Minutes of the Meeting of the Parish Council held on Wednesday 2 January 2013 at Kilham Hall commencing at 7.00 p.m.
PRESENT: Councillors G Warrender (Chair), J Worthington (Vice-Chair), B Cheetham, B Fussey, and N Williams
IN ATTENDANCE: J Staniforth (Clerk to the Council)
No members of the public were in attendance.
The Clerk reported that apologies had been received from Councillor Y Butterworth and Councillor M Sidebottom at the last meeting.
That the apologies of Councillors Y Butterworth and M Sidebottom be received and accepted.
2) DECLARATIONS OF OTHER DISCLOSABLE INTERESTS AND DISPENSATION FORMS
Councillor Fussey declared a disclosable interest in respect of Item 8. Consideration was given to the receipt of a dispensation form from all members of the Council relating to the setting of the parish precept based on advice received from the YLCA Chief Officer. Councillor Worthington had requested dispensation on the basis of an ‘Other Interest’ and for discussion only. All other members had applied based on a disclosable pecuniary interest and for discussion and voting purposes due to residence in the parish. All members had applied for a dispensation for the period up to the expiry of their term of office.
That all members be granted a dispensation to take part in the setting of the parish precept as contained within each individual members application for the duration of their term of office.
3) REPORT FROM COMMUNITY POLICING TEAM
No representative of the police was in attendance. The Clerk reported she had contacted Inspector Cowling to ascertain the contact for receipt of any information to report at future meetings.
4) REPORT FROM DMBC WARD COUNCILLORS
No Ward Councillors were in attendance. Councillor Schofield had submitted apologies and denoted she would attend the February meeting.
5) MINUTES OF THE MEETINGS HELD ON 5 DECEMBER 2012
That the minutes of the Parish Council Meeting be agreed and signed by the Chairman subject to the inclusion of ‘for consideration by the council’ at the end of resolution 12b).
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. The Clerk reported that both the Handyman and Caretaker of Kilham Hall had confirmed that the showers had been drained and that the isolation switch was in the off position. Arrangements had been made for the Christmas lights to be removed on Monday 7 December due to the 6th falling on a Sunday.
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
Councillor Fussey reported that the bank balance was £14,452. The Friday evening social dance had now relocated to Bawtry and an original member of the Management Committee had resigned as she no longer resided in the parish.
That the information be received and duly noted.
9) REPAIRS TO THE KLARGESTER UNIT
The Chair reported that she had attended a meeting with the building contractor and discussed the matter with the former Project Manager and it was proposed to seek a quotation from Lewis Engineering for a ‘non returnable valve’ to be fitted if it was felt appropriate. Members enquired as to whether it had been established that the unit had been installed correctly as it was felt that the original soak away could be inadequate as it did not seem to be sufficiently deep. The Chair reported that there had been an inspection of the fitting of the Klargester by the supplier immediately after installation and no issues had been raised. Members challenged the view of the building contractor that the difficulties had been caused by the high water table as it was not felt to be an issue on the surrounding land.
That the parish council members are invited to attend a meeting with the Engineers when visiting to provide a quotation for the supplying and fitting of a ‘non returnable valve’ and that a report from the Engineers is considered at the next meeting along with any quotations received.
10) RECREATION GROUND/GARDEN ISSUES AND REPAIRS TO SWINGS
The Clerk reported that DMBC had stated that repairs to the seats of the swings were not urgent but that the replacement of the hangar bars to the flat swings was required the quotation for which was awaited. It was reported that no plants appeared to have been planted in the north facing plinth and it was suggested that clematis be planted in the garden area at the recreation ground and that wooden trellis would need to be purchased.
a) That the Clerk arranges the repairs to the swings if the quotation is less than £300 and if in excess of this considered at the next meeting.
b) That the Clerk enquires of the Handyman the planting of the north facing village plinth.
c) That the purchase of wooden trellis is agreed.
11) HIGHWAY MATTERS
a) Consultation on Speed Limits for HGVs over 7.5 tonnes on Single Carriageways
Consideration was given to information relating to a government consultation seeking views on increasing the speed limit of heavy goods vehicles over 7.5 tonnes from 40 mph on single carriageways with a maximum speed limit for other vehicles.
b) Update on Safe Crossing on Doncaster Road.
Following notification that the application for the development off Doncaster Road/The Close was to be considered by the Planning Committee on 18 December the Neighbourhood Manager had been contacted when the outcome of the application was known. As a consequence due to the holiday period no update was available for the meeting.
c) Response from C Flint MP re Speed Limits Near Schools
The Clerk reported the receipt of a letter from Caroline Flint MP confirming that a request had been submitted to the Mayor of Doncaster for a 20mph speed limit on Valley Drive. Councillor Fussey provided the completed petition forms for submission to the MP.
d) 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 meet with members regarding the location and type of shrubs to be planted in order for the cost to be calculated and arrangements made for the planting subject to the cost involved.
e) Other Matters
No other matters were raised.
a) That the parish council supports an increase to 50 mph for HGVs over 7.5 tonnes on single carriageway roads
b) That the Clerk seeks a response from the Neighbourhood Manager regarding the request for safe crossing on Doncaster Road if no response has been received within two weeks of the meeting.
c) That the Clerk arranges to forward the petition forms to the local MP in order to support the campaign for a reduction in the speed limit adjacent to schools.
d) 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 is forwarded to the Clerk for consideration at the February meeting.
