15/16/03 Minutes of the Meeting of Sancton Parish Council held on Monday 6 July 2015, in The
Chapel, Rispin Hill, Sancton, commencing at 7pm
Present: Councillor Derek Cary (Chairman), Councillor Sally Wightman (Vice Chairman),
Councillor Mike Padgett, Councillor Chris Shepherd, Councillor James Reckitt and
Councillor Stan Stokes
Also in attendance: Ward Councillor Andy Burton and Mrs Hazel Reckitt (Clerk)
1. Apologies for absence
Apologies were received from Councillor Graham Tidman (holiday), Councillor Sharan Harvey
Leach (illness), and Ward Councillor David Rudd.
2. To record Declarations of Interest by any Member of the Council in respect of the agenda
items listed below. Members declaring an Interest should identify the agenda item and
type of Interest being declared
None declared.
3. To note any Dispensations given to any Member of the Council in respect of the agenda
item listed below
None given.
4. Open Forum
Councillor Shepherd asked if ERYC could request that the owner of a piece of land west of
White Row Cottages in Low Street, tidied it up. Ward Councillor Burton suggested the Clerk
contact the owner before making an official request to ERYC. ACTION: CLERK
Councillor Wightman complained that the grass bank outside the Church was still only being
partially cut by ERYC. The Clerk was asked to write to Ward Councillor Burton to request a
work rota. ACTION: CLERK
Councillor Cary reported that the Parish Council had received 3 complaints from residents
about a wooden rectangular area being built into the grass embankment outside 1 Jackson
Terrace. He has passed residents concerns to Ward Councillor Rudd as this is believed to be
ERYC land.
5. To adopt the minutes of the Annual Meeting of Sancton Parish Council held on 21 May
2015
The minutes were accepted as a true and accurate record. Proposed Councillor Wightman.
Seconded Councillor Padgett. All in favour.
RESOLVED: The minutes of the Annual Meeting held on 21 May 2015 were adopted.
6. To receive the Clerk’s report on these minutes and any other current business
6th October 2014
Vat registration enquiry – second letter sent 8 June. Awaiting response.
6th May 2015
Damage to Houghton Lane verges – Site now operating. HGV deliveries finished. Councillor
Cary opened dialogue with site, and Councillors will be invited to view the site shortly.
21st May 2015
Register of Interest and Declaration of Acceptance of Office forms - submitted to ERYC.
Letterhead – website address added.
Training – Clerk attended Planning Training on 16 June at County Hall.
Internal Auditor – Mr Anthony Whiteley appointed for 2015/16.
Meeting dates – booked and paid for until 9 May 2016.
2
Flag Flying Policy – updated and uploaded to website.
Other items
Cemetery – only eight unreserved graves spaces remain.
7. To receive and approve the Financial and Budget Reports and to authorise any payments
due, and to sign cheques
The financial papers are attached to these minutes. The Financial Report was approved, four
cheques were signed (includes cheque at minute 19), a total of 42 additional working hours
for the Clerk were agreed, and Councillor Stokes verified the bank statements to cash book.
Proposed Councillor Wightman. Seconded Councillor Shepherd. All in favour.
The Budget Report was approved. Proposed Councillor Stokes. Seconded Councillor Reckitt.
All in favour.
RESOLVED: The Financial and Budget Reports were approved. A total of four cheques were
signed, and 42 additional Clerk working hours were approved.
8. To review delegation arrangements to the Clerk, and to authorise action to be taken
Delegated authorities to the Clerk include control of the Stationery budget (£300), Training
budget (£160), authority to waive grave reservation fees for persons born in Sancton and
resident in Sancton at the time of death (this will be confirmed by resolution of the Council
at the next meeting), and authority to agree urgent maintenance work to be carried out by
“Friends of Sancton”. Councillor Padgett proposed the delegation arrangements continued.
Seconded Councillor Wightman. All in favour.
RESOLVED: The current delegation of authority arrangements to the Clerk will continue.
