MINUTES of the Ordinary Meeting of Pickering Town Council held 21 April 2008 in the Memorial Hall, Potter Hill, Pickering

Present: Councillor A Aslett, Councillor Mrs M Danks, Councillor Mrs J Hepworth, Councillor S Jenson, Councillor K Kitching, Councillor Mrs J Lovejoy, Councillor Mrs M Lowe, Councillor W Oxley, Councillor Mrs C Simpson, Councillor Mrs J Taylor, Councillor Mrs N Warriner MBE

Apologies: Councillor B Baker – on holiday

Two members of attended the meeting though not for its entirety.

152 MINUTES

The Town Council resolved that • the Minutes of the ordinary meeting held on 17 March 2008 be approved; • the Minutes of the Planning Committee held 7 April 2008 be received and endorsed.

153 TOWN MAYOR’S ENGAGEMENTS

20 March 2008: Castle Path opening, the Castle. 27 March 2008: Youth Theatre’s “Cocacabana”, Milton Rooms, Malton. 4 April 2008: in Bloom Spring judging, Pickering. 4 April 2008: Guest of Honour, Officers’ Mess, RAF Fylingdales, Commemoration Dinner 90th Anniversary, RAF. 5 April 2008: WRVS Centre, Pickering: “Soldiers’ life in Afghanistan and Iraq”. 10 April 2008: AGM, Stape Silver Band, Band Room. 11 April 2008: Norton on Derwent Civic Dinner, Burythorpe. 13 April 2008: Civic Service, All Saints, Kirkbymoorside.

154 THE TOWN CLERK’S REPORT

i) Dates of meetings and events (Venue is Memorial Hall unless otherwise stated.)

May 2 Councillors’ Audit Kitching Room 9am 6 Ryedale Five Towns Ryedale House 6.30pm 7 Annual Town Meeting To be determined 7pm 8 Planning Committee Kitching Room 7pm 27 Southern Area Parish Forum Rosedale Reading Rooms 7pm June 4 Planning Committee Kitching Room 7pm 6 Councillors’ Audit Kitching Room 9am

ii) The Environment Agency would undertake work in the near future to help flood flows cross Mill Lane unimpeded.

100 154 cont.

iii) The minutes and programme listed below had been lodged in the Town Council office: • March Minutes of Pickering in Bloom; • Ryedale Forum 50+’s Events Programme Summer 2008.

iv) The County Council’s new Service Centre Transportation Strategies would concentrate on both town centres and surrounding hinterland to ensure that closer alignment with accessibility, public transport, road safety and school travel could be achieved.

v) Pickering had acquired Fairtrade status and the Town Mayor had agreed to receive the certificate on 10 May 2008, 11am, WRVS Centre. There would be a display in the Market Place from 10am until 2pm on that day and refreshments would be available in the WRVS Centre. Councillors were invited to the presentation.

vi) The Vale and Dale Home Improvement Agency provided a low cost Handyperson Scheme throughout Ryedale. The service was available to both homeowners and tenants. Labour would be free of charge to those over 50 and on a low income or the disabled of any age. The Agency operated in partnership with Ryedale District Council and Supporting People.

vii) PPL Ltd had been asked to inspect a section of wet pour in Hawthorn Lane play area which was showing signs of collapse. The inspection would be undertaken on 25 April 2008.

viii) Anti social behaviour in the early hours of 19 April 2008 in the Manor Drive play area had been reported to the Police.

ix) A vehicle or vehicles had been driven along the footpaths in the central area of the cemetery causing damage to verges. The Town Council would have the opportunity to consider the installation of bollards at the ordinary meeting in May.

x) Articles of clothing and a bag of electrical cable had been found in the cemetery toilets. The ball cock in the cistern had been jammed to create an overflow. The Police had been informed.

155 REPORTS

The Town Council • received a report on the Wilf Ward Family Trust Mediaeval Spectacular;1 • received and endorsed an action programme for the Pride in Pickering campaign; • resolved that the Town Centre working party be authorised to choose the winners of the Logo competition and make any modifications to the winning design should they be required.

