Ingleby Barwick Town Council s1

MINUTES

OF THE

ANNUAL MEETING

INGLEBY BARWICK TOWN COUNCIL

HELD ON

WEDNESDAY 16TH MAY 2012

INGLEBY BARWICK COMMUNITY HALL HARESFIELD WAY INGLEBY BARWICK

PREPARED BY Janet Milestone INGLEBY BARWICK TOWN COUNCIL

Minutes of the ANNUAL MEETING of INGLEBY BARWICK TOWN COUNCIL, held at Ingleby Barwick Community Hall, Haresfield Way, Ingleby Barwick on Wednesday16th May 2012 at 7.00 p.m.

PRESENT:

Chairman/Town Mayor: Councillor David Sanderson.

Vice Chairman/Deputy Town Mayor: Councillor Esther Harrington

Councillors: Gillian Corr, Gary Corr, Linda Dixon, Philip English, Denise Powell, Jean Kirby, David Birdsall, David Woolgrove, Tom Bowman and Ross Patterson.

OFFICER:

IN ATTENDANCE:

Ward Councillor Gillian Corr Ingleby Barwick East Ward Councillor Jean Kirby Ingleby Barwick East Ward Councillor Ross Patterson Ingleby Barwick West Ward Councillor David Harrington Ingleby Barwick West

Graham Clingan Countryside & Greenspace Development Manager, SBC

There were two members of the public present.

The Chairman Councillor David Sanderson welcomed all present to the Annual Meeting of Ingleby Barwick Town Council May 2012.

1.12-13 ELECTION OF CHAIRMAN OF INGLEBY BARWICK TOWN COUNCIL FOR THE COUNCIL YEAR 2012/2013.

The Chairman, Councillor David Sanderson, requested nominations for the position of Chairman of Ingleby Barwick Town Council for the council year 2012/2013.

Councillor David Sanderson was proposed by Councillor Bowman and seconded by Councillor Kirby. There were no other nominations and David Sanderson was elected as Chairman/Town Mayor of Ingleby Barwick Town Council for the Council Year 2012/2013.

Councillor David Sanderson thanked everybody for re-electing him into a second year of office.

Councillor Sanderson took this opportunity to give out thank you cards to Councillor Tom Bowman, Janet Milestone and Judy Daniels (not present) for their assistance over the past few months.

2.12-13 CHAIRMAN TO SIGN THE DECLARATION OF ACCEPTANCE OF OFFICE. Councillor David Sanderson signed the Declaration of Acceptance of Office of "Chairman/Town Mayor of the Town Council" for the council year 2012/2013.

3.12-13 ELECTION OF VICE-CHAIRMAN OF INGLEBY BARWICK TOWN COUNCIL FOR THE COUNCIL YEAR 2012/2013.

The Chairman requested nominations for the position of Vice-Chairman of Ingleby Barwick Town Council for the Council year 2012/2013.

Councillor Esther Harrington was proposed by Councillor Patterson and seconded by Councillor Gillian Corr. There were no other nominations and Councillor Harrington was elected as Vice-Chairman of Ingleby Barwick Town Council year 2012/2013.

Councillor Esther Harrington thanked everybody for re-electing her into a second year of office.

4.12-13 APOLOGIES FOR ABSENCE.

Apologies for absence were received on behalf of Ward Councillor Ken Dixon.

5.12-13 CODE OF CONDUCT – DECLARATION OF INTERESTS.

Councillor Philip English declared a personal/non prejudicial interest in the following item:

Agenda Item No 9 Member of Community Hall Committee.

Councillor David Sanderson declared a personal/non prejudicial interest in the following item:

Agenda Item No 9 Member of Community Hall Committee.

Councillor Tom Bowman declared a personal/non prejudicial interest in the following items:

Agenda Item No 11 Acting Finance Officer. Agenda Item No 12 Acting Finance Officer Agenda Item No 17 Member of Stockton Borough Council Standards Committee. Agenda Item No 18 Acting Finance Officer Agenda Item No 19 Acting finance Officer.

