MINUTES DATE: Monday 15 th October 2012 TIME: 19.45 hrs LOCATION: Sharow Village Hall PRESENT: Councillors Emma Stamper (Chair), John Bushell (Vice-Chair), David Dale, Chris Gilbert, Chris Long, Jim Price and Gordon Smith. IN ATTENDANCE: Iona Taylor (Clerk) District Councillor Nick Brown Edna Colley and Robert Forber 1. APOLOGIES Apologies were received from County Councillor John Watson. 2. DECLARATIONS OF INTEREST IN ITEMS ON THE AGENDA none. 3. QUESTIONS OR COMMENTS FROM MEMBERS OF THE PUBLIC OR REPRESENTATIVES OF ORGANISATIONS Mr Forber commented on the following issues: Speeding on Dishforth Road as he had walked to this meeting. Two stone balls have recently been stolen from his gateway. This has been reported to the police. His concern about the granting of planning permission for stables near Sharow Cross. Reinstatement of the footpath near the trig point off Dishforth Road (past Fairlawns). 4. MINUTES FROM THE LAST MEETINGS It was agreed that the minutes of the last meetings held on 18 th June, 16 th July and 20 th August 2012 be agreed and signed. 5. ITEMS CARRIED FORWARD FROM THE LAST MEETING 5.1 Insurance of school s play equipment for out of hours use. The Clerk reported that the Parish Council s insurers are unable, for a variety of reasons, to provide outof-hours cover for use of the equipment by the public. The school is therefore investigating whether it could extend its insurance policy to provide 24/7 cover. 5.2 Neighbourhood Watch. As only one expression of interest in setting up a scheme had been received after the article in the Parish Council s newsletter it was agreed not to proceed with this item at the moment, but to invite police / Neighbourhood Watch representatives to the Annual Parish Meeting. It was noted that Sharow Village is a low crime area. 5.3 Provision of additional litterbin near Sharow Hall Farmhouse no progress to be reported. 5.4 Planting of Jubilee tree. It was agreed that Councillor Gilbert will work with other members to plant a flowering cherry type tree in the rose garden on Church Close. The Clerk is continuing to investigate whether it will be possible to plant an oak tree in the verge of Sharow Lane near Lowfield Lane. Page 1 of 6
5.5 Fly-tipping near Yorkshire Water station. Harrogate Borough Council s fly-tipping officer has advised that he is only able to help with enforcement against offenders and not with respect to prevention. Any suspicious activity in this area must be reported to Harrogate Borough Council or the police. 6. CONSULTATION MEETING WITH HARROGATE BOROUGH COUNCIL It was noted that this meeting will take place on 3 rd December 2012 at 6pm in Ripon Town Hall. It was agreed that the following questions be submitted: What is the Borough Council s view on the Government s proposals for relaxing planning regulations and the implications for this District? What is the Highways Departments policy for clearing and maintaining small lanes which are designated carriageways but are currently impassable, for example Stoney Lane and Back Lane in Sharow? What is the Borough Council s policy for turning off streetlights during the night? Any further proposals for questions should be sent to the Clerk ASAP, but in any event before 15 th November. 7. HIGHWAYS 7.1 Results of speed monitoring exercises. The York & North Yorkshire Road Safety Partnership has written to the Parish Council with details of speed monitoring exercises carried out on Dishforth Road. They showed: An average speed of 34mph near the junction of Sharow Lane. An average speed of 30.9mph near the junction with Berrygate Lane. As there is no significant collision history at either of these locations the 95 Alive partnership is suggesting that further enforcement and some education action is appropriate. It was agreed that these results do not reflect Councillors and local residents views that vehicles are travelling through the village at much greater speeds. It was thought that the positioning of the recordings (near junctions) could have skewed the results, however it was noted that these were the locations requested by Councillors. It was agreed that the full data (such as numbers of vehicles, speeds, times etc) be requested for further examination. 