EAST COWTON PARISH COUNCIL

Councillors are hereby summoned and Members of the Public invited to attend
the meeting of the Parish Council
on Monday 13th March 2023 at 7.30pm in the Village Hall.

AGENDA
1. Apologies for absence

2. Disclosures of personal and prejudicial interests from Councillors on matters

to be considered at the meeting.
(The disclosure must include the nature of the interest (i.e. pecuniary or other). If you
become aware, during the course of a meeting, of an interest that has not been
disclosed under this item you must immediately disclose it. You may remain in the
meeting and take part fully in discussion and voting unless the interest is prejudicial.
A personal interest is prejudicial if a member of the public with knowledge of the
relevant facts would reasonably regard it as so significant that it is likely to prejudice
your judgement of the public interest and it relates to a financial or regulatory matter)

3. Minutes of the meetings of the Council held on 13th February 2023 (circulated to
councillors)
To determine whether the Minutes are an accurate record

4. Chair’s formal announcements on any matters not the subject of discussion or

debate

5. Police Report
To note and consider the last report received

6. Finance
a) To receive and consider accounting statements;
b) To note and authorise cheques
c) To consider arrangements for bank reconciliations

7. Insurance
To consider a further notification from the insurers regarding cover for assets in which
they confirm that all appropriate assets will now be included in the existing policy by
backdating the current bespoke policy and to consider any additional cost for the
provision of this additional cover.

8. Asset Inspections
To discuss ongoing management of risk assessments and inspections and to confirm
progress on outstanding actions.

9. Make a Difference Grant Funding – Jubilee Garden

To consider progress with the development of the area proposed, immediately outside
the play area pursuant to Minute 2211.09
 10. Memorials Policy
To consider a Memorials Policy.

11. Recruitment of a New Parish Clerk

To note the steps taken since Minute 2211.13 and agree an ongoing strategy

12. Casual Vacancy for a Parish Councillor

To note the steps taken since Minute 2211.04 and agree an ongoing strategy

13. Email communications

A verbal update following Minute 2211.14 be given

14. Data Protection and Website Accessibility Reviews

To receive a verbal update from Cllrs

15. Request for Parish Council Support to erect a Coronation Arch

To consider a request from a member of public regarding a proposal to erect a
Coronation Arch using a recovered stone arch from the demolished church, St.Mary’s,
East Cowton

16. Planning applications

a) To consider application numbered 23/00365/MRC and Premises Licence in
respect of Cornhill Farm (Tepee Wedding Venue, Cornhill Farm)
b) To note the position concerning application 19/01779/OUT (Bungalow Farm
development)

17. Public Participation

18. Date and time of the next meeting

8th May 2023 at 7.30pm is proposed

19. Any other business (urgent or not requiring debate or decision)

Primarily to inform the clerk of items for inclusion on the next agenda

Mrs Elaine Simpson

Chair
7th March 2023

At the Chair’s discretion and to reflect the level of public response, the running order of
agenda items can be altered

SEE OVER FOR SUPPLEMENTARY INFORMATION

3 Draft Minutes
Drafts have been circulated to councillors and are available on the website

5. Police Report
In the absence of a written police report, a verbal update will be provided

6. Finance
Accounting Statement
for the period
1st April 2022 to 28 February 2023
Premium
Community Account Account
£ 9,743.89 £ 2,988.46
add
Income
Interest on Premium Account £ 5.77
Parish Precept - Instalment 1 £ 3,501.50
Parish Precept - Instalment 2 £ 3,501.50
Public Donation £ 500.00
VAT reclaim £ 7,503.00
£ 17,246.89 £ 2,994.23
less
Transferred to Premium Account -£ 9,677.00 £ 9,677.00
-£
Transferred to Community Account £ 4,895.61 4,895.61
£ 12,465.50 £ 7,775.62
less
Actual Expenditure
1. Gross Wages £ 1,466.67
2. Contractors £ 1,780.80
3. Services £ 244.00
4. Sundries £ 560.85
5. Insurance £ 257.60
6. Repairs/Maintenance £ 496.12
7. Rental £ 82.50
8. Subscriptions/Training £ 261.00
9. Asset Purchases £ 4,605.82
£ 9,755.36
£ 2,710.14
 Bank Reconciliation
28.02.23
Current Account balance as statement £ 2,925.98
add
Payments not yet cleared: £ - £ -

