Minutes of a meeting of Strensall & Towthorpe Parish Council held on Tuesday 10^th June, 2008 in the Village Hall, Strensall

Agenda Item 1 – Attendance - Parish Councillors P. Jesse, K. Marquis, R. Plant, Miss. E. Blacklee, , A. Swales, I. Cuthbertson Mrs. J. Smith, P. Coverdale and I. Smith, and Ward Councillor Mrs. S. Wiseman.

Also in attendance were 3 members of the public.

Agenda Item 2 – Apologies for absence – Cllr Scott, Cllr Ord.

Apologies were also received from Mrs. Tracy Dixon, Sports Association.

Agenda Item 3 – To approve and sign the minutes of the meeting held on 13^th May 2008– The minutes of the Parish Council meeting held on 13^th May 2008, having been previously circulated were considered. On the proposition of Cllr Marquis, seconded by Cllr Plant, 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 13^th May 2008

Vacancy for Strensall Parish Council and Vacancy for Towthorpe Parish Council – Confirmation had been received from City of York Council that the Parish Council could now make arrangements to co-opt two members to fill these vacancies, and notices had been placed on the notice boards. An application had been received from Mr. John Chapman. It was unanimously voted to co-opt Mr. John Chapman onto the Parish Council to fill the vacancy on Strensall Parish Council. Mr. Chapman duly signed the necessary forms. The vacancy for Towthorpe Parish Council was still to be filled.

Agenda Item 5 – Police Report – The Police Report for May 2008 having been issued with the Agenda was considered. However, the Parish Council expressed concern at their disappointment with the Report and said they felt that the Police presence had diminished since the notices were put in place for the alcohol ban. A resident complained about the problems she was experiencing with youth since the fence at Durlston Drive had been erected. She had had her fence damaged twice since the Sports Association fence had been erected but was extremely disappointed with the Police reaction to her complaint and on the second occasion she did not get a response to her telephone call and gave up in the end. Cllr Jesse had spoken to Martin Shepherd to see what could be done about this problem. Cllr Marquis said he had received a report from a resident in Durlston Drive regarding alcohol being taken onto the Durlston Drive site during the day and hidden in bushes. Cllr Smith agreed to advise the Police of this report. Cllr Jesse said the Mobile Police Unit would be in Strensall on 9^th July and invited members of the public to visit the unit. Cllr Smith also reported that one of the shops had been selling alcohol to underage youth. Ward Cllr Sian Wiseman that since the new licensing laws had been introduced the City of York as a whole were experiencing problems with underage drinking and drunkenness. She also expressed her disappointment with the Police Report and said she was disgusted with its format and also felt that there was reduced patrolling of areas at the present time. She said she backed the Parish Council fully with their concerns of lack of police presence in the village and unhelpful responses by control room staff when the neighbourhood team were not on duty.

Agenda Item 6 – Councillors Reports:

Highways – Cllr Marquis’s report, having been issued with the Agenda, was approved. Cllr Marquis said a few of the defects had been finalised but was to follow up the outstanding list.

Village Traffic Study – Cllr Blacklee said there was nothing to report at the moment. The Clerk agreed to pass on the correspondence file.

Street Lights – Cllr Marquis’s report, having been issued with the Agenda, was approved. There was nothing to add to the report.

Play Equipment – Cllr Scott’s report, having been issued with the Agenda, was approved.

Environment Committee – Cllr Scott’s report, having been issued with the Agenda, was approved. Cllr Jesse reported that at the first meeting regarding the alcohol ban a cost of £400 was mentioned and the Parish Council had agreed to pay this. However it now transpired that the cost would be £2,600.00. However it had been noted at a recent YLCA meeting that no other Parish had to pay anything towards the costs of their alcohol ban. Cllr Marquis proposed that the Parish Council should write to the Safer York Partnership saying that although we did agree to pay £400 but are concerned of what we have heard since the Alcohol Free Zone was introduced in other City of York Council areas that no charge has been levied against Parish Council’s. This proposed was seconded by Cllr Plant and all agreed. A complaint had been received by the Clerk from the residents of No. 9 Westpit Lane regarding a fallen tree. However it was believed that the land in question was still in the ownership of Shepherd Homes and they had been informed of this. Shepherds had agreed to follow this up and then contact the Parish Council.

