MINUTES DATE: Monday 15 th December 2015 TIME: 19.45 hrs LOCATION: St. John s Church, Berrygate Lane, Sharow PRESENT: Councillors Chris Gilbert (Vice-Chair), John Bushell, Chris Long, Jim Price and Gordon Smith. IN ATTENDANCE: Iona Taylor (Clerk) County Councillor Robert Windass Linda Boon, Graham Gilbert and Simon Grenfell - Sharow Parochial Church Council (P.C.C.) 1. APOLOGIES Apologies were received and accepted from Councillors Emma Stamper (due to illness) and David Dale (due to work commitments). Apologies were also received from Borough Councillor Nick Brown. 2. DECLARATIONS OF INTEREST IN ITEMS ON THE AGENDA Councillor Long declared a pecuniary interest in item 12.3 (development at land South of Maythorpe) as the site is adjacent to his home. 3. QUESTIONS OR COMMENTS FROM MEMBERS OF THE PUBLIC Graham Gilbert advised that he would be reporting fly-tipping near the Yorkshire Water pumping station to Harrogate Borough Council. 4. MINUTES FROM THE LAST MEETING It was resolved that the minutes of the last meeting held on 20 th October 2014 be approved and signed. 5. ITEMS CARRIED FORWARD FROM THE LAST MEETING 5.1 Hedgerow information. Understood to still be with Councillor Stamper. 5.2 Community facilities in Sharow. A discussion was held with Simon Grenfell about a number of aspects relating to the village hall, and lease of the playing field from the Church Commissioners. It was generally agreed that there are several points which need addressing. In particular the following points were discussed: The apparent sub-letting of a portion of the leased land to a Trustee. The end of the lease, and whether it has been extended. Public production of accounts, for the village hall, by the Sports & Social Club. 6. SERVICES PROVIDED BY PRINCIPAL AUTHORITIES 6.1 Verge grasscutting. It was noted that North Yorkshire County Council is proposing to reduce its verge grasscutting programme in villages. From 2015 it will only carry out 5 cuts to visibility splays at junctions on safety grounds. The Parish Council has been provided with the criteria for junctions that will be cut. It was agreed that the Parish Council should take no action at this time, but monitor the situation to see the impact of these changes and whether any feedback is received from members of the public. Page 1 of 6
6.2 Future provision of libraries. North Yorkshire County Council has launched a consultation on libraries in North Yorkshire. With the Council s budget significantly reduced over the next few years, including the budget for library services, it has been considering the changes that will need to be made to the service, which include turning Ripon library in to a hybrid branch. This means that it would depend on volunteers working alongside one member of (full time equivalent) staff. It was agreed that the Parish Council objects to these proposals, based on the importance of the Ripon library service to local villages. It is considered that the proposals would impact most on the elderly and very young. It is understood that the Ripon library is profitable and should therefore continue to be run under the current system. This consultation will be publicised to enable members of the public to respond. 6.3 Bus contracts. North Yorkshire County Council has recently undertaken a procurement exercise to seek tenders for the renewal of bus service contracts in the Harrogate area. An analysis of tender results has shown there to be several non-compliant bids and, in most areas, an increase to current costs. The County Council is now investigating options to provide some services using reduced resources and is inviting tenders again with different specifications in some cases in order to achieve best value for the authority. This is being undertaken in the context of local operator Eddie Brown Tours having recently, and without warning, gone in to administration. North Yorkshire County Council has implemented a temporary service until Christmas and is working on permanent proposals. 7. FINANCIALS 14/15 Financial Year 7.1 Bank reconciliation to 30 th September 2014. In response to the recommendation made by the 2013/14 Internal Auditor, the Parish Council considered the monthly bank reconciliation to 30th September 2014. The reconciliation was accepted by the Parish Council and signed by Councillor Gilbert. 7.2 Mid-year monitoring against budget report. This document, showing performance against the agreed budget, indicates that the Parish Council is currently operating 1,047.41 under budget. General fluctuations in items of expenditure (such as the Clerk) roughly cancel each other out, but the Council has not yet incurred any costs on the VAS scheme during this financial year (as it has not been announced by North Yorkshire County Council), nor has it incurred any significant extraordinary expenditure which have both contributed to the significant under-spend. 7.3 Mid-year balance analysis report. This report showed that, at 30th September 2014, the Parish Council has unallocated funds of 4,149.02and is in a healthy financial position. 7.4 Financial report. It was resolved that the following report be approved and recorded: Bank Balances as at 10/12/14.: HSBC Current a/c - ****3351 604.27 HSBC Savings a/c - ****3378 11,604.63 TOTAL 12,208.90 Page 2 of 6
