PRESENT:

Chairman: J Armsby, Councillor's D Mitchell, A Barwick, M Dalton, A Jackson, Insp D Barf and PC Graham Addy of North Yorkshire Police, Ms A Fredman of Whitby Gazette and one member of the public, Mr E Morgan of Staithes and Ms P Fenton, the parish clerk.

APOLOGIES:

Councillor's N Fowler, B Rowe and J Smith – another commitment. Councillor Longster advised that she would be late. Councillor Harland – ill. County Councillor Kenyon had another meeting to attend.

DECLARATIONS OF INTEREST IN RESPECT OF AGENDA ITEMS:

None.

MINUTES OF THE PREVIOUS MEETING

It was PROPOSED to accept the minutes of the meeting held on 1 October 2009 as an accurate record of events save for one small addition, namely, that Councillor Jackson had lodged his apologies for the October meeting but the Clerk had not received them.

PROPOSED: Councillor Mitchell. SECONDED: Councillor Barwick. SO RESOLVED.

MATTERS RAISED BY/WITH NORTH YORKSHIRE POLICE

PC Nigel Whaling had e-mailed the clerk a typewritten report prior to the meeting and Insp. Barf outlined the main points from these.

No further action would be taken in respect of the break in at Hinderwell Cemetery – no items were stolen and there are no suspects.
Clerk is to cc PC Nigel Whaling's report to all Councillors with December meeting papers.
There is to be a Rural Crime initiative commencing on 6th November 2009 and continuing to the New Year.
PC Addy is fully trained on the laser speed gun and will deploy it within the parish at the first available opportunity.
Councillors again expressed their concerns about vehicles speeding through the village particularly at the three entrance/exits.

North Yorkshire Police left the meeting at 7.15pm.

REPORTS FROM COUNTY/BOROUGH COUNCILLORS

Councillors Kenyon and Harland were not present at the meeting and Councillor Armsby had nothing to report.

MATTERS ARISING

The Clerk has inspected Staithes play area and e-mailed photographs of the equipment requiring repair to SMP and is awaiting their response. Hinderwell play area is still outstanding and will be attended to as soon as time permits.
The clerk will investigate the costs of purchasing and installing a new dog waste bin on the A174 between Hinderwell and Staithes. She will also make enquiries at SBC with regard to the costs of regular emptying of same and include this within the budget for the next financial year – outstanding.
NYMNPA re Block Parish Insurance – clerk had reviewed and felt it was not appropriate for this Council.
NYCC re Winter Service Salt Bins and Heaps – in correspondence.
Staithes Play Area – a vehicle has reversed into one of the posts – clerk to investigate and arrange a replacement. Also two planks missing from fence.
The Fisherman's Store in Staithes is obscuring a "rock fall" warning sign – clerk to arrange for it to be moved.

PLANNING APPLICATIONS:

12 Whitby Road, Staithes – no objections.
The Boat House, 11 Far Rosedale, Cliff Cottages, Port Mulgrave – no objections.

PLANNING DECISIONS:

Land between 20 and 24 Captain Cooks Close, Staithes – Granted 11 conditions.
4 Darlington Terrace, Staithes – Granted 5 conditions.
Rocklea, High Street, Staithes – Granted 5 conditions.
Royal Cottage, High Street, Staithes – 6 conditions.

CORRESPONDENCE

Note from Jan Pratt regarding funding received from NYCC via HPC thanking Councillors for the funds and their assistance in obtaining them and providing details of the use to which the money will be put – for info.
HSBC Bank Statements – Clerk to reconcile and file.
SBC re Liaison meetings with SBC and NYCC – JA to attend and advise.
Letter from Staithes Fisheries offering thanks for the Section 137 funding – for info.
Y&NHPFA copy of quarterly newsletter – for info.
Letter from Record RSS re play area safety inspections – due to SBC's very disappointing performance in this area the clerk is to investigate the costs of engaging private contractors to carry out inspections in the future.
Letter from Allianz Insurance re vehicle damage to parish seat – clerk to pursue driver directly.
NYCC re Budget and Council Plan Consultation - clerk to review.
NYMNPA re planning meeting – for info.
SBC re CAA Self Assessment Consultation – clerk to review.
Loftus Town Council re Open Day – clerk to RSVP.
Mencap offering thanks for Section 137 funding – for info.
Valuation Office Agency business rates – clerk to respond.
NYMNPA re Definitive Map Modification Order – for info.
NYCC re Winter Service – Salt Bins and Heaps – for info.
NYCC via YLCA copy of findings of survey on Flooding in North Yorkshire – for info.
NYCC re Traffic Orders for Staithes – for info.
SBC re Council Area Committee meetings – for info.
NYMNPA re Design Guide Parts 1 and 2 – for info.
Letter from Mr M. Asquith of Staithes Fisheries re NYMNPA Enforcement Action – clerk to respond.

