Agendas & Minutes Hutton le Hole PC

Please click on Read More to access Agendas & Minutes issued since

2 October 2018.

The next Council Meeting is on Wednesday 20 March 2019

Previous Agendas & Minutes are available under the Heading Parish Council in the main menu.

Draft Minutes of the Extra Ordinary Meeting held on 18 February 2019 in Hutton le Hole Village Hall

Present Cllrs H Pettiford (Chair), S Bentley, R Strickland, D Dangerfield 

1. Apologies were received from Cllr Shephard.

2. There were no dispensation requests or declarations of interest under the Members Code of Conduct.

3. The minutes of the meeting held on 29 January 2019 were approved.

4. There were no matters arising from the minutes not covered elsewhere on the agenda.

5. Public Session – No members of the public were present.

6. The Council resolved that Members of the press and public be excluded from the meeting for Agenda Items 7 a) & b) as the Council considered publicity would be prejudicial to the public interest given the confidential nature of the business to be transacted. 

Public Bodies (Admissions to Meetings) Act 1960.

7. Employment related matters.

a) A report, with recommendations, was received from the interview panel regarding the candidates who attended for interview on 12 February. Following discussion the Council resolved that the preferred candidate be offered the position of Clerk and RFO and the Chair was authorised to communicate the offer and notify the other candidates accordingly.

b) The Chair reported that a cheque to cover final salary payment and holiday entitlement had been sent to Ms Brown by registered post on 31/1/2019 with a request regarding the return of documents as per list. No response had been received by the date requested and the Council instructed the Chair to contact YLCA  for advice.

c) The Chair reported that the documents to confirm acceptance of the services of Moore Stephens regarding future management of the payroll and the cheque to HMRC had been delivered on 31/1/2019; a starter pack had been received for the clerk to complete on appointment.

8. The Council reviewed its Standing Orders and Financial Regulations and agreed the contents of both documents for the forthcoming year subject to any changes in legislation.

9.The Council resolved to accept the amendment to the dates for submission and payment of caretaker invoices to assist administration and that this be formalised with immediate effect.

10. The Chair was authorised to investigate the matter of finding an internal auditor.

11.Councillors noted receipt of the information regarding a Review of Local Government Ethical Standards by the Committee on Standards in Public Life and that YLCA would keep member councils updated regarding recommendations in the report which relates to Model Code of Conduct  for Councillors introduced with the Localism Act 2011.

12) Financial Matters

a) The Council received and agreed the update in respect of funds held and money movement since the start of the financial year.

b) The Council agreed to the payment of cheques according to the list provided.

Cheques:

Village Maintenance £312               

13) Village

  1. Cllr Bentley reported that during January further fencing had been primed and some repairs had been carried out. Moles continued to be a problem. Drains and ditches had been cleared.
  2. There were no comments received on work completed in January. 

14) To receive information from Councillors regarding:

Delegated matters and Meetings attended since the last council meeting 29 January 2019.

The Chair reported her attendance at the YLCA Branch Meeting in Malton on 5 February. 

Report:

The Yorkshire Associations were formed 75 years ago and this will be celebrated at Ripon Cathedral in October where it is hoped that local bands and choirs will perform and the achievements of councils will be acknowledged.

The meeting was informed that NALC had supported the Branch resolution regarding the treatment of smaller authorities asking government to consider the impact of new measures on these bodies and where necessary to provide funding to assist implementation. The YLCA Joint Executive Board had considered the Branch resolution regarding emergency service masts which it supported. Unfortunately Stuart Nelson was not present to give an update on this matter but it was reported that a meeting for councils to attend had been provisionally arranged for 9 April with K Hollinrake MP and EE in attendance. The review of the Local Government Ethical Standards was discussed and reading of chapter 5 was recommended. YLCA will keep councils informed regarding the review.

15. To receive information from the Clerk including correspondence received:

Letter – from Hutton le Hole Bowls Club FIO.

Letter – from NYMNPA  regarding Parish Member Appointments.

Email – Environment Forum hosted by RDC 20 February 7pm Ryedale House Malton.

Email – Parish Liaison 6 March 7pm Ryedale House Malton. Awaiting agenda.

Email – SAPForum 7 April 7pm Band Room Farndale. Awaiting agenda.

