MINUTES OF THE MEETING OF INGLEBY BARWICK PARISH COUNCIL, HELD AT ST FRANCIS OF ASSISI CHURCH CENTRE - MEETING ROOM, BARWICK WAY, INGLEBY BARWICK, ON WEDNESDAY 15TH JANUARY 2003, COMMENCING AT 7.00 P.M.
Chairman: Councillor T.W. Bowman;
Clerk and Treasurer:
Local Police Officers:
APOLOGIES FOR ABSENCE.
No apologies for absence were received.
112. PUBLIC PARTICIPATION.
There were no public present at the meeting.
The Police Officers expressed concerns with regard to the suggestion of a seat being sited at the Greenside Shopping area, which was felt would attract youths to congregate at the location.
It was noted that as from
It was informed that double yellow lines would be
implemented in the near future, on
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Concerns were raised regarding the lack of lighting
on the roundabout at the junction of
The Clerk noted that Stockton-On-Tees Borough Council (S.B.C.) is dealing with the problem.
113. MINUTES OF
The Minutes of the Meeting of Ingleby Barwick
Parish Council held on
114. CODE OF CONDUCT - REGISTER OF INTEREST DETAILS/DECLARATIONS OF INTEREST.
The Clerk noted that she has received a letter from
RESOLVED that the Clerk send a reply informing
(a) Ingleby Barwick Parish Council Current Balance Sheet.
The Clerk/Treasurer circulated copies of the Parish
Council's current financial statement, a copy of which is held on the Parish
(b) Accounts for Payment.
The following Accounts were approved for payment:
Stationery/Office Equipment £ 43.37
Use of Church Centre for P.C. Meeting
December, 2002 £ 30.00
HLB Audit - External Audit Accounts 2001/02 £ 293.75
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RESOLVED that the Parish Council pay 80% of the Service Charges for the new Home Highway System installed at the Clerk's Home.
Installation of Telephone/Digital Line for
Parish Council Use - £ 74.99
Home Highway Service Charges
(April 02 - 31 Jan 03) (80%) - £ 252.82
Call Costs (April 02 - 12 Nov 02) - £ 65.86
Internet Charges (Oct 02-Dec 02) - £ 41.97
Postage (April 02 - 31 Dec 02) - £ 38.88
Mileage (May 02 -31 Sept 02) - £ 62.24
(c) Ingleby Barwick Community Hall Accounts.
No report received.
(d) Section 137 Payments.
The Clerk noted that she had requested the appropriate information from Ryandale Playgroup and also from the I.B. Juvenile Jazz Band, to support their grant aid application.
It was noted that detailed information has been received from Ryandale Playgroup. A reply is awaited from I.B. Juvenile Jazz Band.
that grant aid for the sum of £200.00 be allocated to Ryandale Playgroup as
provisionally set aside at the meeting on
The Clerk to arrange payment accordingly.
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The Clerk noted receipt of letter applying for a grant of £500 on behalf of St. John Ambulance Ingleby Barwick Cadets.
The purpose of the grant would be to provide much needed equipment for the Cadets, including the following:
- Uniforms for the Cadets
- Casualty Simulation Equipment
- Graphic Display Panels
- Games for Potted Sports (In & Outdoor Use)
The Clerk noted that the Cadets had received a grant for £300 in May 2002, which was a delayed payment for 2001/2002, as formal documentation had been awaited.
The Cadets now have a new leader who is keen to increase numbers and progress work in the local schools.
RESOLVED that the Cadets be allocated grant aid for the sum £250.00. The Clerk to arrange for payment accordingly.
(e) External Auditors Report.
The Clerk noted receipt of the following documents after completion of Audit by HLB Audit:
- Annual Return;
- Notice of Conclusion of Audit;
- Notes Regarding the Advertisement of the Conclusion of the Audit;
- Fee Note £293.75;
- Issues Arising from the Audit.
Issues Arising From the Audit of the Accounts Year
The council did not have an internal auditor who is independent from council influence. To ensure the councils internal controls are adequate, to protect the council from fraud and error and to highlight any areas of improvement and efficiency it is essential that one is sought.
