MINUTES OF THE MEETING OF DRONFIELD TOWN COUNCIL

HELD AT GOSFORTH LODGE, CLIFFE PARK, DRONFIELD

ON TUESDAY 5 MAY 2009

Present

Councillors: Mrs W Temple (The Town Mayor): G Gregory: S P Temple: R Bull: D Oxspring: A Memmott: G Baxter: M Wing: Mrs K Marr: D Gage: Mrs B Skelton: J Sorrill: J Stocks: J McGrory: M Emmens: F Higgins:

Public Forum on Planning Matters

No items were raised concerning planning matters.

Public Forum On General Matters

Two local residents from the Alexandra Road area informed the Council that numerous incidents of anti social behaviour were taking place in the immediate area around their homes and gave several specific examples of criminal damage being done to their properties. They also stated that the police had been contacted on numerous occasions and circulated a schedule of when the police had been contacted. The response times by the police service varied but had been contacted thirteen times over the past 6 weeks.

The anti social behaviour included eggs being thrown at windows, gates damaged, obscene and intimidation language being used against the residents, alcohol abuse and a suspicion of drug taking to the rear of Stone the Crows on Green Lane. One resident reported that his car had been vandalised with youth dancing on the roof of his car, the rear spoiler being ripped off and the car actually turned around during the snowy weather. Residents also complained about the floodlit football pitch at The Dronfield School and expressed opinions that the later night openings until 9pm had exacerbated the problem of youths hanging around the area. Without exception, all the residents expressed disappointment that the police were not in attendance to hear their concerns first hand.

It was explained that the police did not now attend council meetings as a result of the local inspector’s orders for them not to do so. The residents were informed that their concerns would be relayed by the Town Clerk to Inspector Waterfall and that the Safer Neighbourhood Team of the Community Partnership would also be advised of these complaints and asked to put in on their next agenda.

Mrs Betty Bartram spoke concerning the planned incineration/gasification plant in Chesterfield and said that she had attended a meeting at the Winding Wheel and was surprised that the application had got as far as it had because what information she had received had horrified her.

Model Code of Conduct

Members were reminded that any changes to their Declaration of Interests should be declared. Members were also advised to declare, at this point, any items of the agenda where they may consider themselves to have a particular or prejudicial interest in the matter to be conducted.

207/08-09 RESOLVED That this report be received and noted.

Apologies

208/08-09 RESOLVED

That apologies for absence be received, noted and accepted from the following members, for the reasons stated in brackets.

Councillor Mrs C Smith (Other Business) Councillor I Pryce (Illness)

Councillor P Blackburn (Other Business)

Youth Matters

(a) Dronfield Youth Council

Councillor Richard Bull informed members that he had received a positive response from Dronfield School Youth Council concerning this initiative. They had replied that elections would be needed every two years and that the age group should be 11 to 18 year olds. They would like a Youth Council meeting to be held once per month in the Civic Hall and recommended that the Civic Hall be used a the polling station for elections. It was requested that a meeting of the Youth Council Working Group be convened in the near future to discuss these latest developments.

(b) BMX Track and Skateboard Park:

Councillor Jeff Sorrill commented that he had recently visited the improved BMX track and complimented the Council on the venture. He requested that the possible provision of a skateboard park be placed on a future agenda of the Properties Working Group for further consideration.

209/08-09 RESOLVED That these reports be received and noted.

Police Matters

Members considered a short report submitted by Sgt Klenczar outlining the current police priorities in the town and the latest crime statistics. He reported that the Safer Neighbourhood Partnership had specified three priority areas in the town for closer patrols and monitoring.

Members requested that the police make improved efforts to publicise the Safer Neighbourhood Forums and that the websites and public notice boards be utilised for such purposes. Members also reiterated their concerns that the local beat officers were no longer allowed to attend and hear local residents’ complaints and concerns and answer any questions regarding those concerns

Councillor Richard Bull declared a personal interest before informing members about anti social problems around his place of work and that the local neighbourhood watch regularly inform the police, who then attend and move on the groups of young people. Due to the groups being moved along, no public order offence has therefore been committed and the “crimes” are not included in police statistics. CCTV has been installed but has not proved to be an effective deterrent.

Members questioned why the proposed meeting with Inspector Waterfall to consider Alcohol Exclusion Zones had not yet taken place and were informed that the meeting had been cancelled at the last minute due to annual leave arrangements. It was agreed that if such a meeting were not convened in the near future, then the Chief Constable be notified of this Council’s ongoing concerns regarding communications between the parties.

210/08-09 RESOLVED That these reports be received and noted.

Council Minutes

Members considered the Minutes of the Ordinary Meeting of the Council held on 6 April 2009 (Pages 102 -115).

211/08-09 RESOLVED

That the Minutes of the Ordinary Meeting of Dronfield Town Council held on 6 April 2009 be received, accepted and approved as a true record of events and that the Town Mayor be duly authorised to sign them as such.