16. Questions to the Chairman and information from the Chairman.

The Chair reported:

a) That Stuart Nelson had responded to the council’s letter of support regarding a meeting to discuss mobile phone coverage and indicated that 9 April was likely but yet to be confirmed.

b) That RDC had been asked about notices regarding the forthcoming election and was informed these would be sent by email with a link to print at the beginning of March.

17. The date of the next meeting 20 March 2019.

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Agenda for Extra Ordinary Meeting of Hutton le Hole Parish Council to be held on Monday 18 February 2019 commencing at 7.30pm in Hutton le Hole Village Hall

The business to be transacted at this meeting is noted below.

Ratified updates Public Bodies (Admission to Meetings) 1960 apply to this meeting.

AGENDA

  1. To receive and note apologies
  1. To Note any Declarations of Interest:

a) To Approve Dispensation Requests.

b) To Note Declarations of Interest not already declared under members Code of Conduct or members register of Disclosable Pecuniary Interests.

3.To approve the minutes of the meeting held on 29 January 2019

4.To consider any matters arising from the minutes not covered elsewhere on the agenda.

5.Public Session – to allow members of the public to make representations, ask questions and give evidence in respect of any items of business on the agenda

6.To consider exclusion of the press and public from the meeting during discussion of Agenda Item 7a) & 7b).

7. Employment related matters.

a) To receive information from the interview panel regarding the appointment of a Clerk and RFO to Hutton le Hole Parish Council.

b)  To receive information regarding final salary payment and holiday entitlement to Ms Brown & Parish Council documents.

c) To receive information regarding external management of the payroll.

  1. To review Standing Orders and Financial Regulations.
  2. To consider an amendment to the dates for the submission and payment of caretaker invoices for administration purposes.
  3. To discuss the appointment and duties of an internal auditor.

Ref. Financial Regulation 2.6.

11.To receive information regarding a Review of Local Government Ethical Standards by the Committee on Standards in Public Life.

(Received from YLCA 1/2/2019)

  1. FINANCIAL MATTERS

a) Council to receive and agree the update presented in respect of funds held and money movement since the start of the financial year.

b) Council to agree the payment of cheques according to the list provided.

13.VILLAGE

a) To receive a report from the caretaker coordinator Cllr Bentley regarding work undertaken by the caretaker in January.

b)To receive comments from councillors regarding work completed in January and to consider requests for specific items over the next month.

  1. To receive information from Councillors regarding:

Delegated matters and Meetings attended since the last council meeting 29 January 2019.

  1. To receive information from the Clerk including correspondence received: a) FIO – Letter from Bowls Club. b) Notification from NYMNPA regarding Parish Member Appointments.
  2. Questions to the Chairman and information from the Chairman.
  3. To note the date of the next meeting.

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Draft Minutes of the Extra Ordinary Meeting held on 29 January 2019 in Hutton le Hole Village Hall

Present Cllrs H Pettiford (Chair), S Bentley, R Strickland, D Dangerfield 

1) Apologies were received from Cllr Shephard.

2) There were no dispensation requests or declarations of interest under the Members Code of Conduct.

3) The minutes of the meeting held on 18 December 2018 were approved.

4) There were no matters arising from the minutes not covered elsewhere on the agenda.

5) Public Session – No members of the public were present.

6) The Council resolved that Members of the press and public be excluded from the meeting for Agenda Item 7 as the Council considered publicity would be prejudicial to the public interest given the confidential nature of the business to be transacted. 

Public Bodies (Admissions to Meetings) Act 1960.

7) Employment related matters:

a) Councillors received from the Chair the applications made thus far for the position of Clerk and RFO to the Council noting that the closing date was 31 January. Consideration of the applications took into account skills, knowledge and experience against the criteria specified for the post. After individual consideration of the applications each councillor ranked the applicants. Following discussion by the council, based on the results, applicants to invite for interview were selected. It was resolved to appoint Cllrs H Pettiford, S Bentley and D Dangerfield as the interview panel. It was resolved that the Chair communicate the Council’s decision to all applicants after the closing date of 31 January if, in the interim, no further applications were received that would necessitate a further meeting of the Council. 

b) The Chair reported that the Council was now in possession of HMRC details for Ms Brown and thereby able to make the final salary payment and holiday entitlement due to complete its obligations as per the contract. It was resolved to issue a cheque for the net amount as per pay slip and this to be sent to Ms Brown with covering letter by registered post. It was also resolved to issue a cheque to HMRC to cover Tax payable.

c) It was reported that to date no response had been received to requests regarding the return of documents belonging to the Council. It was resolved to enclose a list with the cheque and letter noted at 7b.

d) The Chair reported her enquiries, as per minute 9e, 18/12/2018, regarding management of the payroll on the appointment of a new clerk. After consideration by the council it was resolved to engage the services of Moore Stephens, Kirkbymoorside. The Chair was authorised to convey the decision to the company and make the necessary arrangements when a new clerk was appointed.

