Minutes of the meeting of Ebberston with Yedingham Parish Council held on Monday 14th September 2015 at Yedingham Village Hall at 7.0pm
Present: Councillors Mr P Evans (Chair) Mr P Mathewson, Mr F Wood,
Mr L Bowes, Mr P Latchford, Mr M Eyre & Prof. D Powlesland.
Also present A Wyatt – Parish Clerk and one Yedingham resident.
- Apologies for absence. None all present.
The Chairman opened the meeting by thanking Cllr Mathewson for Chairing the last meeting and welcomed the visiting resident to the meeting.
- To approve the minutes of the Parish Council meeting 13th July 2015
The minutes were approved, proposed by Cllr Wood seconded by Cllr Eyre.
Cllr Powlesland requested a correction to minute 16(a) English Heritage should read
‘Heritage Lottery Fund’.
- Declarations of Interest
There were no declarations
- Matters arising from the Parish Council meeting 13th July 2015
(a) Yedingham allotments
The Chairman confirmed that Ryedale District Council were unable to assist further in progressing the process to confirm ownership of the land used as allotments.
Cllr Powlesland reported that two residents had now expressed an interest in taking on the allotments and given the opportunity within the community to maintain the land to the satisfaction of the Council ownership was the only matter for consideration rather than disposal. Cllr Wood reminded the meeting of the requirement from the owner of School House that a boundary fence be maintained at cost to the Council and hitherto marker posts had substituted for a fence. Cllr Powlesland agreed to contact the land owner and deal with finding someone to deal with the management of trees around the perimeter of the allotments. The Chairman proposed this be adopted together with the Clerk contacting Land Registry to formalise ownership given new limited information from RDC.
(b) Adoption of Standing Orders
The Chairman confirmed that the new model Standing Orders had been endorsed to satisfy the operation of Council as printed in the Council handbook ‘Local Councils Explained’. The Parish Council is required to formally adopt these registered Standing Orders which was proposed by Cllr Latchford, seconded by Cllr Wood agreed by Council.
(c) Transparency Code.
Cllr Powlesland had agreed to undertake the work to support the transition of the essential Council data to the Parish website currently undergoing refurbishment with guidance from RDC. It was agreed the Clerk would liaise with Cllr Powlesalnd to supply the relevant data and all Councillors would look into supplying any historical touristy details of Ebberston with Yedingham Parish to Dominic for potential inclusion in the site.
(d) A170 Update.
Council confirmed agreement to the proposals from Area4 Highways in providing new road markings from the hill by the old Vicarage in the west to The Grapes hill. Cllr Latchford requested that a request be made to have Highways reinstate the ‘white lining’ from the Grapes east to the Main Street/High Street junction. This was agreed by Council.
(e) Road traffic issues Yedingham
The Clerk reported that he had written to RDC in accordance with the Council concerns, this had been acknowledged as being dealt with the 95Alive road safety group but no comments had been received in reply.
(f) Ebberston Millennium stone
Cllr Eyre agreed to undertake the necessary repairs.
- Chairman’s report
The Chairman reported on activity he had undertaken in the period.
(a)BT Broadband services
The Chairman confirmed that following complaints about poor service delivery of ‘superfast broadband to 30 local properties not connected to Snainton BT box 1(which has fibre connections), he had taken the matter up with our County Councillor and it had now been confirmed that SFNY had been given additional funds for a phase 3 to ensure all N Yorkshire properties receive superfast or faster broadband over the next 2 years. It is hoped Ebberston will be dealt with early in view of the ongoing discussions about the 30 properties connected to Snainton 2 BT box which cannot get fibre connections.
(b) Yedingham allotments
Following a request to Ryedale DC and the Council solicitor the Chairman had had received only a negative response from the Leader of the Council.
(c) Thornton Dale Group meeting
The Vice Chairman (Phil Latchford) had offered to attend this meeting on behalf of the Chairman (22nd September).
- Clerk’s report
The Clerk referred to his report previously distributed to Councillors
(a)Code of Conduct
The Clerk had circulated, via email, a copy of the Code of Conduct to all Councillors.
The Chairman advised Councillors about the strict observance of the Code in all aspects of working as a Councillor. This Code was adopted by Council in June 2012.
(b) Adoption of Financial Regulations
To satisfy the briefing of new Councillors the Clerk had previously circulated, via email, a copy of the Financial Regulations adopted for observance by all Councils.
The Chairman confirmed that he and the Clerk had inserted the required variable information into the regulations and discussion took place about the limit for the Clerk to authorise emergency expenditure. After agreeing this at £100 the Regulations were adopted.
In commenting on the Clerk’s report Cllr Wood raised the matter of responding to requests for assistance from residents, making the point that Councillors should do all necessary to assist with enquiries personally.
- Planning Applications.
