Minutes from the April 11th 2013 Meeting

Meeting 1 of 2013/2014

Minutes of the ordinary meeting of Stutton cum Hazlewood Parish Council held at

1930 hrs on Thursday, 11^th April 2013 at Stutton Village Hall

Present:-  Cllr Aarons, Cllr Birchall, Cllr Fawcett (Chair), Cllr Wrigglesworth, Clerk

Also Present:- Mr D Gluck, Mr M Grayson, Mr C Heard

The meeting began with Chairman asking members of the public if they wished to address the council.  Mr Heard introduced himself to Cllr Birchall and confirmed that he had formally submitted his application to fill the casual vacancy.

Mr Grayson stated that he wished to raise the position of St Aidan’s Church with the parish council.  Mr Grayson said that the negotiations with St Mary’s Church in Tadcaster had reached an ultimatum of either Stutton village taking over all the running/maintenance costs or it would be sold off by St Mary’s.  St Aidan’s has £2,000 in a fund but anticipate average running costs of £700 per year + maintenance.  Clerk stated that approx 10 years ago the parish council had paid for re-painting St Aidan’s not realizing that this was outside the parish council’s remit.  This had been raised by the auditor and special dispensation from Secretary of State had to be sought to avoid allegation of mis-appropriation of funds.  Cllr Fawcett thanked Mr Grayson for raising the issue and said that further discussion would be needed by the parish council.

Mr Gluck introduced himself as providing Executive Support for the Tadcaster and Villages Community Engagement Forum.  Mr Gluck stated that under Localism Act 2011 the Rights for Communities was now part of statutory legal framework.  The Development Plan would take approx 1 year to complete and would have financial implications to the council but with biggest costs covered by Selby DC.  He described the Development Plan as an upgrade from the Village Design Statement within a legal framework.  Within the Community Right to bid a parish council would have first right to buy a community building up for sale.  Mr Gluck said that the parish council could “rubber stamp” a request from the St Aidan’s committee for CEF funding for St Aidan’s. Mr Gluck was thanked for his contribution and he left the meeting,

Part I of the ordinary parish council meeting began at 1955 hrs.

13001 APOLOGIES – None.

13002 DECLARATIONS OF INTEREST – None.

13003 MINUTES OF PREVIOUS MEETING – The minutes of the meeting held on

14^th March having been read, were signed as true record.

13004 PROGRESS REQPORTS –

• Planning Enforcement Officer had not contacted Chair.  Resolved: Clerk to contact.
• Underpass footpath.  Cllr Wrigglesworth requested that Mr Sykes be written to request that their tractors access field by alternative route rather than crossing new footpath.  Resolved: Clerk to write to Mr Sykes.

13005 VILLAGE HALL AND GROUNDS –

• Leak to radiator.  Plumber would not invoice. Resolved: Clerk to buy small tin chocolates in thanks.
• Party bookings/hall maintenance.  Cllr Aarons wished to clarify the position for bookings etc in relation to notifying Stutton Playgroup when present Clerk retires.  Discussion and it was resolved that this relationship needed to work in tandem and would be discussed at interviews for new Clerk.

13006 FINANCE

13006.1 Parish Council Account

Receipts

Payments

13006.2 Village Hall Account

Receipts

Payments

13006.3 YEAR END ACCOUNTS AND AUDIT DEADLINE.  Section 1 and the Summary Receipts and Payments for parish council for year ended 31^st March 2013 presented and certified by Chair and Clerk.  Section 2 Annual governance statement read and approved by Council.  Chair and Clerk signed documentation.  Clerk confirmed internal audit would be conducted by Mary Farham and statutory deadline for return to Littlejohn not later than 30^th June 2013.  End of year accounts for village hall having been checked were certified by Chair and Clerk.

13006.4 Internal Auditor.  It was resolved that Internal Audit may proceed.

13006.5 Grass Cutting.  Signed contract received from Living Landscapes.  It was resolved Cllr Wrigglesworth to contact Mr Leverton at Stutton Grange and establish his request.

13006.6 PAYE.  Cllr Aarons had received file from Mr Back.  Clerk’s salary and HMRC cheque outstanding for April and it was resolved that Cllr Aarons to liaise with Mr Back to sort this.  It was resolved that proposal to outsource PAYE role for £55 per year was acceptable but Clerk to enquire whether Mr Back would undertake this role for similar fee. 

13007 WEBSITE – Cllr Birchall confirmed that this was ready to go live and it would require monthly updating to keep it current.  It was resolved that this would be put on agenda for following month and Cllr Birchall thanked for his work.

13008 CLERK VACANCY – Clerk confirmed that there had been some interest and had given out some application forms.  One application form had been returned.  It was resolved that Clerk would notify councillors after deadline of 16^th April and that Clerk and Chairman would interview.  It was agreed that Clerk could request references for applicant.

13009 NEWSLETTER – This was back from printers and ready for distribution.  Cllr Wrigglesworth confirmed he would deliver them throughout parish over the weekend.  Cllr Aarons, Cllr Wrigglesworth and Mr Grayson were thanked for their contribution.

13010 VILLAGE HALL LANDLINE/INTERNET – Cllr Aarons raised possibility of installing landline in village hall.  Much discussion and it was resolved that Clerk would look into possibility of BT installing a landline/internet connection for sole use and financial responsibility of Stutton Playgroup.

13011 ST AIDAN’S CHURCH – Cllr Wrigglesworth wished to clarify the parish council’s position.  Much discussion and it was agreed that moral support was unquestionable however clarification would be need to establish the parish council’s legal position.  It was resolved that Mr Grayson would write to the parish council detailing the position as well as the support required from the parish council.  This would be discussed further at May’s meeting.

13012 NEIGHBOURHOOD PLANNING – It was resolved to discuss at May’s meeting.

13013 NORTHERN POWER GRID – It was resolved that Clerk respond “no changes”.

13014 COUNCILLOR’S REPORT AND ITEMS FOR FUTURE AGENDA – The following item of correspondence had been received since preparation of agenda:-

• Selby DC – Letter of explanation re: wrong changes on Council Tax bills for parish council charges and new bills were being issued.

Agenda items for May’s meeting:-

• New Clerk
• St Aidan’s
• Development Plan
• Grass Cutting
• Village Hall Landline/internet
• PAYE
• Website maintenance
• Village sign – planting.

13015 COUNCILLOR VACANCY- There was one application for consideration from Mr Heard.  Clerk confirmed that Monitoring Officer at Selby DC had confirmed that all procedures had been followed correctly and that parish council could co-opt new member.  There were no objections to Mr Heard’s appointment and it was resolved that Mr Heard be invited to fill position.  Mr Heard accepted and formally signed the Declaration of Acceptance of Office in front of Proper Officer and other council members.  Mr Heard was given Register of Interests to complete and return before May’s meeting and associated paperwork.  It was resolved that Clerk would notify Monitoring Officer at Selby DC.

13016  The next ordinary meeting of the Parish Council was confirmed as Thursday, 9^th May 2013 at 7.30 pm which will commence with the Annual Meeting of the Parish Council.  The annual Parish Meeting confirmed as Thursday, 9^th May 2013 at 7.00 pm.

There was no further business and the meeting closed at 2059 hrs.