GILLING WEST PARISH COUNCIL
Minutes of the Meeting held in the John Ross Suite on Wednesday 23rd September 2009 at 7.30 p.m.
Present: Cllrs Brian Metcalfe (Chairman), Maureen Howarth, David Allison and Michael Gauntlett.
Ann Wells – Parish Clerk
County Councillor Michael Heseltine
1. Apologies for Absence
Apologies were received from Cllr Paul Metcalfe.
2. Minutes of the Previous Meeting
The minutes of the meeting held on 13th July 2009 were confirmed as a true record and signed by the Chairman.
3. Matters Arising
a) Overhanging Branches near Bowling Green
Cllr B. Metcalfe reported that the pruning was completed but he will continue to monitor the situation.
b) Hartforth Footpath
The Clerk reported that Public Highways had responded saying that the bridge (given number 20.33/557) is on a list to be replaced, and that there would be a meeting with the landowner to discuss all the issues. The Clerk would be kept informed.
c) Flood Prevention
Cllr Allison reported that the de-silt was ongoing and should soon be completed. The Environment Agency has approved tree felling but there were concerns about stump removal causing the possibility of the bank collapsing. A quote had been obtained for tree felling alone. Permission is still needed for removing trees in a conservation area.
Cllr Allison would continue to monitor this situation.
d) End of Year Accounts
The Clerk reported that the Millennium Green money had now been transferred into the Community Account.
e) Flood Prevention – Anteforth View
Cllr Allison continues to liaise with the appropriate people.
f) Flood Prevention – south side of beck
Cllr Gauntlett had spoken to the people concerned regarding a bund and checking the drainage system. This would require obtaining documentary evidence with the use of a camera. Although they were in favour in principle, there was concern over the cost of this procedure (about £300 - £500) and who would be responsible for paying it. It was possible this may need addressing at County Council level.
Cllr M. Heseltine agreed to look into this and Cllr Gauntlett agreed to brief him on the matter.
g) Speeding Issues
Cllr B. Metcalfe continues to monitor this situation.
h) Skip on Millgate
Cllr B. Metcalfe contacted the various authorities and this has hopefully now been resolved. The skip has been removed.
i) Parish Council Notice Board
The Clerk has the key to the notice board and is now using it for notices. Notices have been placed on the website and in the Post Office encouraging people to look at this notice board for Parish Council news.
Cllr Gauntlett had investigated the costs of a new notice board near the church. This would be in the region of £500 for a 2 screen free standing type. Cllr Heseltine mentioned that it might be possible to put in an application from the County Council's small fund for local projects for this. (See item 7d) under AOB).
j) Footpath from Gilling West to Laneside Farm/Gilling Road
The Clerk had written a letter supporting this footpath to both the Highways Department and to Peter Featherstone. A copy was circulated to all Cllrs.
k) Broadband
Cllrs Gauntlett and Allison reported that, since receiving a new router from BT, they had an improved broadband speed.
4. Parish Council Accounts and External Audit
The Clerk had circulated interim balance sheets to all Cllrs before the meeting outlining actual and proposed income and expenditure. These were the results of discussions with Cllrs B. Metcalfe, M. Howarth and D. Allison in the weeks prior to this current meeting.
The Clerk then outlined the main points for consideration as follows:
· The Millennium Green fund had been transferred to the Community Account.
· The money received for flood relief in 2007 would be placed in a separate account and used for current and future flood prevention projects. Any money already spent on flood prevention would be deducted and left in the Community Account.
· From the middle of September, the grass cutting in the village by Mac Plant would cease. The Millennium Field would still be cut as normal. This situation would then be monitored. Cllr B. Metcalfe pointed out that much of the village area was already cut by residents and that this was the only way to balance the books at the present time. Cllr M. Heseltine stated that grass cutting is often a major expense and a problem in many villages.
· With all the above in place, it was estimated that the Parish Council funds would just balance for the year.
The Clerk, Ann Wells, reported issues and queries from external auditors regarding certain aspects of the return for year 2008/2009. On investigation, it was found these matters had been raised over 3 years, but remained unresolved and not brought to the attention of the Parish Council.
The Clerk circulated a copy of her response to the external auditors, and believed that this had satisfied their concerns.
The Parish Cllrs thanked the clerk for her dedicated, orderly and thorough approach in verifying and bringing clarity to pecuniary matters which, they recognised, were not from her administration.
5. Parish Clerk Vacancy
The closing date for applications had been extended to 19th October 2009.
Cllr B. Metcalfe was optimistic about filling the vacancy. A presentation of flowers was then made to Ann Wells, the outgoing clerk, sadly leaving for health reasons. Cllr Metcalfe recognised the handover had not been easy for her and hoped her health would improve in future. Although her tenure had been short, he thanked her warmly for her businesslike, professional approach to the work and for her easy manner and good humour at all times.
6. Correspondence
The Clerk had circulated a summary list of correspondence with the agenda to all Cllrs.
It was noted that RDC had asked for planning information not to be returned with responses from the Parish Council.
It was agreed that all planning documents would be kept for approximately 3 months by the Clerk and then disposed of.
The Clerk also distributed a summary list of all planning applications received and responses since the last meeting.
7. Any Other Business
a) Bus parking at Millgate junction
Cllr Gauntlett had received an email from a Parishioner expressing concern over the Arriva bus waiting for periods of time at the junction of Millgate, thus causing a traffic hazard.
The Parish Council had recently received a letter from NYCC about the Richmond-Barnard Castle bus corridor's proposed improvements asking for feedback. It was therefore felt that this would be an appropriate way of feeding back this information.
The Clerk agreed to respond in a letter accordingly.
b) Sports Day
The Parish Council wished to thank Helen Wilkinson for organising this successful event.
Cllr B. Metcalfe agreed to write thanking her.
c) Resignation of Cllr Maureen Howarth
It was announced that Cllr Howarth would be resigning after the December meeting.
Cllr B. Metcalfe, on behalf of the Parish Council, expressed his thanks for her commitment to the village over the last 9 years. He felt she had been a major asset to the Parish Council and that she would be greatly missed by all concerned.
A new councillor could be co-opted for 18 months until the next election.
d) County Council's Small Fund for Local Projects
Cllr M. Heseltine reminded the Cllrs that the deadline for applying for this was 30/11/09. Suggestions were briefly discussed including repair of the bench in the village, or a new notice board or repairs to the Village Trophy sign.
The Clerk agreed to obtain a form and then discus the matter further with relevant Cllrs before submitting the form.
8. Date of next meeting
It was agreed that the next meeting would provisionally be Wednesday 9th December 2009 at 7.30pm in the John Ross Suite.