Minutes of the Town Council meeting
held on Thursday 3rd July 2008 at 7:30pm
in the Annexe Thirsk & Sowerby Town Hall.
Page P039
Present:
Cllr J. Watson (Chairman), C. Hesmondhalgh, J. Jackson, J. Marshall, A. Morton, C. Pack, F.M. Roberts, PC Duncan Pears and PC Sarah Jobe (North Yorkshire Police), 1 member of the public and the Clerk
Apologies:
Cllrs D.E. Adamson (ill), A.K. Pagram (ill), M. Penson (another engagement); accepted.
Proposed Cllr Roberts, seconded Cllr Morton that Standing Orders be suspended; agreed.
Open Forum
Mrs Dodds referred to the sign prohibiting drinking in the Picnic Area, pointing out that the sign is not in the Picnic Area itself and is not easily visible. PC Pears advised that he is not happy with the position of some of the signs and he is to meet with the Chief Engineer of HDC about this.
Referring to the On Street Drinking Ban, PC Pears advised that another Order has been drawn up by HDC and the ban should come into force by the end of July; more signs about this need to be put up. PC Pears reported that a female has been arrested in connection with the criminal damage on The Holmes and further enquiries are ongoing. PC Jobe referred to the “Respect Day” which is to be held tomorrow saying that the Police Bus will be in Hambleton Avenue on that day. Cllr Watson advised that she has been asked whether she or another Councillor could do a radio interview as part of the Respect Day; unfortunately she is away tomorrow and unable to do this. No other Councillors were available and therefore apologies will be sent but saying that we fully support the initiative. Cllr Marshall advised that there has been graffiti on play equipment in some of the play areas, noting particularly Johnson Close and the Millennium Green.
Proposed Cllr Morton, seconded Cllr Roberts that Standing Orders be reinstated; agreed.
Minutes of the Meeting held on 16th June 2008
Proposed approved Cllr Roberts, seconded Cllr Hesmondhalgh, subject one amendment on Page P036 and one on Page P037.
Matters Arising from the Meeting held on 5th June 2008
P027 Flooding Plan; following on from the talk given by Di Keal of the Environment Agency some information mainly on CD has been received from them and this is included in Tabled Correspondence.
P027 Footpath from the White Bridge to St. Mary’s Church; the vegetation which was growing over the footpath and the fencing which was in need of repair had been reported to the County Council’s Footpaths Officer. The vegetation has now been cut back. A letter was sent to NYCC re the parking on Stammergate; reply received advising that Stammergate is governed by a Traffic Regulation Order prohibiting parking on the carriageway and any incidents of obstruction should be reported to the police. They have also advised the resident concerned of this.
P028 Public conveniences; E mail sent to Steve Prentice requesting he obtain some more permanent signs to go in the toilets.
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P028 Signboards on the Industrial Estate; chasing E mail sent to Judith Wox at HDC and reply received advising that she is looking at signage for four estates together, ie Leeming Bar, Thirsk and two estates in Northallerton. She is meeting with a signmaker and looking at the various materials available. She will then need to establish the definitive names for each business on the estate. Cllr Marshall referred to the length of time that this has been ongoing and felt it should be possible for each estate to be dealt with individually. Agreed that Judith Wox be asked to supply a timescale for the work.
P028 Finger Post on Castle Gate: Malcolm Burnett has now moved the finger to point the correct way.
P028 Crossing near Bakers Alley; Cllr Watson advised that she and Cllr Pack met with Jayne Charlton of NYCC; they will not agree to remove the crossing and had not received reports of any incidents on any of the crossings. Cllr Watson stressed that we do not want more signs putting up; they are to paint “Look Left” and “Look Right” on the road and if these are not effective then we will go back to them. The crossing near Bakers Alley is to be put on the list for a Belisha crossing, but NYCC say it is not a priority. Cllr Watson advised that they also went through the list which had been given to Eddy Hayward and Ms Charlton has said that if we supply her with a further list of items which require attention she will look into them. Other matters which were raised at the meeting include the cobbles on Kirkgate and on the White Mare roundabout, the flooding at Hambleton Place which is to be dealt with and the drains in the roads; Ms Charlton advised that there is a rolling programme for clearing these; Cllr Watson asked if this could be re-addressed to ensure they are done on a regular basis. Cllr Watson also referred to Chapel Street and was informed that they would look at the possibility of implementing some traffic improvements if development takes place there. It is hoped to complete the footpath down Newsham Road to join up with the Norby footpath.