8) The Council had been unable to comment on the revised scheme NYM/2018/0745/FL for Chapel Cottage Annexe replacement garage doors as no meeting had been held within the required timeframe.

9) No decisions had been made by NYMNPA or NYCC in respect of the village since the previous meeting.

10) Village

a) Cllr Bentley reported that during December fencing had been primed in readiness for repairs to southern area before painting this year. Moles continued to be a problem despite best efforts to keep them under control. 

b) There were no comments received on work completed in December. A request was received for the lid of the bee-hive bin to the north of Lastingham Junction to be replaced.

11) Financial Matters

a) The Council received and agreed the update in respect of funds held and money movement since the meeting held on 18/12/2018.

b) The Council agreed to the payment of cheques according to the list provided. Cheques:

Ms Brown & HMRC – undisclosed as per Financial Regulation 7.4.

P & A Gospel – £336                

12) The Council resolved that the Chair was to respond to the email received from Stuart Nelson to add its support to a proposed meeting with K Hollinrake MP and EE to discuss mobile phone coverage in our area.

13)

a) The Chair reported that contact had been made with the owners of Beck Garth regarding a tree that had fallen across the beck and had been assured that it would be removed.

b) The Chair reported that in the absence of a clerk arrangements had been made with Jo Dodgson at RDC for election information to be sent to her home address.

14) No date was set for the next meeting.

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Agenda for Extra Ordinary Meeting of Hutton le Hole Parish Council to be held on Tuesday 29 January 2019 commencing at 7.30pm in Hutton le Hole Village Hall

The business to be transacted at this meeting is noted below.

Ratified updates Public Bodies (Admission to Meetings) 1960 apply to this meeting.

AGENDA

1. To receive and note apologies.

2. To Note any Declarations of Interest:

a) To Approve Dispensation Requests

b) To Note Declarations of Interests not already declared under members Code of Conduct or members register of Disclosable Pecuniary Interests.

3.To approve the minutes of the meeting held on 18 December 2018.

4.To consider any matters arising from the minutes not covered elsewhere on the agenda.

5.Public Session – to allow members of the public to make representations, ask questions and give evidence in respect of any items of business on the agenda

6.To consider exclusion of the press and public from the meeting during discussion of Agenda Item 7.

7. Employment related matters.

a) To consider applications received for the position of Clerk and RFO to Hutton le Hole Parish Council.

b) To receive information regarding final salary payment to Ms Brown.

c) To receive information regarding Parish Council documents.

d) To receive information regarding external management of the payroll.

8.To note receipt of planning applications from NYMNPA since the previous meeting.

NYM/2018/0745/FL Received 21 December 2018. Application for installation of replacement timber garage door (revised scheme to NYM/2017/0182/FL) at Chapel Cottage Annexe.

Should an application be recorded the detail is made by the authority pursuant to section 47 of the Copyright, Design and Patents Act 1988. Permission has been received from the relevant planning authority to share the information contained solely for the purpose of the consultation.

9.To note any decisions made by NYMNPA and NYCC in respect of the village since the previous meeting.

10.VILLAGE

a) To receive a report from the caretaker coordinator Cllr Bentley regarding work undertaken by the caretaker in December and January.

b) To receive comments from councillors regarding work completed in December and January and to consider requests for specific items over the next month.

11.FINANCIAL MATTERS

a) Council to receive and agree the update presented in respect of funds held and money movement since the start of the financial year.

b) Council to agree the payment of cheques according to the list presented..

12. To consider a response to email received 4 January from Stuart Nelson regarding a proposed meeting to discuss mobile phone coverage in our area.

13. To receive information from Councillors regarding:

Delegated matters and Meetings attended since the last council meeting 18 December 2018.

14. Questions to the Chairman and information from the Chairman.

15. To note the date of the next meetin

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Minutes of the Extra Ordinary Meeting held on 18 December 2018 in Hutton le Hole Village Hall.

Present Cllrs. H Pettiford (Chair), S Bentley, R Strickland, T Shephard.