1 Minute 134, p90, 18 February 2008.

101 156 DEVELOPMENT CONTROL

i) Outcomes relating to recent planning applications

The Town Council noted the outcomes relating to sixteen planning applications in relation to its own views about their acceptability or otherwise.2

ii) Planning Applications from Ryedale District Council

The Town Council had no objections to the following applications: • 08/00273/FUL: erection of conservatory at 6 Swainsea Drive; • 08/00335/FUL: installation of two 40000 litre underground fuel storage tanks to replace existing tanks at Vale Motors, Malton Road Filling Station; • 08/00275/LBC: internal alterations to form an en-suite bathroom at Vivers Mill House, Mill Lane; • 08/00325/FUL - change of use from sports massage and healing therapies clinic (Use Class D1) to shop (Use Class 1) at 39 Burgate.

The Town Council was unable to reach unanimity about the application to install five replacement windows with UPVC at Greystone’s Café, 126 Eastgate (08/00149/FUL).3

157 FINANCE

i) Councillors’ Audit for March

The Town Council resolved that the report of the Councillors’ Audit undertaken on 11 April 2008, ie that financial transactions in February 2008 had been undertaken according to the system of internal control, be received and endorsed.

2 08/00092/FUL – erection of a three bedroom dwelling (revised details to refusal 07/00938/FUL dated 6 December 2007) on land at 44 Ruffa Lane: approved; 08/00094/FUL – erection of a single-extension to form a porch and toilet at 5 Eastfield Road: approved;08/00118/FUL – erection of cycle shelter, Ryedale Swimming Pool, Mill Lane: approved08/00122/FUL – erection of a part two storey/part single storey extension to north elevation of 1 Oaklands to include integral garage: approved; 08/00036/FUL – erection of single storey extension at Heathcote, 100 Eastgate: approved; 08/00056/LBC – erection of a two storey extension to side and rear of 31 Eastgate: withdrawn; 08/00055/FUL – erection of a two storey extension to side and rear of 31 Eastgate: approved; 08/00127/FUL – erection of a two bedroom dwelling with attached garage on land to rear of 95 Ruffa Lane: approved; 08/00138/FUL – erection of part two-storey/part single-storey extension and replacement porch (revised details to refusal 07/00990/FUL dated 18.12.07): approved; 08/0141/LBC and 08/00140/FUL – conversion and alteration of offices to form café/shop, change of use and alteration of offices to form café/shop respectively: approved; 06/00125/LBC and 06/00126/ADV – display of externally illuminated fascia sign (revised details to refusals 05/05/00529/LBC and 05/00904/ADV): approved; Appeal APP/Y2736/A/08/2062920 – The Old Manse, Middleton Road: appeal dismissed; 08/00166/FUL – erection of first floor extension at 32 Marshall Drive: approved; 08/00133/LBC – alteration of west shop front to timber louvered doors at 5 Eastgate; 08/00132/FUL – change of use of retail unit to stock/staff room at 9 Eastgate Square to include timber access doors and alterations of west shop front to timber louvered doors at 5 Eastgate. 3 Some councillors thought that UPVC should not be used to replace windows, doors etc in a conservation area irrespective of whether the building was historically significant or particularly prominent in the street scene (the latter is the case with 126 Eastgate); others thought that whether UPVC should be used depended on the historical and, or architectural significance of the building concerned and there were doubts as to whether 126 Eastgate qualified against this criterion.

102 157 cont.

ii) Time Deposit Account4

The Town Council • noted that the Town Clerk had invested £102978.64 at 5.45% with the Bank of Ireland for thirty one days; • further noted that the Town Clerk had drawn down £11000.00 to help cover expenditure; • resolved that the officer’s actions be endorsed; • further resolved that the Town Clerk be authorised to effect a chaps payment on 19 May 2008 of those moneys from the precept which were not needed in the near future to meet expenditure.

iii) Requests for Grants

a) Pickering in Bloom

The Town Council • considered a request from Pickering in Bloom for a grant towards the cost of four mangers to be sited on the barriers north of the roundabout; • noted that appropriate financial information had been submitted to support the request; • resolved that, in accordance with its power under s. 137 of the Local Government Act 1972, it would make an award of £300.00.

