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PC Minutes

 

 

 

Please note -  These minutes are draft until endorsed at the next Council Meeting

 

Latest Minutes Available: May 2020

 

 

 

ASKHAM BRYAN PARISH COUNCIL

MINUTES of a meeting of the PARISH COUNCIL

held on Thursday 20 th February 2020 at 7pm at the Village Hall.

PRESENT: Councillor Andrew Steele (Chair)

Councillors Darryn Mitchell

Doreen Hopwood

Kathryn Smith

Kirsty Smahon

Mark Walker

Simon Peers

 

In attendance: One resident, Ward Cllr. Anne Hook and the locum Clerk.

1 APOLOGIES: None

2 DECLARATIONS OF PECUNIARY INTEREST – None

3 PUBLIC PARTICIPATION

One member of the public was present, no issues were raised.

4. TO APPROVE AND SIGN THE MINUTES OF THE MEETING OF THE PARISH COUNCIL HELD ON 16 th

JANUARY 2020

It was suggested that the wording of item 9.4 be changed from budget for play area maintenance to budget for

recreational area maintenance. It was resolved that subject to this amendment, the minutes of the meeting of

the Parish Council (PC) held on 16 th January 2020 having been circulated, be approved and that the Chair be

authorised to sign.

5. PLANNING

a. Planning Applications Received

No Planning Applications had been received since the last meeting

b. Planning Decision Notices Received

The following decision was noted:

19/02121/FUL - OS Field 5840 To West of Westwood Lane - Erection of agricultural storage building – refused

6 TO RECEIVE THE NORTH YORKSHIRE POLICE CRIME REPORT

The report was received showing that there were no reported crimes in the Parish in January.

7 REPORT FROM WARD COUNCILLOR HOOK

Ward Cllr. Hook reported that there should now be an extra litter bin near the college. She would forward an e-

mail about dog-fouling. The City of York Council budget would be debated the following Thursday.

8 OTHER MATTERS

8.1 Mill Lane. It was noted that there were proposed amendments to the traffic regulation order

on Mill Lane introducing restricted parking. The Parish Council were supportive of these

proposals.

8.2 75 th anniversary of Victory in Europe (VE) Day. It was agreed that the Parish should

mark this anniversary by holding an event on the recreational area on 8 th May 2020.

Approaches would be made to Community groups including Brownies, the Women’s

Institute, the college, the Village Hall, the public house (who hold an appropriate licence). A

working party would be formed and Cllr. Peers would lead on organising. Suggested ideas

included a bouncy castle, live music, a bar and dressing up in the style of the 1940s. A

marquee would be hired. The event would follow the national timeline with regard to the

ringing of church bells and having the last post.

8.3 Copmanthorpe roundabout improvements. The Chair reported that he had received e-mails from residents about this. The works will ease congestion by making the exit into two

lanes but it wasn’t clear how this would be achieved without having a negative effect on

other exits. Ward Cllr. Hook agreed to contact Traffic to request formal consultation on the

detail of the plans and to request that someone from Traffic attend the next PC meeting.

There were also concerns that the slip roads onto the westbound A64 and exiting the

eastbound lane need to be longer.

8.4 Leaflets. Leaflets advertising the quiz had been printed and Cllr. Mitchell had a receipt for

the ink cartridges used. The quiz was being held on the second and last Thursdays of the

month. A complaint about dog-fouling had been received. It was decided that rather than

printing leaflets asking for dog owners to be considerate, a direct approach would be made

to one dog owner who had been identified by the complainant. Part of the problem was that

dogs were not being kept on a lead and therefore not always visible to the owner. Cllr.

Smahon agreed to approach the owner in question and Cllr. Walker agreed to monitor the

situation and advise the PC accordingly.

 

9 FINANCE

9.1 Bank Reconciliation. The Responsible Financial Officer (RFO) reported that the bank

balance as of 11 th February 2020 was £23,364.91.

9.2 Anticipated payments. The RFO presented a list of payments. It was noted that the sale

of the recreational area land has been completed at a cost of £20,770.80. This was higher

than reported at the January meeting due to the original cheque not being accepted for

clearance by the bank. Other payments were £285 for Yorkshire Local Councils

Associations training, Clerk’s Expenses £78.41 (100 Second Class postage stamps £61,

land registry searches £6, postage - next day delivery £10.92, signing in book - 49p),

Society of Local Council Clerks annual subscription (pro-rata) £26.58, payment of

expenses of £311.50 to a resident who has spent money on the play area (see item 9.4),

Village Hall Hire in 2019 - £168 and Clerk’s salary and deductions for tax and National

Insurance payable to HMRC. It was noted that the chair for the pond would be delivered

the next day at an estimated cost of £400.

9.3 Bank signatories. Confirmation had been received from the bank that the mandate had

been changed and that Cllrs. Peers and Steele were now signatories on the bank account

and that two former Councillors were no longer signatories. Forms had been completed to

add Cllr. Smith as a signatory. The need to remove another former Councillor was noted.

