HAMPSTHWAITE PARISH COUNCIL
Minutes of the meeting of HAMPSTHWAITE PARISH COUNCIL on 27th July 2021 at the Memorial Hall
Commenced: 6.00pm Concluded: 7.30pm
Present: Cllr Howard (Chairman) Cllr Jennings Cllr Harrison Cllr Saul Cllr Bollands
Clerk: R. Crabtree
2122/010 To elect the Chairman of the Council and to receive the Declaration of Acceptance of Office Resolved to elect Cllr Howard as Chairman and he signed the Declaration of Acceptance.
2122/011 To agree to co-opt Cllr Michael Harrison and receive the Declaration of Acceptance of Office Resolved to Co-opt Cllr Harrison and the Declaration of Acceptance was received.
2122/012 To consider and agree to co-opt councillors and receive the Declaration of Acceptance of Office. Resolved to co-opt Cllr Bollands and Cllr Saul and they signed the Declaration of Acceptance.
2122/013 Introduction from the Chairman Cllr Howard welcomed all to the meeting.
2122/014 Public Participation One member of public was present who was interested in becoming a councillor and he raised an issue with the drains on the Church Lane. The Clerk was requested to contact the Highways department.
2122/015 To receive any apologies and approve reasons for absence All Cllrs were present.
2122/016 Declaration of Interests a) To receive any declarations of interest not already declared under council’s code of conduct or members Register of Disclosable Pecuniary Interests None declared. b) To receive, consider and decide upon any applications of dispensation None received.
2122/017 To confirm the minutes of the full council meeting held on Wednesday 5th May 2021 as a true and accurate record. Resolved to approve the minutes of the meeting held on 5th May 2021 as a true and accurate record.
Email: [email protected]
2122/018 To receive an update from Cllr Harrison Cllr Harrison gave the following update: The Government has approved the proposal for a single unitary council for the whole of the existing administrative county of North Yorkshire. This means that the existing County Council and seven district councils will be abolished including Harrogate Borough Council. The NYCC elections are due to take place in 2022 and will be held for a year for a shadow authority. The new unitary local authority (possibly named North Yorkshire Council) is due to be established in 2023. NYCC is most likely to be the continuing authority as an administrative perspective. Cllr Harrison confirmed that the current services will remain and residents will not see a change in the short term. The long-term aim for the changes is to become more efficient and improve the financial impact. There has been discussion of devolving services to other areas including giving more responsibility to Parish Councils if they wish. Cllr Harrison confirmed that the new HBC building will be still be used.
Cllr Saul arrived at 6.20pm Cllr Harrison left at 6.32pm.
2122/019 To note the Clerks Report The Clerks Report was noted. See Appendix 1.
2122/020 Financial matters: a) To approve the schedule of payments Resolved to approve the schedule of payments. See Appendix 2. b) To approve the bank reconciliation and budget comparison Resolved to approve the bank reconciliation and budget reconciliation. See Appendix 3.
2122/021 To receive information on the following ongoing issues and agree action where necessary: a) To receive an update about the speed sign and 30mph road sign Resolved to defer to the next meeting. b) To receive an update about the Memorial Hall refurbishment and grant application It was noted that a grant application had been submitted for funding towards a kitchen and toilet refurbishment at the Memorial Hall. Cllr Howard made Cllrs aware that the grant application had been approved and work will begin shortly. c) To receive an update about the telephone kiosk The Clerk confirmed that HBC had approved the Councils request to adopt the telephone kiosk. Resolved that the Clerk will contact BT and will add this to the next agenda for Cllrs to decide how to use it.
