Minutes Council meeting 18 May 22

Wednesday 18 May 22

Held at 7.30pm in Helperby Village Hall

The Chairman’s report for year ending 31 Mar 22 presented at the meeting for Parishioners which preceeded the Annual meeting of the Council may be found under News

Present: Cllr Nigel Denison (Chairman), Cllr Peter Mitchell, Cllr Pam Jackson-Vickers, Cllr Alyson Baker (NYCC) and Roger Clements (Clerk)

1. Chairman of the Council – Cllr Nigel Denison was elected unanimously.
   1. The Chairman’s Declaration of Acceptance of Office was duly signed
2. Apologies for Absence
   1. Apologies for absence were received from Cllrs Boyle, Brown, Carter and Darwin.
3. Declarations of Acceptance of Office
   1. Declarations were made by councillors Denison, Mitchell and Jackson-Vickers. It was resolved that councillors Boyle, Brown, Carter and Darwin may make their Declarations at or before the next council meeting in June.
4. Cllr Peter Mitchell was elected Vice-Chairman of the Council
5. Declarations of Interest not already declared under the Council’s Code of Conduct or members Register of Disclosable Pecuniary Interests
   1. No declarations were made.
6. Public Forum – no members of the public attended.
7. Minutes of the last meeting of the Council on 20 April 2022 – the minutes were accepted as a true record and signed accordingly by the Chairman.
8. Clerk reported that:
   1. The defibrillator had been fitted with a new battery and 2 sets of pads at a total cost of £395.94.
   2. 6m aluminium flag poles of a range of qualities were available for £70 – £250. Further enquiries to be made regarding the rules associated with the flying of flags.
   3. An application had been submitted for a Lloyds Bank Corporate Payment card and receipt of the card was expected within a fortnight.
9. Financial matters
   1. Summary of accounts at 31 March 2022. The FY 2021/22 end of year balance was £10,997.10.
   2. Budget FY 2022/23 – budgeted payments had increased by a total of £800 but these increased outgoings were nearly balanced by a higher VAT recovery figure, resulting in a planned end of year outturn of £14,242 (an increase of £10).
   3. Annual Internal Audit Report for 2021/22 included at page 3 of the Annual Governance and Accountability Return (AGAR) 2021/22 – resolved that Annual Internal Audit Report for 2021/22 included at page 3 of the Annual Governance and Accountability Return 2021/22 be noted.
   4. Section 1 – Annual Governance Statement 2021/22 for the Council on page 4 of the Annual Governance and Accountability Returns 2021/2022 – resolved that Brafferton & Helperby Parish Council approve Section 1 Annual Governance Statement 2021/22 for Brafferton & Helperby Parish Council on page 4 of the Annual Governance and Accountability Return 2021/22.
   5. Section 2 – Accounting Statements 2021/22 for the Council on page 5 of the Annual Governance and Accountability Returns 2021/22 – resolved that Brafferton & Helperby Parish Council approve Section 2 – Accounting Statements 2021/22 for Brafferton & Helperby Parish Council on page 5 of the Annual Governance and Accountability Return 2021/2220
   6. Publication of documents required by Accounts and Audit Regulations 2015, the Local Audit (Smaller Authorities) Regulations 2015, SI 2020/404 The Accounts and Audit (Coronavirus) (Amendment) Regulations 2020 and the Transparency Code for Smaller Authorities – resolved Brafferton & Helperby Parish Council will publish the following documents on its
   7. website:
      1. Certificate of Exemption.
      2. Annual Internal Audit Report 2021/22.
      3. Section 1 – Annual Governance Statement 2021/22.
      4. Section 2 – Accounting Statements 2021/22.
      5. Analysis of variances.
      6. Bank Reconciliation to 31 March 2022.
      7. 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 2022/23 – Council resolved to continue using the auditing services of C & GB Associates, Thirsk.
   9. Council approved payment of its insurance premium of £899.57 to Gallagher Insurance
   10. Council ratified grounds maintenance contracts as follows:
       1. St Peter’s lych gate – S Laux.
       2. The Hornby and the Pinfold – T Bowman
       3. Urban verges – N Buchanan
       4. Hedge cutting – A Scarborough
       5. Gully clearance (S&U Drainage Board and K&UO Internal Drainage Board)
       6. Litter pick – K Westerman
