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Agendaextraordinary 2016-0331

WHORLTON PARISH COUNCIL

NOTICE IS HEREBY GIVEN OF AN EXTRAORDINARY MEETING
TO BE HELD IN SWAINBY VILLAGE HALL, SWAINBY
ON THURSDAY 31ST MARCH 2016 AT 7.30PM

AGENDA

1. APOLOGIES FOR ABSENCE & DECLARATIONS OF INTEREST

2. PUBLIC OPEN FORUM
An opportunity for members of the public to comment on agenda items. The public and the press have a right to record, film or broadcast Parish Council Meeting. A copy of the Parish Council’s rules/guidance is available from the Clerk. When possible please advise the Clerk of any such recording in order that the Parish Council provides reasonable facilities to meet the needs of the person filming.

3. VILLAGE SHOP
To resolve Whorlton Parish Council's options and role within the future of a Village Shop for Swainby.

4. DATE AND TIME OF NEXT MEETING
Parish Assembly Meeting Wednesday 20th April 7.00pm
Parish Council Meeting Wednesday 20th April 7.30pm

Agenda 2016-5

WHORLTON PARISH COUNCIL
NOTICE IS HEREBY GIVEN THAT THE ANNUAL MEETING


To include the ordinary business of the Parish Council


WILL BE HELD
IN SWAINBY VILLAGE HALL, SWAINBY ON WEDNESDAY 25 MAY 2016 AT 7.30 PM
AGENDA

1. ELECTION OF CHAIRMAN

2. TO RECEIVE THE CHAIRMANS DECLARATION OF OFFICE.

3. ELECTION OF VICE-CHAIRMAN

4. TO RECEIVE THE VICE CHAIRMANS DECLARATION OF OFFICE

5. APOLOGIES FOR ABSENCE & DECLARATION OF INTERESTS
Members should declare any interest in items on the agenda here. Members are reminded that, unless they have been granted a dispensation, if they have a disclosable pecuniary interest in any matter as defined by regulations made by the Secretary of State they may not participate in any discussion of or vote on the matter.

6. TO AGREE MINUTES OF THE MEETING HELD ON 20 APRIL 2016

7. PULIC OPEN FORUM
An opportunity for members of the public to comment on agenda items.
The public and the press have a right to record, film or broadcast Parish Council Meetings.
A copy of the Parish Council’s rules/guidance is available from the Clerk. When possible please
advise the Clerk of any such recording in order that the Parish Council provides reasonable facilities to meet the needs of the person filming.

8. MATTERS ARISING FROM THE MINUTES

9. POLICE REPORT
To receive details of new Safer Neighbourhood Beat Manager, Dave Anderson. (Circulated 10.05.16)
To receive report from PCSO James Walshaw,

10. CLERK’S REPORT
a) Planned Road Closure Notice - Scugdale Road.
b) Notice Board/s.
c) Register of Interests.
d) Parish Council Volunteer Policies.

11. PLANNING APPLICATIONS FOR CONSIDERATION
NYM/2016/0151/FL Amended/additional information for Single storey extensions together with pitched roof to existing extension at Swainby Village Hall, 30 High Street, Swainby. (Circulated 26/04/2016)

12. PLANNING DECISIONS AND APPEALS
NYM/2015/0514/FL Appeal to the Secretary of State. Construction of 1 no. dwelling with associated access, parking and amenity space following demolition of existing garage. (Circulated 10/05/2016)

NYM/2015/0893/CU Change of use of Village Store to ground floor at 90, High Street, Swainby.
GRANTED. Letter of explanation of decision sent to Clerk. (Circulated 16/05/2016).

16/00444/OUT Planning Committee Site Visit notification for The Paddocks, Swainby. (Circulated 16/05/2015)

13. PARISH COUNCIL RISK ASSESSMENT
To review the Playing Fields Section of the Parish Council Risk Assessment.

14. WEBSITE
To receive any update.

15. PLAYING FIELDS
To review the 'Terms of Reference' for the Swainby Playing Field Management Committee.
To elect the SPFA committee:
Chairman.
Secretary.
Treasurer.
Committee Members.
To receive any updates from the playing fields committee, including a financial report.

16. DEFIBRILLATOR
To resolve if the defibrillator should be sited in the un-coded cabinet provided by the British Heart Foundation or request permission to use and purchase a coded cabinet.

