Havercroft with Cold Hiendley Parish Council

Minutes of the meeting of Havercroft-with-Cold Hiendley Parish Council held remotely on Wednesday 13th May 2020 at 7:00 p.m.

Present: Councillors P Stockhill (Chair), R Massey (Vice Chair) E Brown, I Sanders, Mrs T Tams-Hedges

District Councillor Mrs M Cumming and Member of the public Mr D Pointon.

Matters raised by Members of the Public
Inconsiderate Car Parking in front of the Post Office on Cow Lane, double yellow lines are required to keep the road clear, open and safe for all users.
There are issues with motorists racing to the chicanes, despite clear signage prioritising traffic. It was noted that this was a difficult issue to remedy as Highways would be reluctant to remove a system that is proven to slow traffic, when there is sufficient in each direction.

Nuisance motor cycles around site of old football fields Pit Lane, often around mid day. This would be raised with the NPT to see if action can be taken.

Minute 4. To accept apologies for absence and record and accept resignations from the Council.
4.1 No apologies to record
4.2 Letters of resignation from Albert Manifield; John Shaw; Michelle Massey and Faith Heptinstall were noted and accepted. Thanks were expressed to all for their work and assistance; special thanks were expressed to Albert and John, two Councillors of long standing who have been very influential in the Parish over the 35 plus years they have served.

Minute 5. Declarations of interest from items on the agenda
5.1 No Declarations for this meeting.

Minute 6. To confirm the minutes of the Parish Council meetings held on the 11 th March 2020 and 24 th April 2020

6.1 Resolved to accept the minutes of the Parish Council meetings held on the 11 th March 2020 as a true record.
6.2 Resolved to accept the minutes of the Parish Council meeting held on the 24 th April 2020 as a true record.

Minute 7. District Councillors Report
7.1 District Cllr Mrs Cummings reported that Wakefield Councils Cabinet continued to meet, using remote meetings, and congratulated the Council on its progressive approach in order to continue operating.
7.2 District Cllr Mrs Cummings reported that she would look at setting up a smiley SID in the village in response to concerns about speeding traffic.

7.3 Fly tipping incidents have received many more reports that usual, but fly tipping incidents are actually down compared to the same period last year. The Council has now opened recycling centres, and despite some initial problems, the service is now getting back to normal.

7.4 It was reported that Domestic Violence was an added extra issue in the current lockdown and urged all to ensure victims are supported and signposted to services during this difficult time.

7.5 The District Council is supporting over 1000 shielded individuals ensuring that they have food and access to support services where needed. The Food Bank operating form the Learning Centre is part of a wider network in partnership with the Council and is currently ensuring local people in need have assistance where they live.

7.6 It was reported that so far the added costs of Covid19 to the District Council was in the region of £30-32m and Central Government had granted £20m.

Minute 8. Finance & Direct Debit Payments
8.1 Resolved to accepted the financial report for 2019-20 and to send it with all required papers to the internal auditor.
8.2 Resolved to authorise the following payments: Wakefield Council- Refuse Collection £682.88, A Woodhead, Wages (March) £429.50 and related (March) HMRC Tax £107.40; A Woodhead, Wages (April) £429.50 and related (April) HMRC Tax £107.40 noting adjustments would be made if the figures came back different from our Payroll service, which has currently ceased operating due to the ongoing Covid19 situation. Yorkshire Local Councils Association, Subscription 2020-21 £566.00; A Woodhead, SLCC ILCA Training fee £118.80; A Woodhead, Stamps £44.46. Havercroft & Ryhill Community Learning Centre, Cleaning of Business Units- 7 months of to March 2020. £1245.16.

8.3 The following payments were authorised only if advise from the District Council or a professional body agreed that the payments were lawful and proper; Havercroft & Ryhill Community Learning Centre- Grant/Donation/Allocation £10150.00; Rycroft Leisure Grant/Donation/Allocation £5000.

Minute 9. Grants from the Council
9.1 A first draft of a grant application form with guidance had been circulated to Councillors; It was noted that there needed to be a more accountable system in place for the granting of monies as currently there was no transparency which was a concern.

9.2 Resolved that a template from one of the professional bodies we subscribe to be investigated, with a view to adoption at the next meeting. Cllr Brown agreed to write the guidance documents if required; Item for next meeting agenda.

Minute 10. Parish Council Notice Boards
10.1 It was stated that a notice board on the green in Cold Hiendley would be useful to the residents of the Hamlet as they had no direct contact with the Parish Council. The Clerk was instructed to ask Wakefield Council if it was the owner of the Green or any other open space within Cold Hiendley.

