MINUTES OF THE MEETING OF DRONFIELD TOWN COUNCIL

HELD IN THE COUNCIL CHAMBER OF DRONFIELD CIVIC HALL,

CIVIC CENTRE, DRONFIELD ON MONDAY 29 MARCH 2010

Present

Councillors: F Higgins, (The Town Mayor): G Baxter: R Bembridge: P Blackburn: R Bull: M Emmens: G Gregory: A Memmott: D Oxspring: Mrs B Skelton: Mrs C Smith: J Sorrill: S P Temple: M Wing.

Public Forum on Planning Matters

It was reported that a development which involved the building of a small house was taking place adjacent to Frith Woods and no reports of planning consent had been notified. It was agreed that this matter be raised with the planning control and enforcement officer of NEDDC to investigate the matter further.

Public Forum on General Matters

Mr Roger Hall of Stonelow Road raised a point of concern regarding the potholes in the footpath that runs from Stonelow Road down to Cliffe Park rear entrance. It was explained that this pathway is not within the ownership of Dronfield Town Council but the matter had been raised with both NEDDC and Derbyshire County Council who had both responded that the footpath was not their responsibility as they did not own the footpath either. Quotations had been sought for the repair and resurfacing of the pathway and a suggestion made that each of the three councils concerned would contribute one third of the cost but this suggestion made by the Town Clerk had not been agreed upon by the other two councils concerned. It was agreed that this item be placed on the agenda of the next meeting for further discussion.

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.

208/09-10 RESOLVED That this report be received and noted.

Apologies

209/09-10 RESOLVED

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

Councillor Mrs W Temple (Other Business)

Councillor J Stocks (Other Business)

Councillor Mrs K Marr (Other Business)

Councillor J McGrory (Other Business)

Youth Matters

The Town Mayor reported that he had contacted County Council officers who had explained that new initiatives for the youth service were dependant upon budgets but the current youth provision was carried out by outreach workers. It was reported that no “drop in” facilities were available in Dronfield for the local youth. It was agreed that the two local County Councillors may wish to be involved in helping to acquire improved youth facilities for the town.

210/09-10 RESOLVED That this report be received and noted.

Police Matters

No member of the police service was in attendance but members were issued with an email response to the Council’s letter sent last month regarding the incidents of shop windows being smashed and vandalised in the High Street area.

Members raised several points of interest and reminded residents that ALL incidents should be reported and then a crime number is issued and that crime is then added to the statistics for the town. If crimes are not reported, then the police are unaware of such incidents and they cannot be investigated and solved. Questions were raised about the recording of “crimes” versus “incidents” and wanted to know if the statistics were an accurate reflection of the state of criminality in the town.

It was reported that a generic CCTV system for Dronfield was being investigated and several preliminary meetings had taken place to consider what is currently available, who administers the current systems and how best to integrate the existing systems into one joined up monitored system for the whole town.

211/09-10 RESOLVED

· That this report be received and noted.

· That Inspector Adam Waterfall or a substitute be invited to the next meeting of Council to explain how crime statistics are gathered and presented as well as answer any concerns that members may wish to raise.

Council Minutes

Members considered the Minutes of the Ordinary Meeting of the Council held on Monday 1 March 2010 (Pages 104-116).

212/09-10 RESOLVED

That the Minutes of the Ordinary Meeting of Dronfield Town Council held on 1 March 2010 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.

Reference 10/00102/FL: Change of use from retail shop to a private hire taxi office at M&L Butchers, Chesterfield Road by Mr M Anwar.

213/09-10 RESOLVED

That this application be objected to due to the lack of parking spaces at this location. Members were concerned that a recent notification has been received from Derbyshire County Council advising that the parking bays adjacent to this site are being considered for extending and members fear that the use of a former shop will increase long term parking by private hire vehicles. The company seeking to use this former shop were previously located on Wreakes Lane and indiscriminate parking at that former site led to road safety problems. The Council also requested that no decisions are taken regarding this application until a site visit by the planning committee has taken place and that the application is discussed by the full planning committee.

Reference 10/00121/FLH: Construction of a two storey side and single storey rear extensions with alterations to roof to provide first floor living accommodation. at 51 Hallowes Lane, Dronfield for Mr & Mrs Younger (Amended Plans).