       7. Salt bin replenishment (NYCC)
   11. The Clerk is authorised to pay subscriptions on receipt of invoices from: YLCA, SLCC, Community First Yorkshire, MS Office 365, Virtuallandline and National Allotment Society
   12. Clerk’s pay and PAYE procedure: Clerk to raise a monthly Pay Slip and quarterly PAYE payments to HMRC for authorisation by the Council’s bank authorisers.
   13. Financial Working Group membership – Cllrs Brown and Jackson-Vickers.
   14. Bank transaction authorisers and cheque signatories – Cllrs Denison, Darwin and Jackson-Vickers.
   15. The following accounts were approved for payment:
       1. C & GB Associates Local Audit £144.00
       2. Swale & Ure Drainage Board Annual charge £7.18
       3. Village Hall Room Hire £249.13
       4. Mr S Laux Jubilee expenses £216.29
10. Matters for Consideration
    1. Council meeting dates confirmed to be the third Wednesday of each month
    2. Land & Maintenance committee membership – Cllrs Denison, Michell and Darwin and Mr S Laux.
    3. Amendment to Council Standing Financial Orders – Cllrs resolved to accept an amendment as drafted which will appear on the Council website.
    4. Council Risk Assessments will be updated once the Land Registration process along Raskelf Road is completed.
    5. To appoint Council representatives:
       1. YLCA Hambleton Branch meetings: Cllrs Denison and Mitchell.
       2. Hambleton Parish Liaison meetings (biannual at County Hall): Cllrs Denison and Mitchell.
       3. Village Hall: Cllr Jackson-Vickers.
       4. Neighbourhood Watch: Cllr Boyle.
       5. Helperby & Brafferton War Memorial Committee: Cllr Brown.
       6. Easingwold & Villages Community Forum (2 monthly at various venues): Cllrs Carter and Darwin (tbc).
11. To receive information on the following ongoing issues and decide further action where necessary
    1. Cobbles project – attempts to find a suitable contractor continued.
    2. Queen’s Jubilee weekend 3-5 June 22 – Flyers and other publicity was about to go out. The issue of distributing mugs to children remained a little uncertain and distribution of the majority should be arranged through St Peter’s primary school. It was agreed to refund £181.20 to J King for the publicity printing bill.
    3. Neighbourhood Plan – information on population demographics, village history, local geography and many other factors were being collated and would be brought up to date when the 2021 census information was released later this year. The rationale of the plan was in draft form and would provide the plan’s introduction. Notes from the 2 Steering Group meetings to date are to be placed on the council website.
12. To consider the following Planning Matters
    1. No new applications were received.
13. To receive the following Planning Decisions/information
    1. Planning Application 21/02144/FUL, construction of 5 dwellings and associated access at OS field 0048, Raskelf Road, Boroughbridge Road, Brafferton – awaiting decision from Hambleton District Council
    2. Planning Application 22/00416/MRC, variation of conditions attached to application 12/01571 for construction of 6 poultry sheds as amended by plans received by Hambleton District Council – awaiting decision from Hambleton District Council
    3. Planning Application 21/00966/REM, amended plans received – reserved matters application pursuant to outline permission 16/01142/OUT for landscape, appearance, layout and scale for the construction of 28 dwellings on OS Field 0046 Brafferton to West Moor Brafferton – awaiting decision from Hambleton District Council
    4. Planning Application 22/00912/REM, application for approval of reserved matters: appearance, scale and internal layout, including landscaping following approval for 5 dwellings under reference 20/02428/OUT – awaiting decision from Hambleton District Council
    5. Planning Application 22/00926/CAT, works to tree in a Conservation Area at 3 Brafferton Hall Gardens, Brafferton – awaiting decision from Hambleton District Council
14. Matters for Consideration
15. To consider new Correspondence received and decide action where necessary
    1. No new correspondence was received.
16. To notify the Clerk of matters for inclusion on the agenda for the next meeting
    1. No additional items were received.
17. The date of the next Council meeting was confirmed as Wednesday 15 June 22.