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MINUTES OF THE MEETING OF INGLEBY BARWICK TOWN COUNCIL, HELD AT ST FRANCIS OF ASSISI CHURCH CENTRE, BARWICK WAY, INGLEBY BARWICK, ON WEDNESDAY 30TH MAY 2007, COMMENCING AT 7.15 P.M.

 

 

PRESENT:

 

Chairman/Town Mayor: Councillor Mrs I. Machin;

 

Vice Chairman/Deputy Town Mayor: W. Feldon;

 

Councillors: T.W. Bowman, Mrs E.M. Harrington, Mrs J.P. Kirby, Mrs S. Larkin, D. Sanderson and Ms J.E. White;

 

Ward Councillors:

 

Ingleby Barwick East        K. Faulks;      

 

Clerk/Responsible Financial Officer: Paula M. Hall;

 

2 Residents/Members of Ingleby Barwick Residents Network were present at the meeting.

 

 

APOLOGIES FOR ABSENCE.

 

Apologies for absence were received from Town Councillor John Myers.

 

Apologies for absence were received on behalf of Ward Councillor David Harrington (Ingleby Barwick East).

 

 

30. CODE OF CONDUCT – DECLARATION OF INTERESTS.

 

Councillor Mrs J. Kirby declared a personal/non-prejudicial interest in the following item on the agenda as she is employed by Charles Church:

 

Item No. 10 (a)         -           Planning Application No. 07/0722/REM;

Item No. 10 (b)         -           Planning Application No. 07/1356/ARC.   

 

 

 

Chairman……………………………………

 

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Councillor T.W. Bowman declared a personal/prejudicial interest in relation to the following item on the Agenda, as his spouse is Treasurer on the Community Hall’s Management Committee:

 

Item No. 4                 -           Ingleby Barwick Community Hall – Proposed Extension.

 

Councillor W. Feldon declared a personal/prejudicial interest in relation to the following item on the Agenda, as he represents the Town Council on the Community Hall’s Management Committee:

 

Item No. 4                 -           Ingleby Barwick Community Hall – Proposed Extension.

 

Councillor Mrs I. Machin declared a personal/prejudicial interest in relation to the following item on the Agenda, as she represents the Town Council on the Community Hall’s Management Committee:

 

Item No. 4                 -           Ingleby Barwick Community Hall – Proposed Extension.

 

No further interests were declared.

 

31. PUBLIC PARTICIPATION.

 

Councillor D. Sanderson raised the following two issues:

 

-                      Grass Cutting, Barwick Way – Concerns were expressed that the grass is not being cut/strimmed into the bushes or against boundary fences;

 

-                      Land Fronting Ingleby Mill School site on Barwick Way – Concerns were expressed that this land is not being maintained.

 

Ward Councillor K. Faulks stated that a meeting was taking place tomorrow with Stockton-on-Tees Borough Council (S.B.C.) Officers to look at various areas where concerns have been raised in respect of maintenance/grass cutting. 

 

32. INGLEBY BARWICK COMMUNITY HALL – PROPOSED EXTENSION.

 

Councillor T.W. Bowman, Councillor W. Feldon and Councillor Mrs I. Machin, having declared a personal/prejudicial interest in this item left the meeting room whilst consideration was given to the Town Council entering into the contract with Rok for the construction of the proposed extension and the opening of a separate bank account for the project.

 

Chairman……………………………………

 

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The Clerk presented the following report to Members for their information/consideration:

 

Ingleby Barwick Town Council is the Custodian Trustee of Ingleby Barwick Community Hall.

 

The Community Hall is registered with the Charity Commissioners (Charity No. 1044973) and is constituted by a Deed of Trust.

 

The Charity is administered in conformity with the provisions of this Deed by the Committee of Management who are the Charity Trustees of the Charity.

 

The Town Council and the Management Committee have been progressing an extension to the Hall for several years and obtained planning permission in April 2004 for a second Hall which in-fills the area to the right hand side of the front of the building.

 

Since that date the Town Council/Management Committee have been pursuing funding for the works.  After, lots of hard work, time and commitment and with the help of financial assistance from Persimmon Homes, Sure Start, the Town Council and Management Committee, it now looks likely that the extension will come to fruition.

 

Written confirmation has been received from Morgan and Morgan (formerly Yarmside Holdings) that they are in agreement with the plans to extend the Hall as required by the Restrictive Covenants.

 

Persimmon Homes committed an initial contribution of £20,000 towards the project in 2006 pending further funding being obtained.

 

Sure Start indicated that they were interested in coming on board with the project as they had funding allocated for Childcare Services in that area.

 

Persimmon Homes introduced Rok Building Ltd., of Preston Farm Business Park who undertake building works aswell as community projects.

 

Members of the Town Council and Management Committee have progressed the project and both parties have allocated funding to the sum of £5,000 to meet the shortfall on the costs of the project.