In order to safeguard the council's public image it is also recommended that the person sought for this role should not only be independent, but also seen to be independent by the electorate. Any close friends or associates of councillors or the clerk or councilors not involved in the finances of the council are therefore not recommended to carry out this role.
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that the Clerk progress the matter with the view to obtaining three quotes from
independent auditors i.e. local accountants etc, to ensure that an internal
auditor can be appointed to audit the Parish Councils accounts for the
financial year 2002/2003.
(f) Budget 2003/2004.
The Parish Council agreed the budget as follows:
BUDGET HEADING ESTIMATED EXPLANATION
EXPENDITURE OF CALCULATION
General Administration 19,750.00 Based upon guidelines
and anticipated expenditure 2002/03 plus inflation.
Training 200.00 Anticipated expenditure.
CLCA Subs 580.00 Estimated amount.
O.V.T.V. Subs 25.00 Anticipated expenditure.
S.L.C.C. Subs 75.00 Anticipated expenditure.
C.P.R.E. 25.00 Anticipated expenditure.
Ramblers 25.00 Anticipated expenditure.
Insurance 1100.00 Estimated amount for Parish Council-excludes
Community Hall payment.
Grants 10,000.00 Anticipated expenditure.
Community Hall Grant 5,000.00 Anticipated expenditure.
Sponsorship FC & Garden Comp. 125.00 Anticipated expenditure.
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BUDGET HEADING ESTIMATED EXPLANATION
EXPENDITURE OF CALCULATION
brought forward 36,905.00
Office Equipment/Stationery 850.00 Estimated
Photocopies 100.00 Estimated amount.
Community Communication 1,000.00 Anticipated expenditure.
Audit Fee 550.00 Estimated amount.
Hire of Room for P.C. Meetings 500.00 Anticipated expenditure
Based on expenditure 02/03 plus inflation.
Community Facilities 36,650.00 Seats/Dog Bins 2,000
Xmas Tree 350
Traffic Calming 5,000
Play Equipment 10,000
Accumul. Fund for Election Costs 8,000.00 Anticipated expenditure.
Miscellaneous Reserve 1,500.00 Anticipated expenditure.
Total Estimated Expenditure 86,055.00
Less anticipated balance
RESOLVED that the Precept for Ingleby Barwick Parish Council be £42,000. The Clerk to request the amount from S.B.C. accordingly.
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RESOLVED that a Reserve amount be set aside in the budget for Community Facilities, for the progression of a meeting room/office accommodation for the Parish Council.
RESOLVED that the budget allocation 2003/2004 for both Tree Planting and Grants be reduced if anticipated expenditure under those items occurs in this financial year.
116. COMMUNITY WARDENS.
The Clerk informed that she has replied to
It is noted that on the whole the other three
parishes who would possibly be involved in a shared scheme i.e. Egglescliffe,
that the Clerk reply to Mr Batty informing that the Parish Council are still
interested in a shared scheme and would be pleased for him to progress the
matter. However, noting that the Parish
Council has now set their budget for 2003/04.
ARISING FROM THE MINUTES OF THE MEETINGS ON
(a) Item 23 (c) 2000/2001
- Greenside and Beckfields
Receipt was noted of a letter from a local resident regarding the accumulation of litter at the Beckfields shopping centre.
RESOLVED that the Clerk reply to the resident giving them an update on progress with the matter.
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RESOLVED that the Clerk send a letter to Browns Estate Agents regarding the repairs required to the lights at the Greenside shopping centre and when the works are expected to commence.
(b) Item 89(s) 2000/2001 Direction Signs to
The matter is being progressed by S.B.C. with the Highways Agency.
(c) Item 93 (b) 2001/2002 Safeway,
It was noted that the repairs to the bus shelter are now complete.
(d) Item 14 2002/2003 Ingleby Barwick Parish Council - Badge of Office For Chairman.
