This Financial Risk Assessment Was Prepared by Iona Appleyard, Clerk to North Stainley

Tanfield Parish Council MINUTES OF THE ANNUAL PARISH COUNCIL MEETING

DATE: Tuesday 6 June 2017 TIME: 19.00 hrs LOCATION: West Tanfield Memorial Hall

PRESENT: Parish Councillors David Dumbleton(Chairman) David Powell (Vice Chairman) from election, Peter Almack, Judi Horner IN ATTENDANCE: Alison Carter (Parish Clerk) Councillor David Webster and member of the Public Ambrose Almack,

1. ELECTION OF CHAIRMAN AND SIGNING OF THEIR DECLARATION OF ACCEPTANCE OF OFFICE AND AGREEMENT TO ABIDE BY THE MODEL CODE OF CONDUCT It was resolved that Councillor Dumbleton be elected as Chairman for the forthcoming year. His Declaration of Acceptance of Office and agreement to abide by the code of Conduct was duly received.

2. ELECTION OF VICE-CHAIRMAN AND SIGNING OF THEIR DECLARATION OF ACCEPTANCE OF OFFICE AND AGREEMENT TO ABIDE BY THE MODEL CODE OF CONDUCT It was resolved that Councillor David Powell be elected as Vice Chairman for the forthcoming year. His Declaration of Acceptance of Office and agreement to abide by the code of Conduct was duly received.

CO-OPTION OF PARISH COUNCILLOR AND SIGNING OF THEIR DECLORATION OF ACCEPTANCE OF OFFICE AND AGREEMENT TO ABIDE BY THE MODEL CODE OF CONDUCT After being proposed by Councillor Dumbleton and seconded by Councillor Powell it was agreed that Judi Horner be co-opted on to the Parish Council.

3. CODE OF CONDUCT New Code of conduct forms were completed by the Parish Councillors.

4. APOLOGIES AND APPROVE REASONS FOR ABSENCE Apologies were received from Councillor Peter Hull.

5. COUNCIL’S DOCUMENTS It was resolved that the following documents be re-approved without amendment: 5.1 Standing Orders 5.2 Financial Risk Assessment 5.3 Financial Regulations 5.4 Risk Assessment 5.5 Publication Scheme 5.6 Retention of Documents & Information Policy 5.7 Complaints Policy 5.8 Code of Conduct

It was resolved to review the Complaints Policy later in the year.

It was resolved that the following documents be approved with the amendments outlined. 5.9 Asset Register To add details of the purchase of the lap top and the scanner for the Parish Council. 5.10 Fault Reporting Protocol Change to this document under useful numbers Hambleton District Council 01609 779977

6. TO RECEIVE AND CONSIDER A REPORT ON 2016/17 PARISH COUNCIL BUSINESS

Councillors  David Dumbleton (Chairman) and Peter Hull (Vice Chair) have served as Councillors for the West Tanfield ward throughout the year.  Christine Casling was co-opted on to the Parish Council for the East Tanfield ward from 3 February, 2016 and served until 30 November, 2016.  Peter Almack and David Powell were co-opted on to the Parish Council for the West Tanfield ward from 3 February 2016 and have served for the whole year.

General  Alison Carter has been the Parish Council’s Proper Officer (clerk) and Responsible Financial Officer, since 1 December, 2015.

Meetings The Parish Council has met 9 times since the 2016 annual meetings. 4 of these were ‘ordinary’ meetings when a full agenda of business was considered. The others were extraordinary meetings to consider planning applications and other urgent items of business.

Planning and Development  14 planning applications have been considered by the Parish Council, in the year.  The Parish Council has responded to consultations by North Yorkshire County Council on the continuation of sand and gravel extractions for Hanson’s Ripon Quarry and the variation to the existing restoration scheme at Langwith House Farm, Long Lane, Well, Nostefield, Bedale, North Yorkshire.  The Parish Council was also involved in the consultations for the New Local Plan for Hambleton District Council and the Settlement Character Assessments.

