Minutes of the Meeting of the Parish Council held on Wednesday 4 September 2013 at Kilham Hall commencing at 7.00 p.m.

 

PRESENT: Councillors J Worthington (Chair), G Warrender (Vice-Chair), B Cheetham, B Fussey and

M Sidebottom

                             

IN ATTENDANCE: J A Staniforth (Clerk to the Council), Ward Councillor P Schofield and 3 members of the public.

 

A member of the public volunteered to undertake renovations to the seat on Glen Road and to carry out a litter pick. Members explained that the seat had been donated by a resident and contained a commemorative plaque and that litter collections were undertaken by DMBC. The council was in need of a new vehicular access gate to the recreation ground entrance and would appreciate any financial support to purchase this.

A resident of The Close reported that a PCSO had spoken to David Wilson Homes who had indicated that approval was awaited to commence using the access on Doncaster Road to the Woodlands Walk development however it was felt that the developer preferred to use the access via The Close. Whilst the issue of vehicles reversing onto Doncaster Road seemed to have ceased the grass verge and footpaths on The Close were being damaged and one property had suffered damage to a boundary wall on several occasions. 

 

1)         APOLOGIES FOR ABSENCE

Apologies were received from Y Butterworth and N Williams

RESOLVED (1)

That the apologies be received and accepted.

 

2)         DECLARATIONS OF OTHER DISCLOSABLE INTERESTS/AMENDMENTS TO MEMBERS REGISTER OF INTEREST FORMS

Councillors B Fussey declared a disclosable other interest in respect of Item 8.

 

3)                  REPORT FROM THE COMMUNITY POLICING TEAM

The Clerk reported the receipt of the July and August reports relating to the Airport villages which denoted no crime in Branton and the use of the speed camera for one hour on Whiphill Top Lane resulting in the issuing of one speed awareness letter being sent.  The Chairman reported there had been an incident of a bogus caller in Auckley.

 

4)                  REPORT FROM DMBC WARD COUNCILLORS

Apologies had been received from Councillor Jones due to attending an LGA Rural Affairs conference.

Councillor Schofield thanked the parish council for the messages of sympathy recently received and paid tribute to Councillor Woodcock for her support. It was explained that the Boundary Commission Review was an important issue as DMBC had put forward proposals to reduce the number of Ward Councillors to approximately two per Ward and for elections to be held only once every four years commencing in 2015. The Cabinet had also started to formulate the 2014/15 budget in order to determine further savings that needed to be achieved.  The Area Neighbourhood Teams have been reduced from five to four.

RESOLVED (2)

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

 

5)         MINUTES OF THE MEETINGS HELD ON 3 JULY 2013

 RESOLVED (3)

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 written report provided by the Clerk relating to actions required from the previous meeting that had been circulated.  Councillor Warrender reported that no work had been undertaken to the vegetation that was overhanging the new footpath at the corner of the fork junction of Whiphill Top Lane with Milton Road.  The Clerk reported that approximately 12 houses had been completed on the Woodlands Walk development and the temporary Site Manager had indicated that 32 dwellings should be constructed by the end of the year.  The Chair enquired as to whether any response had been received from the Webmaster regarding the late uploading of the July agenda and the Clerk explained that only an apology had been received.

 RESOLVED (4)

a) That the information be received and duly noted.

b) That a further request be made for the cutting back of vegetation adjacent to the new footpath on Milton Road

c) That a further update be provided on the number of dwellings constructed at Woodlands Walk for the next meeting.

 

7)         ISSUES RAISED BY THE PUBLIC

It was noted that Councillor Schofield had agreed to pursue the issues relating to site plant accessing the Woodlands Walk development via The Close.

 

8)         KILHAM HALL MANAGEMENT COMMITTEE REPORT

Councillor Fussey reported that the bank balance was currently £16,761, with bookings progressing well. The insurance had recently been renewed. The Chairman enquired as to whether the meeting room could be used to host a meeting of the Doncaster Clerk’s group which were usually held on a Monday evening. Councillor Fussey explained that currently there were regular bookings on Monday and Tuesday evenings but not on Wednesdays and Thursdays.

 RESOLVED (5)

That the information be received and duly noted.

 

9)         CONSIDERATION OF TENDERS RECEIVED FOR THE F.W. SEWER CONNECTION

The Clerk explained that one of the three companies had declined to tender. The sealed bids were opened from P & H Construction Services Ltd. for £15,814.15 and GEN Contracting Ltd for £13,101.06. Members considered the tenders and noted that the amount included for road closures differed in that the bid from GNE only included costs for standard traffic measures whilst the other included a greater sum. It was not clear if P & H Construction had included the cost of assisting with licence applications.

RESOLVED (6)

a) That the Clerk clarifies with GNE the total cost of traffic management and if P&H had included the cost of administration to assist with the licence applications.

b) That the contract be awarded to the lowest tender following clarification of costs and that the council is notified prior to the tender being offered.

