Monday 21 March 2019

Held at 7.00pm in Helperby Village Hall

Present: Cllr Chris Owens (Chairman), Cllr Caroline Patmore (Hambleton DC), Roger Clements (Clerk BPC) Cllr Duncan Preen, Cllr Peter Mitchell, Cllr Andy Cuthbert, Sandra Windross (Clerk HPC)

1. Apologies for Absence
   1. Apologies were received from Cllr Andy Topps and Cllr van Leijen.
2. Receive any Declarations of Interest not already declared under the Councils’ Code of Conduct or members Register of Disclosable Pecuniary Interests
   1. No declarations were made.
3. Minutes of previous Committee meeting on 4 March 2019
   1. The minutes were accepted as a true record and signed accordingly by the Chairman.
4. Business Matters
   1. Bank account – HSBC have advised they will strive to have the account open by the end of March.
   2. Insurance policy – the BPC policy with BHIB Insurance Brokers have advised Clerk BPC there will be no cancellation charges to cancel the policy on the 31 May 19. The Clerk HPC advised the policy will commence on 1^st April 2019 for B&HPC the small amount of increase in the premium will be added to the new policy charges when the policy is renewed on 1^st June 2019. The Fountain damage claim is ongoing but HPC clerk advised she had forwarded a new quote from (GPM (Ripon) Ltd which was considerably lower and hopefully resolution of the claim would be soon.
   3. Website – Clerk BPC advised Brafferton PC had authorized the payment for the website to be relabeled from 1^st April 19. It was resolved that domain names for the existing BPC and HPC domains be retained for at least a year and each would direct visitors to the new B&HPC site (at a cost of £9.99/yr/domain). Clerk BPC to populate the new website’s archive pages with minutes from the two existing councils for the period May 2017 to March 2019. Both clerks to adjust their email clients to receive emails addressed to B&HPC using the email address braffertonhelperby.pc@gmail.com and, from 1 April, to re-direct incoming BPC and HPC emails to the new address. Clerk BPC to advise Clerk HPC of password.
   4. Notice boards – Clerk HPC advised J Tuley had not actually erected the Notice Board for Helperby PC Brian Moss had done this, Clerk HPC has contacted Brian Moss for quote but is yet to receive this. After discussion as to whether we actually needed two notice boards it was agreed to leave this matter for the new Parish Council make the decision on this matter.
   5. Council documents – Clerk HPC will use the Records Management policy document, from YLCA, to dispose of council’s documents that are no longer required to be retained. The documents that need to be retained may either be held by North Yorkshire County Council archives or possibly in a secure place at the Village Hall. It was resolved to let the new Parish Council take the decision where the documents are to be retained.
5. Tasking for Parish Council Clerks
   1. A draft agenda for the inaugural meeting of the B&HPC was already in place.
   2. Both clerks to arrange for P45s to be issued. Clerk BPC confirmed he had set up the new details with HMRC for PAYE tools. It was noted that the amount of the sub in respect of April and May 2019 payments should not be declared to HMRC at this stage — the April and May payments will be accounted for at the appropriate times in the 2019/20 tax year.  Failure to do this will result in incorrect tax being paid.
   3. Both clerks to prepare end of year accounts for their current councils and carry out the necessary tasks for approval in the accounting Statements within the Annual Governance and Accountability Return and close bank accounts for the end of April. Clerk HPC confirmed C&G B Associates, Thirsk would be happy to carry out auditing duties for the new council and they estimate their charges will be £150.00 plus VAT it was resolved to instruct C & GB Associates to carry out the auditing for at least the first year of the new B&HPC accounts.
   4. Clerks to liaise on preparation of all Standing Orders and Procedural documents for the adoption by the new council.