Open Spaces – Cllr Jesse reported that the Beech tree on Northfields had been felled last week and it was agreed that it would be replaced with a similar tree. Cllr Marquis agreed to speak to the Countryside Officer. Cllr Marquis said he had spoken to Russell Stone of City of York Council regarding the Dog Bin at Pasture Close. Russell Stone had also agreed to strim around street furniture. Cllr Marquis reported on the planted half barrels in York Road which were on trial for this year. If successful the scheme could be extended next year. Hanging baskets had also been placed in areas in the Village and these were sponsored by City of York Council. Russell Stone may consider using these planted areas as part of the York In Bloom if he wished to do so. Cllr Jesse said he had spoken with the ‘barrow and brush man’ who was working in the village yesterday. Cllr Chapman agreed to take on the responsibility of Open Spaces and Conservation. Cllr Chapman reported that a picnic table had been placed at the car park at Scott Moncrieff Road. However dog walkers had complained about youths using this facility, but no rubbish had been left round the table by the youths. (Cllr Coverdale left the meeting). Cllr Marquis thanked Cllr Chapman and Cllr Baxter for filling in the holes at the front of the goal net on Northfields. However a complaint had been received from a resident that the packing was too hard. With regard to the problems of youths playing football near properties at Pasture Close it was felt that a ‘five a side goal net might help to solve the problem. It was agreed to enquire about costs for the next meeting.

Youth – Cllr Jesse said that the Youth Services had met with Robert Wilkinson School Governors on how to manage a scheme if it happens, but there was no report as yet. Lynette Nelson gave a report on Hurst Hall. 2100 youth had been through the door in the last month and 12 children had been taken to Wales for a few days. The Youth centre was driven by what children wanted to do rather than what the youth workers wanted. Work was continuing on summer holiday programmes and the childrens committee had secured funding for allotments. Youth were attracted from areas of the village and they were working with Global. Cllr Jesse was still awaiting information on Global and what they actually stood for. Cllr Plant said he had an interest to declare in this matter regarding Global. Cllr Jesse informed the meeting that Global had requested use of Northfields on August 21st, 22^nd and 23^rd. It was agreed that this would not be a problem. Lynette agreed to provide the Parish Council with a business plan so that they would consider helping with financial costs.

Bus Shelters – Cllr Swales reported that all bus shelters were satisfactory at the moment. The bus stop sign at Knapton Close had been straightened Cllr Swales expressed concern at the length of time it was taking MOD to make a donation to the repair of the bus shelters at the army barracks. They had previously agreed (through Ben Baldwin) to pay 50% of the cost of the repairs carried out earlier in the year. After some discussion it was agreed that Cllr Marquis should continue trying to obtain this funding through Defence Estates. Cllr Swales agreed to contact First York regarding the bus timetable at the Melcombe Avenue bus shelter.

Cemetery – In the absence of Cllr Coverdale the Clerk reported that as far as she was aware there were no problems at the cemetery at the moment. However a resident complained regarding the missing section of footpath between The Village and New Lane. Cllr Jesse explained the situation and she agreed to write direct to City of York Council. Ward Cllr Wiseman agreed to take up the matter of the flooding at the end of New Lane which had occurred since Yorkshire Water had connected a water supply to the new allotments.

It was noted that The Tannery had been on fire again and it was agreed to contact City of York Council again about this.

York Pride – Cllr Marquis’s report, having been issued with the Agenda, was approved. The next Ward Meeting was to be held at Strensall on 9^th July, which would probably include a bar-be-que. Cllr Wiseman said that posters were being prepared and Jennifer Stanley of City of York Council would contact Cllr Scott regarding booking a room at the Village Hall.

Cllr Marquis said that Ward Committee Grants for the year 2009/2010 should be with City of York Council by 1^st August 2008. Any scheme nominations should be available for the next meeting.

Ward Cllr Wiseman agreed to contact Ryedale Housing Association regarding the state of the grass verges since the workmen had removed their work cabins.

Sports Association – Cllr Jesse reported that he and Cllr Ian Smith had attended the AGM and sub committee meeting last week. Officers were now in place and the next stage was to prepare a business plan. Cllr Jesse said the fence was now insured but there was still a need to close off the weak points and Martin Shepherd was to confirm whether all the snags had been completed. Cllr Jesse had contacted Network Rail to request that they heighten their fence to indicate the start of their property. However there reply seemed to indicate some misunderstanding and Cllr Jesse had spoken to them again. Cllr Ian Smith said the Sports Association needed to draw a line and find ways to move on and it was hoped that the business plan would allow this to happen. Cllr Judy Smith referred to the Parish Annual Meeting when Tracy Dixon gave a presentation on the Sports Association and Richard Ludlow gave a presentation on the School and Youth facilities and reminded the meeting that out of all the residents in the villages of Strensall and Towthorpe and all the publicity this had been given, there were only 2 members of the public present. Cllr Marquis said it had been agreed at the last meeting to respond to the letter from Philip Callow of City of York Council regarding the lease. Cllr Cuthbertson said the fence needed to be continued around the whole site. A resident complained that they had not been asked their views on the new fence at Durlston Drive. 120 letters had been sent out to say that the fence was going to be erected but the residents had not been given a choice or say in the matter. Cllr Plant said that the matter of the fence had been discussed many times over a period of many months. All meetings are published but no members of the public or residents or the Durlston Drive area had attended to express there concerns regarding the fence.

Cllr Cuthbertson said the finances of the Sports Association were not brilliant and he said the Sports Association had been badly managed in the past. He said reserves needed to be built up to repair the clubhouse, the next 6 to 9 months were going to be difficult and he wondered whether it could enough finance could be generated for these repairs. Cllr Plant said that for the last 15 years we have been trying to make the Sports Association an up and running organisation as it should be. We have made great strides and the situation with the fence was due to lack of funds. We should see what we can do now to resolve the residents’ problems. We are trying to make progress and we should work together in our aim. Cllr Cuthbertson said the Parish Council cannot walk away from the Sports Association lease [addendum 8^th July 2008 - “as the Sports Association and City of York Council are parties also involved with the lease”]. Cllr Wiseman said it would not be viable for City of York Council to take lease from Parish Council because of the financial situation. City of York Council will consider taking over after 2 years. Cllr Marquis said he could not comment on the lease aspect as he was not at the meetings where it was discussed with City of York Council. Cllr Plant said it was some time ago since we decided to retain the status quo. Cllr Marquis said the Parish Council had no finances available to support Sports Association activities. The money remaining in the Trust Fund was ring fenced for youth. The Sports Association had had their ring fenced amount from the Trust Fund sometime ago. Cllr Cuthbertson said a Fun Day was being organised for 13^th July. Cllrs Baxter and Ian Smith had agreed to help with this Fun Day.

War Memorial – Cllr Plant reported that he had received an estimate for cleaning the cross and plinths and relettering of the War Memorial and was to approach the War Memorials Trust and English Heritage to see if any funding was available. Cllr Baxter had recently swept the area.

YLCA – Cllr Marquis reported on a recent meeting. The Parish Charter Review was expected to be completed by 2^nd October. City of York Council were still challenging certain clauses in the Charter. Double Taxation was expected to be completed shortly and any payments due should be issued in this month. Clerks salary rates of pay negotiations were still ongoing. Planning – recommendations had been made to include a statement of water drainage problems in all planning application responses. Health & Safety – Parish Clerks working from home should have all electrical equipment checked. Cllr Marquis and Cllr Jesse to organise.

Agenda Item 7 – Finance

General Account: Code inc VAT Ex VAT

S. Walker – salary 101 £372.45 £372.45

J. Chapman - s/a £26.38 £26.38

K. Marquis - 306 £6.00 £6.00

Petersons Nurseries 306 £241.50 £241.50

M4 UK Ltd 306 £293.75 £250.00

With regard to the account from York Vale Fencing for the fence at Durlston Drive it was reported that the work was not yet completed satisfactorily and the account would be held over again.

Direct Debit Payments –

Carphone Warehouse – the clerk reported that since the 1^st April the following amounts had been paid:

Carphone Warehouse 102 £24.18 £20.58

Carphone Warehouse 102 £10.00 £8.25

Carphone Warehouse 102 £21.74 £18.50

Carphone Warehouse 102 £10.00 £8.25

Staples - 102 £123.34 £104.97

On the proposition of Cllr Marquis seconded by Cllr Plant it was unanimously agreed that the above accounts be paid.

