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16 May 2016

Minutes of the Ordinary Meeting of Tickton and Routh Parish Council held in Tickton Village Hall, on Monday 16 May 2016

 

Present:                     Councillor Sinkler (in the Chair)

                                    Councillors Caley; Greenwood; Lenton; Morris; Prescott; Oliver; A Walker; N Walker; Webster; Wells

Apologies                  None

 

Absent:                      Councillor Prescott

                                   

Public:                        No members of the public attended

 

Minute Taker             Mrs C Lloyd -clerk

 

PUBLIC FORUM

 

There were no members of the public present

 

13.  ELECTION OF OFFICERS 

Councillor Sinkler was nominated for Chairman by Councillor Oliver and seconded by Councillor Greenwood.  Councillor Morris was nominated for Vice Chairman by Councillor Webster and seconded by Councillor Caley

Resolved – Councillor Sinkler is unanimously elected Chairman and Councillor Morris is unanimously elected Vice-Chairman.  Both declared their acceptance of office. 

Cllr Sinkler continued in the Chair for the remainder of the meeting

Thanks were expressed regarding the work the Chairman and Vice Chairman had put in over the past year and their commitment to continuing. Both the Chairman and Vice Chairman thanked the clerk for the work she had put in over the past year.

14.  MINUTES

 

Resolved:  The minutes of the meeting of 18 April 2016 are signed as a true and correct record.

 

 

15  DECLARATION OF INTEREST

 

Councillors were reminded to keep their registered interests up to date.

 

Councillor Oliver declared a pecuniary interest in agenda item 10 (minute 20 refers) as an employee of the Village Hall. Councillor Morris declared a non-pecuniary interest in agenda item 10 (minute 20 refers) as Chairman of the Village Hall Committee. Councillor Greenwood declared a non- pecuniary interest in agenda item (minute 25 refers)

 

 

16  CLERKS REPORT

Annual Parish Meeting 2015

The main item raised by attendees was concerns about the lack of publicity regarding the windfarm deadline for submission of grant applications.  As directed by the attendees the clerk sent a letter regarding the comments made but made it clear that these were not a view expressed by the Parish Council. A phone call response was received from David Farnsworth acknowledging receipt of the letter.

Surface Dressing 2016

As part of the surface dressing programme for 2016 work commenced on 9 May and will include Hull Bridge Road (old route)

 

A1035 Speed Concerns

The speed limit on A1035 will be monitored

 

Current Planning Enforcement Issues

Nothing new has been reported to enforcement but the clerk will contact GOLGV Training Services who it is believed own the land next to the Crown and Anchor to ask them what their plans for the field are.

 

Current Public Consultations

No other consultation to report other that the one being dealt with in the planning section below

 

Invitations to participate

Invitation has been received to attend the Community Partners – Police and Partners Meeting

 

Holiday

The clerk will be on holiday between 5 and 11 June

 

 

17.  ITEMS FOR DISCUSSION WITH WARD COUNCILLOR 

Ward Councillor Pollard visited before the meeting to leave some information in connection with a previous request. The Ward Councillor had obtained the information regarding the necessity of repairs to Meaux Lane.  Highways confirmed that a request has been made for £350k capital funding to obtain the structural patching kerbing and surface dressing work which they hope will make its way onto next summer’s programme.

18  COMMUNITY SAFETY

 

The police report was noted

 

A verbal report was received from neighbourhood watch regarding some local incidents including some incidents with tree cutters

 

 

19  PLANNING

 

Planning Applications

16/01186  – Erection of first floor extension to side over existing garage and single storey extension to front at 34 Main Street Tickton East Riding Of Yorkshire HU17 9RZ for Mr Muldoon –  Full Planning Permission

Resolved: No comments are made

 

Tree Issues

16/01218  – TPO TICKTON ORDER – 1994 (REF:100) A1: Hornbeam x 4; carry out side reduction by lifting to 6m and pruning back tertiary branches away from property and garage, Holly; reduce by 2m away from property at  Beech Croft Chestnut Mews Tickton East Riding Of Yorkshire HU17 9TD for Mr Paul Betts –  Works to Protected Trees

Resolved: No comments are made

 

East Riding Local Plan – Consultation on Draft Open Space Supplementary Planning Document

There is currently a local consultation that outlines how proposals for development need to show how they will provide sufficient quality open space and about where S106 will apply and when the Community Infrastructure Levy will apply.

Resolved: No comments are made as there is no land earmarked for development in Parish.