  1. Apologies were received from Cllr Dangerfield.
  2. There were no dispensation requests or declarations of interest under the Members Code of Conduct.
  3. Public Session – No members of the public were present.
  4. The minutes of the meeting held on 28 November 2018 were approved.
  5. There were no matters arising from the minutes not covered elsewhere on the agenda.
  6. No planning applications from NYMNPA had been received since the previous meeting.

Should an application be recorded the detail is made by the authority pursuant to section 47 of the Copyright, Design and Patents Act 1988. Permission has been received from the relevant planning authority to share the information contained solely for the purpose of the consultation.

  1. No decisions had been made by NYPNMA and NYCC in respect of the village since the previous meeting.
  2. It was resolved that one name be removed from the present Bank Mandate and that the Authorised Signatories identified on the new Bank Mandate may in accordance with the Signing Rules sign cheques for payment by Hutton le Hole Parish Council as specified in the Council’s Financial Regulations.

9) Employment related matters:

a) Councillors agreed to adopt the Expenses Policy as presented.

b) Councillors considered and agreed the content of a Contract of Employment for a clerk based on NALC guidelines and noted the contents of the job description as presented.

c) The Council was unable to authorise a final payment to Ms Brown as all current HMRC related details were not available. Council resolved to seek advice on the matter in order to make payment.

d) The Council resolved to contact Ms Brown again regarding the documentation, the property of the Council, that has yet to be returned.

  1. The Council appointed Cllr H Pettiford as their representative at YLCA Branch Meetings for 2019. Other councillors to attend if deemed necessary.
  2. Village

a) Cllr Bentley reported that work on the grass banks was continuing along with mole control. Some of the bushy alders on the beck side were to be trimmed to prevent areas becoming overgrown and fencing repairs continue to be assessed.

b) There were no comments from councillors regarding work completed. A request was made for inspection of the hedge below Pantiles with a view to pruning where necessary.

  1. Financial Matters

a) The Council received and agreed the update in respect of funds held and money movement since the meeting held on 28 November 2018.

b) The Council agreed to the payment of cheques according to the list provided.

c) The Council reviewed the current year budget and spending. It then assessed income and expenditure with the provision for contingencies/reserves for the next Financial Year as presented. The budget was approved and the application to RDC for the Precept for 2019/20 was set, as last year, at £5,250.

d) Councillors noted the changes regarding new pay scales for 2019/20 to be implemented from 1 April 2019 as presented.

  1. Information from Councillors/Clerk.

Cllr Strickland reported that areas of Common Land where damage had occurred had been inspected by himself, 2 other members of the Court Leet,  and Cllr Bentley. After consideration it was decided that stones should be set in the areas affected to prevent further damage. The work is to be carried out in liaison with George Winn Darley. The project would not impede passing places along the road.

  1. Information from Chairman

The Chair reported that the 2nd Grant Claim Form in connection with the caretaker grant had been submitted to NYMNPA on 18/12/2018. Information had been received, though not yet confirmed, that future claims are to be made on an annual basis.

  1. The next meeting to be held on 29 January 2019

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Agenda for Extra Ordinary Meeting of Hutton le Hole Parish Council to be held on Tuesday 18 December 2018 commencing at 7.30pm in Hutton le Hole Village Hall

H A Pettiford                                                                                                        Hutton le Hole Parish Council Chairman 13 December 2018

The business to be transacted at this meeting is noted below.

Ratified updates Public Bodies (Admission to Meetings) 1960 apply to this meeting

1. To receive and note apologies.

2. To Note any Declarations of Interest:

a. To Approve Dispensation Requests

b. To Note Declarations of Interests not already declared under members Code of Conduct or members register of Disclosable Pecuniary Interests.

3. Public Session – to allow members of the public to make representations, ask questions and give evidence in respect of any items of business on the agenda.

4. To approve the minutes of the meeting held on 28 November 2018.

5. To consider any matters arising from the minutes not covered elsewhere on the agenda.

6. To note receipt of planning applications from NYMNPA since the previous meeting.

Should an application be recorded the detail is made by the authority pursuant to section 47 of the Copyright, Design and Patents Act 1988. Permission has been received from the relevant planning authority to share the information contained solely for the purpose of the consultation.

7.To note any decisions made by NYPNMA and NYCC in respect of the village since the previous meeting.

8. Councillors to sign a new Mandate form to identify cheque signatories to NatWest and a change of address form for the receipt of statements.

