Treeton Parish Council

Treeton Parish Council - minutes of the Parish Council held in the Reading Room on Monday 28th June 2021.

Present:      

Councillor: T.W. Adair (Chairman)

Councillors: A.S. Badger, O.R. Baum-Dixon, E.C. Levin, L.J. Pickford, D. Whysall.

Councillors elect: V. Beckett, R.A. Littler-Leigh, W. Parker-Foers, J. Travis.

In attendance: J. James Clerk to the Council, A. Brookes Ward Councillor 

2021/88 Apologies for Absence

All Parish Councillors were present at the meeting.

Cllr Whysall addressed the meeting and tendered his resignation with immediate effect. There was unanimous agreement to accepting Cllr Whysall’s resignation and he was thanked for his many years of service to the Parish Council and residents of Treeton.

2021/89 Public Question Time

Three members of the public attended.  Vocal representations were made about the garage site part of the land r/o Wood Lane requesting that it be cleared of overgrown weeds and shrubbery and that the resurgence of knotweed be addressed.

2021/90 Declaration of Interests

Cllr Dixon declared an interest in the standing item on allotments/garages as he is on the waiting list and took no part in that discussion.

2021/91 Minutes of Previous Meeting

Minutes of the Parish Council Meetings held 17th May 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 Badger

Seconded:       Councillor Pickford

2021/92 Matters Arising

2021/22- Additional grit bin on Station Road The Clerk raised with Cllr   Brookes to ask if she could bring any pressure to bear on RMBC for them to fill a Parish Council funded a grit bin on this site. Cllr Brooks agreed to make representations.

2021/53 & Land r/o Wood Lane and r/o Mill Lane – The clerk reported she is 2021/78             currently in contact with RMBC to address ownership of the former and arrangements for the tenanted allotment plots on the latter site.

Cllr Brookes agreed to assist in formalising the management arrangements by the Parish Council for the currently tenanted allotment plots on Mill Lane.

There was extensive discussion regarding the Wood Lane site, in summary:

• There is no evidence in Parish records that Treeton Parish Council owned the site or had leased it, all evidence showed that the land was owned by RMBC.

• Cllr Brookes briefed by officers of RMBC advised that there was a committee record of a lease, she agreed to procure a copy of the lease referred to so that legally obligations for both the Parish and Borough Council can be established.

• The Parish Council agreed that whilst sympathetic to the concerns of two members of the public present they could not take action on the site until the matter of ownership and responsibility was established.

• The Parish Council did confirm it would use an existing contract to address the knotweed to ensure that it is re-treated.

2021/93 Co-option to vacancies on the Parish Council

The Clerk reported that as a result of the advertisement in the Newsletter and on Facebook she had received expressions of interest 4 of whom had confirmed their interest by submitting a resume for consideration for co-option.

Resolved:        To accept all 4 candidates to fill the now 4 vacancies

Proposed:        Councillor Dixon

Seconded:       Councillor Pickford

They were duly co-opted to the vacancies and signed their Declarations of Office.

Cllr Travis declared an interest in the standing item on allotments/garages as she is on the waiting list and took no part in that discussion

2021/94 Clerk’s Report & Correspondence Received

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

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

2. RMBC - Weekly traffic reports.

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

4. RMBC - Licensing applications.

5. RMBC - Details of Cabinet members following the recent elections.

6. RMBC - 2nd draft of the revised Joint Working Agreement between RMBC & Parish Councils

7. RMBC - War memorial and potential for refurbishment to be funded out of devolved Ward budget

8. RMBC - News from your Neighbourhood

9. RMBC - Town Centre news

10. RMBC - Rotherham Round up

11. RMBC - Results of consultation to remove pay phones

12. SYPTE -Increases to Travelmaster bus fares

13. YLCA - White Rose updates.

14. YLCA - Details of Chairperson and Councillor password access to their advice platform

15. YLCA - invitation to South Yorkshire Branch Annual meeting on 23rd June

16. YLCA - Law and Governance Bulletin

17. YLCA - Briefing analysing Council Tax levels

18. YLCA - H.M. Queen’s Platinum Jubilee & Lighting of Beacons

19. YLCA for RMBC - details of the uncontested election for representatives to the RMBC Joint working Group

20. Alexander Stafford MP - invitation to remote meeting with S.Y. Police.

21. Cllr Adair - signs of crumbling on motorway bridge – reported to RMBC

22. Catcliffe Parish Councillor - Access on the permissive path by Flatts Farm, advised that RMBC are aware of the issues with the landowner however this is not a public right of way and access is with the landowner’s permission

23. RMBC - Land r/o Wood Lane - request by home owner to RMBC for the clearance of brambles etc. forwarded by RMBC to the Parish Council to action - matter referred back to RMBC as they own the land.

