Treeton Parish Council

TREETON PARISH COUNCIL

MINUTES OF THE

PARISH COUNCIL HELD IN THE READING ROOM

ON MONDAY 27th SEPTEMBER 2021

Present:       Councillor: T.W. Adair (Chairman)

Councillors:   V. Beckett, E.C. Levin, L.J. Pickford, J Travis,

O.R. Baum-Dixon, A.S. Badger

In attendance:         J. James Clerk to the Council

                               Ward Councillor A Brookes 

2021/128 Apologies for Absence

Apologies were received from Councillor W. Parker-Foers

2021/129 Public Question Time

2 members of the public attended and raised concerns over the land r/o Wood Lane and whilst appreciative of the work so far to clear the land asked for reassurance that the work would be completed. They were advised that the Parish Council will continue to tidy the site but are still waiting for a long overdue and chased response from RMBC on the details of their requirements to terminate the lease to be able to complete all works.

2021/130 Declaration of Interests

There were no declarations of interest.

2021/131 Minutes of Previous Meeting

Minutes of the Parish Council Meeting held 26th July 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 Pickford

Seconded:    Councillor Levin

2021/132 Matters Arising

2021/22        Additional grit bin on Station Road – The Clerk report that RMBC have confirmed they can only provide salt in 5 ton loads and despite exploring a range of option the PC do not have storage facilities. RMBC have suggested that residents might sign up as snow wardens as a way of getting smaller quantities of grit into the village to ‘self-help’ clear roads of ice. Agreed to promote through the PC Facebook page.

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

2021/78        is still waiting for a response from RMBC despite several chasing emails and phone calls to agree the work needed to bring closure to the lease for r/o Wood Lane and that in respect of r/o Mill Lane whilst RMBC have advised they are discussing this matter there has been no communication of any outcome. Agreed the Clerk will forward the communication trail Cclr Brookes who will take this up with the officer concerned.

2021/116       Improving External Communication – Social Media Presence

                     Concern was raised that the Parish Council Facebook page is not actively promoting all of the work of the Parish Council and is not having the ‘reach’ of Treeton residents Facebook groups.

2021/133 Co-option to Vacancy

The Clerk reported there were 4 expressions of interest of which 2 people submitted formal requests for consideration

Resolved:      By majority vote to co-opt Bob Croxton to the current casual vacancy

Proposed:     Councillor Pickford

Seconded:    Councillor Beckett

2021/134 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 - News from your Neighbourhood.
6. RMBC - Town Centre news.
7. RMBC - Rotherham Round up.
8. RMBC - Notes from Parish Liaison Briefing 19.8.21
9. RMBC - Initial consultation on the logistics for planned resurfacing of some residential roads in the village
10. RMBC - Informal briefing holding safe events.
11. RMBC - Arrangements for blitz day 15th September
12. SYPTE - introducing the new Zoom suite of travel passes & a 25% reduction in a range of TravelMaster tickets. Changes to bus services
13. SYorks Police – sign up to their alerts service.
14. Alexander Stafford MP - Support for your stance on no further development on green belt land, confirming RMBC policy of no further development on green belt and noting the enforcement action taken by planning on the Jones Homes site.
15. Alexander Stafford MP – News from your Rother Valley MP
16. Alexander Stafford MP – objecting to the plans to build on the MUGA within the Old Enterprise site
17. YLCA - Law & Governance bulletin.
18. YLCA - White Rose updates
19. Resident - Proposed residential home for people with autism – Referred to RMBC Planning.
20. Resident - r/o Mill Lane - despite boulders placed by RMBC 4x4 vehicles have returned to damage the field and attempted to remove the boulders – SY Police & RMBC informed
21. Councillor Dixon - Antisocial behaviour on Spa Well Crescent – reported to RMBC & Ward Councillor
22. Resident - missing waste bin on Worrall Avenue – reported to RMBC & advised of TPC plans to review public waste bins
23. Anonymous complaint via Cllr Becket -footpath by Old Flatts Farm. I have independently contacted RMBC who advised that the owners have confirmed their intention to formalise a public right of way once the legal process for finalising full ownership is completed and that they are appreciative of their co-operation given they have no statutory obligation to establish a public right of way over their land.
24. Anonymous complaints to the Clerk & various Parish Councillors. The Parish Council will not action any information/complaints made anonymously whether by telephone, email or letter, all complainants should follow the Parish Council’s Complaints Policy.
25. Cllrs Parker Foers & Pickford – overhanging trees & vegetation – reported to RMBC
26. Parish Team – fly tipping rear of Nicols’. Reported to RMBC
27. Parish Team – damaged bench Flatts lane/Bole Hill – reported to RMBC
28. Parish Team– Bowling Club putting their grass cuttings into the grass verge on Pit Lane – Cclr Adair to request this cease.
29. Resident via Cllr Dixon – overhanging shrubbery around Bowling Green - Cllr Adair to request that the Bowling Club cut them back.
30. Resident enquiring over tidying the land r/o Wood Lane and responsibility for the unadopted road. Contact made with RMBC.
31. Fowler Sandford on behalf of Duke of Norfolk – confirming an earlier phone conversation that their enquiry to purchase land off Washfield Road was part of a high-level strategic review, that the site is not allocated for housing development in the local plan and that without access it cannot proceed. They note the Parish Council does not wish to sell the land to afford access and does not wish to see the land in question developed.
32. Resident – thanking the Parish Council for the flowers on lampposts and welcoming the idea of spring bulbs
33. Resident – complaint over alleged fly tipping of grass cutting from the burial ground. Addressed with the contractor.
34. Resident via Cllr Parker-Foers – boat getting too close to swans and cygnets on the Dyke and boating in Woodhouse Bay. Arranging to meet Nick Wells.
35. Resident uncollected green bins on Arundel Crescent – reported to RMBC
36. Resident seeking a large tree on an allotment be cut back or felled – to be considered as part of a check of allotment/garage site conditions
37. Resident– overgrown shrubs & trees corner Admiral Biggs & Chandler Drives – reported to RMBC

