Minutes of annual general meeting held on 28 May 2024 at Pickhill School. Ref: AGM24

1. OPEN SESSION : Mr Walker: pleased to report that the emergency repairs to a water pipe across Street Lane near Cow Corner, resulting in an unscheduled one week road closure, were all now completed. Mr Clarke: referred to the Parish being like living “in a bubble” and that we were very lucky. 2. PRESENT: Parish Councillors: Mr Ron Barker (Chair), Mr Graham Clarke (Vice Chair), Mrs Norma Grubb (also Parish Clerk), Mr Minty Scaife. Others: D Grubb (Minutes). Residents: Mr R Walker, Mr S Barley. APOLOGIES: Cllr David Webster (NYC). 3. APPROVAL OF MINUTES OF LAST MEETING (4 Feb. 2025 - Ref 340): Agreed. Signed by Chair . 4. MATTERS ARISING FROM MINUTES : 1. Damage to trees on Street Lane (opposite “Station” wall): Both Mr Barker and Mr Clarke had spoken separately with the owner of the field hedge which was being trimmed when the tree damage occurred. She was very upset about it and willing to assist in rectifying the damage. Discussion on the best way forward: whether the trees could be saved; if replacing would just lead to further damage in future; an alternative site for planting, etc. Agreed: defer to the AGM in May, for a wider consultation. 5. PLANNING: 1. New Applications (a) Highthorne Farm, Pickhill: change of use of agricultural barn (north) to 2 dwellings (previously had permission for conversion to single dwelling (not done). Mr Clarke declared an interest and withdrew from discussion... – no objection. (b) As at (a) above: change of use of second barn (west) to 3 dwellings. Again Mr Clarke declared an interest and withdrew.... – no objection. 2. Dealt with prior to meeting due to time constraints in responding: (c) 1-2 The Cottages, Pickhill: minor change to existing plan - create gateway – no objection. (d) Chancefield, Pickhill: change of use - 2 agricultural buildings into 5 dwellings - no objection. (though Parish Council suggested if granted that passing places be created along Swainby Lane.) However the planning application was refused by Planning due to environmental concerns. 3. Earlier applications: Church House (change of access and new driveway) – granted by Planning. Pickhill School (rear extension to create classroom) also granted by Planning. 6. FINANCE: 1. Update: Parish Clerk presented the balance sheet for financial year ending 31 March 2025. Detail discussed.... accounts and balance in a healthy state though some substantial project bills to come. Balance sheet approved & signed; accounts to be submitted to local auditor. . 2. Grass-cutting contracts: The Parish Clerk advised that the invoice for Pickhill, for the growing season of 2024, we have paid. There were no issues regarding the 2025 contract, which we have signed. However, with regards to Sinderby: following a protracted exchange with North Yorkshire Council, they accept they own the green so they are responsible for cutting that. After a further challenge they now concede they have not been cutting the verges in the village (they are believed to be cut by residents). Therefore NYC have declared the Sinderby contract null and void and they have not charged us for 2024 season. They have also confirmed we are still entitled to receive payments for visibility splays in both villages and the Clerk has invoiced them for 2024. Mrs Grubb expressed her sincere thanks to NYC Cllr David Webster for pursuing the Council officials to get this matter resolved. 3. AGAR Forms : Clerk proposed acceptance of the Annual Governance statement and applying for exemption from central audit for the financial year ending 31 March 2025. Agreed. 7. PROJECTS: 1. Pickhill Village Green improvements: (i) Seats: Mr Clarke reported that the order had been placed with Charltons. Two benches have been manufactured and just await painting. The third is still in production. Noted. (ii) Signage: Mr Scaife reported the two signs are ready and will be delivered this week. At a site meeting last month the proposed locations were determined along the Lowfields Lane side of the village green. Mr Clarke had offered to dig the holes by hand due to the underground services running along that stretch of the green. He and Mr Barker will then concrete in the posts and fit the signs. Noted. 2. Playground: The ROSPA report had identified lack of adequate signage at the gate and this needs to be addressed. Existing sign does not meet current requirements. Report to be consulted for detail and wording to be agreed. Mr Scaife will then get a quote. The goalposts are broken beyond repair and need replacing. Quotes to be obtained from YPO. Mr Barker said that he proposes seeking volunteer help with playground maintenance and will use the village “Chatter” page on Facebook. 8. CORRESPONDENCE: (circulated to councillors in advance of meeting) (1) Gypsy & Travelling People Survey for North Yorkshire Council. Response sent. Noted. (2) NYC Newsletter to Parish Councils . Info only - no action required. Noted. 9. COUNCILLORS REPORTS: Mr Clarke: has spoken to the new Highways Area Engineer regarding the opened out floodwater chamber on Swainby Lane (in the “railway dip”). Mr Clarke had dug this out two years ago as the then Engineer had said he would install a new chamber, however he retired before it was done. There had been two changes of Engineer since, but the matter is now to be considered again. Noted. 10. ANY OTHER BUSINESS Parish Council Annual General Meeting set for Tuesday 20 May 2025 at 7.30pm – Pickhill School (ordinary Parish Council meeting to follow on). Signed: R Barker Dated: 20 May 2025