Minutes 9th May 2022

Minutes of the Annual and Bi-Monthly Meeting of Knaith Parish Council held in the
Village Hall on Monday 9th May 2022

Present:              Councillor D. Belton (Chairman)

                                Councillor A. Morphet
                                Councillor S. Breeze
                                Councillor D. Randall

                                Councillor E. Bailey

                                Councillor S. Bowdler

                                Councillor W. Stanser
                                Mrs E. Coulson (Clerk)   

1/5/22. To Elect a Chairman

It was proposed by Councillor Morphet to Elect Councillor Belton as Chairman, seconded by Councillor Bowdler. Councillor Belton accepted the position and signed the Declaration of Acceptance of Office.

2/5/22. To Elect a Vice-Chairman

It was proposed by Councillor Bowdler to elect Councillor Morphet as Vice Chairman, seconded by Councillor Randall. Councillor Morphet accepted the position and signed the Declaration of Acceptance of Office.

3/5/22. Apologies for absence

District Councillor Milne sent her apologies as she is attending WLDC Annual Meeting.

4/5/22. To receive any declarations of interest in accordance with the Localism Act 2011 and to receive any applications for Dispensation. Members may make declarations at this point but also make them at any point during the meeting

There were no declarations at this time.

5/5/22. To approve the Minutes of the last meeting on 14th March 2022

Minutes have been circulated and it was Proposed by Councillor Stanser, and seconded by Councillor Randall and resolved to sign as a true record.  

6/5/22. Governance Documents

1. Standing Order – There was no change required to this policy.
2. Financial Regulations – There has been new regulations issued by NALC, which have been circulated. It was Proposed by Councillor Breeze, and seconded by Councillor Belton and resolved that the new document be adopted.
3. Code of Conduct – WLDC have issued a new Code of Conduct based on a model from LGA. They have requested that all Parish Councils adopt this new model. The new model has been circulated and It was Proposed by Councillor Bailey, and seconded by Councillor Bowdler and resolved that the new document be adopted. All Councillors sign ‘Receipt of the Code of Conduct’. The Clerk will inform WLDC of the adoption of this document and forward signed receipts.
4. Complaints Procedure – There has been new regulations issued by NALC, which have been circulated. It was Proposed by Councillor Bailey, and seconded by Councillor Breeze and resolved that the new document be adopted.
5. GDPR – There was no change required to these policies. LALC has asked that email addresses be generic Parish Council and not personal ones. All councillors have signed to say email addresses are secure as per the GDPR Policies. Councillor Bowdler will look into creating Parish Council email addresses.

7/5/22. Review and confirm arrangements for Insurance Cover in respect of all Insured Risks

The Clerk informed Councillors that the renewal from Zurich was at a cost of £230.67. It was resolved that the Clerk should go ahead with the renewal and the Risk Assessment was checked and signed.

8/5/22. Clerk’s report on Outstanding Matters

• Salt Bin – The Clerk has spoken to Tim from LCC Winter care team and unfortunately the scoring we submitted does not meet the requirements set. Points were deducted because the Village Hall is more that 250m away from the proposed site and the road is not classified as Severe. He did say if we find a more suitable site we are more than welcome to submit another request. It was suggested by the Clerk that the Parish Council could perhaps look into purchasing a bin if we cannot meet the scoring requirements. Councillor Bowdler checked and a 200l bin was approx. £100. The clerk to price up a bin and check with LCC Winter care team if this would be filled if purchased.
• Notice Board Knaith Park – A local Parishioner, Mr Douce, has kindly made another Notice Board for Knaith. He is going to fit this hopefully next week.
• Fly-tipping 
  • 23rd March 2022. Councillor Bowdler reported to the Clerk that wood chippings and logs had been tipped on Padmoor lane. Clerk reported to WLDC
  • 13th April 2022 – Councillor Bailey reported to the Clerk a pile of household rubble had been tipped at the end of Station Road, with evidence present. The Clerk contact Simon Smoothey at WLDC to report directly as evidence was found. Simon passed the details on to the enforcement department for pursue. The enforcement department had asked for Councillor Bailey's contact details to gather further information. However, Councillor Bailey has not heard from them so the Clerk will contact WLDC for an update.

• Road Closure – The Clerk contact LCC Highways as a Road Closure sign had been erected on Willingham Road but no details had been sent to residents or the Parish Council. LCC Highways replied and explained that surface dressing would take place on 26/04/22 and access may be restricted. It was queried as to why residents had not been notified when access may be restricted. The response on the 25/04/22 was that a leaflet drop was done two weeks prior. The leaflets however were in fact then delivered later that day on the 25/04/22.
• Loose Stones on Pathways – Following the surface dressing on 26/04/22, the chippings that had been used to dress the road have been flicked up off the road onto the paths. The Clerk reported this on FixMyStreet and has a response that this will be investigated.
• Stag’s Head Public House – Further to the response from WLDC Planning as reported on the last meeting, the Clerk contact them again for clarification about the length of time it needs to be advertised for and also what evidence is required to demonstrate that there were no interested parties. In response it is required to be on the market for at least 9 months with a price reduction at some point and records of interest must be kept.

The Parish Council have heard that interested parties have been refused viewings of the pub. If the Parish Council is going to challenge the evidence that specifics need to be recorded such as whom, the date and any emails/details that they may hold.

Councillor Morphet is going to liaise with a contact that is part of a Community Pub and gather further information to present at the next meeting.

9/5/22. Correspondence

• Crime Reports for March and April – Circulated.
• General Correspondence – List circulated.