9. Employment related matters:

a) To agree and adopt the Council’s Expenses Policy circulated prior to the meeting.

b) To discuss and confirm the content of the Contract for a Clerk as per NALC guidelines circulated prior to the meeting and receive a copy of the Job Description.

c) To agree authorisation of final salary payment to Ms Brown providing all current HMRC related details for the Hutton le Hole Parish Council account are available.

d) To consider what action the Council is to take with regards to documents, the property of the Council, that have yet to be returned by Ms Brown.

10.To appoint representatives from the Council to attend YLCA Ryedale Branch Meetings for 2019. (Dates for 2019: 5 Feb, 4 June, 9 Oct)

11. VILLAGE

a) To receive a report from the caretaker coordinator Cllr Bentley regarding work undertaken by the caretaker in December.

b) To receive comments from councillors regarding work completed in December and to consider requests for specific items over the next month.

12. FINANCIAL MATTERS

a) To receive and agree an update in respect of funds held and money movement since the meeting held on 28 November.

b) To agree the payment of cheques according to the list provided.

c) To review the current year budget and spending; to assess income and expenditure and provide for contingencies/reserves for the next Financial Year as presented; approve the budget. Set the Precept for 2019/20.

d) To inform councillors that the National Joint Council for Local Government Services (NJC) has reached agreement on new pay scales for 2019 – 2020 to be implemented from 1 April 2019

13.To receive information from Councillors/Clerk regarding meetings attended/correspondence received since the last council meeting 28 November.

14. Questions to the Chairman and information from the Chairman.

15. To note the date of the next meeting as Wednesday 6 February 2019.

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Minutes of the Extra Ordinary Meeting held on 28 November 2018 in Hutton le Hole Village Hall

Present: Cllrs H Pettiford (Chair), S Bentley, R Strickland, T Shephard.

1. Apologies were received from Cllr Dangerfield.

2. There were no dispensation requests or declarations of interest under the Members Code of Conduct.

3. The Council Resolved that Members of the press and public be excluded from the meeting for Agenda Items 4a & 4b as the Council considered publicity would be prejudicial to the public interest given the confidential nature of the business to be transacted. Public Bodies (Admissions to Meetings) Act 1960.

4. Employment related matters.

a) RESOLVED that the council note and confirm the resignation of Ms Brown as clerk to Hutton le Hole Parish from 5 November 2018.

b) RESOLVED that the council approves a final payment to Ms Brown for, notice period and all outstanding annual leave; this payment will be authorised when all HMRC related access details for the Hutton le Hole Parish Council account have been provided to the council.

c) The Council discussed the recruitment and advertising for the position of clerk to Hutton le Hole Parish Council. The content of the advert was agreed. Placement to be in notice boards, through YLCA and on the website.

5. Public Session – no members of the public were present.

6.  The minutes of the meeting held on 6 November 2018 were approved.

7. There were no matters arising from the minutes not covered elsewhere on the agenda.

8. No planning applications from NYMNPA had been received since the previous meeting.

Should an application be recorded the detail is made by the authority pursuant to section 47 of the Copyright, Design and Patents Act 1988. Permission has been received from the relevant planning authority to share the information contained solely for the purpose of the consultation.

9.No decisions had been made by NYPNMA and NYCC in respect of the village since the previous meeting.

10.VILLAGE

a. Cllr Bentley reported that the caretaker had, and was continuing to strim the banks. Drain clearing, including those at Ox Close had been attended to along with mole control. Litter appeared to be on the increase – notably on the road to Kirkbymoorside. Fencing scheduled for painting in 2019 is to be checked for any repairs.

b) There were no comments or requests from councillors regarding work completed in November or requests for specific items during December.

11. FINANCIAL MATTERS

a) The Council received and agreed the update in respect of funds held and money movement since the meeting held on 6 November.

b) The Council reviewed and agreed the insurance provider from the quotes presented for 2018/19.

c) The Council agreed to the payment of cheques according to the list provided.

12. The Council agreed to adopt the Record Management Policy, Disciplinary Policy and Grievance Policy that had been circulated for consideration prior to the meeting.

13. Cllr Strickland reported that he and 2 members of the Court Leet have made arrangements to look at the areas of Common Land where damage has occurred and report to the Council.

