Minutes of Council Meetings
   


MINUTES OF A MEETING OF FINNINGLEY PARISH COUNCIL HELD IN THE VILLAGE HALL, FINNINGLEY,
ON TUESDAY, 15th JULY 2014 AT 7:00 PM

 

PRESENT:

Cllrs R Johnson (Chairman),A Elder, Mrs I Batunas,Miss C Clayborn, D Lindley,B W Lifsey,Mrs M Lindley
Mrs J Worthington, Clerk

IN ATTENDANCE:

11 Residents

 

 

 

Prior to commencement of business a period of up to 15 minutes was allowed for Public Participation.

Residents present unanimously expressed the wish that the Peacocks be retained as they have long been a feature of the village – see item 9.

 

1

TO RECEIVE/ACCEPT APOLOGIES
All present.

2

TO CO-OPT TO FILL CASUAL VACANCY
The Clerk advised that one resident had re sponded to the Notice.
RESOLVED to co-opt Miss Charlotte Clayborn to fill the casual vacancy.
The Declaration of Acceptance of Office was signed and the Register of Interests will be completed and forwarded to the clerk within the specified 28 days. CLERK

3

DECLARATIONS OF OTHER INTERESTS AND ANY UPDATES TO EXISTING MEMBERS’ INTERESTS
Cllr R Johnson declared an interest in Item 11
Cllr Elder declared interests in Items 11, 12 and 14
Cllr B Lifsey declared an interest in Item 12
Cllr Mrs Batunas declared interests in Item 12 and 17
Cllr Miss C Clayborn declared an interest in Item 17
Cllrs D & Mrs M Lindley declared interests in Item 25

4

TO NOTE THAT THE CLERK DELIVERED A LETTER BY HAND TO THE CHAIR ON 1 JULY GIVING TWO MONTH’S NOTICE OF RETIREMENT
Although the Contract states 1 month’s notice the Clerk advised, due to no meeting in August, that an additional month would give the parish council time to appoint a replacement, purchase any necessary equipmentand liaise with the successful candidate prior to appointment.
RESOLVED the last date of employment is 31 August and that the Clerk be paid for 2 weeks holiday outstanding which was to be taken in August.

Cllr Lifsey, on behalf of the parish council, thanked the Clerk for her hard work carried out expeditiously during the last 14 years.

Various documents were highlighted, e.g. Advertisement for a replacement, recruitment check list, shortlisting procedure, person specification, contract of employment, job description, latest salary scales.
RESOLVED:
• that the Advertisement, prepared by the Chairman, be circulated via Notice Boards, DMBC Intranet and YLCA. The closing date to be noon on 31 July 2014
• that the council is convened on Friday 1 August in the village hall at 10am in order to agree shortlisting procedures
• that the council convenes again on Tuesday 5 August, and Wednesday 6 August if necessary, in order to interview applicants and to offer the post to the successful candidate
• that the Clerk attends both the shorting listing and interviews
• that the start date for the new Clerk is 1 September 2014 CLERK

Summary of the functions of a Chair and of a Clerk via NALC/YLCA.
The Clerk circulated information to all members which will be particularly useful for the new member and the new clerk.
RESOLVED to note the information.

5

POLICING ISSUES
SY Police & Crime Commissioner – Bulletin 19th June – request for anyone to complete surveys on line www.southyorks-pcc.gov.uk/Get-Involved/Have-Your-Say.aspx

Crime & Community Safety Lead Members – advice received that the response to the request has been good but it is not too late to nominate a member.
RESOLVED to note the above information.

6

REPORT FROM WARD COUNCILLORS
No ward member present.

7

TO APPROVE MINUTES OF THE PARISH COUNCIL MEETING HELD17 JUNE
RESOLVED the minutes be approved as a true record and signed by the Chairman.

8

MATTERS ARISING FROM LAST MEETING
Reply re ‘No Ball Games’ sign
YLCA advise that the council finds itself in the same situation as the builder and Housing Association, as it does not have the right to enter the land for the purposes of erecting a Notice. Should it do so then the parish council would be taking a risk and may be charged with trespass.
RESOLVEDin view of the above advice, not to progress the matter further and to write to the resident who complained advising them to ring the non-emergency number 101 if they feel the nuisance persists. CLERK

Response from DMBC re litter, airport viewing area, Old Bawtry Road
DMBC advised litter will be removed as soon as possible.
RESOLVED as the litter remains on site to contact DMBC and also Robin Hood Airport, pointing out this is a bird attractant and health issue. CLERK

Management of trees, update from Viking Trees & Gardens
Chairman is to meet with Viking Trees & Gardens and will report at the next meeting.

