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MINUTES OF THE MEETING OF DRONFIELD TOWN COUNCIL
HELD AT GOSFORTH LODGE, CLIFFE PARK, DRONFIELD
ON MONDAY 7 SEPTEMBER 2009
Present
Councillors: P Blackburn (The Deputy Mayor): G Baxter: R Bull: M Emmens: G Gregory: A Memmott: Mrs C Smith: Mrs W Temple: S P Temple: M Wing: D Oxspring: Mrs B Skelton: I Pryce, J Stocks, Mrs K Marr,
Personal Statements
Prior to the meeting, the Leader of the Council (Cllr S Temple) wished to make two public statements. He stated that at the last meeting held in July 2009, he had inadvertently given offence to PC James Murfin when he referred publicly to him not being in uniform. Councillor Temple was unaware at that time that PC Murfin was on bereavement leave. He had made a private apology to James but now wished to offer his public apology for any offence caused by his remarks. PC Murfin accepted the apology.
Councillor Temple then informed the meeting that the Revered Barrie Green would be leaving the parish at the end of September to take up his new post in Bristol. He had hoped that Barrie could have attended tonight’s meeting but he could not be available due to being on holidays. It was agreed that the Council send a letter to the Reverend Green thanking him for his courtesy, commitment and dedication for the past 15 years of his ministry in Dronfield. Particular thanks should be made for the efforts he has put in to making the Civic Service, the Remembrance Service and the Christmas Carol Service so meaningful for many of the local residents. Members were informed that they had all been invited to St John the Baptist Church at 1030am on Sunday 27 September 2009 when Barrie will be conducting his final service in Dronfield
Public Forum on Planning Matters
No matters were raised by members of the public.
Public Forum On General Matters
No items raised by members of the public.
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.
44/09-10 RESOLVED That this report be received and noted.
Apologies
45/09-10 RESOLVED
That apologies for absence be received, noted and accepted from the following member, for the reasons stated in brackets.
Councillor F Higgins: (The Town Mayor):
Youth Matters
No matters raised but members were reminded that the agenda contained two reports regarding the Youth Council proposals.
Police Matters
PC James Murfin was in attendance and circulated the latest crime figures for the Dronfield Beat. The report showed that 59 crimes in total had been committed and the details are attached for information. PC Murfin stated that there was a lot of cooperation between his force and the South Yorkshire Police particularly in intelligence gathering and sharing to combat auto related crimes
46/09-10 RESOLVED That this report be received and noted.
Council Minutes
Members considered the Minutes of the Ordinary Meeting of the Council held on Monday 6 July 2009 (Pages 15 -25)
47/09-10 RESOLVED
That the Minutes of the Ordinary Meeting of Dronfield Town Council held on 6 July 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.
Construction of a two storey side extension and a
single storey rear extension (Revised Scheme of 09/00187/FL)(Amended Plans) at
7 Dalsbury Road by Mr M Pass.
48/09-10 RESOLVED
That due to the scale and size of this proposal, the application be objected to until the Planning Committee have convened a site visit and fully discussed all the implications of this large scale development which could adversely affect the current street scene and be detrimental to neighbouring properties, before reaching a decision.
Reference
09/00639/FL
Construction of two detached two storey houses with
integral garages, construction of a detached single garage to serve existing
bungalow, reopening and alteration to former vehicular access, widening of
existing vehicular access and alterations to front boundary wall (Adjacent to
Conservation Area) at 30 Northern Common by Mr Inman.
49/09-10 RESOLVED
The application be objected to until the Planning Committee have convened a site visit and fully discussed all the implications of this large scale development which is adjacent to the conservation area and which could also be problematical for neighbouring properties, before reaching a decision.
Reference
09/00529/FL
Installation of electronically operated shutter to
front of retail premises (Conservation Area) at 18 Chesterfield Road by Mr P
Slater.
50/09-10 RESOLVED
The application not be objected to providing that the type and colour of the shutter is in keeping with the general ambience of the conservation area.
Reference
09/00727/FL
Change
of use of A1 retail shop to A5 hot food Turkish traditional food place
(Conservation Area) at 101 Chesterfield Road by Mr Middlemass.
51/09-10 RESOLVED
The application not be objected to providing that any changes to the outside façade (including signage) must be in keeping with the street scene expected of a conservation area.
