DRAFT Minutes of the Parish Council meeting

7.30pm Thursday, 25 July 2019

1. Present: Councillors: A. Lagden, S. Radford, E. Spurdens , C. Wheatley and M. Wheatley

Apologies: Clerk Ms J. Kendall.

(Cllr E Spurdens to take minutes in Ms Kendall’s absence.)

2.   Minutes of the last meeting.

(an amendment was made to item 6 highways should read Cllr M Wheatley)

The minutes were accepted as correct. Proposed Cllr Radford, seconded by Cllr C Wheatley.

3. Matters Arising

  1. a) Road repairs on Darrington Road

– nothing new to report but Cllr M Wheatley will progress when dealing with WDC Highway regarding other matters.

  1. b) caring for verges along Darrington Road*
  2. c) development of field*

*(These items will be discussed at item 6)

d) Litter in the village

Cllrs Radford & Spurdens are progressing this matter, in conjunction with local landowners, to examine the wider problem of fly tipping in the Went Valley. A meeting to discuss this subject is to be arranged with WMDC, Parish  council representatives and West Yorkshire Police, in the next two months.

Fly- tipping has become a continual nuisance particularly in the area of East Hardwick village, but it is now subject to immediate removal by WDC, serving to deter other would-be fly tippers; a tribute to the excellent liaison between police, local farmers & Hardwick Alert street-watch groups.

ACTION: SR &ES

 

  1. e) VE75 Commemorations

(To be discussed at item 7)

 

  1. f) Allotments

    Councillor C Wheatley kindly provided the committee with a plan of the allotments, showing current tenants and identifying the plots by name and number.

    Cllr Radford has drafted & circulated a proposed allotment tenancy agreement, for signature by tenants. It is hoped that this will ensure all tenants are aware of their responsibilities & liabilities. The draft is still under discussion but Cllr M Wheatley has offered to obtain similar local tenancy agreements for comparison, to ensure that all appropriate health & safety considerations are covered.

ACTION: MW

It was agreed that the current annual allotment rents will remain unchanged for the next financial year.

ACTION: Councillor Lagden will confirm with Zurich, our insurers, that our policy covers accidents by tenants of the 6x allotments and 3x garages.

  1. Accounts

    Cllr Spurdens has received a confirmation letter from Lloyds bank, stating that the bank mandate has now been updated and that all councillors are now authorised PC cheque signatories.

The external auditors report has been approved and there will be no further action required.

Councillor Spurdens reported a balance of £1660.10 in the PC bank account as at 6 June 2019.

5. Highways

Cllr  M Wheatley has spoken to WDC regarding the dangerous junction at Hardwick Road and Darrington Road and also the associated problems with speeding traffic on the A639 and through East Hardwick Village. He reported that the hand held devices required to measure traffic and record speed are only available on hire from private organisations. The police have advised they are not in favour of such devices nor do they support their results produced.

The lamppost mounted convex mirrors used previously,  had not proved a successful safety aid for motorists emerging on to the main road so were ruled out for future use. All agreed that the sight line was poor at this hazardous junction and that we must pursue Highways for solutions to avoid further casualties.
Cllr M Wheatley said he had informed WDC that the advisory paint markings on the road surface of the A639 approaching the East Hardwick junction has worn and now is hardly visible. He reported that the highways department may be interested in addressing this problem if we were able to put forward a persuasive case for remedial action at this dangerous and busy junction.

It was agreed that speed cameras were likely to be the best means of addressing this problem.

ACTION:  MW will pursue this with WDC and report progress to our next meeting.

  1. Planning

    Cllr Radford referred to a recent email from the planning department at WDC, in consequence of a site inspection visit and report by Chris Jackson, Senior Planning Enforcement Officer. The conclusion of the Planning Dept.  appeared to be that because actual “construction development” on the land betwixt 33 & 43 Darrington Rd, had not commenced on the two proposed dwellings, before 1 July 2019, such approval had effectively ‘lapsed’ and could not proceed.

In relation to the additional, pending application for the construction of four dwellings; no date has been published for final determination and this matter remains ‘on hold’. WDC have indicated that any subsequent planning approval will take into account the issues raised by residents and prompted by the initial two dwelling development.

Regarding the neglect of the verge at the same location, Cllr Radford reported that should this situation continue, we will pursue the matter with the landowners requesting their remedial action.

ACTION: SR to update next meeting.

  1. Correspondence

    The Clerk has received a letter from a South Yorkshire action group regarding the proposed High Speed Rail Line and asking if we would lend the support of the Parish Council to the opposition of such plans, insofar as they affect both the Sheffield and Wakefield areas. It was agreed we should wait to see if the HS2 proposals are being progressed by Parliament and then make a decision as to whether we should lend our support to the action group.