Payments to be approved and recorded: Payee Details RCL Walled Garden Invoice 1835 (Back Lane Clearance) 240.00 Iona Taylor Clerk's Expenses (October 2014) 39.32 Iona Taylor Clerk's Wages (October 2014) 173.20 Iona Taylor Clerk's Expenses (November 2014) 41.62 Iona Taylor Clerk's Wages (November 2014) 62.65 TOTAL 556.79 Receipts to be recorded: Received From Details HMRC Refund of overpayment of 13/14 PAYE 113.07 TOTAL 113.07 7.5 Donation to Ripon Citizens Advice Bureau (CAB). It was resolved that a donation of 150 be made to this organisation. 7.6 Payments to Clerk. It was resolved that the Clerk be paid in accordance with the new NALC/SLCC recommendations from January 2015, at a rate of 10.84 per hour. 2015/16 Financial Year 7.7 Budget. The previously circulated draft budget was approved without amendment. 7.8 Precept. It was resolved that a reduced precept of 5,611 be applied for. 8. PROVISION OF CAR PARK / PLAYGROUND AT LAND AT JUNCTION OF BERRYGATE LANE AND DISHFORTH ROAD 8.1 Update on this project. It was noted that Councillors had been provided with a comprehensive update on the Working Group meeting of 10 th December 2014 prior to this meeting. The P.C.C. has now purchased a 90 year leasehold on the land at the corner of Berrygate Lane / Dishforth Road. Simon Grenfell agreed to provide a copy to the Parish Council for its information and records. The P.C.C. has now gone out to tender for landscape architect services and is in the process of drawing up a design brief which will be the starting point for discussions with the appointed architect and lead to a detailed design of the car park. It is envisaged that the detailed design for the playground will be carried out by a playground equipment supplier. The P.C.C. is keen to consult on the brief, and at future stages of the design, to ensure that the community has input in to what the new facility will be like. P.C.C. representatives used this meeting as an opportunity to put out a call for volunteers to join the Working Group to help develop the proposals and with fundraising. Page 3 of 6
8.2 Furtherance of this project. After being proposed by Councillor Bushell and seconded by Councillor Gilbert it was agreed that the Parish Council should pay over the 6,100 that it has allocated to this project to help fund the upcoming professional fees which will be incurred. The vote was passed by a majority of 3 to 2. Councillors Price and Smith voted against the motion. 9. PARISH CONSULTATION MEETING WITH HARROGATE BOROUGH COUNCIL Councillors Price and Smith advised that they had not attended this meeting. 10. HIGHWAYS 10.1 Clearance of Back Lane. It was noted that Back Lane had recently been cleared, with the majority of the works carried out by The Walled Garden Scheme. An invoice for 240 has been received (see 7.4). It was agreed that, in the event of commissioning them for further works, the Walled Garden Scheme should be asked to notify the Council in advance of when they will be undertaken and to advise in advance if the cost will exceed 100. It is thought that the adjacent landowner had also carried out hedge cutting works. 10.2 2015/16 Vehicle Activated Sign Scheme. Details of an ongoing, 4 year scheme have just been approved by North Yorkshire County Council. Sharow would be able to participate at a cost of 4,400 for the 4 years. This would provide for a pair of VAS visiting Sharow (using the existing sockets) for 3 sessions of 6 weeks during the course of each year. It was resolved that the Parish Council should confirm to North Yorkshire County Council that it wishes to take part in the new scheme. Funding for the first year was already included in the Council s 2015/16 budget. 11. CORRESPONDENCE The Clerk reported on items received, including: 11.1 Locating private sewage pumping stations for transfer to Yorkshire Water. Government legislation means that from 1st October 2016 all eligible private sewage pumping stations in Yorkshire will automatically transfer to Yorkshire Water s ownership and responsibility. They predict that there are more than 700 of these stations in their region, but they are not sure of exact locations, so are starting a campaign to urge customers to register their stations. It was agreed that the Parish Council should publicise this campaign in its newsletter. 11.2 Harrogate Borough Council s Waste & Recycling Collection Service. The schedule of collections from December 2014 to August 2015 was noted and will be publicised. 12. PLANNING APPLICATIONS 12.1 Consultations on applications. Reference Proposal Comments to be submitted to PA. 6.32.113.E.FUL 14/04790/TPO 6.32.86.B.FUL 14/04557/FUL Crown cleaning (2.5m) and deadwooding of 1 Ash T75 and crown cleaning (2.5m), lateral reduction (5m) and deadwooding of 1 Beech tree within A14 of Tree Preservation Order 03/1970 at Tully s Oak, Fairlawns. Erection of dwelling at 22 Glebe Meadow. Page 4 of 6 No objections. No objections.
