OFFICIAL NOTICE OF STUTTON CUM HAZLEWOOD PARISH COUNCIL MEETING
The Meeting of Stutton cum Hazlewood Parish Council was held on Thursday 12 October 2023 at 7.30pm
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 P Spurrier (Vice Chairman) , Cllr Grayson, Cllr E Catt Cllr K Poskitt, Mrs G Kitchen (clerk/RFO)
Two members of the public present
The Vice Chairman welcomed councillors and visitors to the meeting; to remind visitors when comments may be made and that the public must not interrupt whilst the meeting is in progress.
To receive councillors’ apologies and reasons for absence; to resolve whether or not to accept the reasons. Apologies received from Cllrs Heard and Mackay. The council resolved to accept the apologies for the reasons given,
231003. 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.
231004. Minutes of previous meeting
Councillors to discuss and resolve whether to accept the 7 September minutes as an accurate record of the meeting.
Chairman to sign the minutes if accepted. The clerk reported a fault with the Parish laptop and had been unable to print out a copy for signature. The Council resolved to accept the minutes and for the clerk to sign the minutes as an accurate record.
231005. 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.
One MOP wanted to discuss the absence of minutes and agendas from the parish website. He was also concerned that he was unable to see when meetings were scheduled and there were no updated details of planning matters. Cllr Spurrier (Vice Chairman) formally apologised for this. Important note for Chairman that making the new website live is a matter of urgency, as the Parish Council is in danger of not meeting its own standards as outlined in standing orders.
The MOP additionally raised the issue of the regular maintenance of the underpass footpath. The Council resolved to add this to the regular gardening maintenance schedule.
Cllr Poskitt questioned as to whether the North Yorkshire planning link could be added to the new website.
The second MOP volunteered to be co-opted as a councillor. The council resolved that the clerk should contact Cllr Mackay to discuss the situation.
231006. Administrative Matters
Replacement pads ordered and delivered. Paediatric pads have now been ordered.
Darrington Quarries – see notes below
Jackdaw Cragg Site visit 9/10/23
Visit by PS and EC, met Will Soul (Quarry manager) and Trevor Craig (Transport manager).
Areas of concern raised:
1. Debris on road – mud and gravel/stone on Moor Lane and Garnet lane
2. Routes to and from Quarry – truck use of Garnet Lane and Mill Lane
3. Vehicles parking on Garnet lane in morning, damaging verge and side of road.
1. Positive response to enquiries. Will and Trev explained sheeting and wheel clean process on site as well as issues with the “open” surface on the road which stains even when surface is clean. Issues with some vehicles with lower sides and Quarry reserve right to underload these vehicles if there is a risk of debris spilling. None of the visiting vehicles are owned by the Quarry. They agreed to reinstate a sign flagging issue to drivers at the weigh bridge.
Additionally all drivers undergo a site induction when first visiting the Quarry which highlights both sheeting requirements and expected routes out of site.
2. There are signs clearly indicating the expected routes for leaving the Quarry and these are supplemented by the induction. Where the Quarry become aware of drivers not following the correct routes this is raised with the operating company and the driver. The site operate a 3 strikes policy where 3 issues raised mean a driver is banned from site. This sanction has been used before.
3. The main road down to the Quarry is available for vehicles to park up on, avoiding the need to park on Moor Lane. This will be flagged to drivers again. It was agreed that the PC concerns would be raised and minuted at the monthly sales meeting, these minutes are shared around all of the quarry sites. Additionally, visiting drivers would be reminded of
the need to follow expected rules. The Quarry asked that if there were any further local concerns the people contact them directly on the Sales Team number: 01877 672368 and talk with Trevor Craig or Rob Day
Old London Road Quarry – update by clerk.. The Council discussed the email response from Sam Till and resolved for the clerk to request a further update.
Hedge Trimming at empty bungalow – update from Cllr Grayson to establish ownership
Establishing the contact details for the owner of the property is proving to be difficult. It was resolved that the clerk should write care of the property. Action Cllr Grayson to send the address details to the clerk.
231007. RFO’s Report on current balances and payments – at 11/09/2023 current account £12359.06
Investment account 10146.18 – revised figure after receiving up to date statement with interest details
Funds received – 2nd instalment of precept £4787.50, but not reflected in current statement details above
Payments – clerk salary £216.72 (September) cheque no. 001102
– clerk salary (October) £216.72 cheque no. 001103
G.Kitchen (reimbursement for defib pads + postage £89 cheque no, 001105
Autela Payroll Services £57.98 cheque no 001104
Mr K Tillett Gardening Services 3x cheques of £732, cheque nos. 001099, 001100, 001101
231008. To receive reports from:
County and District Councillors –
Cllr Poskitt reported that she has donated funding to the SSC (see Cllr Spurrier’s note). She advised the council that a speeding report is being prepared . As part of this discussion she advised that Tadcaster now has 2 (vehicle activated signs) VAS signs which will be moved around the area to 6 known problem areas.
Cllr Spurrier reported on previous work done by the Parish and how there are various grants available for helping with speeding issues. Cllr Poskitt offered to fund half the costs (if around the £6k) from her next year’s budget.
Cllr Poskitt reported that she has sent all the relevant information regarding Brant Lane to the relevant department. The clerk reported that there had been no contact from anyone and Cllr Poskitt agreed to chase this and the underpass lighting.