7.2 Report from North Yorkshire County Council s Vehicle Activated Sign Working Group. It was noted that the Working Group is recommending, as expected, that the County Council s permanent VAS protocol be left unchanged. Its report is to be ratified by the County Council s Executive. It is however recommending that a temporary VAS protocol be implemented, whereby each Area Committee will have two mobile devices (14 across the County) that can be sited in areas with perceived speeding problems at the request of Parish Councils. Although the capital cost of purchasing these devices will be covered by the County Council, the cost of running, siting and maintaining them will be passed on to the Parish Council s participating in the scheme. Further details about the scheme (for example frequency, cost, method of procurement etc.) are awaited. 7.3 Diversion along Berrygate Lane during flooding of River Ure. It was noted that Berrygate Lane had recently been used again as a diversion during flooding. This was for a prolonged period and had caused damage to verges and gardens, inconvenience for local residents and had appeared dangerous for motorists and pedestrians. Page 2 of 6
The Clerk has again raised this issue with Highways North Yorkshire and North Yorkshire Police. Although there does not seem to be any option for an alternative route it was agreed that there needs to be better management when the diversion is in place for example traffic lights. It was agreed that the relevant authorities should again be contacted and asked to draw up an effective policy for the management of traffic using Berrygate Lane during flood diversions. 7.4 Progress with / communication about previously reported highways faults. Ref: Fault: Update: Sh 2/12 Drains on Church Close To be cleared as part of regular programme. Clerk to find out how often this will be. Sh 4/12 Faded lines on A61, Hutton Bank To be monitored until they reach criteria for refreshment. Sh 5/12 Pothole on Berrygate Lane. To be reassessed after recent flood diversion. Sh 6/12 Pothole near Sharow Hall. Asked for details of investigations prior to permanent repair. Sh 10/12 Traffic calming Hutton Bank Highways North Yorkshire asked to clean algae off, and foliage removed from around road signs. Sh 11/12 Footpath sign, Sharow Lane. Reported to North Yorkshire County Council (NYCC) and awarded low priority. Sh 12/12 Holes near Public Right of Way, Sharow Mires0 Concrete has now been placed across holes. Fault resolved. Sh 13/12 Pothole at junction of Orchard Close and Dishforth Road To be repaired in next couple of months. To be checked on 28.10.12. Sh 14/12 Blocked gully, Berrygate Lane and Dishforth Road junction. Drain to be added to programme for jetting and will be done within next month. Sh 15,16,17&18/12 Streetlights not working on New Road, Sharow Lane & Berrygate Lane Reported to relevant authorities. 7.5 New faults to be reported. A number of new faults were identified, including: Possible changes to improve visibility at junction of Dishforth Road / Sharow Lane near Sharow Cross. Streetlight number 1 on Church Close is not working. Blocked gully on New Road. Sh 9/12 Pothole near the pub has reopened. 8. PROVISION OF A WEBSITE The Clerk was given permission to proceed to construct a website using the Community Kit provided by BT. The site is free to construct and maintain, the only cost to the Council being the Clerk s time. The site will act as an information point and archive for the Council s records. 9. CORRESPONDENCE The Clerk reported on items received, including: 9.1 External Auditor 2013 onwards. The Audit Commission has confirmed that Littlejohns LLP has been appointed as the Council s external auditor from 2013. The cost of this Council s annual audit is likely to decrease under a new lighter touch programme. Page 3 of 6
9.2 Update on Highways & Transportation Service - Capital Works Programme 2012/13. North Yorkshire County Council has written to all Parish Councils advising them of the current position and developments and challenges facing the Highways and Transportation Service. The letter can be summarised as being an explanation of how the Authority is trying to maintain service levels with limited funding. 10. PLANNING AND DEVELOPMENT 10.1 Consultations on applications. It was agreed that the Parish Council supports application 6.32.163.TPO 12/03412/TPO for the removal of 176 trees and crown reduction of 7 trees within woodland W3 of TPO 3/1970 on land adjacent to Dishforth Road. 10.2 Updates and decisions on applications, appeals and enforcement investigations. Reference Proposal Decision / update. 