Minutes of Lockton Parish Council Meetings 2017/2018.

For:    May 2017  (AGM)

          8th May 2017
          31st May 2017
          June 2017




Draft Minutes of the Meeting of Lockton Parish Council held on Monday June 26th 2017 at 7.30pm in Lockton Village Hall

Present: Cllrs. David Stewart, Jennifer Halmshaw, Jenny Bentley & Mark Bentley. Clerk Jackie Edenbrow.

1706/01 Apologies
Liz had sent apologies that she might be late.

1706/02 Declaration of interests
No one declared an interest.

1706/03 Minutes of last meeting
These were agreed & signed as a true record.

1706/04 Matters arising/ ongoing
/01 Parish Plan update
The first draft of the actual questionnaire had been circulated to the Councillors prior to the meeting. These were discussed and some minor amendments were agreed. The Clerk will email Maggie Farey with these amendments. Maggie had said that she would then produce a second draft for consideration & hopefully this final draft can be approved at the next meeting.
/02 Ownership of land e.g. verges
Maggie Farey has suggested getting in touch with YLCA about this for legal advice and she has sent the Clerk the appropriate email address. The Clerk will email.
Liz Stead arrived.
/03 Land down Overscar Lane
The agreements have been given to Amanda Thorpe for the appropriate parties to sign. Bills have also been sent with the agreement.
/04 Parish Caretaker
Maggie Farey has made enquires at NYMNP about Parish Caretakers. There is no money available for new schemes and Lockton would not have qualified in the first place as it isn’t a tourist village.
/05 Audit
The accounts have been sent off to the external auditor.
/06 Wall round churchyard
David Cockerill has repaired the church wall near the Youth Hostel & near Coronation Farm. However the state of the wall further along the back of the church also needs some repair. The Clerk will write a note to David Cockerill when she sends his payment to request that he does this repair when he is next in the village.
/07 Cemetery – hedge
The Clerk has spoken to Steve Hough about the hedge. His suggestion is that the Parish Council gets someone with a tractor hedge cutter to cut as much as possible from the cricket field side and then he could finish off those parts that the tractor could not reach. It would be expensive if he did all the work. Jenny suggested that she could ask Steve Ridley if he would do the work and Liz confirmed that Steve Ridley did their hedge cutting. It was agreed that Jenny would ask Steve Ridley & the Clerk will ask Steve Hough to complete the work in the autumn.
/08 Correspondence from C Culley
Mr Culley has emailed requesting to see the last two years of minutes & accounts. Until the Parish Clerk’s remuneration level has been resolved, the Council has to keep her hours to a minimum. Mr Culley will be allowed to view the accounts at the next meeting. The Clerk will email that the detail requested will be available during the next meeting.
/09 Stones by Levisham turnoff
The Clerk has been notified that David Foster has received a letter requesting the removal of the stones & that the Highways inspector will remove them if this is not done. The stones are still there. The Clerk will email Highways requesting their removal.
/10 Speeding through village & by play area
Back Lane has been repaired & will be resurfaced later. Then the Parish Council will request the replacement of painted ‘slow’ on the road. The playground signs are in need of replacement or re-siting. The possibility of the Parish Council installing its own signs was discussed. The Clerk will enquire what signs are available from Yates in Malton. Mark will ask Gil Montegue what signs he has available.
/11 Village well
The problem at the well is the ivy growing onto the sign. Previously Ray & Jennifer cut the ivy at the base so the ivy growing now is getting its moisture from the wall mortar. David agreed to snip the ivy back from the sign.

1706/05 Correspondence
/01 NYMNP – Joint Area Parish Forum – meeting invite
The agenda for this meeting has still not been finalised. Jennifer & the Clerk were unable to attend.
/02 NYMNP – Turtle dove project
There is now an officer in charge of the new turtle dove project. Jenny had met him when he was in the village discussing the small grant available to farmers to help protect the turtle dove. He has offered to write an article for the next Cryer which the Clerk has accepted.
/03 RDC – Chairman’s Charity Fund
The Parish Council agreed to continue to give any donations to charity in its own name.
/04 RDC – North Yorkshire Community Messaging
This is a new service reporting any local incidents. The Clerk will register to check out the system & a note will be put in the next Cryer.
/05 RDC – Parish Liaison and ward planning launch event
Details of the ward planning project were given at the last Thornton Ward meeting which Jennifer & the Clerk attended.
/06 NYCC – Ryedale Area Committee meeting – minutes & agenda
Details noted.
/07 NYCC – Parish Portal – reporting highways & street lighting issues
This is a new system for Parish Councils to report highways issues. The Clerk will check out how it works.
/08 YLCA – Annual Review & minutes & agenda
Details noted.
/09 Community First Yorkshire – Stronger Communities Summer Roadshow Events
Details noted.
/10 Thornton Dale Ward Parishes meeting – minutes & agenda
Jennifer & the Clerk had attended this meeting. There had been a presentation from NYCC about emergency planning with every Council encouraged to produce a plan.
/11 NY Police – May stats
Details noted.
/12 Friends of Earth – Freedom of information request
A request for information on correspondence regarding fracking has been received. The Clerk will email that there has been no correspondence on this matter.
/13 Any late post - none

