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PC Minutes

Please note - For the latest Draft Minutes please see Home page, these minutes are draft until endorsed at the next Council Meeting, when they have been endorsed they will appear here.

Latest Minutes Available: February 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 a meeting of the PARISH COUNCIL
held on Thursday 16 th January 2020 at 7pm at the Village Hall.
PRESENT: Councillor Andrew Steele (Chair)
Councillors Darryn Mitchell, Kirsty Smahon, Mark Walker, Simon Peers
In attendance: Two residents, Ward Cllr. Anne Hook and the locum Clerk.
1 APOLOGIES: Cllrs. Hopwood and Smith.
2 DECLARATIONS OF PECUNIARY INTEREST – None
3 PUBLIC PARTICIPATION
Two members of the public were present, no issues were raised.
4. TO APPROVE AND SIGN THE MINUTES OF THE MEETING OF THE PARISH COUNCIL HELD ON 21 st
NOVEMBER 2020
It was noted the report of the public participation suggested that the bonfire night event was oversubscribed. In
fact the event organisers had exercised appropriate controls and had kept entry to the event within the agreed
numbers. It was resolved that subject to this clarification, the minutes of the meeting of the Parish Council
(PC) held on 21 st November 2019 having been circulated, be approved and that the Chair be authorised to
sign.
5. PLANNING
a. Planning Applications Received
The following application had been received since the previous meeting.
i. 19/02500/TCA – Fairlawn, 127 Main Street - Fell Poplar tree in a Conservation Area
The PC had no objections to the above and the Clerk had replied using his delegated authority.
b. Planning Decision Notices Received
The following decisions were noted;
i. 19/02260/TCA - Park Farm, 95 Main Street - Fell Cobnut, crown reduce and thin Cherry in a Conservation Area –
approved
ii. 19/01769/FUL - Old School House, 3 Main Street Askham - Erection of 1no. single storey dwelling house with
associated works – refused
iii. 19/02358/TCA - 109 Main Street - Fell Damson tree in a Conservation Area - approved
iv. 19/02327/FUL - Sequoia House 4 Main Street - Single storey side extension after demolition of existing garage -
approved
v. 19/02500/TCA – Fairlawn, 127 Main Street - Fell Poplar tree in a Conservation Area - approved
6 TO RECEIVE THE NORTH YORKSHIRE POLICE CRIME REPORT
The report was received showing that there were no reported crimes in the Parish in December.
7 REPORT FROM WARD COUNCILLOR HOOK
Ward Cllr. Hook reported that her next leaflet would raise awareness of a hearing on the City of York Council
budget and to note the consultations taking place. She reported on a project looking at innovative methods of
transport and had asked that the villages in her area be considered. Ward Cllr. Hook also reported on success
in tackling dog-fouling in a neighbouring village. She had been pressing for extra litter bins and one by the
college was awaited.
8 OTHER MATTERS
8.1 Bonfire Night Event. A letter had been received regarding the bonfire night event (as
reported in the public participation in the minutes of the November meeting). The Chair had
drafted a reply and feedback had been received from other Councillors. The Chair stressed
that that the Parish Council would endeavour to discuss mitigation with the event organisers
but had no statutory powers to act or make demands. It was resolved to send the
suggested letter, all in favour.
8.2 Voting representative for the Yorkshire Local Councils Associations (YLCA). The
Clerk would find out whether it was possible for voting by proxy.
8.3 Grievance and Disciplinary Policies. It was resolved to adopt grievance and disciplinary
policies following the National Association of Local Councils template.
8.4 YLCA Webinar on Lawful Agendas and Minutes. Cllr. Steele had attended this training
event and reported that the training reinforced advice given by the YLCA in previous
meetings. A copy of the PowerPoint slides would be circulated to all.
8.5 Annual Parish Meeting. It was agreed that the Annual Parish Meeting would be held on
21 st May 2020 at 7pm in the Village hall.
8.6 Purchase of waders. Cllr. Mitchell reported that he had received three quotes for
purchase of waders for the purposes of maintenance of the pond. Prices varied from £29.99
to £79.99, the prices reflecting the quality of the product. It was resolved to accept a
quotation of £59.95 and that Cllr. Mitchell be authorised to purchase the waders, all in
favour.
9 FINANCE
9.1 Bank Reconciliation. The Responsible Financial Officer (RFO) reported that the bank
balance as of 10 th January 2020 was £23,364.91.
9.2 Anticipated payments. The RFO presented a list of payments. It was noted that the sale
of the play area land has been completed and the total cost was £20,151.60 for the
purchase of the land including £14,000 purchase price plus associated fees for land
registry and searches. The unspent part of the grant could be used for revenue expenses.
Other anticipated payments were noted and cheques would be raised at the February
meeting when two signatories would be present. There was a query regarding the payment
due to the YLCA for three delegates attending the Spring conference training, the RFO
would check whether Askham Bryan meets the criteria for a smaller parish and therefore
eligible for discount.
9.3 Bank signatories. It was resolved that Cllr. Peers be a signatory on the bank account, all
in favour.
9.4 Consideration and approval of budget for 2020-21. The RFO presented a suggested
budget taking into account discussions from the November meeting. It was suggested that
the Clerk handover period be paid for from reserves. Changes to other items were also
suggested including the budget for play area maintenance, pond maintenance and the cost
of maintaining the recreational area. Regarding the latter, further quotes would be sought.
9.5 Precept for 2020-21. Based on the above budget figures, it was resolved that the agreed
precept for 2021-21 be £9,265, all in favour. A band D property would thus pay £44.44 per
year which was below the national average, this was an increase of 61p per week per band
D household.
10 CORRESPONDENCE
A list of correspondence received since the last meeting (items 11-20) had been circulated and the contents
noted.
11 DATES OF MEETINGS FOR 2020
The dates of PC meetings for 2020 were noted as follows; 20 February, 19 March, 16 April, 21 May, 18 June,
16 July, 20 August, 17 September, 15 October and 19 November.
The meeting closed at 8pm