P028 Plasticrete near Todds Cottages; the Clerk has spoken to John Bell, but he does not have a copy of the Agreement to hand. She has spoken to Denise Pearce at HDC and she is to supply one. Eccles Heddon advise that the cost for doing a search of the Common Land would be £14, but this does not include any documentation. Should we require a copy of the registration then there would be an additional cost and this is dependent on the amount of work required; it was felt that a copy was necessary and it was agreed that Eccles Heddon be asked to obtain one.
P029 Car Parking; letter sent to HDC pointing out that there is insufficient information on the website and reply received from David McGloin advising that the responses to the Council’s consultation were included in the report considered by Cabinet on 17th June and this report was published on the website on 9th June. Cllr Marshall pointed out that there was nothing on HDC’s website prior to the Council’s consultation being published and nothing about the objections received etc. Cllr Jackson advised that he has spoken to the Treasurer about money being spent before a decision to implement car parking charges had been made; the Treasurer was confident that they had taken the decision correctly and had supplied the auditors with information. Cllr Marshall pointed out that, as mentioned at the previous meeting, she has written to the Audit Commission about this. Cllr Marshall expressed her disappointment at the result of the car parking decision. Proposed Cllr Marshall, seconded Cllr Pack that a letter be sent acknowledging the concessions which have been granted to Thirsk, but expressing the disappointment of the people of Thirsk at the result; agreed.
P029 York Road Roundabout; nothing further heard from Severfield Reeve. A further E mail was sent to them earlier this week. Cllr Marshall pointed out that this roundabout is outside the parish and that it was only agreed we would take the Licence provided it was at no cost to
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us. She felt that the Clerk had spent considerable time on it and proposed that we take no further action unless we hear from Severfield Reeve, seconded Cllr Pack; agreed.
P029 Buildings on the corner of Newsham Road; planning application for a Lidl store on this land now received.
P029 Carrs Field; further E mail sent to Tony Jordan requesting dates for a meeting; reply received advising that the Trustees are to meet and following that he will let us have some dates.
P029 Bus Times; E mail sent to NYCC and reply received agreeing that there appear to be some errors on the timetables and they are looking into these. Cllr Marshall pointed out that several bus timetable holders on Hambleton Drive were vandalised some time ago and there are no timetables there.
P029 Floodlights; the Clerk advised that she is to speak to the Secretary to the York Diocesan Advisory Committee and she will also bring this up at the PCC meeting to be held next week.
P029Work by Taylor Wimpey to install the drain to the Cod Beck; letter sent detailing the items which are not satisfactory and reply received advising the action they are to take on each point; this has not yet been done and a reminder will be sent. Mr Walker had been contacted regarding a price for cutting the piece of land alongside the Northallerton Road when it has been grassed. He is not able to quote without a more detailed plan and we are attempting to obtain one.
P030 Removal of rubbish; letters sent to NYCC and HDC and replies awaited. Reply received to a previous letter to NYCC confirming that commercial or commercial like vehicles taking waste to the tip will need to register with the County Council. However, residents lowering the back seat of their cars to take waste do not need to register.
P030 A19 resurfacing and reinstatement scheme; no reply received to our request for a plan and a chasing letter will be sent.
P030 Request for traffic calming on Chapel Street; letters sent to NYCC and to the Swimming Baths also a reply to Revd Wilde informing him of this and suggesting that he and any other concerned residents should also write to NYCC.
P030 Schedule of Outstanding Amenity Items; the seat is now in place on the grass on the Millgate Car Park side of Millgate Bridge.
P031 Carrs Field; a notice advertising the vacancy for a Trustee has been put on the noticeboard.
P032 Parking spaces outside “The Three Tuns”; reply received from Clive Thornton of HDC advising that a number of bays have been licensed to Sanderson Contracts for the duration of the works. The market traders were consulted and the stall layout will be adjusted. Cllr Marshall felt the Town Council should have been informed of this and she was concerned at the safety aspect for pedestrians; a letter to be sent to HDC.