(a) NYM/2014/0587/EIA – Ebberston Moor South well site – approved NYMNPA
(b) NYM/2015/0562/FUL – 2 Bickley Cottages Langdale End – no objections
(c) NYM/2015/0530/FUL – Waitcliffe Bickley – erect new silo for new stock farm
Councillors had considered this the second similar application. Two Bickley residents had written to NYMNPA objecting to the development. Council agreed their decision to be to raise ‘no objections’ to the application.
(d) Proposed 250KWatt wind turbine Ebberston
The Clerk reported this site was in fact in the Parish of Allerston and any application would be dealt with by Allerston & Wilton PC.
(a) Current financial statement
This had been circulated previously by the Clerk, there were no questions arising
(b) Confirmation of expenditure
Period expenditure had been listed and confirmed within the Clerk’s report. All expenditure had been listed within the cash book and confirmed within a reconciliation with the bank statements for the period.
(c)Agreement to Period Expenditure
Council agreed their confirmation of expenditure, the cash book entries were endorsed by signature of two Councillors.
(d) Financial Risk Assessment
A matter raised by Internal Audit on the previous year’s accounts was that no assessment has been undertaken and presented to Council.
The Clerk had produced an assessment which was referred to by the Chairman.
Council agreed this document to be satisfactory in assessing financial risk which was signed by the Chairman.
(e) Period Income & Expenditure to budget 2015/16
The Clerk had previously circulated details of income and expenditure, via copy spreadsheet, indicating income, payments and variances to date. The Chairman stated he felt the status of these matters being acceptable and requested comments. Councillors stated their concern at the high proportion of costs being administration and grass cutting. The accuracy of the document status was agreed by Council.
(f) Half Year salary & Operating Expenses for Parish Clerk
The Clerk had presented a statement of salary claim and expenses including receipts which had been examined and checked by the Chairman. Copies were circulated for comment by Councillors of which there were none. The Chairman signed the statement as being correct and due for payment.
- Urgent & Important Business Communication.
The Chairman advised Council he was mindful that from time to time instances arose where items of expenditure had to be expedited quickly and urgently. In order that Councillors had an opportunity to be aware of any such issues he requested the Clerk send out email notification with details requesting Councillors to endorse the proposed action in such cases. The Chairman stated it was important in these situations Councillors respond immediately. Council agreed to this arrangement and on any occasions where there was not majority agreement to proceed a special and extraordinary meeting would be arranged to deal with any such proposals.
- Urgent & Important Business Communication continued………..
A case in point was raised to improve the progress of planning applications requiring comment. It was agreed to send out a form by email for all to comment upon having read the planning proposal and plans. This will provide a full sequence of comments as the application is circulated. To ensure all Councillors are aware of any points made, the completed form would be circulated to all Councillors for a final sign off before comments were sent to the Planning authority. At this stage a councillor could request a discussion if necessary.
The Chairman referred to the list of correspondence on the agenda paper.
- Village tidy up. The Council were asked to support the ‘clean up’ day on 3rd In addition, it was pointed out that certain parts of the Village looked untidy and that funding for the required equipment was coming to an end. It was agreed to support the day if Councillors are available and the areas mentioned were noted to be considered for any follow up action not already in hand. In terms of costs the Chairman would ask for details of future costs involved, but at this time, it was agreed that funding was not available from Council funds.
- Waterways Partnership.
The Chairman had received an invitation to be attend a meeting of the above organisation when he would report back.
- Web site security
Council had been reminded of maintaining security, Cllr Powlesland would examine the detail
- Solar Panel Scheme for residents.
Information would be included in the next newsletter
- Woodland management Plan
A request had been received from a South Yorkshire Council for information on woodland management but Council did not have the experience to assist.
- HM Queen Elizabeth 90th birthday celebrations
Information was available to assist with organised events which would be publicised in the next newsletter.
- Good Neighbours Scheme.
Information on this matter was noted
- Track Rod Rally
It was noted this event was on 25th & 26th September affecting Bickley
- Miscellaneous Newsletters by email
A number had been received and circulated to Councillors
- Letter from Ebberston PCC
A letter had been received thanking Council for information on the A170 footpath works and future road projects.
- Reports from Meetings
(a) NYMNPA Planning meeting 20th August 2015
Cllr Latchford reported on the meeting which had included granting permission to Third Energy to develop the Ebberston Moor South well project.
- Reports from meetings continued…………..
(b) Ebbeerston Village Hall Committee
Cllr Methewson reported on a meeting which was well attended confirming
finances for the hall being in a sound state.
- Notice of Meetings
NYMNPA Joint Forum 30th September Pannett Park Whitby.
Chairman to plan to attend
- Queries & Concerns from Councillors
Training. The Clerk had received a training programme for new Councillors,
dates were issued to plan attendance.
- Date of next Council meeting – Monday 9th November 2015