Any other representatives – Police, CEF etc. none present
203910– Planning – nothing received at time of agenda preparation
Late arrival of an application for a satellite dish. Council to discuss via email and send clerk their observations.
Decisions – Hazelroyd Sugar Hill Farm ZG2023/0431/HPA Permitted
Peggy Ellerton Farm APP/N2739/W/20/3251897 Permitted on appeal.
ZG2023/0431/HPA, Erection of free standing timber orangery at Hazelroyd Sugar Hill Farm – Granted
231010 – Matters ongoing
Underpass Lighting – ongoing. Cllr Grayson reported that correspondence had been sent to Helen Smith (former clerk) The council resolved that the clerk should write to Ms Smith requesting her to return any future correspondence to the sender.
Underpass Clearing – see note under public forum. Graffiti has been reported and it was resolved that the clerk should contact Highways to request this be dealt with.
Police& Fire Surgery on 24 September- Organised by the PC for residents to speak to Police & Fire Officers about any concerns or ask advice. Attended by Cllrs Spurrier, Catt & Grayson, members of the Village Hall Committee and Social Committee. PC Nicholas Wood spoke to residents individually on speeding and rural crime concerns and more volunteers signed up to the Community Speed Watch. Fire officers spoke to residents about fire protection in the home and have since visited residents in their home to install fire & smoke alarms. All agreed the event was worthwhile for the community. The Police and Fire Officers are happy to attend, and it was agreed that it would be a good idea to hold future meetings on a regular basis.
Dead trees on Weedling Gate -– It was confirmed that these are definitely dead elm trees. The council discussed concerns regarding safety and it was resolved that all councillors should attempt to establish ownership
Tree on Moor ( not Mill) Lane – There is a damaged tree which is leaning heavily on the right hand side of the hill going up Moor Lane from the Beech Tree. The council discussed concerns regarding safety. Cllr Spurrier to obtain what3words address for the Clerk to notify Highways of The Council’s concern. Also action Clerk to report via the North Yorkshire Council website link to be sent by Clllr Poskitt
Cllr Catt reported that the sign on the Magnolia Tree is broken and it was resolved that Cllr Spurrier should contact the volunteer who originally provided this and see if it can be repaired.
Cllr Catt also volunteered to do some additional gardening work in the parish, the Vice Chairman thanked Cllr Catt and the council resolved to reimburse Cllr Catt for any costs incurred in doing this.
CiLCA training for clerk. – request to buy new literature. The council resolved that the clerk should go ahead and purchase the new version of Lexus Nexus at a cost of £137.
Website Upgrade This is now a matter of urgency Action Chairman to set up new web site and arrange for it to be made operational
Clerk’s IT equipment – Action Chairman to contact clerk to arrange new meeting, as the laptop failed prior to the meeting.
Community First Yorkshire – request to reimburse VHC The council discussed and resolved to reimburse Mr M Grayson. Action clerk to prepare cheque at next meeting.
231011 –Correspondence received
Concerns raised by MOP regarding lack of agendas and minutes on the website.
231012. Village Hall Update
Current VH balance is £6321.93
Current SSC balance £2753.07
Overall balance £9127.60
Kirsty Poskitt has kindly awarded a grant of £1500 to the VH/SSC to support ongoing community events, such as the Tuesday Night Social through the winter months.
The SSC/VH have been unsuccessful on two of the grants applied for, however applications for two further grants are still outstanding. A date is still to be set for the meeting with the British Gypsom representative to establish what materials they might supply to aid the refurbishment of the VH.
The VH web site is up and running with tweaks being made to better support users experience in booking and using the site.
The VH now has a public video Screening licence (PVSL) which means that films/programs can be shown in support of other events, eg at the Tuesday Night Social, birthday parties, etc.
The VH Gardens are becoming a challenge to keep on top of. Cutting the grass is doable with the volunteers that are still available, however keeping the flower beds and gravel looking presentable is becoming more of a challenge. It is likely that the services of a gardener, especially through the spring/summer, will be required. Unfortunately with ongoing fuel bills and maintenance costs this is difficult for VH/SSC to fund.
VH/SSC have asked if PC would be willing to fund the cost of a gardener to help keep the VH presentable and attractive to those wanting to hire it?
24 September – Meet the local community representatives (police/fire/PC/SSC/VH) – good attendance, with lots of questions raised/answered. In addition further volunteers signed up for the speed reduction scheme being developed for the parish.
30 September – McMillan Coffee afternoon – well supported and well attended. Raised over £300
15 October – VH Garden Tidy – 10:00 – 12:00 Bring your own gloves and trowel and help get the VH garden ready for the winter – all welcome. It was resolved to reimburse Cllr Catt for gardening costs
25 October – Stutton from the archives – 19:00 – end Talk night and display presented by Stuart Wilson, including Stutton & Hazlewood in the past/Stutton Railway Willow Growers and farmers/Buildings/Water and bore holes and more. Bar and light refreshments Tickets £2 in advance via Be Aware.
31 October – pumpkin competition – Pumpkins will be viewed and judged on the evening of 31 October and the winner will get the chance to switch on the Stutton Christmas Lights
10 December – Christmas Event and Christmas light switch on The council resolved to donate £100 towards costs for the event and Christmas tree
31 December – possible NYE celebration – advance ticket only and if insufficient tickets are sold event will not run.
231013. 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.
231014 – Further comments from the public – none
231015 – Date of next meeting 9/11/23
231016 – Closure of meeting –21.23
231017. Part 2 – No part 2 items.