<p> CLAXTON & SAND HUTTON PARISH COUNCIL</p><p>MINUTES OF THE PARISH COUNCIL MEETING HELD IN THE VILLAGE H ALL, SAND HUTTON ON MONDAY 8 JULY 2013 AT 7.30 P.M.</p><p>MEMBERS PRESENT: Cllr Mrs L Edwards (LE) Cllr Dr C Hall (CH) Cllr Mrs A Steele (AS) Cllr P Stott (PS) Cllr Mrs J Whiteley (JW)</p><p>IN ATTENDANCE: MEMBERS OF PUBLIC PRESENT: Fiona Hill (FH) – Parish Clerk Two Clare Wood (CW) – NYCC Councillor</p><p>1: TO ACCEPT APOLOGIES FOR ABSENCE: Cllr Roger Smith (RS)</p><p>2: TO RECORD DECLARATIONS OF INTEREST IN ITEMS ON THE AGENDA: Cllr Dr C Hall, 8.1, neighbour Cllr P Stott, 12.5.3, payee</p><p>3: TO CONFIRM THE MINUTES OF THE MEETINGS HELD ON MONDAY 10 JUNE 2013: These were not approved, as LE had amendments to make</p><p>4: TO DISCUSS MATTERS ARISING FROM PREVIOUS MINUTES 4.1 Yorkshire Marathon – Sun 20 Oct 13 NTR  Lay-by Fly Tipping Sign – FH was still awaiting Highways.  Pavement Signs – PS had purchased one £36.99 and was authorized to purchase one more.  Large lorries travelling through the villages – NTR (RS)  Motorcross – JW advised that the dates were on the website  Dog fouling – AS has put a notice on the website  Post on green, Sand Hutton – PS has sited one and has five more posts in storage. It was agreed that a further post either side of the first post would be added to the corner of the green. It was agreed to leave natural, with reflectors.</p><p>5: TO RECEIVE ANY MATTERS RAISED BY MEMBERS OF PUBLIC  The church had obtained permission for a sign “13th C church ruins” and asked if they could use the existing post on the green. It was agreed that John Goodrick should be consulted, as he cuts the grass.  CW was embarrassed about the lack of response from NYCC regarding flooding and would chase up Richard Marr.  CW warned that future cutbacks would impact front line services.</p><p>6. TO DISCUSS, IF NECESSARY, LONG-STANDING MATTERS: 6.1 Saturday Social – Sat 10 Aug 13 10.30am – 12.30pm It was agreed that a different charity would be invited to each event. An article would be sent to the editor of The Circular 6.2 Communication - Village Website, High Speed Broadband – NTR 6.4 Highways RS would be asked to complete and submit the 95Alive form regarding speeding 6.5 Village Assets 6.5.1 Street Lights – FH still awaiting maintenance report from NYCC. 6.5.2 Benches – Awaiting a base to site in village hall car park. 6.6 Extreme Weather Issues – Flooding FH was asked to send a gentle reminder to the resident, who was recently written to, as follows – “We were pleased to receive a positive response to our request regarding drainage issues. Please could you advise us on any progress as we are keen to resolve this prior to heavy summer downpours which have caused problems in the past”. JW had spoken to Mr Jones, of Gravel Pit Farm, who would prefer to carry out his own grainage repairs after harvest. JW to continue to liaise with Mr Jones. LE and PS were waiting responses from mark Young, of the Flood Risk Management trean, NYCC about how to enforce landowners to clear drains, if required. LE and PS were also pursuing Highways, NYCC about more frequent gulley maintenance. CW would chase those outstanding queries on our behalf. 6.7 Neighbourhood Watch LE had confirmed with Gail Cooke, RDC that she was going to attend the Saturday Social. LE was awaiting for confirmation of a meeting with Gail Cooke and PCSO Nikki Pounder about how to progress with NHW in our parish.</p><p>7. TO DISCUSS, IF NECESSARY, MATTERS RAISED WITH/BY: 7.1 North Yorkshire County Council NTR 7.2 Ryedale District Council NTR 7.3 North Yorkshire Police NTR 7.4 Parish Liaison Meetings NTR</p><p>8: TO REPORT AND MAKE RELEVANT RECOMMENDATIONS ON NEW PLANNING APPLICATIONS: 8.1 13/00561/TPO Warren House, Hall Drive, Sand Hutton</p><p>The Parish Council discussed the application and asked FH to write to RDC asking if they were certain that the tree had the disease and what test has been done to confirm this</p><p>9: TO REPORT PLANNING DECISIONS BY RYEDALE DISTRICT COUNCIL None</p><p>10: TO REPORT ANY NEW CORRESPONDENCE RECEIVED BY THE COUNCIL  RDC – Chairman’s Charity Fund  LCR – Summer 2013  Good Councillors Guide – 4th edition</p><p>11: TO RECEIVE MATTERS RAISED BY MEMBERS  LE reported that the hedge around the post box at Sand Hutton was overgrown and obscuring the post box. Agreed to raise with RS  PS asked if the meetings could be six weekly rather than monthly. This was discussed and it was agreed that it would be thought about for the next meeting.</p><p>12: TO DISCUSS MATTERS RAISED BY PARISH CLERK/RESPONSIBLE FINANCIAL OFFICER 12.1 Bookkeeping records for year ending 31 Mar 14 to date The Parish Clerk circulated these around the Parish Council. 12.2 Internal Control Check(s) The Parish Council would recommence these at the next meeting. 12.3 To report matters raised with/by Yorkshire Local Councils Association In the recent White Rose Update the Parish Clerk highlight three issues: * General Power of Competence – Does the Parish Council fulfil all the criteria and if so, does it want to adopt this power. FH to research * Documentation retention – FH to obtain the list produced by YLCA, which advises what documents should be retained and for how long. * Meeting – Parish Councils were not good at confirming attendance or sending apologies, so were asked to include meeting on their agendas. The Joint Annual Meeting 2013 was at Upper Poppleton Community Centre on Sat20Jul13, unfortunately no-one was able to attend. 12.4 Standing Orders/Financial Regulations/Risk Management WIP 12.5 To approve the following payments: 12.5.1 Fiona Hill Clerks Salary £130.10 100183 12.5.2 Zurich Insurance £243.80 100184 12.5.3 Peter Stott Pavement Sign £36.99 100185</p><p>13: TO CONFIRM THE DATES OF THE FUTURE MEETINGS ON MONDAYS AT 7.30 P.M. IN THE VILLAGE HALL, SAND HUTTON AS: 12 August 2013 09 September 2013 14 October 2013* 11 November 2013 09 December 2013</p><p>*FH is away Sat 05 Oct 13-Sun 13 Oct 13, which affects the agenda preparations for this meeting. LE will assist.</p><p>FERA CAR PARKING SCHEME REMINDER If you live within the Parish and want to take advantage of FREE weekend parking at F ERA visitors car park so you can catch the bus into York/the coast, please email the Par ish Clerk with your name, full address and car registration number.</p>