Highway issues, responses from DMBC, including Trinity Gate footpath
• Rubbish, Wroot Road – has been removed.
• Branches on large tree on green area, corner Chapel Lane/Wroot Road – ref no101000
104985 and tree will be inspected within 10 days.
• Trinity Gate (Old Bawtry Road) footpath – updates again requested from DMBC Planning Officer - pending.

Npower account – feedback re current fixed term contract
The clerk has spoken with an officer at Npower and information is awaited.

Smell Nuisance from YHA
Awaiting response from Environment Agency re smell monitoring equipment to be installed at Cllr Lifsey’s home. The Clerk has passed on Cllr Lifsey’s contact details.

Footpath top of St Oswald’s Close to Church gate
It was reported that some of the vegetation chopped down remains on the footpath.
DMBC Officer advised on 7 July that this would be removed but the vegetation remains.
RESOLVED to send reminder to DMBC. CLERK

9

ISSUES RAISED BY RESIDENTS UNDER PUBLIC PARTICIPATION
Blocked drains, near Orion Homes, Old Bawtry Road
Resident was advised issue highlighted in Highways & Footpaths patrol report copied to DMBC.

Peacocks
Cllr Lifsey has gathered extensive information regarding the birds and also submitted a Petition of 110 names requesting they remain in the village. Although previous complaints had been received from some residents of Ashley Court and Manor House Farm, some residents from these areas had signed the Petition (see item 10 below). It was again pointed out that the parish council is not responsible for the birds but would keep a watch to ensure they are not removed unless in a humane way. All residents present at the meeting were in agreement with the birds remaining in the village.

10

PEACOCKS
It was noted that recently a resident has contacted SY Police regarding traffic dangers caused by the birds and although the Clerk’s details were provided to an officer, no contact has been made. It was also pointed out that the Peacocks cannot be removed without consultation and approval from various agencies.
RESOLVED in view of the Petition and residents’ decision as above, that there be no change to the parish council’s decision at its meeting on 18 June 2013, thus the matter is now closed.

11

ISSUES RELATING TO JOINT PLAYING FIELD
Update on s106 monies and project in general
Cllr Johnson advised, as a member of the JPF Committee, that he recently attended a meeting with the Area Manager and Cllr Mrs Schofield of the JPF Committee. He further advised that the JPF Committee is meeting with the Architect to discuss progressing the planning application for the new pavilion.

Proposed Dog Control Order
The Clerk to Blaxton Parish Council advises that Legal Section state there is no projected date for the issue to be enacted at this time.

12

ISSUES RELATING TO VILLAGE HALL
Outside renovation to building – update
Responses received from 4 contractors and information requested supplied. Site meeting arranged with Bonsers Restoration took place on 15 July and a quotation is awaited.

Funding update
The Clerk has studied Application Forms from funding agencies and third party funding is a pre-requisite. Cllr Lifsey advised that the Village Hall Committee has agreed in principle to a donation of 10% of the total cost, but not exceeding £1,500. A letter to this effect is awaited.
The Clerk suggested that Messrs Mell Homes, as a developer who have carried out extensive development in the parish and who lives in the village, might wish to make a contribution.
RESOLVED to write to Messrs Mell Homes, Barratt/David Wilson and Orion Homes. CLERK

Decisions taken outside the meeting:
Decision to accept quotations and award the work for holly hedge trimming and weed removal in car park to Need A Hand Ltd
RESOLVED:
• to confirm the decision taken for Need A Hand to carry out the work in the sum of £90 for the holly hedge and £35 for the weeding in the car park
• to confirm the decision taken to request Need A Hand Ltd to cut the remainder of the grass adjacent to the holly hedge which was not included in the specification agreed. Part of the grass was cut free of charge. The cost for the remainder being £25.

Church Update
Cllr Lifsey provided a letter from Rev N Redyoff which was read to the meeting. This highlighted activities which can take place in the Church when the alterations are complete. The Village Hall Management Committee had also received the letter and had expressed concerns, as did the parish council, that usage of the village hall must not be compromised.
RESOLVED to circulate the letter to all members in the usual manner and to reply to Rev Redyoff that the issue would be discussed at the September meeting. CLERK

13

QUOTATION RECEIVED FROM NEED A HAND FOR FLOWER BED MAINTENANCE
For a number of years Need A Hand has not increased the charge for maintenance.
However the quotation this year is for £120 for the July visit because of the state of the beds and thereafter £60 per visit as in the past.
RESOLVEDto accept the quotation. CLERK
Cllrs Elder and Mrs Batunas wished their votes against to be recorded.