LATES

1. RMBC - Free webinar to help prepare & respond to flooding
2. Resident – information on work he has done funded from a legacy and in memory of a late resident to erect perches in Catcliffe Flash to encourage wildfowl to remain over winter

2021/135 Borough Councillors Report

Cllr Brookes reported on action taken and that ongoing by RMBC as a result of the walkaround on 25th August and agreed to explore further the issues of access over private land down the ‘boat road’.

She offered to support the Parish Council should they wish to develop a Neighbourhood Plan.

The Parish Council wished to pass on their thanks to Barry Connolly for arranging the much-needed street/pavement clearing and cleaning and cutting back of undergrowth and hedges in the village which has made a significant impact on appearance.

Ward Cllr Brookes left the meeting

Cllr O Dixon joined the meeting

2021/136 Proposal for secure Parish Council emails

The rational for secure emails were discussed and agreed that Cllr Dixon and the Clerk should explore further different providers

2021/137 Proposal for the Parish Council’s web presence – O Dixon

The Clerk reported that RMBC posting to the website was now much more responsive and given the site meets statutory governance and transparency requirements to monitor for any further issues.

2021/138 Planning & Review of Progress on Projects through 2021

1. General items

Spring Bulbs - Councillor Pickford reported that he and a team of volunteers had planted 1800 spring bulbs across the village and he has arranged for further bulbs to be planted by school children by the school entrance in the coming week

Hanging baskets - Agreed to pay the charge in full given the quality of the display

Cllr Badger joined the meeting

Proposals for Winter flowers on lampposts/Christmas lights/trees

Resolved:      That the Clerk establish that the proposed Christmas tree lights on lampposts are of an acceptable quality and if content place an order for 30 installations at a cost of £2,200

Proposed:     Councillor Pickford

Seconded:    Councillor Beckett

Agreed that the Clerk should explore the process and implications for sponsorship of future planting/seasonal light displays

Resolved:      That winter flowers would be planted in the mine wheels and tubs and that the spokes on the mine wheel when it is replaced on Wood Lane should be painted red.

Proposed:     Councillor Badger

Seconded:    Councillor Pickford

The forward planner was noted.

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

Cllr Levin update on the meeting with RMBC, thoughts on youth shelters and MUGA were explored and the processes needed to progress these. Agreed Cllr Levin would chase RMBC for their promised quote and further information.

3. Update on Proposals for the Cowfield

Discussion subsumed in the above item

2021/139 Standing Items

1. Reading Room

It was reported that drop-in sessions would take place on alternate Wednesdays and would include RMBC Housing surgeries

Resolved:      That the revised Letting Agreement be amended to include a key deposit be adopted and that access will be via the key safe

Proposed:     Councillor Dixon

Seconded:    Councillor Levin

2021/140 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 Levin

Seconded:    Councillor Travis

2. Allotments/Garage sites

The Clerk reported that the demand for rents for the next year from 30th September had been sent to tenants.

It was agreed that:

The time frame condition applied to a tenancy where work is required on the allotment should remain but with the option for extension by mutual agreement.

The Clerk should write to the tenant off Mill Lane whose plot is overgrown and in breach of tenancy conditions.

Councillors Pickford & Badger would undertake a review of allotment/garage site conditions with the Clerk and as part of that concerns raised by a tenant over a large tree would be considered.

3. Burial Ground
4. Footpath

The Clerk reported that the damaged flags and concrete pad have now been replaced, it was agreed that the Clerk should now pay the invoice.  

2. Extension to Burial Ground

The Clerk reported that Foys are trying to locate the deeds

3. Maintenance Contract

• It was that the Clerk should continue to seek quotes.

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. Permission has been granted to widen the vehicle access at the Poplars on Wood Lane.

The application to develop the MUGA within the Enterprise Centre was discussed at length.

Resolved:      That the Clerk is instructed to inform RMBC that the PC request they consider refusal of this application on the grounds outlined below.