2122/022 To consider matters requested by councillors and Clerk and agree necessary action a) To note the resignation of Cllr Brown, Cllr Fairfoot, Cllr Backhouse and Cllr Collett. The resignations were noted. b) To receive an update about the Clerk position (Clerk) It was noted that the Clerk has resigned from her role as Clerk and will be leaving in September. The vacancy has been advertised with YLCA. Resolved that all Cllrs will take part in the interview process if available and Cllr Howard will prepare the interview questions. The Clerk will contact the Cllrs on the application deadline to make arrangements. c) To consider purchasing a key safe and postal box (GH) It was noted that it was agreed whilst the Scheme of Delegation was active to purchase the key safe and postal box. d) To receive an update about banking arrangements (Clerk) The Clerk has arranged online banking and is now able to make online payments. It was noted that the Clerk requests payments and one councillor has to authorise the payment. Resolved to add this to the next agenda to agree additional signatories. e) To agree the frequency of future meetings (GH) Resolved to hold meetings every other month on the second Tuesday of the month. f) To confirm membership of the Memorial Hall Working Party (Clerk) Resolved not to have a Memorial Hall Working Party. g) To agree a Memorial Hall Committee representative (Clerk) Resolved to defer to the next meeting. h) To consider and agree arrangements for the grassed area next to the Church (Clerk) It was noted that it was agreed whilst the Scheme of Delegation was active for the contractor who cuts the churchyard to cut the area as there had been complaints. Resolved that the Clerk will add this to the next agenda once a quote has been received.
2122/023 To consider the following new correspondence received and decide action where necessary a) To consider the maintenance work required between West View Terrace and the Memorial Hall Resolved that the work required is the responsibility of the neighbouring properties but the Council is mindful of the state of the area and will add it to the list of future projects. The Clerk will respond to the resident. b) To consider a request to install a memorial bench Resolved to approve the request.
2122/024 To review/adopt/approve the following policies: a) Memorial Bench Policy Resolved to approve the amendments to the policy.
2122/025 To consider and decide upon the following planning applications:
HBC Reference: Address Description: Comments 21/02904/FUL Hampsthwaite Church Partial demolition of existing No comment Of England Primary single storey extension to rear of School High Street original school to provide new single storey extension to be used as staff room and new extension to side of original school to form new secure entrance lobby including reorganisation of external stepped approach and changes to the boundary wall. 21/02718/FUL 17 Peckfield Close Proposed new dwelling to land Resolved to look into west of 17 Peckfield Close this further before a comment is agreed.
2122/026 To note matters for information and items for inclusion on the agenda of the next meeting • Christmas tree • Snow clearance/gritting • Dog fouling issues
2122/027 To confirm the date of the next meeting Resolved that the next meeting is to be held on Tuesday 13th September 2021 at 6pm in the School Room.
Appendix 1 – Clerks Report
Brief outline of work completed since May 2021 by the Council and Clerk: • Updated the website regularly • Kept finance documents up to date • Considered planning applications • Completed the tasks from the meeting held in May • Agreed for a resident to use the Feast Field for dog training sessions and conditions of use stated • Carried out repair on the Feast Cabins • Reviewed the insurance and approved another insurance provider • Agreed the new grass cutting contract • Clerk and Councillors agreed for the Clerk to continue her role due to personal circumstances changing again and no one applying for the vacancy. • Arranged to fill Cllr vacancies and liaised with HBC to co-opt M. Harrison to ensure next meeting is quorate.
Below is a schedule of payments since the last meeting held in May 2021
Payee Details Amount SLCC Membership £41.60 ICO Fee £40.00 Business Stream Water charges £8.56 Ray Skelton Grass cutting £557.48 YLCA Clerk vacancy advert £15.00 Hydro- electric Feast Cabin Electricity £48.47 Hydro- electric Feast Cabin Electricity £159.05 Vision ICT Website Fees £60.00 TP Jones Payroll Fees £78.00 R. Pearson Internal Audit £175.00 YLCA Membership £426.00 Ray Skelton Grass cutting £557.48 R. Crabtree Salary £645.90 Came and Company Insurance £909.97
Below are bank reconciliations since the last meeting:
BANK STATEMENTS
Bank balance as at 30th April 2021 £27,515.32 Total £27,515.32 Unpresented cheques: 1763 and 1764 £81.60
Closing balance per bank statements £27,433.72
CASH BOOK Opening balance £20,704.32 Receipts to date (Precept) £6,811.00 Payments to date £81.60
Closing balance per cash book as at 30th April 2021 £27,433.72
BANK STATEMENTS
Bank balance as at 31st May 2021 £26,645.16 Total £26,645.16 Unpresented cheques: £0.00
Closing balance per bank statements £26,645.16
CASH BOOK Opening balance £20,704.32 Receipts to date (Precept) £6,811.00 Payments to date £870.16
Closing balance per cash book as at 31st May 2021 £26,645.16
BANK STATEMENTS
Bank balance as at 30th June 2021 £26,645.16 Total £26,645.16 Unpresented cheques:
Closing balance per bank statements £26,645.16
CASH BOOK Opening balance £20,704.32 Receipts to date (Precept) £6,811.00 Payments to date £870.16
Closing balance per cash book as at 30th June 2021 £26,645.16
Below are the planning applications and decisions since the last meeting held in May 2021.