ASKHAM BRYAN PARISH COUNCIL
MINUTES of a meeting of the PARISH COUNCIL
held on Thursday 21 st November 2019 at 7pm at the Village Hall.
PRESENT: Councillor Andrew Steele (Chair)
Councillors Darryn Mitchell
Kathryn Smith
Kirsty Smahon
Mark Walker
Simon Peers

In attendance: Six residents, Ward Cllr. Anne Hook and the locum Clerk.
1 APOLOGIES: Cllr. Hopwood.
2 DECLARATIONS OF PECUNIARY INTEREST – Cllr. Walker regarding planning application
19/02121/FUL.
3 PUBLIC PARTICIPATION
Concern was expressed regarding the village bonfire night event. This had been heavily oversubscribed,
similar events held locally had been cancelled and organisers of several of those events had suggested to
disappointed attendees that they attend the Askham Bryan event instead. It was reported that over a thousand
people had been turned away and that coaches were coming bringing people from Halifax. This had had a
negative effect on those living nearby with large volumes of traffic and inconsiderate parking on verges and
elsewhere to the extent that any emergency vehicles would not have been able to get through and traffic
problems on the road to Askham Richard and at road junctions. There had been a confrontation between two
drivers with neither willing to give way. There were concerns about the use of fireworks close to the roadside
and a suggestion that more marshals were needed and comments about the use of Hughes’ Field. It was
noted that the college had also held an event and that a joined-up approach would have solved some of the
issues. The college has space for parking which could have been made use of. The same event last year
attracted about four-hundred people (this being the first time the event had been run). Those involved in this
event advised that lessons had been learned and the vicar of Saint Nicholas’ Church had written to all affected
residents to apologise. Insurance obligations had been met, a clicker had been used to measure attendance
with no one else being allowed entry after ten to seven once the maximum number had been reached and risk
assessments had been carried out.
Another resident thanked the Parish Council (PC) for supporting residents’ concerns regarding the planning
application for the Old School House and encouraged the PC to respond in similar manner to the revised
application.
Another resident raised concerns about the temporary traffic restriction on footpath 2/9/10. This restriction
applies for a year from 15 th November 2019. She passed round a communication from the Open Spaces
Society.
4. TO APPROVE AND SIGN THE MINUTES OF THE EXTRA-ORDINARY MEETING OF THE PARISH
COUNCIL HELD ON 3 rd OCTOBER 2019
It was resolved that the minutes of the extra-ordinary meeting of the PC held on 3 rd October 2019 having been
circulated, be approved and that the Chair be authorised to sign.
5. PLANNING
a. Planning Applications Received
The following applications had been received since the previous meeting. The PC had no objections
to the first four listed.
i. 19/02260/TCA - Park Farm, 95 Main Street - Fell Cobnut, crown reduce and thin Cherry in a Conservation Area
ii. 19/02358/TCA - 109 Main Street - Fell Damson tree in a Conservation Area
iii. 19/02121/FUL - OS Field 5840 To West Of Westwood Lane - Erection of agricultural storage building
iv. 19/02327/FUL - Sequoia House 4 Main Street - Single storey side extension after demolition of existing garage
v. 19/01769/FUL - Old School House, 3 Main Street - Erection of 1no. single storey dwelling house with associated works
- revised application submitted.
There were concerns about the revised application for the Old School House. The revised plans still left