10.2 Resolved that a plaque thanking John Shaw for his years of service as a Councillor be fitted to the proposed Havercroft Notice Board on Cow Lane.

10.3 Cllr Stockhill stated that he would look at the existing Notice Board on the side of the Learning Centre with a view to repair and fitting a new lock.

Minute 11. Christmas Tree
11.1 If the District Council are the owners of the Green in Cold Hiendley, can we ask if permission for to site a permanent Christmas Tree can be granted.

The Clerk to investigate land ownership, permissions and power supply.

11.2 It was stated that one of the permanent Christmas Trees in the village be dedicated to Albert Manifield in recognition of his many years of work and devotion as a Parish Councillor.

Minute 12. Newstead Play Area
12.1 It was reported that the safety surface of the Newstead Play Area was very uneven. District Cllr Mrs Cumming stated that she would report it in and ask that this be inspected.

12.2 It was noted that the area was also heavily fouled by dogs. Cllr Sanders stated that he would report this to the dog wardens and if anyone was aware of the dog owners who were not picking up can they be sent to him or reported into the district Council as action can be taken.

Minute 13. Allotments
13.1 It was noted that 14 people are on the allotment waiting list, the Clerk would send a copy to the Chair for information.
13.2 The Clerk would ask for the Asbestos to be removed again, as the first attempt had been unsuccessful due to inclement weather.
13.3 Investigation to be undertaken to see if the fallow site within the Wimpey Allotment compound could be brought back into use.
Minute 14. Learning Centre- Food Bank
14.1 It was noted that the Council had concerns that the Learning Centre constitution did not reflect the services currently delivered by the service. The Council is uneasy with the current basis that funding is granted on. We have asked professional advice which also questioned the current system.
14.2 Councillors do want to support the work undertaken, but a sound basis needs to found to ensure the Council is meeting all the required legal obligations. Investigative work is ongoing and information will be brought to the next meeting.
14.3 With regard to the food bank, the Council have concerns that food banks in other areas have been subject to break-ins and substantial theft, our concerns are the vulnerability of the Centre given its out of sight location.
Minute 15. Standing orders
15.1 It was noted that the current standing orders had last been reviewed as follows:
 Remote Meetings- 24 th April 2020
 Standing Orders (General) 15 th May 2019
 Financial Regulations 15 th May 2019

 Risk Management May 2017
 Complaints June 2014
15.2 Resolved to review and update the Councils Standing orders in preparation for adoption at the May 2021 Annual Parish Meeting. Cllr Stockhill would begin the process of review and update.

Minute 16. Rycroft Leisure
16.1 It was reported that an e-mail stating that the Parish Council needed to review its expenditure and as part of this wanted a more transparent financial system has yet to be responded to. It was however noted that the staff are furloughed and although some are working in food preparation and distribution, this is part of the Havercroft Learning Centre Hub work in response to Covid19; Given that ways forward would need to be in partnership with Ryhill Parish Council who have currently closed down, this will have to wait until normality returns.

Minute 17. Newsletter & Facebook
17.1 Cllr Brown has drafted the next Newsletter, additional items were read out at the meeting and accepted for insertion.
17.2 Resolved that Cllr Stockhill purchase an A3 Colour printer on behalf of the Parish Council together with inks and paper, for the purpose of printing Newsletters and larger Parish Council meeting papers when required. Councillors offered to deliver the Newsletter in order to meet parishioners. The Clerk also offered to assist with delivery too.

17.3 Noted that Parish Councillors now have a facebook page which has a small number of followers despite it only going live last week.

Minute 18. Railway cutting green space
18.1 It was noted that the Parish Council would like to green up the Railway cutting with trees and planting to make the area more park like. Given the history of the site we would need to seek advice on this. The Clerk was asked to investigate further.

Minute 19. Correspondence
19.1 Noted Correspondence from Wakefield Council Community Grants Team stating that our Capital Grant application for the Shipping Container Storage has been successful. The Clerk to place an order for the works once confirmation of receipt of money has been given.

Minute 20. Parish Matters
20.1 Noted the Defib machine requires new pads within the next three months
Resolved Clerk to order new pads for the machine
20.2 It was reported that land next to the property of Cllr Sanders had become very overgrown and had lots of refuse on it. This was a fire hazard and looked unsightly, the fire service were aware and had stated they would contact the owner, however nothing has happened. The Clerk would follow this up with the fire service and take the issue to the District Council.

Date and time of next meeting
The next meeting of the Havercroft-with-Cold Hiendley Parish Council will be held on the 10 th June 2020 at 7:00 p.m. the type and venue will be determined prior to the summons being issued.
End 9:00 pm
Andrew Woodhead, Clerk to the Council & RFO