Present: Councillors Mr P Evans (Chair), Mr P Mathewson & Mr M Eyre.
Cllr F Wood (part time)
Also present A Wyatt – Clerk & three members of the public.
- Apologies for absence. There were no apologies, all Councillors present.
- To approve the minutes of the Parish Council meeting 9th March 2015
The minutes were approved by Council and signed by the Chairman.
- Declarations of Interest
There were no declarations
- Matters arising from the Parish Council meeting 9th March 2015
(a) Yedingham allotments
The Chairman confirmed that the Land Registry had refused the application on the grounds that the Parish Council cannot proceed with a request for ownership with adverse possession because documentary evidence of ownership did and should now exist. It was stated that firm evidence should have been made available at the time of Local Government reorganisation or later from the District Council. It was agreed that the Clerk will write to the District solicitor at Ryedale District Council to request that the misplaced evidence is located or reinstated at District expense..
(b) Adoption of Standing Orders
The Chairman confirmed that the new model Standing Orders are available to Parishes and recommended acceptance at the next Council meeting subject to agreement of the variables suggested by himself and the Clerk which would be detailed to the meeting.
- Chairman’s Remarks
(a) Welcome to new Councillor
Ebberston resident Mr Michael Eyre was welcomed to the Council. The Chairman also mentioned the requirement to adopt 3 more Councillors to represent Yedingham, Bickley and Ebberston wards. He requested agreement from Council to undertake interviews of any one interested in being co-opted to the Council to fill the vacant seats. He confirmed that requests for residents to consider co-option had been placed on the three village notice boards and was included in the Parish Newsletter. Council agreed the process be adopted. A procedure to do this would be implemented by the Clerk immediately.
(b) Transparency Code for Local Councils.
The Chairman advised the meeting that currently the Council had not yet adopted the mandatory Code requiring data from Parish Council activities and accounts to be made available to the public via a web site facility. The Chairman was in discussion with Ryedale District Council to consider best alternatives for implementation.
(c) Workplace Pensions
As an employer the Council was obligated to provide pension options to their employee, the Clerk. This process was underway and would be progressed further before the next meeting.
- Clerk’s Report.
The Clerk had provided a report covering the last period which had been circulated to all Councillors prior to the meeting.
Points of interest:
(a) Dog fouling – issues still remain a concern to residents especially on Green Lane.
(b) A170 traffic & speed concerns. Local residents had contacted the Police who were meeting with them and the Council Chairman on 13th May.
(c) NYCC Area4 Highways. The aged delay in completing remedial works remained a concern despite reminders to Area4 Office.
(a) Current financial statement
The Chairman confirmed that at the end of the last financial year 31st March 2015 the Council had reserves of £3944 retained in the Council’s bank and savings accounts compared with £4160 at the start of the year. During the year a precept of £4163 had been received with other income made up from grass cutting contribution from NYCC, a VAT refund and a small rent from allotments.
Main items of expenditure were
- Staff costs and operating expenses
- Grass cutting costs
- Purchase of new computer, printer & software
- Newsletter production
- Room rental for meetings
Expenditure was over £900 less than the previous year as a result of savings. Income too was less than the previous year mainly as a result of vat refund from 2012/13 being accounted for in 2013/14.
The Council holds assets of £13410 at cost price, an increase of £410 over the previous year. This was the result of the purchase of a computer.
(b) Confirmation of period expenditure
The Clerks report confirmed expenditure for the period stated in the cash book. The Council resolved that the March & April accounts paid be authorised.
The cash book was signed to confirm this matter
(c) Year end Financial statement and agreement for Audit
The Chairman confirmed he had checked the annual return completed by the clerk which was found to be satisfactory, Post meeting this was also confirmed by an independent internal audit.
It was proposed by Cllr Mathewson, seconded by Cllr Eyre that the Chairman sign the annual return documents confirming acceptance of the accounting statements in the return and the annual governance statement that it was the meetings opinion that the Council has a sound internal financial control system. The document was signed by the Chairman and the Clerk.
(d) Asset Register.
The Clerk presented the current asset register to be signed by the Chairman. The meeting agreed the register was accurate and up to date and it was signed by the Chairman.
(e) Annual Insurance Policy
The Clerk had presented details of the policy for the next 12 months this being the final year of a 3 year agreement with Came & Company. Council approved the expenditure and renewal of the policy at a cost of £278.95.
(f) Grass cutting allowance NYCC 2015/16
Since the last notification of funding in January 2015 the County Council had adopted a change in financing grass cutting to incorporate options for Parishes to undertake some essential road side grass cutting to support road safety requirements. The Chairman advised the meeting that an additional £700 would be available to undertake this work and the Council would need to agree to this option.
It was proposed by Cllr Mathewson, seconded by Cllr Eyre this be adopted. Council agreed. Clerk to organise the work be completed.
- Planning Applications
(a) NYM/2015/0109/FL Baillie Close Bickley – use of annexe as holiday let
– no objections from Council
(b) 15/00287 Manners Calvis Cottage Main Street Ebberston – no objections from Council
(c) 15/00404/LBC Foster The Old Vicarage Yedingham – internal alterations
– no objections from Council
(d) NYM/2014/0587/EIA – Ebberston Moor South Well site – reapplication
(a) Road traffic Issues Yedingham
Information had been received from a Yedingham resident highlighting the danger of heavy goods vehicles using the corner junction of Malton Road and Station Road and the significance in the delay in NYCC Highways not completing road markings at the junction. It was known other residents had reported speeding issues to the Police but without any recommendation from them concerning actions in this regard.
The Chairman agreed to raise the matter at his meeting with the Police concerning the A170 matter later in the week.
(b) Dog fouling continued offence.
A resident had renewed her complaint to the Ryedale dog warden about repeated fouling on her premises at the top of Main Street. The dog warden was pursuing action.
(c) Complaint – dumping of rubbish Kings Lane Ebberston
An email letter had been received and the Chairman had written to the alleged offender requesting action to remove the items of rubbish.
10 . Notice of meetings
NYMNPA Planning meeting 14th May at the Parks Offices Helmsley.
Agenda to include planning application to develop gas well Ebberston Moor as a current application. No Councillor was available to attend but it was agreed that the Clerk would write to the Planning Officer confirming the Parish Council’s on-going interest in the application, particularly relating to the road infrastructure plans and transport operational plans.
- Queries and Concerns from Councillors
A resident had reported that there were loose pieces of stonework on the Ebberston millennium stone structure. The chairman requested Cllr Wood examine this and provide a report on remedial action.
- Date of next meeting.
The next meeting of the Parish Council will be held on Monday 13th July 2015 in Ebberston village hall commencing at 7.0pm. The Chairman confirmed that he would not be available for this meeting unless the date could be changed. The Clerk confirmed that the date is fixed.
The Chairman closed the meeting at 7.58pm