STUTTON CUM HAZLEWOOD PARISH COUNCIL
Minutes of the Annual Meeting of Stutton cum Hazlewood Parish Council held on 14 May 2020 at 19:30 via Zoom Video-conference.
Clerk: Mrs G Kitchen.
Email: firstname.lastname@example.org Tel: 07796 544404
Meetings are open to the press and public except for any item labelled as Part 2 under the Public Bodies (Admission to Meetings) Act 1960.
Press and public may not speak when the council is in session.
Present: Cllr D Birchall (Chairman), Cllr P Spurrier (Vice-Chairman) Cllr C Heard, Cllr E Catt
Clerk/RFO: Mrs G Kitchen
No members of the public were present.
The Chairman welcomed councillors to the meeting.
200502. Elections and Co-option
- Election of Chairman for the year 2020/21. Cllr Birchall was elected as Chairman following nomination by Cllr Spurrier and seconding by Cllr Heard. Cllr Birchall signed the declaration of office.
- Election of Vice-Chairman for the year 2020/21. Cllr Spurrier was elected as Vice-Chairman following nomination by Cllr Heard and seconding by Cllr Catt.
- Confirmation of the co-option of Elaine Catt as a Parish Councillor. It was resolved to confirm the co-option and the Chairman welcomed Cllr Catt to the Parish Council. Cllr Catt had previously delivered her acceptance of office forms.
Apologies were received from Cllr Grayson and Cllr Mackay. The parish council resolved to accept the reasons given.
200504. Declarations of interest
To receive and record any declarations of personal, prejudicial and disclosable pecuniary interests. Councillors with any prejudicial interests must leave the meeting for the relevant item(s). None declared.
190505. Minutes of previous meeting
Councillors to discuss and resolve whether or not to accept the 12 March minutes as an accurate record of the meeting. Council resolved to accept the minutes as a true record and Clerk to sign on behalf of Chairman.
200506. Public Forum
To receive comments on agenda items and matters of community interest from electors present. For information only; clerk to note comments; no discussion between councillors and electors. No members of the public were present.
200507. Administrative Matters
- Empowerment of the Clerk and Responsible Financial Officer after consultation with the Chairman and/or Vice-Chairman to do anything expedient and necessary to ensure the continuous business of the Council, and to deal with mandatory undertakings in order to prevent the authority from incurring liability. Council resolved to empower the Clerk as outlined.
- Review of Standing Orders, to include the adoption if approved of a new Standing Order 3x (and subsequent renumbering), namely: 3x In the event of it proving necessary to hold a meeting remotely via video-conference in accordance with Paragraph 10 of the Local Government Act 1972 these Standing Orders will continue to apply but in addition (i) any member of the press or public wishing to speak at or observe the meeting must notify the Clerk, who will advise as to the procedure, at least 3 days before the meeting and (ii) Councillors are deemed present for the purposes of any remote meeting, when they can speak, hear, and be heard (and where practicable see and be seen) by all those in attendance (whether by video conferencing or by telephone). Council resolved to adopt the Standing Orders as amended above.
- Review of Financial Regulations. Council reviewed and adopted the Financial Regulations.
- Review of the Asset Register. Council resolved to accept the circulated document
- Confirmation of arrangements for insurance cover. Confirmed with Zurich Insurance with cover due to be renewed in November.
- Review of subscriptions to other bodies. The council currently subscribes to the YLCA; latest payment was £312.
- Adoption of budget for 2020/21. Clerk had circulated previously; Council resolved to accept and confirm the budget.
- Review of the Code of Conduct. The Council reviewed and adopted the Code.
- Review of the Risk Assessment. The Council reviewed and adopted the Assessment.
- Review of the Grievance Policy. The Council reviewed and adopted the Policy.
- Review of the Disciplinary Policy. The Council reviewed and adopted the Policy.
- Calendar of meetings for the year 2020/21. Normal meetings will be held on Thursdays 11 June, 9 July, 3 September, 8 October, 12 November, 10 December, 14 January, 11 February, 11 March, 8 April and 13 May.
200508. RFO’s Report on current balances and payments
a) Current balances (to be dealt with at the meeting) as at 27 April 2020:
Current account £8499.99
Investment account £10034.62
CIL balance £325.60
b) Payments made since last meeting
bi) M Parnaby (Brant Lane repairs) £1260.00 cheque no. 000940
bii) YLCA (annual subscription) £312.00 cheque no. 000941
biii) G Kitchen April Salary £193.37 cheque no. 000942
c) Payments to be made at this meeting
ci) G Kitchen May Salary £193.37 cheque no. 000944
cii) G Kitchen (Zoom subscription) £14.39 cheque no. 000945
d) Any other invoices received since agenda preparation. None
e) Council to resolve whether or not to accept report and payments. Council resolved to accept the statements and that the RFO should initial bank sheets & invoices on behalf of the Chairman.