214/09-10 RESOLVED

That this application be objected to due to the size of this proposal that seeks to increase the footprint by more than 50%, members considered that this could be construed as overdevelopment that could seriously affect the street-scene and cause nuisance to neighbouring properties. The Council also resolved to request that no decisions are taken regarding this application until a site visit by the planning committee has taken place and that the application is discussed by the full planning committee.

Planning Decisions

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

215/09-10 RESOLVED That this report be received and noted.

Town Clerks Report

Outside Services

Members were informed that now that the weather is improving, many of the small tasks that were deferred due to the snow and ice are now being completed. Footpath strimming has already started and the grass cutting regime has also begun and will continue on a fortnightly basis until the middle of October. Litter and dog control bins are emptied and serviced weekly and bus shelters are cleaned and disinfected on a regular basis.

Improvements to the sand pit at Cliffe Park are now complete with the erection of the new fence, additional paving and refurbished seats and benches being fitted.

Residents of the new houses adjacent to Stonelow Road continue to complain about the vandalism that continues to occur to the wooden cosmetic fencing which was installed by the developer when the estate was being built. Despite several costly repairs being made to the fence panels, the area now looks unsightly once again. Over the next few weeks, the wooden fence panels will be removed and as there is already a wire mesh fence behind the panels on most of the boundary, no further work is anticipated. On the section where no wire mesh fencing exists behind the wooden panels, a section of green security fencing will be installed along with a new higher gate to the changing rooms. Additional ball catch fencing will also be installed on top of the existing fence at Shireoaks Road to ensure that cricket balls will not reach the bungalows located opposite the cricket pitches. The verti-draining and sand distribution to alleviate the water retention problem adjacent to the play area in Sindelfingen Park has now been completed and it is hoped that this will improve the situation which will be closely monitored by outside service staff and the contractor who cuts the grass on a regular basis. The lower footpath adjacent to the play area was also subject to flooding, with the land sloping three ways to a low spot on the path creating a pool of water across the path which was 8-9 inches deep at times, creating problems for people walking through the park. A grate has been installed at this point connected to a land drain and soak-away on the adjacent grassed area which should alleviate further flooding at this point. The paving to the rear of the recycling bins in the Civic Centre car park has now been finalised which will make it much easier for residents to access the rear of the plastic recycling bins and should ensure that far fewer bags of materials are left by the side of the bins which make the area look unsightly.

216/09-10 RESOLVED That this report be received and noted.

Artificial Skating Rink

Members had considered this matter at the last meeting and it was suggested that such a facility may be more feasible if it was incorporated into a winter event that could include a Victorian Market and the Christmas Illuminations switch on at the end of November. It was requested that quotations be sought for a larger artificial ice rink. Investigations were reported as ongoing in regard to the market initiative with Malcolm Giles, Steven Thompson and Mike Firth (as three local people with the necessary expertise) being consulted and who have offered their assistance. The cost of hiring the larger ice rink (for up to 70 skaters) will be in the region of £3,000 for one day and £1,900 for an additional day. A site for such an event would need to be decided if the project is to proceed. An ideal site would be the two car parks to the rear of the library which would coincide with the switch on ceremony at the front of the library but the land owner’s permission would be required.

217/09-10 RESOLVED

· That this report be received and noted.

· That the event be confirmed as Friday and Saturday (3^rd and 4^th December 2010) and that a small working group comprising Councillors S Temple, G Baxter and M Emmens be convened to discuss the matter further.

Dronfield Town Twinning Federation

Correspondence has been received from the secretary of the Town Twinning Federation regarding the next meeting when it is envisaged that the Town Council representatives will meet with the committee to discuss matters of mutual interest. The next committee meeting will be held on Wednesday 7 April 2010. The minutes of the last meeting of the Town Twinning Federation are also attached for information.

218/09-10 RESOLVED That this report be received and noted.

Internal Auditors Report

Members considered the internal auditor’s interim report for 2009/10 which was carried out over two days of 7-8 March 2010. This interim audit will assist the internal auditor to complete the certificate required in the Council’s Annual Return to the Audit Commission. This report sets out areas of work examined to date and will be updated on the internal auditors final visit after the year end accounts and annual return have been completed in June 2010.