Proposed:     Councillor Beckett

Seconded:    Councillor Dixon

The initial application was considered an overdevelopment and the requirement that the MUGA be identified as outdoor space was a condition of that consent which should be enforced both because of overdevelopment but also the health & welfare of residents and the demand on the few local recreational resources given that these flats/studios have neither balconies or garden space

Access and parking on Church Lane is already problematic, it is a narrow at some points single vehicle width access only lane. The approved development will exacerbate this and to increase residential, commercial and essential services e.g., refuse collection traffic for additional units is completely unacceptable and will result in traffic accidents.

RMBC Highways acknowledged when the initial application was approved that parking was less than their usual requirements, this application will increase the demand for parking by residents, visitors and tradesmen which will inevitably result in overflow parking on to Church Lane. Highways are asked to carry out a full impact assessment including the feasibility of access to some of the very narrow & angled parking spaces within the development.

Church Lane is used by school children to access the bus stop on Station Road, there was concern over the impact of their safe walking travel with the previous application and, if granted this additional development will clearly increase that risk as they negotiate parked traffic on a narrow lane with lines of sight impacted by parked vehicles.

The loss of the MUGA is already an issue in the Parish, it was well used by local residents and was the base for an active youth club and when RMBC sold the site regrettably no similar facility was made available to replace it. There is still nothing remotely similar in Treeton and the Parish Council were disappointed that replacing this provision was not a condition of the original consent.

Agreed in the interests of transparency that there should be a post on the Parish Council Facebook page to advise residents that the Parish Council have on their behalf resolved to request RMBC refuse this application because of the significant detriment it will have to the conservation area and the wider village.

2021/141 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 22 children attend the youth club enjoying a range of outdoor and indoor activities with Covid precautions in place.

4. Community Centre & Playing Fields Memorial Committee

Nothing to report

2021/142 Community Centre

The Chairman reported that 2 college classes are running with plans for further to commence shortly and that a range of other sessions have now recommenced.

He reported that £280 was raised at a recent MacMillan coffee morning and £1000 raised by the Country & Western evenings for MacMillan nursing.

The Parish Council applauded these fund-raising efforts.

2021/143 Chairman’s Review

The Chairman thanked the growing team of litter pickers for their efforts in keeping Treeton tidy and Cllr Pickford and his team of volunteers for the bulb planting which he hoped would bring cheer to the village in the spring.

He noted the retirement of Ray Bolton, thanked him for his service to the Parish Council and wished him well for the future.

He urged everyone to stay safe and take advantage of Covid jabs.

2021/144 Finance and General Purposes

1. Revised Complaints Policy

Resolved:      That the revised Complaints Policy be adopted

Proposed:     Councillor Badger

Seconded:    Councillor Dixon

2. Approval of Risk Assessment

Resolved:    That the revised Risk Assessment for Pavements, footpaths, gardening     hedges, handyperson activity be adopted

Proposed:     Councillor Pickford

Seconded:    Councillor Beckett

3. Staffing

Resolved:      To thank Karen Haycox who has resigned after 7 years’ service and Ray Bolton who has retired after 21 years’ service for their contributions to the work of the Parish Council in looking after the Reading Room and across the village of Treeton and to wish them well.

Proposed:     Councillor Pickford

Seconded:    Councillor Beckett

Resolved:      To recruit to replace village handyperson capacity and that Councillors Pickford & Parker-Foers form a Working Group along with the Clerk to consider options, report back to the Parish Council with the aim of completing recruitment by early next year.

Proposed      Councillor Dixon

Seconded     Councillor Travis

4. Budget Monitoring & Audit of Account 2020/21

The Clerk reported that the external audit of the 2020/21 accounts had been completed and the accounts signed off and that in order to meet statutory requirements the Notice of Completion of Audit will be posted in the Reading Room Notice Board and the report will be made publicly available on the Parish Council website.

The Clerk reported that a new account with Nationwide had been opened

and 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.

5. Approval of accounts for payment

The following accounts were approved for payment.

Receipts                                                                                                                                                                                                                                         £

Payments

Proposed:     Councillor Pickford

Seconded:    Councillor Badger

Bank & Cash Book Reconciliation

31st July 2021

                                                                      £

Balances at bank:    Current account      12,552.62

                               Instant account        58,140.25

Cambridge Building Society                    80,000.00

Total                                                    150,692.87                                                                 

2021/145 Any Other Urgent Business

1. Nativity Scene - It was agreed that Cllr Beckett should explore permission from St Helen’s church to site this facing Front Street and explore the costs of creating the nativity scene.

2. Welcome to Treeton – It was agreed that Cllr Pickford should explore planting shrubs to create a welcome sign by the mine wheel on Wood Lane.

3. Advertising sign – It was agreed that the Clerk should request RMBC planning look into the Jones Homes directional signage on the corner of Front Street

4. Football on Washfield Lane – Cllr Adair reported on the issues of young people playing football across the roadway and that RMBC and the Police has been made aware

2021/146 Date of the Next Meeting

The date of the next meeting was arranged for Mon 25th October 2021 at 6.30pm.

2021/147 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 Levin

Seconded:    Councillor Dixon

2021/148 Update on actions in respect of Staffing Resources to deliver Parish

                Priorities

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

The meeting closed at 9.35pm

Chairman:                                                                           Date: