Parish Council Minutes 16th October 2007
Littlethorpe Parish Council
Minutes of Parish Council Meeting held on Tuesday 16th October 2007
Venue Littlethorpe Village Hall Time 7.38 pm
Present Cllrs W Orme (Chair), J Jowitt, D O’Connell, C Laker (acting Clerk)
1. Apologies
Cllr J Wardle, Mr and Mrs Tite.
2. Declaration of Interest
Cllr Laker indicated a prejudicial interest re: Item 10. However, it was agreed that, as this issue was limited to an update report without discussion, he would not need to leave the meeting.
3. Adoption of Parish Council Meeting Minutes held on 28th August 2007
On the basis that two narrative errors were amended prior to posting on the website Council adopted the Minutes.
4. Chairman’s Report (Cllr Orme)
An open meeting with HBC representatives had been held on the issue of affordable housing. There remained concerns over the potential volume on a targeted site in Littlethorpe.
An open meeting had also taken place regarding restoration and after-use of the site should a proposal to extend existing quarrying operations by Brown and Potter be progressed.
5. Treasurer’s Report
(i) 2007/2008 expenditure to 10th October 2007 was outlined (statement circulated previously).
Second precept instalment had been received.
Parish Clerk direct debit for honorarium now closed.
Closing balance was £2,905.97.
Cllr Laker was now an official signatory.
(ii) Council agreed Cllr Laker be authorised to pay regular invoices up to end of the financial year without reference to Council e.g. grass cutting and village hall hire.
(iii) Council agreed Cllr Laker could set up an on-line banking process to speed up year-end reconciliation. This would be restricted to statement-only information. Password to be shared with other signatories. Printed statements would continue to be received.
(iv) Internal auditor confirmed as Peter Robinson of Smithsons Court Ripon and he has agreed to carry out the audit for 2007/2008. The 2006/2007 audit now complete although the deadline of 29th August not met and £20 fine applicable. Chair had approved audit and would be forwarded on 17th October to Mazars. Agreed to gift Peter Robinson a case of wine to the value of £45 (Cllr Laker to arrange).
(v) Council decided to defer decision on submission for 2008/2009 precept until information on appropriate salary for new clerk obtained. Cllr Orme to investigate. Additional PC Meeting to be held as appropriate.
6. County Councillor’s Report (Cllr H Garnett)
(i) Main topic locally was Post Office closures. Closure list to be published 27th November 2007. Important to assess impact of any local closures on Littlethorpe residents.
(ii) Confirmed £15k was spent by NYCC on external legal advice re: Unitary Council submission. Cost of ‘officer time’ had not been quantified.
7. District Councillor’s Report (Cllr Galloway)
(i) Reminded Council to respond to LDF policy document by 19th October. Suggested that any input concerning a mini green belt between Ripon and Littlethorpe should be in the form of an addendum.
(ii) Following confirmation of the ‘two tier’ system he believed there was a genuine commitment to be seen to be cooperating on 2 key issues: waste and access to services and transport but no concrete progress to report.
8. Correspondence
Cllr Laker read out the following letters received. Key points only are highlighted here (sight of original letters available on request).
(i) Affordable Housing (copy letter from Major Williams, Mount Cottage)
Original letter to Rural Housing Enabler, HBC.
Local anger over proposed development between Mount Cottage and West View.
Landowner possibly advised by HBC to resubmit application on basis of affordable housing.
Road safety issue, lack of walkway, speeding.
Increase in local traffic would create greater hazard.
(ii) Speeding (letter from Lorna Storr, Grace End, West View to Chair)
Lack of action by Parish Council and Highways following complaints over two year period of speed and volume of traffic and buses along Littlethorpe Lane/West View.
Impact of proposed housing development on the problem.
(iii) Verge Cutting (letter from HBC Highways)
Response to letter from Cllr Laker reporting inappropriate machinery to cut grass verges (sit on cutter not strimmer).
Highways confirmed that the contractor selects the most appropriate method.
(iv) Parish Council Procedures (letter from John Edmonstone, Old School House)
Concerning Minutes of Parish Council AGM held on 22nd May 2007.
Why did the clerk indicate procedure for adopting 2006 Annual Parish Meeting at 2007 Annual Parish Meeting contravenes Standing Orders?
From whom did the clerk obtain legal advise and on whose authority to do so?
How could decisions made by public endorsement be declared ‘null and void’ by the Chair?
Note On receipt of the letter Chair had contracted the former clerk to seek clarification on ‘advice’ received. His response was read out by Chair.
Agreed that Chair would reply formally.
(v) Long Meadows Planning Application (letter from Liz and Richard Tite, Field Cottage)
Request for confirmation that correct guidelines followed by members to the Parish Council when responding to HBC re this application.
Agreed Cllr Laker would respond after consultation with Chair.
(vi) Long Meadows Planning Application (letter from Mrs Walden and Mrs Nicholson, Greencroft)
Pointed out inaccuracies in letter to HBC re number of rooms, allotment ownership, ground heights, positioning.
Request follow-up letter to HBC from Parish Council.
Agreed Cllr Laker would respond after consultation with Chair.
In addition Mrs Storr was invited to read out a letter sent to the Rural Housing Enabler re affordable housing proposal. This focused on potential impact on value of her home, speeding and quality of life.
9. Public Time
Open discussion took place.
10. Planning (Cllr Laker)
(i) New Applications
Barn, Ox Close Farm – now withdrawn.
Land adjacent to Long Meadows – permission refused.
Rear Extension, Moorend Farm – permission refused.
Holiday Let, Summer Farm – in progress.
(ii) Permissions
Front Extension, 2 Park Hill Cottages
Boat House, Hollins Hall
(iii) Rfusals
Land adjacent to Mount View – detached agricultural store (following appeal to Planning Inspectorate).