14. There were no questions to, or further information from, the Chairman.

15. The date of the next meeting arranged for 18 December 2018.

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Agenda for Extraordinary Meeting of Hutton le Hole Parish Council to be held on Wednesday 28 November 2019 commencing at 7.30pm in Hutton le Hole Village Hall

H A Pettiford                     Hutton le Hole Parish Council Chairman 23 November 2018

The business to be transacted at this meeting is noted below.

Ratified updates Public Bodies (Admission to Meetings) 1960 apply to this meeting

1. To receive and note apologies.

2. To Note any Declarations of Interest:

a. To Approve Dispensation Requests

b. To Note Declarations of Interests not already declared under members Code of Conduct or members register of Disclosable Pecuniary Interests.

3, To consider exclusion of the press and public from the meeting during discussion of Agenda Items 4a and 4b.

4. Employment related matters.

a) To note the clerk’s resignation and action required by the Council.

b) To approve final salary figure.

c) To discuss recruitment and advertising for the position of clerk to Hutton le Hole Parish Council.

5. Public Session – to allow members of the public to make representations, ask questions and give evidence in respect of any items of business on the agenda.

6. To approve the minutes of the meeting held on 6 November 2018.

7. To consider any matters arising from the minutes not covered elsewhere on the agenda.

8. To note receipt of planning applications from NYMNPA since the previous meeting.

Should an application be recorded the detail is made by the authority pursuant to section 47 of the Copyright, Design and Patents Act 1988. Permission has been received from the relevant planning authority to share the information contained solely for the purpose of the consultation.

9.To note any decisions made by NYPNMA and NYCC in respect of the village since the previous meeting.

10.VILLAGE

a) To receive a report from the caretaker coordinator Cllr Bentley regarding work undertaken by the caretaker in November.

b) To receive comments from councillors regarding work completed in November and to consider requests for specific items over the next month.

11. FINANCIAL MATTERS

a) To receive an update in respect of funds held and money movement since the meeting held on 6 November.

b) To review and agree the insurance provider for 2018/19.

c) To agree the payment of cheques according to the list provided.

12. Council to adopt Record Management Policy, Disciplinary Policy and Grievance Policy circulated prior to the meeting.

13. To receive information from Councillors regarding correspondence received and meetings attended since the last council meeting 6 November.

14. Questions to the Chairman and information from the Chairman.

15. To note the date of the next meeting

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Minutes of Ordinary Meeting held at the Village Hall, Hutton le Hole on Tuesday 6 November 2018 at 7.30pm.

Present: Cllrs Pettiford (Chair), Bentley, Strickland and Dangerfield.

1. Apologies for absence were received from Cllr Shephard.

2. There were no declarations of interest in items on the agenda.

3. No members of the public were present.

4. The Council approved the minutes of 2 & 8 October after agreeing minor amendments to both. 2 Oct: Items 1, 8d & 10b. 8 Oct: Item 4.

5. There were no matters arising from the minutes not covered elsewhere on the agenda.

6. The Council noted that at the date of publication of the agenda no planning applications had been received from NYMNPA.

7. The Council noted that no decisions had been made in respect of the village by NYMNPA or NYCC since the last meeting.

Village

8. a) Cllr Bentley reported that the caretaker planned to strim the banks adjacent to West Side Road and that mole catching was ongoing.

b) Cllr Bentley to ask the caretaker to ensure that run-off ditches at Ox Close were cleared of vegetation.

9. a) The Council received financial statements in respect of funds held and money movement since the start of the financial year.

b) Review and agreement of insurance provider was deferred until the next meeting.

c) The Council agreed the annual contribution to the Remembrance Wreath.

d) The Council agreed to the payment of cheques according to the list provided.

10. The Council was unable to make any comment on this item.

11. The Council received information from Cllr Strickland & Cllr Pettiford.

Cllr Strickland reported that it had been agreed at the Court Leet Meeting, held 4 Oct, that jurors for the Parish were to inspect areas of Common Land that have been damaged and decide on preventive measures.

Cllr Pettiford reported that the SAPF meeting, held on 9 Oct at Sawdon, included 2 presentations: 1) regarding the siting of emergency masts to aid mobile coverage and 2) regarding the work of North Yorkshire Police Rural Task Force.

Cllr Pettiford reported that the YLCA Branch Meeting, held on 10 Oct, included a talk by Andrew Towlerton a Planning Consultant.

12. There were no questions to, or further information from, the Chair.

13. The date of the next meeting is 28 November at 7.30pm.

This will be an Extraordinary Meeting called by the Chair.

