EASINGWOLD TOWN COUNCIL

Annual Meeting to be held at 7.00pm on Tuesday 18 May 2010

in the Council Chamber at the Galtres Centre

A G E N D A

1	ELECTION OF CHAIRMAN To elect a Chairman and to receive the Chairman’s Declaration of Acceptance of Office*
2	APOLOGIES AND DECLARATIONS OF INTEREST To receive and approve apologies for absence and to receive any declarations of interest relating to items on the agenda
3	To resolve to adjourn the meeting for up to 15 minutes to take questions through the Chairman from members of the public
4	APPOINTMENT OF TOWN MAYOR To appoint a Town Mayor
5	CHAIRMAN’S ALLOWANCE To consider and agree the Chairman’s Allowance which is currently £350
6	ELECTION OF VICE CHAIRMAN To elect a Vice Chairman and receive the Vice Chairman’s Declaration of Acceptance of Office*
7	COMMITTEES 7.1 To note that Cllr Shepherd wishes to be removed from F&GP committee and join the Town Centre committee 7.2 To review and agree committee structure 7.3 To appoint committee and sub-committee members
8	REPRESENTATIVES ON OUTSIDE BODIES 8.1 To note the cessation of the Sports Council 8.2 To appoint representatives to outside bodies
9	MINUTES 9.1 To consider minutes of meeting dated 20 April 2010 (attached) and approve for signature 9.2 To note draft minutes of Annual Parish Assembly 20 April 2010 and agree any items for inclusion on the next agenda
10	ELECTION 2011 To consider writing to HDC to request increasing the number of Town Councillors from 8 to 11 at the next local elections
11	MATTERS ARISING AND CLERK’S PROGRESS REPORT To note progress on action points from previous minutes (information items only)
12	CORRESPONDENCE a. To note b. For decision
13	SUMMER RECESS 13.1 To consider which month to not hold a full meeting of the council. 13.2 To decide which committee to delegate authority to for urgent matters and accounts for payment.
14	Council photograph To consider having an official photograph taken for the Council Chamber as the last one taken was in 2003.
15	BURIAL GROUND 15.1 To note that planning permission has been granted 15.2 To instruct Grays Solicitors to proceed with the purchase of the land on the terms previously agreed
16	FUTURE PREMISES FOR EASINGWOLD TOWN COUNCIL 16.1 To note the Clerk has written to the Galtres Centre as per minute ref 10/23; the reply is to note. 16.2 To consider the way forward
17	MEMORIAL PARK 17.1 To consider the quotation from Record RSS to carry out remedial works in the toddler play area to comply with H&S requirements 17.2 To consider holding the official opening ceremony on 27^th June 2010. 17.3 To consider what, if any, involvement from the Brass Band Concert or any other special requirements for the ceremony 17.4 To consider who should be invited to ‘open’ the park and a back-up 17.5 To note the guest list as provided by NYCC and consider who should be invited by the Town Council 17.6 To review and approve the initial draft of the Press Release for the event. To note this will need final approval from NYCC Press Officer 17.7 To decide where to publish the Press Release 17.8 To consider arrangements if weather is poor 17.9 To consider recommendations and quotation from contractors regarding the removal of branches from the trees at the entrance of the Memorial Park; these may obscure the CCTV cameras when in bloom. To note that as trees are in the conservation area, planning permission must be obtained from HDC before any works are carried out. 17.10 To consider the disbandment of ‘Friends of Easingwold Memorial Park’
18	VANDALISM IN THE MEMORIAL PARK 18.1 To note the advice from YLCA regarding the establishment of a reward scheme under the Local Government and Rating Act 1997, s31. 18.2 To note the council’s duty under Section17 of the Crime and Disorder Act 1998 to exercise its functions with due regard to crime and disorder and the need to do all that it reasonable can to prevent crime and disorder in its area. 18.3 To decide if a reward scheme is appropriate and the required conditions and reward amount
19	STREET FURNITURE LICENCES FOR TRADERS IN THE MARKET PLACE 19.1 To note the receipt of signed licences and payment from The Commercial, The York and The George Hotel. 19.2 To consider the letter from The Angel and agree the way forward
20	EASINGWOLD TOURIST INFORMATION CENTRE OFFICE BUILDING 20.1 To note the Clerk has written to ETIC 20.2 To consider requesting the transfer of the lease back from Hambleton District Council to the Town Council providing officers of ETIC support the request (if reply received from TIC)
21	DAWNAY (Scouts) To consider the draft lease for Easingwold TC Land at the Dawnay from First Easingwold (Forest of Galtres) Scout Group (if received)
22	NY MINERALS AND WASTE DEVELOPMENT FRAMEWORK 22.1 To note the project plan and the first formal consultation stage for the Minerals core Strategy. The scheme can be viewed on NYCC website www.northyorks.gov.uk/mwdf . A copy is also held in the Clerk’s Office. 22.2 To consider any appropriate comments and comply with the NYCC deadline for responses of 28 May 2010.
23	BIRD MOUTH FENCING, LONG STREET To consider requesting NYCC to fence the area on Long Street, below Chapel Lane
24	NYCC LOCAL TRANSPORT PLAN 3 CONSULTATION To consider the completion of the questionnaire; responses must be with NYCC by 23/7/10
25	EMERGENCY REPAIRS AND MINOR ITEMS To note and approve any emergency repairs and/or minor items actioned by the Clerk since the meeting summons
26	COMMITTEE REPORTS
27	FINANCE MATTERS 27.1 To note income for previous month and the Income & Expenditure report for April 10 27.2 To approve accounts for payment (list to be circulated at meeting) 27.3 To note the Internal Audit by Mrs Avis Thomas and Mr Bryan Metcalf took place on 27^th April 2010 and consider the report. 27.4 To review and approve Asset Register as at 31/3/10 27.5 To review and consider approval of the Aon Insurance annual premium for £3833.99 which includes the new Memorial Park equipment. The renewal date is 1/6/10. 27.6 Annual Return 2009/10; to resolve to approve the Annual Return as prepared by the Clerk and validated by the Internal Controls procedure by the Chairman, Cllr W.B. Taylor and the Internal Auditors. The Annual Return should then be submitted to the External Auditor, Mazars LLP to comply with the Statutory deadline of 30/6/10. 27.7 To review annual donation to COZIE which is paid quarterly 27.8 To note the Heads of Terms for the office at the Police House have been signed by the Clerk as Proper Officer and returned to NYCC. The new licence is effective from 28/2/10 – 27/2/11 and costs £600 per annum, paid quarterly. 27.9 To note that the Financial Regulations review will be carried out by the F&GP at the next meeting on 13/7/10. 27.10 To note the increase in HDC Small Business Rate Relief (SBRR). This means that no outdoor market rates will be payable from 1/10/10 – 30/09/11, saving approx £500.
28	URGENT ITEMS AND ITEMS FOR THE NEXT AGENDA To consider items which need urgent repair/replacement under delegated powers and other less urgent items for inclusion on the agenda for the next meeting
29	TOWN REPAIRS AND MAINTENANCE To notify Clerk of requirements and actions to be taken
30	PLANNING MATTERS 30.1 To note responses already returned under delegated powers and consider Town Council response to planning applications received (see list attached) This item will be taken at 8.30pm. 30.2 To note decisions on planning applications considered by Hambleton District Council and total of applications for new dwellings approved.
31	To consider exclusion of members of the press and public under the Public Bodies (Admission to Meetings) Act 1960 for item 32, due to the confidential nature of the business
32	STAFFING 32.1 To consider the arrangements for the end of 3 month probation period (31/5/10) for the Assistant Clerk 32.2 To consider a pay increase for the Clerk as the CiLCA qualification has been awarded (with distinction).

