Minutes of the Helperby & Brafferton Joint Committee meeting
Held Monday 11 February 2019
at 7.30pm in Helperby Village Hall
Present: Cllr Duncan Preen, Cllr Andy Topps, Cllr Matthias van Leijen, Cllr Cuthbert, Sandra Windross (Clerk HPC), Roger Clements (Clerk BPC).
- Apologies for Absence
Received from Cllr Chris Owens and Cllr Peter Mitchell
2. Receive any Declarations of Interest not already declared under the Council’s Code of Conduct or members’ Register of Disclosable Pecuniary Interests
No declarations were made.
Business Matters
3. It was resolved that Cllr Preen would Chair this meeting and Cllr Owens will chair the next meeting.
4. Administrative Actions to establish the Brafferton and Helperby Council (B&HPC)
4.1 Bank account – It was resolved that HSBC will be the elected bank account. Clerk BPC had obtained the forms for completion by both clerks to get the account into action which will take approximately 3 weeks.
4.2 Insurance – It was resolved to run with the policy currently in place for Helperby PC. Clerk HPC to obtain a quote for the additional items from Brafferton PC to be covered and the name change from the 1st April 2019. A charge will be levied when Brafferton PC cancels its policy with a likely cost of £100.
4.3 Website – It was resolved to upgrade the Brafferton PC website. Clerk BPC to speak to Oliver Corbett to instruct him of the necessary changes with an opening page on the website to explain the interim position of the merger of the two councils. Helperby PC Website to be retained for the interim and have archive documents on the new website. Likely cost estimate £100.
The new e-mail address will be: braffertonhelperby.pc@gmail.com.
4.4 Hall bookings for meetings – Cllr Owens has pre-booked the hall for the third Wednesday in each month from June 2019 until May 2020. The inaugural meeting of the new Brafferton and Helperby Parish Council to take place on 15 May 19 and is likely to comprise a combined joint meeting for Parishioners called by both current Chairmen followed by the first ’Annual’ meeting of the new B&HPC summoned by the Clerk(s).
4.5 Notice Boards It was resolved to move the Brafferton PC notice board and site this adjacent to Helperby PC notice board with new lettering on the top of each notice board. Clerk HPC to obtain a quote from J. Tuley for this work. Likely cost estimate £150.
4.6 Council documents – It was resolved to look out the historical documents and maybe store these in the Village hall.
6. Tasks for Parish Council Clerks
6.1 Both clerks will wind up the accounts and any further work for Helperby PC and Brafferton PC
6.2 Clerk BPC to obtain 7 copies of The Councilors Guide for the new Councilors, the latest edition of Local Council Administration, additional folders for councilors plus dividers and other documents as yet tbd. Likely estimated cost £60.
6.2 Clerk BPC to set up new B&HPC as an employer registered with HMCR and populate the PAYE Tools software with both Clerks’ details. The new council will not be established in time to be able to authorize the April and May salary of the Clerks; current councils will therefore pay, at their final meetings, a sub equal to each Clerk’s net salary for these two months.
7. Clerking responsibilities for the committee
Clerk HPC to take the Minutes of this meeting Clerk BPC to take the Minutes of the next meeting.
8. Date of next meeting Monday 4th March 2019
