Cantley & Branton Parish Council

Parish Clark

Julia Staniforth

01302 772493

Minutes of the Meeting of the Parish Council held on Wednesday 5 December 2012 at Kilham Hall commencing at 7.00 p.m.

 

PRESENT: Councillors G Warrender (Chair), Y Butterworth, B Cheetham, B Fussey, M Sidebottom and   N Williams                                  

IN ATTENDANCE:   J Staniforth (Clerk to the Council)

 

PUBLIC PARTICIPATION

No members of the public were in attendance.

 

1)         APOLOGIES

The Clerk reported that apologies had been received from Councillor Worthington and that Councillor Cheetham had left a telephone message for the Clerk submitting his apologies prior to the last meeting but this had not been accessed until after the meeting.

RESOLVED (1)

a) That the apologies of Councillor Worthington be received and accepted.

b) That it be noted that Councillor Cheetham had submitted apologies prior to the previous meeting.

 

2)         DECLARATIONS OF OTHER DISCLOSABLE INTERESTS

Councillor Fussey declared a disclosable interest in respect of Item 8.

 

3)         REPORT FROM COMMUNITY POLICING TEAM

No representative of the police was in attendance. Notification had been received of the locations of the new style PACT meetings which were now combined with Have your Say meetings. A display bus with representatives from the police and DMBC’s Neighbourhood Team would be at Auckley Village Green on 11 January and 8 March 2013 between 9.30 and 10.30 a.m.

RESOLVED (2)

That the information be received and noted

 

4)                  REPORT FROM DMBC WARD COUNCILLORS

Councillor Schofield and Councillor Woodcock had submitted apologies due to other meetings.

 

5)         MINUTES OF THE MEETINGS HELD ON 7 NOVEMBER 2012

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 report provided by the Clerk relating to actions required from the previous meeting that was enclosed with the agenda.  DMBC had agreed to replace the damaged tree on Belmont Close (adjacent to 54 Milton Road) with a field maple tree as this was felt to be more suitable than an Oak tree that was available from DMBC.  Detail of the streets where maintenance work to the pavements was being undertaken was outlined and the decision to name the streets within the new development off Doncaster Road Sandhills Way and Hillcrest Drive was welcomed.  White lining of roads in Branton including the Poppyfields development was to be undertaken in the near future.

RESOLVED (4)

a) That the DMBC Tree Officer is thanked for arranging the planting of a field maple tree and that he is notified of the location.

b) 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 AND REPAIRS TO KLARGESTER

Councillor Fussey confirmed that the accounts for 2011/12 had been audited and reflected a bank balance of £13,890. The Friday evening social dance was relocating to Bawtry as a larger venue was needed. This would result in a loss of revenue.

Following the heavy rain the motor of the Klargester Unit was again submerged in water and when drained by an engineer it was discovered that water was re-entering via an inspection chamber and it was concluded that the soak away was either blocked or inadequate. It was not felt appropriate to fit a valve to prevent water re-entering as this may cause further damage. Discussion took place as to whether the construction of the soak away was fit for purpose and whether the responsibility for any repair should fall to the parish council.

RESOLVED (6)

a) That the information be received and duly noted.

b) That the parish council accept responsibility for meeting the cost of the repair to the Klargester unit.

c) That the Chair contacts the Project Manager to determine the specification for the soak away and in the event that the specification had not been adhered to the building contractor is asked to remedy the work.

d) That if the building contractor has complied with the specification for the soak away then GNE (based in Rossington) is contacted to provide a quotation for the necessary repair and this is considered at the next meeting of the parish council.

 

9)         RECREATION GROUND/GARDEN ISSUES AND REPAIRS TO SWINGS

The Clerk reported that a quotation from DMBC for repair to the swings was awaited. An inspection had been undertaken on 3 December 2012. 

Following the decision to switch off the water supply in the Changing Rooms it had been discovered that the stop valve for the water supply to the hall had also been switched off and members of the KIlham Hall Management Committee along with the Caretaker for Kilham Hall had to turn on the supply to the hall. Members enquired as to whether the electric shower units had been drained and the water supply disconnected. The Clerk reported that it was thought that the plumber had indicated that there was no facility to drain the showers but the switch fitted isolated the showers from the rest of the water supply.