1706/06 Cheques for signing:
/01 S Hough – grass cutting - £450.00
/02 D Cockerill – stone wall repair - £110.00

1706/07 Planning:
/01 NYM/2017/00409/OU
Outline application for agricultural workers dwelling at Low Pasture Villa Farm
This planning application was discussed. There were no objections. The Clerk will email NYMNP Planning.

1706/08 New Business:
/01
Grass in churchyard
Steve Hough had been asked to cut the grass in the churchyard as Les Welburn had said that he didn’t need to put sheep in. Then he changed his mind so Steve was asked to leave the churchyard. However Les still hasn’t put any sheep in & the grass is getting very long. Jenny will speak to Les to clarify the situation & if necessary Steve Hough will be asked to cut the grass next time.
/02 Wood at cemetery
Tony Edenbrow has taken as much of the wood from the cemetery as he wants. An offer to remove the rest which are the very large logs has been received and this offer has been accepted.

1706/09 Date of next meeting
The next meeting will take place on Monday July 24th in the village hall.

Signed……………………………………………………………….(Chairman)
Date…………………………………
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Draft Minutes of the Meeting of Lockton Parish Council held on Wednesday May 31st 2017 at 7.30pm in Lockton Village Hall

Present:
Cllrs. David Stewart, Jennifer Halmshaw, Liz Stead, Jenny Bentley & Mark Bentley. Also Maggie Farey, Sue Warriner & Ray Halmshaw. Clerk Jackie Edenbrow.

B1705/01 Apologies
There were no apologies.

B1705/02 Declaration of interests
No one declared an interest.

B1705/03 Minutes of last meeting
These were agreed & signed as a true record.