the extension to the property in front of the building line and there was still loss of greenbelt. There were
concerns that the hedge would be removed and it was noted that the revised plans would lead to the
loss of two more trees compared to the original proposals. There were still concerns about access
rights in the title deeds. It was resolved to continue to express considerable objections to the
proposal.
A report of all applications received by City of York Council the previous week had highlighted an
application for removal of 845 metres of hedgerows from Askham Fields Junction to Buckles Inn. Ward
Cllr. Hook was aware of this.
b. Planning Decision Notices Received
The following decision was noted;
57 Askham Fields Lane – approved
It was resolved to give the Clerk delegated authority to respond to non-contentious planning and tree works
applications following advice from Parish Councillors where the deadline for comments was before the next
PC meeting, proposed Cllr. Steele, seconded Cllr. Mitchell, all in favour. Meeting monthly would reduce the
likelihood of this situation occurring. It was agreed that a non-contentious application be defined as one where
no Councillor had any objections.
6 TO RECEIVE THE NORTH YORKSHIRE POLICE CRIME REPORT
The report was received showing that there were no reported crimes in the Parish in October.
7 REPORT FROM WARD COUNCILLOR HOOK
Ward Cllr. Hook reported on her conversations with Tim Goodall. If City of York Council are minded to approve
the planning application for the Old School House, then she will call it in, in which case all objectors will
receive an invitation. Ward Cllr. Hook said how much she enjoyed the event the previous Sunday. She also
spoke about speed limit changes from both Councils next year where her support will be sought.
8 RECREATIONAL AREA
8.1 It was resolved to rebrand the Play Area and call it a Recreational Area, proposed Cllr.
Smahon, seconded Cllr. Peers, all in favour. This would allow applications for grant funding
to be made to organisations other than those just catering for children’s play.
8.2 A quote for maintenance of the Recreational Area had been circulated to all. It was agreed
in principle to change the maintenance structure from one of volunteers to one of a
contractor and that further quotes be sought for formal consideration at a future meeting.
8.3 It was agreed in principle to consider to sell the ride-on mower with the church being given
first refusal once an idea of its value had been established.
8.4 It was agreed in principle to change the mound to a wildflower garden to reduce
maintenance costs and that an estimate of costs be sought for formal consideration at a
future meeting.
8.5 It was resolved that a regular quiz night can raise funds solely for use on the Recreational
Area, proposed Cllr. Smahon, seconded Cllr. Mitchell, all in favour.
8.6 It was resolved that a Recreational Area working party of interested parties lead by Cllr.
Smahon and supported by Cllr. Mitchell be established for the purposes of fund-raising and
management with a budget of £500 for maintenance (plus any funds raised by the working
party), proposed Cllr. Steele, seconded Cllr. Peers, all in favour. The working party would
report regularly to the Parish Council. Appropriate terms of reference would be drafted.
They would seek approval of the Parish Council for any capital expenditure over £100.
8.7 An offer by City of York Council of a survey as part of their investment into play areas was
noted. The Clerk had replied accepting their offer and further news was awaited.

