Minutes of the Annual Meeting of the Parish Council held on Wednesday 1 May 2013 at Kilham Hall commencing at 7.00 p.m.

 

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

        B Fussey, M Sidebottom and N Williams

                            

IN ATTENDANCE: J A Staniforth (Clerk to the Council)

 

1)         ELECTION OF CHAIRMAN

 Councillor Warrender was proposed and seconded as Chair but declined to accept due to other commitments for the current year. Councillor Worthington was proposed and seconded.

RESOLVED (1)

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

 

2)         ELECTION OF VICE-CHAIRMAN

Councillor Warrender was proposed and seconded.

RESOLVED (2)

That Councillor G Warrender is elected as Vice-Chairman for the ensuing year.

 

3)         APOLOGIES FOR ABSENCE

No apologies were received as all members were in attendance.

 

4)         DECLARATIONS OF OTHER DISCLOSABLE INTERESTS AND DISPENSATION FORMS

Councillor Fussey declared a disclosable other interest in respect of Items 14, 15 and 16.  No requests for any dispensations for any item had been received.

 

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

The Clerk reported that the Standing Orders had been revised in July 2011 and amended subsequently on the receipt of advice notification had been received that a new model document would be available later this year. 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 2013 meeting. No advice had been received regarding recommended changes to the Complaints Procedure or Freedom of Information policy.

RESOLVED (4)

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

 

6)         REPRESENTATIVE TO DMBC PARISH COUNCIL JOINT CONSULTATIVE COMMITTEE

A request from DMBC for parish/town councils to nominate a substitute to ensure there was sufficient representation to progress decisions was considered.

RESOLVED (5)

a) That Councillor G Warrender is appointed as the representative to the PCJCC.

b) That Councillor Sidebottom is nominated as a substitute for Councillor Warrender at PCJCC meetings.

 

7)                  REPRESENTATIVE TO THE NOISE MONITORNG AND ENVIRONMENTAL SUB COMMTTEE

RESOLVED (6)

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

 

8)         KILHAM HALL MANAGEMENT COMMITTEE REPRESENTATIVES

RESOLVED (7)

That Councillors B Fussey and M Sidebottom are appointed as representatives.

 

9)         APPOINTMENT OF COUNCIL AUDITORS 

RESOLVED (8)

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

 

10)       REPORT FROM THE COMMUNITY POLICING TEAM/CONSULTATION DOCUMENT

The Clerk reported that a request for a report for the meeting had been made and on contacting the Airport had been advised that the relevant contact number was now Rossington Police Station as attendance at the airport was now infrequent.  The Officer at the Airport had agreed to inform officers at Rossington but no further contact had been received.

Consideration was given to correspondence received from YLCA headed ‘South Yorkshire Police and Commissioner: Working with Councils’ which had been circulated with the agenda.

RESOLVED (9)

a) That a response be formulated to the correspondence expressing concern that the police no longer communicated with parish councils which was felt to be a vital part of each meeting and that the community benefited from joint working particularly in determining priorities.

 

11)              REPORT FROM DMBC WARD COUNCILLORS

No Ward Councillors were in attendance.

 

12)       MINUTES OF THE MEETINGS HELD ON 3 APRIL 2013

 RESOLVED (10)

That the minutes of the Parish Council Meeting are agreed and signed by the Chairman and the minutes of the Annual Parish Meeting are recommended as a correct record at the next Annual Parish meeting.

 

13)       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 had been circulated.  The Clerk reported that DMBC had undertaken the remedial work to pavements at the Poppyfields development and would rectify a small area of damage to the footpath adjacent to No.3 The Close.  All other issues had been addressed.

 RESOLVED (11)

That the information be received and duly noted.

 

14)       KILHAM HALL MANAGEMENT COMMITTEE REPORT

Councillor Fussey reported that the bank balance was £15,206 with both regular activities and individual bookings continuing well. The hire costs would remain unchanged for the next year in order to remain competitive.  The management arrangements and procedures for the hall were now well established and the responsibilities for members of the management committee were now less onerous but it was still hoped to attract more residents to support activities and the committee.

Consideration was being given to arranging full day outings in the near future and in December RESOLVED (12

a) That the information be received and duly noted.

b) That a message of appreciation is sent to the management committee for their hard work and commitment in ensuring the success of the Community Hall for the benefit of residents.

