June 2020 at 7.30Pm

NOTICE OF MEETING

I hereby give notice that a meeting of the Parish Council of the above-named Parish will be held remotely via Microsoft Teams on Wednesday 17 June 2020 at 7.30pm.

All members of the Council are hereby summoned to attend for the purpose of considering and resolving upon the business to be transacted at the meeting. Dated this 11th June 2020

AGENDA

Item Lead

1 To receive apologies for absence

2 To receive declarations of interest

3 Confirmation of Minutes a To confirm the Minutes of the Meeting held on 20 May 2020 4 Residents Issues 1) A resident has requested assistance in having NYCC repair Fryston Common Lane on the approach to his property. 2) A resident has requested the installation of 2 additional dog litter bins west end of Fryston Common Lane and on Ingthorne Lane and the footpath via Milford Grange to South Milford (subject to motion below)

5 Planning Chair 1) To agree consultation responses to the following planning proposals: a Erection of single storey room to rear of property, 11 The Meadows, MF b Erection of a single storey room to rear of property, 12A Deer Park Court, MF c Proposed erection of a 2 storey rear extension to provide a larger kitchen, new bedroom with en-suite, 18 Hillcrest, Monk Fryston (reconsultation) 6 Finances Clerk a Authorised payments since last meeting: 1 Clerks SO salary payment 2 BHIB Insurance premium (cheque 1194 at £421)

3 S G Parkin (cheque 1195 at £360) b Current Account Current Account as Statement to 1 June 2020 £14902.79 Previous Balance £13554.22 Cash received £2808.71 Cheques issued and cleared £1460.14 Cheques not cleared £2392.12 Cash available when all cheques cleared £12510.67 c Savings Accounts Monk Fryston Parish Council

Item Lead Yorkshire Bank £43,113.00 Skipton BS £72,109.91 Nationwide BS £70,322.32 d Future Commitments / Income Liabilities as set out in Balance Sheet schedule (-) £5394.62 Creditors (+) £00.00 Total Commitments (-) / Income (+) (-) £5394.62 e Cash Book Cash Book Balance at 10 June 2020 £12510.67 f Current Account / Cash Book Reconciliation The ‘Cash available when all cheques cleared’ (b above) reconciles with the ‘Cash Book balance when all cheques cleared’ (e above) g Expenditure / Budget comparison To be confirmed h Audit Control Councillors to confirm that they are satisfied that the above demonstrates that the PC is maintaining an effective system of audit and control including taking account of commitments and liabilities as required by the annual audit.

7 Clerks Update Clerk a The insurance has been renewed with the same provider under the same terms. This was done by the Clerk using authorised ‘urgent’ powers necessitated by the late arrival of the renewal quotation. The premium was slightly less than that of last year. b An additIonal payment has been made to S G Parkin to correct an accounting error last month c The company responsible for the damage to the bus shelter is intending to re- imburse the PC through its insurance company d The SDC Enforcement Officer has addressed the car sales issue at 4 Lumby Lane (report issued under separate cover) 8 Motions (in bold italic) Various

a To review the Internal Auditors report and agree any action arising from it Cllr BH (document issued under separate cover)

b To agree the Annual Return Governance Statement (document issued under Cllr BH separate cover)

c To agree the Bank Reconciliation Statement, the Annual Return Accounting Cllr BH Statement and the Explanation of Variances (documents issued under separate cover)

d To consider the requirement for dog litter bins on Fryston Common Lane Cllr AS and the approach to Milford Lodge Farm.

e To agree if the Parish Council supports the Monk Fryston and Hillam Cllr BH Community Building Sustainability Project and their aims of making our community buildings carbon neutral (documents issued under separate cover)

f To agree a response to the A63 Traffic Regulation Order consultation from Cllr BH NYCC (details issued under separate cover) g To identify any items requiring repair and / or maintenance Cllr BH h To request NYCC replace the footpath signs either end of the footpath that Cllr BH runs to Cass Lane Lumby, and the one on Ingthorns Lane that runs to Common Lane 9 Discussion Items Monk Fryston Parish Council

