Kirkbymoorside Town Council

Issued on 10th April 2017 for a meeting of the Town Council to be held at 7.30pm on 16th April 2018 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 receive apologies for absence
2. To receive Declarations of Interest in items on the agenda
3. Minutes and Matters Arising
   1. To receive and approve the minutes of the Meeting held on 19th March 2018
   2. To consider matters arising
4. Public Session - to allow members of the public to make representations, ask questions and give evidence in respect of any items of business
5. Discussions with Town, District and County Councillors in respect of questions already posed, and any new matters
6. To consider financial matters:
   1. To approve cheque payments according to the list provided
   2. To receive the Financial Summary to 31st March 2018
7. To receive information about the Community Mapping Project set up jointly between the OPCC and North Yorkshire Police and agree participation in the project
8. To consider and agree to support Kirkbymoorside Environment Groups’ Plastic Free initiative
9. Grants
   1. To consider and agree the grant application submitted by All Saints Parish Church in the amount of £2500.00 to contribute towards the cost of grass cutting and maintenance of the churchyard
   2. To consider and agree the grant application submitted by Kirkbymoorside Environment Group in the amount of £250 to contribute towards the cost of printing the local Shopping Guide
10. General Data Protection Regulations
    1. To note that the General Data Protection Regulations come into force on 25 May 2018
    2. To acknowledge receipt of the following information circulated by the Town Clerk:
       1. GDPR checklist and advice issued by SLCC http://mstat260.co.uk/storage/c/014/000000000031/slcc_gdpr_2018_checklist_-_final_version.pdf
       2. GDPR Toolkit for local councils issued by NALC
    3. To consider the following draft documents and agree any recommendations prior to adoption at the meeting on 21 May:
       1. Draft GDPR Data/Information Audit
       2. Privacy Notices
          1. Contact Privacy Notice
          2. Email Contact Privacy Notice
          3. New Councillor Privacy Notice
          4. Employee Privacy Notice
          5. Moorside Room Hirers Privacy Notice
          6. ERoB Privacy Notice
       3. Policies
          1. Information Protection Policy
          2. Retention of Documents Policy
          3. Social Media and Electronic Communication Policy
       4. Contact Consent Forms
          1. New Councillor
          2. Employee
          3. Exclusive Rights of Burial
          4. Moorside Room Hirer
          5. Sports Club Tenancy @ the Sportsfield
    4. To note that clarification with regards to the criteria for appointment of a Data Protection Officer is still awaited from SLCC
11. To note that on 29 March 2018 Ryedale District Council submitted the Development Plan Document entitled ‘Ryedale Plan- Local Plan Sites Document and the Policies Map’ for Examination in Public
12. To note correspondence issued by a member of the public to NYCC Highways Authority and subsequently to the Town Council with regards to safety concerns associated with vehicles parking in close proximity to the junctions off West Fields Road and agree to support the resultant measures taken by NYCC Highways Authority to remedy the situation
13. To note the proposed Lane Closure to carry out maintenance paint works to Hodge Beck New Bridge, A170 Kirkbymoorside from 14th May to 11th June 2018
14. To note correspondence received from the Kirkbymoorside Bowling Club requesting reimbursement of the £200 penalty charge by HMRC for late registration of the Lease with the Land Registry Office and consider a suitable response
15. To receive the Town Mayor's Report
16. Receive reports from Members representing the Town Council at meetings of outside bodies and on delegated matters
17. To receive reports from Members on delegated matters
18. Questions to the Chair
19. To note the date of the next meeting on 21st May 2018 at 7.30pm in Church House

Related Documents:

• Council Minutes 19 March 2018
• Supporting Document
• Financial Summary to 31 March 2018
• Budget Summary to 31 March 2018
• Statement of Accounts to 31 March 2018
• All Saints Grant Application & Supporting documents
• All Saints Bank Statements
• KMEG Grant Application
• KMEG Accounts
• KMEG Bank Statements
• KMEGFinancial Report
• KMEG Constitution
• KMEG Quote
• NALC GDPR Toolkit for Local Councils
• Draft GDPR Data/Information Audit
• Draft Contact Privacy Notice
• Draft Email Contact Privacy Notice
• Draft New Councillor Privacy Notice
• Draft Employee Privacy Notice
• Draft Moorside Room Hirers Privacy Notice
• Draft ERoB Privacy Notice
• Draft Information Protection Policy
• Draft Retention of Documents Policy
• Draft Social Media and Electronic Communication Policy
• Draft New Councillor Consent Form
• Draft Employee Consent Form
• Draft Exclusive Rights of Burial Consent Form
• Draft Moorside Room Hirer Consent Form
• Draft Sports Club Tenancy @ the Sportsfield Consent Form
• Ryedale Plan - Local Plan - Local Plan Sites Document submisstion
• Correspondence regarding traffic concerns on West Fields Road
• NYCC Notification of Works - Hodge Beck New Bridge
• Kirkbymoorside Bowling Club correspondence