 

10)       RECREATION GROUND AND GARDEN MATTERS

a)         Quotation to Prune Shrubs in the Rose Garden

The Clerk reported that an oral quotation for £45 had been received and that it would be necessary to determine by how much the shrub in the centre circle should be reduced by.

b)         Quotation to Preserve Perimeter Fencing at the Recreation Ground

A quotation for £225 was provided from Need a Hand Ltd.

c)         Quotation for Replacement Vehicular Access Gate

Quotations for metal gates received from Need a Hand Ltd and Brindleys Engineering were considered.

d)         Repairs to Potholes in Car Park

The Chair explained that Kilham Hall Management committee had reported the appearance of two potholes in the car park which were felt to be a health and safety hazard and repairs had therefore been arranged at a cost of £100 +vat which was less than half the cost quoted by DMBC. The Clerk reported that the contractor had advised that holes were quite deep and there appeared to be some settlement or the fines are being washed away underneath and therefore the holes could reappear over time.

e)         Specification for Annual Hedge Cut

The Clerk outlined the specification for the previous year which had allowed for the height of the hedge to the rear of the ball wall to remain.

f)          Restoration Work Following Securing of Picnic Tables

Due to some displacement of grass when the picnic tables had been secured to the concrete bases consideration was given to how this should be remedied.

g)         Damaged Benches

The Chair reported that one of the benches was in need of repair.

RESOLVED (7)

a) That Mark Bell is asked to undertake the pruning of shrubs in the Rose Garden.

b) That Need a Hand is asked to undertake the fence preservation work subject to the cost including the preservative being applied to both sides of the fencing.

c) That Councillor Warrender seeks a third quotation for a metal gate to replace the wooden vehicular access gate.

d) That the cost of the repairs to potholes is agreed and the report received be noted.

e) That the specification for the annual hedge cut is the same as the previous year and the cost be in line with the estimate received.

f) That the Handyman is asked to seed the area around the bases of the picnic tables.

g) That repairs to the bench be considered at a future meeting.

 

11)       HIGHWAY MATTERS

The following matters were raised:

• Blue boarding had become displaced at the corner of Quarry Lane
• Overhanging vegetation between Poppyfields and Quarry Lane
• Potholes on Gatewood Lane and Kilham Lane
• Car body debris in the lay-by on Gatewood Lane
• Removal of a lamppost adjacent to 61 Valley Drive
• Vegetation obscuring motorists view around the junction of Gatewood Lane and Nutwell Lane
• Vegetation growing around the bench on Whiphill Top Lane and obscuring the street nameplate
• Vehicles using Brockholes Lane as access to the Yorkshire Wildlife Park

RESOLVED (8)

a) That the Clerk notifies DMBC to request work is undertaken to remedy the issues where appropriate.

b) That the Handyman is requested to remove the weeds around the bench on Whiphill Top Lane

 

12)       PLANNING MATTERS

Consideration was given to the following applications:

13/01545/FUL Easdale  Whiphill Top Lane	Erection of 2 storey pitched roof garage/extension to side of detached house	No comments
13/01722/FUL 35 Chapel Lane	Conversion of integral garage to dining room and installation of 2 ground floor bay windows to front/rear	No Comments
13/01732/FUL Yorkshire Wildlife Park	Erection of bear housing (approx 85.55m2) and enclosure on approximately 4.58 ha of land	Comments

 

It was noted that applications 13/01290/TCON (2 Plantation Avenue), 13/01484/FUL (15 Langton Gardens and 13/01465/FUL (Spindlewood) had been received during the summer recess and were due for consideration prior to a meeting and comments had been collated and submitted by the Clerk.

RESOLVED (9

a) That the Parish Council supports the comments of the Health and Safety Executive in respect of application 13/01732/FUL relating to pipelines in the vicinity and informs the Planning Authority accordingly.

b) That the decision reached since the last meeting are noted including the granting of application 13/01465/FUL.

b) That all other applications received and decisions reached are noted.

 

13)       REPORT FROM THE EXTERNAL AUDITOR FOR THE 2012/13 ACCOUNTS

The Clerk circulated a copy of the report denoting no action was required and the accounts had been approved.  The Clerk confirmed the required notices had been displayed for the period 16 July to 28 August 2013.

RESOLVED (10)

That the approval of the accounts is noted and the Clerk be thanked for the work involved.

 

 

14)       FIRST QUARTER BANK RECONCILATION

Consideration was given to the first quarter bank reconciliation statement denoting an amount of £37,838.42 and a copy of the bank statement to 30 June 2013 was provided.

RESOLVED (11)

That the reconciliation be agreed and duly signed by the Council Auditors.

 

15)       ATTENDANCE AT TRAINING EVENTS

Details of training provided by DMBC relating to the ‘online Planning System’, a Health and Safety Seminar at South Kirkby costing £30 and the YLCA training programme for September and October were outlined.