RESOLVED (7)

a) That the Clerk arranges the repairs to the swings if the quotation is less than £250 and if in excess of this considered at the next meeting.

b)  That Councillor Williams arranges for DSM Plumbing to visit the site along with the Kilham Hall Caretaker to determine whether the showers can be drained and whether it is possible to fully isolate the water supply in the changing rooms from that of Kilham Hall in order to best protect the supply to the hall.

 

10)       HIGHWAY MATTERS

a)   Update on Safe Crossing on Doncaster Road.

The Clerk reported that following attendance at a seminar on Section 106 funding hosted by Cantley and Bessacarr Forum a copy of the letter sent to David Wilson Homes (copied to N Raven DMBC Senior Highways Engineer) had been sent to C Foster (Team Leader for Section 106 funding at DMBC).  Mr Foster had informed the Clerk that the matter would be discussed with the Neighbourhood Manager but no further update had been received.

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

The Clerk reported the receipt of a written response from the MP acknowledging the request for a 20mph speed limit on Valley Drive adjacent to the school and enclosing forms for a petition. It was proposed that the petition be available at the Post Office (Councillor Fussey withdrew from the meeting at this point).

c) Purchase of Shrubs for Planting on Grass Verges

DMBC Highways Department had confirmed that shrubs could be planted on verges in Branton to deter the parking of vehicles but that the parish council would need to maintain these. The Neighbourhood Officer had offered to seek to arrange the planting by volunteers and would advise on the type of shrubs to be planted.

d)      Other Matters

The Clerk reported that a resident of Conway Drive had contacted her regarding a vehicle regularly parked on the pavement causing an obstruction. The Clerk had advised the resident to contact the police.

RESOLVED (8)

a) That the Clerk writes to the Neighbourhood Manager to seek an update on the request for safe crossing on Doncaster Road financed from Section 106 funding.

b) That Branton Post Office is asked to display the forms to petition for 20 mph limit adjacent to the school.

c) That a site meeting is arranged in January 2013 with the DMBC Neighbourhood Officer to determine the location and type of shrubs to be planted and the cost considered at the February meeting.

d) That the parking of a vehicle on Conway Drive causing an obstruction be duly noted.

 

11)       CHRISTMAS CAROL SINGING ARRANGEMENTS/CHARITABLE DONATION

Councillor SIdebottom outlined the programme for the carol singing and that there would be a break half way for refreshments with Father Christmas visiting after the raffle.  The Chair reported that the organ needed attention and that the organist had arranged to visit to repair.

RESOLVED (9)

a) That a donation in lieu of the musical accompaniment being provided free of charge be considered at the next meeting.

b) That the programme and details of the event be received and noted.

 

12)       2013/14 GROUNDS MAINTENANCE CONTRACT

The Clerk confirmed that the cost of emptying any litter bin by DMBC would be £5 however the cost of £15 for emptying the three litter bins was still less the quotations received for 2011/12 from other contractors. Veolia had confirmed the increase for grass cutting would be 2.5 % and this was still less than the lowest quote obtained for 2011/12. Details of the cost of the hedge cutting and emptying the green waste were still awaited.

RESOLVED (10)

a) That Veolia continue with the grass cutting and DMBC continue with the emptying of the three litter bins at a cost of £5 per container.

b) That DMBC continue to empty the green waste and annual hedge cutting subject to the cost not being prohibitive.

 

13)       2013/14 BUDGET PRE-PLANING

Consideration was given to the preliminary information provided by the Clerk identifying estimated costs for essential expenditure and annual contracts for services. Members agreed that there needed to be a reasonable amount for maintenance as any cost for repairs to the Klargester unit had not been budgeted for in the current year and may need to be taken from the reserves in the current year and replaced the following year. Agreement had already been given in principle to the purchase of picnic tables which could cost in the region of £3.2k if installation was needed.