 

 

20  FINANCE

Financial Commentary

The first instalment of the Precept has been received as had VAT refund and the allotment rental.  These will appear as receipts in next month’s figures

Payments

 

Tickton Village Hall 

Resolved: To pay £12.50 room hire

 

Mr Brice

Resolved: To pay £101.40 salary and £8.55 reimbursement for consumables

 

Broker Network Ltd

Resolved: To pay £1224.23 Insurance Premium

 

East Riding Group – Grounds Maintenance

Resolved: To pay £140.93 Ground Maintenance – method of calculating the cost to date to be ascertained

 

Payments made under Financial Regulations 6(d) and 7(b)

 

Mr Brice

£96.04 salary and £8.55 reimbursement for consumables noted

 

East Riding Group – Grounds Maintenance

£140.93 for Ground Maintenance noted

 

Annual Return and Supporting Documentation

 

Internal Audit Report

The auditor’s report was examined including the additional assurance regarding the risk assessment.  With the risk assessment this report forms the basis of the review of effectiveness.  A statement to confirm the councillor’s position regarding liability was distributed to confirm discussion from last month

Resolved:  The positive report provides the necessary assurance

 

Governance Report

The governance report forms part of the Annual Return.  Councillors were asked to examine the return and approve the Governance statement based on the knowledge of the workings of the council; the review of effectiveness and the specific evidential report produced by the clerk

Resolved:  The Governance Report is approved and can be signed by the Chairman

 

Asset Register

The contents of the present asset register were examined

Resolved:  The asset register identifies all known current assets at 30 March 2016

 

Accounting Statements

The contents of the accounting statement was examined and the clerk outlined all the assurances available to the parish council to validate the figures.

Resolved: The Accounting statement is approved and can be signed by the Chairman.

 

 

21  USE OF VILLAGE FIELD 

An application for a very limited use of the field had been received from someone renting the village Hall which is outside the decision criteria delegated to the clerk

Resolved:  Approved


22  NOMINATIONS TO OUTSIDE BODIES:

This is time for annual review of windfarm nominations.  Unfortunately last year this failed to be recorded but was in keeping with our policy which expects the current two councillors to fill their three terms.  However it is noted that this is the last year of their term and during the next year we must try to obtain non councillor representation.  The document about representation does need updating due to their now being three representatives, however this has been deferred to a future meeting as David Farnsworth has indicated that there may be some other instruction on representation to come in the near future.

Resolved:  To approve the current nominations of Councillor Oliver, Councillor Wells and Graham Jones although he is outside the current term restriction having newly been appointed.


23  STANDING ORDERS AND FINANCIAL REGULATIONS 

A review had been undertaken of the current standing orders and financial regulations.  Documentation had been sent out of clerks proposed changes to the standing orders which were mainly format and updating in terms of the financial regulations these were based on the new ERNLCCA regulations issued in February this year.

Resolved:  Comments to be incorporated into the new documents for approval at next meeting

 

24  POLICY REVIEW

Consideration was given to the existing polices as reviewed by the clerk

Resolved:  Policies approved for review in May 2018 subject to any changes necessary before that time. 


25  TICKTON DEFIBRILLATOR CAMPAIGN

As agreed at a previous meeting the clerk had worked with the Campaign Group to produce a document on roles and responsibilities of the site owners the Campaign Group and the Parish Council at the point the defibrillators would be handed over.  The site agreement terms have yet to be discussed with each site owner but the form is to illustrate how it could be used.  The implications for the Parish Council is that the will take on ownership; pay the site owners £50 per annum for the life of the AED and pay for insurance.  In return the Campaign Group will manage the AEDs and the relationship with the Site owners and will provide information to the PC about any issues immediately and give assurance to the PC and have the back up evidence to confirm this that the AEDs are kept in good working order.  There is also a clause that states that if the campaign group cease to exist their funds and the responsibility for the existing defibrillators will be vested in the Parish Council.

Resolved: Use of these documents and the implications for the parish council is approved


26  TASKFORCE WALKABOUT

No response to last e-mail is forthcoming also no response on who if any is to attend

Resolved:  Councillors agreed to cover the parish with their own recorded walkabout prior to the official taskforce walkabout which some councillors will also attend

27  DRAINAGE TO GL CULLINGTON FIELD:

Currently there has been no official feedback from the windfarm on the application.  Phylliskirk are happy to undertake work at the price of £13,086. Councillor Sinkler and Caley agreed to be on site when the work is being done and have asked for delegated authority that if minor alterations are made on the day that they have the ability to do this.  Prior to the commencement of work an official order will be drawn which aims to fix a price for any additional materials or labour required due to the changes.  As yet we have no agreed date to begin.  We have had no official feedback from IDB yet on formal application

Resolved: The work to be undertaken by the agreed contractor, with the soil to form bund/s in the field.  A degree of delegation is agreed subject to a £500 limit at a rate which preferably should be negotiated in advance.

There being no further business the meeting closed 9.45pm. The next ordinary meeting of the Parish Council was scheduled for 20 June 2015.

 

Immediately following the Parish Council Meeting there was a meeting of the Trustees of the Recreation Ground