MICKLEBY GROUP PARISH COUNCIL

MICKLEBY GROUP PARISH COUNCIL Minutes of the proceedings of Meeting of Mickleby Group Parish Council held in Mickleby Village Hall on Thursday 19 January 2017 pursuant to Summons Present: Councillor J Pratt in the Chair; Cllrs I Bloor, A Cornforth F Cornforth, B Hoggarth-Ewens & W Taylor Also present were: V J Pitts (Clerk), 5 Members of the Public Due to neither the Chairman or Vice Chairman being present a Chairman had to be appointed and it was RESOLVED to appoint Cllr J Pratt as Chairman for the meeting. 1 APOLOGIES FOR ABSENCE Cllrs C Churley & D Coupland Action by 2 TO IDENTIFY ANY ITEMS FOR DISCUSSION THAT MAY REQUIRE THE EXCLUSION OF THE PRESS AND PUBLIC As no applications for co-option or for the role of Clerk had been received there was no need to exclude press and public for Items 13 or 14 3 DECLARATIONS OF INTEREST None 4 PARISHIONER MATTERS Clerk advised correspondence from 2 residents had been received requesting the relocation of the Oak Tree at Ellerby 4 members of the public present were represented by a spokesperson and spoke in favour of retaining the Oak Tree at Ellerby in its current position. Points raised included: At the site meeting in regards to the Oak Tree planting those present included 2 members of the parish council and representatives from Mulgrave Estate, Highways, NYMNPA and PowerGen resulting in agreement of the location. The tree was planted prior to a garden permit being granted by Mulgrave Estate for the area The majority of village residents support the tree remaining in its current location apart from 2 or 3 objectors, two of the objectors have properties adjacent to the land where the tree is located one being a part time resident Noted the tree is on Mulgrave Estate land, but is a parish council asset. Therefore the final decision will stand with the parish council, Mulgrave Estate and the NYMNPA There is no suitable alternative location in the village The Oak Tree has been discussed at several parish council meetings and at the November 16 meeting no dissenters attended The objection to the trees potential future growth and expected water extraction is negated by the fact that on the opposite side of the road to the entrance to Middle Farm development are three large mature healthy trees that have been there for decades See no reason why the original decision made regarding the location of the tree should not stand 5 POLICE MATTERS A Police representative was not present, therefore, the latest monthly report was read out 6 MINUTES RESOLVED the minutes of the parish council meeting held on the 17 November 2016 were approved and signed. 476

7 REPORT ON MATTERS ARISING FROM PREVIOUS MEETING The following ongoing issues were discussed and decided upon: Ellerby Lamp Standards update: Clerk reported that NYCC had advised that the street lighting engineers were to be on site just before Christmas to determine what has happened and once feedback received they shall arrange for new street lighting to be installed where necessary Mickleby Reflective Signs (refurbishment for display near the seat) to receive update: As Cllr DC not present no report to be received. Grass Cutting & Verge Biodiversity Ellerby Bank Top Road Junction: Clerk advised information had been passed to Cllr CC to include in the parish magazine regarding volunteer surveyors together with contact information. Clerk advised that the grass contractor had responded and happy to comply with NYMNPA s guidelines with either one cut mid-late September to allow flowers to seed or also willing to strim the area as suggested by the parish council at the top of Ellerby Bank. Due to discussions on budget later on the agenda there was consensus to defer a decision until then. Trees on Asset Register: The Clerk confirmed that the Trees were already detailed on the Asset Register. Drainage Issues at West Barnby & Ellerby: Clerk advised that NYCC had responded to advise that at West Barnby, opposite Ferndale Farm, there had been a works order raised to renew the culvert and make two new headwalls in the carriageway. In respect of the open drain at Ellerby NYCC would contact Mulgrave Estate and they suggested that the parish council do the same. It was RESOLVED to contact Mulgrave Estate DC 8 REPRESENTATIVE, BOROUGH & COUNTY COUNCILLOR REPORTS No Borough or County Cllr present and no reports received 9 PLANNING MATTERS Planning Applications were discussed and decided upon as follows: NYMNPA Brown Caravan, White Hart Caravan Park, The Lane, Mickleby NYM/2016/0775/FL Reconsultation: Noted no response due to deadline of 10 days from the 28/11/16 Viewable via NYMNPA website: http://planning.northyorkmoors.org.uk/northgate/planningexplorer/applicationsearch.aspx or via the Parish Council Website: https://micklebygroupparishcouncil.wordpress.com/whats-new/ 10 PARISH MAINTENANCE The following issues were discussed and decided upon: 1. Speed Concerns 95 Alive Report, Mickleby: Clerk reported that NYCC had advised that the SMP team had had an issue with the data collected and the data loggers would be redeployed early in the New Year 2. Street Lighting: Noted Clerk reported under delegated powers issue of street light out at Lamp No 2 West Barnby and it was noted this had now been fixed 3. Footpath Stile Mickleby to Ugthorpe Path: Noted Clerk reported under delegated powers issue of broken stile to NYMNPA and it was advised that NYMNPA had logged the issue and would arrange for it to be repaired 4. NYCC TTO: Noted TTO 10887 Ellerby Bank Closure 12/12/16 to 16/12/16. 5. Oak Tree Ellerby: conflict regarding location: The Clerk read out a letter from the Agent at Mulgrave Estate. It stated the area where the tree is planted is under a garden licence and the tenants are restricted from planting trees upon it. In addition their preferred conclusion was to relocate the tree to a more suitable location within the village, having concerns about the trees long term effects on the ditch/drain and public highway. The Estate could offer other land in the parish as an alternative with the tree being moved by the Estate at its own expense using their forestry staff. The Agent advised that if a response had not been received by the 31/1/17 the tree would be relocated. Clerk 477