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AGENDA for the Ordinary Meeting to be held at The Village Hall, Hutton le Hole on Tuesday 6 November 2018 at 7:30pm

Ratified updates Public Bodies (Admission to Meetings) 1960 apply to this meeting

1. To receive apologies for absence.

2. To receive Declarations of Interest in items on the agenda

3. Public Session – to allow members of the public to make representations, ask questions and give
evidence in respect of any items of business on the agenda.

4. To approve minutes of the meetings of the 2 October 2018, 8 October 2018 and Councillor meetings
regarding staffing issues.

5. To consider any matters arising from meetings listed in item 4 not covered elsewhere on the agenda.

6. To note that at the date of publication no planning applications have been received from NYMNPA
since the previous meeting.

Should an application be recorded the detail is made by the authority pursuant to section 47 of the Copyright, Design and Patents Act 1988. Permission has been received from the relevant planning authority to share the information contained solely for the purpose of the consultation.

7. To note decisions that have been made in respect of the village since the last quorate meeting by NYCC and NYMNPA.

NYM/2018/0566/FL Application for construction of conservatory to rear (revised scheme following
refusal of NYM/2017/0182/FL at Chapel Cottage, Back Lane, Hutton le Hole.
Approved with conditions.

NYM/2018/0628/FL variation of condition 1 of planning approval NYM/2013/0634/FL to allow use
of two ground floor rooms of Prospect Farm as extension to Forge Tea Rooms for a further five
years. The Forge Tea Rooms, Prospect Farm, Hutton le Hole.
Pending decision.

NYM/2018/0460/FL Application for installation of 1no replacement sash window to front elevation
at Old Post Office, Stream Corner, Hutton le Hole.
Approved

8. Village
a) To receive the general report of the caretaking services.
b) To receive requests for specific items of caretaking to take place during the next month.

9. To consider financial matters.
a) To receive financial statements in respect of funds held and money movement since the start of the financial year.
b) To review and agree the insurance provider for the period 2018/19.
c) To agree the contribution for the Remembrance Wreath.
d) To agree the payment of cheques according to the list provided.

10.
To receive a response from the Clerk regarding comments and correspondence received
during the last quarter.

11.
To receive information from Councillors and Clerk including correspondence received, meetings
attended and dates of meetings (noting at the time of publication no agendas have been received)
during October.

Court Leet 4 October 2018
Southern Area Parish Forum 9 October 2018
YLCA Branch Meeting 10 October 2018

12.Questions to the Chairman and information from the Chairman

13.To note the date of the next meeting as 4 December 2018

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Minutes of the additional Meeting held at The Village Hall, Hutton le Hole on Monday 8 October 2018 at 6:45pm

Present Cllrs Pettiford (Chairman), Bentley, Dangerfield and Shephard

Also present S Brown Clerk

  1. Apologies for absence were received from Cllr Strickland.
  2. There were no Declarations of Interest in items on the agenda.
  3. There were no members of the public present.

4 The Council ratified the appointment of P & A Gospel Landscapes as   caretaker for the period agreed in the tender due to the financial terms offered.

Proposed Cllr Shephard    Seconded Cllr Pettiford

5 To consider financial matters:

The Council authorised the payment of an additional cheque for Home     Decorating Centre following the delivery of the cheque issued at the last meeting.

6 The Council noted the date of the next meeting as 6 November 2018.

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Minutes of Ordinary Meeting held at The Village Hall, Hutton le Hole on Tuesday 2 October 2018 at 7:30pm

Present; Cllrs Bentley, Dangerfield, Shephard and Strickland

Also present S Brown Clerk

Prior to the meeting start Cllr Shephard was elected as Chairman for this meeting

Proposed Cllr Strickland Seconded Cllr Dangerfield

1. Apologies were received from Cllr Pettiford.

2. There were no Declarations of Interest in items on the agenda.

3. No members of the public were present.

4. The Council approved the minutes of the meetings of the 10 July 2018 and noted that meetings arranged for August and September were cancelled due to being inquorate.

5. There were no matters arising from the meeting 10 July 2018 not covered elsewhere on the agenda.

6. The Council considered planning applications that have been received from NYMNPA since the previous meeting at the date of publication of the agenda.

NYM/2018/0566/FL Application for construction of conservatory to rear (revised scheme following refusal of NYM/2017/0182/FL at Chapel Cottage, Back Lane, Hutton le Hole.

