Treeton Parish Council

Present: W. Adair (Chairman)

Councillors:

• O.R. Baum-Dixon
• V. Beckett
• R.J. Croxton
• E.C. Levin
• W. Parker-Foers
• L.J. Pickford
• J Travis

• In attendance:         J. James Clerk to the Council
• Sarah Allen Deputy Leader & Cabinet Member for Neighbourhood Working
• Mandy Ardron RMBC Neighbourhood Co-ordinator

2021/171 Apologies for Absence:

There were no apologies for absence.

2021/172 Public Question Time

2 members of the public attended. A fallen panel of metal fencing around Well Lane playpark was reported and concern raised over the state of the roads across Treeton, in particular around the speed bumps and especially on Front Street and Bole Hill. The Clerk was asked to report these issues to RMBC 

2021/173 Declaration of Interests

There were no declarations of interest.

2021/174 Minutes of Previous Meeting

Minutes of the Parish Council Meeting held 25 October 2021 were taken as read, copies having been circulated to all members of the Parish Council previously and with the agenda.

Resolved:      That the minutes are approved and signed by the Chairman.

Proposed:     Councillor Parker-Foers

Seconded:    Councillor Pickford

2021/175 Matters Arising

2021/53 &     Land r/o Wood Lane and r/o Mill Lane – The clerk reported that

2021/78        in respect of Wood Lane discussions are ongoing with RMBC over their requirements to terminate the lease and that in the meantime the dilapidated garage has been removed at cost to the tenant, brambles and weeds removed and weedkiller applied.

 There has been no response in respect of Mill Lane.

2021/176       RMBC Joint Working Agreement

Cllr Allen made introductions, explained her role, the aims and purpose of the Joint Working Agreement, the RMBC/Parish Councils Joint Working Group, RMBC/Parish Council Liaison meetings and Networks, she made particular reference to the Parish Councils Liaison Office post that sits within RMBC. The key objective of all these is to ensure effective working relationships between RMBC and Parish Councils.

It was agreed that the link to the Member’s Handbook referred to would be made available and reference made to the Roads Programme on RMBC website both as sources of information and the latter to engage with ward councillors to influence their 3 priority roads for highways works.

Cllrs Allen agreed to address the lack of response by RMBC to the property issue at the r/o Mill Lane.

Cllr Baum-Dixon joined the meeting

2021/177 Clerk’s Report & Correspondence Received

The Clerk’s report previously circulated was noted. It detailed the following:

1. RMBC - Updates on Covid-19 and related matters across the Borough.

2. RMBC - Planning applications and decisions across the Borough.

3. RMBC - Weekly traffic reports across the Borough.

4. RMBC - Licensing applications across the Borough.

5. RMBC - Town Centre news.

6. RMBC – News from your Neighbourhood

7. RMBC - Rotherham Round up.

8. RMBC - Consultation of the Maltby Neighbourhood Plan

9. RMBC - Flood resilience workshops, the one for south area including Treeton is December 14th.

10. SYPolice – arrangements for Remembrance in Treeton

11. SYPTE - Details of bus service changes as a result of driver shortages

12. Alexander Stafford MP – News from your Rother Valley MP

13. YLCA - White Rose updates & Law & Governance Bulletin

14. YLCA – DEFRA consultation into amending the 2016 Environmental Permitting Regulations which if proceeds will have impact on the burial ground capacity as grave plots will be required to be larger than at present. The Clerk has respond raising concern over its impact.

15. YLCA – Details of training courses

16. Parish Team - fly tipping r/o Nicols – Reported to RMBC who have been in touch to advise they are investigating

17. Residents – progress in addressing their concerns over Wood Lane garage site – updated on lack of response from RMBC and that there is ongoing work by the PC to address the growth of weeds

18. Resident – fly tipping r/o Nicols – chased RMBC again who have now removed the rubbish.

19. Cllr Pickford on behalf of residents– blocked drains on Windle Court – reported to Cllr Brookes who arranged for work to remedy.

20. Resident – off roading r/o Mill Lane – raised with RMBC, Ward Councillor & MP.

Resolved:      To contribute 50% towards RMBC installing a gate to limit access to the rear of the homes on Mill Lane

Proposed:     Councillor Pickford

Seconded:    Councillor Beckett

21. Resident -concern over a sunken grave – Clerk has visited the site and it is both level and grassed she has asked that a few weeds be removed and more seed added to cover any gaps created.

Lates

1. Ex Cllr Whysall – expressing his thanks for the token gift acknowledging his long service and contribution as a Parish Councillor and to Clerk, Chairman and Parish Councillors for their support and wishing them well.

