Minutes of a meeting of Strensall & Towthorpe Parish Council held on Tuesday 8^th April, 2008, in the Village Hall

Agenda Item 1 – Attendance: Parish Councillors, P. Jesse, P. Hogg, K. Marquis, R. Plant, Miss. E. Blacklee, J. Scott, D. Baxter, J. Ord, A. Swales and I. Cuthbertson

Agenda Item 2 – Apologies for absence – Apologies for absence were received from Parish Councillors P. Coverdale, C. Dunn and Mrs. J. Smith

Agenda Item 3 – To approve and sign the minutes of the meeting held on 11^th March 2008 – The minutes of the Parish Council meeting held on 11^th March 2008, having previously been circulated, were considered. On the proposition of Cllr Plant, seconded by Cllr Marquis, it was unanimously agreed that the minutes be approved and signed by the Chairman as a true record of that meeting.

Agenda item 4 – Matters Arising from minutes of 11^th March 2008

Parish Council Vacancy – Towthorpe Parish – Cllr Jesse reported that notices had been posted on the notice boards regarding this vacancy. Confirmation of the next stage of the process to fill this vacancy was awaited from City of York Council.

Agenda Item 5 – Police Report –Cllr Jesse referred to the Police Report issued with the Agenda and reported that Strensall and Towthorpe was soon to be an Alcohol Free Zone. Cllr Jesse agreed to contact John Lacy, the Licensing Officer regarding the proposed notices as the Parish Council felt that the draft notices which had been received from John Lacy needed to be more informative and precise. A member of the public asked whether this ban would apply to the army camp, but it was felt that this was MOD responsibility. Cllr Jesse agreed to clarify this matter with City of York Council. It was agreed that all future correspondence in relation to the Alcohol Free Zone would be copied to the Camp Commandant. Cllr Jesse referred to a multiagency week of action for North York, which would run under the banner of ‘Operation Dawn’ from 21^st April to 26^th April. This would include participation from Safer York Partnership, CYC Housing, Neighbourhood Management, North Yorkshire Fire & Rescue, CYC Environmental Protection Unit, Educational Welfare, CYC Street Environment, Trading Standards, CYC Youth Services, DVLA, Court Enforcement Officers, CYC Licensing and North Yorkshire Police. A Meeting at York Police Station was to be held tomorrow, and this week of action would be made public through The Press, Posters and Newsletters.

Agenda Item 6 – Councillors Reports:

Highways – Cllr Marquis’s report had been issued with the Agenda and was approved. Cllr Marquis said there was nothing to add to the report. Cllr Jesse reported that work had been carried out on Flaxton Road recently when the level of the road had been raised to try and alleviate the flooding problem.

Village Traffic Study – Cllr Hogg said there was nothing further to report.

Street Lights – Cllr Marquis’s report had been issued with the Agenda and was approved. Cllr Marquis said there was nothing to add to the report.

Play Equipment – Cllr Scott confirmed that he and Cllr Baxter had inspected all the play equipment and all seemed satisfactory at the moment. The Playdale account for the work recently carried out had been paid last month and would be shown in the accounts for this month.

Environment Committee – Cllr Scott reported on the Parish Emergency Plan. A draft plan had been produced by City of York Council for the Parish Council to debate in readiness for the next draft. Cllr Scott said this was a very well prepared document and the Environment Committee needed to meet again to go through this. Cllr Marquis requested that the document be made available at the PAM.

Cllr Scott said he had had a request from a resident to put ‘wings’ on the bus shelters in York Road as residents using the bus shelters had been affected by the recent winds. However due to the position of the bus shelters in relation to the footpaths etc it was not feasible. Cllr Jesse reported that he had been contacted by Angus Young, the Street Environment Officer regarding litter in and around the village. Cllr Jesse was to report back with specific areas which needed attention for both litter and graffiti. The areas suggested were Flaxton Road, York Road, Durlston Drive, and the footbridge. Following requests regarding Parkgate bus terminal and the shops at Barley Rise, the meeting was informed that both areas were privately owned and could not be included in a ‘litter pick’ or graffiti removal.