Correspondence
HDC re Alcohol Consumption in Designated Public Places; copy of the draft Order and map; noted.
Taylor Wimpey – a further request that the Town Council take over the length of footpath and associated street lighting (including a lighting column within the amenity space) at the Norby development as they do not wish to have a situation where no one has ownership. Also an E mail from Tim Wood at HDC supporting this request. Agreed that we do not wish to do this as the Town Council has no experience of having responsibility for street lighting and reiterate our suggestion that they contact NYCC.
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Taylor Wimpey – advising that they have commissioned Playdale to design the play equipment/LAP and enclosing plans of this. Cllr Marshall felt that the equipment from the Little Hamlets range could be a little more adventurous, eg a Brill as per the one at Shire Park. Proposed Cllr Marshall, seconded Cllr Roberts that we accept the plan, but suggest they look again at the piece of equipment from the Little Hamlets range and go for something more adventurous; agreed.
Sowerby Parish Council enclosing a copy of their letter expressing concerns about the new rules at the Amenity Tip. Agreed that a letter be sent to NYCC supporting the points put forward by the Parish Council.
NYCC giving details of a Joint Strategic Needs Assessment week during which the Assistant Director of Adult and Community Services will be visiting various libraries and people are invited to go along. It was noted that Thirsk Library is not included; a letter to be sent asking why this is the case. It was also noted that an hour is to be spent at each of the libraries named and it was felt that this is not long enough.
NYCC – Proposed Infrastructure Improvements to Northallerton-Thirsk-Ripon bus corridor. Cllr Marshall pointed out that they carried out the same review in 2005 as a result of which Thirsk was provided with new timetable cases. She said that this time, apart from the addition of a bus stop on Stockton Road, we are only having any damaged timetable cases repaired which should have been repaired as part of their maintenance programme in any event. She expressed her disappointment that there is very little in this review.
NYCC Thirsk Service Centre Transportation Strategy, Consultation Questionnaire; this has been sent to individuals and Cllr Roberts urged Councillors to look at Schemes and Options E regarding the proposal to make Gravel Hole Lane one way. Cllr Marshall asked whether as well as consulting individuals they are also intending to consult Parish Councils; a letter to be sent asking this.
Schedule of Outstanding Amenity Items
This has been updated and circulated to Councillors.
Reports
Carrs Field - Cllr Roberts had nothing to report.
Central Areas - Cllr Watson advised that a meeting had been held and various items are to be chased up. There are pigeons in the building next to the Blacksmiths Arms; Environmental Health to be contacted. Central Areas are pleased with the work on Millgate Bridge; the grass in Mill Gardens has become very churned up and Cllr Watson is hoping it will be turfed when the work to the bridge is finished. Cllr Roberts felt the new stone on the bridge is very light coloured and suggested we ask them if they are to do anything with it and also ask English Heritage to look at it. However, Cllr Morton felt it would soon weather and Cllr Marshall pointed out that NYCC had to obtain approval from English Heritage for the work. A request had been received from Cllr Mark Robson of Sowerby Parish Council that the public toilets be kept open later as they currently close at 6.00 p.m.; agreed that HDC be asked if they can remain open until 8.00 p.m. in the summer months. Cllr Marshall felt we should remind Cllr Robson that we objected to the toilets closing earlier and ask him to take this up as a District Councillor. Cllr Watson understands that PC Brookes gets a report which monitors the toilets in the area and she has asked to see this. The next Central Areas meeting is to be held on 16th July.
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Greens and Ingramgate - Cllr Pack advised that a meeting had been held to look at the byelaws and we are waiting for information. The Committee are looking at having new byelaws and at increasing the amount of the fine.
Millennium Green - Cllr Hesmondhalgh advised that local residents have reported that the stones which were used when the footpath was resurfaced are being used as missiles. She and Mike I’Anson are to get together to see how this can be resolved.