2021/178 Borough Councillors Report

Item not taken

2021/179 Proposals to relocate general & dog waste bin provision.

Cllr Parker-Foers presented the results of her audit of waste bins across Treeton and the feedback from residents.

Resolved:      To request RMBC to replace the missing bins at the following sites:

• Exchange the dog waste bin at the entrance to the Dyke (bottom of Washfield Lane) for a large general waste bin.
• Site one of the missing general waste bins to the very top of Rother Crescent leading down to the Dyke
• Site one of the missing general waste bins on the land at the bottom of Twenty Lands
• Reinstate the litter bin on Washfield Lane opposite Church Lane

To add a new bin at the bus stop on the end of Treeton Lane

Proposed:     Councillor Parker-Foers

Seconded:    Councillor Baum-Dixon

2021/180 Use of Secure Email addresses

The need for secure emails in order to manage the risks of a data breach was agreed. Cllr Baum-Dixon agreed to investigate options and costs further with a focus on accessibility and ease of use whilst retaining secure authentication.

2021/181 Planning & Review of Progress on Projects through 2021

1. General items

Christmas trees with lights on lampposts

The Clerk reported these should start to be installed this week

Christmas at the Reading Room

Agreed to host a drop-in session with seasonal refreshments on Saturday 18th December 10.00-12.00. Cllrs Travis, Beckett, Pickford and Croxton confirmed their availability with support from others as diaries permit

 Nativity Scene

Agreed Cllr Beckett to gain permission from the Diocese and prepare a risk assessment for approval by the Parish Council

 Santa in Treeton

Resolved:      That the Parish Council contribute £100 in confectionary gifts towards this event.

Proposed:     Councillor Travis

Seconded:    Councillor Levin

The forward planner was noted.

2. Proposals from meeting with RMBC regarding improvements to Well Lane playpark

The Clerk reported that RMBC have placed the order for the work to remove the zip wire and install swings in its place and for a bench. The paint is on order.

Resolved:      To request Community Payback resources to help with the painting.

Proposed:     Councillor Parker-Foers

Seconded:    Councillor Baum-Dixon

3. Proposals for a MUGA on the Cowfield

Cllr Pickford reported that he still trying to get estimates for this project.

2021/182 Standing Items

1. Reading Room

Housing & Parish Councillor surgeries: it was agreed that Parish Councillor attendance would be:

• 1 Dec – Cllr Parker-Foers
• 15 Dec – Cllrs Travis & Adair
• 12 Jan – Cllr Pickford
• 26 Jan – Cllrs Travis & Parker-Foers

Lettings - History Group: it was agreed to let free of charge for meetings in November, December and February. A decision for April would be taken nearer the time once plans to paint the Reading Room were known.

CCTV

The proposal by Cllr Pickford for new external CCTV to be installed was not agreed

Resolved:      That CCTV is unnecessary

Proposed      Councillor Levin

Seconded     Councillor Parker-Foers

2. Allotments/Garage sites

Tenants with letters to improve.

It was agreed that Councillors Pickford and Parker-Foers would accompany the Clerk to undertake a further allotment in the next 2 weeks reporting back to the next meeting with recommendation on any further action required and that the Clerk would address particular issues of concern over poultry.

3. Burial Ground

Extension to the burial ground

The Clerk reported she was still trying to locate any deeds as part of establishing ownership and entitlement to register the land with the Land Registry

Maintenance Contract

The Clerk confirmed the contract with A Flinders was in place to commence on 1st December

Reinstatement of memorials

Resolved:      That the proposal by Cllr Pickford that the Parish Council should fund the reinstatement of memorials be deferred to January

Proposed      Councillor Baum-Dixon

Seconded     Councillor Pickford

4. Recreation Ground and Play areas

Nothing to report

5. Environment

Nothing to report

6. Planning Applications

The weekly lists of planning applications and planning decisions in the Borough were circulated by email to all Parish Councillors. There have been two planning applications in Treeton:

Whilst it is understood that the application to develop the site of the MUGA into 4 flats has been refused confirmation from RMBC Planning is still awaited.

2021/183 Report from Representatives on External Bodies

1. RMBC/Parish Council’s Liaison Committee

Nothing to report.

2. YLCA Branch Representatives

Nothing to report.

3. Treeton Youth Club

The Chairman reported that attendance at the youth club is now back to pre-pandemic levels and that a range of activities are on offer including successful disco events.

4. Community Centre & Playing Fields Memorial Committee

Nothing to report.