Open Spaces – The two trees on Northfields (The beech tree at the front of the playingfield and the horse chestnut on the corner of Northfields) was discussed. It was agreed that the TPO Officer at City of York Council be contacted and requested to provide a list of qualified arboriculturalists. However previous contacts with the TPO Officer at City of York Council had established that it was City of York Council’s view that the horse chestnut was privately owned and was in a Conservation Area. The beech tree was not in a Conservation Area and was not the subject of a TPO Order. With regard to grass cutting, it appears that there is some confusion with the grass cutting at Durlston Drive as the Parish Council contractor had been to but the grass last Friday and this had already been done the previous day by the Sports Association previous contractor. Cllr Jesse had spoken to Martin Shepherd who was to speak with Andy Wincup to establish the situation. Cllr Marquis agreed to keep the Parish Council contractor informed. Cllr Jesse reported that Cllr Marquis had walked the two new footpaths with City of York Councillor Janet Hopton and two judges for the York Design Awards. The footpath to the cemetery could not be linked up until the situation with the Tannery was resolved.

Youth – Cllr Jesse said a meeting was to take place with the Robert Wilkinson School Governors on 1^st May to discuss Youth provision. A member of the public who runs a youth facility at Hurst Hall gave an informative report on this provision, including working with City of York Youth Services and Global. She said it was not just for the military but for all the community and had an attendance of around 70 on a Thursday night with only approximately 15% attending from the military and the rest from the community, but this venture really needed more volunteers. The MOD provided the building and her wage but not the facilities and they had recently been turned down for funding by City of York Council. Cllr Marquis asked if there was anything specific they were looking to fund at the present time. It was agreed that all this information would be put into an email to Cllr Jesse with a copy to the Clerk, including any requests for funding, so that the Parish Council could look at taking this forward and helping the youth facility in any way they can.

Bus Shelters – Cllr Swales said all the bus shelters were satisfactory at the moment. In view of the recent First York timetable changes he had not replaced the timetable on the bus shelter at York Road. The part funding for the repairs to the shelters on Strensall Road had not yet been received.

Cemetery – In the absence of Cllr Coverdale, Cllr Jesse gave the report. He reported that the Cemetery Committee had met on 17^th March 2008. The following proposals and recommendations were put to the Council.

1. There would be no increase in charges this year.

2. The cemetery accounts would be administered under the same regulations as the Parish Council general accounts, and this would be included in the Rules and Regulations.

3. It was proposed to transfer an amount of £10,000.00 from the Cemetery Accounts into a Bond which would attract interest.

4. With regard to the offer of a seat and 2 cherry trees from a resident in memory of his wife, the Committee approved the offer of a seat to be placed in the cemetery and a cherry tree to be planted outside the cemetery, but did not agree to the planting of a cherry tree in the cemetery. However bulbs planted around the seat would be acceptable. (The Clerk had spoken to the resident concerned who was more than happy with the situation and agreed to contact the Clerk when he was ready to place the seat and plant the cherry tree).

5. There were slight changes to the wording of the rules and regulations to incorporate the following:

Page 2 – Interments – Headstones: “charge for inscription £12.00” – should be “charge for additional inscription £12.00”

Page 2 – Cremated Remains – Children – “in designated area £25.00” – should be “in designated area/existing grave £25.00”

Page 2 – add the note regarding the cemetery account financial regulations.

Page 3 – Applications for Interments – Item 2) should be amended to include “together with all necessary legal documentation”.

Page 4 – Cemetery Rules – Item 4) – should add “all measurements are approximate”.

Note: the above changes had come about following queries from residents and others.

Cllr Marquis reported on the advantages and implications regarding the transfer of £10,000.00 into a Bond.

On the proposition of Cllr Marquis, seconded by Cllr Plant, it was agreed that the above report to accepted and the necessary above actions taken.

York Pride – Cllr Jesse reported that there was a Ward Committee Meeting tomorrow night and requests had been made from Jennifer Stanley to provide information on this years current spending from Ward Committee Funds. Cllr Marquis had taken photographs of the fence at Durlston Drive and the war memorial. Cllr Swales asked if the gates would be locked at the time shown on the notice. Cllr Jesse confirmed that this will be done by Martin Shepherd. A member of the public expressed his concern at the dispersal of youths. Whilst agreeing that the fence was necessary he was concerned about the youths now using the area of land between Woodleigh Close/Chaldon Close and the River Foss and asked if the notices on this area included the banning of ball games. It was felt that the current notices did not include this as they were specifically to ban travellers from using the area. However the resident agreed to monitor the situation, continue reporting to the Police and keeping Cllr Jesse and the Clerk informed of the situation by email.

It was also reported that the youth were now targeting the Tannery site.