RESOLVED (11)

a) That the Clerk completes a provisional budget for approval at the next meeting incorporating £4k for repairs and maintenance and £5k for community development.

b) That advice is sought as to whether any restrictions would be introduced in respect of capping parish precepts.

 

14)       CODE OF CONDUCT ADVICE AND NEW STANDING ORDER

Consideration was given to further documentation provided by NALC including a template for any member to apply for a dispensation to take part in any item where a disclosable interest had been recorded within each individual member’s interest form. YLCA had advised that a new Standing Order be created stating ‘ Where a council member wishes to apply for a dispensation in any matter he/she will do so on the form specifically provided by the council for the purpose.  The completed form must be sent to the Clerk within X clear days of the council meeting at which the dispensation will be considered.  Upon receipt of the application the Clerk will ensure that an acknowledgement is sent to the councillor’.

RESOLVED (12)

a) That the ‘Members conduct and the registration and disclosure of their interests (England)’, ‘Pre-Determination’, ‘Final template code of conduct for parish councils’ and the ‘Application for a Dispensation’ form  produced by NALC and forwarded by YLCA be received and duly noted.

b) That it be agreed that a new standing order as provided by YLCA be adopted and that any application for dispensation be received by 10 days before the date of the meeting for consideration by the council.

 

15)       REVIEW OF PARISH BOUNDARY

Councillor Schofield had informed that Chair that further discussions had taken place with both a Planning Officer and the Head of Democratic Services who had confirmed that any review of the parish boundary would only be undertaken on the receipt of a community governance petitions signed by the required number of electors. Discussion took place as to whether a petition should be commenced at the present time.

RESOLVED (13)

That the initiation of a community governance petition be deferred at the present time and reconsidered when the Manor Farm development has commenced.

 

16)       PLANNING MATTERS

There were no new applications to consider.

Details of decisions reached since the last meeting were circulated for information and the unsuccessful appeal relating to land to the rear of 40 St Vincent’s Avenue (Ref 12/000222/REF) was reported.

RESOLVED (14)

That the information be received and noted

 

17)       WEBSITE ISSUES

The webmaster had been contacted to upload the minutes of the September and October meetings as Councillor Worthington had reported that these were not on display shortly before the December meeting. The webmaster had apologised as the minutes had been uploaded but not displayed on the site. A member’s email address had also been amended.

RESOLVED (15)

That the information be received and duly noted.

 

18)       AUTHORISATION OF BANK PAYMENTS

Consideration was given to the schedule of payments for signature.    

RESOLVED (16)

That the following payments be duly authorised:

D/12/66

Clerk

November salary

£504.01

D12/67

Kilham Hall MC

Reimbursement for Dry Cleaning Santa outfit

£12.35

D12/68

Kilham Hall MC

Contribution towards emptying of Klargester Unit

£33.33

D12/69

DMBC

Empying Dog Litter bins 25/6 - 20/8 

£131.62

D12/70

Veolia

Grass cutting 21/9 & 5/10

£69.60

D12/71

South Anston Fire Ext

Servicing Fire Extinguisher

£30

D12/72

Branton Farm Nursery

Plants/ tree stakes & ties

£46.79

D12/73

DMBC

Hedge Cutting at KIlham Lane

£312.50

D12/74

Clerk

Postage/Paper/Ink

£37.26

 

19)       ITEMS OF CORRESPONDENCE

Correspondence denoted on the agenda was duly considered along with consultations from YLCA received on 29 November 2012 regarding ‘Technical Reforms to Planning Appeals and Extending Permitted Development Rights for Homeowners and Businesses. Consideration was given to the request to display advertising material in respect of a private warden service.

RESOLVED (17)

a) That the correspondence received is duly noted.

b) That the request to advertise the private warden service is declined.

 

20)       DATE AND TIME OF NEXT MEETING

RESOLVED (18)

That the next meeting be held on Wednesday 2 January 2013 commencing at 7.00 p.m. at Kilham Hall

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Julia Staniforth