Planning Matters

Applications

Members considered a schedule of planning applications submitted by North East Derbyshire District Council for consideration and comment.

Application 09/010312/LB for listed building consent for installation of 2 No 3 compartment rooflight ( Revised Scheme to NED/07/01537/LD)( Listed Building/Conservation Area) at 16 Eckington Road, Coal Aston by Mr I Parry

212/08-09 RESOLVED

That due to the proposed development affecting a listed building is within the Coal Aston Conservation Area, the Planning Committee of North East Derbyshire District Council be requested to convene a site visit to inspect the proposals prior to reaching a decision.

Application: 09/00344/FL for the extension to a bungalow to add a first floor section to rear of property at 38 Melbourne Avenue Dronfield Woodhouse by Mr A Oates

213/08-09 RESOLVED

That due to proposed development will possible affect the local streetscene and is overlooked by the green belt, then the Planning Committee of North East Derbyshire District Council be requested to convene a site visit to inspect the proposals prior to reaching a decision.

Planning Decisions

Members considered a schedule of planning decisions submitted by North East Derbyshire District Council for information.

214/08-09 RESOLVED That this report be received and noted.

Town Clerks Report

1. Outside Services

Members were informed that outside services staff continue to perform their usual weekly duties of emptying and servicing the litter and dog bins throughout the town as well as cleaning and repairing the bus shelters on a regular basis and that the rolling programme of play area refurbishments, repairs and repainting is continuing.

It was reported that the up the pole planters will be installed at the end of this month and all the summer flowers will be planted in the beds throughout the town and will require watering at regular intervals during the growing season until the end of September. The grass on all the open spaces and parks will continue to be mowed each fortnight and some strimming of footpaths has already taken place but will continue on a regular basis. The football pitches will receive the agreed maintenance at the end of the season in preparation for the new season commencing in September.

215/08-09 RESOLVED That this report be received and noted.

2. Incineration/Gasification Plant in Chesterfield Borough

Members were appraised that this matter had been raised at the last meeting and it had been resolved that the Clerk prepare a comprehensive report in order for members to be fully informed enough to make a qualified judgement and express an opinion on the matter. It was reported however that despite detailed investigations and consultations, it had been difficult to find sufficient independent impartial information to prepare such a report, due mainly to such facilities being relatively new and therefore no substantial information regarding the process is yet to hand. Only one impartial report by Friends of the Earth has considered this matter and their major concerns with this type of waste disposal is that the incineration/gasification plants require substantial amounts of “high quality” waste including food waste and green waste to feed the burning process and they feel that these types of facility are detrimental to the recycling/composting initiatives being undertaken by so many disposal authorities.

216/08-09 RESOLVED

(a) That this report be received and noted.

(b) That a small working group comprising all three political parties be convened to consider this matter and report back to a full meeting of Council.

3. Traffic Sight Barriers at Bowshaw Roundabout

Members were informed that several residents had enquired why a long length of grey sight barriers has been erected in the green belt on the Sheffield side of the Bowshaw Roundabout without planning permission. It transpires that because the sight barriers were erected as part of a road safety initiative, the development does not require planning consent even though the structures are within the narrow green belt between Dronfield and Sheffield

216/08-09 RESOLVED That this report be received and noted.

4. Equality and Human Rights Commission

Members were informed that correspondence and information had been received from the Equality and Human Rights Commission regarding public sector duties. The forthcoming Equality Bill will harmonise the existing three public sector duties into one equality duty and will be extended to cover all seven equality strands. (Age, Disability, Gender, Gender Identification, Race, Religion or Belief and Sexual Orientation)and that it is likely these changes will come into force towards the end of 2011.

217/08-09 RESOLVED That this report be received and noted.

5. Dronfield Town Twinning Federation:

Members were circulated with the notes of the meeting of the Town Twinning Federation held on Wednesday 1 April together with a newsletter of twinning events.

218/08-09 RESOLVED : That the report be received and noted

6. Community Safety Partnership: NED CCTV and Radio project

Members were informed that correspondence has been received from Sgt Jon Rawlinson informing of his imminent retirement and giving a brief update of the CCTV Safety Project. The full letter was considered by members.

219/08-09 RESOLVED That this report be received and noted.

7. Publications Received

Members were informed of a list of publications that have been received which are available at the Town Council offices.

220/08-09 RESOLVED That this report be received and noted.

Financial Matters

Statement of Accounts and Annual Return for the year ended 31 March 2009

Members considered the Statement of Accounts for the year ended 31 March 2009 which had been prepared in full accordance with the Code of Practice on Local Authority Accounting in Great Britain and which fulfil all the requirements of regulation 4(2) of the Accounts and Audit Regulations 2003 as amended by the Accounts and Audit (Amendment) (England) Regulations 2006 in relation to the publishing of a statement of internal control. Members also considered both the Council’s and the Town Clerk’s responsibilities in ensuring that the above code and financial regulations have been met. The Council’s Annual Governance Statement which replaces the Statement of Internal Control was circulated for information.