17. EMERGENCY PLAN
To adopt the Emergency Plan.

18. FINANCIAL MATTERS
a) To record Cash Book and Community Account Bank Balance & Reconciliation:
Cash Book opening balance as at 1st April 2016: £5,122.50

01.4.16 Water Toilets 65.92
20.04.16 SPFA Vat 6.90
20.4.16 CQ 744 Clerks Salary 281.00
& expenses
20.4.16 CQ 745 Office Exp 21.81
29.4.16 CQ 746 Ins. Cancel fee. 60.00
( 435.63)
29.4.16 Receipt Precept £4250.00

Cash Book Balance as at 29 April 2016 £8,936.87

Community account balance as at 29 April 2016 £9003.77

Less unpresented cheques: SPFA VAT 6.90
Ins cancel fee. 60.00
(66.90)
Community Account reconciled balance as at 29 April 2016 8,936.87

b) To record Total Parish Council Reserves as at 29 April 2016
PARISH COUNCIL 9,014.76
TOILETS 5,949.31
TOTAL RESERVES: 14,964.07

c) To record budget v's actuals as at 29 April 2016. (Circulated with agenda).

e) Payments to be agreed:
M J Wall & Sons £1317.60 (incl. 219.60 VAT)
Bollards x 122
Clerks salary wks 5 to 8 £ 255.80 (includes exp. £20 off allow. £25.20 mileage)
Office Expenses postage £ 1.62
Toilet Rolls £ 20.99

f) To approve the Annual Governance Statement.

g) To approve the Annual Accounting Statement.

19. CORRESPONDENCE
HDC Parish Council Consultations on Planning Applications/ The Community Infrastructure Levy.
(Circulated 26/04/2016)
Statutory Notice of Referendum. (Circulated for posting on the Notice Board 16/05/2016)
YLCA Hambleton Branch Notice of Annual Meeting.
Moors Messenger. News from Moor, Coast, Forest & Dale
YLCA ~ 'DELIVERING AND DEVOLVING’ – Joint conference to explore devolution opportunities.

20. COUNTY COUNCILLOR REPORT

21. DISTRICT COUNCILLOR REPORT

22. PARISH COUNCILLORS REPORTS

23. MATTERS FOR REPORTING OR INCLUSION ON NEXT AGENDA

24. DATE & TIME OF NEXT MEETING
Currently timetabled as Wednesday 15 June 2016.

Agenda 2016-4

WHORLTON PARISH COUNCIL

 

NOTICE IS HEREBY GIVEN THAT A MEETING WILL BE HELD

IN SWAINBY VILLAGE HALL, SWAINBY ON WEDNESDAY 20th APRIL 2016 AT 7.30 PM

 

AGENDA

  1. 1.APOLOGIES FOR ABSENCE & DECLARATION OF INTERESTS
  1. 2.RESOLUTION

“In view of the confidential nature of Item 7 Co-option, to consider a resolution to

exclude the press and public from the meeting in accordance with the Public

Bodies (Admission to Meetings) Act 1960, s1 during Item 7.”

  1. 3.TO AGREE MINUTES OF THE MEETING HELD ON 16TH MARCH 2016 & 31st MARCH 2016
  1. 4.PUBLIC FORUM

An opportunity for members of the public to comment on agenda items.

The public and the press have a right to record, film or broadcast Parish Council Meetings.

A copy of the Parish Council’s rules/guidance is available from the Clerk.  When possible please

advise the Clerk of any such recording in order that the Parish Council provides reasonable facilities to meet the needs of the person filming.

 

  1. 5.MATTERS ARISING FROM THE MINUTES

 

  1. 6.CLERKS REPORT

a) To record places booked for Cllr. Wright & Brisley NYMNPA Planning Training.

b) To note Clerk is on holiday 29th April to 6th May.

c) To note and record register of interest for Co-option to the Parish Council from Brian       Marshall on 1 April 2016.

d) To note and record register of interest for Co-option to the Parish Council from Stephen Muir

      on 4 April 2016.

e) To record number of working volunteers for working party on 23 April 2016 to ensure   Insurance Cover.

f) To record Mr Shute's request for his parent's memorial seat to be painted and his offer to contribute to the cost of the work.

  1. CO-OPTION
  2. To resolve the Co-option of a Councillor from those wishing to be considered:

       Howard Tribick, 3 Black Horse Lane, Swainby.  Electoral Roll no: 16

       Brian Marshall, 12 Church Lane, Swainby. Electoral Roll no: 76

       Stephen Muir, 5 Black Horse Lane, Swainby. Electoral Roll no: 20

       All three candidates have supplied an outline for Councillors to read.

  1. Nominations
  2. Nomination seconding
  3. Declaration
  4. Acceptance & Term of Office
  1. 8.VILLAGE SHOP

To receive any updates resulting from the resolutions made on 31st March 2016.