Ditches - Cllr Marshall advised that a reply has been received to the letter we sent to M Design and the Committee will therefore have a meeting to decide whether to recommend to the Council that we go ahead with the second part, the quote for which is £4,800, which is the more detailed specification and consultation with the Environment Agency. The plans appear to have a footpath along the Tranmire Ditch and the Committee are querying how to get to the Millennium Green. Nothing has been received from Barretts.
Sensory Garden - The next meeting is to be held on 14th July. There was a display at the TRI Midsummer Forum, including the art work and there were some very positive responses from people.
Open Areas - Cllr Marshall advised that a meeting was held on 23rd June specifically to look at East Thirsk and the play area there. However, other urgent business was dealt with as follows: A request has been received from the WI to plant a tree on The Holmes; it had been agreed that Chris Amy be consulted as to where on The Holmes this should go and when it should be planted. Cllr Marshall advised that there has been graffiti on the play equipment at the McCleans play area; this was painted over and more has appeared. A local resident has offered to paint over it when it happens if we can let him have the paint. It will be necessary for us to ask him to be CRB checked and if he agrees to this then we will gratefully accept his offer. Peter Penny at NYCC has been contacted re various footpaths. Some metal gates have been identified at Shire Park and we have asked NYCC if this is a public right of way and if the County Council would paint them. Cllr Marshall advised that work to the fencing at Castle Garth is to start on 14th July and she would like someone to meet the contractors on site; Cllr Hesmondhalgh to do this if it is early in the morning and Cllr Pack to be available if not. Letters have been sent to the residents of Johnson Close consulting them on the redevelopment of the play area there; two people have been into the office to look at the plans, but there have been no adverse comments on them.
Referring to the East Thirsk Play Area, Cllr Marshall reported that an exhibition had been held in the East Thirsk Community Primary School. About 35 replies were received from the consultation (approximately 10% of the school population). One of the classes had done a project in January 2008 to improve the local environment and they chose the East Thirsk Play Area; the Committee was very impressed with this and used it as part of the consultation. A letter is to be sent to the school thanking them and explaining what we are doing. Work at the Children’s Centre is finished and all the Town Council fencing has been put back. New fencing and gates have replaced that which was removed from between the school and the play area. The Committee agreed that NYCC/Children’s Centre should have put fencing in the corner of the play area where there is a gap. Land which has been used as the entrance to the site has not been reinstated to grass; the Head Teacher has taken these two items up with
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the contractors. The path has been put in which was done as a thank you for us letting them have access through the play area.
Schemes for the play area have been drawn up by Record in the amount of £60,400 and by Playdale £58,231 (both including the fencing). £43K has been received from the Big Lottery Fund. An application was made to the County Council Area Committee for Hambleton, but this has been turned down because they have changed the criteria in that parish councils cannot apply for funding as they can precept. We are also on the list for Section 106 monies from the TRI. The Playdale representative has been asked to draw up the plans again including the fencing and Cllr Marshall said they are trying to get it down to the budgeted figure of £55K. Cllr Watson felt it was necessary to keep within the budget. Cllr Marshall advised that they will be working with Playdale to see what they can come up with.
Other Items of Interest and Information
Cllr Morton advised that someone had complained about the condition of the alleyway next to the Museum. This is on the County Council’s list of footpaths requiring work and we will chase it up. Cllr Marshall suggested that the person who mentioned it should also write to the County Council.
Cllr Hesmondhalgh advised that in the snicket between Dowber Way and Tranmire some braches have been cut down and left.
Cllr Marshall advised that these is a planning application in for a piece of land on York Road which, she reminded Members, is a Quaker burial ground. Cllr Roberts advised that the planning committee had considered this application and would add a comment regarding the former use as a burial ground.
Cllr Roberts referred to the fact that Steve Quartermain is leaving HDC on 8th August and she proposed a letter be sent to him wishing him well, seconded Cllr Marshall; agreed.
Cllr Watson advised that the problem solving group met on Castle Garth; two residents came to it. It was suggested that everything which the group set out to do has been achieved, the residents were delighted with what has happened and the Group has now been wound up.
Proposed Cllr Roberts, seconded Cllr Watson that the public and press be excluded for a confidential item; agreed.
The meeting closed at 9.40 p.m.
Minutes of the Town Council meeting
held on Monday 21st July 2008 at 7:15pm
in the Annexe Thirsk & Sowerby Town Hall.