The Clerk noted that she has contacted A.J. Gilbert Birmingham Ltd, for a third quotation for a Chairman's badge of office.
Hard Enamelled Painted Centre Mounted on a No. 7 Medal All As Per
Gilt On Base Metal No.7 With Hand Enamel Painted Centre - £238.00
Mitred Ribbon - £ 9.95
Leatherette Case (If Required) - £ 18.50
Prices do not include V.A.T.
RESOLVED that the matter be discussed at the next Parish Council meeting.
(e) Item 79 2002/2003 Ingleby Barwick Community Hall - Extension Proposals.
RESOLVED that the Clerk arrange a meeting with the Community Hall Management Committee, to be held in late February 2003, possibly over school half term holidays, to discuss the proposed extension to the Community Hall.
that the Chairman of the Parish Council, Councillor T.W. Bowman, accompany
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(g) Item 99 (t) 2002/2003 Police Community Support
Receipt was noted of a letter from Cleveland Police in response to the Parish Council's request for Police Community Support Officers, which informs that the introduction of the PCSO'S is part of the effort to deliver the best possible policing service to the communities and will help them meet the increasing public demand for visible and accessible uniform patrol. PCSO's are employed, managed and directed by Cleveland Police and will form an important part of the policing family.
Within the District, the PCSO's will work hand in hand with the Community Policing Teams. They will be coordinated and directed taking into account all current intelligence and community needs, which will be prioritized. They will be a flexible resource, being able to be deployed to 'hot spots' throughout the District.
The Clerk informed that she has sent a letter to Cleveland Police
requesting clarification on the suggestion of diverting traffic during Yarm
Fair and noting that
118. COMMUNITY FACILITIES.
The Clerk informed that she has contacted S.B.C. regarding the purchase of some double bins i.e. litter one side/dog fouling other side, requesting their comments and a price per bin, if possible.
(b) Traffic Calming.
information has been received from S.B.C. regarding traffic calming matters in
informed that she has sent a letter to S.B.C. regarding the road safety problem
with lack of lighting at the
S.B.C. have informed that they are currently dealing with the matter.
No further information to date.
(d) Planting of Broad Leaf Trees, Ingleby Barwick.
The Clerk informed that she has been informed by Mr S. Hibbert S.B.C. that he has inspected the proposed sites for new planting this season and has also inspected last year's trees to assess the need for replacements.
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As a result of this he has found that many of the proposed sites are not suitable for tree planting due to underground services plus, a number of areas are not within Council ownership.
Despite this, he has identified a number of sites in proximity to the locations given, that he thinks will be good areas to plant - this includes adding trees to areas planted last year, previous years, as well as new sites.
He intends to write to the Parish Council in the near future to give more
details, including what funding is likely to be available.
As a guide he thinks there is scope to plant about 30 trees, however
they would be looking for an equal contribution from the Parish Council.
(e) Play Facilities.
The Clerk noted that she has informed S.B.C. that the sign at the toddlers play area adjacent to Safeway should have the Ingleby Barwick Coat of Arms on and read as follows:
'Additional Equipment Provided by Ingleby Barwick Parish Council 2002'
The Clerk has requested a written report from S.B.C. on the frequency and what is entailed in inspections of the play area, with regard to both the play equipment and the area itself i.e. litter, cleaning etc.
She has also requested, a copy of the post installation inspection report on the additional play equipment provided.
(f) Football Pitches.
Councillor Mrs Machin informed that seeding of the football pitches would hopefully commence in the Springtime.
The availability of grants is being progressed.
(g) Christmas Tree/Lights 2002.
It was noted that the Christmas tree and lights
provided by the Parish Council and sited at Ingleby Barwick Community Hall had
experienced a lot of vandalism, which was disappointing.
119. PLANNING APPLICATIONS.
(a) Planning Schedule.
The Clerk referred to the Planning Schedule attached to the Agenda for this Meeting, which states the comments made by Ingleby Barwick Parish Council's Planning Applications Committee in relation to the planning applications listed.
The Schedule indicates the current position of the planning applications, which have been informed by S.B.C.
