Minutes of the Meeting of the Parish Council held on Wednesday 6 March 2013 at Kilham Hall commencing at 7.00 p.m.
PRESENT: Councillors G Warrender (Chair), J Worthington (Vice-Chair), Y Butterworth, B Cheetham,
B Fussey, M Sidebottom and N Williams
IN ATTENDANCE: J Staniforth (Clerk to the Council), S Racjan (DMBC Neighbourhood Officer) and two members of the public.
A resident of Whiphill Top Lane enquired as to whether any building work was proposed to land currently attached to Branton House Farm as surveyors had been observed on the site. The Chair reported that there was a possibility that the land could be sold for development in the future. A concern was raised regarding traffic on Whiphill Top Lane exceeding the 30mph speed limit and that on occasions large vehicles used the route even though there was a weight restriction on Nutwell Lane. The DMBC Neighbourhood Officer stated that it was believed additional PCSOs were being appointed and that these would be working within the area.
The organiser of the forthcoming Fun Day provided a document outlining the arrangements for the day and that arrangements had been made for the operators of large equipment to provide their own generators. An enquiry was made as to whether stall holders were allowed vehicle access on the field and requested the use of the pavilion facilities as in previous years. Members pointed out that a Dog Exclusion Order was in place but disabled persons were exempt.
1) APOLOGIES FOR ABSENCE
There were no apologies as all members were in attendance.
2) DECLARATIONS OF OTHER DISCLOSABLE INTERESTS AND DISPENSATION FORMS
Councillor Fussey declared a disclosable other interest in respect of Item 9. No requests for any dispensations for any item had been received.
3) REPORT FROM THE COMMUNITY POLICING TEAM
Following further contact with Inspector Cowling PS Mark Butler had provided his contact details and arranged for PC J Venables to forward a written report which denoted details of five recorded crimes, since December and explaining that there had been little or no use of the speed gun due to the winter period but this would be remedied when the weather improved.
That the police be informed that the parish council is disappointed over the lack of use of the speed detection equipment and that it had been loaned out for use outside of Ward when it had been purchased from resources given by the Ward Councillors and some parish councils within the Ward.
4) REPORT FROM DMBC WARD COUNCILLORS
No Ward Councillors were in attendance and Councillor Schofield had informed the Clerk there was no specific information to update the parish council at the present time.
5) DMBC NEIGHBOURHOOD ISSUES
The DMBC Neighbourhood Officer reported on a meeting attended by parish clerks on 25 March 2013 to meet with K Ripley the Wellbeing Officer who was seeking to identify any areas of support to elderly residents. The possibility of reintroducing lunch clubs was discussed.
It was explained that following the meeting with a Highways Officer and members of the parish council it was felt that the provision of bollards on grass verges to prevent parking was not feasible. Members enquired that in view of the cost of knee rail fencing could the grass verges be raised to prevent parking. The Neighbourhood Officer agreed to write to properties adjacent to verges on Doncaster Road opposite the Three Horse Shoes regarding parking on the verges. The re-seeding of the verge opposite The Terrace was requested and that cars were now parking on the grassed area next to the St Leger Homes bungalows on Valley Drive by the site of the former allotments by parents taking and collecting children from the school. The Neighbourhood Officer was asked to contact the school with a view to the school writing to parents asking that they refrained from parking on any grassed area and to enquire as to whether any fencing could be erected to prevent access to the verges next to the St Leger Homes bungalows on Valley Drive.
Following the recent work to improve the conditions of the pavement a request was made for new dog stencils. It was noticed that Royal Mail were also again parking on verges when emptying the mail box on Milton Road.
The Neighbourhood Officer confirmed that unpaid workers were still available to undertake projects in the parish and that the condition of the grass verges would be monitored and further edging work carried out if identified.
That the Neighbourhood Officer is thanked for his attendance and the support provided.
6) MINUTES OF THE MEETING HELD ON 6 MARCH 2013
That the minutes of the Parish Council Meeting be agreed and signed by the Chairman.
7) 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 DMBC were intending to undertake some remedial work following the slurrying work to pavements at the Poppyfields development. Members reported that more recent work was felt to be much improved due to the quality of materials used and this had improved the appearance of the pavements.
That all other information be received and duly noted.
8) TO CONSIDER ANY ISSUES RAISED BY THE PUBLIC
That the SNT be requested to carry out speed detection on Whiphill Top Lane as soon as possible.
9) KILHAM HALL MANAGEMENT COMMITTEE REPORT
Councillor Fussey reported that the bank balance was £14,261and expenditure had been incurred on the provision of a loft ladder and boarding of the loft area for storage purposes. The lighting above external doors had been repaired. A donation to a charity event for Parkinson’s disease had been given. The weekly coffee morning was very well attended and numbers were increasing at the Mother and Toddler group with new equipment being purchased from funds raised from the Race Night. There was still a need to encourage new committee members in order to increase the number of activities.
That the information be received and duly noted.
10) REPAIRS TO THE KLARGESTER UNIT
Consideration was given to the written report received following the visit of an engineer from WTE Ltd.
Councillor Fussey informed members that the installation notes for the Klargester may be located within the file of information kept at the hall.
a) That a copy of the report is forwarded to the Environment Agency and the required permit requested.
b) That quotations for the necessary repairs are sought from White Rose Installations and GNE at Rossington.