The Clerk advised that a response had been sent to advise the matter was to be discussed at the 19/1/17 meeting. A discussion was had and the following points raised: The parish council should be amenable to other suggestions, but the site has to be agreeable to the parish council and within the boundary of the village of Ellerby as this was the original idea of the project, outside of the village boundary would be unacceptable At the time of the decision process a lot of trouble was taken to find a suitable location and no other site was suitable. The parish council went for the best option in all the villages Mulgrave Estate knew they owned the land at the time The tree is an advantage to the village and improves the streetscape The area where the tree is planted has been prone to excess water, hence a resident installing a drain to get rid of water from the water troughs. However, the tree is not planted where the drain is and it helps to alleviate excess water on the site Noted there are sycamores just feet away from the property of one of the objectors There seemed to be strong views on both sides with reasonable arguments, but the situation was causing bad feeling Upon query Clerk advised that at the time the parish council made a democratic decision, and in relation to assessing residents opinions she stated there are avenues of communication available to residents to express their opinions: by writing to the parish council, passing their comments to a Cllr to bring up at a meeting or by attending and speaking at the public session of a meeting and that it was not the parish council s remit to facilitate a public meeting on the matter Following the discussion and in relation to Mulgrave Estate s letter it was RESOLVED to: between now and the next meeting consider other sites for further consideration at the March meeting, ask Mulgrave Estate what sites they are thinking of, and if no sites are applicable to ask NYMNPA to progress the TPO 6. Mickleby Slip Road dirt on the road: Noted reported to the Clerk and the matter had been dealt with under delegated powers and the road was cleared by the person concerned. 11 FINANCE The following were discussed and decided upon: i) Payment Schedule: The schedule of payments was reviewed and it was RESOLVED to approve ii) Completion of Bank Mandate to add Cllr C Churley as 4th Cheque Signatory & remove ex Cllr RG as signatory: Cllr C Churley now a signatory. Noted that due to the Clerk leaving a letter had to be sent to the bank with a change of address. A letter was signed by two cheque signatories advising the bank of the temporary change of address until a new Clerk in situ iii) Budget 17/18 onwards. The Draft Budget for 17/18 and 3 year period was reviewed. Clerk advised that the parish council was essentially spending more than receiving by approximately 1k, this was in part due to the grass cutting that cost 1560, although the VAT was reclaimable, versus the model agreement monies received to cover of 805. Comments made that the grass cutting and bench maintenance were the main responsibility the parish council undertook, and whilst NYCC undertook cutting of visibility splays there were other road areas not undertaken by NYCC that if not cut by the parish council were dangerous. Noted that all other costs were already minimal. It was RESOLVED to continue with two cuts by the grass contractor and that the biodiversity area at the top of Ellerby Bank would be cut at the second cut. There was discussion regarding the Precept simultaneously, and it was RESOLVED to approve the Budget with the value of the Precept changed. iv) Precept 2017/18:To decide on precept for 17/18 using the SBC Precept Calculator: Following discussion held in respect of the budget, in order to cover the ongoing costs of the grass verge cutting which was considered an essential safety issue it was RESOLVED to raise the precept from 2000 to 2500, which would be a 24.18% increase to residents ie an average of 3 to 4 per annum dependent on band. 478