11. Land Opposite School House (Cllr Jowitt)
Unable to contact owner Hutchinson. However, gate was now secure, grass had been cut and fence appeared to be secure. Unauthorised access appeared unlikely.
12. Unitary Councils (Cllr Laker)
Concern expressed over time and money expended without any tangible result.
13. Definitive Footpath Status
River Ure and Hellwath Lane (2)
Defer action on these.
Agreed that Council should focus on RMBC track (Item 17c).
14. Affordable Homes
(i) Council had received a copy of a reply from HBC to Major Williams (Item 8(i))
- considered site outside main built up area of village and therefore suitable as rural housing exception site.
- need now reduced to 5/6 houses.
- RFL had made an offer to landowner.
- further consultation event scheduled for 27th April 2008.
(ii) Contents of a letter from Mr and Mrs Storr to Chair read out repeating the points already made (Item 8) and seeking support of the Parish Council.
(iii) Cllr Laker reiterated the site had been offered by owner and Cllr Galloway highlighted planning process for exception sites different from the norm but that no application had been submitted yet.
General belief was that an offer calculated on 12 plots at £5k per plot had been made to the owner by a Housing Association.
(iv) It was understood the Parish Council would receive initial ‘sketch plans’ in advance of any formal application. Agreed a site visit should be arranged and some completed developments, eg Hampsthwaite, be visited by Councillors.
15. Appointment of Parish Clerk
There had been no response to the job advertisement in Roundabout or the website. The Chair agreed to follow-up one possible candidate and levels of remuneration.
16. Arrangements for Annual Parish Meeting 2008
Agreed Cllr Wardle would take responsibility and progress based on criteria agreed at meeting on 10th July 2007.
17. Updates
(a) Quarry Moor/New Park Road Crossing (Cllrs Laker/Orme)
Agreed Cllr Laker would submit application for funding of £5k for next financial year before deadline of 1st December 2007 from Rural Safety Scheme. It was hoped the Ripon Transportation Strategy could provide further funding stream.
(b) Brown and Potter Quarry Extension (Cllr Laker)
Agreed Cllr Wardle to collate comments of Cllrs attending the after-use presentation and report at the next meeting.
(c) RMBC Track – Designation as Right-of-Way (Cllr O’Connell)
The issues relating to ownership, drainage, surface material and quality, maintenance and the commercial activity of the owner were discussed. It was agreed that a submission should be made after gathering suitable evidence of use. The application pack had been received and Cllrs agreed to distribute these to parishioners. NYCC had indicated that designation would not be supported for a stand-alone ‘cul de sac’ footpath; success would depend on the inclusion of the canal towpath on the ‘definitive plan’ (submitted April 2006). There was currently an 18-24 month backlog on existing submissions therefore it may be possible to combine both submissions.
(d) Village Hall (Cllr Jowitt)
The refurbishment of the Hall had cost £9,000 (fence, decoration and electrics). Agreed a superb result and formal thanks extended to volunteers for work done.
The price of grass cutting likely to increase.
Cheque for £274 received from HBC (commuted sum) handed over to the Village Hall Committee.
(e) Village Hall Sign (Cllr Laker)
Final quote was for £279. Village Hall Committee suggested re-siting and affix to existing post on Church side of the road. Awaiting reply from HBC on proposal. (PC agreed previously to fund up to £200).
(f) Parish Plan (Cllr O’Connell)
Slow progress made. Sections of Plan have been identified and allocated for action by individual members of the Committee hopefully by next meeting end of November 2007.
(g) Pinfold (Cllr Laker)
A stone in the shape of a millstone has been carved to agreed wording. Appears it will fall within budget.
(h) Quarry Moor Recycling Centre (Cllr Laker)
The owner has partially prepared the site but speed bumps and tarmac yet to be laid. Some concern over issues relating to safety and tarmac damage from waste collection vehicles. Cllr Laker to arrange a site meeting with site owner and HBC representatives.
(i) Ripon Service Centre Transportation Strategy (Cllr O’Connell)
NYCC confirmed 84 sample questionnaires distributed to Parish households. Original deadline of 1st October 2007 extended due to postal disruption. NYCC unable to indicate response rate at present. Each individual issue raised will be forwarded to consultant group for investigation alongside those already forwarded by Parish Council.
18. Chairman’s Summing Up/Action Points
1. Audited 2006/2007 accounts to be forwarded to Mazars on 17th October 2007. (CL)
2. Progress right-of-way status for RMBC track. (DO’C)
3. Arrange a meeting with Lorna/Richard Storr. (CL)
4. Arrange site visits to completed affordable housing schemes. (CL)
5. Source information on Parish Clerk remuneration. (WO)
6. Follow-up interest of one possible Parish Clerk candidate. (WO)
7. Progress arrangements for 2008 Annual Parish Meeting. (JW)
8. Apply for funding from 2008 budget for Quarry Moor Crossing. (CL)
9. Councillor views on quarry after-use to be collated. (JW)
10. Arrange site meeting for Quarry Moor recycling centre. (CL)
11. Chair to respond to letter from John Edmonstone. (WO)
12. Financial Officer to set-up on-line banking process. (CL)
13. Gift to be purchased for internal auditor. (CL)
14. Additional meeting to be convened to agree submission for 2008/2009 Precept. (WO)
15. Response to letter from Liz and Richard Tite required. (WO/CL)
16. Response to letter from Mrs Walden and Mrs Nicholson required. (WO/CL)
19. Dates of Future Meetings
Next Parish Council Meeting 15th January 2008 at Quarry Moor
Annual Parish Meeting possible dates:
Thursday 8th May 2008
Wednesday 14th May 2008
Thursday 15th May 2008
Wednesday 21st May 2008
Meeting closed at 10.32 pm.