Page P045
Present:
Cllrs J. Watson (Chairman), D.E. Adamson, C. Hesmondhalgh, J.E. Jackson, J. Marshall, C.M. Pack, A.K. Pagram, M. Penson, County and District Cllr G Dadd, I. Noble (“Darlington and Stockton Times”) and the Assistant Clerk
Apologies:
Cllrs A. Morton (away), F.M. Roberts (away) and the Clerk (away); accepted.
Minutes of the meeting held on 3rd July 2008:
Proposed approved Cllr Marshall, seconded Cllr Hesmondhalgh; agreed.
Police Report:
No representative from the police present. Cllr Marshall referred to damage that has occurred to the newly installed gate at Centenary Field. She told the meeting that youths are congregating there and she requested that a letter be sent asking the police to patrol the area.
Reports:
County Council
Cllr Dadd referred to the recent press report on the review of services by PCTs. He advised that the nearest proposed Polyclinic is to be in Scarborough. Whereas Scarborough and Ryedale PCT have issued assurances that Accident and Emergency services at Scarborough are safe, Hambleton and Richmond PCT have issued no such assurances regarding A& E services at the Friarage. He has heard nothing on this as the two halves of the PCT are at different stages of the clinical review. He said that the Friarage maternity unit is currently operating at 50% of the national figure.
Unison and Unite held a one day strike last week and less than 400 employees took up the right to strike.
With regard to the application by Tesco to have a pharmacy, Cllr Dadd has contacted the Health Scrutiny Committee. There had been a similar issue in Leyburn and he will keep us informed on this.
Referring to the Children’s Centre, Cllr Dadd said this is moving along nicely and they are keen to see the services rolled out to the villages.
Commenting on the issue of polyclinics, Cllr Adamson said that minor procedures were carried out at the Lambert Hospital in the past and he hoped they would be willing to expand their services should the need arise. He thought polyclinics would risk the viability of GP Services and would prefer to see money spent on expanding the services offered at GP clinics. He hoped that the excellent services provided at the Friarage would not disappear, meaning that patients would have to travel further afield for treatment.
Cllr Dadd said that a small number of paediatric patients had been going to James Cook for specialist services and that the PCT were now using these figures to highlight the need for patient safety in other services at The Friarage.
Cllr Marshall pointed out that to maintain safe clinical practice, doctors must treat a certain number of patients and this figure is checked constantly.
District Council
Cllr Robinson had nothing to report.
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Cllr Adamson explained that he had been duty bound to vote for parking charges as he had asked for and secured a one hour free parking concession in the Market Place for Thirsk. Cllr Jackson congratulated the District Councillors for getting the one hour concession.
Lengthy discussion took place regarding the impact of parking charges on small businesses and cafes in the town as well as on the Herriot Centre where visitors can expect to spend at least an hour and a half. Cllr Dadd thought public questions on parking would be received at the Area Forum meeting to be held at the Town Hall the next evening.
Cllr Robinson said that it was planned to raise the fine for contravening parking regulations from £40 to £50.Cllr Dadd expressed concerns that civil parking enforcement officers would not be in post before the introduction of charges and the police may not have time to patrol parking. He would have preferred the decision to be deferred for two years.
Cllr Adamson reported that according to the figures for 2008, East Thirsk is no longer considered to be an ‘area of deprivation’.
Cllr Watson queried the cost of cleaning up after the travellers vacated the car parks and asked if any provision had been made to stop the problem arising in the future. It was thought that if barriers were erected on the car parks it would just move the problem onto other areas such as The Holmes. Cllr Adamson said the cost to clean up the car parks had been £1,000 and the travellers had left monies with HDC towards the cost, but there was a shortfall. Cllr Dadd said this would be discussed at the Area Forum meeting.
Open Forum:
No members of the public were present.
Matters arising from the meeting held on 16th June 2008
Cllr Watson asked the meeting whether the Clerk’s Report on matters arising should be adopted at future meetings. Councillors would be able to raise matters arising verbally at the meeting in addition to having received the Clerk’s Report. Agreed to accept the Clerk’s Report along with verbal updates and questions from members.
