Minutes of a meeting of Ingleby Arncliffe Annual Parish Council held on Thursday, 30 November 2017 in Ingleby Cross Village Hall, started at 7:00 pm Chair Responsible Financial Officer Councillors County Councillor District Councillor Clerk Members of the Public Councillor C Walley ( ) Councillor H Warhurst ( ) R Eastham ( RE ), G Hunter ( GH ) D Shaw ( DS ) B Griffiths ( BG ) D Hugill ( DH ) S Stephenson ( PC ) L Alderson (PCC), R Rowling, T Roy, M Ryder Min. No: 17/100 To Receive Any Apologises for Absences by an Elected Member No apologies received. 17/101 To Approve and Sign the Minutes of the 28 th September 2017 Council Mtg. It was resolved to approve and sign the minutes of the 28 th September Council Meeting; GH proposed and RE seconded. 17/102 To Note Any Declarations of Business (or other) Interests by Elected Members None were declared. 17/103 Police Report The contents of the reports dated 26/10/17 and 23/11/17 were received. It was noted that the October report was inaccurate, and the Neighbourhood Watch representative agreed to contact the Police for clarification. 17/104 Opportunity for Public Participation Comment was passed on contribution and commitment to the Parish Newsletter and Parish emails shown by. The meeting recorded its continued appreciation of her endeavours. 17/105 Neighbourhood Watch Report Further to the Police Reports nothing further to add Business Items brought forward: 16/08 The North Yorkshire Fire & Rescue Service ( F&R ) The Chair reported that no further action had been taken to date and an update will be presented at the next meeting. 16/10 Neighbourhood Plan GH gave a brief resume of progress to date: The first draft of the Neighbourhood Plan is currently being compiled. A specialist Consultant to be appointed to assist with producing the Neighbourhood Plan. Two companies have been asked to bid based on the work already produced by the Steering Group. The HDC Grant available to cover these costs will be applied for in the next financial year (18/19). 16/22 Speeding in the village in particular reference to Cross Lane Resp. NW Page 1 of 7
The Chair received a letter dated 24/11/17 from 95 Alive, North Yorkshire Police Traffic Bureau stating that speed data had been obtained for Cross Lane and further information will be forwarded once the data had been analysed. 17/17 Primary School As previously reported the school will officially close 31/12/17. and Mrs Alderson have both had separate discussions with the Bishop of Whitby during which it was confirmed that the Diocese will maintain responsibility for the upkeep of the building and would welcome proposals from the Parish as to its future use with particular reference to community use. It was agreed that GH will write again to the Diocese reminding them of the NP Steering Group s continued interest in the future of the site and request that the Steering Group be kept updated of the Diocese intentions. The Parish Council agreed to make a request to HDC for a Tree Preservation Order ( TPO ) for several of the trees within the school grounds. Mrs Alderson was asked to make sure the Diocese was made aware of the Council s application for TPOs. 17/27 Retention of Council Publications The requirement to provide copies of the Parish newsletters to the British Library will be completed by the end of the year. The County Archives office to be contacted to enquire if they, also, would like copies. 17/60.1 Adoption of Social Media Policy The Chair asked that any comments be emailed to him and an amended draft will be reviewed at the next meeting 17/60.2 Adoption of Risk Assessment Statement The Chair asked that any comments be emailed to him and an amended draft will be reviewed at the next meeting 17/79 Village Parking with particular reference to Ingleby Cross Following a discussion by the Councillors and a local resident it was agreed that: Consideration to be given to the current Parking Notices attached to residents properties to make the wording stronger and the overall size larger; The Chair will speak with the coffee shop manager over cars parking directly outside of his premises; The Chair to approach Arncliffe Estate regarding possible parking on field adjacent to the Blue Bell NYCC Highways Dept. be contacted re small strip of land at end of IC. 17/80.2 Parish Clerk Pension Scheme Letter dated 09/11/17 from The Pensions Regulator received confirming that the Parish Council has completed a declaration of compliance. 17/81 Robert Pilling s map reported that Mr Pilling had donated a map of the village, hand drawn in the 1950 s whilst he was still at school. The map has been lightly restored, digitised and two copies made by the County Records office at a cost of 51.20. One copy was given back to Mr Pilling and he contributed 21.00 towards the cost. to be reimbursed for paying the Invoice in the interim. GH RE/ All All Page 2 of 7