YLC  (Yorkshire Local Councils Association) letter,  inviting parish councillors to attend their meetings but if unable to do so,  to please send apologies, as speakers can’t be booked until attendance numbers are known – the Clerk will be asked to undertake this.

Cllr  Radford would like to attend the meeting on 17 October 2019 when a member of WDC planning department is to address the meeting on the subject of planning permission and the process for objections.

ACTION: JK to arrange as above, please.

Regarding VE day (8–10 May 2020) Cllr Radford has received publicity information inviting villages to commemorate the 75th anniversary of Victory over Europe day by holding street parties or other events in celebration. It was suggested we write to Trevor Nichol, PCC secretary, asking if the church is to be involved in such celebrations and enquiring how we might combine with them to organise appropriate events.

ACTION: SR update at next meeting.

(Note: Cllr Radford has since emailed the info to Mr Nichol, who will raise the subject at the PCC Meeting in early September)

  1. AOB

The committee agreed with Cllr Radford’s proposal that the Clerk, Ms Kendall, be paid a contribution towards her Wi-Fi costs and noted that no such payments appeared to have been made for this service, for over 12 months.

After discussion, it was agreed the Clerk would need to submit an expenses claim for a quarter of her annual Wi-Fi bill and the council would then make the reimbursement  twice a year, at the end of March and September.

ACTION:  SR to speak to Ms Kendall regarding this matter.

  1. Date of next meeting: 26 September 2019 at 7:30 pm

    The meeting closed at 8:55 pm.

 

DRAFT MINUTES OF THE MEETING OF THE PARISH COUNCIL

29th May 2019

  1. Present: Cllrs: Lagden, S. Radford, E. Spurdens, C. Wheatley, M. Wheatley and Clerk Ms J. Kendall.
  2. Apologies: None.

 

  1. Minutes of the last meeting: These were accepted as read. Proposed: Cllr E. Spurdens and Seconded: Cllr A. Lagden.

 

  1. Matters Arising:Memorial for Cllr. Gordon Spurdens: this has been completed. A letter of thanks has been received from Florence and Elizabeth Spurdens. Defibrillator: The defibrillator has been registered. Mr Ralph Horn has delivered two training sessions for residents in April.  Repairs have been completed on Darrington Road but this is an on-going problem.  Planning; Following the extraordinary meeting on 20th May Cllr Radford submitted 2 letters of objection containing the 9 points raised. These have been circulated to councillors.

 

  1. Accounts: Cllr Lagden reported that he estimates that there is £1850 in the bank account.

 

  1. Highways: concern was raised over the dangerous junction with Hardwick Road and Darrington Road and measures to alleviate this were discussed. Cllr Spurdens reported concern about vehicles speeding through the village which had been raised by Mrs A Vickers. Cllr Wheatley will follow these concerns up with WMDC.

 

  1. Planning: regarding the expense of caring for the verge of the field under planning consent – Cllr Radford reported that under the Town & Country Planning Act 1990 the PC can take action, where land  is untidy or neglected, and through the local council, require the owner/ occupier to take remedial action, with financial punitive consequences, in default. It was agreed that this would be looked at for the next meeting if planning lapses on 1st The Clerk will forward the weekly planning emails to Cllr Radford.

 

  1. Correspondence: Clerks and Councils Direct, Weekly planning lists, Newsletters from YLCA, White Rose Newsletter, Register of Electors, Agenda for Town and Parish Council liaison group, Wakefield Branch meeting details. WMDC election update, YLCA membership, update from external auditors PKF Littlejohn, 2 catalogues, letter of thanks from Florence and Elizabeth Spurdens, information about VE day – Cllr Radford will follow this up.

 

  1. Any Other Business: Concern was raised over the amount of litter in the village. Cllr Radford reported that she and Cllr Spurdens are looking at measures to counter fly tipping and litter. Further details to follow.

 

  1. Date of Next Meeting: Thursday 25th July 2019.   7.30pm.

The meeting closed at 8.35pm.

 

DRAFT MINUTES OF THE ANNUAL GENERAL MEETING

29th May 2019   7.00pm

Present: Councillors: A. Lagden, S. Radford, E. Spurdens, C. Wheatley, M. Wheatley and Clerk Ms J. Kendall.

Apologies: None.

No member of the public attended the meeting.

 

The Clerk opened the meeting. Three new councillors were elected unopposed and were welcomed to the Parish Council.