9. To review subscriptions to outside bodies, and to authorise action to be taken
The annual subscription to ERNLLCA costs £239.94. It was unanimously agreed this was
extremely good value and Councillor Wightman proposed it was continued. Seconded
Councillor Reckitt. All in favour.
RESOLVED: To continue to pay the annual subscription to ERNLLCA.
10. To consider, amend, and approve the Complaints Procedure, and to authorise action to be
taken
The draft Complaints Procedure dated July 2015 was reviewed and adopted. Proposed
Councillor Reckitt. Seconded Councillor Padgett. All in favour. The Clerk will upload it to
the website. ACTION: CLERK
RESOLVED: The Complaints Procedure dated July 2015 was adopted.
11. To review the procedure for handling Freedom of Information requests, and to review
compliance with the Data Protection Act, and to authorise action to be taken
Freedom of Information Procedure
Councillors resolved to adopt the FOI Procedure with an amendment to levy charges for
each request. Proposed Councillor Wightman. Seconded Councillor Shepherd. All in favour.
Councillor Wightman asked the Clerk to add the review of charges for the Scheme of
Publication document to the next agenda. AGENDA ITEM NEXT AGENDA
POST MEETING NOTE: Having taken advice from ERYC and The Information
Commissioner’s Office, the charges Councillors resolved to make are not compliant with
the legislation. The Freedom of Information Procedure will therefore be reviewed again at
the next meeting. AGENDA ITEM NEXT AGENDA
3
Data Protection Procedure
The Data Protection Procedure 2015 was approved without amendment. Proposed
Councillor Shepherd. Seconded Councillor Reckitt. All in favour. The Clerk will upload this to
the website. ACTION: CLERK
The Clerk was asked to make enquiries about registration as a data handler with The
Information Commissioners Office. ACTION: CLERK
The Chairman asked the Clerk to add this item to the next agenda. AGENDA ITEM NEXT
AGENDA
RESOLVED: The Data Protection Procedure 2015 was adopted.
12. To review the new Standing Orders and to discuss and agree any new procedures/action
required to achieve compliance
The Clerk outlined the changes to the new Standing Orders. After discussion Councillors felt
the Council was compliant, and Councillor Wightman proposed adoption of the new Model
Standing Orders. Seconded Councillor Shepherd. All in favour. The Clerk will upload these
to the website. ACTION: CLERK
RESOLVED: The new NALC Model Standing Orders were adopted.
13. To agree the co-option procedure, to decide whether the Council wishes to co-opt a new
Member to fill the current vacancy, and to authorise action to be taken (NOTE: Co-option
of a new Councillor may not be undertaken at this meeting)
Councillors discussed the co-option procedure and asked the Clerk to draft a procedure
based on their requirements, for approval at the next meeting.
DEFERRED TO NEXT MEETING
Ward Councillor Andy Burton left the meeting.
14. To receive the report for the Annual Inspection of the Play Area, and associated
correspondence, to consider any action required to be taken. To consider a routine
maintenance schedule, and to authorise any remedial works to be undertaken, and any
other actions necessary
The Play Equipment Annual Inspection highlighted the links on the birds nest swing as being
a very low risk for finger trapping. The Clerk was asked to write to the insurers for guidance
regarding the links on the timber birds nest swing, following correspondence from the
manufacturers on this subject. ACTION: CLERK
Councillor Cary will obtain information from Market Weighton Town Council about their
routine maintenance schedule for play equipment. ACTION: COUNCILLOR CARY
This item was deferred to the next meeting pending receipt of further information.
DEFERRED TO NEXT MEETING
15. To consider, amend, and approve the draft Risk Assessment for the Play Area and Back
Field, and to authorise action to be taken
Councillor Cary will obtain a copy of the Playground risk assessment from Market Weighton
Town Council in order that Councillors may make a comparison to ours. ACTION:
COUNCILLOR CARY
The draft Risk Assessment for the Play Area and Back Field carried out by Councillors
Shepherd and Padgett on 3 June 2015 was adopted. Proposed Councillor Reckitt. Seconded
Councillor Padgett. All in favour. The Chairman asked the Clerk to add this item to the next
agenda so that the document may be reviewed against the one from Market Weighton
Town Council. AGENDA ITEM NEXT AGENDA
4
RESOLVED: To adopt the Play Area and Back Field Risk Assessment carried out on 3 June