  1. 9.PLANNING APPLICATIONS RECEIVED AND CIRCULATED

NYM/2016/0232/FL Application in respect of alterations and construction of replacement single storey rear extension with decking and detached single garage at 12 Black Horse Lane,

Swainby. (Circulated 11/04/16)

  1. 10.PLANNING APPLICATION DECISIONS & APPEALS

To note and record: NYM/2016/0055/FL construction of two storey extension following demolition of existing utility/stores at Holgate House, 130 High Street, Swainby. WITHDRAWN (Circulated 05.04.2016)

To note and record: Planning Committee Meeting for application NYM/2015/0893/CU to be held on Thursday 21st April 2016.

11. PARISH COUNCIL INSURANCE RENEWAL

        To resolve to accept quotation from Hiscox for Parish Council Insurance, as from 1st June 2016.

        To resolve to cancel current Insurance Policy 3 year agreement at a cost of £60.

 

       12. TREES OVERGROWN

      To receive any update regarding training session for Inspections & Risk Assessments of Trees.

13.   EMERGENCY PLAN.

      To receive any update.

        14. DEFIBRILLATOR

                To receive updates since the delivery of the defibrillator.

        15. PARISH COUNCIL RISK ASSESSMENT

                To receive update of completion of Parish Council Risk Assessment, sections Beck Side & Playing                 Fields.

 

16. PLAYING FIELDS

To receive any updates from the SPFA Meeting.

       17. FINANCIAL MATTERS

                a)            To adopt the Receipts/Payments Account Balance Sheet as at year end 31March 2016.

                                                                                                                                                (Circulated with agenda)

                b)           To receive the Bank Reconciliation as at 31 March 2016. (Circulated with agenda)

                c)            To receive the Budget v's Actuals as at year end 31st March 2016 (Circulated with                                                                                                                                                                                      agenda)

                c)            To record opening reserves as at 1st April 2016:

                                                                                                                                Parish Council £5134.73

                                These reserves include the grants for Defibrillator training and the website of £1425.16

                                                                                                                                Toilets £6015.23

                d)           To record the Notice of Public Rights & Publication of Unaudited Annual Return for the                            year end 31 March 2016 dates for the right to inspect and have copies of the                                                  accounts.

               

 

                d)           To record Breakdown of VAT Reclaim -               SPFA                     £    6.90

                                                                                                                                Toilets                 £  15.82

                                                                                                                                Parish C.              £148.08

                e)            Payments to be agreed:                SPFA VAT                                           £     6.90

                                                                                                Clerks Salary Wks 1 to 4              £281.00

                                                                                                Office Exp.                                          £   21.81

                               

                18. PARISH COUNCIL MEETINGS.

                  To resolve to hold Parish Council Meeting’s Bi-monthly.

19. WEBSITE GRANT APPLICATION

        To record Application for the Transparency Fund was granted.

        To receive any updates from Cllr. Wilson.

20. CORRESPONDENCE
      Hambleton DC Election Notices for the Police & Crime Commissioner. (Handed to Swainby PC             31.03.16)

      Hambleton DC Business Awards 2016.

      NYMNPA Article 4 Directions in the North York Moors National Park Authority.

      NYMNPA Planning Committee Meeting notification for NYM/2015/0893/CU (Circulated 12.04.16)

      21.  COUNTY COUNCILLOR REPORT

 

  1.  PARISH COUNCILLOR REPORTS

 

 

  1. 25.  DATE & TIME OF NEXT MEETING

      Annual Parish Council Meeting Wednesday 18th May 2016 at 7.30pm.

Agenda 2016-3

WHORLTON PARISH COUNCIL

NOTICE IS HEREBY GIVEN THAT A MEETING WILL BE HELD
IN SWAINBY VILLAGE HALL, SWAINBY ON WEDNESDAY 16th MARCH 2016 AT 7.30 PM

AGENDA

1. APOLOGIES FOR ABSENCE & DECLARATION OF INTERESTS

2. TO AGREE MINUTES OF THE MEETING HELD ON 17TH FEBRUARY 2016

3. TO ELECT A VICE CHAIRMAN

4. PUBLIC FORUM
An opportunity for members of the public to comment on agenda items.
The public and the press have a right to record, film or broadcast Parish Council Meetings.
A copy of the Parish Council’s rules/guidance is available from the Clerk. When possible please
advise the Clerk of any such recording in order that the Parish Council provides reasonable facilities to meet the needs of the person filming.