deduct
Cheques not yet presented for payment £ 215.84 £ 215.84

Reconciled balance - Current

Account £ 2,710.14
add -Premium Account balance £ 7,775.62
£ 10,485.76

The net balances reconcile to the Cash Book (receipts and payments account) for the year, as follows:

Opening Balance 1 April 2022 £ 12,732.35

Add Receipts in the Year £ 7,508.77
Less Payments in the Year -£ 9,755.36

Closing balance per cash ledger

[receipts and payments book] £ 10,485.76
(must equal net balances above)

List of Cheques to be Ratified

Invoice Date Description £ Authority
Public Health Act 1875 s164; Local Govt Act 1972 Sched 14
para 27;Open Spaces Act 1906 s 10; Local Government
09 02 2023 Lambert Builders 150.00 (Miscellaneous Provisions) Act 1976 s19;
13 02 2023 Scarr Holdings Ltd 264.00 Highways Act 1980, s115B and Open Spcases Act 1906,s10(b);

NB * cheques despatched by Clerk/RFO using authority from Minute 2104.06 to write

cheques for signature by 2 councillors and also as approved in Minute 2211.09

List of Cheques to be Authorised/Paid

Invoice Date Description £ Authority
10 02 2023 PG Window Cleaning Services 10.00 Local Government (misc provisions) Act 1954 s4
7 Insurance
Updated Advice from Zurich

I have amended the policy to reflect what you have sent me (please see attached proposed policy
schedule). However I would note that the values for the items should be for the replacement value
(new for old) that includes installation and delivery to the best of your knowledge.

This is to avoid underinsurance if a claim was to be made.

Are you able to review the attached schedule, make sure it has all the lines of cover you require and
provide me with an updated asset list to include all the required costs?

I will then update the policy again which should hopefully be the final draft.

Additional Items: Where no premises address is shown, the item is not based at one location and
cover is provided anywhere within the territorial limits.

Item Description Sum Assured Excess

Excess Jubilee Bench £960.00 £100
Picnic Table £1100.00 £100
Aluminium & Perspex Bus Shelter £4495.00 £100
Small Aluminium Notice Board £330.00 £100
Large Aluminium Notice Board £800.00 £100
Ambrol – Two Tall Palnters £930.00 £100
Swings £2750.00 £100
Slide/Climber/Mutli-play £2755.00 £100

10 Memorial Policy

East Cowton Parish Council

MEMORIAL SEAT & MEMORIAL TREE POLICY (March 2023)

East Cowton Parish Council supports the principle of allowing memorial

benches/picnic-tables and/or trees within the parish but is mindful that these facilities
are enjoyed by a wide range of people. The Parish Council will therefore ensure that
the application of this principle is managed and regulated for the mutual benefit of all.

This policy only covers broad common issues and is not exhaustive and the content
of this policy will be revised as necessary to meet changing circumstances.

Benches/Picnic-Tables

The Parish Council is prepared to consider the installation and adoption of benches
and picnic-tables made of natural unpainted sustainable hardwood or recycled
composite materials. Dimensions should be no longer than 6ft (1.8m) where the
proposed site is on land owned by the Parish Council.
The extent of the Council’s adoption will be limited to holding the items on the
Council’s asset register for insurance purposes, and in compliance with any licence
requirements where applicable.

The Parish Council will not adopt or control benches/picnic-tables sited on private
land; in such cases the siting is entirely a matter for negotiation between the donor
and the landowner.