Other Business  Superfast North Yorkshire has now brought superfast broadband to Nosterfield.  The Parish Council continues to operate the parish caretaker scheme, whereby 5 hours of maintenance works are carried out in the parish each month. DTMS Ltd, from Fellbeck, have been carrying out this task since 1st April 2015.  The grass cutting contract for the Parish Council is carried out by Farm and Land Services Ltd.  The Parish Council was represented by Peter Almack on West Tanfield Memorial Hall’s Management Committee  The Parish Council was represented by David Dumbleton on the Lower Ure Conservation Trust’s Liaison Committee.  The Parish Council’s Ripon Quarry Liaison representatives were Christine Casling (till November 2016) and Peter Almack.  The Parish Council’s Hanson Quarry Liaison representative was Peter Hull.  The Parish Council formed a sub-committee, that was responsible for the co-ordinating of the repairs to the steps near the riverside and the Marmian Tower, West Tanfield. Grants were obtained.  The Parish Council continued to support the work of the Hambleton Citizens Advice Bureau by donating £50.  The Parish Council is working hard to meet the requirements of the new Transparency Code for Small Authorities, it has increased the amount of information that it routinely publishes on its website: wwwtanfieldparishcouncil.btck.co.uk  The Parish Council purchased a laptop and scanner for use by the Parish Clerk, with funding from the Transparency Code for Small Authorities.  It was agreed the Parish Council would purchase the two telephone Boxes from BT in the villages of Thornborough and Nosterfield. Tanfield Parish Council MINUTES OF THE ANNUAL PARISH COUNCIL MEETING

 The fundraising for the de-fibrillates within the parish is on-going; unfortunately, the bid for fundraising to the British Heart Foundation was unsuccessful again. The Parish Clerk is looking for donations and requesting grants from local organisations.  Representatives from Yorkshire Water attended a Parish Meeting discussing the state of the sewers in the Parish with Councillors and local residents.  The Parish Council had been in discussions with NYCC Highways re carriageways repairs in Thornborough and a 7.5 ton weight restriction in Nosterfield.  The Annual Inspections of the playgrounds in the Parish, found the play parks in good order.  The Parish Council continues to produce an informative newsletter for the Parish on a regular basis.  The Parish Council organised the repairs to the Parish Notice Boards in Nosterfield and Thornborough.

7. FINANCIALS 7.1 2016/17 accounts It was resolved that the previously circulated 2016/17 accounts be approved. The accompanying bank reconciliation was approved and signed by the Chairman. 7.2 To receive and consider the Internal Auditor’s report on the 2016/17 accounts. It was noted that the internal auditor has now completed her examination of the 2015/16 accounts and affairs of the Parish Council, with a satisfactory outcome been achieved. It was agreed to pay the Internal Auditor the sum of £50. It was noted the Parish Council may need to fine a new Internal Auditor for the 2016/17 accounts. 7.3 Annual Return to the External Auditor 2016/17 The Annual Return, including the Accounting Statements and Annual Governance Statement, was completed and approved. 7.4 To consider allocating the 2016/17 under-spend on the play areas The suggestion of adding the 2016/17 underspent (£500) to the sums already ring-fenced for the purchase of defibrillator, for the Parish although members were inclined to approve this suggestion it was deferred pending the outcome of the Public Open Space, Sport and Recreation Action Plan funds. 7.5 Transparency Fund Application It was noted the Parish Clerk is applying to the Transparency Fund for additional funds in 2017/18.

8. INSURANCE It was resolved to renew the council’s insurance with Came & Company, Local Council Insurance, at a cost of £340.22 for the year.

9. STAFFING 9.1 Staffing Committee terms of reference and Grievance Policy. It was resolved that these documents be re-approved without amendment.

9.2 Appointment of Councillors to serve on Staffing Committee. It was resolved that Councillors Dumbleton and Hull be appointed to serve on the Staffing Committee for the next year.

10 QUARRY LIAISON REPRESENTATIVE Appointment of Councillors to represent the Parish Council at the Quarry Liaison Meetings It was resolved that Councillor Peter Almack would be the liaison at Ripon Quarry. It was resolved that Councillor Peter Hull would be the liaison at Nosterfield Quarry.

11 WEST TANFIELD MEMORIAL HALL MANAGEMENT COMMITTEE It was resolved that Councillor Peter Almack be appointed for the 2017/18 period. 12 LOWER URE CONSERVATION TRUST LIAISON COMMITTEE Appointment of a representative(s) for the forthcoming year. It was suggested to ask Councillor Peter Hull to be appointed for the 2017/18 period, if Councillor Hull not available to be the representative for the year the request will be passed to Councillor David Dumbleton.

13 YLCA BRANCHES – REPRESENTATIVES It was resolved representatives to attend the YLCA Branch Meetings would be decided near the date and location of the meetings.

14 HAMBLETON DISTRICT COUNCIL CONSULTATIONS 14.1 It was resolved the Parish Council will not make any further comments on the Local Green Spaces Consultation. 14.2 It was resolved the Parish Council would not make any further comments on the Local Plan Alternative Sites.

Meeting closed at 19.55 hrs. These minutes were recorded and prepared by Alison E Carter, Clerk to the Parish Council.

SIGNED: (Chairman)