 

15)       KILHAM HALL LEASE AGREEMENT

Consideration was given to the requirements of the lease relating to rent payable by Kilham Hall Management Committee.

RESOLVED (13)

That no rent be payable for the next two years after which the newly elected parish council in 2015 review the matter.

 

16)              APPLICATION TO SEVERN TRENT WATER FOR MAIN DRAINAGE TO  KILHAM HALL

The Clerk reported that application forms had been received from Severn Trent but that these required an amount of technical knowledge to complete. GNE had provided a quotation of £400 +vat to carry out the liaison with Severn Trent, obtain the necessary foul/surface water records, draw up a specification, bill of quantities including drawing of layout and the necessary surveys.

RESOLVED (14)

That GNE be commissioned to provide a report as per specification for consideration at the next meeting.

 

17)       RECREATION GROUND/GARDEN ISSUES AND SITING OF PICNIC TABLES

The Clerk reported that a second quotation had been received from Doncaster Landscape and Garden Centre Ltd. based at Belton who had quoted £450 per table but included a solid concrete base rather than a slab base. The contractor had indicated that a slab base would be cheaper but advised that a solid base was more appropriate. In accordance with the Financial Regulations three quotations should be sought where possible.  No other recreation or garden issues were raised.

RESOLVED (15)

That GNE Contracting be approached to provide a third quotation based on the specification provided by Doncaster Landscape and Garden Centre and that the contract is offered to the lowest tender.

 

18)       APPROVAL AND CERTIFICATION ON 2012/13 ANNUAL ACCOUNTS RETURN

The completed annual return was circulated for information.

RESOLVED (16)

That the annual return be duly signed and forwarded to the internal auditor for consideration.

 

19)       2012/13 FINAL BANK RECONCILIATION AND REVIEW OF LEVEL OF RESERVES

Consideration was given to the final bank reconciliation for 2012/13 denoting a balance of £31,089.31, the first half of the 2013/14 precept had recently been paid. A total of £17.69 interest had been received for the financial year.  The level of reserves was reviewed and it was recognised that the level would reduce considerably if expenditure was incurred on main drainage for the community hall.

RESOLVED (17)

a)      That the final bank reconciliation be received and duly signed.

b)      That the level of reserves be deemed acceptable as just over the equivalent of one year’s precept and within the range recommended by the external auditor.

 

20)       PLANNING MATTERS

Consideration was given to the following applications:

 

13/00566/FUL Avon Dale, Doncaster Road	Erection of 2 storey extension to side and canopy roof to front + detached garage to rear + dropped kerb	No comments
13/00626/FUL Doncaster Golf Club	Installation of biomass boiler and housing unit	No comments
13/00661/TPO 6 Nether Cantley Lane	Consent to fell 1 Sycamore tree being subject to TPO No. 215	No comments
13/000734/FUL 24 Springwood Close	Erection of 2 storey extension to side and 1 storey ext to side and rear after demolition of conservatory	No comments
13/00752/FUL 293 Bawtry Road	Erection of 2 storey pitched roof extension with balcony to rear including conversion of attached garage to form roof accommodation with dormer window.	No comments

 

It was noted that the application for consent to fell 1 sycamore tree at 46 Oak Tree Road had been granted.

RESOLVED (18)

That no comments or objections be submitted in respect of the applications considered and details of decisions reached since the last meeting are noted.

 

21)       HIGHWAY MATTERS

a)         Relocation of Village Plinth

The Clerk reported that the date for commencement of improvement work at the fork junction at Whiphill Top Lane had been confirmed as 10 June 2013 and that a site meeting was needed prior to this to discuss the relocation of the plinth.

b)         Correspondence: Traffic Incidents at the corner of Whiphill Top Lane and Branton Gate

The Clerk read out the contents of a letter from a resident of Whiphill Top Lane stating that seven incidents had occurred in the past four years mainly due to adverse weather and excessive speed.  The resident proposed that the section of road from New Road to Whiphill Top Lane be one way as this would avoid a sharp left turn. Alternatively bollards could be placed on the corner opposite the Rose Garden.  The Clerk read out a response sent explaining that the matter would be reported at the meeting but that the responsibility rested with DMBC Highways Department and that the parish council had raised the matter previously.

c) Other Matters

 The fencing at the green area to the rear of Poppyfields that bordered Yorkshire Wildlife Park had been displaced due to adverse weather and needed securing. A letter had been received expressing concern due to the offensive odour emitted due to land spreading activity.  A number of advertising boards had been placed around the village on grass verges and several new advertisements had been displayed recently at the Three Horse Shoes.  A building had recently been erected on land off New Road between May Dene and Willow Farm.