2021/184 Community Centre

The Chairman reported that a range of successful activities are taking place including 2 college classes, a Christmas fayre and country & western evenings. The recent charity coffee mornings had raised over £450 for the Children’s Hospital Charity

2021/185 Chairman’s Review

The Chairman thanked the litter pickers for their continued efforts, residents involved in the bulb planting and celebrated the community spirit within Treeton

2021/186 Suspension of Standing Orders

Resolved:      That Standing Orders limiting the length of a Parish Council meeting to 2 hours be suspended to allow business to be completed.

Proposed:     Councillor Pickford

Seconded:    Councillor Baum-Dixon

2021/187 Finance and General Purposes

1. Budget Monitoring

The Clerk presented a monitoring statement of expenditure against budget and an up-to-date financial statement of the Parish Council’s affairs, these were noted. She also provided verbal feedback from the midyear internal audit and reported that no significant concerns were raised.>

The Chairman and Cllr Parker-Foers signed off the verification that bank balances reported in minutes, reconcile to those on statements and that transactions on bank statements match those recorded in the Rialtas accounting software and that they balance.

The Clerk advised that Pollywiggle has gone into liquidation owing £25, for adverts in the Newsletter, agreed to write this off.

Precepting 2022/23: Review of Fees & Charges, Staffing Resources and Project plans as part of budget planning for 2022/23

Review of Fees & Charges

Resolved:

Allotment rentals remain unchanged at £8 per plot

Garage rentals remain unchanged at £35 per plot

Mason’s field to increase to £125

Cowfield to increase as existing arrangement by £10 to £200

That these changes take effect from the next rental period 30 Sept 2022.

Fees for burials and cremations to remain unchanged.

Fees for memorials to increase from £40 to £50 for initial memorial and from £20 to £30 for subsequent inscriptions

The 50% premium for non Treeton residents in the burial ground to remain unchanged.

Charges for advertisements in the newsletter increase to £15 and £20 per edition effective from 1 April 2022

Charges for Reading Room lettings to remain unchanged at £5 per hour for residents of the village and to increase from £10 to £15 per hour for renters external to the village.

Proposed:     Councillor Levin

Seconded:    Councillor Parker-Foers

Review of Staffing Resources

Resolved:

That the Clerk’s salary continues to be paid in line with National Joint Council rates of pay for 12 hours a week plus travel in accordance with NJC rates.  Office expenses reimbursed at cost.

That the General Handyman, Footpaths, Street Scene & Gardener post continues to be paid in line with National Joint Council rates of pay for 16 hours per week

That a budget sum of £5000 equating to 6 months additional staffing resource for work across the village be included in the budget

That a budget sum of £1000 for additional staffing resource for cleaning/caretaking of the Reading Room be included in the budget

Proposed:     Councillor Parker-Foers

Seconded:    Councillor Croxton

               Project Plans & Indicative Precept

Agreed That the precept for budgeting purposes is unchanged at £56,000 and that budget estimates include provision for flower holsters (£6500), Christmas lights (£2,500) environmental works (£1000) HM Queen’s Jubilee (£1000) Events (£1000)

3. Approval of accounts for payment

The following accounts were approved for payment.

Receipts                                                                                                                                                                                                                               £

Payments

Proposed:     Councillor Travis

Seconded:    Councillor Pickford

Bank & Cash Book Reconciliation

31st October 2021

                                                                      £

Balances at bank:    Current account      42,852.00

                               Instant account        58,149.56

Cambridge Building Society                    80,000.00

Nationwide Building Society                   15,000.00

Total                                                    196,001.56                                  

2021/188 Any Other Urgent Business

Cllr Beckett asked that any waste water and sewage leaks be reported to the Clerk for onward reporting to the Environment Agency to support their better management of YWA’s responsibilities to the environment.

2021/189 Date of the Next Meeting

The date of the next meeting was arranged for Mon 13th December 2021 at 6.30pm.

2021/190 Exclusion of the Press & Public

Resolved:     To exclude the Press & Public on the grounds that the consideration of

the following items may involve the likely disclosure of confidential information (s1 (2) Public Bodies (Admission of Meetings) Act 1960).

Proposed:     Councillor Pickford

Seconded:    Councillor Baum-Dixon

2021/191 Update on actions in respect of Staffing Resources to deliver Parish Priorities

The Clerk updated the meeting on a number of staffing matters.

Resolved:      To agree to an additional pay point.

Proposed:     Councillor Pickford

Seconded:    Councillor Levin

2021/192 Property matters

The Clerk was instructed to seek further clarity from RMBC over lease arrangements

The meeting closed at 9.40pm

Chairman:                                                                           Date