14

POND ISSUES
Response from AES Europe with regarding to planting and lack of feedback
AES Europe apologises for lack of response but advises this is due to various issues re staff absences. The preferred plant is not well known for quick growth and whilst growing it is not yet ready to be installed. With regard to the water sample, this is working through the lab and results are expected later. Unfortunately the backlog has extended to laboratory work and as such this has also been a slow turn around.
RESOLVED to contact the company again advising that members understand the situation re staff absences but would welcome a timescale of when the work can be completed. CLERK

Update re s106 money
It is confirmed that the £17k contribution to the pond came from the Chapel Lane (Laurel Court) development and not Manor House Farm as previously thought.

To receive quotations for work around pond, attention to seats requested from two Contractors (insurance details forwarded by Mr P Oliver)
P Oliver – removal of weeds from pond area/general tidy up/treat with weed killer - £40
4 x seats bent leg will need to be heat treated, angle grinder to remove flakey paint, rust repaint with Hammerite, remove all wood from seats to sand down and revarnish, will tape metal frames with danger tape - £375.
Need A Hand as above, and rub down refurbish 3 x seats, varnish with 2 coats, all metal work to be cleaned, primed and painted with Hammerite - £200. Repair of legs of one seat due to bending – the material prohibits straightening and as such cannot quote for the work. The advice is that the parish council secures quotes for supply/fit new bench. Need A Hand also advised a quote could not be supplied for removal of weeds/tidy up around crazy paving as area first requires treatment with pesticide prior to vegetation removal and, during this process, the cement in place may become loose and dislodged the extent to which cannot be foreseen.
RESOLVEDto accept the quotation from P Oliver. CLERK
Cllr Elder wished his abstention to be recorded.

15

TYPE OF SURFACE TO BE CONSIDERED FOR GREEN AREA NEAR VILLAGE POND
As discussions have recently taken place with the adjacent resident it was now considered unnecessary to pursue the further information with Planning Dept at a charge of £25.
The resident had indicated that he will make a small piece of land available between the
fence and the green after the shuttering to the development has been taken down.
RESOLVED that Cllrs Lindley and Lifsey observe the path which the refuse collection vehicles take and will report back to the next meeting.
Also that the Clerk writes to the resident thanking him and advising as above. CLERK

16

REPORT ON MEETINGS
Robin Hood Airport Noise Monitoring & Environmentsub committee held 19.6.14
Cllrs Mrs Lindley attended and the Minutes will be circulated in the usual manner.

PC JCC meeting held 8.7.14
The Chairman attended and reported on issues raised. A summary has been circulated to all members.

17

ALLOTMENTS PROVISION
Update from Messrs Sutcliffe
Cllr Lifsey reported that this issue is still being pursued and he will report back at the next meeting.

18

FINANCIAL MATTERS
A) Approval of BIB transactions
100.00 73rd Doncaster Guides (s137 donation) ** BIB.176
  56.54 J Worthington (cartridges for printer) BIB.177
150.00 Need A Hand ltd (holly hedge trim/weed removal) BIB.178
240.00 BDO LLP (audit of a/cs y.e.31.3.14) BIB.179
131.47 DMBC (empty dog bin, corner Chapel Lane) BIB.180
  15.52 DMBC (empty litter bin, village pond) BIB.181
302.60 HMRC (tax/insurance month ending 30.6.14) BIB.182
403.77 J Worthington (July salary) BIB.183

**Donation made as Unit has been running for a few weeks

B) Signing of cheques
£ 2,000.00 Joint Playing Field Association (annual donation) 100795

 

Completion of annual audit by External Auditor y.e.31.3.14.
Two issues were raised:
i) A minute reference not entered in Section 1 to confirm approval of accounting statements (although it was in another section)
ii) Internal Auditor’s check – Section 4 not answered ie responsibilities as a Trustee.
BDO contacted the Clerk who forwarded the information to the Internal Auditor and the latter rang the External Auditor who is now satisfied with the response. The accounting statements have been signed by BDO as a correct record.

Presentation of Quarterly Audit
The Clerk presented the quarterly audit for signature by the council auditors.

Update finance manual Audit&Accountability for local councils: A Practitioner’s Guide
New edition can be downloaded free from YLCA website www.yorkshirelca.gov.uk or NALC website www.nalc.gov.uk
RESOLVED to note the information.

