Minutes Annual Council meeting 20 May 20

Wednesday 20 May 2020

Held by video conferencing at 7.30pm

Present: Cllr Nigel Denison (Chairman), Cllr Chris Owens (Vice Chairman), Cllr Peter Mitchell,

Cllr Andy Topps, Cllr Mark Darwin, Cllr Pam Jackson-Vickers, Roger Clements (Clerk), Cllr Peter Sowray (NYCC), Cllr Jill Mortimer (HDC), and one member of the public.

Note: where signatures are referred to, ‘wet ink’ signing took place after the meeting.

1. Chairman of the Council – with Cllr Owens, the former chairman, in the Chair Cllr Denison was elected unanimously to be Chairman and duly took his place.
   1. Cllr Denison made and ‘signed’ the Declaration of Acceptance of Office. He then thanked the outgoing Chairman for his long and effective service with Brafferton PC and Chairman of this council; both he and the Clerk had been central to the process which resulted in the creation of an amalgamated Brafferton & Helperby Parish Council.
2. Vice-Chairman of the Council – Cllr Owens was elected unanimously to be Vice Chairman.
3. Apologies for Absence
   1. Apologies were received from Cllr Boyle.
4. Declarations of Interest
   1. No declarations were made.
5. Minutes of the last meeting held on 15 April 2020
   1. The minutes were agreed to be a true record and signed accordingly by the Chairman.
6. Chairman’s report for year to 31 March 2020 – Cllr Owens had circulated his report  (read it here) before the meeting and it was accepted by Cllrs and is to be displayed on the website.
7. Hambleton District Council News – Cllr Mortimer (HDC) reported that council powers had been delegated to the CEO and Council Leader. She described the council’s quick response to making grants to businesses as the coronavirus restrictions came into force and advised that there remained some grant money for parish councils to bid for. She was asked to reiterate to HDC’s Planning Department this council’s view that a 2m wide footpath was essential along the Boroughbridge Road bordering the planned 28 dwelling development.
8. Public Forum – Mr Laux asked for information on NYCC plans for surface dressing Main Street and reinstating the coloured footway strips bordering the carriageway. None was available but the CC would be asked for information.
9. Remote Meetings addendum to Council Standing Orders – it was resolved to adopt the addendum.
10. Clerk’s report – Cllrs were showed a photograph of the newly restored bier. Mr Laux was congratulated on the quality of the restoration; he pointed out that the bier was unlikely to be safely usable for its original purpose. The bier was now in temporary storage awaiting agreement from the PCC that it could be housed in St Peter’s Church.
11. Financial Matters
    1. Summary of accounts at 31 March 2020 – the financial Year’s outturn at 31 March 20 was £7,363.
    2. Budget FY 2020/21 – Cllrs reviewed the budget and agreed to leave it unchanged.
    3. Expenditure from NYCC Locality Budget grant – £125 had been spent on stationary items for flyers and other advertising and there was an ongoing £15/month charge for the Zoom subscription. Other expenditure to be discussed at the next meeting.
    4. It was resolved that the Annual Internal Audit Report for 2019/20 included at page 4 of the Annual Governance and Accountability Return (AGAR) 2019/20 be noted.
    5. It was resolved that Brafferton & Helperby Parish Council approve Section 1 – Annual Governance Statement 2019/on page 5 of the AGAR 2019/2020.
    6. It was resolved that Brafferton & Helperby Parish Council approve Section 2 – Accounting Statements 2018/19 on page 6 of the AGAR 2019/20
    7. It was resolved that in accordance with the Accounts and Audit Regulations 2015, the Local Audit (Smaller Authorities) Regulations 2015, s1 2020/404, the Accounts and Audit (Coronavirus) (Amendment) Regulations 2020 and the Transparency Code for Smaller Authorities, Brafferton & Helperby Parish Council will publish the following documents on its website:
       1. Annual Internal Audit Report 2019/20,
       2. Section 1 – Annual Governance Statement 2019/20,
       3. Section 2 – Accounting Statements 2019/20, page 6
       4. Analysis of variances
       5. Bank Reconciliation to 31 March 2020
       6. Notice of the period for the exercise of public rights and other information required by Regulation 15 (2), Accounts and Audit Regulations 2015.
    8. Local Auditor for FY 2020/21 – it was resolved to appoint C & CB Associates as the Council’s auditor for FY 2020/21. The auditor’s invoice of £144 for the 2019/20 audit was received for payment.
    9. Insurance premium – it was resolved to continue to insure with AXA Insurance and accept the 3 Year Term premium of £806.79 from 1 June 20.
    10. Clerk gave a Rental Income Position Statement which confirmed that all rents had been received on allotments, the Garage, fishing rights and shooting rights.