2015. To review in August 2015.
16. To consider comprehensive risk assessments for the other open areas managed by the
Council in accordance with insurance requirements. Areas to be considered are Gravel
Pits, Village Field, Cemeteries, and pond. To authorise action to be taken
Councillors agreed that comprehensive risk assessments for all open spaces under Council
control should be undertaken. Councillors Shepherd and Padgett will complete these. The
Clerk will provide a template. Proposed Councillor Reckitt. Seconded Councillor Padgett. All
in favour. ACTION: COUNCILLORS SHEPHERD/PADGETT/CLERK
RESOLVED: Councillors Shepherd and Padgett will carry out risk assessments for all open
spaces under Council control for approval by the Council.
17. To receive an update from the Recreation and Environment Working Party from Councillor
Chris Shepherd . To agree any volunteer work to be carried out in July and to authorise
action to be taken
Councillor Shepherd reported that the following work had been carried out by the “Friends
of Sancton” –
The Village Field had been cut, and the ragwort mown off.
The small hole in the Multi Play unit in the Play Area had been repaired.
The picnic table in the Play Area had been securely anchored to the ground.
Councillors Shepherd and Padgett had pulled up the ragwort in the Back Field.
The noticeboard in Low Street had been sanded and stained.
The staples in the goal post in the Play Area had been driven in so they were no longer a
hazard.
The Heras fencing in the Back Field had been removed.
Councillor Shepherd had received a complaint that the goal net had been removed in the
Play Area.
He noted that the gate to the Village Field was beyond repair and said he would try to find a
temporary gate until grant funding could be obtained to replace it.
Councillor Padgett will take over responsibility for the pond. ACTION: COUNCILLOR
PADGETT
Work to be carried out by the volunteer group in July includes –
Removal of the stepping logs and gravel path in the Play Area.
Ragwort removal in the Village Field.
Dog fouling stencilling on pavements.
Removal of the pig ark in the Gravel Pits.
Temporary replacement of Village Field gate.
Councillors noted work carried out, and Councillor Wightman proposed the work listed for
July was authorised by the Council. Seconded Councillor Stokes. All in favour.
RESOLVED: The work listed above was authorised by the Council, to be carried out in July
by the “Friends of Sancton” .
18. To authorise Councillor Chris Shepherd and Councillor Mike Padgett to routinely inspect
areas managed by Sancton Parish Council, to include the pond, Village Field, Cemetery,
Gravel Pits, Play Area, and Back Field, and to issue instructions that have been agreed, in
advance, at a meeting by Sancton Parish Council, to the volunteer group “Friends of
Sancton” (ref Standing Orders point 24)
5
Councillor Stokes proposed that Councillors Shepherd and Padgett were authorised to
routinely inspect areas under Council control, and to issue instructions that have been
agreed by the Council to the volunteer group. Seconded Councillor Wightman. All in favour.
RESOLVED: Councillors Shepherd and Padgett were authorised to routinely inspect all
open areas under Council control, and to issue instructions that have been agreed in
advance, at a meeting, by Sancton Parish Council, to the volunteer group “Friends of
Sancton”.
19. To consider reports of an unauthorised trial bike using the Gravel Pits area. To consider
guidance from ERNLLCA, and the insurers regarding the erection of signs, and /or fencing,
to prevent unauthorised use, and to authorise action to be taken
Councillors expressed their concerns about an unauthorised trial bike using the Gravel Pits
area. The Clerk presented advice from ERNLLCA on the matter. It was decided to erect 3
signs in the area showing wording advised by ERNLLCA, and that the area should be fenced
off adjacent to the bridleway, with a gated and pedestrian access in due course. Grant
monies would be sought from the Windfarm to cover the cost. Councillor Padgett
undertook to liaise with ERYC about suitable types of pedestrian access. ACTION:
COUNCILLOR PADGETT
As this matter was deemed to be of an urgent nature and the cost of the signs was low, it
was decided to use The Big Sign Company at a cost of £10 plus VAT per sign, and to waive
the need to obtain 3 quotations in this instance.
