DRAFT MINUTES of theANNUAL MEETINGof SILKSTONE PARISH COUNCIL held on Monday9 May 2016 at 6.45pm at Silkstone Sports Pavilion.
PRESENT
Chairman:Cllr Richard Leech / Cllr Meryl Liddell
Councillors: Bill Barkworth, Richard Bell, Derek Liddell, Debra Smithand Ron Stier.
In attendance: Ward Cllr Paul Hand-Davis,Diane Brown (Silkstone PC Internal auditor), Jim Ritchie (Roggins Local History Society), Pat Gallamore (CARE), Barnsley Chronicle reporter and the Clerk.
PUBLIC QUESTION TIME
Jim Ritchie handed the Clerk the key to the kissing gate at the end of the waggonway in Conroyd Wood for safe keeping.
Cllr Ron Stier and Cllr Richard Bell reported on the crossroads sign at Silkstone Common which is pointing in the wrong direction and is in a bad state of repair.
It was noted with Councillors disappointment that the recent roadworks in the Parish were not advised to the Parish Council. The Clerk will express this disappointment to the highways department.
16-001 ELECTION OF CHAIR
RESOLVED to elect Cllr Meryl Liddell as Chair of Silkstone Parish Council for the forthcoming year.
Cllr Meryl Liddell took the chair for the duration of the meeting.
16-002 ELECTION OF VICE CHAIR
RESOLVED to elect Cllr Richard Leech as Vice- Chair of Silkstone Parish Council.
16-003 APOLOGIES
RESOLVED to accept apologies from Cllr Browell.
16-004 DECLARATIONS OF INTEREST
RESOLVED to note Cllr Debra Smith’s declaration of interest in agenda item 23 relating to the Silkstone Common Ladies Choir and Cllr Bill Barkworth’s declaration of interest in agenda item 25 relating to a grant to CARE.
16-005 REGISTERS OF INTEREST
RESOLVED to note all Councillors present handed a signed declaration to the Clerk that their register of interests is unchanged. Cllr Andrew Browell will be asked to sign his declaration in between meetings.
16-006 INTERNAL CONTROLS AND INTERNAL AUDIT
RESOLVED to note the internal auditor’s report and to thank her for her 8 years voluntary work in the role of Internal Auditor for the Parish Council. She is now stepping down and the Parish Council wished her well.
16-007 APPOINTMENT OF INTERNAL AUDITOR
RESOLVED that an advert will be placed in the Parish newsletter for a volunteer internal auditor.
16-008 GRANT TO ROGGINS LOCAL HISTORY GROUP
RESOLVED to suspend standing orders and to bring forward part of agenda item 25 to allow Jim Ritchie of Roggins to address Parish Council.
RESOLVED that since the grant request relates to the printing of a leaflet which is for tourism and for the whole Parish not just the Roggins group; the Parish Council will pay the invoice for the leaflet printing direct rather than awarding a grant to Roggins.
RESOLVED to reinstate standing orders.
16-009 ANNUAL RETURN 2015-2016
RESOLVED to approve the Responsible Finance Officer’s report on the annual statement of accounts and notes for the auditor for the 2015-2016 financial year.
RESOLVED to approve section 1 of the Annual Return – Annual governance statement 2015-2016.
RESOLVED to approve section 2 of the Annual Return – Accounting statements 2015-2016.
RESOLVED that the Chair signed the external audit and intermediate review questionnaire.
RESOLVED to note that the audit date for Silkstone Parish Council is 27 June 16. The Responsible Finance Officer will submit the paperwork to the external auditor in the next few weeks. It was also noted that the exercise of public rights commences on 3 June 16 until 14 July 16. Notices will be displayed in the village notice boards as usual.
16-010 ANNUAL REPORT 2015-2016
RESOLVED to approve the annual report which will be included in the next edition of the Parish newsletter.
16-011 NOMINATION OF CHAIRPERSONS TO PARISH COUNCIL COMMITTEES AND WORKING PARTIES
RESOLVED to approve the following amendments to the Council committee structure:
-Cllr Andrew Browell to replace Cllr Richard Leech on the Planning Committee
-Cllr Richard Leech to replace Cllr Derek Liddell as the Chair of the Staffing Committee
16-012 NOMINATION OF COUNCILLOR REPRESENTATIVES
RESOLVED to approve the following amendments to the Council Representatives to local groups list:
-Cllr Debra Smith to replace Cllr Meryl Liddell as the Link Councillor to the Edward Bear Group, Silkstone Toddler Group, Silkstone Common Ladies Choir and Silkstone Common Women’s Institute.
