Kirkbymoorside Town Council

Issued on 13th May 2020 for a meeting of the Town Council to be held remotely via Zoom at 7.00pm on 18th May 2020

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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 Holroyds report of the year 2019-20 and comments on his period of office
4. To give a vote of thanks to Councillor Holroyd for his work during the year 2019-20
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. Delegated teams
      1. Internal Control - Councillors Audit
      2. Cemetery Duties
   3. Representatives
      1. Five Towns Meeting
      2. North Ryedale Public Transport Group
      3. Police – Kirkbymoorside Community Consultation Group
      4. Kirkbymoorside Environment Group
      5. John Stockton Trust Foundation
10. Minutes and Matters Arising
    1. To approve the minutes of the Meeting held on 16th March 2020
    2. To consider matters arising
11. Public Session - to allow members of the public to make representations, ask questions and give evidence in respect of any items of business
12. Discussions with Town, District and County Councillors in respect of questions already posed, and any new matters
13. To consider financial matters:
    1. To report accounts paid since the last meeting of the Council and to approve cheque payments according to the list provided
    2. To note the purchase of 1no. Lenovo V145 laptop and associated charges by JRA Services Ltd to clone existing operating system and transfer files @ £504.00 + VAT to replace the existing Town Council laptop, authorised in accordance with Minute 19208 dated 16th March
    3. To receive the Financial Summary to 30th April 2020
14. Annual Accounts and Return to 31st March 2020
    1. To consider the Annual Governance Statements as set out in Section 1 of the Annual Return for year ending 31st March 2019 and approve as appropriate
    2. To approve the Accounts for the year to 31st March 2020
    3. To consider the figures to be included in Section 2 (Accounting Statements) of the Annual Return for year ending 31st March 2020
    4. To approve by resolution the figures to be included in Section 2 (Accounting Statements) of the Annual Return for year ending 31st March 2020
    5. To approve the Bank Reconciliation for inclusion in the Annual Return for year ending 31 March 2020
    6. To approve a report on variances in the accounts beyond the permitted 15%
    7. To approve Minutes of items a-f above
15. To review decisions concerning access to all public spaces, play areas, sports fields and cemetery in keeping with current government COVID 19 guidance
    1. https://www.gov.uk/government/speeches/pm-address-to-the-nation-on-coronavirus-10-may-2020
    2. https://www.gov.uk/government/publications/coronavirus-outbreak-faqs-what-you-can-and-cant-do/coronavirus-outbreak-faqs-what-you-can-and-cant-do
16. Grant Applications
    1. To consider and agree the grant application submitted by Next Steps Mental Health Resource Centre in the amount of £1092 to cover the cost of rent for the Kirkbymoorside sessions
    2. To consider and agree the grant application submitted by Kirkbymoorside History Group in the amount of £600 to contribute to the cost of a full day event in celebration of the 75th Anniversary of the Victory in Europe to be held post CV-19
    3. To consider and agree the grant application submitted by Friends of Kirkbymoorside Primary School in the amount of £2000 to contribute towards the project costs to regenerate and add to the existing play equipment at the school
17. Sports field
    1. To receive the 2020/21 Levy calculations
    2. To consider and agree to waive the 2020/21 levy charges in response to the coronavirus situation
    3. To consider and agree to absorb the cost of utilities at the sports field for the period during which the facilities have not been accessible due to the coronavirus
18. Planning
    1. To review planning applications:
    2. 20/00412/HOUSE | Erection of single storey rear garden room extension | Kings Lea Vivers Place Kirkbymoorside YO62 6EA https://planningregister.ryedale.gov.uk/caonline-applications/applicationDetails.do?activeTab=externalDocuments&keyVal=Q9WGM6NOG6Z00
    3. To note Planning Decisions:
       1. 20-00286-FUL | Demolition of existing derelict stone barn and erection of general purpose building for storage of feed, small agricultural equipment, work van and tools and for storing and working on applicants motorcycles | Velgrae Barn Carter Lane Kirkbymoorside YO62 6DS Approved
19. Receive reports from Members representing the Town Council at meetings of outside bodies and delegated matters
20. Receive the Town Clerk's report
21. Questions to the Chair
22. To note the date of the next ordinary meeting of the Town Council on 15th June 2020 at 7.30 pm venue and accessibility to be confirmed

Related Documents:

• 2020-21 Committees & Delegated Teams
• Council Minutes 16 March 2020
• Supporting Document Agenda item 13.
• Statement of Accounts to 30 April 2020
• Budget Summary to 30 April 2020
• Pages 3 - 5 of Annual Governance and Accountability Return 2019/20 Part 3:Annual Internal Audit Report 2019/20; Section 1 - Annual Governance Statement 2019/20; Section 2 - Accounting Statements 2019/20
• 2019/20 Statement of Accounts
• 2019/20 Bank Reconciliation
• Variances Report 2019/20
• Next Steps Grant Application
• Next Steps Accounts 2019
• Next Steps Budget 2020-21
• History Group Grant Application
• History Group Constitution
• History Group Accounts
• Friends of Kirkbymoorside Primary School Grant Application
• Friends of Kirkbymoorside Primary School Grant letter April 2020
• Friends of Kirkbymoorside Primary School Accounts
• Friends of Kirkbymoorside Primary School Constitution
• Friends of Kirkbymoorside Primary School Flooring to existing trail
• Friends of Kirkbymoorside Primary School Equipment only Quote
• Friends of Kirkbymoorside Primary School Equipment & Surface Option
• Friends of Kirkbymoorside Primary School Climbing System
• Draft play area notice
• Draft Sports field notice
• 2020-21 Levies

Notice issued by Mrs L Bolland, Town Clerk to Kirkbymoorside Town Council