Councillor Cary will order and collect the signs and liaise with Councillor Shepherd regarding
their erection. ACTION: COUNCILLORS CARY/SHEPHERD
Proposed Councillor Shepherd. Seconded Councillor Reckitt. All in favour.
A cheque for £36 was signed.
RESOLVED: To erect 3 signs to advise against unauthorised use of the Gravel Pits as soon as
possible, at a cost of £36, and to erect fencing with a gated and pedestrian access in due
course.
20. To determine the fence and gate specifications for the grant applications to the Sancton
Hill Community Benefit Fund for funding for - the replacement of fencing and gate on the
eastern side of the Village Field, replacement of fencing in the Children’s Play Area,
erection of fencing in the Back Field, and replacement of fencing by the pond. To authorise
action to be taken
Village Field – wooden post and rail fencing from the metal fencing near the Village Hall on
the eastern side of the field, up to the entrance to the Nursery car park. A wooden 5 bar
gate and pedestrian access as is there now.
Play Area – The Clerk was asked to take advice from the Play Inspection Company regarding
recommended fencing for playgrounds. The Council would prefer metal fencing at the front,
and the hedge to be laid at the back of the area. ACTION: CLERK
DEFERRED TO NEXT MEETING
Back Field – It was decided to defer to a future meeting pending other considerations.
Pond – wooden fencing as it is now.
The Clerk was asked to obtain 3 quotations for each job in readiness for submitting grant
applications when the Fund is open. Councillors suggested contacting Gary Atkinson and
Roger Westmoreland for quotations. ACTION: CLERK
Proposed Councillor Reckitt. Seconded Councillor Padgett. All in favour.
RESOLVED: The Clerk was asked to obtain 3 quotations for the fencing specifications listed
above, in readiness to submit grant applications to Sancton Hill Windfarm Community
Benefit Fund.
6
21. To consider other projects for which the Council would like to submit a grant application
to Sancton Hill Community Benefit Fund, and to authorise action to be taken
Councillors wished to submit a grant application to fund fencing and gating for the Gravel
Pits area as described at item 19. The Clerk was asked to obtain 3 quotations once
Councillor Padgett confirmed the pedestrian access recommended by ERYC. ACTION: CLERK/
COUNCILLOR PADGETT
Proposed Councillor Wightman. Seconded Councillor Shepherd. All in favour.
RESOLVED: To submit a grant application to Sancton Hill Windfarm Community Benefit
Fund for fencing and gating for the Gravel Pits.
22. To consider planning application ref 15/01531/PLF – Erection of two storey extension to
rear, detached garage and covered walk way to existing outbuilding at Prospect House,
High Street, Sancton, East Riding of Yorkshire, YO43 4QT for Mr Egdell, and to authorise
action to be taken
After consideration of the plans, Councillors decided to approve the application with a
condition. It was felt that the lack of information about materials to be used was concerning,
and Councillors wished ERYC to ensure that any materials used were in keeping with the
existing. The Clerk was asked to respond accordingly. ACTION: CLERK
Proposed Councillor Reckitt. Seconded Councillor Padgett. All in favour.
RESOLVED: To approve planning application 15/01531/PLF with a condition imposed that
any materials used, must match the existing.
23. To consider correspondence received from ERYC, and Allerthorpe PC regarding the review
of the Community Partnership Meetings and to authorise any action to be taken
Councillor Cary expressed his concerns at the review of the Community Partnership Meeting.
As someone who regularly attended the meetings, he said they provided great benefit to
small councils such as Sancton, and urged Councillors to support their continuation.
Councillors unanimously agreed, and the Clerk was asked to email Alan Menzies ERYC
Director of Planning and Economic Regeneration accordingly. ACTION: CLERK
Proposed Councillor Wightman. Seconded Councillor Stokes. All in favour.
RESOLVED: The Clerk will inform ERYC of their support for Community Partnership
meetings.