6.32.155.A.FUL Conversion of barn to form 1 dwelling at Application refused and appeal lodged. 12/01032/FUL Sharow Grove, Sharow Lane. 6.32.55.J.TPO Tree works at 1, Fairlawns. Passed. 12/01709/TPO 6.32.44.H.TPO Works to trees covered by TPO 3/1970 at Passed. 12/02519/TPO The Grange, Hutton Bank. 6.32.157.A.FUL Erection of garage and car port and Application refused and appeal lodged. 12/02098/FUL conversion of existing garage at Westmoreland, Sharow. 6.32.40.A.FUL 12/02706/FUL Erection of single storey extension at Briar Wood, St. John s Close. Passed 6.32.37.B.FUL 12/02899/FUL Erection of 4 stables, tack room and hay shed and formation of hardstanding area at Land Adjacent to Dishforth Road, near Sharow Cross. 10.3 Consultation on area of Ripon Neighbourhood plan. It was agreed not to submit a response to this consultation. Passed. Resolved to report formation of entrance at adjacent property (Cedar House) to Borough Council s enforcement department. 10.4 Proposals for e-consultations on planning applications. Harrogate Borough Council has advised of its intention to move to a completely electronically based consultation system for planning applications. It was agreed that this Parish Council is not ready to move to such a system. 10.5 Warehouses on Hutton Bank. Harrogate Borough Council has advised that it is seeking a legal opinion as to whether it would be appropriate to take any action with respect to the condition of this site near the garage on Hutton Bank. Councillor Dale advised the Council of the need to remember that this is an industrial site and as such is likely to have an appearance commensurate with that activity. Page 4 of 6
11. FINANCIALS 11.1 Bank balances as at 15 th October 2012. Santander Business Bank Account (Current)... 3978.54 Santander Business Bank Account (Savings)... 50.00 HSBC Community (Current) Account... 0.00 HSBC Money Manager (Savings) Account... 0.07 11.2 Payments made prior to, or at this meeting. The following payments were approved and recorded: Sharow Cricket Club (2012 Grasscutting)... 482.10 Mazars (External Auditor)... 60.00 Iona Taylor (Clerk, August & September 2012)... 169.19 Walled Garden Scheme (Invoice 955)... 72.00 The purchase of an additional Jubilee mug for a child who had not previously received one was approved. The cost will be about 7. It was also resolved that Councillor Long should purchase plants to a value of 50 which can be used to fill the planters in the village. Councillors Smith and Price offered to help with the planting. 11.3 Monies received prior to, or at this meeting. The following receipts were recorded: Harrogate Borough Council (Precept 2 nd Part)... 2000.00 11.4 External Auditor s opinion on the 2011/12 accounts. The External Auditor s opinion was that: On the basis of our review, in our opinion the information contained in the Annual Return is in accordance with the Audit Commission s requirements and no matters have come to our attention giving cause for concern that relevant legislation and regulatory requirements have not been met. 11.5 Mid-year financial reports. These showed that half-way through the year the Parish Council was quite significantly over budget. This was mainly because of extraordinary expenditure on Jubilee mugs, the village hall hoover and leaving gifts. However, with particular reference to the mugs, it was recognised at the time that this purchase would be taken from the Council s reserves. In terms of ordinary expenditure the Parish Council is likely to finish the year on budget as overspends on the Clerk will be counteracted by underspend on maintenance. Income will be as expected. The Council currently has unallocated reserves of 1,873.81 which as expected are slightly on the low side, but likely to balance out by the end of the year and be more in line with expectations. 12. COUNCILLORS REPORTS Councillor Price commented on the problem of cold callers. The Clerk will investigate whether no cold caller type stickers to deter such visitors can be obtained and distributed. 13. NEXT MEETINGS The next meeting was confirmed as being on 17 th December 2012. A planning meeting will be held, if necessary, on 19 th November. Page 5 of 6
Meeting closed at 21.46 hrs. These minutes were recorded and prepared by Iona Taylor, Clerk to the Parish Council. SIGNED:... (Chairman) DATE:... Page 6 of 6