5. MATTERS ARISING FROM THE MINUTES

6. CLERKS REPORT
a) To note Hambleton Parish Liaison Meeting 31st March 2016
b) To update Council with details of Parish Council Insurance quotations.
c) To note 'Interest Registered' by Howard Tribick to be Co-opted onto the Council.
d) To note a complaint received from a resident regarding the Beck Side Fencing. *
e) To consider purchasing copies of the Good Councillors Guide from the YLCA. *
f) To consider report of damage to verges damaged in Church Lane. *

* Late additions to the agenda.

7. DEFIBRILLATOR
To confirm delivery of Defibrillator.
To note delay in receipt of signage from British Heart Foundation.
To note Yorkshire Ambulance, offer to provide 1 free familiarisation training session.
To note receipt of £300 towards training from Cllr. Griffiths Locality Budget.

8. BECKSIDE FENCING
To receive update from Cllr. Brisley.
To receive quotations and updates from Cllr. Hannon.

9. PLANNING APPLICATIONS RECEIVED AND CIRCULATED
NYM/2015/0893/CU Change of use of Village Store. To discuss representation at the
Planning Committee meeting 17th March 2016. (Circulated 8th & 9th March 2016).

16/00444OUT Outline application for planning permission with some matters reserved (access)
To construct a single dwellinghouse. The Paddocks Swainby, North Yorkshire. DL6 3AU *

NYM/2016/0151/FL Application in respect of construction of single storey extensions together with pitched roof to existing extension at Swainby Village Hall, 30 High Street. Swainby. *

* Late addition to the Agenda.

10. PLANNING APPLICATION DECISIONS & APPEALS
None at time of publication of agenda.

11. EMERGENCY PLAN
To note response of contacts for the Emergency Plan.
12. STANDING ORDERS/FINANCIAL REGULATIONS/RISK ASSESSMENT
To review and update the Standing Orders/Financial Regulations
To adopt the Risk Assessment. (Circulated 03.03.16)
13. TREES OVERGROWN
To note date for training.
14. POLICE REPORT
None received at time of publication.
15. PLAYING FIELDS
To receive any updates from the SPFA.

16. FINANCIAL MATTERS
a. To note Cash Book, Bank Balances and Reconciliation.
Cash Book Balance as at: 31st Jan 2016 £4,825.22
Debit: Credit:
17.02.16 Clerks salary/off exp 284.39
Cash Book Balance as at 29th Feb 2016 £4,540.83
Bank Statement Balance as at 29th Feb 2016 £4.540.83

Interest received into Reserve account 50p.

Total Reserves as at 29th Feb 2016. £10,567.27
Parish Council £ 4,525.65
Toilets £ 6,041.62

b. To note actuals v’s budget. (Circulated with agenda)
c. To note VAT reclaim remittance received, £170.80 expected into bank acct. 3rd March 16
d. To agree internal auditors.
e. To agree to add further signatories to the bank account, Cllr Wright & Brisley.
To remove Simon Foster as a signatory.
f. To agree payments:
Clerks Salary Wks 47 to 52 £371.10 (Includes Office exp: Office all. £30.00 Mileage £25.20)
Wybone Dog Bin £336.89 (includes £56.15 reclaimable VAT)
YLCA Membership £197.00
17. PARISH COUNCIL MEETINGS.
To consider holding Parish Council Meeting’s Bi-monthly.
18. WEBSITE GRANT APPLICATION
To receive any update from Cllr. Wilson.

19. CORRESPONDENCE
Hambleton Area Committee Meeting 7th March. (Circulated 29.02.16)
Petition to give Local Councils the right to appeal planning decisions. (Circulated 29.02.16)

NYMNPA Notification of application NYM/2015/0893/CU Village Store, change of use to be
considered by the Planning Committee. (Circulated 08.03.16)

NYMNPA Western Area Parish Forum Meeting details.

20. COUNTY COUNCILLOR REPORT

21. DISTRICT COUNCILLOR REPORT

22. PARISH COUNCILLOR REPORTS

23. MATTERS FOR REPORTING OR INCLUSION ON NEXT AGENDA

24. DATE & TIME OF NEXT MEETING
Date of next meeting to be agreed by full council.

V

Agenda 2016-1

WHORLTON PARISH COUNCIL

NOTICE IS HEREBY GIVEN THAT A MEETING WILL BE HELD

IN SWAINBY VILLAGE HALL, SWAINBY ON WEDNESDAY 20th JANUARY 2016 AT 7.30 PM

AGENDA

1.APOLOGIES FOR ABSENCE & DECLARATION OF INTERESTS

2.TO AGREE MINUTES OF THE MEETING HELD ON 18TH NOVEMBER 2015

 

3.RESIGNATION OF VICE CHAIRMAN ** Late addition to the agenda

To record the resignation of Councillor Simon Foster received 15 January 2015.