Overall Conclusions

The internal auditors overall conclusion is that in the areas examined to date, the Council continues to have effective systems in place to ensure that transactions are free from material misstatements and that they will be reported accurately in the Annual Return and detailed Statement of Accounts for the current financial year. As last year, the auditor acknowledges that Council members and officers continue to operate a sound pro-active approach to risk assessment, corporate governance issues, the development and management of effective internal controls and procedural documentation with no significant issues identified to date. No significant issues to report were discovered or reported upon in any of the reviews undertaken.

219/09-10 RESOLVED That this report be received and noted.

Marketing the Markets

Members were reminded that Martin Handley (the lead officer for this initiative) attended a recent Council meeting and gave a brief presentation to members regarding this bid for LEADER funding with the three local councils who had markets having an input and would offer some financial matched funding towards the initiative. This Council resolved to participate in the initiative even though Dronfield is not eligible for LEADER funding but resolved to commit £3,000 over the three year period. The Business Plan has now been produced by NEDDC in its efforts to secure LEADER funding. Dronfield and its markets are not included in or mentioned in this plan due to being non eligible for the specific funding.

220/09-10 RESOLVED That this report be received and noted.

Parish Charter for North East Derbyshire

Members considered correspondence from DALC enclosing a draft Parish Charter for North East Derbyshire which was endorsed by DALC’s Executive Committee on 27 February 2010.

The draft charter was attached in full in order for members to raise any comments they may wish DALC to be aware of. Members will be aware that one of the major benefits of becoming a Quality Town Council was that the principal Councils should enter into local charter agreements and agree what functions are best serviced by Town or Parish Councils which have attained Quality status. Dronfield Town Council has been a Quality Council for the past three years and to date no service level agreements have been reached with any of the principal authorities. The recently notified road safety measures in the town, which were brought about as a result of the hard work done by the Road Safety Working Group, were put out to consultation and despite a request for the lead officers to meet the Road Safety Working Group, no such meeting was forthcoming. This lapse may be the result of a change of personnel in the relevant County Council department but meetings with other local non elected groups did take place.

221/09-10 RESOLVED :

· That this report be received and noted.

· That this item be placed on the agenda for the June meeting of the Council when John Newby of NEDDC and Brian Wood of DALC be invited to attend and that the meeting be convened at 7pm in Gosforth Lodge.

Quality Council Re-Accreditation

Members were informed that the Derbyshire County Training Partnership has informed the Council that its Quality Council status is due for re-accreditation and will fall due in September 2010. The Accreditation Panel will meet in June and October 2010 to assess submissions. The Council need to resolve that this Council wishes to continue to be a Quality Council in order for officers to prepare and submit the necessary portfolio of supporting evidence to be assessed by the accreditation panel.

222/09-10 RESOLVED

· That this report be received and noted.

· That Dronfield Town Council wishes to remain a Quality Council and that the Town Clerk prepares the necessary portfolio of evidence to retain the prestigious status of being a Quality Town Council that brings benefits to the town.

The Power of Well Being

Members were reminded that some time ago, the Town Clerk reported that he had achieved the necessary qualification to enable Dronfield Town Council to be awarded the powers of well being granted under recent government legislation. Whilst the Clerk’s qualification was a necessary part of the process, the other requirement is that elected members of this Council should also undergo training for the power of well being to be endowed upon the Council. It was suggested that a training session could be held here in Dronfield and other local councils who are aspiring to become well being councils could be invited to take part at the same time. Brian Wood has now responded and is suggesting 7^th, 8^th or 10^th of June as being suitable for a training session in Dronfield. The main hall is free of bookings on Thursday 10^th June.

223/09-10 RESOLVED

· That this report be received and noted.

· That a training session for elected members of Dronfield Town Council and any other local council aspiring to be awarded the power of well being be organised for 7pm on Thursday 10^th June in Dronfield Civic Hall.