Reference
09/00718/FL
Construction of a detached two bedroom bungalow on
land adjacent Walden Snape Hill Lane by Mrs J Shillito
52/09-10 RESOLVED
This application be objected to until the Planning Committee of North East Derbyshire District Council have conducted a site visit to fully examine and investigate the proposals prior to making any decision. Members were seriously concerned that access to/from the construction site will be impaired for other residents who may require access down the narrow unmade road. Members also considered that this proposal is “back-land” development and could lead to problems with other members of the community.
Planning Decisions
Members considered a schedule of planning decisions submitted by North East Derbyshire District Council for information.
53/09-10 RESOLVED
That this report be received and noted.
1.
Outside Services
Members were informed that the outside services staff have been kept busy over the past few weeks in watering, feeding, weeding and caring for the numerous hanging baskets and flower beds to ensure that the blooms last as long as possible. This year’s displays have elicited a lot of favourable comments from the general public. Litter and dog bins continue to be emptied and serviced weekly and bus shelter cleaning and disinfecting takes place fortnightly. It was also reported that the changing rooms at Coal Aston have been painted and decorated with all the walls being given two coats of high quality emulsion paint and the wood work painted in high gloss white. Notices asking the football users to respect the facilities have been placed in all the changing rooms and public areas. Footpath strimming has continued to be completed with over hanging brambles, nettles and weeds cut back. The grass cutting has also continued on a fortnightly basis and all the football pitches have now been prepared and made ready for the new season that starts this week. Isolated incidents of vandalism and criminal damage continue to occur but the damage is quickly repaired and the community facility brought back in to use as soon as possible. Incidents of fly posting on fencing and structures adjacent to the highway continue to be a nuisance and create a negative impression of visitors entering the town. Where fly posting occurs on Town Council property or on notice boards, the offending literature is immediately taken down and destroyed.
54/09-10 RESOLVED That this report be received and noted.
2. Venue of Council Meetings
Members were informed that in 2003, the Council increased its membership to 19 Councillors following the elections. After two or three meetings in the Council Chamber at the Civic Hall, it was agreed that the Chamber was unsuitable and too small to accommodate 19 members plus the police and members of the public. It was resolved at that time to change the venue to the new Gosforth Lodge within Cliffe Park as it was considered large enough for the purpose and was accessible to all with sufficient car parking available on site. Following the change of venue for Council meetings, the Council Chamber was let on a long term basis to the district nursing team who were previously domiciled within the health centre which was being rebuilt. During the nurses’ occupation of the Chamber, the large boardroom style tables and chairs were taken out and put into storage where they have remained ever since. A recent enquiry has been made whether the tables and chairs are available for sale to be used in a local company’s board room.
55/09-10 RESOLVED
1. That this report be received and noted.
2. That the venue for the monthly Council meetings revert to the Council Chamber at Dronfield Civic Hall commencing on 5th October 2009.
3. That arrangements for the procurement of suitable tables and chairs for the purpose of holding meetings be investigated and a report prepared for consideration by the Properties Working Group.
4. That the existing board room tables and chairs are advertised and sold to the highest bidder.
3. The Rotary Club of Dronfield
Members were made aware that at a recent Properties Working Group meeting, representatives of the Rotary Club of Dronfield has attended and wished to make some form of contribution towards improving the new play area at Sindelfingen Park and suggested that it may be possible to provide funding towards the installation of benches for visitors and users if the new facility. A cheque in the amount of £800 has now been received to sponsor four benches at Sindelfingen Park which will be duly acknowledged. Eight new benches and additional litter bins have been installed adjacent to the new equipment and the Town Mayor will formally open the new site at 2pm on Thursday 10 September when the Rotary Club will be invited to attend.
56/09-10 RESOLVED
That this report be received and noted and that the Rotary Club of Dronfield be thanked for their kind donation towards the new facilities at Sindelfingen Park.
4.
Dronfield Town Twinning Federation
Members were supplied with the notes of the meeting of the Town Twinning Federation held on Wednesday 1 July together with the latest newsletter and schedule of agreed meetings.
57/09-10 RESOLVED That this report be received and noted.
5.
BT Adopt a Red Telephone Box Scheme
It was reported that correspondence had been received from BT advising that the Town Councils can now adopt red telephone boxes within their areas. BT state that they will remove the telephony and transfer the ownership to the Council for the payment of £1.00. The Council can then use the telephone boxes for any purpose it deems appropriate. The schedule of the boxes to be offered in Dronfield include Eckington Road, Coal Aston: Oakhill Road and Gosforth Lane/Netherdene Road .
58/09-10 RESOLVED
That BT be informed that Dronfield Town Council will not be taking up their offer and will not adopt the relevant red telephone boxes within the town.
6.