B1705/04 Matters arising/ ongoing
/01 Parish Plan update – Maggie Farey attending
The first draft of questions for the questionnaire had been circulated to the Councillors prior to the meeting. These were discussed and some suggestions for additional questions were added. The Clerk had contacted Janilaine at the tearooms and she had emailed a few questions regarding the use of the tearooms. Maggie said that she would produce a draft questionnaire prior to the next Parish Council meeting so that a finalised questionnaire could then be produced. RDC has agreed to print the questionnaires free of charge. Maggie was thanked for her work to date.
/02 Driveway across village green
An email has been received from NYMNP stating that whilst the materials used were suburban, as the work was small scale, no further action was required.
/03 Ownership of land eg verges
This item was deferred to the end of the meeting.
/04 Land down Overscar Lane
The Clerk had emailed a copy of the agreement for comment to Angela Carter & Amanda Thorpe. Angela had replied that she was happy with this but there had been no response from Amanda. The Clerk will email Amanda again & then arrange for the agreements to be signed.
/05 Parish Caretaker
Ongoing. Maggie will make some enquiries about grants from NYMNP.
/06 Annual return – Annual Governance statement
The accounts have now been approved by the internal auditor. Whilst everything was in order, one cheque for grass cutting had not been included in the minutes for April 2016, but the invoice was correctly filed. The Annual Governance statement was discussed in detail and was approved unanimously by the Councillors. This was then signed by David & the Clerk.
/07 Annual return – Accounting statement
The accounts had previously been circulated to the Councillors. The accounts were approved and signed by David & the Clerk. The Accounting statement was then unanimously approved by the Councillors and signed by David & the Clerk. The Clerk will now send all the necessary documentation to the external auditor before the deadline of June 12th. The notice about the publication of the accounts will be put on the noticeboard & the Clerk will email the accounts to Ray Halmshaw so that he can set them up on the heritage website.
/08 Wall round churchyard
David Cockerill has looked at the wall and will carry out the repair work in the near future.
/09 Cemetery – hedge & roundup
The Clerk has not had a quote yet from Steve Hough for the hedge. Tony Edenbrow has bought the roundup and will carry out the work in the next few days.
/10 Correspondence from C Culley – see appendix 1  (click here to download)
Several letters and emails have been received from Mr C Culley in recent months. These have been responded to outside the Parish Council meetings to maintain confidentiality. However, the Council resolved that, henceforth, the matters would be discussed in the public domain for greater transparency.
The Clerk has provided Mr Culley with the information that he had requested. The Clerk had sought advice from RDC Solicitor Mr Anthony Winship and the information was presented to Mr Culley in the format suggested by Mr Anthony Winship. The remaining documentation Mr Culley wanted to see would be made available during the next Parish Council meeting. The Clerk will email Mr Culley with the date of that meeting.
For the avoidance of doubt, David explained that, during his initial phone call with Mr Culley on 16 October 2016, he had apologised for any upset that the Clerk may have caused him during her private conversation with Ms G Kirby about the unexpected removal of dumped tarmac from a grass verge adjacent to one of the fields she rents. As he had promised Mr Culley, David spoke to the Clerk about that discussion prior to the next Council meeting and advised her appropriately on confidentiality. As he had received confirmation that Mr Culley’s complaint was valid and that he had already apologised to him for it and as the matter so far as the Clerk was concerned was one of employer-employee confidentiality, he felt that any public discussion would be inappropriate.
The incident referred to concerning Mrs K Broadbent took place after a vote to co-opt a new Councillor following a vacancy. The Parish Council normally allows residents to speak during meetings, although that is not a legal requirement, but, as the comments being made were a vitriolic attack on the newly elected Councillor and, if they had continued in the vein they seemed to be headed, could have been challenged legally outwith the meeting, Jennifer requested that Mrs Broadbent be quiet. Jennifer later met Mrs Broadbent and explained why she had spoken as she had, an explanation that Mrs Broadbent accepted at the time. The Clerk also reported this incident to RDC on the day following the Council meeting.
Every four years there is a Parish Council election. Notices are placed in the Village noticeboard and, if possible, in the Parish newsletter. Forthcoming elections are also widely trailed in the media. In every election since 1983 there have only been 4 or 5 residents who have put their name forward to stand for election. This means that an election is not required but that the residents who stood for election automatically have a mandate. At the last election, only 4 residents put their name forward. As a result, a fifth Councillor, Mark Bentley, was co-opted according to the legal procedure set out.
The Clerk’s pay is decided by the Councillors as her employer. The extent of the Clerk’s role and therefore the hours she works have increased in recent years and, as she had not had a pay review for some time, the Councillors decided in 2015 to give her an increase. Even so, her current remuneration neither adheres to the law nor reflects the hours she puts in and is therefore being further reviewed by the Council. The Clerk receives much less than the legal minimum wage.
The Parish Council agreed to work closely with Mr Winship (RDC Solicitor), to whom Mr Culley had sent a dossier of complaints about the Council and the Clerk in an attempt to resolve matters.
/11 Trees on track to Valley Church
The resident who had commented on the poor state of the trees has also been in touch with NYMNP. The Park has agreed to carry out some maintenance work using volunteer help.

B1705/05 Correspondence
/01 RDC – new grant schemes opened
Three new grant schemes have been introduced for 2017/8. To file.
/02 RDC - statement of persons nominated for general election
Already on village noticeboard.
/03 NYCC – grass cutting 2017/8
The payment for this year is £123.17. The Clerk will now apply for payment.
/04 Yorkshire Local Councils Association – minutes & agenda
Details noted.
/05 Yorkshire Local Councils Association - transparency code funding
Details noted.
/06 Zurich Municipal – insurance
The insurance renewal had not been received as Zurich did not update the Council’s email address when the insurance was taken out last year. The Clerk had emailed & received the quote for the coming year. As the insurance was due to run out today (May 31st) , the quote had been circulated to the Councillors who had all agreed to continue with insurance with Zurich. The Clerk had emailed Zurich to confirm the renewal.
/07 NY Police – April stats
Details noted.
/08 Sirius Minerals Foundation – grant scheme
Maggie had sent details of this grant scheme. To file.
/09 Any late post – NYMNP Joint Area Parish Forum
This will take place on July 26th at Ryedale Folk Museum. Jennifer & the Clerk will wait until the agenda is published to decide whether to attend.