9 NATURAL ENVIRONMENT GROUP
Having obtained three quotes, it was resolved to accept a quote for £450 for paving and chair, proposed Cllr.
Michell, seconded Cllr. Smahon, all in favour.
Cllr. Mitchell reported on progress regarding the sale of land and on his latest conversations with the solicitors.
There was a proposed clause which would not allow the sale of tickets on the land and agreement on this
clause was needed for both parties to agree terms of sale. Cllrs. Mitchell and Mahon had met with a
representative of the college to discuss this.
10 FINANCE
10.1 The Responsible Financial Officer (RFO) reported that the bank balance as of 23 rd
October 2019 as £24,005.11.
10.2 A payment of £178.20 for Hardwood Play Chips was approved and retrospective
approval was given for a payment of £162.60 for legal fees relating to the acquisition of
the playing field. An invoice was awaited for Play Inspection. It was notes that Cllr.
Steele was booked on two webinar training courses at £15 each and that the RFO had
carried out land registry searches (£6). A budget monitor had been circulated to all.

11 CORRESPONDENCE
A list of correspondence received since the last meeting (items 1-10) had been circulated and the contents
noted.
12 BUDGET FOR 2020/21 AND CLERK’S REMUNERATION
12.1 Budget 2020/21
Estimated expenditure for the next financial year was;
Room Hire £175, Website £60, Insurance £375, Audit Fees £75, Subscription to Yorkshire Local
Councils Associations £225, Stationary £100, Postage £65, Play Area Maintenance £500, Play
Area capital expenditure £22,000, Training £500, Natural Environment Group including Pond
Maintenance £500, Information Commissioner £35, Recreational Area £3,300 (including £100
annual inspection fee, £500 Recreational Area working party budget and £2,800 grass cutting
without collection of clippings at £200 per visit).
There were no sources of income other than the precept and associated Council Tax Support
grant (£70) and fund-raising.
The need to get the signatures on the mandate was noted with a suggestion that Cllr. Peers be
one of the signatories.
12.2 It was resolved to exclude of members of the press and public to allow discussion of item 12.3,
proposed Cllr. Steele, seconded Cllr. Michell, all in favour
12.3 It was resolved to increase the Clerk’s contracted hours to five hours a week (subject to review)
on Spinal Column Point 26 of the pay scales at £15.40 an hour, proposed Cllr. Steele, seconded
Cllr. Walker, all in favour.
The RFO would circulate a budget for the January meeting based on the above figures. The
budget would allow for an overlapping period in the event that following recruitment, an
inexperienced Clerk was appointed and needed a period of handover and training.

13 DATES OF MEETINGS FOR 2020
The dates of PC meetings for 2020 were noted as follows; 16 January, 20 February, 19 March, 16 April, 21
May, 18 June, 16 July, 20 August, 17 September, 15 October and 19 November. Cllr. Smith gave her
apologies for the January meeting.
The meeting closed at 8:55pm

ASKHAM BRYAN PARISH COUNCIL

MINUTES of an Extra-Ordinary meeting of the PARISH COUNCIL MEETING
held on Thursday 3rd October 2019 at 7pm at the Village Hall.

PRESENT: Councillor Andrew Steele (Chair)
Councillors Darryn Mitchell
Doreen Hopwood Kirsty Smahon Mark Walker Simon Peers

In attendance: Eleven residents, Ward Cllr. Anne Hook, the Clerk and the locum Clerk

1 APOLOGIES: Cllr. Smith.

2 DECLARATIONS OF PECUNIARY INTEREST – None.

3 PUBLIC PARTICIPATION

Several residents spoke about the planning application for The Old School House, 3, Main Street. All expressed concerns on several issues including inaccuracies on the application form (including an inaccurate statement that it abutted rear gardens of neighbouring properties), concern about traffic and access during construction, effect on a shared access road, overlooking of an adjacent property, setting precedent, breach of Village Design Statement, the plot being too small for the proposals, subsequent alterations to the hallway and removal of hedge. There was concern that the notices about this application had been not been displayed where they could easily be seen. One resident quoted from the deeds of his property and there was a quote from a letter from North Yorkshire County Council regarding access rights. It was also noted that a public right of way would be affected by the construction of this property. It was noted that the plans did not show elevation measurements. The Chair advised those present to make their own objections voicing any concerns they had. The Parish Council (PC) would also be writing addressing valid material considerations.