Councillor Ross Patterson declared a personal/non prejudicial interest in the following items:

Agenda Item No 9 Member of Community Hall Committee. Agenda Item No 15 The proposed circular trail will pass in front of his property. Agenda Item No 17 Ward Councillor for Stockton Borough Council Councillor Gary Corr declared a personal/non prejudicial interest as his wife is a member of Stockton Borough Council.

Councillors Gillian Corr and Jean Kirby declared personal/non prejudicial interest in items involving Stockton Borough Councillors as Ward Councillors.

Ward Councillor David Harrington declared a personal/non prejudicial interest in the following items:

Agenda Item No 16 Ward Councillor for Stockton Borough Council Agenda Item No 17 Ward Councillor for Stockton Borough Council

Councillor Harrington took this opportunity to thank Councillor Bowman, who is a member of the Standards Committee, for all the work that he has been involved with.

No further interests were declared.

6.12-13 MINUTES OF THE MEETING OF INGLEBY BARWICK TOWN COUNCIL HELD ON WEDNESDAY 18th APRIL 2012. AFTER CONSIDERATION, TO APPROVE THE SIGNATURE OF THE MINUTES BY THE PERSON PRESIDING AS A TRUE AND ACCURATE RECORD.

The Minutes of the Meeting held on the 18th April 2012 were considered.

IT WAS RESOLVED that the minutes be agreed and approved as a true and accurate record, the Chairman to sign the Minutes of the meeting accordingly.

7.12-13 TO CONSIDER APPOINTMENT OF COMMITTEES, SUB COMMITTEES AND WORKING GROUPS.

The possibility of forming a Finance sub group was discussed. However, it was agreed that this was not necessary at the moment

IT WAS RESOLVED that no Committees, Sub Committees or working groups be appointed but this could be reviewed as necessary.

8.12-13 TO APPOINT MEMBERS TO THE PLANNING APPLICATIONS ADVISORY GROUP.

The councillors were in agreement that the present format for circulating the planning applications was working well and the procedures to remain in place.

Councillor Woolgrove informed the meeting that due to current work commitments he was experiencing problems in sitting on this advisory group and would like to stand down.

Councillor Esther Harrington expressed an interest on sitting on the group. No other councillor put themselves forward for this group.

IT WAS RESOLVED that Councillors David Birdsall, Gary Corr, David Sanderson and Esther Harrington would be appointed to the Planning applications Advisory Group for the council year 2012/2013. 9.12-13 TO APPOINT MEMBERS TO THE COMMUNITY HALL MANAGEMENT GROUP.

Councillor Patterson suggested that the existing arrangement remains in place. He will be meeting with John Myers in the next week to discuss the system for the Community Hall Booking procedure and will report back at the June meeting.

IT WAS RESOLVED that Councillors David Sanderson, Ross Patterson and Philip English will continue as the representatives for the Community Hall Management Committee.

10.12-13 APPOINTMENT OF REPRESENTATIVES TO:

(a) Cleveland Local Councils Association (CLCA) (2)

IT WAS RESOLVED that Councillors Linda Dixon and Esther Harrington represent the Town Council on CLCA in 2012/2013.

(b) Eastern Area Partnership Board (1)

IT WAS RESOLVED that Councillor Tom Bowman represent the Town Council on the Eastern Area Partnership Board in 2012/2013.

(c) Eastern Area Transport Strategy (1)

IT WAS RESOLVED that Councillor David Sanderson represent the Town Council on the Eastern Area Transport strategy for 2012/2013.

(d) Parish Liaison Forums (1)

IT WAS RESOLVED that Councillor Ross Patterson represent the Town Council on the Parish Liaison Forum for 2012/2013.

(e) Neighbourhood Police Consultation meetings (1)

IT WAS RESOLVED that councillor Jean Kirby represent the Town Council at the Neighbourhood Police Consultation meetings.

(f) Broadview (2)

Councillor English informed the meeting that BDO had recently been taken over by a new parent company. This may have an effect on the community funding that had previously been agreed as there was not a contractual agreement. A meeting is scheduled for the 29th May when hopefully more information will be available.

IT WAS RESOLVED that Councillors Philip English and Tom Bowman represent the Town Council at the BDO meetings.

