2007 May

Minutes of the Annual Parish meeting held on Thursday 10 May 2007

Present: Parish Councillors U. Cansfield, E. Bolton, B. Fisher, T. Martin, B. Butler, District Councillor C. Bayliss, P.C. M. Ayre

Apologies for absence: Parish Councillors M. Mitton and C. Florance

Election of Chairman: B. Fisher was nominated by U. Cansfield and seconded by E. Bolton. He expressed his willingness to stand and was duly elected. He signed the declaration of acceptance of office.
Election of Vice-Chairman: B. Butler was nominated by U. Cansfield and seconded by B. Fisher. He expressed his willingness to stand and was duly elected.
Election of Village Hall representative: B. Butler expressed his willingness to continue to represent the Parish Council and was duly elected to this position.

The Chairman invited P.C. M. Ayre to address the meeting. P.C. Ayre reported that one crime had been reported since the last meeting and this involved arson of 20 beehives at Plompton. Since 1 January 2007 6 crimes had been reported in the parish. He informed councillors that a new Chief Constable had been appointed and that it was likely there would be further changes to policing arrangements in the Knaresborough area.

The Chairman thanked P.C. Ayre for attending the meeting.

Declarations of interest in items on the agenda: There were none to declare.

Minutes of the meeting held on 12.4.07: Following a proposal from U. Cansfield and seconded by B. Butler, the minutes were signed as a correct record by the Chairman.
Matters arising from the minutes – for information

Conifer Leconfield Garth/Main Street. Enquiries indicated that the tree was in the conservation area and therefore an application to the Planning Authority for tree works would be required. The Parish Council had originally planted the tree at the request of the landowner to provide screening of the interpretive board and seat from his house. Quotations for works would be obtained and necessary arrangements made with the owner of the property.
The Stocks – a conservation area grant had been approved and this would contribute to half the cost of the improvement project.

Chairman’s communications: a resident had indicated that he was pleased with the new stile erected to the footpath off Spofforth Lane.
Matters concerning Plompton: there were no matters raised other than the reported crime.
‘A new Council for North Yorkshire’: The Chairman invited District Councillor Bayliss to address the meeting. Councillors were informed that the decision concerning the creation of a unitary authority lay with central government. Harrogate Council were unanimously against the proposal. It was held that the NYCC financial analysis of the costs of the change to one authority were under estimated, especially the costs of redundancy. There were concerns about the future treatment of the Conference Centre which generated around £ 150 million in business tourism; about the future of Parks and Leisure in Harrogate which had a higher spend per capita than the other districts in the county. There was a meeting for Parish Councils on 14.5.07 organised by the districts which the Chairman and other councillors would attend. Following this discussion and prior provision of papers relating to the matter from NYCC and the districts, the Parish Council voted unanimously on their opposition to the proposal.

It was agreed that T. Martin would complete the Ipsos MORI survey on this basis. The Chairman thanked District Councillor Bayliss for attending the meeting.

Code of Conduct: A new Code of Conduct came into force on 3.5.07. Councils are required to adopt a revised Code by 1.10.07. Councillors were provided with the general Code and one specifically applicable to Parish Councils prior to the meeting. The discussion regarding adoption of the Code required councillors to consider whether to opt in to paragraph 12(2) which gives members with a prejudicial interest in a matter the same rights as members of the public to speak to a meeting on an issue and then leave before a main discussion and vote. Standing Orders presently allow members of the public to attend Parish Council meetings to make representations, but would need minor amendment to wording to provide greater clarity on this matter.

The Parish Council resolved to adopt the model Code of Conduct for Parish and Town Councils including paragraph 12(2).

Finance:

Balance at the bank – A total of £ 9132.56 in the accounts. This included receipts of £ 2500 from Harrogate Council for the first instalment of the precept, a VAT refund of £ 161.95 and allotment rentals of £ 60.
Request for authorisation of expenditure – £ 33.23 to Harrogate Council for grass cutting. The councillors were also informed that arrangements had been made with a local contractor to repair a broken plinth to a plaque marking a tree awarded for a place in the ‘Best Kept Village’ competition. The clerk had ordered a book to assist in compliance with financial regulations. Proposed: B. Fisher, seconded: B. Butler.
Internal Audit
Review of effectiveness of systems of internal control – councillors considered that systems in place were adequate and proportionate to the activities of the Parish Council. This included authorisation of expenditure by resolution of the Parish Council, two signatories to cheques, obtaining at least two quotations for major projects, scrutiny of the quarterly reconciliation of accounts and the level of insurance cover. The Parish Council assessed the risks it faced regarding financial mismanagement and held that with the systems in place the risks were low. Insurance cover is provided for public and employer liability and fidelity guarantee. The Parish Council has insured the Chairman’s chain of office, but other than this, having assessed the risks, confirmed its resolve to meet any loss, damage or replacement of its remaining assets through its reserves.
Review of effectiveness of internal audit – councillors noted that an independent internal auditor examined the finances of the Parish Council twice each year and that this involved examination of invoices, bank statements, minute book and the income and expenditure account. Councillors considered this was an effective means of monitoring the systems and controls established by the Parish Council.
Terms of reference for internal audit – these were approved by the Parish Council
Audit Plan – the plan was approved by the Parish Council
Internal Auditor – Mr. P. Carney has given notice to the Chairman that he no longer wishes to hold the post. The Chairman will ask him to complete the Annual Return for 2006-07 and to assist the Parish Council until a replacement is found. The Chairman will contact individuals suggested as possible replacements for Mr. Carney and the Clerk will write to thank him for his contribution on behalf of the Parish Council.

Clerk’s report and correspondence: Harrogate Council is offering training to clerks and councillors on 26.9.07 on electoral issues in preparation for next years Parish Council elections. Other material received since the last meeting was circulated to councillors.
Planning:

Application 07/01876/FUL – part of OS fields 8200 + 7100, Thistle Hill for erection of agricultural workers dwelling + revision of unimplemented permission for erection of 1 agricultural building(site area 0.1 ha). The Parish Council objected to the application.
No further applications had been received.
Outcome of previous applications – ‘Overdale’, Tofts Lane, Follifoot – for erection of 2 storey front extension + replacement garage was approved.

Date of next meeting: Thursday June 7, 2007 at 8 pm.