The meeting was held
virtually using ZOOM software. All
members could be seen and heard using the audio and video functions.
Present: Cllrs: E Fairclough (Chair), K Shaw, T Saunders, J Carlon,
C Wagstaff, S Leith and C Pearson.
In attendance: Ward Councillor M Cummings, the Clerk to the Council and three members
of the public.
88.
To receive apologies and approve reasons for absence.
Apologies were received from Cllrs A
Manifield and F Heptinstall (WMDC Ward Councillor) and Parish Councillor P Lee.
Resolved to note the reasons
for absence.
89.
To receive declarations of interest.
None.
90.
To approve the minutes of the council meeting held
on 3rd November 2020.
Resolved to approve the minutes of the meeting held on 3rd
November 2020 without amendment as a true and
correct record of the meeting.
91.
Public forum session – To permit members of the
public to make representations, answer questions, and give evidence in respect
of any item of business included in the agenda.
None.
92.
To receive a report on the SAFE scheme and police matters.
A report was not received for November 2020.
The Chair noted there had been reports of car thefts, with suspects appearing
equipped to steal.
Resolved for the Clerk to chase the report and circulate once received.
93.
To receive a report from WMDC Ward 5 Councillors.
Cllr M Cummings reported the following:
·
An
email was received regarding the Chevet Crossroads which will be forwarded to
the Clerk.
·
A
capital grant application for the planters has been submitted and await outcome.
·
Meeting
held with WMDC confirmed a ‘Golden River’ survey will take place on Shay Lane,
Oakenshaw Lane and Greenside with results analysed.
·
The
‘Keep Clear’ road marking had been reinstated on School Lane bridge.
·
Diversions
are now in place on Doncaster Road with waiting times not too excessive,
although this was used at quieter time.
A member noted the drain on Greenside
appears still to be blocked.
Another member noted members of the
public were parking on grass verges outside the car park entrance to the Colliery
on Shay Lane. The member asked if this could be overlaid with hardcore as the
grass is being churned up. Enquiries could
be made to extend the car park instead.
The Clerk noted a resident had
raised a one-way system through the village and was referred to WMDC. Cllr
Cummings noted this had been reviewed previously and turned down twice based on
resident objections.
The Clerk confirmed that there would
be a public consultation on the reopening of the Midland Railway line as some
residents had expressed concerns this would not be forthcoming. Cllr Cummings
confirmed the proposal is very much in its infancy, with no secured funding and
if it were to progress, there would be public consultation.
Resolved to note the reports.
94.
To approve accounts to be paid, already paid under delegated powers and
income received during November 2020.
The Clerk submitted details (copy attached
to minutes) of accounts paid totalling £2,179.74 for November 2020, and income
received of £1,497.31.
The account balances at the end of November
2020 are:
Current a/c: £2,846.16
Barclays Business Res a/c: £35,630.57
HSBC deposit a/c: £50,914.59
Total £89,391.32
Resolved to approve the financial statements
and payments.
95.
To ratify decisions, as scheduled made to date by the Clerk under her delegated
authority.
The Clerk submitted a schedule of decisions
made under her delegated authority from 28th October 2020 to 24th
November to be ratified by the Parish Council.
Given full meetings had resumed,
albeit virtually, the Clerk advised her full delegated authority to given at 16th March 2020 “do that anything expedient
and necessary” is rescinded and to resume delegated authority to oversee day-to-day
operations and as defined within the Standing Orders and Financial Regulations.
(i)
to
ratify the decisions
taken by the Clerk/RFO under her delegated authority and to publish the list of
decisions on the Parish Council website.
(ii) to rescind full delegated authority
given on 16th March and limit to original delegated authority as
defined in Standing Orders, Financial regulations and
contract of employment.
96.
To receive a receive a budget monitor for the period April to
November and forecast for the current financial year 2020/21. To consider priorities
for Budget for 21/22.
The Clerk
circulated a budget report for the period April to November against the set
budget and forecast for the current financial year. The Clerk noted of the £20,200 anticipated to
be drawn from reserves, only £3,000 is now forecast due to identified savings,
increased income via grants and CIL monies and projects being delayed to next
financial year. The Clerk discussed the
overspend in some categories due to the pandemic. As £3,000 was reserved under the Contingency
heading, this category could be reduced to balance the overspend. This was a permitted course of action termed ‘virement’. A member felt this was unnecessary and the budget
should not be altered. A proposal was submitted to follow the Clerk’s advice
and a vote took place, which was carried.
Members
agreed to amend the reserves to reflect the commitment to create a roof reserve
with £5,000 to be paid annually and £3,000 for additional playground equipment
in a Playground reserve.
The Clerk
raised priorities for budget 2021 and it was agreed any projects that could not
be completed in the financial year, will be carried over in the next financial
year. This would include the Tennis Club refurbishment ensuring it had £5,000
to fund its refurbishment, £1,500 towards any action that might be identified from
the traffic survey conducted by WMDC as well as a £1000 budget for legal fees.
A member
asked if a footnote could be included to reflect amounts received as CIL monies
in the budget documents to keep track on this income given our reporting
requirements. The Clerk confirmed this was not onerous and could be added to future
budget documents.
Resolved
(i)
To note the report.
(ii)
To decrease the Contingency budget category with the
corresponding amount required to clear overspend on other categories.
(iii)
To transfer £5,000 from general reserves into an
earmarked roof reserve and £3,000 into a playground reserve and to continue
doing so on an annual basis.
97.
To consider correspondence received.
The Clerk summarised the correspondence
received over November 2020 and noted some residents expressed concern over the
Midland Railway.
Resolved to note correspondence received.
98.
To consider planning applications validated and
decided in November 2020.