Cllr. Mitchell was thanked for the time he had spend liaising with the bank and the solicitors

including personal visits.

9.4 It was resolved to approve reimburse a resident who had spent money on the children’s

playground (hydraulic breaker hire £58.08 + VAT, Chair seat £91.50 + VAT, two bags of

aggregate at £55 + VAT each), all in favour.

 

10 CORRESPONDENCE

A list of correspondence received since the last meeting (items 21-32) had been circulated and the contents

noted.

11 DATES OF MEETINGS FOR 2020

The dates of PC meetings for 2020 were noted as follows; 19 March, 16 April, 21 May, 18 June, 16 July, 20

August, 17 September, 15 October and 19 November.

The meeting closed at 7:45pm

ASKHAM BRYAN PARISH COUNCIL

 

MINUTES of the ANNUAL meeting of the PARISH COUNCIL

held on Thursday 21st May 2020 at 7pm using remote access.

 

PRESENT: Councillor Andrew Steele (Chair)  

Councillors Kathryn Smith

Mark Walker Kirsty Smahon Simon Peers

 

In attendance: One resident, Ward Cllr. Anne Hook and the locum Clerk.

 

1 VOTING:

 

It was agreed that voting would be by show of hands.

 

2 ELECTION OF CHAIR:

 

It was resolved that Councillor Steele be elected as Chair for the ensuing year proposed by Cllr. Smith, seconded by Cllr. Smahon. There being no other nominations, Cllr. Steele was duly elected and the Clerk would send him a Declaration of Acceptance of Office for signing.

 

3 ELECTION OF VICE-CHAIR:

 

It was resolved that Councillor Peers be elected as Vice-Chair for the ensuing year proposed by Cllr. Steele, seconded by Cllr. Smith. There being no other nominations, Cllr. Peers was duly elected.

 

4 COMMITTEES AND WORKING PARTIES:

 

It was resolved to disband the Recreation Area Working Party and bring all elements of management and development under the remit of the Parish Council (PC), proposed Cllr. Steele, seconded Cllr. Smahon, all in favour.

 

Membership of and Terms of Reference for the Natural Environment Group would be considered at the June meeting.

 

Membership of the Staffing Committee was deferred until such time as recruitment of a permanent Clerk was being considered.

 

It was resolved that the Chair and Vice-Chair be the voting representatives for Yorkshire Local Councils Associations (YLCA) meetings, in the event of a change of Chair or Vice-Chair, the new incumbents of those positions would become the voting representatives.

 

5 APOLOGIES: Cllrs. Hopwood and Mitchell.

 

6 DECLARATIONS OF PECUNIARY INTEREST: None

 

7 PUBLIC PARTICIPATION

 

A planning application for 4 The Court, Main Street had been received and the resident addressed the PC explaining the reasons for the work being carried out, the enhancement to the village overall, consultation with affected neighbours, arboricultural surveys regarding the horse chestnut and other trees, car parking arrangements etc. Once completed, the extended property would have a slightly larger footprint. A planning pre-application had been submitted and a reply from City of York Council was awaited.

 

8. TO APPROVE AND SIGN THE MINUTES OF THE MEETING OF THE PARISH COUNCIL HELD ON 19th MARCH 2020

 

It was resolved that the minutes of the meeting of the PC held on 19th March 2020 having been circulated, be approved and that the Chair be authorised to sign.

 

9. PLANNING

 

a. Planning Applications Received

The following applications had been received since the previous meeting.

• 20/00424/FUL – Greenways, 25 Main Street - Single storey rear extension

• 20/00517/FUL - Proposed Sports Pitch Development To The South East Of 235 Tadcaster Road - Variation of condition 2 of permitted application 18/00251/FUL to change the drainage, FFL and ground levels to the pavilion

• 20/00562/FUL - 4 The Court, Main Street - Single storey extension with patio after demolition of existing conservatory, installation of 3no. roof lights to east elevation and 5no. roof lights to west elevation, re-roof dwelling, installation of replacement windows, conversion of existing home office and store room within former garage outbuilding to home gym, erection of detached car port

The PC had no objections to the first and the Clerk had replied using his delegated authority (this had since been approved (see below). The sports pitch was within the parish but well outside the village itself and as such, no response had been submitted. There were no objections to the third and the Clerk would respond accordingly.

 

b. Planning Decision Notices Received

The following decisions were noted:

• 20/00463/TCA - Deneen 27 Main Street - Fell Conifer tree in a Conservation Area - approved

• 20/00393/TCA - Tuevais 101 Main Street - Fell Cherry tree in a Conservation Area - approved

• 20/00424/FUL – Greenways, 25 Main Street - Single storey rear extension - approved

 

10 TO RECEIVE THE NORTH YORKSHIRE POLICE CRIME REPORT

 

The report was received showing that there were no reported crimes in the Parish in April.