The accounts show a healthy balance on the general fund of £204,914 at 31^st March 2009 compared to a balance figure of £213,914 at 31 March 2008. This year’s balance figure of £204,914 however does not include a total of £27,000 which has been placed into ear-marked reserves.

Members were informed that a net overspending of £6,732 was made against a budgeted overspend of £1,800. The overspend resulted from higher than budgeted expenditure on recreation and sports, open spaces and grants but was offset by under spending on highways, corporate management and democratic services. Most of the over spend resulted from repairs and renewals to fencing, play equipment and street furniture which is allocated to the revenue budget and not to the capital expenditure account.

221/08-09 RESOLVED

· That the statement of accounts for the year ended 31 March 2009 be received and approved as a true and accurate record of the Council’s financial affairs and that the Town Mayor and the Town Clerk as the Responsible Financial Officer be authorised to sign the accounts as such on Page 12 of the statement..

· That the Annual Governance Statement at Page 8 be duly approved and that the Town Mayor and the Town Clerk be authorised to sign the approved statement.

· That the Annual Return which summarises the statement of accounts be received and approved and that this Annual Return be submitted to the Audit Commission for external audit under the Accounts and Audit Regulations 2003.

Internal Audit Procedures 2009/2009 : Limited Assurance Audit Regime

Members were appraised that for the past 6 years, the internal auditor appointed by this Council has carried out all the necessary internal audit procedures demanded by the Accounts and Audit Regulations 2003. Following the removal of Best Value legislation requirements for Town and Parish Councils as from 31 March 2008, those Councils previously subject to a full external audit by the District Auditor now fall within the Lighter Touch Audit Regime (Limited Assurance Audit Regime) and the requirements and parameters of the internal auditor have subsequently changed. The Audit Commission in its report of the Council’s accounts recommended that the internal audit procedures be amended to reflect the changing circumstances of being within the lighter audit touch regime. The RFO had contacted a firm of reliable internal auditors who have carried out this work for several years to those Councils who were in the lighter touch audit system. Their letters and quotations for the provision of an internal audit service to the Council were circulated and considered.

222/08-09 RESOLVED

· That this report be received and noted and that the Town Clerk’s actions in addressing this situation be approved.

· That Auditing Solutions Ltd be appointed to act as the Council’s approved internal auditors for a period of five years at the agreed fees now in force.

· That the Agreement of Terms duly signed by the Responsible Financial officer of the Council be received and approved.

Completion of the Annual Audit for the year ended 31 March 2008

Members were informed that the Audit Commission has now completed the audit of the Council’s accounts for the year ended 31 March 2008 and the report and audit certificate plus the certified annual return was attached for information. The notice of completion of audit had been posted on the notice boards for electors who wish to exercise their rights to inspect the accounts could do so. It was reported that Section 3 of the audit report contains the external auditor’s review and states that no matters have come to their attention giving cause for concern that the relevant regulatory requirements have not been met. In effect this means that the External Auditor has once again given the Council an unqualified report of its financial affairs. The matters raised by the external auditor concern the internal audit procedures undertaken throughout the year in question (April 2007 to March 2008). Members were advised that the year being audited was the final year when the Council was subject to Best Value legislation and it was only in November 2007 that the Council was informed that the lighter touch auditing regime would apply to the financial year of 2007/2008. The external auditor was informed of this fact and that the internal audit procedures in place for the year under review met the requirements of the Audit Commission at that time. For clarification, members were advised that the internal audit procedures were somewhat different for Councils who were subject to a FULL external audit to those councils who were audited under the lighter touch regime. The internal audit procedures have now been amended for the current year and will now meet the requirements of the lighter touch audit regulations (Limited Assurance Audit Regime).

223/08-09 RESOLVED

· That the completion of audit notice and the External Auditors Certificate and Opinion be received noted and approved.

· That the matters reported upon in Section 3 of the external auditors report concerning internal audit procedures be noted and that amended systems are put in place to ensure full compliance with the Limited Assurance Audit Regime.

Schedule of Payments

Members considered a schedule of payments for the month of March 2009 in the amount of £85,731.93 paid from the Council’s No 1 account.

224/08-09 RESOLVED

That the schedule of payments in the amount of £85,731.93 for the month of March 2009 be received and noted for information.

Schedule of Receipts

Members considered a schedule of receipts for the month of March 2009 in the amount of £14,258.22 paid into the Council’s No 2 account.

225/08-09 RESOLVED

That the schedule of receipts in the amount of £14,258.22 for the month of March 2009 be received and noted for information.