PARISH MAINTENANCE

Bus Shelter in Hinderwell High Street has damaged rendering inside – clerk to arrange for repairs.
Clerk to contact SBC re lumin metering of footway lighting in Hinderwell High Street.
Clerk to contact NYCC re pothole in road outside Lythe Butchers on Hinderwell High Street.

AUTHORISATION OF CHEQUES

The Clerk presented a schedule of all outstanding invoices and it was resolved to meet these in full.

PROPOSED: D Mitchell SECONDED: A Barwick SO RESOLVED.

REVIEW OF THE EFFECTIVENESS OF THE SYSTEM OF INTERNAL AUDIT

In order to comply with Audit Regulations the Clerk has reviewed the effectiveness of the system of internal audit and had prepared and circulated a report to all Councillors. The Clerk did not recommend making any further changes at the present time.

It was PROPOSED by Councillor Armsby to accept the report as it stands and to make no changes at present time. SECONDED by Councillor Barwick. SO RESOLVED.

FINANCIAL RISK ASSESSMENT

The Clerk had carried out a Financial Risk Assessment having implemented all the changes agreed upon last year and had prepared and circulated a report to Councillors recommending that no further changes were deemed necessary at the present time.

As part of this process the Clerk had also reviewed the Financial Standing Orders under which the Council operate and did not recommend altering these either.

It was PROPOSED by Councillor Mitchell that the Clerk's recommendation be accepted. SECONDED by Councillor Barwick. SO RESOLVED.

REVIEW OF THE EFFECTIVENESS OF THE SYSTEM OF INTERNAL CONTROL

In order to comply with Audit Regulations the Clerk had carried out a review of the System of Internal Control, prepared a report and forwarded this to all Councillors for their consideration. There was only one matter to report, specifically, where an item of expenditure was authorised during the Clerk's absence on holiday that was not done so legally. The sum of money involved was only around £15 and the action was being reported to the Auditors although no punitive response was anticipated merely a caution to ensure that no such events occurred in the future.

It was PROPOSED by Councillor Barwick to accept the Clerk's report as submitted. SECONDED by Councillor Mitchell. SO RESOLVED.

PRECEPT AND MODEL AGREEMENT REQUIREMENTS FOR 2010/2011

The clerk had prepared and submitted a report and her recommendations for the Precept for the forthcoming financial year showing an overall increase of 3.65% and requesting a figure of £18,560.00. Councillors agreed to reduce this figure by £150.00 feeling the rent/electricity allowance was over estimated.

It was PROPOSED by Councillor Barwick that the Precept for 2010/2011 be set at £18,410.00 an increase of around 3.6% and adding around £1 per annum to the Council Tax Bill of a Band D property. SECONDED by Councillor Mitchell.

At the time of forwarding the meeting papers the clerk had not received the Model Agreement estimates from SBC. These had arrived by the date of the meeting and the Clerk advised that SBC were proposing to freeze payments at their current levels. Clerk to place this matter on the Agenda for December and to carry out a full review of their figures prior to the meeting.
CHRISTMAS AND NEW YEAR OPENING HOURS AND FUNERAL ARRANGEMENTS

Councillors agreed that the clerk should work out the opening hours and display these in the office window. She should also forward details of these along with funeral arrangements to all the undertakers on the list.

ANY OTHER BUSINESS

The clerk advised that she had been approached by a Parishioner living on a private road. This road requires resurfacing works which is the responsibility of the homeowners along that street. A request had been received for the Parish Council to assist with funding for this project. Councillors agreed that it would be neither appropriate nor lawful to do so as they most certainly would not consider a request from a homeowner to help pay for a new roof or driveway and this would amount to spending public money improving private property.

The clerk advised that the photocopier had broken. It was purchased in 2003 for £379.00 and the last time it was serviced and repaired these works cost just over £200.00. It was felt that it was not economically viable to repair the machine again and the clerk should look for a replacement.

The clerk advised Councillors of the sad death of Mr Ken Sayers, the former caretaker at Hinderwell Cemetery. A card is to be sent to his widow expressing the sadness of the whole Council at his passing. The clerk will contact Joe Harland to ensure that the leaves are removed from the access road prior to Mr Sayer's funeral on Monday.

The clerk raised the issue of the small piece of "derelict" land located on High Barrass, Staithes. In July 2003 the Council minuted it's decision to apply for adverse possession of the land in 2015 for adoption and use as a Community Garden for the lower Staithes Village. The owners of a holiday cottage in Staithes have applied for adverse possession claiming that they have been in sole and exclusive occupation of the land for twelve years. As this claim is patently untrue the Clerk is to contact the Land Registry providing documentary evidence of the Council's own plan to claim this land and objecting to the current application. A number of residents of neighbouring properties are also objecting. The clerk will keep the council updated on this issue.

The meeting closed at 8.40pm.

DATE OF NEXT MEETING

Thursday 3 December 2009
7pm
Parish Rooms, High Street, Hinderwell