P033 E mail sent to Inspector Sarah Sanderson wishing her well and thanking her for her successful negotiations with the travellers who were on Millgate Car Parks.
P033 The “look left” and “look right” signs have been painted on the crossing points.
P034 CCTV – a further E mail sent to John Smith at HDC asking whether the statistics could be shown in market town order. Reply received advising that due to their logging system it is not possible to provide us with that information.
P034 The second roundabout on Station Road is now in but there are still cones in use. Cllr Adamson advised that there has been trouble with the white lining due to the rain.
P035 Natural England – Licence form completed and sent off.
P035 Insurance – all up to date except for the number of seats and waste bins which still need to be to counted and added on. Cllr Watson is dealing with the valuation of the Mayor’s chain.
P035 Application by Tesco to have a pharmacy – reply received from the North Yorkshire and York NHS PCT enclosing copies of the letters they have received on this - these are included in Tabled Correspondence.
P035 Water heaters in the TIC building – E mail sent to Keith Harrison at HDC and reply received advising that it would not be economically viable to fit a time switch and it was therefore suggested a sticker be placed adjacent to the switch to remind people to switch off when not required.
P036 Annual Return – this has now been passed to the Internal Auditors.
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P037 Powered gliders – letters sent to RAF Linton on Ouse and Allanbrook Barracks
P037 Cemetery Noticeboard – the Insurers of the vehicle that did the damage have accepted the quote of £1,030 for replacing the whole leg of the noticeboard. Malcolm Blackburn has been asked to do this as soon as possible.
P037 Path at Favenfield – reported to Peter Penny, NYCC
P037 Dead tree behind the recycling bins – reported to Clive Thornton, HDC.
P037 Councillors’ photographs – photographs received from Cllrs Hesmondhalgh, Penson and Watson. Cllr Robinson suggested the photographs should have been produced professionally. Cllr Adamson pointed out that District Councillors photographs are already on the website.
Finance
Accounts for Payment
Proposed Cllr Marshall, seconded Cllr Hesmondhalgh that the following accounts be approved for payment; agreed.
Hawkesworth - portable appliance testing in TC Office £70.50
Alpha Signs – painting Office signboard £82.25
Castle Colour Printers – photocopying etc £20.91
HDC – Office Rates, August 08 £54.00
Communicorp – subscription to “Clerks and Councils Direct” £104.50
Thirsk and Sowerby Town Hall – room hire, Apr-June 08 £173.25
CE & CM Walker – grasscutting, 4.6.08. & 18.6.08. £1,522.80
Mrs Sal Billany – Watering for Thirsk in Bloom – May 08 £110.50
Hollin Barn Nurseries – plants for Thirsk in Bloom £774.60
Mrs Sue Dodds – reimbursement for plants for Thirsk in Bloom £20.31
R. Bennett – cleaning bus shelter, 5.5.08.-7.7.08. £80.00
M.L. Burnett: Refixing seat on picnic bench, painting out “Post
Office” on finger post, moving finger on post on Castle Gate,
Replacing 2 new slats on seat on Stockton Road, repairs to wall
round beck at the Whitelass £330.08
C.A. Amy: Play Area Inspections £228.50
Litter picking £275.00
Repairing and installing seat at
Millgate £245.00
Remedial work to storm damaged trees on The Holmes £200.00
Dismantling and removing damaged Tree on St. James’ Green £225.00
Weeding White Mare Shrubbery £15.00
Thirsk Hall Estates Rent/wayleaves £5.00
St. Mary’s Church – annual payment for servicing Church Clock £209.85
Inland Revenue – Tax/NI, June 08 £427.86
Thirsk and Sowerby Town Hall – half cost of additional insurance premium £251.54
Mrs S Billany – watering for Thirsk in Bloom, June 2008 £ 98.80
Mrs S Billany - watering Long Street, May/June 2008 £106.25
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In addition, the salaries of the Clerk, the Assistant to the Clerk and the Cemetery Groundsman will be paid in accordance with the Town Council’s normal practice
Paid since last meeting
Redcar and Cleveland Borough Council – 2 places for Yorkshire Day £70.00
BT – internet line £77.51
Income Received
Payment from insurers re damage to floodlights £407.88
Bank Interest £1,165.79
Burial Board: Rent £550.00
Grave Purchase £127.00
Monthly Balance Sheet and Budget Report for June 2008
Already circulated to Councillors. Proposed Councillor Hesmondhalgh, seconded Cllr Pack that this be approved; agreed.
