Kirkbymoorside Town Council

Issued on 10th May 2017 for a meeting of the Town Council to be held at 7.30 pm on 15th May 2017 in Church House, Kirkbymoorside

Members of the press and public are welcome to attend

Photographing, recording, broadcasting or transmitting the proceedings of a meeting is permitted so long as this does not disrupt the meeting in any way. As a matter of courtesy should you wish to record the meeting please make this known to the Chair.

1. To elect the Town Mayor for the ensuing year
2. To record the Declaration of Office of the Town Mayor
3. To receive Councillor Ashworth’s report of his engagements since the Ordinary Meeting of the Town Council in April and comments on his period of office
4. To give a vote of thanks to Councillor Ashworth for his work during the year 2016-2017
5. To elect the Deputy Town Mayor for the coming year
6. To receive apologies for absence
7. To receive Declarations of Interest in items on the agenda
8. To confirm the amount of the Town Mayor’s Annual Allowance and how this is to be paid
9. To agree membership and quorum for Committees listed below and to appoint Members to Committees, delegated teams and representatives:
   1. Committees
      1. Finance Committee
      2. Manor Vale Management Committee
      3. Planning Committee
      4. Play Areas & Sports Committee
      5. Staffing Committee
      6. Disciplinary Panel
      7. Appeals Panel
   2. Delegates teams
      1. Internal Control - Councillors Audit
      2. Cemetery Duties
   3. Representatives
      1. Five Towns Meeting
      2. Ryedale Market Towns Working Group
      3. North Ryedale Public Transport Group
      4. Police – Kirkbymoorside Community Consultation Group
      5. Kirkbymoorside Environment Group
      6. John Stockton Trust Foundation
10. To receive reports from representatives on outside bodies
11. Minutes and Matters Arising
    1. To approve the minutes of the Meeting held on 24th April 2017
    2. To consider matters arising
12. Public Session - to allow members of the public to make representations, ask questions and give evidence in respect of any items of business
13. Discussions with Town, District and County Councillors in respect of questions already posed, and any new matters
14. To consider financial matters:
    1. To approve cheque payments according to the list provided
    2. To receive the Financial Summary to 30th April 2017
    3. To note that Quarter 4 of the Councillors Audit has been carried out by Councillors Dowie and Watson
    4. To consider and agree the proposal that at the end of each financial year any unspent funds from the grant, and development cost codes, subject to covering any over expenditure from other cost codes, be held in reserve and earmarked for future development projects matching the same criteria
    5. To consider and agree a ceiling figure of £20,000 for aforementioned development project reserves
    6. To consider and agree to transfer the 2016/17 surplus of cemetery funds, in the amount of £4708.50 to the Cemetery reserves
15. Annual Accounts and Return to 31st March 2017
    1. To consider the Annual Governance Statements as set out in Section 1 of the Annual Return for year ending 31st March 2017 and approve as appropriate
    2. To approve the Accounts for the year to 31st March 2017
    3. To consider the figures to be included in Section 2 (Accounting Statements) of the Annual Return for year ending 31st March 2017 and approve as appropriate
    4. To approve the Bank Reconciliation for inclusion in the Annual Return for year ending 31 March 2017
    5. To approve a report on variances in the accounts beyond the permitted 15%
    6. To approve Minutes of items 1 a-e above
16. To consider and agree the grant application submitted by Next Steps Wellbeing/Mental Health Centre for £1040.00 to pay for the annual rent and refreshment costs for the Kirkbymoorside programmes
17. To review the Town Cemetery charges and agree any changes as appropriate
18. Parking and Traffic Concerns
    1. West End
       1. To note the response to the Town Council's correspondence to local businesses encouraging use of the Town Farm car park
       2. To consider information received from Philip Sharp, NYCC Highways Authority and agree an appropriate response
    2. To note concern raised by members of the public with regards to restricted pedestrian access outside Ryedale Garages, Piercy End and agree a suitable response
19. Sportsfield
    1. To note receipt of the following completed Counterpart Leases and Licences, all dated 5 April 2017:
       1. Lease - Kirkbymoorside Squash Club
       2. Lease - Kirkbymoorside Bowling Club
       3. Lease - Kirkbymoorside Tennis Club
       4. Licence - Kirkbymoorside Cricket Club (Club premises)
       5. Licence - Kirkbymoorside Cricket Club (Cricket pitch)
       6. Licence - Kirkbymoorside Football Club (Club premises)
       7. Licence - Kirkbymoorside Football Club (Football Pitch)
    2. To consider and agree the addition of the cricket/football pitch to the grass cutting schedule and application of the cutting specification to the same, in accordance with item 4.1 Licensor's obligation as specified in the Cricket and Football Club Pitch Licenses
    3. To note that information has been requested in respect of the requirements for the application of fertiliser and weedkiller to the cricket/football pitch, in accordance with item 4.1 Licensor's obligation as specified in the Cricket and Football Club Pitch Licenses
20. Play Areas
    1. To consider and agree to revise the play area inspection schedule to three quarterly inspections by Park Lane Playgrounds, and one annual inspection to be carried out by an independent inspector
    2. To consider and agree the appointment of Streetscape (Products & Services) Ltd. to the annual inspection at a cost of £250 + VAT
21. Youth Council
    1. To consider and agree strategy to generate interest in, and timescales for, the formation of a Youth Council
22. To consider and agree the Town Clerks request to attend the SLCC 2017 Regional Training Seminar on 19th July 2017 at a cost of £69 + VAT plus travel expenses
23. To review the state of street cleaning and consider any action the Council could take to improve matters
24. Receive the Town Mayor’s Report
25. Receive reports from Members representing the Town Council at meetings of outside bodies and delegated matters
26. Receive the Town Clerk's report
27. Questions to the Chair
28. To note the date of the next ordinary meeting of the Town Council on 19th June 2017 at 7.30 pm in Church House

Related Documents:

• Supporting Doc
• 2016-17 Committees & Delegated Teams
• Council Minutes 24 April 2017
• Financial Summary to 30 April 2017
• Budget Summary to 30 April 2017
• Statement of Accounts to 30 April 2017
• Section 1 - Annual governance statement and Section 2 - Accounting statements of the Annual Return 2016/17
• 2016-17 Balance Sheet
• 2016-17 Statement of Accounts
• 2016-17 Bank Reconciliation
• Variances Report 2016-17
• 2016 Cemetery charges
• Agenda item 18
• NYCC Highways Authority - Residents Parking Scheme Policy - out of date
• NYCC Youth Executive Meeting Report
• NYCC Young Advisors leaflet
• Voice Influence and Participation
• SLCC 2017 Regional Training Seminar