    11. It was resolved to ratify the following grounds maintenance contracts:
        1. St Peter’s lych gate and Pinfold grass areas
        2. Urban verges
        3. Hedge cutting/flailing
        4. Swale Green grass
        5. Gully clearance
        6. Litter pick
    12. It was resolved to continue subscriptions to YLCA, SLCC, CPRE and Community First Yorkshire and to authorise the Clerk to raise bank transfers on receipt of invoices.
    13. It was resolved to implement the NJC national salary award for Clerks from 1 April 20 and to pay the Clerk’s net salary by monthly bank transfer and make quarterly payments of PAYE tax to HMRC. (Further discussion followed in closed session after item 20)
    14. It was resolved that Cllrs Owens, Topps and Darwin continue as bank transfer authorisers and cheque signatories
    15. The following accounts were approved for payment:
        1. C Owens £34.71 Printing
        2. R Clements £55.00 Printer ink
        3. Sundry stationary items £125.72 from Locality Budget grant
        4. Swale & Ure Drainage Board £6.86 Annual charge
        5. YLCA £15 Clerk webinar training
12. Matters for Consideration
    1. It was agreed that the Council will continue to meet on the third Wednesday of each month (with the exception of the 24 June 20 meeting).
    2. It was resolved to postpone the Annual Meeting for Parishioners until face to face meetings are authorised by the government
    3. Cllrs were advised that YLCA remote training courses are available.
    4. Council representatives are as follows:
       1. YLCA Hambleton Branch Meetings – Cllr Topps.
       2. Hambleton Parish Liaison meetings – Cllrs Denison & Owens.
       3. Village Hall – Cllr Jackson-Vickers.
       4. Helperby & Brafferton War Memorial Committee – Cllrs Mitchell & Owens.
       5. Easingwold & Villages Community Forum – Cllrs Owens & Denison.
13. Information from the Lands and Maintenance Committee
    1. Tree Planting – several trees bordering Main Street had been lost over decades (particularly elm and ash). Cllrs liked lime and rowan as potential replacements but acknowledged that siting must be carefully considered to reconcile visual appeal with the requirement for parking and property access. The committee will produce a proposal for full council consideration which will also include other sites for tree planting.
    2. Helperby Cobbles – the Council’s solicitor advises that the transfer of ownership is progressing towards conclusion.
    3. Lands Registration – the process remains slow but continues for allotments and other plots of land.
14. Information on the following ongoing issues
    1. Coronavirus – village volunteers continued to provide support to those residents requesting help; many complimentary comments had been received acknowledging how much the help was appreciated.
    2. No firm date was yet available from NYCC to complete drainage works in Main Street at the village hall driveway.
    3. Local Public transport – there was no progress to report.
15. Planning Matters
    1. Planning Application 20/00643/REM, proposed reserved matters pursuant to outline permission 16/01142/OUT for 28 dwellings on Boroughbridge Road, Brafferton – awaiting decision from Hambleton District Council
    2. Planning Application 20/00671/FUL, proposed SUDS pond relating to planning permission 16/01142/OUT at OS Field 0046, Boroughbridge Road, Brafferton – awaiting decision from Hambleton District Council
16. Planning Decisions/information
    1. Planning Application 20/00335/LBC, proposed listed building consent for change of use of walled garden into events location at Helperby Hall, Helperby – awaiting decision from Hambleton District Council
    2. Planning Application 20/00334/MRC, proposed modification relating to application 16/02159/FUL for change of use of walled garden into events location at Helperby Hall, Helperby – awaiting decision from Hambleton District Council
    3. Planning Application 20/00744/OUT, proposed outline permission for the construction of a farm workers dwelling at Spring Field Farm, Pilmoor – awaiting decision from Hambleton District Council
17. Matters for Consideration
18. New Correspondence received and decide action where necessary
    1. None received.
19. Matters for inclusion on the agenda for the next meeting
    1. Selection and management of land proposed for a village recreational area.
    2. Use of NYCC Locality Budget grant.
20. Date of the next meeting confirmed as Wednesday 24 June 2020

11.13. (Continued) The Council went into closed session, without the Clerk present, to discuss the Clerk’s notable contribution to the establishment of the Council in its first year and to discuss options as to how the role of Clerk might be recognised and appropriately valued in the future by the Council.