24. Resident - request for ‘No ballgames’ signage on Pit Lane cul de sac to address a nuisance caused by young people kicking a football against fences/into gardens. The Community Centre management erected signs but unfortunately, they were ripped down with 36 hours. The complainant advised of this and that there is no obvious further effective action.

25. Resident - parking issues on Treetown Crescent and whether the council would build a drive and increase her rent to reflect the facility - referred her to RMBC Housing

26. Resident - Wilford family memorial damaged by grass cutting – referred to John Gregory, Glendale grounds maintenance contractor.

27. Resident - overgrown tree corner Treetown Crescent – contacted RMBC

28. Resident - overhanging trees Station Road/Wood Lane – contacted RMBC

29. Resident - continued problems with off road biking and antisocial behaviour rear of Mill Lane - contacted RMBC & Police

30. Damaged bench Wood Lane near new Jones site - in contact with RMBC to arrange replacement

31. Resident - Complaint over condition of playpark by Cricket Club: graffiti, weeds, litter & state of the equipment - contacted Keith Haynes

32. Complaint against RMBC over lack of response and lack of action in addressing the ongoing dirt and nuisance from Jones Homes site upheld.

33. Hidden Faces Project - aimed at supporting veterans.  Notice in Reading Room window and possible inclusion in the next newsletter.

34. Resident - issue with Jones Homes undertaking drainage works to cut into existing waste water drainage to connect to their site via drains and access points which are on the resident’s land for which a weekend’s notice was given - contacts at RMBC and Jones Homes provided.

35. Resident - overhanging trees on High Hazels Road - reported to Jones Homes. Councillor Badger raised concerns about overhanging trees further along at the junction of Cannonthorpe Rise and Shorland Drive. It was agreed the Clerk would bring this to the attention of Jones Homes and to RMBC highways regarding any regulations that determine sight lines around hedges to ensure road safety.

2021/95 Borough Councillors Report

Cllr Brookes reported that the tree in St Helen’s burial ground would be removed over the next 3 weeks and work would then commence to address repairs required to the wall which is dropping stones, that weeds on Washfield Lane would be addressed as would water damage to the footpath on Treeton Lane.

The condition of the war memorial and its ownership was discussed and Cllr Brookes advised she would continue to work with RMBC to replace the missing lettering and sandblast and paint the railings.

She agreed to ask RMBC to address the top branches of the tree corner Station Road/Treetown Crescent which are obstructing overhead cables.

2021/96 Reading Room

Cllr Pickford presented his proposals that the Reading Room be closed and sold off with the proceeds being used towards improving facilities in the village.

Resolved:That the Reading Room should be retained, that its future use should be as a base for the staff team and for community drop-in activities and that there would be a review in 12 months’ time to explore how the building could better serve the community.

Proposed:        Councillor Badger

Seconded:       Councillor Dixon

2021/97 Offer of records by retired Parish Councillors Littleboy & Swift

Resolved:        That the records be offered to the History group

Proposed:        Councillor Leigh

Seconded:       Councillor Levin

2021/98 Allotment Land off Rother Crescent

The Clerk advised that the Parish Council have an expired leasehold interest from RMBC in the land for which they pay £50pa and is now leased on a ‘holding over’ arrangement.

Resolved:    That the Parish Council wish to retain this interest as part of fulfilling their statutory duty to provide allotments and that the Clerk secure a copy of the lease from RMBC

Proposed:    Councillor Dixon

Seconded:   Councillor Parker-Foers

2021/99 Land bottom of Washfield Lane

Resolved: That the Parish Council do not wish to sell this land to afford access to farm land beyond for housing development preferring to retain it as an area of woodland and habitat. Further to ensure the land is effectively managed an earmarked reserve to be established to ensure funding for maintenance work. The Clerk was requested to write to the land owner, the Duke of Norfolk to seek his support in retaining this much valued area of heritage farm and ancient woodlands and to protect them from any future development

Proposed:    Councillor Beckett

Seconded:   Councillor Parker-Foers

2021/100 Improving External Communication

Cllr Dixon presented his proposals to improve sharing of information and community engagement through a Facebook social media presence for the Parish Council.  

Agreed that Cllrs Dixon, Travis, Levin & Leigh convene a working group and present further details to the next meeting

2021/101 Planning & Review of Progress on Projects through 2021

1. General items

The Clerk reported that she is still awaiting the consent of RMBC to plant spring bulbs on grass verges and banks in their ownership and that although the hanging baskets have been delayed due to supplier issues they should be installed through the week. Agreed that any decision to request a reduction in charges to reflect the 4-week delay would be considered at the July meeting.

The Clerk reported that the Parish team have planted the mine tub & half-moon at the top of Bole Hill and in front of the mine head wheel bottom of Mill Lane. Cllr Pickford along with near-by residents are watering the plants.