Item Lead

a Residents issues received under item 4 Cllr BH

b Issues associated with the footpath to South Milford Cllr SW

c PC Magazine. Articles for incorporation Cllr SW

d Governance and Accountability issues associated with the Joint Burial Committee Cllr BH (document issued under separate cover paras. 5.133 to 5.138 apply) e Parking in the Square Cllr BH 10 Updates Various a Burial Committee. Cllr SS b Safer Roads Partnership Cllr RB c Village Decoration Cllr SS d Lumby Lane cycle / footway initiative Cllr BH e Footpath adjacent to Community Centre. Cllr BH f Projects Working Party Cllr BH g Registered Footpaths Cllr SW h Mount possessory title Clerk i The Crown community asset application Clerk 11 Correspondence POST IN a Yorkshire Bank Statement b NYCC remittance advice POST OUT a BHIB Insurance Premium payment b Npower payment c NYCC payment d M Walton payment e S G Parkin Landscapes payment 12 Items For Next Meeting All a Items to be with Clerk before 7th July for next meeting on 15th July INTERNAL AUDIT REPORT

PARISH COUNCIL – MONK FRYSTON

YEAR ENDED 31 MARCH 2020

The Receipts and Payments account of Monk Fryston Parish Council was examined for audit together with other financial statements and records.

1. The Cash Book opening and closing balances in respect of the Current and Savings accounts are in accordance with the closing bank/building society account balances as at 31 March 2020.

2. The accounting entries were accurately recorded, and all transactions provided a clear and transparent audit trail.

3. It is recommended the monthly parish minutes are signed at the bottom of each page and not just the last page.

The audit has not identified any issues which may undermine the adequacy or transparency of the financial controls of the parish council.

I have raised with Mr Scott, the Accounting for Joint Arrangements as referred to under legislation contained in the Governance and Accountability for smaller Authorities, which particularly can affect Joint Burial Committees which are managed by members of parish councils as is the case with Monk Fryston, Hillam and Burton Salmon. I have asked Mr Scott to check with the YLCA to establish if the legislation refers to the Joint Burial Committee.

The matter will be raised with Monk Fryston, Hillam & Burton Salmon Joint Burial committee following their audit shortly.

The Receipts and Payments Account provides a true and fair view of the financial position of the Parish Council. The financial records presented for audit were found to be well maintained and reflected the financial transactions of the Parish Council.

There are no matters that I consider appropriate to draw to the attention of the external auditor, P K F Littlejohn LLP.

Signed:…………………………………………… M H WALTON

Dated: 16 May 2020

52A Ainderby Road Romanby Northallerton, North Yorkshire DL7 8HG

1 Malcolm H Walton ‘Oakwood’ 52A Ainderby Road Romanby Northallerton North Yorkshire DL7 8HG Phone: 01609 760345 Mobile: 0748 4701 256 Email: [email protected]

Mr P Scott Clerk to Monk Fryston Parish Council 2 Malvern Mews Monk Fryston Leeds LS25 5DX

16 May 2020

Dear Philip

Audit of the accounts for the year ended 31 March 2020

I have completed the audit of the financial records presented to me and I am satisfied with the standard of record keeping which accurately reflects the financial transactions for the year under audit review.

I have identified one payment recorded in the cash book which did not have supporting documentation to cover the payments. I have not made reference to the relevant payment as I do not believe it undermines the integrity of the accounts and accounting records.

I give below details of the transaction:

1. Date of payment – 18/03/2020 Payee – NYCC Value - £7,469.62 No VAT invoice held in the file of paid invoices.

The VAT element was correctly accounted for on the VAT return of £1,244.94.

It would be appreciated if you can please provide a copy of the invoice either in hard copy of by e-mail.

Governance & Accountability for Smaller Authorities

It has recently come to my notice of the ‘Accounting for Joint Arrangements’. Under references 5.133 to 5.138 of the legislation, makes reference to authorities that operate joint committees, boards or other joint arrangements. In these instances the legislation requires the appropriate shares of income, expenditure, assets and liabilities including any year end balances are included in the accounts of the Joint Committee. Primarily the legislation is referring to Burial Boards that are managed by

2 members of parish council/s. It may be that Monk Fryston, Hillam and Burton Salmon Joint Burial Committee may fall under the legislation.

I respectfully suggest that you may wish to make enquiries of the YLCA and seek their guidance to establish if the legislation applies to the Joint committee.

I will forward a copy of the extract of the legislation referred to above for your information and consideration.