B1705/06 Cheques for signing:
/01 Barnes Nurseries – flowers - £16.00
/02 A Edenbrow – roundup - £9.99
/03 Zurich Municipal – insurance -£206.08

B1705/07 Planning:
/01 NYM/2017/0329/FL Erection of livestock building at Low Pasture Villa Farm
This planning application was discussed. There were no objections. The Clerk will email NYMNP Planning.

B1705/08 New Business:
/01 Stones by Levisham turnoff
A large stone has been placed on the traffic island by the Levisham turnoff. A visitor managed to get her car wedged on it and was unable to move. Two residents had to jack her car up to be able to clear it off the stone. The Clerk will email NYCC Highways to ask if another letter can be sent to David Foster to ask for its removal.
/02 Speeding through village & past play area
Residents have expressed concern about the speed of cars coming through the village especially near the village hall and also along Back Lane near the play area. An item should be included in the Parish Plan questionnaire about speeding. Maggie suggested emailing Mark Smith, our new Community Officer at RDC as road safety is one area of his work. The Clerk will email him.
/03 Village well
A resident has commented that the wall sign at the village well is in need of some maintenance. Councillors agreed to inspect the sign and this will be discussed at the next meeting.

B1705/04
/03 Ownership of land eg verges
Ray Halmshaw gave an overview of the work he has carried out so far. He produced maps for certain parts of the village which indicate which areas are registered with Land Registry. It was agreed that the Clerk should seek legal advice about how to proceed before Ray carried out further detailed work. A working party will be formed in the future to look at this in more detail as future discussions need to take place where there is internet access. Ray was thanked for his work so far.

B1705/09 Date of next meeting
The next meeting will take place on Monday June 26th in the village hall.

Signed……………………………………………………………….(Chairman)
Date…………………………………
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Draft Minutes of the Meeting of Lockton Parish Council held on Monday May 8th 2017 at 7.30pm in Lockton Village Hall


Present: Cllrs. David Stewart, Jennifer Halmshaw, Liz Stead, Jenny Bentley & Mark Bentley. Also Maggie Farey, Sue Warriner & Sandra Culley. Clerk Jackie Edenbrow.

The Parish meeting was not required.

Annual Meeting of the Parish Council.

A1705/01 Appointment of Officers

David opened the meeting & asked for nominations for Chairman for the coming year. Jennifer Halmshaw proposed David Stewart & Jenny Bentley seconded this. David accepted the position for another year. Jenny Bentley proposed that Jennifer Halmshaw remained as vice-chairman & Liz Stead seconded this. Jennifer accepted the position for another year.

A1705/02 Apologies
There were no apologies.

A1705/03 Minutes of last AGM
These were agreed & signed as a true record.

A1705/04 Accounts
The accounts & summary accounts for 2016/7 had already been emailed to Councillors & paper copies were now available. These were discussed. Jennifer commented that the Clerk’s salary did not reflect the hours worked by the Clerk. The Parish Council unanimously accepted the accounts. The accounts were signed by David Stewart & the Clerk.

A1705/05 Any other business
None.

Signed…………………………………………….(Chairman)
Date……………………………
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Draft Minutes of the Meeting of Lockton Parish Council held on Monday May 8th 2017 at 7.30pm in Lockton Village Hall

Present: Cllrs. David Stewart, Jennifer Halmshaw, Liz Stead, Jenny Bentley & Mark Bentley. Also Maggie Farey, Sue Warriner & Sandra Culley. Clerk Jackie Edenbrow.

1705/01 Apologies

There were no apologies.

1705/02 Declaration of interests

Liz Stead declared an interest in item 1705/04/05.

1705/03 Minutes of last meeting
These were agreed & signed as a true record.