10/5/22. Financial Matters and Grant Considerations

1. Internal Audit January to March 2022 – Approved and signed by Councillor Bailey and The Clerk.
2. Financial Statement to May 22 – With payments totalling £711.06 and receipts of £3,197.18 It was resolved that the Chairman would sign the statement for the record.
3. Grant/Annual Cost Considerations – Councillors Bailey and Stanser Declared an Interest as they both sit on the Village Hall Management Committee. All proposed Grants and Annual costs were read out by The Chairman. After a brief discussion with regards the current economic issues it was Proposed by Councillor Bailey, and seconded by Councillor Breeze and resolved that these costs remain the same for the year 2022/23.

11/5/22. Annual Governance and Accountability Return 2021/22

1. Approval of the Parish Council Annual Internal Audit 2021.
2. Approval of the Annual Governance Statement
3. Approval of the Accounting Statements
4. End of Year Accounts requirements including Public Rights and Publication

The Audit paperwork has been prepared and the Accounts circulated. All Statements read out, all approved and signed by the Chairman, Councillor Bailey (Internal Auditor) and the Clerk.

12/5/22. Stag Wood and Woodland Trust

It is understood that the felled wood cannot be removed through the access and so the landowner who owns the woods adjoining Stag Wood has agreed to let them create an access route there land in order for the wood to be removed. This is under the proviso that the access be made inaccessible after removal.

13/5/22. Gate Burton Energy Park

As per the last meeting, the Clerk contacted Low Carbon to enquire as to whether full plans were available and that the Parish Council would like to invite them back but for an update but after the Annual Meeting. The response from Low Carbon was that no plans were publicly available and would like to meet after the Annual Meeting as proposed. It was proposed that the Parish Council invites them to the next Bi-monthly meeting on 11 July 2022 with a request to provide the feedback from queries/concerns raised before this meeting. The Clerk will correspond with Low Carbon to arrange and request such information.

It is understood that the Village Hall has been booked 16 July 2022 by Low Carbon for further community interactions.

Councillor Bailey reported finding a notice on the bend on the way into Knaith. The notice is from Gateley Hamer on behalf of Low Carbon. The notice is trying to ascertain who the land owner is as Low Carbon is considering making a Development Consent Order to acquire land and rights. Is does refer to a piece of land but it appears the map has been removed.

14/5/22. Speeding Initiatives

Councillor Bowdler asked the Parish Council to consider the proposal of new speed indicators for the village as per previously meetings.

It was proposed that the equipment already purchased should be utilised first before purchasing new indicators should be considered. Councillor Bowdler – In order for this project to work we need more volunteers as these projects cannot be run by the Parish Council alone. The Clerk did contact the five people who have previously had training. Three replied with two be unable to commit to the project anymore and one still available.

After discussion it proposed that the Clerk will contact the PCSO with a view to getting some dates for training. Once the dates have been gathered, Parishioners contacted to see who if any new volunteers come forward. The two Parishioners in attendance offered up as volunteers as well as Councillor Belton.

Councillor Morphet proposed that the purchase of such indicators be revisited once the Speed Gun Project has been given a chance to run for a few months. This was seconded by Councillor Bailey.

15/5/22. Village Hall

Councillors Bailey and Stanser declared an interest as they sit on the Village Hall Committee.

Councillor Stanser updated the Parish Council that the Village Hall Committee have agreed for the fence to be replaced and will be done in the next few weeks along with some improvement works to land at the side of the Hall. The fence will be gravel board at the bottom and rounded replaceable picket fence in top.

Councillor Stanser would like it noted that the issues with regards the length of time it has taken to organise for the fence replacement to take place is down to Covid, Legal issues with regards the Village Hall and supply issues.

The Clerk has made contact with a Law firm – Bishops Law – who specialise in Parish Council and Village Hall issues. Awaiting an initial response and will report progress at the next meeting. 

16/5/22. Broadband

Councillor Bowdler reported the reason he had not heard back from Quickline is that the Project Manager has resigned. The new contact has mentioned a rollout as early as 2023 but cannot make any commitments. Knaith Park is in the plans for the third tranche which is projected to be 2026.It has become apparent that Quickline’s kit is not designed for woodland/rural areas. This is not ideal when they have won the contract to supply in such areas.

Carl Knight of WLDC is on board with us in trying to find a resolution and to move this forward.

17/5/22. Highways/Ditches

The Chairman and Clerk have spoken to John Fox with regards the ditches/dykes. He is positive that water does not run off into the dyke/ditch we are referring to. He said it may hold the occasional standing water but the run off is the ditch on the opposite side of the road. He thinks there may be larger issues and this is detracting from them. It was agreed for the Clerk to contact LCC Highways again as this is an issue that needs to be resolved between them and Mr Fox. 

18/5/22. Queens Jubilee Grant

Jubilee leaflets were distributed and the Parish Council were disappointed with the response as only three replies were received.

After a brief discussion, the Parish Council feel that the village should commemorate the Jubilee in some way. Due to lack on response for a social event it was then proposed by Councillor Bailey that the Parish Council apply for the funding to be used to create a Commemorative corner with the Village Hall Boundaries. This would include a Jubilee bench and some complimentary planting. This idea was seconded by Councillor Stanser. The Clerk will submit price the project for approval and then submit the application before the deadline of 15/5/22.

19/5/22. Items of information to be noted and if necessary dealt with at the next meeting

1. Street Sign outside Village Hall is in need of repair. Clerk to report on FixMyStreet.
2. Verges were cut at the end of April 2022.

20/5/22. Date for next meeting

A date was set for the next Bi-Monthly Parish Council Meeting - Monday 11 July 2022 at 6.00 pm.

With all business concluded the meeting closed at 9.30pm

Signed ………………………………………. Dated ………………………………