In the opinion of the Town Council the amount of expenditure was in the interests of the area and of its inhabitants and would benefit them in a manner commensurate with the expenditure.

b) Pickering 60s Festival

The Town Council • considered a request under s 145 of the Local Government Act 1972 from the Festival Committee for a grant; • resolved that £300.00 be awarded towards the estimated £7750.00 cost of the event.

The Town Council gave further consideration to the Festival Committee’s request for support for the proposed closure of the Market Place, Birdgate and Smiddy Hill on 14 June 2008 to enable live music to be performed in the town centre and decided that the request should be supported.5

iv) Town Council insurance

The Town Council considered a briefing paper on the issues relating to its insurance cover and resolved that • cover be sought from 1 June 2007 for the following categories: Public liability; Employers’ liability; Money; Fidelity Guarantee; Property damage; Officials Indemnity; Libel and Slander; Personal Accident and Legal Expenses;

4 Minute 16x), p13, 21 May 2007; Minute 31ii), p20, 18 June 2007; Minute 57v), p35, 20 August 2007. 5 Minute 146, p98, 17 March 2008.

103 157iv) cont.

• the following assets should be insured: the cemetery storage hut, two sets of spoil holders and the grave mats; the Memorial Cross on Smiddy Hill; all public seats, wooden benches and picnic benches; the notice board sited in the Market Place; Christmas lights; all office equipment and furniture which was individually valued more than the premium excess; the civic regalia.

The Town Council decided against insuring other categories of property either because there was no claim history, or the value was less than the premium excess or the premiums that would be charged in the mid to long term for categories of property were greater than the amount that could be recovered were a claim to be made.

v) Internal Auditor 2008-09

The Town Council resolved that Mr R Horne be re-appointed to the post of Internal Auditor for 2008-09 at a fee of £150.00.

vi) Subscriptions

The Town Council • noted that were it to renew its membership of Yorkshire Local Councils Associations and the and Playing Fields Association the subscriptions would be, respectively, £675.00 and £50.00; • resolved that the subscriptions be paid.

vii) Roundabout sponsorship6

The Town Council considered a number of recommendations relating to • the cost of a new planting scheme and concomitant maintenance; • the fee and conditions to be met by sponsors.

The Town Council resolved that • £3000.00 be allocated to the project, the sum to include administrative and advertising costs and contingencies; • sponsors for each of the four sections of the roundabout be sought from the business community, the cost to the sponsor for each section being £750.00 for the four year period starting in 2008 and ending 31 March 2012; • payment for signage would be an additional cost between the sponsor and a sign- maker; however, the signs would be the same shape and dimensions and their design would be subject to approval by Highways North Yorkshire and the Town Council’s working party; • the working party be authorised to deal with any issues that might arise.

6 Minute 94, p63, 19 November 2007.

104 157 cont.

viii) Beck clean

The Town Council resolved that • in accordance with its power under s. 137 of the Local Government Act 1972, it would allocate up to £135.00 to hire a skip to hold rubbish to be collected from the beck by members of the local fishery association; • the Town Clerk be authorised to decide on the exact size of skip following consultation with the association.

ix) Training

The Town Council resolved that • £45.00 be paid to the Society of Local Clerks to enable the Town Clerk to attend its regional conference at on 12 June 2008; • the Town Clerk be paid travelling expenses for attending the same.

x) Cemetery toilets’ drain

The Town Council received a briefing about the collapse of the cemetery toilets drain but deferred a decision until it was clear whether the Town Council’s insurance policy covered repair to the infrastructure.

xi) Financial Statement March 2008

The Town Council resolved that the financial statement for March 2008 be received.

xii) Accounts paid and due for payment

The Town Council resolved that • the supplementary accounts for March 2008 totalling £5928.11; • the April accounts paid, and due for payment, totalling £8355.90, be approved.

158 CONGESTION AT ACCESS POINTS TO NORTH YORK MOORS NATIONAL PARK

The Town Council noted that North Yorkshire County Council welcomed suggestions as to where there was congestion in Pickering and how this might be eased. The principal authority was investigating the causes of, and solutions to, congestion in the North York Moors National Park and access points. Pickering was an access point.