 

The total cost of the project is £ 76,145.75 excluding VAT & Security, which includes £11,399.63 for the provision of additional car parking spaces.

 

Persimmon Homes have agreed to construct the extended car park free of charge, reducing the contract sum to £64,746.12.

 

Chairman……………………………………

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A quotation has been received from S.B.C. security centre to rent a stand alone alarm system, which will transmit a signal direct to the control room at SBC in the event of anyone breaking the infrared beam, which would cover the site.  Whilst the Town Council’s Enforcement Officers are on duty they would attend, out of hours security officers would attend and inform the Police.

The cost would be £300 to install and set up the equipment.  This would include the first week’s rental, thereafter £50 per week for monitoring.  Out of hours call out would be normal charge of £43.

 

The finance for the project is as follows:

 

Cost

 

ROK Contract Sum                                                                                       £ 76,145.75

 

Less Works by Persimmon (Car Park)                                                      £ 11,399.63

                                                                                                                        =========

 

                                                                                                                        £ 64,746.12

VAT @ 17.5%                                                                                               £ 11,330.57

                                                                                                                        =========

                                                                                                                        £ 76,076.69

 

Add

Security Inclusive of VAT                                                                              £   1,000.00

Contingency Inclusive of VAT                                                                      £   4,073.31

                                                                                                                        =========

                                                                                                                        £ 81,150.00

 

Funds

 

Sure Start                                                                                                       £ 50,000.00

Persimmon                                                                                                    £ 18,000.00

Town Council                                                                                     £   5,000.00

Management Committee                                                                             £   5,000.00

Recoverable VAT

= 17.5% x £18,000                                                                                       £   3,150.00

                                                                                                                        =========

                                                                                                                        £ 81,150.00

 

The VAT element of any contribution by the Town Council can also be reclaimed.

 

 

Chairman…………………………………...

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Letters of confirmation of funding committed have been received from Sure Start, Persimmon Homes and the Community Hall Management Committee.

 

It was noted that the Town Council will need to set up a separate bank account.

 

The Contract for the works is currently being prepared by Rok.

 

Advice from NALC indicates that the managing trustee would enter into the contract or instruct the custodian trustee to do so.  Advice from TVRCC states that because the Management Committee do not have legal tenure i.e. lease of the building they cannot enter into a contract and it is therefore the responsibility of the Town Council.

 

The Town Council has agreed to co-ordinate the project and enter into the contract with ROK, which will need to be signed by two members of the Town Council countersigned by the Clerk.

 

The contract is to be carried out under a JCT Minor Works contract and will be for a contract period of 9 weeks commencing 4th June 2007.

 

ROK are undertaking refurbishment of the kitchen during that period as a ‘Community Project’.

 

RESOLVED that the Town Council enter into the contract with Rok.  The contract to be signed by the Chairman and Vice-Chairman and witnessed by the Clerk.

 

RESOLVED that the Clerk opens a separate bank account for the project as discussed.

 

33. STOCKTON-ON-TEES BOROUGH COUNCIL – PLAY STRATEGY AND BID PROCESS.

 

The Clerk informed that she had circulated all of the information received in respect of this matter with the agenda for the meeting.

 

It was noted that the deadline for submission of project applications is this Friday 1st June 2007.  Concerns were expressed in regard to the extremely short deadline given which makes it virtually impossible to submit a detailed application.

 

Councillor Mrs S. Larkin stated that she may be able to obtain some relevant information/advice on the matter which may be of assistance to the Town Council.

 

 

Chairman…………………………………..

 

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RESOLVED that the Town Council submits applications in respect of the following projects:

 

-                      Roman Park;

-                      Adventure Play Area, Stonebridge Crescent;

-                      Adventure Play Area, Land adjacent to Ingleby Mill School;

-                      Play Bus

 

RESOLVED that a working group be set up to complete the project applications.  The working group to consist of Councillors T.W. Bowman, W. Feldon, Mrs I. Machin and the Clerk.  A meeting to take place on Thursday 31st May 2007.

 

It was agreed that a representative from Ingleby Barwick Residents Network could attend the meeting in order to liaise in co-ordination of submissions.

 

34. TOWN COUNCIL OFFICE – DOOR BELL.

The Clerk noted receipt of a quotation to install a door bell at the Town Council’s office, totaling £45.00.

 

It was felt that the quotation was quite expensive for the work involved.

 

RESOLVED that the Clerk purchase a door bell from a local store, which would be much cheaper.

 

35. TOWN COUNCIL BANK ACCOUNT – CHEQUE SIGNATORIES.

The Clerk stated that as per the Town Council’s Standing Orders, cheques are currently signed by two Members of the Council plus the Responsible Financial Officer.

Councillor Mrs I. Machin as Chairman, and Councillor T.W. Bowman as previous standing Vice-Chairman sign the cheques along with the Clerk (RFO).