Application No. Details Address Comment Outcome
20/02143/FUL Erection of a detached 18 Finden See below Appeal dwelling with new drive. Gardens dismissed
The Parish Council objects on the planning grounds set out below: • This new driveway is coming out onto what is already a tight bend on an unadopted road. The visibility approaching the bend from Finden gardens bungalows is poor. It is a very well used pedestrian route from Brookfield, with many children and families using it to access the village and school. A detached dwelling on this bend would be overbearing. • Over intensive development in a garden creating a new dwelling. 20/04851/DVCON Variation of condition No.2 Land Adjacent No comments Approved of planning permission to Cruet Farm 16/04554/FUL to allow for Hollins development to be carried in accordance with revised drawings for a 5 bed dwelling with detached twin car port in leiu of a 4 bed dwelling with attached single garage. 21/00496/FUL Erection of 1no. single Dovetail House No comments Approved storey rear extension, 2no. Hollins Lan rear facing dormer windows and conversion of garage into habitable accommodation 21/00470/FUL Erection of single storey Gillthorn No comments Approved extension to side. Grange Skipton Road 21/01937/FUL Conversion of part of The Hollies No comments Approved garage to form studio. Church Lane
21/01643/FUL Erection of single storey 36 Brookfield No comments Approved extension to front and Crescent alterations to fenestration. 21/02371/FUL Demolition of conservatory Hayfield Barn No comment Current and erection of Grayston Plain replacement single storey Lane extension
21/01763 Erection of detached Gorge Barn No comments Approved garage. Hollins Lane subject to conditions 21/01643/FUL Erection of single storey 36 Brookfield No comments Approved extension to front and Crescent alterations to fenestration.
Appendix 2 – Schedule of Payments
Supplier Details Amount HMRC PAYE & NI £141.00 G. Howard C. Payback Supplies £143.11 YLCA Clerk advert £15.00 Ray Skelton Grasscutting £557.48
Appendix 3 – Bank Reconciliation and Budget Comparison
Financial year 2021/2022 Prepared by: Rebecca Crabtree, Responsible Finance Officer Date: 8th July 2021 BANK STATEMENTS
Bank balance as at 8th July 2021 £23,792.81 Total £23,792.81
Closing balance per bank statements £23,792.81
CASH BOOK Opening balance £20,704.32 Receipts to date (Precept) £6,811.00 Payments to date £3,722.51
Closing balance per cash book as at 8th July 2021 £23,792.81
The table below shows the current expenditure to 8th July 2021 Budget Current Budget Heading 2021/2022 Expenditure
ADMIN COSTS Clerk's Salary (incl Tax/PAYE) £3,200.00 £710.90 General Expenses (Mileage, Postage, Stationary) £300.00 £15.00 Insurance £800.00 £909.97 Internal Audit £175.00 £175.00 IT £700.00 £60.00 Newsletters £750.00 Councillor Expenses £100.00 Village Room Rent £200.00 Fees £65.00 Membership/Subscriptions £500.00 £507.60 Staff & Councillor Training/Books £500.00
MAINTENANCE Asset Maintenance £1,000.00 Play Area Inspection, Maintenance and repairs £200.00 Community Payback Materials £200.00
OPEN SPACES Village Planting £300.00 Grass Cutting £5,500.00 £929.14 Village Green Inspection, Maintenance £200.00 Tree Inspections and Maintenance £500.00 Snow Clearing/Leaf Clearing £200.00 Clear and maintain Cockhill Beck £100.00
FEAST FIELD AND CABINS Electricity and Water for Village Green/Field £500.00 £216.08 Feast Field Rent to NYCC £700.00 Feast Field/Cabins Maintenance/H&S £500.00 Village Christmas Tree (Installation, Removal, Lights) £200.00
EVENTS 2021 Event £500.00
RESERVES General reserves £13,000.00 Earmarked reserves £5,062.11
Total £35,952.11 £3523.69
Please note: The difference in the total expenditure to the bank reconciliation is VAT.