Supply of School Milk

Members considered correspondence from NEDDC informing that the supply of school milk will cease at the end of summer term in July 2010 and that no further financial contribution will be required from this Council after that date. This Council currently make a contribution to provide school milk on 2 days per week to Dronfield Infants, Holmesdale Infants, and St Andrews and for 1 day per week to Gorseybrigg Infants and William Levick. The cost per school term is currently £670 for the provision of approximately 4,400 one third pints of milk, which equates to just over 15p per unit. There appears to be no option offered whereby local councils can continue to provide school milk to local schools.

224/09-10 RESOLVED

· That this report be received and noted.

· That consultations with the above schools take place to investigate the possibility of providing Fairtrade fresh fruit for the benefit of pupils.

Citizens Advice Bureau : Dronfield Outreach Service

Members considered correspondence from Citizens Advice Bureau advising that their grant from NEDDC has been cut by £18,000 and they will be withdrawing the outreach sessions in Dronfield (Peel Centre) from 1 April 2010 but will continue to offer a service until 29 April to meet ongoing clients. Alternative arrangements are being continued via the Derbyshire PCT funded projects at local health centres in Dronfield. Sessions currently take place at Gosforth Valley and Oakhill surgeries and a session will be offered at Stubley Medical Practice. It is hoped that sessions will also become available at the Civic Centre Practice.

225/09-10 RESOLVED

· That this report be received and noted.

· That the Leader of this Council consults with CAB to investigate further initiatives that may be beneficial to local residents.

Fairtrade Town Initiatives

Members considered a letter from Jodie Thorpe expressing her appreciation and thanking the Council and staff for their help and support in hosting the recent Fairtrade Tea Morning held at the Civic Hall on 27 February. The Town Mayor presented certificates to all local businesses and organisations which had helped the town to achieve Fairtrade status. The Fairtrade “toolkit” was also delivered to the Town Council offices which allows for the logo to be used on letterheads and road signs etc. Members were reminded that the Oaks Community Church recently offered to fund the replacement of the “Welcome to Dronfield” boundary road signs and quotations have now been received which will allow all the signs to be replaced at minimal cost to the Council.

226/09-10 RESOLVED

· That this report be received and noted.

· That the “Welcome to Dronfield” signs be ordered and installed following consultations with The Oaks Community Church.

Road Conditions in Dronfield

Members recalled that the last meeting of Council resolved that a letter signed by all three political leaders be sent to the Director of Environmental Services at Derbyshire County Council complaining about the state of the roads in Dronfield, particularly in the centre of the town. The letter was duly signed and dispatched within 3 days of the meeting with a copy set to the two local County Councillors. Members then considered copy correspondence received from Councillor Sue Allsop in which she approached the Cabinet Member for Highways and Transport and reiterated the Council’s concerns about the roads deteriorating if work was not done as a matter of urgency. No response from the Director of Environmental Services has yet been received.

227/09-10 RESOLVED

· That this report be received and noted.

· That a further “open” letter, signed by the three political leaders of this Council, regarding this problem be sent to Councillor Andrew Lewer (Leader of Derbyshire County Council).

Casual Vacancy : Gosforth Valley Ward of Dronfield Town Council

Members were informed that the casual vacancy in the office of Councillor for the Gosforth Valley Ward on the Town Council was duly advertised with a closing date of 5pm on Friday 19^th March 2010. NEDDC elections officer has notified that no letter signed by 10 local electors had been received by the due closing date and that an election to fill the casual vacancy will not therefore take place. Members needed to consider co-opting a member to represent the Gosforth Valley ward as soon as is practicable. Members recalled that a recent bye election was held for the casual vacancy in South Ward and the cost of that bye election was in excess of £5,500 as the election was for the Town Council only and all the costs were thus borne by the Town Council.

228/09-10 RESOLVED

· That this report be received and noted.

· That this matter be placed on the agenda for the next Council meeting to be held on Tuesday 4 May 2010.

St George’s Day Parade

Members considered correspondence from the Dronfield District Scout Council inviting the Town Mayor and all Councillors to the St George’s Day Parade at 2.45pm on Sunday 25 April 2010 at Dronfield Parish Church.

229/09-10 RESOLVED That this report be received and noted.