-Cllr Bill Barkworth to replace Cllr Meryl Liddell as the Link Councillor to Silkstone Luncheon Club.
16-013 MINUTES
Silkstone Parish Council
RESOLVED to approve the minutesof themeeting of Silkstone Parish Councilon 4 April 16 as a true and accurate record. The Chairman signed the minutes.
The Clerk was asked to chase a response relating to tipping at the rear of the old Silkstone Lodge site.
Cllr Leech advised that the A628 gullies are still blocked – the Clerk will chase Barnsley MBC highways.
Community Hub working party
RESOLVED to note the notes from the meeting of the Community Hub working party held on 4 April 16.
Annual Parishioners Meeting
RESOLVED to note the minutes of the Annual Parishioners meeting on 11 April 16.
PLANNING
16-014 PLANNING APPLICATIONS FROM BARNSLEY METROPOLITAN BOROUGH COUNCIL
RESOLVED to return ‘No comment’ on the following planning applications:
18 April 16 / Erection of a two storey side extension, single storey front porch extension and rear conservatory extension to dwelling / 27 Manor Park
Silkstone
2016/0408
27 April 16 / Erection of a single storey rear extension
with a maximum rearwards projection of 6.5m with a height to the eaves of 2.4m and 3.5m to the highest point (prior notification householder) / 8 High Thorns
Silkstone
16-015 NEIGHBOURHOOD PLANNING
RESOLVED to note the meeting notes from the Neighbourhood Planning (NP)Feasibility working party held on 14 & 21 April. The report produced by Cllr Debra Smith was also noted with thanks. Cllr Debra Smith updated members as follows:
-The feasibility working party is grateful for information from Oxspring Parish Council and Penistone Town Council on the Neighbourhood Planning process and advised members that the production of a Neighbourhood Plan is a massive piece of work.
-The existing excellent Village Design Statement document (2004) would be the foundation for the plan. The Village Design Statement whilst supplemental planning guidance and therefore a material consideration in planning terms does not carry the same weight as a NP which would form part of Barnsley MBC’s local development plan once complete.
-Funding of £9,000 is available for the production of a Neighbourhood Plan so this is the budget that would need to be worked to.
-Silkstone Parish has no complicating factors such as new housing allocation.
-There is lots of information and support available both locally and nationally
Following discussion it was RESOLVED to support the working parties recommendation to go forward to a further stage of developmentshort of designating an area, and to review findings at the September Council meeting.
POLICY
16-016 ASSET REGISTER
RESOLVED to approve the updated Asset Register which now includes the Huskar Community Rooms and Jays Wood
16-017 FOUNDATION LEVEL AWARD RE-ACCREDITATION UPDATE
RESOLVED to note that Yorkshire Local Councils Association has sent a further holding e-mail to advise that the re-accreditation is still pending.
16-018 STAR COUNCILS NOMINATIONS
RESOLVED that the Clerk and Chair will submit a nomination for the Huskar Community Rooms project.
16-019 DEFIBRILLATORS
RESOLVED to defer this item to the 6 June 16 Parish Council meeting.
16-020 COMMUNITY HUB UPDATE
Trim trail and picnic area :
Cllr Fletcher advised that the community hub scheme has been successful in securing £10,000 from the Tesco bags of help scheme for the trim trail. A grant application to Awards for All is complete and just awaiting confirmation of planning approval before the application is submitted. Cllr Fletcher met with a concerned resident from Cone Lane regarding the proposed scheme and he is now supportive of the plan
MUGA extension
A grant application to Sport England for the MUGA extension has been unsuccessful though feedback given through this application process has been useful. Consideration will be given to applying to Veola for a grant towards the MUGA extension by the working party at their next meeting.
16-021 RISK ASSESSMENTS
RESOLVED to defer this item to the 6 June 16 Parish Council meeting.
ENVIRONMENT
16-022 SILKSTONE RECREATION GROUND
a. Proposal for new car park at Silkstone Recreation Ground
RESOLVED to defer this item to the 6 June 16 Parish Council meeting.
b. Budget Monitor 15/16
RESOLVED to note the Budget monitor for the Silkstone Recreation Ground and Pavilion for the 2015-2016 financial year.
c. Health & Safety
RESOLVED to note that Legionella monitoring continues monthly.
RESOLVED that dog fouling is a constant problem on the recreation ground. The Clerk will inform the dog warden of the ongoing issues and ask for a site visit which Cllr Bill Barkworth will attend. The Clerk will also chase the promised provision of stencils for use in hot spots around the Parish.
