Kirby Hill and District Parish Council

Inc. Thornton Bridge, Humberton, Ellenthorpe and Milby

A meeting of the above Parish Council was held on the 21st May 2003 at Coronation Hall, in

the meeting room, in accordance with the Local govt. Act 1972, due notice having been given

The meeting opened at 7.25pm.

PRESENT: -Mr Rae (chairman), Mr McKenzie (vice-chairman), Mrs Lister, Mr Proctor, Mr Parr, Mr Whitehouse, Mr Wilkinson, Mrs Jacobs (clerk) and Mr N Allan-visitor

1) APOLOGIES

Mr G Owens and Cllr C Wilson

Mr Rae welcomed the councillors and Mr Allan to the meeting and asked him if there were any items on the agenda, in which he had a particular interest. Mr Allan was prepared to stay and listen to the meeting until the particular item under discussion was raised.

Mr Rae then asked if councillors wished to declare an interest relating to the agenda or had receipt of gifts above £25.00.

He also reminded the councillors that due to the increased ongoing items on the agenda, there would now be 6 meetings of the Parish Council throughout the year. All those present agreed.

2) MINUTES

Resolved. That the minutes of the meeting held on 26th February 2003, having been copied and distributed be taken as read and confirmed and signed.

3) FINANCE AND SETTLEMENT OF ACCOUNTS

a) Mr Rae advised that the state of accounts stood at £2265.47 as of 21/5/03

b) Mr Rae continued that the account had been received for the renewal of the Insurance Policy; this had increased to £194.53. Mrs Jacobs on querying this, as the bill had increased by almost £50.00, had been assured that this was in line with other council insurance companies and as this PC had been with Allianz and Comhill for more than 3 years there would be a reduction of 5%, thus making the a/c £184.78. It was suggested that the council remain with Allianz - all agreed.

c) Rent of room at Coronation Hall ……...£5.00

d) Clerks salary -February and March. …..£268.00

“ “ -April (Pay Award)……... £144.00

Clerks Expenses-tel.a/c, toner cartridge, printer paper,

postage ……………………………………£53.13

e) Vat refund received 24/3/03…………... £58.10

f) First payment of precept received 2/5/03 .£2000.00

Mr Rae advised that the loan repayment would also be deducted from the a/c on 9th June ... £728.67

Action:- Mrs Jacobs to settle all a/cs

4) CORRESPONDENCE

a) Leeming Lane - Standing Water

Mr Rae advised the councillors that Mrs Jacobs had written to NYCC in April regarding the issue of standing water on Leeming Lane. NYCC were now working on rectifying this problem.

Action: -Mrs Jacobs to follow up.

b) NYCC-Review of Passenger Transport Services

Mr Rae confirmed that new bus timetables were to hand and that Arriva were now running services. Mrs Jacobs has posted timetables on the notice boards and an additional copy passed to Mr Proctor.

Action:- None

c) Harrogate Borough Council-Multi Agency Review of Services and Accommodation for Older People

Mr Rae passed this summary to Mr Proctor for sight, as he had participated in this review.

Action:- Mr Proctor to return to Mrs Jacobs upon completion for action/filing

d) Boroughbridge Mayor Making Ceremony

Mr Rae reported on this event, which he had attended

Action:- None

e) Harrogate Borough Council- Civic Service

Mr Rae had been invited to this ceremony, but unfortunately was unable to attend- apologies had been sent. Action:- None

f) North Yorkshire Police-Police Officer of the Year

Mr Rae asked if any councillor wished to nominate a police officer for this award.

Action:- None

g) Harrogate Borough Council- Training for Chairman and Clerks

Mr Rae advised that both he and Mrs Jacobs would be attending the two sessions in Sept and October and asked if any other councillors wished to attend -none.

Action:- Mrs Jacobs to advise Harrogate

h) Harrogate Borough Council- Environmental Services Charges Update

Mr Rae confirmed that Harrogate had increased tariffs relating to Environmental Services

Action:- None

i) Yorkshire Local Councils Assns. Membership Fees

In view of the membership fee of £ 122.00 for the YLCA, the parish councillors felt that joining the Assn. this year could not be justified.