Finance Meeting 2^nd June 2008 – Cllr Marquis gave the following Report.

Accounts for the year ending 31^st March 2008 – Cllr Marquis presented the accounts for the year ending 31^st March 2008. The Finance Committee had approved the accounts at the meeting on 2^nd June and Cllr Marquis proposed that the accounts, as presented, be approved by full Council, signed by the Chairman and Clerk and forwarded to Mazars. This proposal was seconded by Cllr Plant and was unanimously agreed.

Cllr Jesse reported that the Internal Auditor, Mr. Charles Harland, had resigned from this position, and the Parish Council were now actively looking to appoint a new Internal Auditor. The new Internal Auditor would be responsible for preparing the accounts for audit and for all other duties as carried out by Mr. Harland. A letter of thanks would be sent to Mr. Harland. Cllr Cuthbertson said he was aware of someone who may take on this role.

Cllr Marquis said it was anticipated that the reserves would fall significantly over the next year which could result in an increase in the precept for the following year.

Cllr Marquis said he was still working towards sorting out the Carphone Warehouse account, which was still in the incorrect name.

With regard to the Parish Council’s bank accounts for next year there would be additional accounts which would show the Bonds which had recently been taken out.

Cllr Marquis reported on the application for funding from the National Childbirth Trust group. It was possible to fund this request through Section 137 if the Parish Council so wished. After a long discussion it was put to the vote as to whether the Parish Council should support this group. The vote was: Support – 2 votes – do not support – 6 votes, abstention – 1 vote. It was therefore voted not to support this group.

Cllr Cuthbertson asked whether the Parish Council had ever been questions by Mazars regarding the level of reserves. Cllr Marquis confirmed that this has been the case in the past and Mazars have always been very satisfied with explanations given.

On the proposition of Cllr Marquis, seconded by Cllr Jesse it was unanimously agreed that the above report be approved.

Agenda Item 8 – Planning – To receive and approve the report of the Planning Committee held on 27^th May 2008 and 10^th June 2008

Planning Meeting 27^th May 2008

1. Attendance: Parish Councillors R. Plant, J. Scott, Miss E. Blacklee, P. Jesse, I Cuthbertson, K. Marquis and P. Coverdale.

2. Apologies: None

3. Declarations of Interests: Cllr Plant declared an interest in the planning application 08/0112/TPO Bonneycroft, 22 Princess Road and took no part in this application.

In view of the above declaration of interests, Cllr Scott chaired the meeting for the application 08/0112/TPO Bonneycroft 22 Princess Road.

4. Planning Applications:

a) 08/0112/TPO -Bonneycroft, 22 Princess Road – Fell sycamore (T3), Ash (T4), Hawthorn (T12), Laburnum x 2 (G1), Picea (G2), Birch, Oak, Chestnut, Apple (G3), Birch (G4), Cherry Trees (G5) Hawthorn (G6,G7), Crown lift Holly (G2), Holly and Oak (G4)trees protected by Tree Preservation Order CYC 53 – The Parish Council had no objections but the decision must be made by the TPO Officer and ALL neighbours must be consulted.

b) 08/00957/FUL – 1 Pulleyn Close – single storey pitched roof rear extension – no objections but expressed the Parish Council’s concerns over the loss of natural drainage. Neighbours must be consulted.

c) Martin House 20 Barley Rise – Change of use to sunbed/beauty salon (retrospective) – no objections but neighbours must be consulted.

5. Decision Notices received from City of York Council:

Ref: Location CYC Dec. PC Rec:

6. Any other business:

Planning updates as available:

Appeal – OSField 3000– ref 05/00624/EXT – APP/C2741/C/08/02064810 –Without planning permission, the change of use of the land from agriculture to a mixed use for agriculture; the stationing of a caravan occupied by a person as his residence; the storage of containers; the stationing of a wind turbine; the stationing of a touring caravan; the parking of a motor van; the stationing of a shed; the parking of private motor cars; the stationing of an aviary; and the parking of a trailer. The date for the hearing is 8^th July 2008 at The Marriott Room, York Library, Museum Street, York. The hearing will open at 10.00a.m. It was agreed that Cllr Cuthbertson would speak on behalf of the Parish Council.