 

RESOLVED that the signatories remain the same and the Clerk to advise Barclays Bank accordingly.

 

36. TOWN COUNCIL ACCOUNTS – ARRANGEMENTS FOR INDEPENDENT INTERNAL AUDITOR.

The Clerk reported that over recent years the Town Council has joined with Egglescliffe Parish Council and Preston Parish Council, whereby the Clerks rotate between each authority to undertake the Independent Internal Audit.  The Clerk informed that she is this year to undertake the audit of Egglecliffe’s accounts and the Clerk for Preston is to undertake Ingleby Barwick Town Council’s audit of accounts.

 

 

Chairman……………………………………

 

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RESOLVED that the Clerk make the appropriate arrangements, accordingly.

 

37. TOWN COUNCIL ACCOUNTS SYSTEM - RBS SOFTWARE SOLUTIONS, INSTALLATION OF ALPHA ACCOUNTING SYSTEM.

The Clerk informed that the Town Council’s new accounts system is scheduled to be installed on 21st June 2007.

The Town Council is sharing the cost of the one days training with Egglescliffe Parish Council at the reduced cost to each Council of £200.

The costs are as follows:

 

£245.00 Initial data set-up and first year Software Maintenance Contract

£200.00 On-site training and installation per day

£  50.00 Annual maintenance contract – second year

All prices exclude VAT

 

38. PLANNING APPLICATIONS.

 

(a) Planning Application No. 07/0722/REM

Proposal: Reserved Matters Application for Residential Development Comprising 28 No. Dwellinghouses.

Location: The Forum, Portus Bar, Valum Edge, Ingleby Barwick.

(Revised Layout and Details)

 

This item was not considered at the meeting as the information and plans were not available.

 

(b) Planning Application No. 07/1356/ARC

Proposal: Application under Section 73 to Vary Condition 2 (Elevations and Boundary Treatment) and Condition 12 (Levels) with Regard to Plot 419 of Planning Approval 06/2100/REM for Residential Development of 35 No. dwellinghouses. 

Location: Portus Bar, Ingleby Barwick.

 

The Town Council considered all of the information and plans in respect of planning application no. 07/1356/ARC.

 

RESOLVED that the Town Council submits the following comments to S.B.C.:

 

The Town Council would note that the rear fence appears to be quite high and that there are railings to the rear of the property.

The obscure glass to the kitchen window would suggest that the house overlooks the neighbouring properties.  If so, and the properties are occupied it should be ensured that the residents are consulted.

 

Chairman…………………………………..

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(c) Planning Application No. 07/1416/FUL

Proposal: Revised Application for New Roundabout Junction and Access on the A174.

Location: Teesside Industrial Estate, Thornaby, Stockton-on-Tees.

 

Ingleby Barwick Town Council considered all of the information and plans provided to them in respect of planning application no. 07/1416/FUL.

 

RESOLVED that the Town Council submits the following comments to S.B.C.:

 

-                      Concerns are raised in respect of the environmental impact on the

 woodland either side of the road and any wildlife living there;

-                      Slowing traffic at peak hours morning and evening would increase

queuing, particularly back to the A19 roundabout and would hence be a

danger;

-                      Noise and pollution to houses brought nearer to the road on the Thornaby

side;

-                      If this development warrants dual carriageway in the future, as mentioned, then the effect on the nearby properties will be significant;

-                      Would altering the flow of the beck area affect any future flooding;

-                      Traffic impact when/if work is carried out, consideration would need to be given to limiting when work is undertaken;

-                      Traffic light junction on Thornaby Road – impact of blocking the junction if traffic is not flowing.

 

Concerns are raised in respect of peak time traffic, although it is stated in the Transport Assessment 5.8.1. that queuing back to the signal control is unlikely to occur.  In view of present circumstances it is unlikely that traffic will get less by 2023 and hence no hold ups!

Can access be provided direct from the A19? 

The Town Council would suggest that consideration be given to the possibility of closing off the access into the Industrial Estate on the roundabout at Thornaby Road/Ingleby Way, if this proposal is to go ahead. 

Consideration should also be given to removing the right hand turn facility both into and out of the Hollybush Petrol Filling Station on Thornaby Road, which is a road safety issue.

 

In determining this application Stockton-on-Tees Borough Council need to consider the viability of the Industrial Estate and what impact the approval or refusal of this proposal would have on the development.

 

 

Chairman……………………………                      Clerk……………………………….

 

Date………………………………                           Date………………………………

 

 

MINUTES

 

OF THE

 

MEETING

 

OF

 

INGLEBY BARWICK TOWN COUNCIL

 

HELD ON

 

WEDNESDAY 30TH MAY 2007

 

AT

 

ST FRANCIS OF ASSISI CHURCH CENTRE

BARWICK WAY

INGLEBY BARWICK

 

 

 

PREPARED BY

PAULA M. HALL

CLERK TO THE COUNCIL