11.12-13 TO CONSIDER PAYMENT OF SUBSCRIPTIONS/RENEWALS FALLING TO BE PAID ANNUALLY. (a) Zurich Municipal Insurance Policy - Renewal Date 1st June 2012.

Renewal amount is £770.01. Discussion took place and Councillor Tom Bowman will check the level of cover against last year's policy.

IT WAS RESOLVED that the Town Council is in agreement for the renewal of the policy subject to the policy giving the same (or improved) cover as last year's policy.

(b) Cleveland Local Councils Association - Renewed April 2012.

The renewal for April 2012 was agreed at the meeting of th2 18th April.

IT WAS RESOLVED that the renewal be noted and that renewal for 2012 be agreed, subject to cost.

(c) Society of Local Council Clerks - Renewal date January 2013.

IT WAS RESOLVED that the membership be renewed on receipt of renewal paperwork and subject to cost.

12.12-13 REVIEW OF SERVICE LEVEL AGREEMENTS

(a) Ingleby Barwick Enforcement Service

Discussion took place and two questions raised:

1. Increase in cost of £1800 + VAT on the previous years, which equates to approx 4%. Clarify the reason for the increase.

2. The requirement to introduce into the SLA for officers not to patrol or respond to incidents on the main Tesco site and petrol station (east of Myton Way) within the hours that are being contracted by Ingleby Barwick Town Council.

IT WAS RESOLVED that contact be made with enforcement services to discuss the SLA further. The SLA was not signed.

13.12-13 PUBLIC PARTICIPATION

A period of 10 minutes to be designated for public participation

Jubilee Event - Resident, Sheila Rouse, informed the meeting that a Jubilee Lunch will be taking place on Sunday 3rd June, 12 noon at All Saints School. Everybody is welcome.

Youth Cafe Proposal - Officers from Stockton Borough Council would like to meet with the Town Council to discuss the proposal for the youth cafe.

IT WAS RESOLVED that, subject to the availability of the SBC officers, an Extraordinary meeting be held on Wednesday 30th May, 7pm at the Community Hall to discuss the proposal. 14.12-13 MATTERS ARISING FROM THE MINUTES OF THE MEETING HELD ON 18TH APRIL 2012

PAT Testing - Councillor English informed the meeting that he had received initial quotes, starting at £250. As there are only a small number of items it was thought that this was excessive. Suggestion that contact be made with Robinsons to see who they use.

Letterbox - has been installed. Discussion took place regarding the requirement of a padlock.

15.12-13 INGLEBY BARWICK CIRCULAR TRAIL/THORNABY WOODS AND STOCKTON BOROUGH COUNCIL GREEN INFRASTRUCTURE STRATEGY: Graham Clingan, Countryside & Greenspace Development Manager, SBC

Graham thanked the Town Council for giving him the opportunity to attend the meeting and began by outlining the plans for the circular trail around Ingleby Barwick. Whilst there are paths around Ingleby Barwick some pathways are more accessible than others. There is an opportunity to begin improving access and footpaths through Thornaby Woods with support from the Forestry Commission, possibly beginning this financial year. The long term plan would be to create a complete route around Ingleby Barwick, linking the trail in with existing green spaces. There is an issue with one section of the route on Leven Bank which is privately owned. However, this is a long term plan and consultation and negotiations would be ongoing.

A question was raised regarding the Hogweed which is growing in the Round Hill area. SBC are aware of the issue and it will be taken into account when planning out the work. Graham expanded further by saying that Countryside and Greenspaces work closely with other agencies, ie Groundworks, and volunteers which carry out a lot of the clearance work.

Discussion took place regarding the cost of improving the pathway between points AF5 and AF6 (pathway at the rear of Regency Park up to Chalfield Close on the east side of the estate). Councillor Patterson asked if improvements to this section could be costed out and brought back to the meeting.

IT WAS RESOLVED that Ingleby Barwick Town Council support in principal the implementation of a circular trail around Ingleby Barwick

The Green Infrastructure Delivery Plan is a partnership document which has 10 broad aspirations to work to. The Delivery Plan is in its early stages and comments are being requested up until 27th June 2012. However, this is also working progress and even for projects agreed implementation will be reliant upon available funding and resident consultation.