There was also concern that there was an agenda item regarding co-option. Although a resolution had been passed at the previous meeting, there had been a complaint that due process had not been followed and following advice from the Yorkshire Local Councils Associations (YLCA), advice had been given to revisit this co-option as an agenda item.

4. APPROVAL OF SUITABLY QUALIFIED CANDIDATES FOR CO-OPTION TO THE PC

Two candidates were considered, following a vote by show of hands, it was resolved that having received an absolute majority, Mark Walker be co-opted and duly signed his Declaration of Acceptance of Office.

The Chair proposed that the Planning agenda item be considered next due to the level of interest in this item from those present, all in favour.

12. PLANNING

a.Planning Applications Received
19/01769/FUL Old School House, 3 Main Street
It was resolved that the PC objects to this application on the grounds that it was not in keeping with the conservation area status of the village and that it was not in keeping with the Village Design Statement, that it was infill and that there was loss of visual amenity to neighbouring properties, proposed Cllr. Mitchell, all in favour. Councillors were asked to forward their comments to the Clerk who would put together a PC response taking these comments into account.
b.Planning Decision Notices Received
The following decisions were noted
i.19/01952/TCA - Chapel House, 2 Chapel Lane – approved
ii.Manor Farm, 3 Main street – approved
iii.19/01345/FUL – Askham Bryan College – approved
iv.19/01316/FUL – 98 Main Street - approved

5 MINUTES OF PREVIOUS MEETING

It was resolved that the minutes of the PC Meeting held on 19thJuly 2019 having been circulated, be approved and that the Chair be authorised to sign, proposed Cllr. Michell, seconded Cllr. Peers, all in favour.

6 REPORT FROM WARD COUNCILLOR HOOK

Ward Cllr. Hook reported on her attendance at a planning course and on her meeting with senior planners and with conservation and planning enforcement officers. She reported on available funds, in particular ward committee funds for projects related to safety. She agreed to call in the application at 3 Main Strreet.

7 NORTH YORKSHIRE POLICE REPORTS

Reports for July, August and September were received noting that there were no crimes in the village during this period.

8 FINANCE

a)Approval of payment of invoices
It was resolved to accept the payments below presented by the Responsible Financial Officer (RFO), proposed Cllr. Peers, all in favour.

YLCA Training courses - £603.00
Elliott Consultancy – Survey of trees in play area - £462.00
Clerk’s half year salary - £460.00
PAYE - £115.00

It was resolved to approve the above payments, proposed Cllr. Peers, seconded Cllr. Michell, all in favour.

Cllr. Peers requested that future reports show the amount of VAT charged. A retrospective approval would be considered at the following meeting.
b)Expenditure on repairs to ride-on mower
The mower had been repaired by the church. The need to consider a budget for future repairs or use of a contractor would be an agenda item next time. The Clerk would send Cllr. Smahon details of two professional grass cutting contractors.
c)Appointment of Internal Auditor
Consideration was given to using the YLCA audit service but there was insufficient information about likely costs. It was resolved to re-tender with the auditor previously used.
d)Reimbursement of Councillor Expenses for emergency goods for the play area.
Cllr. Smahon advised that she was not seeking reimbursement.
e)Approval of Council training provided by the YLCA.
It was resolved to accept the offer by the YLCA to come to the Parish to deliver in-house training at a cost of £210. It was decided to wait until the appointment of the new clerk before taking advantage of this offer.
f)Reimbursement of Councillor Expenses for purchase of printer ink
It was resolved to reimburse Cllr. Mitchell £40.03 for printer ink used, proposed Cllr. Smahon, seconded Cllr. Peers, all in favour. Cllr. Smahon was content to forgo the cost of emergency items purchased in respect of securing the play area.
g)Financial Summary
The balance as of 20th August 2019 was £24,135.74 including two grants from CYC for the play area totalling £22,000.