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120. REPORTS OF ATTENDANCES AT COMMITTEES.
(a) Community Hall Management Committee.
It was noted that the last meeting had taken place on 9th January 2003.
The Hall has a reasonable number of bookings with an established list of regular users.
The hire rates were discussed and it has been agreed that they stay the same at present but be reviewed again in 6 months time.
It was noted that a visit was being arranged to see Marton Community Hall.
(b) Temporary Governing Body - Proposed Myton Park Community Primary School, Ingleby Barwick.
Councillor Bowman informed that everything is on target. The school should be weatherproof by the end of January 2003.
The movement of the offices into the school has been put on hold.
Two demonstration classrooms in All Saints Secondary School are to be made available by Easter, showing the proposed finishes for both the Secondary School and Myton Park Primary School.
The appointment of a Facilities Manager is being progressed.
Interviews for the Head Teacher are to take place on Tuesday 21st January 2003.
An Open Day is to be held on 29th January 2003 with guests such as Director of Education S.B.C. in attendance.
(c) Temporary Governing Body - St. Francis of Assisi Primary School, Ingleby Barwick.
Works are progressing and it is hoped to have the school open after the
February 2003 half term.
121. COMMUNITY COMMUNICATION.
RESOLVED that the Clerk place an article in the Gossip magazine and request that the magazine consider a regular slot for the Parish Council of maybe half a page on a quarterly basis. A costing to be negotiated.
122. CLERK'S REPORT AND CORRESPONDENCE.
(a) Stockton-On-Tees Borough Council, Minutes - Receipt of Minutes November/December 2002.
(b) St Francis of Assisi Church Centre - Receipt of Invoice for December 2002 for the sum of £30.00.
(c) J.W. Henderson Builders - Invoice for the sum of £558.13 for installation of Parish Council notice board.
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(d) The Planning Inspectorate - Notification of withdrawal of planning application by Bellway Homes & Yuill Ltd for land at Betty's Close Farm, Ingleby Barwick.
(e) Stockton-On-Tees Borough Council, Smart Awards 2003 - Receipt of information and posters.
(f) A.J. Gilbert (B'ham) Ltd., Chairman's Badge of Office - Receipt of quotation.
(g) Stockton-On-Tees Borough Council, Inspection Feedback - Receipt of letter thanking the Parish Council for their involvement in the Comprehensive Performance Assessment inspection of the Council, back in August 2002. Stockton has been rated as 'good', based on the way the council is run and the way the main services perform.
This is a very successful result and reflects the hard work and effort of everyone involved.
All unitary and county councils were given a rating of poor, weak, fair, good or excellent. Of a total of 150, 53 other councils were awarded 'good', with only 22 receiving 'excellent'. The results across the Tees Valley were more positive than the national average with all councils classed as 'fair' or better.
(h) Stockton-On-Tees Borough
Council, Council Tax -
Receipt of letter informing that as part of next year's council tax setting
process, the Council is to hold a Budget Conference and would like to invite a
representative from the Parish Council to attend.
The Conference is to be held at the Oakwood Centre from approx 2-4.30 p.m. on 28th January 2003.
The intention is to consider priorities for services and spending via discussion within working groups and the use of a computerized financial model. Facilitators will be available for each of the groups to assist in the process.
RESOLVED that Councillor Bowman attend the conference.
(i) St. John Ambulance Ingleby Barwick Cadets, Grant Aid Application - Receipt of letter applying for a grant of £500 on behalf of St. John Ambulance Ingleby Barwick Cadets.
(j) Local Council Review, January 2003 - Receipt of Copy.
(k) Cleveland Police
- Receipt of letter in response to the Parish Council's request for Police Community
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(l) HLB Audit - Receipt of correspondence.
DATE OF NEXT MEETING.
The next meeting of the
Parish Council to be held on 19th February, 2003, at the St. Francis
of Assisi Church Centre - Meeting Room, Barwick Way, Ingleby Barwick,
commencing at 7.00 p.m.