Viridor Credits: Derbyshire

Members considered a letter and leaflets from Derbyshire Environmental Trust advising that grants are available to local community groups and local councils from Viridor Credits. The grants for groups in our area can be up to £10,000 for community projects. The leaflets have been made available to local groups for information.

230/09-10 RESOLVED

That this report be received and noted and that a possible list of projects that may be eligible be drawn up for discussion.

Office Procedures: Report of the Office Manager

Members were informed that the Town Council offices are staffed by the Town Clerk, a part time office manager and a part time administrative assistant. For four days out of five, staffing levels consist of the Town Clerk and one other administrative staff. To facilitate the degree of flexibility required, both the office manager and the administrative assistant work on Wednesdays and also cover each other for holidays and sickness. Many of the telephone calls received by reception staff are for services and functions administered by our sister authorities of Derbyshire County Council and North East Derbyshire District Council. Depending upon the type of enquiry and the capability of the caller, it is sometimes more beneficial to take the details of the problem and pass it on directly to the other authority. Normally the caller is referred to the NEDDC or DCC call centre telephone number to report the matter of concern themselves. If minor damage, graffiti or vandalism is reported that involves land or property that is the responsibility of Dronfield Town Council, the usual procedure is that the Outside Services foreman is contacted immediately and the problem resolved straight away. Significant damage or vandalism is reported to the Town Clerk but all incidents of criminal damage and vandalism are reported by the Outside Services Foremen to the local police service as a matter of course. Over a recent two day period, all telephone calls were logged to allow an insight into the range of calls, who they were intended for and what the nature of the call was about. Of more than 50 incoming calls, 18 were for booking enquiries for the various venues which the Council administer, 20 were for general enquiries regarding Town Council functions, 10 were for Sports Centre or NEDDC services and 3 were for Cemetery enquiries.

231/09-10 RESOLVED That this report be received and noted.

Publications Received

Members considered a schedule of publications that have been received and are available at the Town Council Offices for perusal.

232/09-10 RESOLVED That this report be received and noted.

Working Groups of the Council

Members considered the notes of the following working groups of the Council:

Notes of the the Properties Working Group, held on 3 March 2010 in the Council Chamber of Dronfield Civic Hall

John Morris of GFSA gave a presentation which outlined the development of football in Dronfield and how Stonelow Road fits into that overall picture. It was highlighted that whilst GFSA Ltd can act as the hub for football development, as more and more teams achieve higher league positions, there is a desperate need for football venues that can offer the facilities demanded by these higher status leagues. These higher standard improved amenities include Entrances and exits shall be provided to cater for the anticipated attendances (this requirement can only be provided if the pitch is fenced off on match days. Permanent covered spectator accommodation must be provided. Floodlights must be provided, with a minimum average lux value of 120

Stonelow Road offers the ideal solution to the growing needs of teams who are gradually becoming more successful and moving up the respective leagues. Members were shown artist’s impressions of what the pitch would look like with the necessary fencing and floodlight poles in place. The fencing would be of the paladin type in green plastic covered welded mesh construction and would be installed by a profession firm. GFSA and DTFC have a proven track record of gaining substantial funding from outside sources and if the proposed improvements to the pitch are allowed then the sources of funding increase five fold if the team are promoted by just two leagues. Members considered that the presentation had been very clear, concise and professional and had gone a long in alleviating previous concerns. It was now felt that the proposals would help to put Dronfield on the map in sporting terms and that both GFSA and DTFC deserve the full continuing support of the Town Council.

233/09-10 RESOLVED

· That this report be received and noted.

· That Dronfield Town Football Club in association with GFSA Ltd be granted permission to erect a 1.8 high paladin fence around the two sides of the senior pitch not currently having a fence, the gates of which must be locked on match days only.

· That permission in principle be granted for DTFC to erect a floodlight scheme on the senior pitch subject to planning permission being received and after detailed public consultation has taken place.

· That permission, in principle, be granted for the erection of covered spectator accommodation along one side of the pitch.

· That a small working party comprising officers and members of this Council together with officers of DTFC be convened to oversee these improvements and study each aspect in greater detail. The Council representation will be Chairmen of the Properties Working Group (Cllr F Higgins) and Councillors Oxspring, Emmens and Baxter.