It was agreed that white gravel should be put under the coal tubs to enhance their appearance.

The forward planner was noted.

2. Proposals for CIL funding

The potential options and indicative costs sourced by the Clerk and Cllr Levin were discussed, agreed that the Clerk would arrange a meeting between Cllrs Levin Beckett & Leigh with a provider of MUGA and other outdoor play equipment and for them to develop proposals for further consideration.

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 Badger

2021/102 Standing Items

1. Reading Room

Nothing to report, the Reading Room remains closed to the public.

2. Allotments/Garage sites

   1. Uncontrolled hedge – the Clerk reported that the tenants have commenced work to reduce the height of the hedge and that they had requested assistant in disposing of the branches.

Resolved:        That the Parish Council cannot spend its resources for the benefit of 2 tenants particularly where the issue arises from a breach of tenancy agreements

Proposed:        Councillor Badger

Seconded:       Councillor Levin

i.Untidy Plot - the Clerk reported that there is some small improvement to the state of the plot and that the tenant has advised he is continuing to address concerns.

ii.Vacant Garage Plot – the Clerk reported that there were 5 expressions of interest each requesting varying amounts of support. These were anonymised to ensure a transparent and equitable decision.

Resolved:The successful ‘bidder’ be agreed on the basis of least support requested and greatest benefit to the community in that it will address parking problems and be offered subject to an initial 6-month tenancy to complete the required work

Proposed:Councillor Pickford

Seconded: Councillor Leigh

c: Burial Ground

a: Memorials

Resolved: That the next health & safety check should take place in 5 years

Proposed: Councillor Pickford

Seconded: Councillor Parker-Foers

2. Front Gates

Resolved: that materials are purchased and that the Village Handyperson be asked to paint the gates

Proposed:        Councillor Pickford

Seconded:       Councillor Parker-Foers

3. Footpath

The Clerk reported that the landscaping work is now completed and that she is in contact with Dignity to determine additional cremated remains plots. Regrettably during these works the contractors damaged 30 paving flags and the concrete slab under the seat. The options to address the damage were discussed.

Resolved: That the contractor be asked to make good and that the invoice be held pending the satisfactory completion of remedial work.

Proposed:        Councillor Pickford

Seconded:       Councillor Beckett

4. Extension to Burial Ground

Proposals to extend the burial ground were discussed alongside its importance to the village and potential cost implications.

Resolved:        That the Clerk secure legal services to establish the Parish Council’s ownership of the unregistered land.

Proposed:        Councillor Dixon

Seconded:       Councillor Parker-Foers

4. Recreation Ground and Play areas

Nothing to report

5. Environment

            Blitz Day

            Agreed that proposals for sites should be decided following the walk around

with Ward Councillors.

6. Planning Applications

The weekly lists of planning applications and planning decisions in the Borough were circulated by email to all Parish Councillors.

2021/103 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 the Youth Club is continuing with a range of outdoor activities for young people with smaller numbers to meet Covid restrictions.

4. Community Centre & Playing Fields Memorial Committee

Nothing to report

2021/104 Community Centre

The Chairman reported that the community centre is continuing with its gradual reopening, that work is almost complete on the outside area and that he has secured funding for Sports Mania week during the summer.

2021/105 Chairman’s Review

The Chairman reported that the mine wheel and tub areas were looking good with the planting and thanked Cllr Pickford and his team for the watering and expressed regret at the continued blight from fly tipping.

He advised that he had secured the return of RMBC Housing Champion and Energy Efficiency Advisors to provide community information and support sessions in the Reading Room once Covid restrictions permit.

2021/106 Finance and General Purposes

1. Code of Conduct

Resolved:    That the revised Code of Conduct be adopted

Proposed:    Councillor Leigh

Seconded:   Councillor Travis

2. Budget Monitoring & Approval of Accounts for Payment

The Clerk outlined the accounts to date, presented a monitoring statement of expenditure against budget and an up-to-date financial statement of the Parish Council’s affairs. These were noted.

3. Approval of accounts for payment

The following accounts were approved for payment.

Proposed:        Councillor Leigh

Seconded:       Councillor Badger

Bank & Cash Book Reconciliation - 19th May 2021

2021/107 Any Other Urgent Business

Ward & Parish Priorities

It was agreed to meet Ward Councillors and RMBC Neighbourhood officers on Thursday 8th July at 4pm to walk around the Parish and discuss priorities

Staffing

As a result of resolving the future purpose of the Reading Room and determining the parish priorities it was agreed that Cllrs Pickford, Parker-Foers and Badger would form a working group to review staffing resources required to deliver these reporting back to the July meeting of the Parish Council.

2021/108 Date of the Next Meeting

The date of the next meeting was arranged for Monday 26th July 2021 at 6.30pm.

The meeting closed at 9.10pm