12 CORRESPONDENCE The following correspondence was received and decisions made as follows: (i) For Decision: Ugthorpe Parish Council - consider approach from Ugthorpe Parish Council to join with Mickleby Group Parish Council : Noted no correspondence received Mickleby Village Hall: - consider approach from Mickleby Village Hall regarding collaboration of purchasing a defibrillator for Mickleby: Clerk circulated an email from a representative of Mickleby Village Hall and a copy of initial response advising of approximate costs via YAS, funding options via NYCC and NYMNPA and limitations of the parish council in terms of both time and money resources. Following discussion there was consensus that if residents wished to progress it then they should go ahead, noted some villages had raised funds themselves without input from the parish council and it was RESOLVED that the parish council could not support with funds, but a letter of support should be written to facilitate grant funding applications by the village hall NYMNPA Community Grant: Noted deadline for applications 28/2/17 & information posted on noticeboards. Noted information had been passed to Mickleby Village Hall HRW CCG Draft Sustainability & Transformation Plan: RESOLVED no response YLCA/NALC Draft Public Service Ombudsman Bill: RESOLVED to respond that agree with proposal to bring local councils into scope of the new Ombudsman Clerk s Resignation Letter: Noted the Clerk s resignation letter dated 1/12/16 had been received and further issues would be discussed under Item 14. Cllrs expressed their thanks and that the Clerk would be missed, but wished her good luck with her Masters degree. (ii) For Information a) Noted all correspondence forwarded to Cllrs by email b) Noted received NYCC Consultation on the Minerals and Waste Joint Plan Publication but no response to be made due to deadline being 21/12/16 c) Noted received SBC Consultation on the Housing Strategy 2017-21 but that no response to be made due to deadline of 16/1/16 d) Noted received Christmas card from Whitby Town Council e) Noted receipt of information from YLCA regarding Byelaws which had been circulated f) SBC Draft First Notification Response to BT re Telephone Kiosk Removal Noted no response can be given due to deadline of 13/1/17, but that SBC is objecting to the removal of telephone kiosks within the parish boundary in accordance with the parish council s proposals and this was confirmed by the Final Notification received that was being sent to BT 13 CASUAL VACANCY i) Applications for the co-option of one parish councillor for Mickleby Parish: Clerk advised no applicants had been received and SBC happy for the council to continue to advertise for cooption and a new notice was to be put up with a May date for response ii) Upon co-option the Cllr to sign the Declaration of Acceptance of Office: Not applicable 14 STAFFING i) Appointment of New Clerk: To progress the appointment of a new Clerk it was RESOLVED to appoint a Recruitment Committee, as advised by YLCA, with the following Terms of Reference: Meetings to be convened by the Chairman, due to not having a Clerk noted meetings have the same legislative requirements as a full council meeting in terms of notice, agenda/summons, minutes, open to the public Cllrs CC, BHE and JP to be appointed to the Committee in order to be quorate The committee is appointed to oversee the whole process of the appointment of the Clerk from beginning to end Cllrs In respect of the role, following discussion it was RESOLVED to continue with the same hours of 10hrs per month at SCP rate 20 for the new clerk. Other points discussed: The Clerk had advised relevant bodies of the leave date and the temporary contact 479

address for hardcopy correspondence would be 28 The Lane, Mickleby A handover date to be arranged between the Clerk and the Recruitment Committee Clerk advised that ILCA training would be advantageous for the new Clerk if no previous experience. Noted that a variety of training had been given to previous clerks 14 DATE OF NEXT MEETING It was RESOLVED that the next Parish Council meeting will be at 7.30pm for the Annual Parish Assemblies for Barnby, Mickleby & Ellerby Parishes, followed at 7.45pm by the Parish Council Meeting at Mickleby Village Hall, Mickleby as per the meeting schedule on Thursday 16th March 2017 Meeting finished at 8.25pm Chairman Dated 480