19

ZURICH MUNICIPAL
Policy Renewal due in August. Prices quoted are for one year or three years.
RESOLVED to enter into a 3 year long term Agreement at a cost of £1,324.77 which is lower than last year’s premium. CLERK

20

PLANNING ISSUES
11 Acre site/36 Acre Field – responses from Planning Dept & Ward Members – awaited
13/00531/TIP, inert waste transfer station, Bank End Road - awaited
RESOLVED to write again to Planning Dept and Ward Members expressing concern and disappointment that there has been no acknowledgement or feedback whatsoever on these issues, with copy to Chief Executive. CLERK

YLCA advise that DMBC has a legal responsibility (Part IIA of the EPA 1990) to identify sites within the district where contamination poses an unacceptable health risk and to take necessary action to ensure the sites are cleaned up to a standard suitable for intended use.
RESOLVED to note the information.

21

TO CONSIDER APPLYING TO DMBC FOR SOME TREES AT GATESBRIDGE PARK, NEAR RAILWAY LINE, TO BE COVERED BY PRESERVATION ORDERS
Cllr Lifsey produced a plan showing the area and trees specified, 18 in total.
RESOLVED to contact the DMBC Tree Officer requesting a meeting on site to discuss the issue further. CLERK

22

TO CONSIDER WHETHER OR NOT TO HOLD FUTURE ‘SURGERIES’
RESOLVED not to continue these surgeries in view of lack of participation and residents are now using the website and direct contact via newsletter details in preference.

23

UPDATE RE REGISTRATION OF GREENS
The Clerk advised she has asked the solicitor for an update on the current situation and a response is expected shortly, ie by week ending 19 July.

24

HIGHWAY ISSUES
Highways & Footpaths patrol - report forwarded to DMBC for consideration and action and numbers allocated to each items.

No 1 Croft Court – request made to DMBC to trim branches of trees bordering the property, to ask if litter picks can finish at the bend rather than at the sign to Croft Court, and grass verge outside No. 1 requires trimming. Ref nos 103071, 103073 and 103079 allocated.

Street Naming – following an invitation from DMBC to suggest a name for a new development off Bawtry Road, it was agreed, to meet the timescale, to suggest Handley Court in view of the former RAF Finningley, and aircraft of that name.

Bus Shelter – left hand gutter removed from bus shelter at The Green, has been forwarded to SYPTE.

Wroot Road between junctions of Croft Road and Wroot Road – information from DMBC that traffic control will be in operation on Sundays only 0800-1600 from 6.7.14 to 13.7.14 for cyclical gully cleansing.

Work at Blaxton roundabout/Wroot Road
The chairman advised that Blaxton parish council had received information re the proposed road works on Bank End Road for 3 weeks commencing 21 July which will mean that HGV’s will have to travel along Wroot Road for the duration. In addition the No. 91 bus service will revert to its original routing down Station Road and turn into the village.

25

WEBSITE ISSUES
Cllr Lindley will update the minutes for the June meeting.

26

TO RECEIVE AND NOTE CORRESPONDENCE
Consultation – Draft Plain English guide to Openness of local Govt Bodies Regs
Updated version of the Draft is available on www.gov.uk/government/publications/open-and-accountable-local-government. The parish council sector is included in the guide with a specific separate section. The Regulations, yet to be approved by Parliament will come into force in the year future :- www.legislation.gov.uk/ukdsi/2014/9780111113554/contents
RESOLVED to note the information.

Revised Legal Topic Note 9E Handling Complaints
Information from YLCA that this includes a revised model complaints procedure which member councils may wish to adopt. Legal Topic Note 9E can be found in the members section of the YLCA website www.yorkshirelca.gov.uk
RESOLVED to discuss at September meeting following information being circulated to members by the Clerk.

White Rose Update 1 July 2014
RESOLVED to circulate in the usual manner.

30/30A BUS SERVICE TO ROBIN HOOD Airport
SYPTE advises that Notts County Council has made changes to their contracts and will only be maintaining a service to Misson via Austerfield. Thus 30/30A service has been removed completely. SYPTE will continue to fund services as now to the Airport and Finningley on the 91 and X19.

27

TO CONFIRM DATE OF NEXT MEETING:
TUESDAY 16 September 2014, AT 7 PM IN THE VILLAGE HALL

 

The meeting closed at 10pm

Chairman: ………………………………………………..

Members had contributed personally to a bouquet of flowers which was presented to the Clerk
and gratefully accepted.