The Firs – this was still ongoing.

Condition of St. Mary’s Church Hall, 1, Church Lane – this was being investigated by City of York Council.

Planning Meeting 10^th June 2008

1. Attendance: Parish Councillors R. Plant (Chairman), P. Jesse, K. Marquis, Miss E. Blacklee and P. Coverdale.

2. Apologies: Cllr Scott, Cllr Ord

3. Declarations of Interests: None

4. Planning Applications:

a) 08/01134/FUL – 8 Moorland Garth – Extension to side and rear incorporating dormer to front and rear of existing dormer bungalow. - no objections providing neighbours are consulted.

b) 08/01181/FUL – 4 Lynwood Close – Conservatory to rear - no objections providing neighbours are consulted.

c) 08/01129/FUL – Windrush, Flaxton Road – Single storey side extension to existing lounge (resubmission) – no objections providing this was within the allowed regulations neighbours are consulted.

d) 08/01210/FUL – Hoxne Farm Sheriff Hutton Road – This Parish Council believes that the development of Hoxne Farm site (or sites), is in the best interests of the public of Strensall. However, we are aware that the conditions imposed on the site owner by City of York Council on 12^th May 2006, in respect of planning application 06/01054/FUL, have not yet been fulfilled. Specifically surface water or foul water drainage provisions had not been complied with. In addition we are aware that the second access to the site is still a bone of contention, with enforcement action, although it is now part of this application. Before we can as a Parish Council give total approval to this application we must be assured that all conditions previously set have been complied with. The parish council also requests a condition of approval for this application that the developer/applicant should be required to consult with Yorkshire Water regarding the disposal of surface and foul water

The applicant was not at the meeting on 10^th June so we are unable to ask questions which are raised in the application, for instance where are horses kept now which are all to be kept on the new site. Is there any intension to use the cattery as accommodation for the custodian there?

We reiterate we do not want to stop this overall plan but we ask that the City of York Council on our behalf ensure the validity of all the proposed changes.

Although this application should be encouraged and we must now set our reservations on size of the footprint and height of the buildings and our insistence that the accesses are looked at by the Highways Department to prove to us they are adequate especially the distance between the highway and the access gates. Although the new access is part of the current application we understand that work was halted at this location by the Enforcement Officer.

We note that in effect the building of the cattery and store are effectively on a new open site. We therefore believe that there should also be an application for change of use.

The Parish Council recently recommended refusal of an application for a property opposite Hoxne Farm, namely Fieldholme, and this application (07/01680/AGNOT) was refused by City of York Council.

Owners of neighbouring properties must be consulted.

5. Decision Notices received from City of York Council:

Ref: Location CYC Dec. PC Rec:

08/00572/FUL 8 Redmanye Square Approve n/o

08/00752/FUL 3 Wood Close Approve n/o

08/00798/FUL 3 Brunswick Close Refuse n/o

Appeals –

APP/C2741/A/08/2073700/WF – (07/01455/OUT) – Construction of dwelling house, garage and toilet block – Potteries Lake, Pottery Lane, Strensall

The Clerk reported that since the Agenda had been issued the following information had been received:

08/00794/FUL 5 Northfields Approve n/o with reservations

08/01070/TCA Manor Farm Approve n/o but leave to TPO

Planning applications to be considered at the meeting on 24^th June 2008 –

08/01211/CAC Manor Farm Towthorpe – Demolition of existing building

08/01199/FUL – OS Field 2000 Lords Moor Lane, Strensall – Retention of a mobile home as a temporary agricultural dwelling in connection with free range laying birds (resubmission)

Ward Cllr Sian Wiseman said she had ‘called in’ today the planning applications 08/0112/TPO 22 Princess Road and 08/01199/FUL OS Field 2000 Lords Moor Lane. This means that the applications will be decided by Committee.

6. Any other business:

Planning updates as available:

Cllr Cuthbertson was to represent the Parish Council at the Appeal on 8^th July for OS Field 2000 and OS Field 3000. Cllr Marquis had forwarded the necessary information to Cllr Cuthbertson.