12) REVIEW OF CHRISTMAS CAROL SINGING ARRANGEMENTS/CHARITABLE DONATION
Members reported that the carol singing event had been highly successful with many positive comments being received in respect of the musical accompaniment being provided by a local organist. As the organist had undertaken the work voluntarily consideration was given to a donation for a charity of the organist’s choice.
a) That a donation of £50 is given to a charity of Mr Littlewood’s choice in lieu of the musical accompaniment being provided free of charge.
b) That Mr Littlewood is invited to undertake the musical accompaniment at the next carol singing event
c) That the date of the next event be considered at the next meeting following liaison with Mr Littlewood.
13) 2013/14 BUDGET ALLOCATION
Consideration was given to the draft budget prepared by the Clerk in consultation with the Chair taking into account decisions reached at the last meeting in respect of maintenance requirements and proposed community developments. Discussion took place on developments to garden areas, increasing costs of stationery/postage and electricity.
That the provisional budget be agreed subject to increasing the garden requirements from £400 to £450, stationery/postage from £200 to £240 and Christmas festivities from £220 to £230 thereby setting the budget at £27,017.00.
14) 2013/14 PRECEPT
The Clerk confirmed that information had been received that there was no capping requirements on parish /town councils for 2013/14 however this may change for subsequent years and that any changes to government grant related to council tax support would not impact in 2013/14.
That the parish precept be set at £27,000.00 in view of the budget requirements for 2013/14.
15) THIRD QUARTER BUDGET MONITORING REPORT
No areas of concern were raised and the Clerk reported the receipt of £4.79 interest for the quarter ended 31 December 2012.
That the third quarter budget monitoring report be received and duly noted.
16) PLANNING MATTERS
Consideration was given to application reference 12/03057/EXTM relating to a request for a time extension for the Manor Farm development.
Details of decisions reached since the last meeting were circulated for information.
a) That there are no comments relating to the time extensions for the Manor Farm development.
b) That the information on decisions reached be received and noted.
17) CONSULTATION RESPONSES RELATING TO CREATION OF A VILLAGE PLAN
Only one response had been received from a resident which did not make reference to being involved in the development of a plan. The Clerk reported that information had been received from YLCA that another parish council was considering producing a business plan. Councillor Worthington reported that it was believed DMBC had instigated an initiative to produce area plans across Doncaster and that these were being lead by DMBC Neighbourhood Teams.
That the production of a parish/business plan is deferred pending contacting the Neighbourhood Team Area Manager to ascertain whether it is intended to produce an area plan for Cantley with Branton parish and the response be made available for the next meeting.
18) WEBSITE ISSUES
The Clerk referred to the previous decision of the parish council in respect of uploading the latest Members Interest Forms and that the forms of Doncaster Ward Councillors had now been uploaded onto DMBC’s website. There were no other issues to report.
a) That the Clerk arranges the uploading on the members’ register of interest forms on the parish council website at the agreed cost of £75.
b) That all other the information be received and duly noted.
19) HEALTH AND SAFETY POLICY STATEMENT
Following the production of detailed health and safety guidance notes consideration was given to appropriate documentation for publication. Examples of Health and Safety Policy Statements belonging to other parish councils were considered.
That a Health and Safety Policy statement be produced for presentation at a future meeting.
20) REPORT FROM AIRPORT ENVIRONMENTAL AND NOISE MONITORING SUB COMMITTEE
Councillor Worthington provided a report and that the minutes of the meeting were available for circulation on request. Very few complaints regarding noise had been received.
That Councillor Worthington is thanked for her report and the information provided.
21) AUTHORISATION OF BANK PAYMENTS
Consideration was given to the schedule of payments for signature.
That the following payments be duly authorised:
Branton Farm Nursery
Tree stakes and supports and plants
Third Quarter Salary
Third Quarter Return
22) ITEMS OF CORRESPONDENCE
Correspondence denoted on the agenda was duly considered including advice from the insurance company relating to liability in respect of falling tree branches on land owned by parish council following recent fatal incidents. The issue of the bench sited under the tree at the junction of Chapel Lane and Doncaster Road was raised but it was confirmed that this was DMBC responsibility as it was located on the public highway and not on parish council land. Permission had been received from DMBC to site the bench beneath the tree. The Clerk reported that no cookies currently appeared on the parish council website.
a) That the inspection of trees is included in future risk assessment documents and that the DMBC Tree Officer is contacted to request an inspection and advice on trees at Kilham Lane recreation ground.
b) That the webmaster is contacted regarding the new Cookie law for websites.
c) That all other correspondence is received and duly noted.
23) DATE AND TIME OF NEXT MEETING
That the next meeting be held on Wednesday 6 February 2013 commencing at 7.00 p.m. at Kilham Hall