Present: Cllrs. Mrs. J. Pattison (Chairman), Cllr. I. Lloyd (Vice-Chairman), Mrs. A. Adams, Mrs. E. Simmonite, Mrs C Leigh and Mr. S. Green.
001.10 To receive any apologies for absence
Apologies were received from Cllrs. Mrs. W. Thompson, D. Hall and Mrs. B. Gunby
002.10 To approve the minutes of the meeting held on 8th December 2009
Resolved: That the minutes of the meeting held on 8th December 2009 are accepted and approved as a true record. Proposed Cllr. Green, seconded Cllr. Lloyd. Carried.
003.10 To identify any agenda items from which the press and public should be excluded due to the confidential nature of the business to be discussed.
Resolved: That the press and public should be excluded from agenda item 33 due to the confidential nature of the business to be conducted. Proposed Cllr. Adams, seconded Cllr. Leigh. Carried.
004.10 To declare any interests necessary for this meeting.
a) Cllr. Lloyd declared his personal interest in agenda item 20
b) Cllr. Adams declared her personal interest in agenda item 27
005.10 To note any matters arising (For information only)
a) The vandalised telephone box on Winney Hill has now been repaired
b) The Clerk has spoken to the management at Harthill House Group about the overgrown conifers and received an assurance that the matter will be dealt with.
006.10 To consider planning applications
a) RB2009/1447: Removal of existing concrete plank exterior and replacement with brickwork construction including renewal of all windows and doors plus rear conservatory for Mr S. Storey at 6 De Warren Place, Harthill.
Resolved: That there is no objection to this application. Carried.
b) The planning board in respect of the Serlby Lane development for Mr. R. Rose has been postponed until February. A site meeting has yet to be confirmed.
Resolved: That a further letter is sent to RMBC urging a site visit by the planning board in respect of this application. Proposed Cllr Pattison, seconded Cllr. Lloyd. Carried.
007.10 To receive an update on non-traditional housing issues
There has been no further communication from RMBC in respect of plans for non-traditional housing and as yet the promised advisory letter to owner occupiers has not been sent. The Clerk will follow the latter up as a matter of urgency
008.10 To consider risk assessment matters
Risk assessments on the Village Hall and Leisure Centre have been delayed by the weather and will be completed before the next meeting.
009.10 To receive the RFO’s report
a) After 9 months of the financial year 178.5% of anticipated income has been received and 72.8% of anticipated expenditure has been spent. The Council is still on course to balance its budget this year.
b) A refund of £40.00 has been received from Land Registry in respect of fees improperly charged.
c) This year’s precept of £42,046 will once again be paid in two parts which are due to be received by the end of April and the end of September.
010.10 To monitor the budget against income and expenditure
The management accounts were examined and no areas of concern identified.
011.10 To verify bank reconciliation to 31st December 2009
Bank statements were examined and checked and initialled by two councillors
012.10 To approve renewal of membership of Yorkshire Local Councils Associations (YLCA)
This item is deferred until the subscription rate for 2010 is known.
013.10 To approve renewal of membership of Rural Action Yorkshire (formerly YRCC)
Resolved: That renewal of membership of Rural Action Yorkshire is approved for 2010 at a cost of £35. Proposed Cllr. Lloyd, seconded Cllr. Adams. Carried.
014.10 To approve renewal of the Clerk’s membership of SLCC
Resolved: That renewal of the Clerk’s membership of SLCC is approved for 2010 at a cost of £135. Proposed Cllr. Lloyd, seconded Cllr. Simmonite. Carried.
015.10 To consider requests for financial assistance
No requests have been received this month.
016.10 To approve accounts for payment
Resolved: That the accounts for payment are accepted and approved for payment. Proposed Cllr. Leigh, seconded Cllr. Adams. Carried.
017.10 To note any correspondence
a) An e-mail has been received from a resident whose fence has been damaged by sledging on Parish Council land. The Clerk has investigated this and there is some damage. It was agreed that the fence should be repaired at Council expense and that hedging in front of the fence should be considered as a longer term solution.
Resolved: That Mr Barlow is asked to give a quote for repair to the fence. Proposed Cllr. Pattison, seconded Cllr. Adams. Carried.
b) A letter has been received from Marcia Haywood seeking a Parish Council nominee for the Mark Hyde Trust.
Resolved: That Cllr. Simmonite is nominated to the position of Trustee for the Mark Hyde Trust.Proposed Cllr. Green, seconded Cllr. Leigh. Carried.
c) A letter has been received from a resident concerned over a 2010 proposal to erect a fence at the bottom of the gardens between Carver Close and the reservoir. The Clerk has raised the matter with 2010 who have agreed to a meeting to brief the Parish Council on the proposal. This meeting will be arranged as soon as possible.
d) A letter has been received from Harthill Primary School thanking the Parish Council for the £500 grant towards the Gardening Club greenhouse.
018.10 To receive reports of December/January external meetings
No external meetings have been held since the last Parish Council meeting
019.10 To receive information on external meetings arranged for January/February
a) The next meeting of the South Rotherham Rural Transport Group is on 18 January in Harthill. Cllr. Simmonite will attend.
b) The Parish Council Network meeting will be held at 6.15 on 20 January at the Town Hall. The Clerk will attend.
c) The next RVS Parishes meeting will be held in January but no date, venue or agenda has been disclosed so far.
d) A Rural Action Yorkshire Network Meeting will be held at Wales village hall on 25 January.
PUBLIC COMMENTS AND QUESTIONS
Resolved: That the meeting is adjourned for comments and questions from the press and public. Proposed Cllr. Pattison, seconded Cllr. Lloyd. Carried
Mr Newby raised questions over a visibility mirror for Walseker Lane, and winter gritting.