11 RECREATION GROUND/GARDEN ISSUES AND REPAIRS TO SWINGS
a) Fun Day on Sunday 23 June 2013
Discussion took place on the request for stall holders to be allowed to park on the field and use of the pavilion facilities.
b) Quotation for Tree Pruning
Consideration was given to a quotation from Mark Bell a tree surgeon residing locally for £300 which included removing dead wood from two other trees bordering the recreation ground along with the work specified in the report from the DMBC Tree Officer. Greenmile Trees declined to provide a quotation.
c) Request for Payment of Emptying the Klargester Unit on 25 February 2013
It had been necessary to empty the Klargester to enable the engineer to inspect and provide a report.
d) Spring/Summer Garden Requirements
The Clerk read the contents of an email received from a resident who had expressed disappointment at the lack of floral displays in the village plinths and pointing out work needed to the variegated tree in the Rose Garden. The Clerk enquired as to the choice of climbing plants adjacent to the car park area.
a) That it be agreed that stall holders may park on the recreation ground field if the weather is dry and that use of the pavilion as in previous years be agreed.
b) That the quotation for tree maintenance be agreed.
c) That payment for emptying the Klargester unit is agreed subject to the required report being received.
d) That the Clerk in consultation with the Chair determines garden requirements for the next year.
12) HIGHWAY MATTERS
a) Update on Safe Crossing on Doncaster Road.
The Clerk reported that Councillor Woodcock indicated that the decision whether to provide a zebra crossing from the Section 106 funding would take some considerable time.
b) Quotation for Provision of Knee Rail Fencing on Grass Verges
The cost of knee rail fencing was £1,600 with all future maintenance being met by the parish council.
c) Correspondence from Caroline Flint MP re 20 mph Speed Limit on Valley Drive
Further correspondence had been received from the local MP enclosing a copy of a letter from the Mayor of Doncaster stating that the matter was being researched by DMBC and that further consideration would be given to the matter when the research work had been completed.
d) Other Matters
All other matters were raised with the DMBC Neighbourhood Officer as part of Item 5.
a) That Councillor Woodcock is asked to provide details of the process for Section 106 agreements along with an update on the progress of the agreement for the new development off Doncaster Road.
b) That the quotation for knee rail fencing is noted and that the outcome of the request for raised verges is awaited.
c) That the response from the local MP and the Mayor of Doncaster is noted.
13) CREATION OF AREA PLANS LED BY DMBC
Consideration was given to a copy of the first draft plan that had been circulated for information. It was noted that no list of the parish councillors appeared but that neighbouring councils were included.
That the Clerk notifies DMBC of the omission of the list of parish councillors and that DMBC arrange consultation meetings at dates and times as felt appropriate.
14) PLANNING MATTERS
Consideration was given to the following applications:
Erection of 1 and 2 storey pitched roof extension to side and rear following demolition of existing extensions
North of Sandpit Hill
Display of non illuminated tri board and 6 flagpoles
Rear of 44/46 Warning
Erection of dwelling on 0.09 ha of land
Discussion took place on the comments of the Planning Officer in respect of application 13/00273/FUL and that a report had identified historical interest in the site.
That the comments of the Planning Officer in respect of the impact on the highway, the character and the historical issues contained within the report be notified to the Planning Authority.
15) DATE OF 2013 CAROL SINGING EVENT
Councillor Sidebottom reported that she was still awaiting a response from the school
That the item be deferred for consideration at the next meeting.
16) REVIEW OF THE EFFECTIVENESS OF THE SYSTEMS OF INTERNAL CONTROL
Consideration was given to the detailed risk assessment circulated to all members. The latest advice from Came & Company insurers was also considered which recommended that a record was made of inspections carried out to play equipment.
a) That the document be approved subject to the deletion of ‘uses’ in the Health and Safety Section to ‘has been provided with protective clothing and notified in writing that this must be worn’.
b) That the Clerk arranges for the Handyman to complete a log of weekly inspections of the play equipment.
17) WEBSITE ISSUES
The Clerk confirmed that all DMBC Ward Councillor’s Members’ Interest Forms had been uploaded including information relating to spouses but that in accordance with the latest advice the latter had not been identified separately.
That the format of the Members Interest Form is revised for future use in line with that of DMBC.
18) AUTHORISATION OF BANK PAYMENTS
Consideration was given to the schedule of payments for signature.
a) That the following payment made be duly authorised:
Emptying dog litter bins 17/9/12 – 9/12/12
b) That DMBC are requested to revise the cost of replacing the platforms to the play apparatus on the basis that the previous work supplying ply wood platforms was not fit for purpose.
c) That the revised invoice of £65 for repairs to the notice board on Warning Tongue Lane be agreed.
19) ITEMS OF CORRESPONDENCE
Correspondence denoted on the agenda was duly considered along with a communication from the Environment Agency requesting a meeting to discuss reports of land spreading activity on farmland in Branton and details of the next Public Rights of Way meeting. It was noted that government office had confirmed that there was no requirement to apply for a dispensation for consideration of the precept.
a) That the items of correspondence be received and duly noted.
b) That the Environment Agency be informed that the preferred date for a meeting was Thursday 21 March and that Kilham Hall be considered for the venue.
20) DATE AND TIME OF NEXT MEETING
That the next meeting be held on Wednesday 3 April 2013 commencing immediately following the Annual Parish Meeting at Kilham Hall.