24. To receive and note correspondence
ERYC – Planning website training for Clerks
M Padgett – Notes from Windfarm Opposition Group
ERYC – Code of Conduct training
ERYC – rent increase for Back Field to £202 pa
alteration
Historic Towns Forum – newsletter
ERYC – Parish support for websites
ERYC – Flood Liaison Group minutes
ERYC – National Citizen Service
White Rose Polo – poster
ERYC – Register of electors
ERNLLCA – Big Lunch Extras
ERNLLCA - NALC Chairman’s letter
P Hemmerman – Minsters Rail Campaign
SLCC – training info
M Padgett – Windfarm survey – Newbald
Glasdon – flyer - bins
ERYC – Review of Community Partnership
HAGS SMP – flyer - play equipment
MWTC – Appointment of Mayor
ERYC – Parish elections info
ERYC – Neighbourhood Plans – Code of Conduct considerations
ERYC – Archives – photo request
ERNLLCA – newsletter
ERYCCG – AGM invitation
Humberside Police – newsletter
7
A Stocking – Parish Clerk vacancies – Everingham/Harswell and North/South Cliffe
Morton Training – course info x5
Humberside Police – bogus callers x2
ERNLLCA – Desktop Advisory Service access times
ERNLLCA – Chairman’s details
ERYC – NEHS Grants Sheme
ERYC – planning training info
ERNLLCA - new Clerk training
ERYC – Receipt of Register of Interests
Making Parishes Better Places – FOI request
ERYC – Ward Councillors introduction
D Cary – Sancton speed check results
ERYC – Parish News –June
ERYC – Highways Meeting x3
ERNLLCA – Clerk vacancy - Hedon
ERNLLCA – Making Parishes Better Places
ERYC Community Partnership notes
Historic Towns Forum – Green events
ERYC – Code of Conduct training
ERYC – Joint Local Access Forum agenda
ERYC – CCTV cameras in East Riding
ERYC – Electronic working with Planning Service ERYC – Planning Service registration
ERYC – ER Local Plan Allocations meeting
ERNLLCA – Clerk vacancy – Burstwick
D Cary – CP Meeting to discuss Highways
Humberside Police – shed burglary
ERYC – Armed Forces Day – Fly the flag
Electoral Roll – Notice of Alteration
S Cary – play equipment inspections flyer
ERNLLCA – Yorkshire Energy Partnership
ERYC – Council summons
MWTC – Yorkshire Day Event
ERYC – Code of conduct training x2
Humberside Police – scam alert
ERNLLCA – Conference 2015
ERNLLCA – Commonwealth Flag Day
ERYC – ER Local Plan Allocations Document Further Hearings
ERNLLCA – AGM resolutions
ERNLLCA – newsletter
J Middleton Hawes – Allotment car park
D Cary – (forwarded email) REG Windpower – Sancton Hill 2
ERYC – Planning consultation training notes
Councillors noted correspondence. Councillor Cary noted that the proposed extension to
the Sancton Hill Windfarm had been dropped by REG Windpower. Councillor Wightman
noted the excellent job of tidying up the Allotment car park carried out by a resident
recently.
Date of next meeting – Monday 3 August 2015 in The Chapel, Rispin Hill, Sancton, commencing at
7pm
The meeting closed at 10.07pm.
SANCTON PARISH COUNCIL – Financial Report 06 July 2015
Balance b/fwd at 21.05.2015
Current A/C
Saver A/C
15981.50
1149.56
Opening balance
17131.06
EXPENDITURE
21.05.15
The Play Inspection Co (play equipment inspection)
Payne & Payne (solicitors fees for lease registrations)
H Reckitt (re-imbursement printer supplies)
Sancton Methodist Church (room hire to May 2016)
66.00 (minute 9, 13.04.15)
120.00 (minute19, 06.10.14)
92.87 (minute10, 21.05.15)
126.00 (minute17,21.05.15)
Total expenditure
404.87
INCOME
01.06.15
08.06.15
01.07.15
250.00
0.15
450.00
M Garton & Son (burial F4)
Bank Interest
M Sharp (Funeral Dir) (burial G47, reservation G46)
Total income
700.15
Balance as at 06.07.15
17426.34
Balance as bank at 15.06.15 statement shows no unpresented cheques.
