Doncaster Road garden in spring.

f) That the marking of a junior size pitch be agreed at no cost to the parish council.

g) That the arrangements for the grass cutting are deemed adequate and no further cuts be arranged.

 

10)       PLANNING APPLICATIONS AND UPDATE

The following new applications were considered;

12/013229/TPO 3-5 Birchwood Dell	a)     Consent to fell two Birch trees and one Willowtree  being subject to Tree Preservation Order	No Comments
12/02324/FUL 20Warnington Drive	b)     Erection of detached dwelling/ detached garage on 0.11ha of land following demolition of existing  (resubmission of application granted on 26/6/12)	No Comments

Details of decisions reached since the last meeting were circulated for information including the successful appeals relating to ‘Greenacres’ and the Farmstead on Kilham Lane. The Clerk reported that the Planning Officer had agreed to attend a further meeting relating to the proposed development off Doncaster Road and The Close on Wednesday 24 October 2012 at KIlham Hall commencing at 6.30 p.m.  A number of consultation responses had now been received in respect of the development and the Planning Officer would be able to update the meeting in respect of these. A representative for the Developer had declined to attend.

RESOLVED (8)

a) That a meeting be held at Kilham Hall on Wednesday 24 October 2012 at 6.30 p.m. to enable residents to discuss further issues relating to the proposed development off Doncaster Road and The Close with DMBC Planning Officers.

b) That consideration of the application relating to the new development is deferred to the next meeting.

c) That there are no comments or objections in respect of any other applications considered.

 

11)       HIGHWAY MATTERS

The following issues were raised: Replacement of road markings on Poppyfields Way, the reduction in the height of the hedge to the left of the junction with Gatewood Lane and Nutwell Lane, overgrown vegetation on verges on Nutwell Lane at Old Cantley and on entering Branton from Cantley Lane, tyres left in the lay-by on Gatewood Lane, and a tree in poor condition at the junction of Belmont Close and Milton Road

RESOLVED (9)

That the Clerk notifies the relevant DMBC departments of the highway issues identified and asks the Handyman to strim areas around the village plinths at Old Cantley when preparing the plinths for spring.

 

12)       REVIEW OF STANDING ORDERS DUE TO THE REVISED CODE OF CONDUCT

Consideration was given to information and guidance provided by YLCA relating to an additional Standing Order to reflect the revised Code of Conduct adopted on 1 July 2012 in respect of actions of councillors when they have an interest in an agenda item.

RESOLVED (10)

That the recommended wording is duly incorporated into the Standing Orders including the requirement for members to withdraw from the meeting where a matter arises relating to an interest in Appendix A of the Code of Conduct.

 

13)       CHRISTMAS CAROL SINGING ARRANGEMENTS

Councillor Sidebottom circulated a paper outlining the proposed programme and layout for the carol singing event.  The Clerk reported that the list of carols had been forwarded to the Head Teacher of the local primary school along with the invitation to attend and confirmation had been received that the children accompanied by the Head Teacher would attend. Discussion took place as to whether the some of the proceeds of the raffle could be donated to charity.  It was confirmed that the raffle was arranged by Kilham Hall and it was a matter for the management committee to determine the recipient of the proceeds.

RESOLVED (11)

a) That the programme and layout of the hall including the use of all of the round tables be agreed and forwarded to the Caretaker of Kilham Hall to enable the hall to be prepared for the event.

b) That the list of the carols is reviewed by the school and forwarded to the organist when completed.

 

14)       REVIEW OF PARISH BOUNDARY

Discussion took place on the appropriateness of the current boundary in relation to the area to the south and west of the A638 (Bawtry Road) that would encompass the new Manor Farm development.

RESOLVED (12)

That a formal request be made to DMBC to conduct a review of the boundary proposing that a new boundary be made removing the area to the south and  west of the A638 which incorporates the Manor Farm development and the small number of properties in the surrounding area.