Sindelfingen Park: Suggestions for a Café Facility
Members were informed that since the new play equipment has been installed in the park and general public usage has increased dramatically over the past few months, several people have contacted the office requesting that a facility for serving light refreshments be included. Those people were advised to write in with their suggestions. One local person has now submitted a proposal for the Council to consider which includes providing a new building for several activities to take place.
59/09-10 RESOLVED
That the applicant to provide a refreshment facility within Sindelfingen Park be thanked for her interest but that no further action will be taken at this time.
7.
Planning Consultation: Council Owned Land at Gorsey Brigg
Prior to any
discussion on this matter, Councillors
60/09-10 RESOLVED
That the developer be contacted as a matter of urgency with a view to negotiate an amicable solution regarding the use of council owned land for a commercial venture. Any agreement should ideally benefit the whole community.
Reference 09/00720/FL: Erection of 4No two bedroom, two storey terraced
houses and construction of a parking area at the existing car park adjacent to
No1 Southcote Drive by Kingstad Prperties Ltd
61/09-10 RESOLVED
That the application be objected to until the planning committee of North East Derbyshire District Council convene a site visit and discuss this contentious matter in great detail. This Council would wish for further discussions to be undertaken between it and the developer due to the fact that part of the planning application refers to land within the ownership of this Council. The site of the development has been used by the community at large for the past 35 years as a car park which was set out as such when the adjacent shopping parade was first built.
8.
Ashgate Hospice: Midsummer Midnight Walk
Members were informed that the organisers of the above event had written in to inform the Council that the event was a resounding success with over 1,100 ladies doing the walk and 100 volunteers helping with the arrangements. It is hoped that over £150,000 will be raised in sponsorship. The organisers now sought the Council’s permission to hold the event again in 2010. Members were reminded that permission was granted this year with the proviso that no music be played at the event after 9.30pm due to possible nuisance to adjacent or neighbouring properties.
62/09-10 RESOLVED
That the organisers of the Ashgate Midsummer Midnight Ladies Walk be informed that permission to stage the starting and finishing of the event in Cliffe Park is granted but that no music be played after 9.30pm.
9.
St John Ambulance Order Service
An invitation was extended to all members to attend the St John Order Service at St John the Baptist Church on Sunday 18 October 2009 at 3pm.
63/09-10 RESOLVED
That this report be received and noted.
10.
Internal Audit Report 2009-2009
Members were advised that as part of the Annual Return procedures that need to be undertaken under the lighter touch auditing regime, the Council had resolved to appoint Auditing Solutions Ltd as its internal auditor. The first internal audit was carried out at the end of June 2009 in order for the annual return to be “signed off” accordingly. All aspects of the Council’s financial affairs was audited and the internal auditor made just five recommendations relating to minor matters. All the recommendations of the internal auditor have now been addressed and rectified.
64/09-10 RESOLVED
That this report be received, noted and accepted. That the recommendations contained within the report are noted and that it is gratifying to learn that all the recommendations have already been addressed by the proper officer of the Council.
11.
Power
of Well Being
Members were
pleased to note that the
65/09-10 RESOLVED
That the report be received and noted and that the
12.
Publications Received
Members were informed of a list of publications that have been received which are available at the Town Council offices.
66/09-10 RESOLVED That this report be received and noted.
Notes of Town Council
Working Groups
Members considered the notes of a meeting of the Properties Working Group held on 9 July 2009 at a site visit to Stonelow Road, when the following matters were discussed.
Dronfield Town Football Club & Stonelow Road Recreation Ground
Members were reminded of the requests of Dronfield Town Football Club (DTFC) concerning several initiatives and now wished to examine in more detail at this visit.
Creating a new access gate between the two fences at Shireoaks Road adjacent to the cricket pavilion which would allow spectators to access the pitch side without walking on the grass from the car park.Members had some reservations that this proposal would lead to indiscriminate parking on Shireoaks Road and Frithwood Close to the detriment of householders on adjacent streets.
Members then considered the proposals by DTFC to erect a 1.8 metre high mesh fencing along the end of the football pitch currently used by their first team. The fence would run along the end of the pitch from the existing side fencing at Callywhite Lane for approximately 100 metres and then alongside the pitch at the bottom of the banking for 30 metres and then adjoin the changing rooms. DTFC stated that the fencing was one of the conditions of being allowed to join the Central Midland League as they did not want their teams to play on “park pitches”. DTFC confirmed that the gates in the new fencing would only be locked on days when they were playing a match in the Central Midlands League and that the gates would be left unlocked at all other times, thereby offering open access to local residents.