16-023 SILKSTONE WAR MEMORIAL
RESOLVED to note that the War Memorials Trust have requested historical structural survey information (which has been requested from Barnsley MBC) before they are able to make a decision on the grant application
FINANCE
16-024 LADIES CHOIR GRANT APPLICATION
RESOLVED to increase the grant award to Silkstone Common Ladies Choir from £100 to maximum £190.
16-025 SILKSTONE IN BLOOM GRANT APPLICATION
RESOLVED to advance £200 (50%) of their pre-approved grant to Silkstone in Bloom to enable the purchase of summer bedding plants.
16-026 CARE GRANT APPLICATION
RESOLVED that since this grant request relates to tourism for the whole Parish rather than a group specific item; the Parish Council will pay for the Silkstone walks leaflets direct.
Cllr Paul Hand- Davis and Barnsley Chronicle reporter left the meeting.
RESOLVED to review the grants awarding policy at the June meeting of the Parish Council.
16-027 BANK RECONCILIATION
RESOLVED to approve the Bank Reconciliation for the period 1 January to 31 March 2016.
16-028 BUDGET MONITOR
RESOLVED to approve the Budget Monitor for the period 1 January to 31 March 2016.
16-029 FINANCIAL REGULATIONS
RESOLVED to approve the updated Financial Regulations.
16-030 INVOICES FOR PAYMENT
RESOLVED to approve the invoices for payment schedule dated 9 May 16.
Payee / Net / Vat / Total / Cheque noPaid in between meetings
Handyman / 1,008.00 / 0.00 / 1,008.00 / 301055
Paid 9 May 16
Charge card - Aldi / 13.61 / 0.00 / 13.61 / Charge card
Viking Direct / 165.56 / 33.11 / 198.67 / 301054
Rural Action Yorkshire / 35.00 / 0.00 / 35.00 / 301056
Parish Clerk / 900.00 / 0.00 / 900.00 / SO
Parish Clerk / 239.75 / 0.00 / 239.75 / 301057
HM Revenue & Customs / 224.00 / 0.00 / 224.00 / 301058
SY Pensions Authority / 232.93 / 0.00 / 232.93 / 301059
Progas / 195.00 / 39.00 / 234.00 / 301060
Edmundson Waterhouse / 20.85 / 4.17 / 25.02 / 301061
Expert Water Services / 45.00 / 9.00 / 54.00 / 301062
Bothams Prestige / 813.75 / 162.75 / 976.50 / 301063
TOTALS £ / 3,893.45 / 162.75 / 4,141.48
16-031MEETINGS
Cllr Meryl Liddell / Neighbourhood Planning Feasibility meetingsAnnual Parishioners Meeting
Cllr Debra Smith / Neighbourhood Planning Feasibility meetings
Jays Wood official opening
Annual Parishioners Meeting
Cllr Derek Liddell / NALC lobby day in London
Cllr Ron Stier / Silkstone Common Good Companions meeting
Annual Parishioners Meeting
Cllr Richard Leech / Internal Audit meeting
Jays Wood official opening
Annual Parishioners Meeting
Cllr Bill Barkworth / Jays Wood official opening
Annual Parishioners meeting
Cllr Steve Fletcher / Meeting with resident regarding the community hub
Meeting with Streetscape regarding the community hub
16-032 CORRESPONDENCE FOR NOTE
RESOLVED to note the following correspondence to note:
Clerks and Councils Direct – Handed to Cllr Derek LiddellInvitation to Barnsley MBC Mayors Civic – Decline
YLCA South Yorkshire branch meeting – Cllrs Derek Liddell and Ron Stier will attend.
Penistone Line Partnership AGM and accounts – noted
Huskar Community Rooms accounts monitor – noted – Linda Jackson from the Huskar Community Rooms committee will attend the June Parish Council meeting to give an update.
16-033 PRIVATE SESSION
RESOLVED that due to the confidential nature of the business to be discussed, the press and public are excluded from the meeting.
RESOLVED to note that the Parish Council’s insurer have upheld the claim by the claimant involved in an accident in the car park and have reached a settlement. Cllr Meryl Liddell declared an interest in this item and did not take part in the discussion.
RESOLVED that the Parish Council will submit a complaint to the insurer for the way in which the claim has been handled.
16-034 DATE OF NEXT MEETING
RESOLVED to note that the next meeting of Silkstone Parish Council will be held on Monday6 June 2016 at 6.45pm at Silkstone Sports Pavilion.
Chairman’s Signature / DateRESOLVED to note apologies from Cllr Richard Leech for the June meeting.
The Chair closed the meeting at 8.37 pm
Silkstone Parish Council9 May 16