Action:- None

j) Mazars Audit

Mr Rae advised that the paperwork relevant to the External Audit had now been received.

Mrs Jacobs has transferred the year end figures to the Annual Return documents and

notices posted, on the 19th May, advising the parish electorate that the accounts are available for inspection. She is now awaiting the Internal Audit to be carried out, which last year was completed with joint assistance from both Langthorpe and Brafferton Councils. Upon that completion the return would then be sent off to Mazars.

It was pointed out by Mr Rae and Mrs Jacobs that the Chairman from Brafferton Parish Council wished to carry out this years Internal Audit differently; this was met with disapproval by Mr McKenzie and Mrs Jacobs, who both agreed that the system adopted in 2002 appeared to be satisfactory.

Mr Rae verified the Statement of Assurance as shown on section 2 of the Audit Return and with the approval of the Parish Councillors both he and Mrs Jacobs signed the document.

Mrs Jacobs mentioned that throughout the financial year the councillors should be scrutinising the accounts; Mr McKenzie suggested that the balance sheets/income and expenditure be shown to all councillors at each meeting.

Action: - Mrs Jacobs to contact and arrange Internal Audit with Mike Collins/Mr McKenzie

Action: - Mr Rae to contact Mr Bottomley, at his request, (Chairman of Brafferton PC) to confirm procedure of Internal Audit.

k) NYCC- Countv Area Committee

Mr Rae reported that there was a vacancy on the above committee for a Parish Councillor and asked if anyone wished to be considered. Mr Whitehouse was interested and therefore the letter passed to him.

Action:- Mr Whitehouse to complete documentation

5) CLERKS/COUNCILLORS REPORTS AND MEETINGS

a) Police Liaison

Mr Wilkinson reported. He advised that the police were to move into new premises together with Boroughbridge Town Council.

All crime in the area was down by 16%. Mr Rae confirmed with Mr Wilkinson that he continues to attend these meetings. Mr Wilkinson re affirmed that he was happy to do so.

Action:-None

b) Langthorpe Plav Area /106 Monies

Mr McKenzie reported that he had attended a meeting to discuss the provision of this play area in Langthorpe. Although Kirby Hill Parish Council had committed funding to this project, he had advised the meeting that there was now a possibility this may have to be reduced in view of a possible play area being provided in Kirby Hill.

Action:- Ongoing

c) Coronation Hall AGM

As Mrs Jacobs had attended this meeting, she advised that the bank balance for the hall stood at £14,000.00. The rent for the hall was to be slightly increased, but that for the meeting rooms to remain the same; lettings were still high and the hall committee was to approach Lafarge with a view to possibly purchasing additional land at the rear.

Action:-None

d) Kirbv Hill Primary School-Outdoor Provision Meeting

Mrs Jacobs advised that discussions had taken place with several local people/school staff with a view to providing a wide range of outdoor leisure facilities, which could also be included into the schools curriculum. Discussions had taken place regarding the provision of a play area, which could be utilised for the village children on evenings and weekends, but Mr Wilkinson (School Governor) advised that nothing definite had yet been decided.

Action:- ongoing

e) MSA

Mr Rae gave a report on the successful Public Inquiry meeting, which was held, in the Crown Hotel, Boroughbridge on 7th May. Approximately 250 people had not been able to gain entry. He advised that Mr Owens would be making his final statement on the 10th June 2003; the Inspector will then write up the case and report back in October with his decision.

Mr McKenzie proposed that a letter be sent to Alison Ireland, as the Chair of the RAMS and one to Mr Owens, acting on behalf of the Parish Council. Mr Whitehouse seconded this.

Action: - Mrs Jacobs to write letters, for signature by Mr Rae, by 28th May.

t) Boroughbridge Community Care- Parish Transport Grant

Mr Proctor reported on the meeting, advising of the use of mini buses and a voucher system. It had been suggested that a census of the villagers be carried out to determine their requirements. Mr Proctor to advise of next meeting, when date known

Action:- ongoing

g) Landscape Character Assessment

Mr Rae asked that this item be carried to next agenda, when Mr Owens will be available.