1705/04 Matters arising/ ongoing
/01 Parish Plan update – Maggie Farey attending
Maggie had been asked to attend the meeting to discuss an update to the Parish Plan which was produced in 2004. The process for producing a new plan was discussed. Maggie offered to prepare a list of possible questions for the questionnaire before the next Parish Council meeting. The Clerk will then email these to the Councillors and then a final list can be agreed at the next meeting. No funds are available this time for preparing plans but Maggie can do some of the printing at RDC. She also agreed to analyse the results. It was decided to adopt a simpler format for the revised Parish Plan so that any printing costs are kept to a minimum. The Clerk will send Ray Halmshaw the digital version of the original Parish Plan & ask if he could set this up on the website. A note will be put in the next Cryer about the update.
/02 Driveway across village green
A letter has been received from the NYMNP planning department stating that a planning application is required for the extension to wheelings but this has not yet been received. The Clerk will email NYMNP planning again.
/03 Ownership of land eg verges
This was discussed at the Thornton ward meeting which the Clerk & Jennifer & Ray Halmshaw attended. Ray has offered to look into this in more detail for the Parish Council. Jennifer was asked to pass on the Council’s thanks for this.
/04 Land down Overscar Lane
The Clerk had prepared draft agreements for both pieces of land & these had been emailed to Councillors. An amendment was suggested and the Clerk will now prepare amended agreements. These will be sent to Ami Walker at NYMNP for comment. Then the Clerk will send the agreements to Angela Carter & Amanda Thorpe.
/05 Cricket field
The Cricket club who are continuing to rent the field have removed the trees which were planted without permission. The Parish Council wish to thank them for taking action.
/06 Tour de Yorkshire
The event was enjoyed by many spectators. As well as decorations from the Parish Council, the WI & the tearoom had also made some. Unfortunately the helicopter didn’t pass over the cricket field so the decorations were not televised. Mark was thanked for organising the Parish Council decorations.
/07 Youth Hostel
The Youth Hostel now has a new manager. Jenny has spoken with him and he is prepared to keep the area tidier. Also he will ask visitors not to play in the churchyard. The Clerk has spoken to David Cockerill about repairing the wall. He will be in the village in the next day or so & will contact the Clerk to decide what needs repairing.
/08 Parish Caretaker
The Clerk has contacted the NYMNP about grants for a Parish Caretaker but did not get a reply. Maggie offered to make some enquiries.

1705/05 Correspondence

/01 NYMNP – Southern Area Parish Forum – agenda
Details noted.
/02 RDC – County Council election notices
Already on village noticeboard including a recent notice for the general election.
/03 RDC - Precept remittance advice
To file.
/04 RDC - Community teams
Jennifer, Jenny & the Clerk have already met our Community Officer, Mark Smith, when he came to visit Lockton with Maggie Farey. Mark is now our contact for all issues with RDC and is the contact for any resident. A note will be put in the next Cryer about this change at RDC.
/05 PKF Littlejohn LLP – external audit
Stephen Broadbent is currently carrying out the internal audit for the Parish Council. The Annual Return has to reach the external auditors PKF Littlejohn by June 12th. The Annual Return will need to be approved at the next Parish Council meeting so this will need to be arranged a week to a fortnight before this deadline to allow time for the Clerk to complete all the work before posting.
/06 HM Revenue & Customs – VAT refund, income tax year end
The VAT refund has now been received. The year-end tax work has been completed online for the Clerk.
/07 Community First Yorkshire - Rural Action Yorkshire new name
Rural Action Yorkshire has now merged with the North Yorkshire & York Forum. Maggie gave an overview of the additional work taken over from Coast & Vale Community Action.
/08 Coast & Vale Community Action – details of changes
This letter details the changes mentioned in item 1705/05/07.
/09 Thornton Dale Ward Meeting – minutes
These included details of the proposed ward plan which includes digital mapping of the ward including assets, community groups etc. Maggie gave more details of the plan which will be discussed in more detail at the next Thornton Ward meeting which will be held in Lockton village hall.
/10 North Yorkshire Open Studios – poster & booklet
There was already a poster in the village noticeboard so just the booklet was added.
/11 Any late post – NY Police – March stats
Details noted.
/12 Any late post – NYCC – Highways permit consultation
Details noted – for contractor work.
/13 Any late post – Clerks & Councils Direct newsletter
Details noted.

1705/06 Cheques for signing:
/01 S Hough – grass cutting - £300.00
/02 J Edenbrow – tour de Yorkshire expenses - £87.55

1705/07 Planning:
None

1705/08 New Business:
/01 Cemetery – hedge & roundup
The hedge round the cemetery is getting quite high. It was decided to get Steve Hough to give a quote for the work. Tony Edenbrow has offered to clear the weeds on some of the larger graves if the Council will pay for the Roundup. This was agreed.
/02 Flowers round village sign
It was decided to buy some plants again this year for around the village sign. The Clerk will arrange this.
/03 Trees near path to Valley church
A resident has reported that there are several dead trees near the path to the valley church which could fall across the path. The Clerk will look at these before the next meeting.

1705/09 Date of next meeting
The next meeting will take place on Wednesday May 31st in the village hall.

Signed………………………………………(Chairman)
Date………………………
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