Sports Association – Cllr Jesse reported that a Meeting had taken place on 20^th March 2008, at which around 20 people attended. A Committee was formed with Tracey Dixon, Chairman, Martin Shepherd Treasurer and Ian Cuthbertson Secretary. Another meeting was to be held shortly and an AGM was to be held early in May. A survey had been carried out of the building providing an estimated cost to carry out repairs. The tender for repairs would be done direct by the Sports Association. Cllr Marquis reported that there were notices on the notice boards advertising football training on a Saturday morning. . With regard to the lease a second meeting between the Parish Council and City of York Council was awaited to discuss and establish the next steps to be taken.

War Memorial – Cllr Plant reported that he had arranged for a Monumental Mason to come and look at the War Memorial and give a price for renewing the lettering on the War Memorial. Once this is done we can go out to tender and then approach the War Memorial Trust and City of York Council for funding. It was his aim to get the lettering renewed and the War Memorial cleaned before Remembrance Day this year.

YLCA – Cllr Jesse reported that there was a meeting next Monday with the Chief Executive of City of York Council.

Agenda Item 7 – Finance

General Account: Code inc VAT Ex VAT

Expenditure:

Clerks salary £372.45 £372.45

Strensall and Towthorpe Village Hall £390.00 £390.00

City of York Council - £4,168.90 £3,548.00

York Open Planning Forum £20.00 £20.00

Income:

Strensall & Towthorpe Sports Association £10.00

Cemetery Account:

Expenditure: NIL

Income: £20.00

Cllr Marquis proposed that a sum of £10,000 be transferred from the Contingency Account into a bond for 1 year and £15,000.00 from the 14 day Business Account into a bond for 6 months similar to the cemetery account

On the proposition of Cllr Swales, seconded by Cllr Plant, it was agreed that the above accounts be approved and the transfers of funds into bonds be made.

Cllr Marquis reported that the Double Taxation claims had now been produced to City of York Council and to date no requests for clarification of information had been received from City of York Council.

Cllr Marquis reported that the Financial Accounts for the year ended 31^st March 2008 should be with the auditors by 31^st July 2008.

Thanks were expressed to Cllr Marquis for all his work with the accounts.

Agenda Item 8 – Planning – To receive and approve the report of the Planning Committee held on 25^th March 2008 and 8^th April 2008

25^th March 2008 Cllr Hogg gave the following report.

1. Attendance: Parish Councillors: P. Hogg, Miss E. Blacklee, J. Scott, J. Ord, P. Jesse, D. Baxter, K. Marquis, and I Cuthbertson

2. Apologies: Apologies for absence were received from Parish Councillors, R. Plant and P. Coverdale.

3. Declarations of Interests: None

4. Planning Applications:

a) 08/00508/FUL – 3 Fold Walk – single storey pitched roof extension to side – the Parish Council had no objections providing neighbours were consulted.

5. Decision Notices received from City of York Council:

Ref: Location CYC Dec. PC Rec:

None

Appeals:

07/01942/FULM – OS Field 3000 Lords Moor Lane – erection of organic free range egg unit (1061 sqm)

07/01943/FUL – OS Field 2000 Lords Moor Lane – siting of a mobile home as a temporary agricultural dwelling.

05/00624/EXT – OS Field 3000 Lords Moor Lane The appeal is against the decision of City of York Council as Local Planning Authority to serve an enforcement notice.

It was agreed that the Parish Council would write to the Inspector regarding all three above appeals.

6. Any other business:

Planning updates as available:

The Firs – Lords Moor Lane – a copy of the lease had been sent to City of York Council and a response was awaited.

8^th April 2008

Cllr Hogg gave the following report

1. Attendance: Parish Councillors R. Plant, K. Marquis, P. Jesse, D. Baxter, J. Scott, Miss E Blacklee and J. Ord

2. Apologies: P. Coverdale

3. Declarations of Interests: Cllr Marquis declared an interest in the application for 8 Redmayne Square

In the absence of Cllr Hogg, Cllr Plant chaired the meeting until Cllr Hogg was available. It was therefore agreed that item 4b on the agenda should be taken first.

4. Planning Applications:

b) 08/00572/FUL – 8 Redmayne Square – Part two storey and single storey pitched roof rear extension, pitched roof detached garage. The Parish Council had no objections providing all neighbours including no 1 – 9 Heath Ride were consulted and their views taken into account.