The Town Council thought that the problems relating to traffic management in the town were sufficiently documented to obviate the need for any further research and decided against participating in the consultation exercise.

105 159 ANNUAL REPORT 2007-08

The Town Council • considered a draft of the Annual Report for 2007-08 and resolved that it be approved; • noted that the Town Clerk had yet to draft the financial section; • further resolved that members’ e-mail addresses should be added to their contact details in the relevant section of the document.

160 GREENLANDS PLAY AREA

The Town Council considered a report relating to structures that had been built by local children in a tree in a field adjoining the play area. The children had climbed into the tree initially by using the boundary fence and then via a rope ladder. They had been asked not to use the fence and, on the insistence of the Town Council’s insurers, the rope ladder which they had then removed. The Town Council noted that local planning officers thought that the structures would require planning permission and it would be the responsibility of the owner of the land on which the tree was growing to secure this.

The Town Council did not think that it could do anything further as the structures were not on Town Council land; however, it decided to initiate discussions with the children to see how their need for challenging play opportunities might be met.

161 ROUNDABOUT FINIALS AND RAILINGS

The Town Council • noted the shabby state of the railings and the number of posts that were without finials; • further noted that the Town Centre working party would liaise with the divisional representative and the Area Manager, Highways North Yorkshire about repainting the railings and replacing the missing finials.

The Town Council decided to remind the Area Manager that the surface of the footpath on the eastern side of Kirkham Lane required attention.

162 RESPONSES REQUESTED

The Town Council noted that • North Yorkshire County Council’s Children and Young People’s Service had requested input into a new Children and Young People’s Plan for the county; • North Yorkshire County Council’s Business and Environmental Services had requested views on how they were addressing a range of transport issues; • Yorkshire Local Councils Associations had requested views from member councils on the current organisation of the branch system.

The Town Council resolved that • a working party comprising Councillors Mrs Hepworth, Lovejoy and Simpson meet on 28 April 2008, 6.30pm, at the Town Mayor’s house to respond to the County Council’s Children and Young People’s Service’s request;

106 162 cont.

• a working party comprising Councillors Aslett, Kitching and Oxley meet on 29 April 2008, 9.30pm, in the Town Council office to respond to the questionnaire from the County Council’s Business and Environmental Services; • Councillor Mrs Warriner, the Town Council’s representative on the Ryedale Branch of the Associations, together with the Town Clerk, respond to its questionnaire.

163 FOOTWAYS IN PICKERING

The Town Council considered • a letter from Mrs Casson, 2A Cuddy Brown Close, which had also been sent to Highways North Yorkshire; • a copy letter sent by Mrs D Wood, 8 Swainsea Drive, to Highways North Yorkshire, and resolved that the issues be referred to its Town Centre Working Party for further consideration.

Mrs Casson thought that more could be done to help the disabled negotiate the footways in the town in safety and with ease. Mrs Wood’s specific complaint was about the hazards that the flags on the south side of the Market Place posed to pedestrians.

164 TOWN MAYOR DESIGNATE AND DEPUTY TOWN MAYOR DESIGNATE

The Town Council resolved that • the Town Mayor and Deputy Town Mayor for the coming civic year be designated; • Councillor Mrs Danks and Councillor Baker be designated Town Mayor and Deputy Town Mayor respectively.

165 ANNUAL MEETING OF THE TOWN COUNCIL

The Town Council resolved that • Standing Order 1 be suspended to allow the Annual Meeting to begin at 7pm on 19 May 2008; • the ordinary meeting begin at 7.30pm.

166 PERMISSION SOUGHT TO REPRODUCE THE TOWN MAP

The Town Council • considered a request from Mr A Avery to reproduce the town map on the website he was devising for the Quakers in Pickering; • resolved that the request be granted.

167 RESIDENTIAL PARKING ZONES: INFORMATION ONLY

The Town Council noted that residential parking zones in Pickering would be an agenda item at the ordinary meeting in May.

107 168 EXCLUSIVE RIGHT OF BURIAL

The Town Council resolved that Exclusive Right of Burial certificate no 1338 be sealed.

……………………………… Chairman

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