17/82 All Saints Church Parochial Church Council Mrs Alderson reported that the PCC wished for greater liaison with the Parish Council and that she would be the contact. 17/86 Remembrance Day 2017 The Councillors requested the PC write to Mr Alderson thanking him for playing the Last Post on Remembrance Day. New Business Items 17/106 North Yorks Moors National Park Authority The Chair had responded by letter to the Consultation Local Plan. DH requested to be copied in to all correspondence and he will then arrange a meeting between the Council, HDC Planning Dept. and the head of NYMNPA planning to discuss the Neighbourhood Plan and the ambiguities presented due to the Parish being bound by two Planning Departments. 17/107 Grass Verge Damage Concern has been raised by Parish residents regarding the amount of damage to the grass adjacent to the Water Tower and other verges within the village, particularly by HGV s and agricultural vehicles. NYCC Highways Dept, to be contacted for advice. 17/108 Recreation Area Inspection concerns Following the annual inspection of the play area it came to light that the company hired to undertake the inspection were not suitably qualified. The organisation s invoice was held and would not be paid. Another firm has been approached and a new inspection organised. The ZIP Wire had been immobilised to prevent use until re-tensioning and further safety checks have been carried out. 17/109 Donation Requests It was agreed that the following donations would be made: i) Citizens Advice Bureau - 50. ii) Row for Victory - 25.00 17/110 Dog Fouling Problems with dog fouling on the footpath to the Recreation Area have continued for the last 2 months. Efforts to remind dog walkers of their responsibilities to clear up will continue. Signs and ground marker spray paint is used. Discussions with individual dog walkers have been held to encourage compliance. The HDC Dog Warden is kept informed and advice on the use of CCTV has been requested. The issue will be highlighted in the next Parish Council Newsletter. 17/111 Christmas Tree & Community Carol Singing event It was agreed the Carol Singing would take place 21 December at 7pm outside the Blue Bell: Christmas Tree to be acquired from Whitegates Nursery at a cost of 85.00 delivered. Mr Eastman, RE & GH to erect the tree The Chair to liaise with the Blue Bell on refreshments Mrs Rowling to be asked to provide music for Carol Service Tree lights and Hymn Sheets provided PC NW RE / GH Page 3 of 7
Planning Applications 17/112 Replacement external door at Village Hall, Ingleby Cross Application approved by the Council. Correspondence and Meetings 17/113 Report on Correspondence received, and Meeting attended by Councillors The meetings and correspondence listed in Appendix A was duly received. reported that she also attended the Stokesley & Villages Community Group meeting. The Chair gave a brief resume of the Hambleton Parish Liaison meeting, 16/11/17 attended by himself and GH. Finance 17/114 Parish Precept 2018/18 The RFO presented a forecast of Council expenditure for financial year 17/18 of 7,132 compared to the budget of 6,210. The cost increases are anticipated to arise for extra grass cutting costs of 320 and recreation ground costs of 465. The RFO also presented a budget for financial year 18/19 of 7,055. The budget was approved, and the meeting then considered the Precept level for Financial year 18/19. Following discussion by the Councillors it was agreed that the Parish Precept be reduced by 400.00 for 2018/19 from 5,900 to 5,500 in spite of the higher level of budgeted expenditure for financial year 18/19. The reduction arising from the need to bring the Council s reserves down to a level justified by the Council s assessment of what a reasonable figure should be for its contingent reserves. (Report attached App A, sets out the Council s view on reserves.) The contingent reserve level will be reviewed again in December 2018 in the light of estimated 2018/19 expenditure and the level of reserves deemed appropriate at that point in time. 17/115 Bank Account Reconciliation The RFO presented the report (as attached App B) to the Councillors, which was duly approved. It was agreed that 250.00 be donated to the Village Hall for hosting its Council meetings.. 17/116 To approve payments of any accounts falling due Payments falling due were received and duly approved. As attached RFO report. 17/117 Amount of VAT to be recovered (or recovered) since the last meeting None 17/118 District Councillor s Report The District Councillor, DH, submitted his report: The refurbished Northallerton Leisure Centre Fitness Suite reopens 12/12/17. The Community Awards are now open for nomination. The NYCC Locality Budget finalises in February. Grant request should be submitted as soon as possible. HDC have replied to the resignation of all members of Maunby, Newby Wiske & South Otterington Parish Council. Page 4 of 7
17/119 County Councillor s Report The County Councillor, BG, submitted his report. Third phase of Broadband roll-out on schedule. Health & Social Services Seminar to be held. 17/120 Closing Chair s remarks The Chair reiterated the requirements of the Neighbourhood Plan and the need to keep pressure on HDC regarding the Local Plan. DH was unable to provide an answer on when HDC s new Local Plan would be completed. 17/121 Date of Next Meeting It was agreed the next meeting will be held on 25 January 2018 at 7:00pm The Meeting Closed at 9:05pm Appendix A Parish Precept report Page 5 of 7
Parish Council's Cash Balances Defibrillator Fund Transparency Fund 1,679 Retained for a replacement of a defibrillator. 500 Retained for training and Clerk's laptop and scanner. Reserves: 1 Contested election cost 4,000 2 Addl Costs and/or price increases on following year's planned expenditure 705 3 Adverse winter weather above budgeted 300 provision in planned expendture 300 4 Contingency for the termination of Parish Clerk notice period 300 5 Contingent reserve based on 2.5% of the Parish's assets 1,488 Total Reserves 6,793 Compare Total Reserves to Projected Cash Balances at 31st March 2019 Forecast Cash Balance at 31st March 2018 9,169 Add budgeted excess cash spend at 2017/18 precept level for 2018/19-525 Add agreed reduction in Parish Precept for 2018/19-400 Projected Cash Balance at 31st March 2019 8,244 Surplus of Projected Cash Balance versus Reserve Calculation 1,451 Page 6 of 7
Appendix B Page 7 of 7