Cllr Hogg arrived after completion of this item and then chaired the meeting for the rest of the agenda.

a) 08/00408/FUL – Manor Farm, Towthorpe Road, Haxby – two storey extensions to rear - The Parish Council has considered this application and believe that the proposed alterations to the main farm buildings are going to improve the site. However, any alterations must be in keeping with the Conservation Area and all neighbours must be consulted.

However, having said that we cannot recommend approval by City of York Council of this application until the questions of the other additional access, garaging, turning circles etc have been fully explained.

We are aware that the application for a second access has been submitted. It is apparent from these plans that the existing access will not allow any access to the northern end of the site. This must be considered by the City of York Planning Committee before any decision can be made on this application.

Your attention is drawn to our letter regarding the planning application requesting a site plan covering all proposals likely to be made for this site.

There is evidence that demolition work has been carried out on outbuildings and the Parish Council would like to be advised by City of York Council what the situation is.

5. Decision Notices received from City of York Council:

Ref: Location CYC Dec. PC Rec:

None

6. Any other business:

Planning updates as available:

08/00029/FUL – 11 Church Lane – withdrawn.

Cllr Hogg reported on the Local Development Framework Plan and proposed to distribute this among Councillors so that it could be fully discussed at the next meeting.

Cllr Hogg reported that a request had been received from Ben Baldwin to remove the notice board from the Manor Farm buildings at Towthorpe. It was noted that Mr. Baldwin was not the owner of these buildings. It was agreed that members of the Parish Council would investigate this request.

The Clerk reported on Development Control Seminars to be held in April and May at the Guildhall, York.

The Firs – Cllr Marquis proposed that YLCA be asked to investigate this situation with particular regard to the lease as City of York Council had indicated that they could not advise the Parish Council, although they were the land owners. Cllr Marquis and Cllr Jesse requested copies of the lease.

Agenda Item 9 – Involvement with Robert Wilkinson School – see minute on Youth

Agenda Item 10 – Publicity – Website Cllr Marquis reported that the website was satisfactory. The Parish Vacancy for Towthorpe would be notified on the Website. A draft copy of the PAM notice was presented to the meeting. On the proposition of Cllr Marquis, Mrs. Harland would be requested to include Tracey Dixon as Sports Association Chairperson on the Notice. Cllr Plant was to put a note in Outreach regarding the PAM, and the Parish Council vacancy.

Agenda Item 11 – Chair/Clerk/Councillor Training – Nothing at the moment.

Agenda Item 12 – To consider correspondence received

Cllr Jesse reported on a letter from the Standards Board representative from Parish Council’s.

Affordable housing – a copy of the notice to be put on the notice boards and an article to be distributed around residents had been received from Carolyn Vaughan with a request that the article be put in Outreach. It was agreed that the notice could be put on the notice boards, but Cllr Plant had passed the article onto Rev. Martin Harrison and Maria Fenn as it was felt that the poster cannot be handled by Outreach. However it was the decision of Martin Harrison and Maria Fenn as to whether the article, which included the survey, was suitable for distribution with the Outreach.

The Clerk reported on a petition received from Cllr David Scott at City of York Council regarding the reinstatement of the £40.00 bus tokens.

---o0o---

Date and time of next meeting – 12^th May 2008 in the Village Hall – 7.00p.m.

Signed……………………………………………….

Chairman

Dated…………………………………………………

April 2008 Reports

Highways

CoYC have been advised by email of numerous problems including state of the highway and flooding potential following the recent but not heavy rain. A response was requested indicating what their action will be but to date none has been received.

The Parish Clerk reported damage to a BT access cover on Brecks Lane on Thursday 20^th March. CoYC responded by covering the damage and BT have since replaced the damaged cover.

A small section of Flaxton Road has been resurfaced near Common Road level crossing to alleviate flooding of the highway in that area.

Street Lighting

Nothing to report.

Open Spaces

Concerns were expressed about the condition of some trees in the parish. Darren Baxter removed a tree leaning dangerously over Lords Moor Lane and has been requested to provide a report to the Parish Council regarding the beech tree on Northfields open space area.

City of York Councillor Janet Hopton and two judges from the York Design awards were shown the cemetery footpath and were given details of the history of the work accomplished together with our expectations once the Tannery site development is concluded. The party then proceeded and walked the Flaxton Road path from Moor Lane to Lords Moor Lane. Again they were given details of the concept of the project and how it had progressed to date.

Keith Marquis

Finance

Double Taxation claims for what was considered to be “allowed” expenditure items during 2006/2007 and 2007/2008 have been lodged with City of York Council and their response is awaited.