11 May 2010

Mrs. C. Armitage

Clerk

Police House, Church Hill, Easingwold, York, YO61 3JX

Tel: 01347 822422

e-mail: clerk@easingwold.gov.uk

NOTES FOR MEMBERS; Declarations of Interests

Members are reminded that they will need to consider whether they have a personal or prejudicial interest to declare on any items on this agenda. Declarations of interest should be made at the start of the relevant agenda item but members may also declare an interest as soon as it becomes apparent during discussion. Members need to specify whether it is a personal or prejudicial interest and the nature of the interest when making a declaration. If you have any doubts, please contact the Clerk or Mr. M. Richards, HDC Monitoring Officer, in sufficient time to allow any issues which arise to be researched adequately.

*If the elected Chairman or Vice-Chairman is absent, the Clerk will ensure the Acceptance of Declaration of Office is signed at the earliest opportunity before the next meeting of the Council.

MAY 2010
Correspondence Noted:
Note	Date Received	From	Subject
1	15/04/2010	HDC	Road closure not required for St George's Day Parade
2	19/04/2010	David Goodwin	Easingwold Town Council Annual Dinner Letter of thanks
3	19/04/2010	Linda Doughty	Street Collection Details as approved by HDC for May 2010
4	19/04/2010	Galtres Centre	Minutes from Management committee meeting held 8/4/10
5	23/04/2010	Ryedale District Council	Statement of Persons Nominated and Notice of Poll on 6/5/10
6	26/04/2010	Ryedale District Council	Informing of Candidate passing away
7	29/04/2010	Helen Madden HDC	NY Rural Housing Enablers Newsletter April 10
8	29/04/2010	NYCC Business & Environment Services	Footway Slurry Sealing programme 2010. Easingwold locations are: Applegarth, Mill Lane, Uppleby and Spring St
9	06/05/2010	Easingwold Local Area Policing	Invitation to meeting 17th May at Galtres Centre
10	06/05/2010	Easingwold Scouts	Invitation to all cllrs to join Centenary events for Whit May bank holiday
11	07/05/2010	Easingwold District Lions	Donation of £500 from Lions towards provisions for play facilities in Memorial Park
12	07/05/2010	HDC	Area Forum meeting; Easingwold meeting is on Thursday 29/7/10 at 7pm Galtres Centre
CORRESPONDENCE FOR DECISION:
Ref:	Date Received:	From:	Subject:
1	23/04/2010	NYCC Chief Executives Group	Proposal to develop a Parish Charter between NYCC, Parish Councils / parish meetings and district councils: an agreement setting out the respective roles and obligations
2	26/04/2010	Woodland Trust	Millfields wood 10th Anniversary - organise an event?
3	06/05/2010	The York Leek Club	Permission to use market stalls for Leek & Vegetable Show on Saturday 4/9/10 and to use the York frontage
4	06/05/2010	NYCC Business & Environment Services	Diversion Order 2010 public footpath numbers 10.40/24 & 10.40/26 Easingwold School & Roxby House - any objections by 2nd June 10