RESOLVED (12)

That the Clerk’s attendance at the Online Planning Seminar and Health and Safety seminar at South Kirkby is agreed and the cost of the latter be funded at 50%.

 

16)       WEBSITE MATTERS

A request had been received for a link to be attached to a Life Coach Directory.  There were no other issues as all information had been uploaded by the due date.

RESOLVED (13)

That the request for the link to the Life Coach Directory be refused.

 

17)       CONSULTATION DOCUMENTS

Documents had been circulated in advance relating to DMBC’s Green Infrastructure Strategy, DMBC’s LDF Sites and Policies Development Plan and the proposal to establish a combined authority for South Yorkshire with responsibility for transport, economic development and regeneration.

RESOLVED (14)

a) That the documents are received and the information noted.

b) That no further comments are added to the completed response relating to DMBC’s Green Infrastructure Strategy.

 

18)       AUTHORISATION OF BANK PAYMENTS           

Consideration was given to the schedule of payments for signature.

RESOLVED (15)

a) That the following payment made be duly authorised:

D/13/25	Clerk	July salary	£504.01
D/13/26	Branton Farm Nursery	Garden Supplies	£100.35
D/13/27	BDO	External Audit	£240.00
D/13/28	DMBC	Emptying Green Waste (2nd Quarter)	£65.88
D/13/29	Clerk	August Salary	£503.18
D/13/30	Handyman	Petrol for Gardening Machinery	£13.40
D/13/31	Branton Farm Nursery	Plants for plinth	£8.75
D/13/32	Zurich Insurance	Annual premium	£977.84
D/13/33	GNE Contracting	Repairing potholes in car park	£120.00
D/13/34	Veolia	Grass cutting 24/5,7/6 &21/6	£107.03
D/13/35	DMBC	Emptying dog litter bins Quarter 1	£144.00

.

19)       2013/14 PAY AWARD

The Clerk reported notification of a 1% pay award and that the pay scale for the Handyman would increase to scale point 5 with effect from 1 October 2013 as scale point 4 was being removed.

RESOLVED ((16)

That the details of the pay award and arrears payable be duly noted and implemented as appropriate.

 

20)              PURCHASE OF COPIES OF ‘THE GOOD COUNCILLORS GUIDE’

Consideration was given to the purchase of the latest copy of the publication.

RESOLVED (17)

That seven copies be purchased at a cost of £20 from YLCA.

 

21)              PURCHASE OF WREATH AND DONATION TO ROYAL BRITISH LEGION

 

As in previous years consideration was given to purchasing a wreath for the local school with any balance as a donation.

RESOLVED (18)

That a donation of £60 be made to cover the cost of the wreath and the balance as a donation.

 

22)              REQUEST FOR SUPPORT FOR AUSTERFIELD STUDY CENTRE

Information was provided relating to a request received from a voluntary group seeking to retain the use of the Study Centre for local schools and as a community facility.

RESOLVED (19)

That a donation of £50 be made.

 

23)              REPORTS FROM MEETINGS ATTENDED

a)         DMBC Electoral Review Meeting on 8 July 2013

Councillor Warrender reported that much of the meeting had focused on enquiries relating to village plans and details of activities and events in local areas. There would be detailed consultation relating to the electoral review by the Boundary Commission later in the year.

b)         PCJCC Meeting on 9 July 2013

Councillor Warrender reported that there was an improved attendance following the request from DMBC to send substitutes. A presentation had been received on domestic violence as there was a high incidence rate in Doncaster but this may be attributable to campaigns to encourage the reporting of incidents. An update of the recovery plan for DMBC and the feedback on roadside memorials was provided. A copy of the minutes of the meeting was contained in the correspondence file.

RESOLVED (20)

That the reports are received and the information noted.

 

24)       ITEMS OF CORRESPONDENCE

Consideration was given to correspondence received as outlined on the agenda and the ‘Effective comments on planning applications’ contained within the latest White Rose Update was drawn to members’ attention. It was noted that information relating to the Pride of Doncaster awards had been received on the Tuesday prior to nominations closing on the Friday which had not allowed sufficient time to coordinate possible nominations. Details of a free paint offer were made available to Kilham Hall Management Committee representatives.  The seeking of nominations for the Trustee Board for Rural Action Yorkshire was also reported.

RESOLVED (21)

a) That the items of correspondence be received and duly noted including the extension of the closure of Cantley Bridleway No.9

b) That all members are provided with a copy of ‘Effective comments on planning applications’ for future reference.

c) That a letter of thanks be sent to the Yorkshire Wildlife Park for the invitation to visit the premises in July 2013.

 

25)       DATE AND TIME OF NEXT MEETING

RESOLVED (22)

That the next meeting be held on Wednesday 2 October 2013 commencing at the later time of 7.15 pm at Kilham Hall.