Action:- ongoing

h) Harrogate Borough Council-Community Investment Prospectus

Mr Rae explained that this involved a development partnership in Boroughbridge for those who depend on the town. This will be a plan for the whole community, covering the environment, tourism, transport, bringing in grants and funding. Parish Councils are to be involved and should be registered.

This is intended to be an ongoing item; Mr Rae agreed to attend some meetings, but asked that other councillors also "take their turns" at attending. He will complete the documentation and return this accordingly.

Action:-ongoing

6) FURTHER UPDATES ON ONGOING MATTERS

a) B6265 Lav-Bv Re Parking of Overnight vehicles

Mr Rae advised that Mr Owens had written to NYCC about this issue, which is linked with the MSA. He had asked for an overall assessment of the lay-by and to take into account its repair/restoration in the highway maintenance plan.

Action:- ongoing

b) Reinstatement of Bus Stop Outside Kirby Hill School

Mr Proctor advised that NYCC had visited the site 20th May to determine the position of the bus stop. There are zigzag markings on the road at the proposed position so permission from NY Traffic Police has to be sought on the legality of allowing buses to stop at that point

Action:-ongoing

c) Provision of a Village Design Statement

Mr Rae asked that this item be carried to the next agenda for more thorough investigation

Action:- ongoing

d) Kirby Hill School – Drop Off Only sign

Mrs Jacobs reported that this was still in hand with NYCC Education Dept, who were also liasing with Accord.

Action:- ongoing

e) Village Green

Mr Rae requested that this item together with item 6 (f), be investigated by a sub committee of councillors to determine issues which have been raised over the last few years. Mr Parr, Mr McKenzie and Mr Whitehouse volunteered and will liaise with each other. Mr Rae advised that Mrs Jacobs holds relevant papers.

Action:- ongoing

f) Road at Rear of Kirby Hill Primary School

See item 6 (e)

Action:- ongoing

g) Footways of Kirby Hill

NYCC are dealing with Manor Drive footpaths.

Action:-Mrs Jacobs to follow up

h) Safety Measures on B6265. Anti-Skid Markings - Leeming Lane

Mr Rae confirmed that the safety measures promised by NYCC had been completed, Mr Allan suggested that the skid markings had been incorrectly placed, whilst other councillors thought that there should have been a "run" of the markings in each location. No further action to be taken

The subject of speeding on the B6265 arose and Mr Wilkinson was asked to raise this matter at the next Police Liaison meeting.

Action:- Mr Wilkinson to deal re speeding on B6265

i) Parish Council Notice Board- Awards for All

Mr Rae continued that the application form had been sent for two notice boards and receipt of that had been acknowledged; it will be approximately 3 months before a decision is made.

Action:-ongoing

j) Harrogate Borough Council - Litter Picking

Mr Rae thanked those councillors and their families who assisted in the litter picking campaign.

Action:-None

7) PLANNING

a) John Ellis Developments – St Johns Walk Development.

Mr Rae advised that Mrs Jacobs had contacted DEFRA and the SLCC for clarification, which would allow Mr Ellis to construct a footpath across the village green. The councillors agreed that this could proceed.

Mr Allan was concerned that once the additional houses are completed that there will be much more traffic proceeding along St. Johns Walk. He stated that at certain times of the day, cars can be seen to be travelling too fast down this road and he therefore requested that the council arrange for traffic calming humps!

Action: - Mrs Jacobs to advise Mr Ellis on decision of footpath and to write to Highways and the developer regarding calming methods, advise Mr Allan in due course.

b) Falcon Developments (UK) Ltd. Old Kirby Hill Primary School. Outline plan for 1 dwelling, incl. access.

6.47.46.P.OUT 003/00225/0UT

The Parish Council did not object, but wished to safeguard/comment on issues.

c) Falcon Developments (UK) Ltd. Conversion of old school building/erection of garage & formation of new vehicular access. 6.47 .46.FUL 03/00262/FUL The Parish Council did not object, but raised comment/safeguards.

c) Mr D Smith 40 Market Hill, Milby 6.57.56.A.FUL 03/00206/FUL

Planning application refused by Harrogate Borough Council - to DC Committee

meeting 27th May 2003

d) Mr Allen 15Manor Drive, Kirby Hill 6.47.62.A.FUL 03/00539/FUL