  1. Minutes of the last meeting: These were accepted as read and signed as a true record, Proposed: Cllr A. Lagden.

 

  1. Election of Chair: Cllr S. Radford was proposed by Cllr E. Spurdens and seconded by Cllr. M. Wheatley. Cllr S. Radford accepted the position of chair.

 

  1. Matters Arising:

 

  1. Councillors roles

Councillor’s roles were agreed:

  • Finance: Cllr A. Lagden reported that he wishes to stand down. Cllr E. Spurdens will take over the position and will be supported by Cllr Lagden.
  • Cllr M. Wheatley will take responsibility for Highways.
  • Cllr S. Radford will take responsibility for Planning
  • Cllr C. Wheatley will take responsibility for publicity and the website.
  • The Clerk will update roles on the website.

 

  1. Accounts: Cllr A. Lagden presented the accounts.

It was resolved that:

RESOLVED that the Parish Council is exempt from external audit for the year 2018/19 as its annual turn-over does not exceed £25,000

RESOLVED that Annual Internal Audit Report for 2018/19 included at page 4 of the Annual Governance and Accountability Return 2018/19 be noted.

RESOLVED that the Parish Council approve Section 1 Annual Governance Statement 2018/19 for the Parish Council on page 5 of the Annual Governance and Accountability Return 2018/19.

RESOLVED that the Parish Council approve Section 2 Section 2 – Accounting Statements 2018/19 for the Parish Council on page 6 of the Annual Governance and Accountability Return 2018/2019.

RESOLVED that, in accordance with the Accounts and Audit Regulations 2015, the Local Audit (Smaller Authorities) Regulations 2015 and the Transparency Code for Smaller Authorities, the Parish Council will publish the following documents on a public website :

  • Certificate of Exemption,
  • Annual Internal Audit Report 2018/19,
  • Section 1 – Annual Governance Statement 2018/19,
  • Section 2 – Accounting Statements 2018/19, page 6
  • Analysis of variances
  • Bank Reconciliation to 31 March 2019
  • Notice of the period for the exercise of public rights and other information required by Regulation 15 (2), Accounts and Audit Regulations 2015.

Section 1: Annual Governance Statement was signed and dated by Cllr S. Radford and Clerk Ms J. Kendall.

Section 2: Statement of accounts and the Exemption certificate was accepted and signed by Cllr A. Lagden and Cllr S. Radford.

The accounts were prepared by Mr J. Ransom. It was agreed that we continue with Mr Ransome as accountant.

Cllr A. Lagden will return the documentation to PKF Littlejohn LLP, display on the PC notice board and deliver copies for the accounts and supporting documentation to the Clerk to be uploaded to the Parish Council website.

New signatories for cheques– all councillors agreed to act.

 

  1. Review of Rents for the allotments, garages and Common Piece:

It was agreed that no changes to rental would be made at the meeting but the right to amend was reserved when more information is known. It was agreed that the PC may need to add conditions to the rental agreement in the future.

At present rents are as follows:

3 x large allotments £12 per year

2 small allotments £10 per year

Garages £27

Land £62.

 

  1. Any Other Business:
  • Cllr Radford will set up a Whatsapp group for councillors.
  • It was agreed to look into local support for the website maintenance

 

The meeting closed at 8.05 pm.

 

MINUTES OF THE MEETING OF THE PARISH COUNCIL

28th March 2019

  1. Present: S. Marshall, B. Dunn, A. Lagden, E. Spurdens and Clerk Ms J. Kendall.
  2. Apologies: None.

Three members of the public attended the meeting.

  1. Minutes of the last meeting: These were accepted as read. Proposed: Cllr B. Dunn and Seconded: Cllr S. Marshall.
  2. Matters Arising:
  3. Defibrillator: Cllr Marsall reported that the defibrillator has arrived, has been fitted abd registered with the Yorkshire Ambulance service. Mr Ralph Horn will be the guardian and will present 2 training sessions for residents in April.
  4. Repairs have been completed on Darrington Road but are still not satisfactory. Also potholes at the junction on Hardwick Road and Darrington road have been reported.
  5. Memorial for Cllr. Gordon Spurdens: will go ahead in April.

 

  1. Accounts: Cllr Lagden reported that the precept was submitted by the deadline of 8th The bank statement has not yet arrived.

 

  1. Highways: see matters arising above.

 

  1. Planning: Cllr Marshall reported that there is no news on the development of the paddock although it is rumoured to have been sold. The planning permission ends in July. Mrs F Pearce has spoken to her about concerns about development in the property next door which may affect her drainage, this was discussed and it was felt that the PC is unable to help.

 

  1. Elections: Three new members have come forward. Paperwork will be given to Cllr Marshall for submission.

 

  1. Correspondence: Clerks and Councils Direct, Weekly planning lists, Newsletters from YLCA, White Rose Newsletter, Register of Electors, Agenda for Town and Parish Council liaison group, Wakefield Branch meeting details. Enquiry about developing the school, WMDC election update, YLCA membership – to be completed by Clerk, update from external auditors PKF Littlejohn, request from the Village show – agreed to donate £50, website domain renewed and PC anti-virus protection.

 

  1. Any Other Business: Cllr Spurdens gave a vote of thanks for their support and hard work to Cllrs S Marshall and B Dunn who are leaving the Parish Council after 8 and 12 years as councillors and chair.

 

  1. Date of Next Meeting: Wednesday 29th May 2019.   AGM at 7.00, meeting at 7.30pm.

 

The meeting closed at 8.00pm.

 

MINUTES OF THE MEETING OF THE PARISH COUNCIL

30th January 2019

  1. Present: Cllrs. S. Marshall, B. Dunn, A. Lagden, E. Spurdens and Clerk Ms J. Kendall.
  2. Apologies: Cllr F. Pearce.

One member of the public attended the meeting.

  1. Minutes of the last meeting: These were accepted as read. Proposed: Cllr B. Dunn and Seconded: Cllr S. Marshall.

 

  1. Matters Arising :a) Defibrillator: unfortunately the application was not successful. However, there is enough funding to buy the recommended defibrillator and it was agreed to go ahead. The Clerk will ask the Yorkshire Ambulance service to contact the Chair. b) Repairs have been undertaken on Darrington Road however, further repairs are now needed and have been reported. c) Memorial for Cllr. Gordon Spurdens: this was agreed and will go ahead .d) Footpath: Cllr. E. Spurdens has spoken to the farmer who has put in wheelings to mark the path and says that the path will be made right once the field has been planted with potatoes.

 

  1. Accounts: Cllr Lagden reported that the bank balance at 31.12.18 was £3321.82. This sum includes the funding raised for the defibrillator. The precept was agreed at £939 and will be submitted by the deadline of 8th February. Nothing has been received from the External auditors.

 

  1. Highways: potholes have been reported on Darrington Road.

 

  1. Planning: Cllr Marshall reported that she had contacted Wheatley holdings who had enquired about developing the land. The expiry date for development of the paddock is approaching.

 

  1. Elections: financial guidance has been received from WMDC although it is felt that the election will not be contested. Three new members are required.

 

  1. Correspondence: Clerks and Councils Direct, Weekly planning lists, Newsletters from YLCA, White Rose Newsletter, Register of Electors, Agenda for Town and Parish Council liaison group, Wakefield Branch meeting details. Enquiry about the school, notification about winter fuel grants x 2 – will be displayed, War Memorial Trust information will be given to Mr Donaldson, information about the WMDC Local plan, New website at St Stephen’s Church – link put on website, WMDC election update, query about building, Cawood Trust – it was agreed to put forward Cllr E. Spurdens as a nominated trustee.
  2. Any Other Business:
  • None
  1. Date of Next Meeting: 28th March 2019.

The meeting closed at 8.30pm.

 

MINUTES OF THE MEETING OF THE PARISH COUNCIL

28th November 2018

  1. Present: S. Marshall, A. Lagden, E. Spurdens, B. Dunn and Clerk Ms J. Kendall.

2. Apologies: Cllr F. Pearce.

No member of the public attended the meeting.

  1. Minutes of the last meeting: These were accepted as read. Proposed: Cllr B. Dunn and Seconded: Cllr S. Marshall.
  2. Matters Arising:

a) Defibrillator: Cllr Marshall reported that £1420 has been raised with generous donations from the village, we have applied to YCC but have not received a response and she will follow up. The defibrillator will cost £999, with an additional fitting charge, electricity and maintenance. Insurance will be at no extra cost. Cllr Marshall will check it weekly. It will be located on the outer wall of the village hall and volunteers will be trained to use it. There will be an opening ceremony.

b) Road repairs: Cllr Marshall reported that one set of repairs has been completed on Darrington Road.

c) Footpath: Cllr Spurdens will contact the farmer to discuss concerns that the path between the bridge and main Doncaster road is very narrow and that deep trenches have been ploughed along the side of the road towards the bridge and across the path which is a hazard for walkers and drivers.

d) Memorial for Cllr Gordon Spurdens: Cllr Marshall reported that the original proposal for a tree by the village pump is not possible so it is now proposed to repair the wall by the entrance of Common Lane, add a memorial stone and plant a crab apple tree. Mr Peter Hemingway will provide a stone which will be engraved. Cllr Marshall has a quote of £1000 and it was agreed to go ahead in the new year.

e) Village School: Cllr E. Spurdens has spoken to a mutual contact and the owner of the school has cut back the overgrowth in the school playground. Cllr Marshall spoke to the owner whilst he was on site but he was very non-committal about his plans for the building. The Clerk reported that she has received numerous enquires about purchasing the school.

f) Buses: no progress, however, a different company is taking over the route next year so the situation may change.

g) Storage cupboard: this is now in place and documents are stored. Thanks to Mr Jonathan Tolman who delivered and built the cupboard for the PC.

  1. Accounts: Cllr Lagden reported that in September the bank balance was £2636.63. Outgoings have been insurance, storage cupboard, secure document storage box for GDPR compliance, website update, and website hosting. Cllr Spurdens is now a signatory.
  2. Highways: see point above. Cllr Marshall reported that grit supplies are adequate, further supplies were ordered from WMDC but this year 1T bags need to unloaded by the PC which will be difficult. If necessary we will liaise with Cllr Spurdens who could provide a tractor.
  3. Planning: Cllr Marshall reported that a Mr Brown had contacted her with regard to feedback for a proposed building on the paddock and he was referred to the Church PCC.
  4. Correspondence: Clerks and Councils Direct, Weekly planning lists, Newsletters from YLCA, White Rose Newsletter, Register of Electors, Agenda for Town and Parish Council liaison group, Wakefield branch meeting details. advertising for playground equipment, speed signs and notice boards. A query to join the PC committee, enquiries about the school, it was agreed to link the new Church website to the PC website, a thank you card had been received from the Produce show organisers with a donation for the defibrillator. Letters of thanks have been sent to all those who so kindly donated.
  5. Any Other Business:  None
  1. Date of Next Meeting: 30th January 2019.

The meeting closed at 8.05pm.

 

THE SEPTEMBER MEETING WAS CANCELLED

 

MINUTES OF THE MEETING OF THE PARISH COUNCIL

25th JULY 2018 

  1. Present: Cllrs. Andrew Lagden, Frances Pearce, Liz Spurdens, Sue Marshall, Bernie Dunn.

Apologies: Julia Kendall Clerk

  1. Minutes of Previous Meeting were agreed: proposed Frances Pearce and seconded Andrew Lagden.
  2. Matters Arising:
  3. Footpaths – we are no further on and Frances Pearce to contact the council regarding them due to the end harvest and it being near to ploughing time.
  4. Paddock and school areas – have been tidied up by Andy Stanton for a payment of £70.
  5. GDPR – the Parish council agreed that the draft policies for Data Storage, General Privacy and Councillors Privacy prepared by the Clerk be adapted and used by the council. It was also agreed that any documentation that needs to be destroyed are to be bagged in official bags provided by Andrew Lagdon and he will take to the official shredding site where a certificate of shredding is given.
  6. School – we are no further finding the owner of the school so as to solve the issue of maintenance. Liz Spurdens is to contact a family member who may know the owner.
  7. Litter – there seems to have been a reduction of litter around the outskirts of the village and the dog fouling now appears to be under control.
  8. Accounts – Andrew Lagden reported that he had sent off the return but we had yet to receive anything back. As of the 7th June the balance of the current account was £2,766.63. He also requested receipts from Andy Stenton for works completed on the School, paddock and notice board.
  9. Highways – There has been a road collapse again on Darrington Road just at the end of the paddock. The road has been marked by the council in two places, they have missed the third and worst area, but no notice of when it will be mended has been given.
  10. Planning – None
  11. Correspondence
  12. Email received by a resident regarding the stopping of the buses through East Hardwick and the re-route of the final bus without any notification or advice to the community. Frances Pearce to write to Metro Wakefield and the local MP.
  13. Public access defibrillator – An email has been received from a Mr C Smart regarding the opportunity to raise funds of £999 so that the village can then access funding opportunity from the Local Authority via MICE funding for a defibrillator. It was suggested by Andrew Lagden that the Parish council provide £500, which the council were in agreement with, and that Mrs Marshall approach the Village Hall Community and the Church for the additional amounts so as to provide this service for the community. It was suggested that the defibrillator be placed outside the Village Hall or in the phone booth but the Village Hall has easy access and electricity in place.
  14. Any Other Business
  15. Notice Board – this is currently away being mended by Andy Stenton for a charge of £70.
  16. Assistance with minutes – it was agreed that the re-writing of the minutes long hand is now an antiquated and time consuming task and that the minutes are now to be printed off and either stuck in the book or kept in a file.

Meeting closed at 8:30PM

MINUTES OF THE ANNUAL GENERAL MEETING