020.10 To consider matters relating to the Village Hall
a) Meetings with potential deliverers of the feasibility study will be held later in January.
b) Mr Oxley has provided a quotation for the upgrade of emergency lighting. This is for £700 but no certificate would be issued as the full recommendation would not have been carried out.
Resolved: That the upgrade to emergency lighting is deferred pending a feasibility study into the full refurbishment of the Village Hall. Proposed Cllr. Pattison, seconded Cllr. Adams. Carried.
c) A letter has been received from Harthill Village Hall Management Committee proposing that the Management Committee should become independent of the Parish Council and that negotiations over a long term commercial lease for the Village Hall should be undertaken.
Resolved: That the Parish Council supports in principle an independent Management Committee and a long term lease for the Village Hall and is happy to commence discussions over these issues. Proposed Cllr. Pattison, seconded Cllr. Leigh. Carried.
d) The Village Hall sound system is in a state of disrepair and needs to be replaced. Cllr. Lloyd has identified a suitable replacement at a cost of approximately £170.00.
Resolved: That approval is given to the replacement of the sound system in the Village Hall at a cost of £170.00 . Proposed Cllr. Adams, seconded Cllr. Leigh. Carried
021.10 To consider matters relating to Harthill Leisure Centre
a) A decision on the repair of the bowling green surround was deferred pending the risk assessment at the Leisure Centre.
b) An article publicising bowling opportunities at the Leisure Centre will be featured in The Hart later in January
022.10 To consider grounds maintenance matters
a) Three new kissing gates have been installed to replace broken stiles. Two further gates will be installed in the new financial year.
b) An area of land on Serlby Lane opposite The Downings is overgrown and is not maintained by anyone. The Clerk will investigate who is responsible for it and ask that it is cleared and maintained.
023.10 To consider action re a visibility mirror at Walseker Lane, Woodall
This item was put on the agenda at the request of a member of the public. The Council has previously requested to RMBC that a visibility mirror is situated on Walseker Lane but been refused. The latest position from RMBC is that the Parish Council could erect its own mirror but a licence or landowner permission would need to be obtained. RMBC also continues to doubt the efficacy of such a mirror because of visibility lines.
Resolved: That no further action is taken at the present time. Proposed Cllr. Lloyd, seconded Cllr. Green. Carried.
024.10 To receive an update on Quality Parish Council status
a) The Clerk reported that he is progressing satisfactorily through the CiLCA course and should complete by the end of April.
b) A Parish Councillor surgery, open to the public prior to Parish Council meetings will commence on March 9th for a trial period. This will meet one of the “Communications” criterion in the Quality Parish Council prospectus.
c) The Clerk was asked to arrange three potential dates in April with YLCA on which Power of Wellbeing training could be undertaken. A minimum of eight Councillors need to attend this.
025.10 To consider matters relating to public transport in Harthill with Woodall
This item was deferred as the recently arranged meeting with SYPTE was postponed due to the weather. The meeting has been re-arranged for 20th January at 10.30am in the Village Hall.
026.10 To consider action on drainage issues at Harthill Reservoir
The cost of the drainage improvement scheme at Harthill reservoir is approximately £7.5k. RMBC will carry out the works but have a shortfall of £2000 against the total cost. RMBC has therefore requested a contribution of £2k from the Parish Council.
Resolved: That a contribution of £2000 is approved towards the cost of drainage improvement at Harthill reservoir, subject to satisfactory inspection of plans for the works. Proposed Cllr. Pattison, seconded Cllr. Simmonite. Carried.
027.10 To consider action on relating to the Active Always programme
The Active Always programme has now been running for several months but is currently making a loss and is under threat of closure. A request has been made for the Parish Council to offer a small subsidy to the programme. The programme will also be advertised again in the next issue of The Hart.
Resolved: That approval is given to a subsidy for the Active Always programme for the next 10 weeks, subject to a maximum cost of £100. Proposed Cllr. Pattison, seconded Cllr. Leigh. Carried.
028.10 To consider action regarding refusal of permission by RMBC to install additional grit bins
This matter has not yet been satisfactorily resolved five weeks after it was first raised. A press release about the issue was considered.
Resolved: That if no response has been received from RMBC by Thursday 14th June a press release is prepared for circulation to local newspapers and radio. Proposed Cllr. Pattison, seconded Cllr. Leigh. Carried.
029.10 To approve the draft Spens Field lease
Resolved: The revised lease was not received in time for the meeting although Ilett & Clark has now received it. The Clerk will circulate the lease as soon as possible for comment.
030.10 To receive an update on plans to resurface the Woodyard car park
As this is dependent on the Spens Field lease being signed the Clerk will discuss a possible timescale with Streetpride. Hopefully the work can be undertaken in February 2010.
031.10 To consider matters related to the Woodall Lane play area
a) Works to improve drainage at the site have been deferred due to adverse weather but are expected to commence shortly.
b) A decision on a further meeting of the Play Steering Group was deferred until the next meeting.
032.10 To consider arrangements for the winter edition of The Hart
Distribution arrangements for the forthcoming issue of The Hart were discussed and agreed. The issue will be available by Friday 22nd January.
033.10 Individual Councillor Reports (For information only)
Cllr. Adams asked if the Clerk could investigate reports of faults in heating systems on De Sutton Place.
Exclusion of the Press and Public
Resolved: That under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in Part 1 of Schedule 12A to the Local Government Act 1972. Carried.
034.10 To receive an update concerning matters relating to Parish Council land
The proposed purchaser has now instructed his solicitor to proceed towards completion and this is expected on 14th February. There is a remaining issue about tree preservation orders but initial investigations suggest there are none in place at the site concerned.
The meeting closed at 9.25 pm