 

15)       SECOND QUARTER BUDGET MONITORING REPORT

Consideration was given to the second quarterly report which included the receipt of £3.65 bank interest for the second quarter. All expenditure headings were in line with planned expenditure/budget provision.  The salaries budget was slightly under spent due to hours not worked by the handyman due to inclement weather.  The second half of the precept had been received on 1 October 2012.

RESOLVED (13)

That the report is received and the information duly noted.

 

16)              WEBSITE ISSUES

A quotation of £75 had been received from the webmaster for uploading the members’ interest forms as required by the Code of Conduct.  A copy of how the forms would be displayed on the website was circulated for information.  There were no other issues pertaining to the website.

RESOLVED (14)

That the arrangements for uploading the Register of Interest forms be deferred to the next meeting.

 

17)       PURCHASE OF WREATH AND DONATION TO THE ROYAL BRITISH LEGION

RESOLVED (15)

That a Section 137 donation of £60 be agreed to cover the cost of a wreath for the local school and the balance as a donation to the Royal British Legion. 

 

18)       INFORMATION RELATING TO POSSIBLE SITES FOR DEVELOPMENT IN THE PARISH

Consideration was given to a map provided by Councillor Jones outlining possible sites for development including the site off Doncaster Road and The Close which was already proposed for development.

RESOLVED (16)

That the information be received and duly noted.

 

19)              FORMULATION OF A VILLAGE /PARISH PLAN

Discussion took place on the benefits and types of plans that could be produced for the benefit of future planning requirements.

RESOLVED (17)

That an item be contained within the next newsletter seeking volunteers to compile a village plan.

 

20)       AUTHORISATION OF BANK PAYMENTS

Consideration was given to the schedule of payments for signature. The Clerk reported that the Council’s printer required replacement as it could not be repaired. The IT contractor had recommended a Kodak replacement as these were particularly efficient on ink use at a cost of around £128 + vat.

RESOLVED (18)

That the following payments be duly authorised:

D/12/46	Clerk	September salary	£513.46
D12/47	Clerk	Reimbursement for postage/stationery	£78.69
D12/48	Clerk	Reimbursement for Sign and First Aid	£58.30
D12/49	Arrow Publications Ltd	September newsletter	£90.00
D12/50	SLCC	Clerk’s Membership Fee	£110.00
D12/51	Veolia	Grass Cutting 3/8 & 17/8	£69.60
D12/52	Handyman	2nd Quarter Salary	£586.73
D12/53	HMRC	“          “    Return	£522.39
D12/54	ICO	Data Protection Annual Subscription	£35.00
D12/55	SLCC	CiLCA General Power of Competence	£20.00

b) That the purchase of a replacement printer is agreed and that any unused ink cartridges are donated to Auckley Parish Council.

 

21)       CONSULTATION ON DMBC’S ENVIRONMENT STRATEGY

RESOLVED (19)

That the receipt of the document is welcomed and its contents duly noted.

 

22)       REPORT OF THE AIRPORT’S ENVIRONMENTAL          AND NOISE MONITORING MEETING

Councillor Worthington reported she had attended the meeting and that one complaint had been made from a Branton resident in respect of noise.

RESOLVED (20)

That the report be received and duly noted.

 

23)       ITEMS OF CORRESPONDENCE/YLCA TRAINING PROGRAMME

Correspondence denoted on the agenda was duly considered along with details from DMBC regarding Pride of Doncaster Awards and YLCA’s October training programme.

RESOLVED (21)

a) That the correspondence received is duly noted.

b) That a DMBC Neighbourhood Officer is nominated for the DMBC ‘Worker of the Year’ Award in view of the support and commitment displayed in dealing with issues within the parish.

c) That Councillor Warrender and Councillor Worthington attend the YLCA training course entitled ‘Your Council is an Employer’ at a cost of £35 but that a contribution of 50 % is sought from Auckley PC in respect of Councillor Worthington.

 

24)       DATE AND TIME OF NEXT MEETING

RESOLVED (22)

That the next meeting be held on Wednesday 7 November 2012 commencing at 7.00 p.m. at Kilham Hall

 

25) CONFIDENTIAL STAFFING MATTER

There were no items to be considered under this heading.