I look forward to hearing from you shortly regarding the points raised.

Kind regards

MONK FRYSTON PARISH COUNCIL

BANK RECONCILIATION for the YEAR ENDING 31 MARCH 2020

Prepared by Philip Scott (Clerk & RFO) April 2020

Current Account Bank Statement balance at 31 March 2020 £11641.44

Unpresented cheques as at 31 March 2020 Receipts £0.00 Payments cheque no 1177 £(100.00) cheque no 1179 £(7469.62) cheque no 1182 £(557.50) cheque no 1183 £(121.40) cheque no 1184 £(206.20)

Account balance when all cheques presented £3186.72

Cash Book Balance at 31 March 2020 £3186.72

Cash Book Reconciliation for the year Opening Balance 1 April 2019 £4596.65 Add: Receipts in the year £97245.97 Less: Payments in the year £98655.90 Closing balance at 31 March 2020 £3186.72

Yorkshire Bank Savings Account Opening Balance 1 April 2019 £113015.30 Add: Receipts in the year £97.70 Less: Withdrawals in the year £70000.00 Closing balance at 31 March 2020 £43113.00

Skipton BS Account Opening Balance 1 April 2019 £71044.25 Add: Receipts in the year £1065.66 Less: Withdrawals in the year £00.00 Closing balance at 31 March 2020 £72109.91

Nationwide BS Account Opening Balance 1 April 2019 £00.00 Add: Receipts in the year £70322.32 Less: Withdrawals in the year £00.00 Closing balance at 31 March 2020 £70322.32

Total balance of four accounts Current Account £3186.72 Yorkshire Bank Savings Account £43113.00 Skipton BS Account £72109.91 Nationwide BS Account £70322.32 £188731.95

EXPLANATION OF VARIANCES 2019/ 2020

MONK FRYSTON PARISH COUNCIL

Section 1 2018/2019 2019/2020 Variance Detailed explanation of variance £ £ £ Variance %

Box 1 187133 188656 1523 1 Balances brought forward Box 2 19704 19809 105 1 (+) Annual Precept Box 3 15422 8923 -6499 -42 The difference is due to differing 'abnormal' receipts in the two years. In 2018/19 the PC received £9800 from the proceeds of a land sale. In 2019/20 the PC received £3283 reimbursement from a third party (+) total other receipts responsible for damage to PC property. Box 4 3830 4531 701 18 The 2019/ 2020 figure includes £192 pay carried over from 2018/19. The remaining difference is due to an increase in salary hourly rates (-) Staff costs over the two subject years . (-) Loan interest / capital repayments Box 5 0 0 0 Box 6 29773 24125 -5648 -19 In 2018/19 asset and professional service payments of circa £12700 were made. The equivalent expenditure in 2019/20 was only circa (-) All other payments £7470 (=) Balances carried forward Box 7 188656 188732 75 0 Total cash and short term investments Box 8 188656 188732 76 0 Total fixed assets plus other long term Box 9 62141 62817 676 1 investments and assets Total borrowings Box 10 0 n/a n/a Explanation Box 7 is more than twice Box 2 because the PC received £173,000 from the proceeds of a land sale in 2016 and £9800 of High from a similar sale in 2018. Reserves 5 PRIORY PARK GROVE MONK FRYSTON LEEDS LS25 5EU

8th June 2020

Dear Monk Fryston Parish Councillors

Request for Monk Fryston Parish Council to support a Community Buildings Sustainability Project

We write to you as Monk Fryston Parish Councillors to inform you of this project, started late last year which is to ensure the operation of all the community buildings of Monk Fryston and Hillam are powered by sustainable energy and become carbon neutral in 2 years and to request your formal support. The project objectives and background history of the project are attached.

In addition, we hope that as a result of the activities necessary to achieve this goal, we can influence and encourage residents of our two villages to adopt more environmentally friendly behaviours and in due course provide a pilot for other villages to adopt. In short, we want to do something to the reduce greenhouse gas emissions from our community and reduce the amount of energy consumed.

The project was in the process of being proposed to be adopted by Selby District Council through the Western Community Engagement Forum (WCEF) until the Pandemic halted all proceedings abruptly. Nevertheless, Chris Hailey – Norris, the Development Officer of WCEF is continuing to actively support the project and is confident the project will be adopted once WCEF recommence their formal meetings. They recognise our communal effort towards carbon neutral buildings and it is hoped the project will become a model for other communities to follow. Chris, who is also Chief Officer of Selby AVS, and Kate Urwin, the Yorkshire Energy Doctor, have joined with us to form a steering group.