There
have been 3 application validated and 1 application decided since the last
meeting. Cllr Lee had submitted his view
to submit an objection to the planning application for 154 Shay Lane, in
advance of the meeting. This was shared with members who agreed with the proposed
wording.
Resolved
to submit an objection to planning
application 20/02441/FUL on the following basis:
· The PC has considered
previous applications, the last one being or for 3 dwellings
· The site is in the
Historic Core.
· There is a basic
Design and Access Statement (DAS) which does not mention the Neighbourhood Plan
or the need for a Heritage Impact Assessment.
· The proposal is to
combine the exiting semis into a large, detached house.
· At the rear there is
to be a sunroom/extension and detached pool house. On the site of the derelict
barn there will be built a large garage.
· The DAS states that
the extension and pool house will be a “modern minimalist” design and they will
be in “stark contrast” to the existing materials.
Given the potential for resolving to exclude
the public and press, the Chair deferred the planning items (10.2 and 10.3) to
the end of the meeting.
99.
To consider request for a legal covenant to protect Tennis Club for future
use.
Following a request from a resident to protect the land used for the
Tennis Club from being sold. Members
felt to place such a covenant on the title could unduly restrict and hinder the
Council’s ability to deal with the land in the future which could result in a detriment
to the community. Members felt resolving not to sell the land was demonstrating
its commitment to retain the land for future generations without incurring
unnecessary costs.
Resolved to
decline the proposal to include a legal covenant to protect the land formerly
used as a Tennis Club.
100.
To receive report on Fire Risk Assessment
by Chubb and consider recommendations.
The professional Fire Risk assessment was received from Chubb Fire &
Security Limited. Some points are being
clarified where it stipulates there is a high risk but offers no recommendations
or areas of concern. There are a few
recommendations to consider. Those relating to signage have been already completed. The fire alarm has been serviced and no
faults were found. This was delayed until advice was obtained on the required frequency.
A quote to install a call point was requested from the electrician.
The Clerk indicated a larger scale recommendation was boarding the
cellar ceiling with fire resistant material and ceiling the hatch under the
stage. The Clerk was instructed to
explore this, but it was felt the hatch under the floor should not be
permanently sealed in case access was required for maintenance. In terms of the recommendation to obtain a
CO2 fire extinguisher, this could be raised with Chubb as it was believed they
were commissioned to advise on the correct types of extinguishers required and positioning
as part of their annual service. The
last recommendation related to training for the use of fire extinguishers. It was recognised that employees are not
present on site when the hall is in use and therefore it would be futile to train
staff on the use of extinguishers and too onerous to train ad-hoc hirers. A discussion
was held on training regular hirers, but it was recognised that the advice is to
evacuate the building immediately if an alarm sounded and not to impose an
obligation to use the fire equipment. A
debate was held on whether fire extinguishers were legally required and if not,
whether these should be removed. The Clerk confirmed there was no legal requirement.
It was considered overall, whilst they were not a legal requirement, these
should be in place in the event they were needed but to provide training to hirers
was superfluous.
Resolved for
the Clerk to obtain quotes for boarding the ceiling of cellar and hatch and to
install a call point.
101.
To consider renewal of the gas boiler HomeCare agreement at Coronation
Cottage.
Resolved to
renew cover at a cost of £204 plus VAT with an excess of £60.
102.
To consider
and approve a Social Media Policy for adoption by the Parish Council.
A draft policy was presented as recommended by the working party. The Clerk highlighted a request was made for the Parish Council to accept proposals via the Facebook page. The Clerk advised against this course of action as individuals are more likely to send unfettered and ambiguous requests via social media rather than a formal and reasoned request that would be sent in via email/correspondence. In addition, the Facebook community page and comments are not monitored on a continuous basis like written correspondence received by post/email. It could also be ambiguous if individuals are making a comment, observation, or request. Members agreed.
Resolved to adopt the policy as drafted.
103.
To consider
and adopt a Dignity at Work policy.
Resolved to adopt the policy with clarification that if
a complaint is made against the Chair, the correct person to approach would be
the Vice Chair.
104.
To consider
amendments to the Council’s Disciplinary and Grievance policies in line with
NALC’s recommendations.
In
line with NALC’s recommendations following recent case law to make the
necessary changes to our existing policy to ensure compliance.
Resolved to
adopt the policy as drafted.
105.
To
consider adoption of a Member-Officer protocol.
Resolved
to adopt protocol as drafted.
106.
To
receive an update on the Harrison Almshouse Charities.
The Chair explained she had been the nominated representative on the
Almshouse charities for the last 12 years.
The Chair is one of 9 trustees who investment monies based on advice for
the maintenance of 3 houses built in 1883 opposite the Pledwick public
house. Occupants are required to be single
and in financial hardship to be eligible for a house. Occupants pay a weekly sum, and the charity is
required to abide by Landlord regulations. Properties have recently failed
their Energy Performance Certificates and required refurbishment. Grant applications and loans are obtained to
cover financial expenditure.
Resolved to
note the report.
Before excluding the public Cllr Saunders wished to record a message of
thanks to Helen Massey for agreeing to film and broadcast the Remembrance
Service which was well received on the Parish Council’s Facebook page.
Items 10.2 and 10.4 deferred from
earlier.
In view of the confidential nature of
the business concerned, to resolve to exclude the Press and Public:
107.
To consider advice allotment area
at the Waterton Green development.
Resolved to post a message
on Facebook page to reflect the Parish Council was still committed to ongoing discussions
with WMDC and ENGIE to provide allotments for the long-term benefit of the
community subject to approval of the lease.
108.
To consider
land registry search on land at School Lane
Resolved
to write to Network Rail regarding
piece of land concerned.
109.
To consider
employee terms and conditions
Resolved to implement changes from 1st April
2021 to salaries and to make the relevant payments for December 2020.
Meeting closed at 8.55pm