Town Council’s Standing Orders and Financial Regulations:
Councillors had received a copy of the proposed changes following a review of Standing Orders and Financial Regulations which were written in 1997. Changes were submitted by Cllrs Watson, Marshall and Roberts. Cllr Marshall talked through the proposals.
Standing Orders
a) Standing Order 13 needs to be changed to reflect what the Council actually does, or what the Council does needs to be changed to reflect the Standing Orders. The agenda differs for Town Council meetings and Amenity meetings so the redrafted Standing Order 13 would need to reflect that fact. Proposed Cllr Adamson, seconded Cllr Watson that Standing Order 13 be amended so that it reflects what the Council does; all in favour.
b) Proposed Cllr Adamson, seconded Watson to amend Standing Order 28 (c) to ‘if two or more members indicate, the chairman shall call upon them to speak in turn’; all in favour.
c) Standing Order 28 (d) agreed not to amend.
d) Proposed Cllr Adamson, seconded Cllr Pagram to amend Standing Order 49 to change ‘nay’ to ‘may’; all in favour.
e) Proposed Cllr Hesmondhalgh, seconded Cllr Pagram to delete Standing Order 61 as this did not occur; all in favour.
Financial Regulations
a) FR 1.2 All references to the Finance and General Purposes Committee should be changed to Finance Committee. Proposed Cllr Marshall, seconded Cllr Adamson; all in favour.
b) FR 2.1 Change to “Each Committee to submit its revenue and capital proposals to the Finance Committee by the date set each year”. Proposed Cllr Marshall, seconded Cllr Adamson; all in favour.
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c) FR 2.3 Change to: “The Finance Committee should review the estimates and submit them to the Council not later than the December meeting of the Council each year. The Council shall agree or amend the precept calculated from those estimates and the review of balances”. Proposed Cllr Hesmondhalgh, seconded Cllr Adamson; all in favour.
d) FR 3.4 –Replace with: “Unspent budgets at the year-end will be taken into the general funds, hence each Committee needs to be aware when making its budgets for the following year to take account of delayed projects” Proposed Cllr Marshall, seconded Cllr Adamson; all in favour.
e) FR 3.5 – Delete “that it is contained in the rolling capital programme” in order that it reads “No expenditure shall be incurred in relation to any capital project and no contract entered into or tender accepted involving expenditure on capital account unless the committee concerned are satisfied that the necessary capital funds are available or the requisite borrowing approval can be obtained”. Proposed Cllr Marshall, seconded Cllr Adamson; all in favour.
f) FR 4.1 – Change to “All accounting procedures and financial records of the Council shall be determined by the RFO as required by the current Accounts and Audit Regulations’. Proposed Cllr Adamson, seconded Cllr Hesmondhalgh; all in favour.
g) FR 4.2 – Change to, “The RFO shall be responsible for completion of the annual accounts of the Council as soon as practicable after the end of the financial year and shall submit them to the Internal Auditor. The Internal Auditor’s written report on the accounts shall be submitted to the Council as soon as completed. The Annual Return of Accounts to the Audit Commission shall be submitted to the Council for approval prior to submission to the Audit Commission as soon as practicable after completion of the accounts. Proposed Cllr Marshall, seconded Cllr Adamson; all in favour.
h) FR 6.1 Add “Regular payments such as business rates can be made by Direct Debit or Standing Order as directed by the Council”. Proposed Cllr Marshall, seconded Cllr Adamson; all in favour.
(i) FR 6.5 Replace “petties” with “small sundry expenses”. Proposed Cllr Watson, seconded Cllr Penson; all in favour
j) FR 11 Contracts
Cllr Marshall explained that there were 2 options, the first, (A) just updated the figures and tidied up the statements. The second (B) introduced a differential, based on value, between estimates, quotations and tenders. Tenders currently would be required at £5,000.
