New Earswick Parish Council
Minutes of the Annual Meeting
16 May 2022
Business Commenced at 19.00 hours

Attending Councillors:  Sue Glenton (Chairman)                                (SG)
                                         Christine Cooke                                             (CC)
                                         Christine Durrant                                           (CD)
                                         Roy Love                                                        (RL)
                                         Darren Newton                                              (DN)
                                         Audrey Steel                                                  (AS)

Apologies: Yvonne Orton                                                  (YO)
                                         Carol Runciman                                              (CR)

Clerk/Minute Taker:       Sally Bruckshaw                                              (SB)

22.05.01       Election of the Chair Person for 2022-23 and Acceptance of Office

Members proposed that Cllr S Glenton remain as Chairman for the following year.

RESOLVED:  That SG continue in the post of Chairman for 2022-23. The Acceptance of Office was signed.

22.05.02       Notices of the Meeting, Receipt of Apologies and Approving
Reasons for Absence

The notices of the meeting had been posted on the Parish notice board, web site and COYC web site.  The reasons for absence were approved.

22.05.03       Update of Register of Interest Forms As Required

Any changes required were to be notified to the Clerk.

22.05.04       Membership of the Council – Co-option to Casual Vacancies

Two vacancies remained.

22.05.05       To Approve the Minutes of the Meeting held on 21 April, 2022

The minutes of the previous meeting were approved as a correct record and signed by the Chairman. 

22.05.06       To Approve the Minutes of the Annual Parish Meeting held on 21
April, 2022

The minutes of the Annual Parish Meeting were approved as a correct record and signed by the Chairman.

22.05.07       Police Matters

SG to attend a meeting organised by the Police Commissioner.  The new bus shelter continued to be vandalised.  The Police had been notified of reports of drug dealing.

22.05.08       Election of Officers 2022-23

Vice Chairman - RL
Finance Committee – CD, RL, CR & AS
Bank Signatories – Confirmed the four signatories would remain.
General Purposes and Planning Committee –  CC, DN, RL & AS
Rights of Way Officer – YO (with support from FC)
Nature Reserve – CD & SG (with support from YO)
Board of Trustees - Friends of New Earswick Pool - SG
River Foss Society - CD
York Bus Forum – SG
Yorkshire Local Councils Associations – SG & RL
Emergency Planning – SB & SG
Defibrillator Guardian – SB & DN

22.05.09   To Consider Any Matters Arising from the Minutes of the Previous Meeting

A  St Nick's Green Corridor Project – To notify an error relating to ownership of one of the areas.  Also to contact COYC Planning in connection with the area highlighted as being used by otters.  Information on the Conservation Volunteers (13.4.22) and the work they could undertake had been received.

B New Earswick News Letter – Details had been forwarded relating to the Parish Council.

C  Outstanding Environmental Matters – Re-surfacing of Lime Tree Avenue had taken place, however, broken kerbs remained.  SG to raise the other problems concerning the play area swings and building materials again.  It was also noted that the lack of signage to New Lodge was causing problems for delivery drivers. SG to notify JRHT at their next meeting.

22.05.10     To Receive Correspondence Since the Previous Meeting Other Than That
Circulated for Information

29.4.22 -  Home Instead York – Noted.

4.5.22 -  COYC - Repairs to River Foss embankment near the Link Road – An update had been received from  the Rights of Way Officer.  A request for costings for the repairs had been made.

22.05.11 To confirm Insurance Arrangements for the 2022-23 Year

RESOLVED:  That the current insurance provision be renewed.

22.05.12      Annual Accounts 2021-22:-

A     To Receive the Internal Auditor's Written Report for 2021-22 – No issues had been raised.

RESOLVED:  That the report be received.

B     To Note the Annual Internal Audit Report for 2021-22 Included at Page 3 of the Annual Governance and Accountability Return 2021-22.

RESOLVED:  That the Internal Audit Report be noted.

C     To Approve Section 1 - Annual Governance Statement  2021-22 for New
Earswick on Page 4.

RESOLVED:  That the Annual Governance Statement be approved.

D     To Approve Section 2 - Accounting Statements  2021-22 on Page 5.

RESOLVED:  That the accounting statements be approved.

E     To Approve the Publication of Documents required by Accounts and Audit Regulations 2015, the Local Audit (Smaller Authorities) Regulations 2015 and the Transparency Code for Smaller Authorities

RESOLVED:  That the supporting documents required by the Audit Regulations be published on the web site.

SG to sign the appropriate pages of the return and these would then be forwarded to the External Auditors.

22.05.13     Proposed Changes to Office Accommodation

SG had met with the Deputy Director (Housing) and updated Members.  It was agreed that further information was required on the options available.

22.05.14     Planning Consultations

A  22/00724/LBC - 2 Poplar Grove, New Earswick YO32 4BP

Internal and external works including replacement of external and internal lobby doors and refurbishment of external doors at the rear of 2, 4, 6, 8, 10, 12, 16, 18, 20 and 24 Poplar Grove.  CC declared an interest in this application (as a resident no notification had been received).

B  22/00796/TCA - Old Coach House, Church Lane, Huntington YO32 9RE

Crown thin and remove deadwood of 3 no. sycamores in a Conservation Area.

C  22/00951/TCA - 18 Rowan Avenue, New Earswick YO32 4AT

 Fell 1 no. Horse Chestnut Tree in a Conservation Area

 D  22/00952/TCA - 34 Chestnut Grove, New Earswick YO32 4BU

Fell 2 no. conifer trees in a Conservation Area.

E  22/00961/TCA - 47 Hawthorn Terrace, Hawthorn Terrace Central, New Earswick YO32 4AP

Fell 1 no. conifer tree in a Conservation Area.

F  22/00963/TCA - 49 Hawthorn Terrace, Hawthorn Terrace Central, New Earswick YO32 4AP     

Fell 1 no. Portuguese laurel tree in a Conservation Area.

Members had no objection to these applications.  Response B.

SG was to contact JRHT relating to the poor detail on the applications for tree works and lack of notification to Members of the Council (email from JRHT 12.5.21 refers).  Whilst Members appreciated that emergency action may have been required on 22/00951/TCA, the tree had been felled several weeks before the consultation deadline had expired.

22.05.15      Update on Jubilee Celebrations

The Commemorative mugs had been ordered and a date for the presentation was to be agreed with the Primary School.  SB to contact JR School regarding possible support for tree planting as part of their 80th Anniversary Celebrations.

22.05.16      To Approve the Payments Listed Below

A  Communicorp (Section 137)                                             1763.76 (25.4.22)
B  Zurich Municipal                                                                 513.45 (16.5.22) 
C  Salary (May)                                                                       673.35 (20.5.22)

22.05.17      Items for the Next Meeting

Update from the Finance Committee.

RESOLVED:  That the above payments be accepted.

There being no further business, the meeting closed at 20.25 hours.

Signed ___________________ Chairman, 16 May, 2022