200509. RFO’s Report on the Governance and Accounting Statements 2019/20
a) To consider and resolve approval of the Annual Governance Statement 2019/20. Chairman to sign if accepted. Deferred until the next meeting due to the internal audit not being complete.
b) To consider and resolve approval of the Accounting Statements 2019/20. Chairman to sign if accepted. Deferred until the next meeting due to the internal audit not being complete.
c) To discuss and resolve application for exemption from external audit. Chairman to sign if accepted. As a parish council with an income and expenditure under £25,000 Council resolved for the Chairman to sign this application.
200510. To receive reports from:
- Chairman – report of activities during 2019/20. This report would normally have been presented at the Annual Parish Meeting which could not be held this year because of the pandemic, and it is attached as an appendix to these minutes.
- County and District Councillors. – none present.
- Any other representatives – Police, CEF etc.- none present.
Applications received: Council to discuss and resolve comments on any applications received.
None received at time of agenda preparation.
Applications considered electronically since the last meeting:
2020/0313/HEN House Extension Notification for a single storey extension to the south elevation Extending 4.30metres to rear 3.10metres to ridge and 2.60metres to eaves at Low Park House, Chantry Lane, Hazlewood, Tadcaster, LS24 9NH. No objection.
2020/0312/HPA Proposed two storey side extension at 12 Mill Lane, Stutton, Tadcaster, LS24 9BT.
No objection provided that the materials match the existing development and it is in accordance with the VDS.
NY/2018/0009/FUL Extraction of 30,000 tonnes of limestone and importation of 600,000 tonnes of construction waste to complete restoration and export of 300,000 tonnes of secondary aggregate at Old London Road Quarry, Stutton, Tadcaster, LS24 9NQ. Consideration of this application has been deferred pending the submission of further information requested.
2020/0110/HEN Proposed erection of a single storey extension to the side elevation creating an enlarged Kitchen at Sunset View, Brant Lane, Stutton, Tadcaster, LS24 9BN. Approved.
2020/0015/TELC Telecommunications application for proposed MBNL 25.00m high FLI slimline lattice tower mounted on 6.00m x 6.00m x 1.40m deep RC base, 3no. EE & 3no. H3G antennas & 1no. 600 O dishes mounted on headframe and associated works at Land off Garnet Lane, Stutton, Tadcaster, LS24 9BE. Approved.
2020/0313/HEN House Extension Notification for a single storey extension to the south elevation Extending 4.30metres to rear 3.10metres to ridge and 2.60metres to eaves at Low Park House, Chantry Lane, Hazlewood, Tadcaster, LS24 9NH. Approved.
2019/0883/FUL Proposed demolition of existing bungalow and construction of 3no. new-build dwellings at Cranton, Church Crescent, Stutton, Tadcaster, LS24 9BJ. Refused.
2019/0029/FUL Proposed erection of a replacement dwelling at Peggy Ellerton Farm, Chantry Lane, Hazlewood, Tadcaster, LS24 9NH. Refused.
The meeting paused at 19.59 for the 2 minutes clap for carers and resumed at 20.03.
200512. Action taken since the last meeting by the Clerk
- Underpass – carried forward
- Grit bins – clerk to write letter of thanks to former Cllr Wrigglesworth.
- Speed limit – clerk to write to clerk at Bramham.
- Grass cutting – the contractor has continued to carry out the work. Cllr Spurrier has spoken with the contractor who is content with the current contract terms. Action clerk to write to confirm the details and offer thanks for the service provided.
200513. Action taken since the last meeting by Councillors
- Website (accessibility regulations) – Cllr Heard reported limited progress.
- Village Design Statement review – Cllr Spurrier is to circulate the revised version.
- Telephone box – is in use and the shelving has arrived but is waiting to be installed.
- Parish notice board – Cllr Grayson to investigate – on hold.
- Bus services – After the PM’s statement regarding additional funding NYCC requested details of requirements which the Council submitted.
- Brant Lane repairs – completed.
- Possible requests using Cllr Mackay’s budget- options regarding projects were discussed, and it was resolved for Cllr Heard to raise the possibility of installing a swing/play equipment at the rear of the Village Hall with the Committee. (See also M220514 below.)
- 12.Rural Housing – no further action has been taken at this time due to the Covid 19 pandemic.
200514. Memorial Stone
To consider action to be taken to remedy the weathering of the wording on the memorial. Previously a village volunteer undertook the work but it was agreed that it wouldn’t be fair to ask again as this is going to be a repeated problem. It was resolved to place a brass plaque and clerk to request a quote. Cllr Catt to take measurements and email to clerk. Cllr Mackay to be asked whether this might qualify for assistance from his fund.
200515. Correspondence received
Report from MOP re dog fouling. The report was made to Cllr Spurrier. It was reported that the MOP refuses to pick up the dog waste and has been previously challenged by other residents The Council resolved that the clerk should write to the MOP (referring to the section on the parish website).