12.2 Updates and decisions on applications, appeals and enforcement investigations. Reference Proposal Update / Outcome 14/03279/FUL Conversion of outbuildings to form 1 dwelling with Passed integral office, formation of new access, felling of 1 Apple tree, crown lifting and deadwooding of 1 Sycamore tree and crownlifting of 1 Horse Chestnut tree within A20 of Tree Preservation Order 03/1970 (Site Area 0.03ha) at Sharow Cottage, Sharow Lane. 6.32.165.A.DVCON 14/02325/DVCON Variation of condition 2 of planning permission 6.32.165.FUL to allow amendments to approved plans including installation of solar panels and amendments to elevations and layout at Land to the South of Maythorpe, Sharow Lane. Passed Enforcement: 14/00453/PR15 Alleged creation of new access at Stoney Close, Dishforth Road. Notified of enforcement investigation. 12.3 Update on development South of Maythorpe. Councillors considered a report by the Clerk which included the following points: Application 14/02827/DISCON, which relates to the approval of conditions under the original planning application, has not yet been approved, although this is likely to happen soon. Yorkshire Water have advised that they are happy with the surface water drainage scheme proposed by the developer. Discharge into the sewer will be at a rate of not more than 5l per second. This will be regulated using an attenuation (storage) tank located on the site. Harrogate Borough Council s Officer has indicated that the Planning Authority is not minded to pursue enforcement action as a result of the development starting before the conditions had been discharged. The Senior Project Engineer for Highways North Yorkshire has confirmed that he is satisfied with the developer s proposals to meet highways conditions included in the original planning permission. An application to revise the layout of the site, and height of the buildings has been approved. Harrogate Borough Council s arboricultural officer has indicated that they are happy with the Developer s proposals for root protection fencing. External materials for the dwellings have been approved. A legal agreement has been entered in to regarding the affordable housing. 13. COUNCILLORS REPORTS 13.1 County Councillor John Weighell. Councillor Weighell reported that work has started on the new waste plant at Allerton Park. He has been asked to chair a liaison group. It is hoped that the plant will be up and running in Spring 2017. Trading Standards are concerned about scams targeting elderly people and Councillor Weighell urged people to look out after their neighbours. 13.2 Councillor John Bushell. A water leak outside Sharow Grange on Sharow Lane has been reported to Yorkshire Water, but no action has been taken. The Clerk will follow this up with her contact at Yorkshire Water. Page 5 of 6
13.3 Councillor Long. It was agreed that the Parish Council should ask for the proper reinstatement of the footpath to Copt Hewick after the recent electrical engineering works. 14. NEXT MEETINGS The next meetings were confirmed as being on 19 th January 2015 (planning) and 16 th February 2015 (ordinary). Meeting closed at 22.10 hrs. These minutes were recorded and prepared by Iona Taylor, Clerk to the Parish Council. SIGNED:... (Chairman) DATE:... Page 6 of 6