DTFC
also confirmed that another condition of the league was that only two teams
would be allowed to use the changing rooms when a match in their league was
being played. This condition would entail two of the four recently renovated
changing rooms would not be available to teams playing of the second pitch at
the same time.
DTFC was informed that these matters would be considered further at a meeting to be convened as soon as possible next week when it was intended to seek the views of other users of the facilities at Stonelow Road. It was agreed that members would meet again at 5.30pm on Wednesday 15 July 2009 in the Upstairs Meeting Room of Dronfield Civic when the cricket clubs would be invited to attend.
67/09-10 RESOLVED That this report be received and noted.
Members considered the notes of a meeting of the Properties Working Group held on 15 July 2009, when the following matters were discussed.
Coal Aston and The Dronfield Contact Cricket Clubs
Members were informed that both the Coal Aston Cricket Club and Contact Cricket Club had been invited to attend this meeting but had not appeared to listen to the proposals regarding the erection of a six feet high wire mesh fencing around the football pitches being put forward by Dronfield Town Football Club that may have implications for when they play their cricket matches at this location. It was agreed that both clubs be written to outlining the proposals by DTFC and asking for their input. Discussions following the site visit held on 9 July 2009 were then held. The request by Dronfield Town Football Club to install a gate and an additional access path from Frithwood Drive for spectators to reach the pitch was considered and all the members present agreed that this proposal would lead to further problems of indiscriminate parking on adjacent roads when there is a perfectly adequate car park available.
68/09-10 RESOLVED
That this report be received and noted.
That Dronfield Town Football Club be informed that due to the problems that may arise due to indiscriminate parking on adjacent streets and causing problems for local residents, their proposal to install an additional gate and access path leading from Frithwood Drive to the senior pitch and changing rooms be refused.
That Dronfield Town Football Club be informed that their request to erect 6 feet high wire mesh fencing across the end of the first team pitch be refused as the Council would wish for the open aspect of a community recreation ground to be retained.
Notes of
the Budget Working Group held on 26 August 2009
Sindelfingen
Park: New Play Area
Members were aware that the new equipment had installed and that this Council has made its agreed contribution of £30,000 to NEDDC as the matched funding allocation. This matched funding allocation was accounted for in last year’s figures and was therefore placed in the ear-marked reserves for this current year and will not impact upon this year’s capital budget spending. Now that the new equipment is being heavily used, it is apparent that the general area gets very muddy during inclement weather. This water retention is caused by underground springs and affects most of the park. Professional advice has been sought to determine the most appropriate and cost effective method of hard standing around the new equipment. The total area is 1,320 square metres and the professional advice was that the most cost effective solution would be to excavated to a depth of 250mm (with the top soil being retained for future use) and then the whole area infilled with 150mm of clean lime stone chippings which will act as a soak away for excessive moisture and then a top layer of either Golconda Gravel or Top Trek be laid, compacted and rolled to give a solid even surfacing. The likely cost of the above solution using Golconda would be in the region of £15,000 to £18,000 plus VAT and the cost of using TopTrek would be around £10,000 to £13,000 plus VAT. Members considered that it would be more beneficial and more cost effective to use a half and half of the above two surface coating to create a more aesthetic look of contrasting surfacing to the area and the tender target price should therefore be in the region of £12,000 to £15,000.
69/09-10 RESOLVED
Amended by resolution of the Council (Minute 083/09-10 dated 5 October 2009 refers)That the project be subject to consideration and recommendation by the Properties Working Group.
Capital Budget Update
Members were
informed that the capital budget for this year was agreed at £140,123 which was
£80,123 for loan capital and interest repayment costs whilst £60,000 was
allocated for the capital programme. This year’s capital spending to date
includes: Fencing £4,507: Litter Bins £450: BMX Track £5,500 and Plant &
Equipment £4,500 giving a total of £14,957
which leaves a balance of just over
£45,000 in the estimates.
70/09-10 RESOLVED
That this report be received and noted.
Stonelow Play Area
Members were made aware that NEDDC has notified that our bid for new play equipment for Stonelow Road has been successful and the Big Lottery Fund will grant an award of £50,000 subject to Dronfield Town Council offering a matched funding amount of £10,000.
71/09-10 RESOLVED
That Dronfield Town Council make a matched funding contribution of £10,000 in order to obtain a grant of £50,000 from The Big Lottery for the acquisition and installation of new play equipment at Stonelow Road Recreation Ground and that consideration be given to installing some items of small keep fit exercise equipment for use by the more mature members of society who may accompany the younger children.