No objections

NYM/2018/0460/FL Application for installation of 1no replacement sash window to front elevation at Old Post Office, Stream Corner, Hutton le Hole.

No objections

This application was received and extensions obtained for discussion at the September meeting. Due to being inquorate the Parish Council was unable to comment – the application was approved with conditions

Subsequent to the publication of the agenda the Clerk has received a planning application.

Council considered that to provide continuity of business the application be considered;

NYM/2018/0628/FL variation of condition 1 of planning approval NYM/2013/0634/FL to allow use of two ground floor rooms of Prospect Farm as extension to Forge Tea Rooms for a further five years. The Forge Tea Rooms, Prospect Farm, Hutton le Hole.

No objections

Should an application be recorded the detail is made by the authority pursuant to section 47 of the Copyright, Design and Patents Act 1988. Permission has been received from the relevant planning authority to share the information contained solely for the purpose of the consultation.

7. The Council noted that no additional information and decisions have been made in respect of the village since the last quorate meeting by NYCC and NYMNPA.

8. Village

a) The Council received the general report of the caretaking services.

Cllr Bentley reported that painting is now completed and bin repairs are nearly complete. Moles and grass cutting to continue. Hours for the months of Oct to Feb are 15 hours per month.

b) The Council received requests for specific items of caretaking to take place during the next month.

Following the July meeting a quote for posts or stones at Well Cottage was received from Mr Gospel and Cllr Bentley reported that the job can continue without additional costs subject to Court Leet approval.

The Council noted that options for ingress onto the Common be discussed at a later meeting but request a delegated responsibility from the Court Leet noting that regular reviews should take place between both parties.

c) The Council considered the Caretaker tenders received.

d) The Council deferred appointing the Caretaker for the period agreed within the tender.

e) The Council received the Risk Assessment for the current year (this has been delivered prior to the meeting on a “memory stick) – an abbreviated version will be available on the web site.

The Council received further information regarding the “risk” noted regarding the repair of the notice board now completed by S Taylor and Son.

9. Consultations, Procedures and Training

a) The Council considered responding on behalf of the total electorate in respect of the following consultations:

i) Permitted development for shale gas exploration.

ii) Inclusion of shale gas production projects in the Nationally Significant Infrastructure Project (NSIP) regime.

The Council noted the documentation received and felt they were not in a position to comment.

b) The Council received a complete pack of compliance documents for the management of Council and supporting guidance to assist Councillors.

c) The Council noted that the Clerk has attended a number of training events this month at her own expense including Darlington SLCC training day and YLCA training for experienced clerks.

The Council also received notification that the Clerk is to restart her CiLCA under the new syllabus and has made personal payment for this.

10. To consider financial matters:

a) The Council received financial statements in respect of funds held and money movement since the start of the financial year.

b) The Council agreed the payment of cheques according to the list provided noting that the Caretaker invoices received prior to the September meeting were paid by cheque on the instruction of Cllr Pettiford.

c) The Council considered the application for a .gov.uk website as per YLCA advice or the purchase of a “standard” domain name to progress the purchase of the website.

The cost of the .gov.uk domain extension was received and considered too excessive in comparison with the statutory provision needed.

11.

The Council received information from Councillors and Clerk including correspondence received, meetings attended and dates of meetings (noting at the time of publication no agendas have been received) during October.

Parish Liaison Draft Minutes Meeting 19 September 2018

Court Leet 4 October 2018

Southern Area Parish Forum 9 October 2018

YLCA Branch Meeting 10 October 2018

Reminder of the closing date for comments to the NYMNPA Draft Plan.

The Council noted that as a result of responses to a consultation by Ryedale District Council Policy and Resources it has been decided that the election recharges proposed for 2023 onwards have now been withdrawn.

Ryedale District Council has notified the Parish Council that a “Review of Polling Districts, Polling Places and Polling Stations” is taking place. The Review commences on the 1 October 2018 and a consultation period will take place ending on the 9 November 2018. At the end of this period of consultation all representations received will be considered by Ryedale District Council, who may decide to make amendments to polling districts, polling places and/or polling stations.

The Council noted that Cllr Pettiford is unable to attend the Court Leet as a juror this October and had sent her apologies.

12.There were no questions to or information from the Chair.

13.The date of the next ordinary meeting is 6 November 2018 and an additional meeting on Monday 8 October 2018 at 6:45pm.