Network Rail had written to the PC informing them that staff at the cabin at Lords Moor Lane had been instructed to keep the gate at the track entrance locked at all times. This was not happening and Cllr Marquis agreed to draft a letter to Network Rail requesting that this instruction be implemented forthwith.

Agenda Item 9 – Involvement with Robert Wilkinson School – nothing to report

Agenda Item 10 – Publicity – Website – A meeting to prepare the next Newsletter would be required before 12^th September 2008.b Cllr Plant agreed to draft an article for Outreach which would include reference to the floral displays and the progress being made at Durlston Drive.

Agenda Item 11 – Chair/Clerk/Councillor Training – Cllr Jesse reported that training for new Councillors was available on Monday 16^th June at Harrogate. Cllr Ian Smith was to attend. Cllr Jesse also referred to the YLCA Conference to be held in Scarborough later in the year. Cllr Jesse said he would probably attend on one of the days.

Agenda Item 12 – To consider correspondence received – None

Clls Cuthbertson and Mrs. Smith left the meeting.

The meeting then went on to discuss the situation with The Firs, Cllr Plant declared an interest and left the meeting. Cllr Jesse and Cllr Marquis gave a summary of events leading up to the position at the present time. A meeting had been arranged with the residents concerned for Monday 9^th June, but the residents had cancelled the meeting and requested that negotiations now continue by letter. After a long and detailed discussion it was agreed that the Parish Council should send a letter direct to the residents outlining their case requesting them to reinstate the land in question by a certain date and also informing them that legal action would be taken if necessary.

---o0o---

Date and time of next meeting – 8^th July 2008 – Village Hall – 7.00p.m.

Signed……………………………………………….

Chairman

Dated…………………………………………………

POLICE WARD REPORT

MAY 08

Please find below your latest report. This month has been a challenge as we have a whole new

computer system and we are still finding our feet with it. However, the fact I have managed this (which

I was doubtful I would) is progress and I am sure the system will prove better than the last once the we

are all up to speed with it fully.

Strensall / Earswick / Stockton on forest

There were 14 crimes recorded for May again a mixture but 4 of which were damage related. Crimes recorded are still down compared to the last Year for the same period.

In relation to speeding that has been raised by a number of residents I have made a request that the matrix is placed. The team have carried out 2 vehicle seizures in Stockton on forest for May and 1 in Strensall.

Other matters

The results of Operation Dawn were sent by email by Inspector Anderson to the Ward and Parish Councils. Overall the week was a great success and a positive experience of multi agency work.

The mobile office will be at the Ward meetings for Strensall and Rawcliffe, Skelton, Clifton Without as will the team.

June 2008 Reports

Highways

CoYC advised of further occasions of flooding at Towthorpe Moor Lane, Princess Road, The Village and Lords Moor Lane approaching Common Road where the new road surface commences.

CoYC also advised of potholes on Haxby Moor Road and road markings missed when West End refreshed.

Street Lights

CoYC reminded that information still awaited for enhanced lighting in The Village and Church Lane. CoYC also reminded about light 5 at Towthorpe which is still permanently lit and is badly positioned.

York Pride/Ward Committee

The hanging baskets and planters have been placed in The Village centre and on York Road.

Cllr Keith Marquis

Play equipment.

Playdale assures us that an Inspector has visited the equipment and the splits/shakes we complained about in the new poles for the swings are not uncommon' particularly in hot dry weather. All the timber within acceptable limits and does not significantly affect the structural strength.' The cracks will close up again during wet weather, they say. In any case they confirm that the poles have a 15 year guarantee against structural failure. Councillor Baxter and myself suggest that for the time being we monitor the cracks. Playdale say they will be returning to sand down some of the poles which have splinters.

Environment Committee:

Parish emergency plan. The council has written to a number of people and organisations asking if they are willing to be included in the list of those willing to help in an emergency. We await their reply.

Village Hall:

Another highly successful .ear was reported at the hall's annual meeting last month with more people than ever using the hall's facilities. The central heating was updated during the year and the kitchen is to be completely refurbished. An appeal was made for volunteers to join the committee and to help in the running of the premises. The PC's representative on the hall committee, Councillor John Scott, was re-elected chairman.

Cllr J. Scott