 

11 REPORT FROM WARD COUNCILLOR HOOK

 

Ward Cllr. Hook was thanked for her help in the reopening of green space including the recreational area. She reported on works to Chapel Lane and that she monitors all planning applications and supports the position of the PC on any application received. Cllr. Smith had reported a dangerous stile on a public footpath at Askham Richard and was pleased that this had been repaired promptly.

 

12 OTHER MATTERS

 

12.1

It was resolved to retrospectively approve a decision that the council sets up a new Facebook page called @askhambryanPCofficial, that any councillor who wishes to be made an "admin" on this page can be and that all information on this page needs to be approved by the council with a minimum of a quorum (in line with all other decisions), proposed Cllr. Steele, seconded Cllr. Smahon, all in favour. Cllrs. Peers and Smahon and the Clerk had administration rights for this page.  

It was resolved that useful information communicated by Ward Cllr. Hook or by the YLCA be posted, proposed Cllr. Smahon, seconded Cllr. Smith, all in favour. Ward. Cllr. Hook could post on this page anything approved by the PC.

Cllr. Peers had considered a couple of Social Media policies from other parishes and was using them to inform a policy for Askham Bryan.

 

Concern was expressed that another Facebook page for Askham Bryan had the name parish in its title and that it could be mistaken as the official PC Facebook page.

 

12.2

It was resolved to adopt an appendix to the Standing Orders to allow meetings to be held remotely, a copy of which had been circulated to all Councillors, all in favour.

 

12.3 It was resolved to cancel the Annual Parish Meeting as the restrictions caused by the pandemic outbreak made it unsafe to hold such a meeting in the normal way, proposed Cllr. Peers, seconded Cllr. Smahon, all in favour.

 

12.4

Recreational area.

i. It was resolved to adopt the proposed maintenance schedule for the Recreation Area which had been circulated prior to the meeting as Appendix. A, all in favour. Specifically, this proposed fortnightly grass-cutting/strimming, tree survey reports every three years, regular inspection of the play area equipment and an annual Royal Society for the Prevention of Accidents (ROPSA) safety inspection. The Clerk would be sent a copy of the safety check list. The trees had been inspected the previous summer.

ii. It was resolved to accept a quotation of £400 to widen the entrance gate to the recreational area to a width of 6’ 3” and to remove bushes, all in favour. This was to make the entrance wide enough to allow access to commercial sized lawnmowers, the price included the gate and labour. It was noted that permission would be needed from a landowner (or their tenant) in order to access the recreational area.

iii. It was resolved to accept a quotation of £32 per visit for inspection of play equipment (details of which had been circulated prior to the meeting as appendix C), proposed Cllr. Smahon, seconded Cllr. Smith, all in favour. Inspections would be on a fortnightly basis once the playground reopened with an inspection being carried out with immediate effect.

iv. E-mails from Cllr. Mitchell regarding use of charity funds. In the absence of Cllr. Mitchell, it was agreed to defer this to the June meeting.

 

13 FINANCE

 

13.1     Bank Reconciliation.

The Responsible Financial Officer reported that the bank balance as of 10th May 2020 was £6,224.55. The balance on 1st April had been £2,598.79, the quiz night fund-raising event in March having raised over £2,000. The first instalment of the precept had been received and there were payments of £1,006.74.

 

 

33.2 eport of invoices to be paid in May/June

• Clerk’s Salary 01/03/20 to 31/03/20 plus deductions payable to HMRC.

• Payment for bench installation £375 + VAT

• Grass cutting - 3 x £52.50 + VAT

• Yorkshire Local Councils Associations - Charities webinar - three delegates £45

• Reimbursement of Councillor’s expenses for the quiz night - £70

The bank had been contacted about dual-authorisation implementation.

Cllr. Peers was owed for the subscription to Zoom remote access platform. Steps would be taken to see if it could be transferred to the PC or whether a new subscription in the name of the PC would be needed and this would be an agenda item for the June meeting.

 

13.3 Annual Governance Statement (AGAR 2019/20 Part 3).

13.4 Accounting Statements 2019/20.

 

The Internal Auditor was asking for further information and therefore formal approval of agenda items 13.3 and 13.4 was deferred to allow time for this to be sent and for her to report back.

 

14 CORRESPONDENCE

A list of correspondence received since the last meeting (items 47-76) had been circulated and the contents noted.

 

15 DATES OF MEETINGS FOR 2020-2021

The dates of PC meetings for 2020 were noted as follows; 18 June, 16 July, 20 August, 17 September, 15 October and 19 November 2020. These meeting to be held using remote access until current restrictions are relaxed.

 

The dates of PC meetings for 2021 were noted as follows; 21 January, 18th February, 18th March, 20th May, 17th June, 15 July, 19 August, 16 September, 21 October and 18 November.

 

The meeting closed at 7:37pm

 

Mins 19 March 2020 - revised