190516. Village Hall
Report from Cllr Heard re Village Hall matters. Nothing to report as the pandemic has prevented any events from taking place.
200517. Councillors’ Forum
a}To take any urgent points of community interest and/or concern from Councillors. No decisions may be taken at this meeting on any items raised here. Clerk to make notes for future reference.
It was resolved to thank the Social Committee for their voluntary work during the pandemic. Cllr Spurrier to ask the Committee whether they require additional funding.
b) Items for the next agenda. To take any points from Councillors for inclusion on the next agenda. None raised.
200518. Further comments from the public
To receive any further comments on the meeting from electors present. No members of the public were present.
200520. Date, time and place of next meeting
Council to agree date, time and place of next meeting. next meeting. 11 June 2020.
200519. Closure of Part 1 of the Council meeting
The meeting closed at 20.38.
Members of the public and press are excluded from this part of the meeting.
There were no part 2 items.
Chairman’s Report of Activities in 2019/20
- At the Parish Council meeting on 9 May 2019 Cllr Birchall was elected as Chairman for the coming year and Cllr Spurrier was elected as Vice-Chairman.
- At the beginning of the year elections had been held to form parish councils for the four year period 2019 – 2023. Cllr David Birchall, Cllr Paul Spurrier, Cllr Charlie Heard and Cllr Stewart Wrigglesworth offered themselves for re-election and were returned unopposed. Cllr Dave Kent decided not to stand again and the resulting vacancy was filled by the co-option of Kathryn Grayson.
- During the year Stewart Wrigglesworth resigned from the Council and has been replaced by the co-option of Elaine Catt. We are grateful for the contributions that Stewart and Dave have made and are continuing to make to our community.
- Elections were also held for our district councillors. Cllr Don Mackay, Cllr Richard Sweeting and Cllr Andrew Lee were elected and have regularly attended our meetings.
- The Council put in place the statutory review of its standing orders, financial regulations, insurance cover, etc.
- In March 2020 the government imposed emergency regulations because of the coronavirus outbreak. Face to face meetings were banned and arrangements were made for Council meetings from May 2020 onwards to be conducted by video-conference during the emergency. Many residents of the parish were required to remain in their homes and we are very grateful to the Social Committee for arranging for deliveries of essential supplies to be made to them.
- The Parish Council resolved to collect a precept of £9300 (in two instalments) in 2020/21, an increase of 1.9% requiring an additional 1 pence per week in Council Tax for a Band D property.
- The Council now also has access to CIL Funding (the Community Infrastructure Levy now applied to planning applications). In 2019/2020 £491.25 was available.
Activities and achievements
- The Parish Council commented upon 14 planning applications. One in particular, for the reopening and landscaping of Old London Road Quarry which would lead to up to 50 return HGV movements daily along the Old London Road bridleway for six years, has caused many objections from residents and from the Council. The matter was considered further at an extra-ordinary parish council meeting on 28 November 2019 when, in addition to councillors, twenty-six members of the public attended The application, originally submitted in February 2018, has been scheduled for consideration by the North Yorkshire Country Council Planning Committee on 12 May 2020.
- Planning applications must take into account the requirements of the Village Design Statement, which is being emphasised and has been reviewed and updated during 2019/20.
- Concern has been expressed about a continuing lack of affordable housing in the parish. To start a possible initiative the Rural Housing Enabler arranged a survey which has suggested that three local households had a requirement for such housing. Further consideration will take place during 2020/21.
- Improved lighting has been maintained in the footpath underpass beneath the A64. A long standing dispute with the electricity company about the cost of the unmetered supply remains unresolved but is being actively pursued.
- The Parish Council takes responsibility for cutting grass verges near the village, a significant item of annual expenditure.
- The Council is also responsible for ensuring that the grit bins are kept full during the winter months.
- The Parish Council is continuing to support the work of the Village Hall Committee and has provided funds for the installation of wi-fi in the Hall.
- The Council has also supported the work of the Stutton Social Committee by covering the loo hire for the summer fete.
- Representations have again been made to North Yorkshire about the infrequency of buses through Stutton village, and an application has been submitted following the announcement of additional government funding to support rural services. Meanwhile the frustration remains of the Tadcaster-Sherburn 493 service being routed along the A162 rather than through the village.
- Dog fouling continues to be an issue and the Council has installed an additional bin and replaced one that was vandalised. There are now twelve bins available across the parish.
- Ownership of the red phone box was transferred to the Council last year and we are grateful to the local volunteers who have transformed its appearance. Most recently the Council has funded the provision of shelving for use in the box..
- Pads have been replaced in the defibrillator outside the Village Hall to ensure its continuing efficiency.
- Improvements have been made filling in potholes at the upper end of Brant Lane with the aid of a grant secured by Cllr Mackay.
- The Parish Council Website is being kept up to date and provides a useful information point for residents about Parish Council and other Parish services. Most recently work has been going ahead to ensure compliance with new accessibility regulations.