4.TO ELECT A VICE CHAIRMAN

5.PUBLIC FORUM

An opportunity for members of the public to comment on agenda items.

The public and the press have a right to record, film or broadcast Parish Council Meetings.

A copy of the Parish Council’s rules/guidance is available from the Clerk. When possible please

advise the Clerk of any such recording in order that the Parish Council provides reasonable facilities to meet the needs of the person filming.

 

6.MATTERS ARISING FROM THE MINUTES

7.GOVERNMENT FUNDING FOR PARISH COUNCIL WEBSITES

To consider making an application for funding to pay for and maintain a Parish Website.

 8.CLERKS REPORT

  1. To review and consider updates for the Swainby Public, Open Space, Sport & Recreation Action Plan.
  2. To note information regarding NYCC plans for a Parish Portal.
  3. To note YLCA subscription increase for 2016/17.
  4. To confirm any Parish Council attendance at the Hambleton Local Plan Consultation 21.01.16.
  5. To note the Queens 90th Birthday Beacon National Celebrations

DEFIBRILLATOR

To note the awarding of a defibrillator for Swainby from the British Heart Foundation.

To receive information regarding the governance of the defibrillator.

10.BECKSIDE FENCING

To receive any updates from Cllr Hannon.

11.PLANNING APPLICATIONS RECEIVED AND CIRCULATED

NYM/2015/0842/FL – Circulated 28.11.15. No Comments

HDC/15/02615/FUL – Circulated 4.12.15. No Comments

NYM/2015/0893/CU Change of use of Village Store to ground floor (Use Class A1) to Dwelling house (Use Class C3) (no external alterations) at 90 High Street, Swainby. (Hard Copy sent to Cllr. Hannon 22.12.15.) Extension of time granted for Parish Council comments.

NYM/2015/0917/FL Construction of single storey extension together with erection of car port at Chapel Cottage, 96 High Street, Swainby. (Circulated 6.1.16)

15/02842/FUL Proposed Re-build of existing Annex including proposed Utility Extension.

Trenholme House, Ingleby Arncliffe. (Circulated 9.1.16)

  1. 12.PLANNING APPLICATION DECISIONS & APPEALS

15/02382/FUL Change of use of existing stables to provide canine day care centre and construction of new stables. GRANTED.

 

13.EMERGENCY PLAN

            To receive any further information or updates.

14.WINTER WEATHER SCHEME GRANT

To consider the Winter Weather Scheme Grant from Rural Action Yorkshire.

15.  STANDING ORDERS

To agree the review of the Standing Orders. (Circulated 21st Oct Meeting).

16.  TREES OVERGROWN

      To receive any update of training.

17.POLICE REPORT

None received at time of publication.

18    PLAYING FIELDS

To consider quotation for grass cutting by NYCC 2016/17. (Circulated 8.12.15)

To receive any updates from the SPFA.

                To note financial report from the SPFA treasurer.

19    BONFIRE NIGHT

To receive any updates.

       20.FINANCIAL MATTERS

  1. a.To note Cash Book, Bank Balances and Reconciliation.

Community Bank Account balance as at 30th Dec 2015:                       £5,088.64

      Direct Debit not yet presented: Water Toilets                                      53.01

                                                                                                      £5,035.63

Cash Book Balance as at 30th Dec 2015:                                        £5,035.63

Total reserves as at 31st Dec 2015: £11,062.32

Parish Council Reserves: £5,849.45

Toilets Reserves                £5,212.87 (Plus grant** £847.45 due in January = £6,060.32)

  1. b.To agree payments to be made:

Clerk’s Salary    Weeks 38 to 42             £313.45

            (Includes expenses Home allowance £25

                                         Mileage £25.20)

Office Expenses                                   £   6.41

  1. c.To note actuals v’s budget
  2. d.To note the new Parish Band D Base Figure for 2016/17.
  3. e.To agree to add further signatories to the bank account, Cllr Wright & Brisley.
  4. To review and update the Asset Register.
  5. To note the Grant awarded for 50% of the running costs for Swainby Toilets from the NYMNPA.**
  6. To decide if the Parish Council want to opt out of the Sector Led Body for the External Audit for the 2016/17 financial year.

21    CORRESPONDENCE
Hambleton DC Local Plan Issues & Options Consultation. (Circulation Folder).

22    COUNTY COUNCILLOR REPORT

23    DISTRICT COUNCILLOR REPORT

 

24    PARISH COUNCILLOR REPORTS

 

25.MATTERS FOR REPORTING OR INCLUSION ON NEXT AGENDA

 

26.DATE & TIME OF NEXT MEETING

Currently Wednesday 17 February 2016 at 7.30pm.

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