9 PARISH COUNCIL ADMINISTRATION

a)Code of Conduct – it was resolved that the PC adopt the Code of Conduct as circulated to all, proposed Cllr. Steele, seconded Cllr. Mitchell, all in favour.
b)Standing Orders – it was resolved that the PC adopt the Standing Orders as circulated to all subject to changes put forward by Cllr. Peers, namely, to replace “Business Days” with “Clear Days” throughout the document in the interests of consistency and clarity, to amend the restriction on use of electronic devices to allow recording of meetings and to allow Councillors to use electronic devices necessary for conduct of the meeting and to put a three minute time limit on those speaking during the public participation when necessary.
c)Schedule of Meetings – it was resolved that the PC moves to monthly meetings for the remainder of the Financial Year, all in favour.
d)E-mail Addresses – advice regarding use of personal e-mail addresses for PC business was noted, in particular that the Clerk should have a Parish specific e-mail address. The locum Clerk would set one up and advise the PC.
e)Recording of Council Meetings – this item as carried forward as an agenda item for a future meeting.
f)Website Compliance. Cllr. Mitchell now has access and can amend content as necessary. Steps will be taken to ensure that there is always someone on the PC with the necessary access.

10 NATURAL ENVIRONMENT GROUP
a)To receive the minutes of the Open Spaces/Environmental Committee.
It was agreed to leave the Recreational Committee as a part of the full PC. A safety issue regarding the play area had been resolved. A RoSPA report was needed. An extra-ordinary meeting would be necessary to discuss the play area and quotes were needed.
b)To consider recommendations from the Open Spaces/Environmental Committee.
i.To clear and tidy the pond.
No action could be taken as the pond was full.
ii.Secure and pave seat area.
Quotes had been received but it was felt that the work could not be justified for the prices quoted.
iii.Budget for the Play Area
This was as carried forward as an agenda item for a future meeting.

11 CORRESPONDENCE. None.

Item 13 needed exclusion of press and public and therefore was taken after the item below.

ASKHAM BRYAN CHARITY MEETING

1.Minutes of the Meeting held on 19th July 2019
It was resolved that the minutes of the Charity Meeting held on 19thJuly 2019 having been circulated, be approved and signed.
2.Financial Report.
The balance in the Co-Op bank was £8,254.22. Rent of £382.00 for October had been received that week. The new balance would be £8,636.22
3.Bank Mandate.
It was resolved that Cllrs. Peers and Walker be added to the bank mandate and that Cllr. Peers be added to the mandate for the account with Lloyds Bank.
4.Purchase of the Village Play Area.
Cllr. Michell had spoken to the solicitors that morning. There had been delays whilst the solicitors acting on behalf of those selling the land looked at the amendments. This would be considered further at an extra-ordinary meeting due to be called by the Chair which would also consider an investment account.

13. RETIREMENT OF THE CLERK
a)To Receive Retirement of The Clerk
It was noted that the Clerk would be retiring.
b)Exclusion of members of the press and public.
It was resolved to exclude members of the press and public by virtue of the Public (Admission to Meetings) Act 1960 due to the business being transacted being prejudicial to the public interest for agenda items 13(b) to 13(f).
c)Contract of Employment and final employment date.
The Clerk’s latest employment date would be Monday 8th October 2019. It was noted that a signed copy of her contract of employment had not been found.
d)Surrender of PC documentation
The Clerk had brought PC documentation with her and would hand this over to the Chair. She would retain documents necessary to complete the minutes and discharge final duties and make separate arrangements for these to be handed over.
e)Cheque Signatory - Clerk
It was noted that the Clerk was not a signatory on the account and therefore no action was needed in this regard.
f)Cheque Signatories – Council
It was noted that forthcoming banking rules will mean that everyone is a cheque signatory by virtue of being a Parish Councillor for Askham Bryan.
g)Interview Committee.
Cllr. Steele will take the lead on the Interview Committee with Cllr. Peers and Cllr. Smith if she was willing to be involved, otherwise the third member of the Interview Committee would be Cllr. Smahon.

14. DATE OF NEXT MEETING
21st November 2019, 7pm in the Village Hall.

There being no further business the meeting closed at 9:10pm.
Signed

Chairman
21 November 2019