Cheques for signature
ERNLLCA
ERYC
H Reckitt
The Big Sign Co
(Training £15 per delegate)
(Back Field rent)
(Clerk salary April/June)
(3 signs Gravel Pits)
54.00 (minute 29, 21.05.15)
202.00 (minute 7, 06.07.15)
892.49 (minute 21, 13.04.15)
36.00 (minute 19 06.07.15)
Other payments agreed but not yet paid out
Henleys Nurseries
Turf up to £50.00 (minute 10, 13.04.15) - from Play Area Repair Fund
Burial error
estimated cost £200.00 (minute 8, 06.05.15)
I seek approval to inform payroll of 32 additional Clerk working hours for the period 1 April – 30 June
2015, plus 2 funerals (5 hours per funeral), making a total of 42 additional working hours @ £8.50
per hour. Total £357.00.
I seek approval to make these payments and any others authorised by the Council at its meeting on
06 July 2015.
Prepared by Hazel Reckitt (Parish Clerk) 06 July 2015
Signed..........................................................Chairman
Dated 06 July 2015
Sancton Parish Council Budget 2015
2014
expenditure
Total 2015
Budget
Expend. To date
Amount remaining
Clerk salary
Budget
Expend. To date
Amount remaining
Admin (fees,room hire,
payroll)
£
£
630.00
£
-
£
630.00
£
3,570.00
£
-
£
3,570.00
Budget
Expend. To date
Amount remaining
Stationery
Budget
Expend. To date
Amount remaining
Training
Budget
Expend. To date
Amount remaining
Insurance
Budget
Expend. To date
Amount remaining
Audit
Budget
Expend. To date
Amount remaining
Salt
Budget
Expend. To date
Amount remaining
Xmas lights inspection
Budget
Expend. To date
Amount remaining
Election expenses
Budget
Expend. To date
£
£
485.00
£
428.94
£
56.06
£
300.00
£
116.62
£
183.38
£
160.00
£
-
£
160.00
£
300.00
£
-
£
300.00
£
265.00
£
-
£
265.00
£
80.00
£
-
£
80.00
£
50.00
£
-
£
50.00
£
1,000.00
£
-
May-15
Parish paths
£
£
£
£
£
£
£
£
600.00
3,704.23
522.14
97.87
179.00
265.00
100.00
-
-
-
£
126.00
£
77.40
Amount remaining
Cemetery (rates,
maint.)
Budget
Expend. To date
Amount remaining
Back field (rent ROSPA,
maint.)
£
Budget
Expend. To date
Amount remaining
Play area (rent ROSPA,
maint. Equip.repair)
£
Budget
Expend. To date
Amount remaining
Gravel Pits
Budget
Expend. To date
Amount remaining
Village Field (rent
maint.)
Budget
Expend. To date
Amount remaining
Misc. exp.
Budget
Expend. To date
Amount remaining
General reserve fund
Budget
Expend. To date
Amount remaining
Accruals
Budget
Expend. To date
Amount remaining
£
2,598.00
1,000.00
£
1,810.00
£
45.12
£
1,764.88
£
1,220.00
£
27.50
£
1,192.50
£
860.00
£
27.50
£
832.50
£
-
£
-
£
-
£
240.00
£
-
£
240.00
£
1,000.00
£
-
£
1,000.00
£
1,000.00
£
-
£
1,000.00
£
168.00
£
118.00
£
50.00
Budget
Expend. To date
Amount remaining
£
-
£
-
Budget Total
£ 13,138.00
Expend. To date
Amount remaining
£
£
£
2,375.50
£
7,960.57
-
62.88
750.00
£ 19,215.19
£
763.68
£ 12,374.32
£
27.50
£
27.50
£
100.00
£358.40
VAT to date
General Reserve Fund
£
2,210.79
£
46.47
£46.47