· That all the above proposed improvements which the Council approves be subject to DTFC undertaking to implement a comprehensive and satisfactory parking regime, on match days, duly approved by the newly constituted working party.

Coal Aston Cricket Club: Terms of Licence to Use

Members were informed of the discussions that had recently taken place between the Town Clerk and the Chairman and Secretary of Coal Aston Cricket Club. Two years ago, CACC had entered into the long term licence to use the facilities of the cricket pitches and pavilion at Stonelow Road and in year 1 they had benefited from a negative rent of £2,000 as a condition of that licence. They informed the Town Clerk that the cost of maintaining the cricket pitch at Stonelow Road was in excess of £4,000 per season and that they were subsequently more than £2,000 worse off than previously. Members were reminded that the licence to use was always intended to be neutral (neither CACC or the Town Council would be better or worse off). When the licence to use was drafted, the total cost of maintenance at any given location was not known to either party as the previous contractor (NEDDC) did not break down the cost on a site by site basis. The Town Clerk confirmed that the cost of maintaining a cricket pitch for a full season to the standards set out in the licence to use was indeed more than £4,000 as the Town Council currently maintains the other two cricket pitches in the town and is now aware of the actual cost of maintenance.

234/09-10 RESOLVED

· That this report be received and noted.

· That the fee for the licence to use the cricket facilities at Stonelow Road with Coal Aston Cricket Club undertaking all grounds maintenance to the required specification be set at a negative cost of £2,000 pa for the next three years (until the end of Cricket Season 2112) and subject to further negotiation thereafter.

· That approval for the payment of the negative rent for the licence to use the Stonelow Road facilities for year 2 of the licence be granted in the amount of £2,000.

· (Negative fee means that Dronfield Town Council will pay Coal Aston Cricket Club this sum subject to negotiation until after the end of cricket season 2112).

Fairtrade Initiative

Members were informed of correspondence received from The Oaks Community Church regarding a discussion with Councillor Wendy Temple during her term of office as Town Mayor. The possibility of contributing towards the cost of new welcome to Dronfield signs was discussed but it had been agreed to postpone the project as the process of achieving Fairtrade status was underway at that time. Now that Dronfield has achieved Fairtrade town status, The Oaks Community Church has made an offer of a donation £1,000 towards the project and would appreciate being consulted during the planning process regarding progress.

235/09-10 RESOLVED

· That this report be received and noted.

· That the Oaks Community Church be thanked for their kind donation towards improving and amending the “Welcome to Dronfield” signs to reflect that Dronfield is proud to be a Fairtrade town.

· That the Town Clerk investigate this matter further to prepare a full costing and to liaise with colleagues at Derbyshire County Council (the Highway Authority) to seek their advice and approval.

Skateboard Park

Members had been previously been informed of a local resident who may donate a tract of land for the use of a skateboard park. To date, no formal letter of offer addressed to the Town Council has been received by the Town Clerk and could not therefore be considered. Members did however reiterate the Council’s decision not to utilise Sindelfingen Park for such a project, as that location had been investigated previously and it had been decided that it would be unsuitable for a skateboard project due to the proximity of nearby houses and residents.

236/09-10 RESOLVED

· That this report be received and noted.

· That the Town Clerk contacts the local police service to determine what youth diversionary projects they are able to organise and fund.

· That investigations take place to determine what “mobile” skateboard facilities are available and what the cost of hiring them would be if a suitable location for their use could be agreed. .

Notes of Outside Bodies Representatives

Members considered the notes of Dronfield Town Football Club’s committee meeting held on 15 March 2010 which had been submitted by Cllr Emmens.

237/09-10 RESOLVED That this report be received and noted.

Schedule of Payments

Members considered a schedule of payments for the month of February 2010 in the amount of £74,473.13 paid from the Council’s No 1 account.

238/09-10 RESOLVED

That the schedule of payments in the amount of £74,473.13 for the month of February 2010 be received and noted for information.

Schedule of Receipts

Members considered a schedule of receipts for the month of February 2010 in the amount of £1,885.80 paid into the Council’s No 2 account.

239/09-10 RESOLVED

That the schedule of receipts in the amount of £1,885.80 for the month of February 2010 be received and noted for information.