On a recent visit to HSBC to transfer monies between the Parish Council funds to meet anticipated expenses as detailed at the March meeting it was pointed out, by the bank staff, that the cemetery funds were not earning any interest. The Cemetery Committee were asked to consider transferring some of the reserves to a bond for a fixed period which would earn, the amount invested, interest during that period.

Following the recommendations of the Cemetery Committee to transfer some of the Cemetery funds to a bond arrangement further information has been obtained from HSBC and the choices are to invest £5000 or more for a period 3 months or longer ( up to 3 years) and interest at the rate fixed at the start of the period would be earned either at the end of the period or paid into the current account at regular intervals for periods over 6 months. The currents rates payable are: 3 months – 4.21% AER, 6 months 4.30% AER and for 1 year would be 4.40% AER.

Councillors are requested to give their opinion on this arrangement.

The amount invested plus the agreed interest will be repaid to the original account at the end of the period. The only “risk” is that if the interest rates rise during the period of investment the improvement will not be considered until the bond investment is renewed at maturity and then the rate applicable at renewal will be applied to the new period of investment. Similarly if the rates are reduced then the rate at the start of the period will continue unchanged. At the end of each investment period we will receive an offer from the bank to reinvest at the prevailing rate at the time of the new period.

The interest paid compares with less than 3.00% for our other interest bearing accounts and perhaps we should also consider a similar arrangement for our Money Manager (Contingency Fund) and 14 Day Notice (Reserves).

Keith Marquis

Sports Association Report for April PC meeting

The EGM was held on March 20^th and a full committee was formed. Their first meeting will be soon and the AGM is planned for early May.

The next step is for all parties to again meet with CYC to clarify how the PC legally withdraw from their current lease.

The fence at Durlston Drive is scheduled to start on Wed 2^nd April. (the area for the fence having been cleared at a cost of £250 + VAT, paid for from the CYC grant of £13,900)

The survey of the building has taken place. The numbers quoted are very high.

Peter Jesse

Chairman.

POLICE WARD REPORT MARCH 08

Haxby / Wigginton

There were a total of 22 crimes in the area, 15 in Haxby and 7 in Wigginton. The pattern of random criminal damage has continued although it is 62% down on the same period last year. Overall Crime is down 33% on the area compared to the same period last year. Three offenders have been charged to appear in Court and one issued with a Fine.

Strensall

There were a total of 23 crimes in the area, 3 of which were Stockton Hall related incidents, the others were spread across different crime titles. The team has continued to focus on known individuals on the ward and criminal damage is down 65% compared to the same period last year. Overall crime is down 29% in the ward compared to last year.

There is no date confirmed for the designated no alcohol zone in Strensall as yet, but it should be operating by late April. We are awaiting the final dates from the licensing department at The City of York Council and the media will be used to publicise the zone once it goes live.

Earswick

There were no incidents of note in Earswick this month but the team continue to patrol the area on a regular basis.

Stockton on forest

One crime was reported in the village this month. A stable was broken into and a petrol can was stolen. Again the team continue to provide a regular uniformed presence in the area mainly in the form of PCSO Scott on his cycle. Please look out for him and speak to him when you see him around.

Rawcliffe / Clifton Without / Clifton Moor

The hard work by the team issuing Smartwater packs throughout the Clifton Moor area has paid dividends this month with burglary other down 62% compared to the same period last year. Autocrime is down 75% year on year and crime overall has been reduced by 49%.

Anti Social Behaviour and related offences are still a concern for the team although criminal damage showed a slight decrease of 6% compared to last year. A lot of work has been done by the team to identify individuals responsible for this behaviour and they will be targeted over the coming months. Theft is still an issue on the area but high visibility patrols and the deployment of the Mobile Office on the Retail Parks have helped reduce theft by 50% in March. This work will continue into the Summer.

Skelton –

There were 2 crimes recorded in Skelton in March, one a domestic incident and the other a theft of a motor vehicle. The team continue to patrol the area and the Mobile Office was deployed in Skelton this month.

Other matters

Operation DAWN will be carried out from April 21^st – 26^th Inclusive. This will be a week of action across the North of the city including your areas. The operation will involve the police plus lots of other agencies such as Street environment, DVLA, Warrants officers, Housing and RSPCA all of which will work to reduce crime and improve issues effecting where you live. The results of the operation will be sent to you in the April report.