RESOLVED (19)

a) That the contents of the letter relating to concerns at the corner of Whiphill Top Lane and Branton Gate be relayed to DMBC Highways Authority and Inspector Cowling of the Area Safer Neighbourhood Team.

b) That the Neighbour Team be asked to secure the fencing to the rear of the Poppyfields Development.

c) That a letter is sent to the landowner where land spreading activity is being undertaken outlining the concerns of residents and requesting that the matter is raised with the tenant farmer. 

d) That an acknowledgement is sent to the resident of Langton Gardens and the resident is informed that a letter is to be sent to the landowner regarding the land spreading activity.

e) That DMBC are asked to provide details of the Council’s policy in respect of billboards on the highway and on business premises.

f) That DMBC’s Enforcement Team is contacted to ascertain if permission has been granted for the building recently erected on land off New Road.

 

22)       PUBLICATION OF QUARTERLY NEWSLETTER

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

RESOLVED (20)

That the following information be contained within the June newsletter: Names of the elected Chairman and Vice-Chairman and a list of members, purchase of picnic tables, parking on grass verges, meeting with the Environment Agency on land spreading activity, update on request for  zebra crossing on Doncaster Road and the forthcoming Village Fun Day.

 

23)       WEBSITE ISSUES

The Clerk confirmed that six of the seven members’ interest forms had been updated ready for uploading onto the website and the remaining one would be completed following the receipt of an amendment form provided at the meeting.

RESOLVED (21)

That the revised Members Interest Forms be forwarded to the Webmaster as soon as practicably possible.

 

24)       AUTHORISATION OF BANK PAYMENTS           

Consideration was given to the schedule of payments for signature.  

RESOLVED (22)

a) That the following payment made be duly authorised:

D/13/01	Clerk	Printer Ink and stationery expenses	£28.05
D/13/02	DMBC	Emptying dog litter bins 12/12/12 – 31/03/13	£175.49
D/13/03	DMBC	Emptying green waste 1st quarter + 2 weeks	£74.33
D/13/04	YLCA	Annual Membership Fee	£619
D/13/05	LCR	Annual Membership Fee	£16
D/13/06	Rawgarden	3 x picnic tables + fixing kits + delivery	£1,123.89
D/13/07	Clerk	April salary	£504.91
D/13/08	Matt & Mouse	Computer upgrade re RTI	£53.50

 

25)       REPORT FROM PCJCC MEETING

Councillor Warrender reported that meetings were being reduced to three per annum due to a lack of officers available to service the committee. The issue of roadside memorials had been raised and a letter had been received from the Chair of the Committee asking for any comments for consideration at the PCJCC meeting on 9 July.

RESOLVED (23)

a) That the information be received and duly noted.

b) That the correspondence relating to roadside memorials is considered at the next meeting.

 

26)       ITEMS OF CORRESPONDENCE

Correspondence denoted on the agenda was duly considered and the following issues were raised: Extension of guarantee for the shower units at a cost of £35.88 per annum, a seminar arranged by Cantley and Bessacarr Forum by Network Rail on the Safety of Level Crossings on 8 May 2013, grant funding from South Yorkshire Police Commissioner (closing date 13 May), up to £25k to improve fields.  The latest training programme for May and June from YLCA had also been received and it was noted that no local courses were available.

RESOLVED (24)

a)      That the items of correspondence be received and duly noted.

b)      That the extension of the guarantee for the Mira showers be declined.

c)      That two members of Cantley and Bessacarr Forum are invited to attend the next parish council meeting to discuss any issues relating to the Manor Farm development.

d)      That YLCA is asked if any evening or half day courses could be provided in the local area.

 

27)       DATE AND TIME OF NEXT MEETING AND SCHEDULE OF MEETINGS FOR 2013/14

RESOLVED (25)

a)      That the next meeting be held on Wednesday 5 June commencing at 7.00 pm at Kilham Hall.

b)      That the schedule of meetings for 2013/14 is agreed and that the January 2014 meeting is held on Monday 6 January 2014 in view of the first Wednesday coinciding with a public holiday.