Option A: 11(B)(i) Change figure from £2,500 to £5,000. The Council do not have an approved list so delete last subclause. Proposed Cllr Jackson, seconded Cllr Robinson; 4 in favour, 5 against; motion defeated.
Option B: Change 11(B)(i) and (ii) as follows:
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(i) For all expenditure expected to be less than £4,999 the Chair of the spending committee, with the Clerk, shall invite estimates. In all cases an estimate will be obtained prior to any work being undertaken unless such work/goods are of a minor nature, eg window cleaning.
Discussion took place as to whether three estimates should be sought and the difficulties encountered in obtaining that number of estimates.
A counter proposal was made by Cllr Robinson, seconded Cllr Pagram that three estimates should be obtained for all expenditure up to £5,000 – 2 votes for, 6 against, 1 abstention (Cllr Jackson); motion defeated.
Proposed Cllr Marshall, seconded Cllr Adamson that the original proposal, as amended by Cllr Marshall at the meeting, be accepted, ie ‘For all expenditure expected to be less than £4,999 the Chair of the spending committee, with the Clerk, shall invite estimates. In all cases an estimate will be obtained prior to any work being undertaken unless such work/goods are of a minor nature, eg window cleaning. 7 votes for, 2 against; carried.
Cllr Robinson left the meeting at 9.05pm.
(ii) ‘For all expenditure expected to be between £5,000 and £24,999 in value the Chairman of the spending committee or his appointed Vice Chairman together with the Clerk shall invite quotations from at least three firms’ Proposed Cllr Marshall, seconded Cllr Adamson; all in favour.
(iii) For all expenditure expected to exceed £25,000 in value for the supply of goods or
materials or the execution of works or specialist services other than such goods or materials, works or specialist services as are excepted as set out in paragraph (A), the Clerk shall invite formal tenders from at least three firms. Proposed Cllr Marshall, seconded Cllr Pack; all in favour.
FR 11(F) ‘Proscribed’ should be ‘prescribed’ Proposed Cllr Marshall, seconded Cllr Watson; all in favour.
Cllr Adamson advised that these changes should be brought to the next meeting as agenda items to be voted on without further discussion.
Correspondence:
YRCC notice re AGM and invitation for nominations to the Trustees board of the YRCC – noted
HDC Request for a temporary road closure from 12.00noon to 10.00pm on Sunday 10th August 2008 for Thirsk Festival – noted.
Page P051
Applications for Exclusive Rights and Memorials
Proposed Cllr Adamson, seconded Cllr Hesmondhalgh that the following be approved; agreed:
Ashley Griffin Grave no. F4 18
Albert Green Grave no. GG12
Application for an Additional Inscription
Florence Mothersill Grave no. F5 1
Cllr Marshall suggested that in future these be included in the Burial Board report rather than being a separate agenda item. Cllr Adamson was in agreement with this.
Burial Board Report
Cllr Adamson reported that the new Cemetery worker is doing a good job. The Burial Board plan to purchase a load of topsoil to level up the surface of some of the graves that have sunk over the years. The quote for repairing the noticeboard has been accepted by the insurers of the car driver who caused the damage.
Reports
Representatives
In Cllr Roberts’ absence, Cllr Marshall reported on the TRI’s Midsummer Forum which had been held at the Auction Mart. There had been a display of the proposed Sensory Garden and a good response had been received to the metalwork display by Chris Fitzgerald.
Cllr Hesmondhalgh reported that the East Thirsk Community Association is doing well but progress is slow.
Cllr Jackson advised that he would be unable to attend the forthcoming meeting of the Flatts Trust on 29th July 2008. Cllr Watson agreed to stand in.
There are to be extensions and alterations to the swimming baths and changing rooms.
Cllr Watson had attended the White Horse swimming competition and presented the medals. She was impressed by the enthusiasm of the children.
Members
Cllr Adamson reported on the proposed street names received for the development at Norby. These were all previous Lords of Thirsk and Councillors were asked to bring alternative suggestions for street names to the next meeting.
An application had been received by Todds to change the planning terms regarding the hours of operation of their waste recycling plant. The planning committee had refused this on the grounds of noise pollution for nearby residents.
The meeting closed at 9.20pm