OFFICIAL NOTICE OF STUTTON CUM HAZLEWOOD PARISH COUNCIL MEETING
The Meeting of Stutton cum Hazlewood Parish Council was held on Thursday 13 June 2024 at 7.30pm
Clerk: Mrs G Kitchen.
Email: clerkstuttonpc@gmail.com 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 C Heard (Chair), Cllr P Spurrier, Cllr E Catt, Cllr K Grayson, Cllr D Kent. Mrs G Kitchen (clerk/RFO),
7 members of the public present
Agenda items
240601. Welcome
Chairman to welcome 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. This standing order was suspended for the meeting to enable the public to express their concerns.
240602. Apologies
To receive councillors’ apologies and reasons for absence; to resolve whether or not to accept the reasons. – Apologies received and accepted from Cllr Poskitt and PC Woods
240603. 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.
240604. Minutes of previous meeting
- Councillors discussed and resolved to accept the 9 May minutes as an accurate record of the meeting.
- Chairman to signed the minutes as accepted.
240605. 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.
MOPs present expressed concerns over the safety of using Brant Lane when on horseback or bike, as when wet, the cobbles are unsafe and the new fencing erected adjacent to the cobbles prevents safe use of the grass verge. Councillors explained that the situation is with NYC Paths and Cllr Poskitt is pushing for a decision from them. Also explained that any decision will be enforced by North Yorkshire Council and not the Parish Council.
The council stressed that the situation is being taken very seriously and urged all MOPs to contact NYC to report incidents and concerns.
Clerk to write to NYC, PC Wood and Cllr Poskitt to stress the urgency of the situation and to push for a decision. When received by the clerk, the clerk to forward the email from the MOP to both NYC and PC Wood.
Clerk to write to MOP (home owner) to restate that we are waiting for a decision from pathways.
240606. Administrative Matters
Vandalism/graffiti in underpass – update from clerk – the community police officer is unable to take any further action due to lack of witnesses.
Use of Tadcaster cemetery and fees – carried forward to next meeting
Election notices – Cllr Spurrier reported that he is unable to post this as the public notice board is unavailable due to the refurbishment of the village hall.
Training courses circulated by Cllr Heard – Cllr Spurrier expressed an interest in attending one of these.
240607. RFO’s Report on current balances and payments – at 27/04/2024, current account £8721.25
investment account £10182.91. Still awaiting latest statement
Cheques paid since last meeting:
None at time of agenda preparation
Funds received – none at time of agenda preparation
Payments –
Clerk salary – £237.84 cheque no. 001135
HMRC £59.60 cheque no. 001134
Village Hall Refurbishment £19200 cheque no. 001136
Update on request for online banking- clerk reported on the situation, The council has been rejected as NatWest say we are a trust.
This causes a problem with payment to the contractors, so the council resolved that as an interim measure, we pay a cheque to the account for the latest invoice and then the village hall committee, transfer this amount to the Parish Council account.
240608. To receive reports from:
- County and District Councillors – none present
- Any other representatives – Police, CEF etc.. None present
240609 – Planning
None at time of agenda preparation
Decisions – none at time of agenda preparation
240610 – Matters ongoing
Magnolia Tree (Queen’s Diamond Jubilee)- to be taken off discussions as no further action until the Autumn
HSBC bank transfer/online banking – see earlier discussion
Brant Lane, including correspondence from MOP and cutting/tidying up of the grass verge.
Insurance – Cllr Grayson reported on insurance for the village hall. Clerk to supply insurance details to Cllr Grayson as there may well be some duplicate coverage.
VAT reclaim – Cllr Grayson gave details to clerk to claim back.
Website Upgrade – update from Cllr Heard. Councillors Kent and Spurrier now have access to the new website. Cllrs Kent, Spurrier and Heard to meet last week of June to discuss the look etc of the new website.
Speed Activated signs – update from Cllr Spurrier after site visit. Cllrs Catt and Spurrier met with NYC Darren Griffiths on the 6/6/24. Regarding the possible locations: Mill Lane – cannot use words as this is not legal, position is not suitable. Weedling Gate is very suitable, and the suggestion is that we reposition the 30mph sign 100 meters further out from the village (agreed to by NYC). Stutton Road deemed to be a suitable location with good lines of sight. Garnett Lane, 2 possible locations, both of which are viable. Cllr Poskitt has also offered financial support from her budget.
240611 –Correspondence received
Email from MOP regarding Brant Lane – clerk to write and inform them of the current situation.
240612. Village Hall Update
Finance
The financial position of the VH is largely as it was at last meeting. The grant situation remains the same. If we aren’t successful with the main grant, we will have to reevaluate what works be carried out internally with the funding we do have and can secure going forward.
We have been successful in being put forward for a Tesco community award. Shoppers will be able to vote for what they see as the most deserving community project between early July to the end of September. Subject to the number of votes received one of three cash awards will be made. Shoppers will be able to vote for the Stutton VH project at Tesco stores in:
– Sherburn in Elmet Express
– Garforth Express
– Allerton Bywater Express
– Garforth Main Store
– Leeds Rd Rothwell Express
– Swillington Express
There have been concerns over the speed with which the PC has been able to set up the new bank account to pay for the VH refurbishment work. The preferred situation would be that all payments for the grants in and contractor invoices out go through a dedicated PC bank account, for two main reasons:
– the build accounts can be separated for auditing purposes.
– the accounts can be verified for HMRC when claiming back any VAT
This has not been achieved for the first invoice, but everyone is hopeful it can be achieved for the next.
Paying the contractors in a timely way through the PC, will enable VAT on the project to be reclaimed, which amounts to approximately £35,000 , a significant sum and essential to enable all phases of work to be completed.
Refurbishment Plans
The work on Phase 1 has started. The scaffolding went up as planned w/c 3 June 24 and the work to strip the roof and install the new insulated roof sheets is currently taking place. Once this work is completed a review will take place to consider available funds and commencement of phase 2 works.
Events
Tuesday socials have relocated to the Church and continue to be well attended.
An Olympic themed trail will take place in July
A Summer ‘Olympics’ BBQ is planned for 31 August along with an Olympic themed Scarecrow Competition. Keith Tillet has very kindly offered to support the event and will allow his field to be used, plans for the event include BBQ, refreshments, bar, Olympic themed games. The event is planned to run from approximately 2pm to 6pm, final details TBC.
The next VH & SSC meeting is Thursday 20 June 2024, 7.30pm at the church.
240613. Councillors’ Forum
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.
Cllr Spurrier reported that the AED has been moved from the VH wall to the old Telephone Box. This will be its permanent location going forward.
Cllr Grayson requested the log in details for the YLCA newsletter
240614 – Further comments from the public – none
240615– Date of next meeting – 11/7/24
240616– Closure of meeting – 21.18
240617. Part 2 – Clerk’s hours and salary. The clerk reported on the extra hours worked to arrange the online banking and requested an extra 6 hours for the work – the council discussed and resolved to agree to pay an extra 6 hours
Part 2 of the meeting closed at 21.25
Signed: G. Kitchen clerk/RFO 21/06/24