Staffing: Outside
Services
Members were reminded that this year’s budgetary allocations included a provision for the employment of two temporary outside services staff from April to September. However, in May 2009, a permanent member of the workforce ceased to be employed by the Council but was not replaced. Due to the quantity and diversity of the work to be completed during the current year, the outside services foreman has requested that consideration be given to retaining the two temporary staff as permanent members of staff. This year’s budget increase will only be marginal due to the permanent member of staff leaving in May and not being replaced.
72/09-10 RESOLVED
That the two temporary employees that were initially employed from April to September 2009 be offered permanent positions and that no provision is made in next year’s estimates for the engagement of temporary staff.
Notes
of the Youth Council Working Group held on Monday 3 August 2009
It was agreed that Councillor Bull would be elected chair of this meeting.
Members then considered a schedule of matters to be finalised for the procedures of calling and holding elections for eligible scholars to form a Dronfield Youth Council.
ELECTORAL
ROLL
It
was agreed that:
· Dronfield Henry Fanshawe School will provide details of all their scholars by school year eligibility and be responsible for the electoral roll of scholars at that school.
· The eligibility of scholars attending schools or colleges outside Dronfield would be advised by wide scale advertising asking them to register to vote by requesting relevant forms from the Town Council offices.
· Dronfield Town Council will prepare all the relevant forms for registration of electors.
· Dronfield Town Council will draw up a register of eligible voters for the elections after the registration process has been completed for voters not attending Henry Fanshawe School.
·
The register of electors will
be finalised and published prior to the elections on 22 October 2009.
METHODS
OF NOMINATIONS
It
was agreed that:
· Nominations for election must be signed by two eligible electors in the school year for which the candidates are standing.
· Nomination forms to be signed by the nominee agreeing to be nominated.
· Nomination forms to be signed and delivered to Dronfield Town Council by 5pm on Thursday 1st October 2009
ELECTION
DETAILS
On
voting procedures, it was agreed that:
· Electors can only vote for candidates in their own school year and ballot papers will be clearly identified by colour coding on a school year basis.
· Ballot papers will be prepared by the Town Council following the closing date of nominations.
· The elections will be held on THURSDAY 22 OCTOBER 2009 and that voting for scholars attending Henry Fanshawe School will take place at the school from 8.30am until 4.30pm. For scholars attending other schools, voting will take place at Dronfield Civic Hall from 9am until 6pm.
· Voting will be based on first past the post system.
· Each elector will be required to vote for up to THREE candidates in their own school year to represent them by clearly placing a cross adjacent to the candidate’s name.
· The counting of votes will take place in Dronfield Civic Hall on Friday 23 October between 4pm and 5.30pm and open to the general public. The results will be announced at 6pm and officers and volunteer members of the Town Council will conduct the counting.
ADVERTISING
ELECTION & PROCEDURES
It
was agreed that:
· A 2 page spread in the Dronfield Eye will be widely distributed explaining the registration, nomination and election procedures and was considered particularly important for non Henry Fanshawe scholars.
· That posters will be produced and placed on all public notice-boards advertising these agreed procedures.
· That the advertisement should include some details about what the Youth Council’s responsibilities will be and a brief resume of the agreed constitution explaining how local democracy works and why it is so important.
· That posters will be circulated to both Derbyshire County Council and North East Derbyshire District Council asking for them to be reproduced on their respective web sites.
73/09-10 RESOLVED
That this report be received.
Schedule of Payments
Members considered a schedule of payments for the month of June 2009 in the amount of £157,218.73 paid from the Council’s No 1 account.
74/09-10 RESOLVED
That the schedule of payments in the amount of £157,218.73 for the month of June 2009 be received and noted for information.
Members considered a schedule of payments for the month of July 2009 in the amount of £91,559.49 paid from the Council’s No 1 account.
75/09-10 RESOLVED
That the schedule of payments in the amount of £91,559.49 for the month of July 2009 be received and noted for information.
Schedule of Receipts
Members considered a schedule of receipts for the month of June 2009 in the amount of £21,774.30 paid into the Council’s No 2 account.
76/09-10
RESOLVED
That the schedule of receipts in the amount of £21,774.30 for the month of June 2009 be received and noted for information.
Members considered a schedule of receipts for the month of July 2009 in the amount of £39,160.24 paid into the Council’s No 2 account.
77/09-10
RESOLVED
That the schedule of receipts in the amount of £39,160.24 for the month of July 2009 be received and noted for information.
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