The leaders of the School, Community Association, Church and Cricket Club have agreed to work together to explore options for reducing energy and water consumption. We have already formed a working group, shared information and agreed a programme of work.

At a recent meeting of this group, Kate Urwin, told us of an opportunity to apply for a grant from the government sponsored Rural Communities Energy Fund (RCEF) for a professional feasibility study of this project. The group agreed unanimously to apply for a grant. One of the key elements of the grant application is the extent of community support for the project. Therefore, we need to conduct a Community Survey promptly to assess the level of support. The group agreed to apply for the feasibility grant in the name of the Monk Fryston and Hillam Community Association CIO. The RCEF administrator has also agreed to this approach.

We have already held exploratory discussions with their nominated consultant, Locogen, who told us that following government withdrawal of current Feed-in-Tariffs, it is unlikely that wind turbines will be suggested so the potential of this emotive subject has been removed. The grant application has to be submitted for pre-application inspection and advice around the 14th July and the application deadline is 1st August. Therefore, our need to conduct the survey is urgent.

Parish Council support for the project would obviously be of significant help. Therefore, we ask you to support this project. Put simply ‘Will the Parish Council support the Monk Fryston and Hillam Community Building Sustainability Project and their aims of making our community buildings carbon neutral’.

The project objectives and history of activities have already been forwarded to the Locogen consultant for consideration. The Project includes the School, the Church and Church Hall, the Community Centre and the Cricket Club which also services the Junior Football Club.

We very much hope you can support the project.

If you require any further information please get in touch Yours sincerely,

Ray and Susan Newton

NORTH YORKSHIRE COUNTY COUNCIL (30 MPH SPEED LIMIT) (A63 (MAIN STREET) MONK FRYSTON) ORDER 2020

NOTICE is hereby given that North Yorkshire County Council proposes to make an Order under Sections 84(1) and (2) of the Road Traffic Regulation Act 1984 and Part IV of Schedule 9 to the 1984 Act, the effect of which will be to prohibit any motor vehicle from travelling at a speed in excess of 30 miles per hour on any length of road at A63 (Main Street) Monk Fryston specified below:-

A63 Main Street from the last 30mph repeater sign, west for 270 metres

A copy of the draft Order, together with a map showing the roads affected and a statement of the Council’s reasons for proposing to make the Order may be examined at County Hall, Northallerton, during normal office hours between 11 06 2020 and 03 07 2020 and also available to be viewed online at www.northyorks.gov.uk/roadworks-map or https://www.northyorks.gov.uk/traffic-regulation- orders . Copies of the documents can be requested by contacting Tessa Nielsen, Tel number: 01609 535841 at Area 7 Selby Highways Office, Canal Road, Selby, North Yorkshire YO8 0AG or by email to [email protected]

If you wish to object to the proposed Order, you should send the grounds for your objection, in writing, addressed to Area 7 Selby Highways Office, Canal Road, Selby, North Yorkshire YO8 0AG or by email to [email protected] or via the website link above by 03 07 2020.

BARRY KHAN, Assistant Chief Executive (Legal and Democratic Services), County Hall, NORTHALLERTON

Dated 11 06 2020

6 1700 8

0002 4

Refuse Tip 5 2

SP SP INGTHORPE LANE DEER PARK COURT

14 6

LUMBY LANE Refuse Tip

Allotment Monk Fryston Gardens

EXTEND 30MPH LIMIT SP

270 METRES MP .25 126

124 111

MAIN STREET

SP A 63 A 63 SL 270m SL

0070

Drain

1475

0560

0056

2355 Reproduced from the Ordnance Survey mapping with the permission of the Controller of Her Majesty's Stationery Office ¸ Crown copyright.

Unauthorised reproduction infringes Crown copyright and may lead to prosecution or civil proceedings. .

PROJECT: AREA: AREA 7 AREA 7 DATE: 2019 DRAWING TITLE: PROPOSED SPEED LIMIT EXTENSION SCALE: NTS

DRAWING No.: A7-TM-TRO2019-MF30MPH