Having project schemes in place is beneficial for when funding becomes available, especially if there funding available from new developments.

IT WAS RESOLVED that any comments regarding the Delivery Plan should be brought back to the meeting of the 20th June. Councillor Sanderson thanked Graham Clingan for attending the meeting.

Councillor Woolgrove apologised but due to work commitments left the meeting at this point.

16.12-13 WAR MEMORIAL: Councillor Gillian Corr

Following a discussion it was agreed that the wording on the memorial would read:

"To commemorate fallen heroes past and present. Lest we forget."

This memorial was funded by Ingleby Barwick Town Council, 2012

The colour of the stone will be Alpen Dorada Grey, black font in Copperplate Gothic Bold.

It was suggested that these details could be put together onto a picture to see what it all looks like together for the next meeting. Councillor Corr will ask for a final costing and "photograph" based upon the above requirements to bring to the June meeting.

17.12-13 CODE OF CONDUCT

A copy of the Draft Code of conduct for Stockton Borough Council had been circulated prior to the meeting. There were no issues raised.

IT WAS RESOLVED that Ingleby Barwick Town Council agreed in principal to adopt the Stockton Borough Council Code of Conduct subject to agreement of the final copy.

18.12-13 GRANT APPLICATIONS

The following applications were discussed and decisions made on:

1. T.I.B.S. Football Club. Amount requested £943.20 - declined. 2. Ingleby Barwick Art Group. Amount requested £245.00 - declined. 3. Ingleby Barwick Over 50's. Amount requested £240.00 - agreed. 4. Ingleby Barwick 2nd Rainbows. Amount requested £200.00 - agreed. 5. Ingleby Barwick 2nd Brownies. Amount requested £300.00 - agreed. 6. Ingleby Barwick Youth Group. Amount requested £650.00 - agreed. 7. St John's Ambulance. Amount requested £323.00. £160 - agreed. Application requires additional information. 8. St Francis of Assisi. Amount requested £1000 - agreed in principal. However, funding will be held by Ingleby Barwick Town Council in reserve account for a maximum of two years from the 16th May 2012.

19.12-13 FINANCE

The following accounts have been paid:  Clerks Salary March  Clerks Pension March  HMRC for March  Durham Local Council Training  Robinsons Office rent March  TABS recruitment wk 12, 13, 14  Rent to Community Centre x 2  Konica Minolta  Siemens  CLCA Subs  CLCA Magazine  Cllr T Bowman expenses x 2

IT WAS RESOLVED that the Town Council confirms its approval of the Accounts paid.

Direct debits / month Orange Home, £20.42 PC World £13.21 PC World £1.96

IT WAS RESOLVED that the Town Council approves payment of the Direct Debits

To Authorise 16th May 2012 Clerks Salary April HMRC April Pension April Office Rent £250.00 Community Wardens £13,609.20

Still to pay 16th May 2012 TABS Weeks 15, 16, 17 Hall Rent April Office rent at £250.00 HMRC for May Clerks Pension May Clerks salary May Windmill Park £5,000 Zurich Municipal Insurance £770.01 T. Bowman - expenses

IT WAS RESOLVED that the Town Council approves the payment of these accounts.

Balance at 14th May 2012 Cheque Account £13,662.82 Deposit Account £184,075.04

Cllr Tom Bowman Acting Finance Officer

20.12-13 INGLEBY BARWICK GARDEN COMPETITION Following discussion it was agreed to postpone the garden competition for 2012.

21.12-13 CHRISTMAS TREE: Councillor Jean Kirby

Councillor Kirby informed the meeting that she had received a response to her enquiry from Service Stockton regarding the installation of a Christmas tree on the roundabout of Ingleby Way and Myton Road. The cost of installing a base and electrics will be £9250.00. This does not include the cost of the tree. Service Stockton has suggested that an alternative location should be sought.

With this in mind councillor Kirby suggested that the Christmas tree could be sited on Ingleby Way. At the first roundabout past the Myton House Farm going east there is a piece of land to the left of the roundabout which appears suitable.

Discussion took place and it was agreed that Councillor Kirby would look further into this option and report back at the next meeting.

22.12-13 COMMUNITY COMMUNICATION

Councillor Kirby to submit an article for the next edition of the Gossip Magazine. Information to include:

 Information on the Annual Meeting which took place on the 16th May.  An invitation for all residents to attend the jubilee lunch at All Saints School, Sunday 3rd June beginning at 12 noon.  Incident at the rear of Thornwood Avenue which Enforcement responded to.  Date and time of the next Town Council meeting.

23.12-13 CORRESPONDENCE RECEIVED

GENERAL 1. Enforcement stats for March/April 2012: E Parks, SBC Senior Enforcement Officer. 2. Empowering Towns and Parish Councils: Steve Shaw, National Co-Ordinator of Local Works (e-mailed). 3. Zurich Municipal Insurance: Advanced notice of insurance renewal. 4. HMRC Employer Alerts and Registrations: (Emailed to Cllrs Sanderson and Bow- man). 5. Email from local resident re ASB at Broom Hill Park. Discussed at the meeting of the 18th April 2012. 6. Draft Code of Conduct: Stockton Borough Council (emailed). 7. Circular Trail, Thornaby Wood: Keith Matthews, SBC Countryside and Greenspace. 8. Ingleby Barwick Library Newsletter: May 2012 (emailed). 9. Email from Inspector Marc Anderson confirming the names and contact details fro the ward officers for Ingleby Barwick (emailed to Cllr Sanderson). 10. S.L.C.C. Branch Newsletter for County Durham and Cleveland. 11. S.L.C.C. Summer Symposium. 12. Email from Carol Whitehead and Paul Joiner re the proposed internal audit arrange- ments. 13. Proposed meeting date from Matt Kelly, Broadview Energy Ltd. (emailed to Cllr Bow- man and Cllr English). 14. Gary Vance, Ingleby Barwick Website; procedure for uploading agendas, minutes etc to the website. 15. Incident at rear of Thornwood Avenue on 28th April 2012: Graeme Small, Enforce- ment Manager, SBC (emailed). 16. Pension Contribution Payments: Nicky Dare, Teesside Pension Fund Accounts (emailed to Cllr Sanderson and Cllr Bowman). 17. Annual Reports of the Standard Committee and Monitoring office 2011/12: Susan Ranson, Stockton Borough Council (emailed). 18. Skate Park update: Paul Surtees, SBC (emailed). 19. Enforcement Services: SLA and Invoice for 2012/13 (emailed). 20. Tree planting to mark the Queens Jubilee, expression of interest: Graham Clingan, Countryside and Greenspace Manger, SBC (emailed). 21. Ingleby Barwick Community Hall: Agenda for 11th May and minutes of meeting from the 13th April (emailed). 22. Ingleby Barwick Community Hall: Annual Report for 2011/12 (emailed).

NALC/CLCA 1. L.C.R. subscriptions invoice: approved payment at meeting of the 18th April 2012. 2. Updated Legal Topic Notes: LTN 28, LTN 45 and LTN 80 (emailed). 3. E-bulletin: 13th April 2012 4. Legal Topic Note 79 (emailed). 5. LO6 - 12 New Legal Briefing: repeal of Power of Wellbeing and Transitional Arrange- ments (emailed). 6. Early Day Motion on Planning Appeals and the Planning Applications (emailed). 7. Electronic Annual Return (emailed). 8. PC 14-12 plus E-bulletin: 27th April 2012 (emailed).

EVENT AND TRAINING INFORMATION 1. County Durham Association of Local Councils: Staff Training courses (emailed).

DONATION/GRANT APPLICATION 1. Susan Beevers, TIBS under 9 football team request for support. Sent out application form.

24.12-13 DATE OF THE NEXT MEETING OF THE ANNUAL TOWN COUNCIL

Wednesday 20th June, 2012 at 7pm.

25.12-13 TOWN CLERK AND TEMPORARY ASSISTANT CLERK UPDATE

This item was discussed.

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