Trees

The Parish Council is prepared to consider the installation and adoption of memorial
trees where the proposed site is on land owned by the Parish Council. The Parish
Council will not adopt or control trees planted on private land; in such cases the
agreement regarding such a site is entirely a matter for the donor and the landowner.

The Parish Council does control what is planted on public land. Given the need to
consider existing planting, and to prevent overcrowding for the general well-being of
all trees, it will not always be feasible to allow planting on the village green or
surrounding areas, although opportunities may occasionally arise to replace dead or
felled trees.

Terms and conditions

General

1. All applications for memorial benches/picnic-tables/trees should be made on the

official request form and be signed by the donor.

2. The Parish Council will keep a record of donors and contact details, in accordance
with Data Protection laws. It is the responsibility of the donor to update the Parish
Council of any change to these details.

Benches / Picnic Tables

1. The Parish Council can arrange the installation of benches/picnic tables following
receipt of a contribution covering the material cost of the installation and future
maintenance costs from the Donor. The Donor will be responsible for purchasing the
bench/picnic table and any associated plaque or cost of inscription subject to item 2
below.

2. Benches should be of the type and colour approved by the Parish Council so as to
be in keeping with the intended location. The Parish Council may limit the number of
memorial benches/picnic-tables in particular areas.

3. The Parish Council reserves the right to remove any donated benches/picnic-
tables which are in the view of the Parish Council, beyond economical repair or no
longer fit for purpose through age or damage. Regular inspections by the Parish
Council will determine if a benches/picnic-table is safe and fit for purpose and the
Parish Council or its officers shall be the final arbiters of such a decision to remove
any item.
4. The Parish Council accepts no liability for damage to any memorial bench, picnic-
table or plaque by vandals or third parties. The Council’s standards of maintenance
will be a limited to a requirement to keep the bench clean and fit for purpose.

5. The Parish Council accepts no replacement liability for the bench/picnic-table or

plaque at the end of its useful life and will dispose of any such item, where possible
returning the plaque to the donor/donor’s family. Any replacement of bench/picnic-
table/plaque will be the responsibility of the original donor.

6. If a donated bench/picnic-table becomes damaged or unserviceable, it will be

removed and the donor informed where possible. If the Parish Council can
successfully claim for a replacement under the terms of its insurance, the item will be
replaced at a cost commensurate with the insurance value. Otherwise the original
donor will be given the option to replace the item at their own expense.

7. The Parish Council will not be liable for relocation of benches/picnic-tables should
any other authority or landowner decide to rescind their permission to allow the
installation of such items on their property.

Trees

1. Trees should be appropriate to the setting and preference will be given to native
long-living deciduous species e.g. oak, beech, lime, birch, walnut. Ornamental
species can be considered providing they bear fruit (i.e Rowan).

2. Donors may install a plaque subject to the plaque being of a size not exceeding
20cm W X 15cm H and sited to allow for ease of mowing. The donor will be
responsible for purchasing the tree and any associated plaque.

3. The Parish Council will regularly inspect and monitor the health of the tree after
planting and reserves the right to fell or remove any diseased or damaged limbs as
necessary for the health of the tree and/or public safety. Regular inspections by the
Parish Council and specialist advisers, if required, will determine if the tree is safe
and the Parish Council or its officers shall be the final arbiters of any decision in this
regard.

4. The Parish Council accepts no replacement liability for the tree or plaque at the
end of its natural life and will dispose of any such item, where possible returning the
plaque to the donor/donor’s family.

Adopted on: ...........................................................

Signed: ..................................................................

Memorial Bench/Tree Contact information:

 Name:

Address:

Contact telephone number:

Contact email address:

Are you interested in a Memorial

Bench or Tree? Memorial Bench

Memorial Tree

Please note – the Parish Council will hold this information to enable us to
contact you.

15 Coronation Arch
CORONATION ARCH Proposal to erect a Coronation Arch in East Cowton

SUMMARY St Mary's Church, Easy Cowton, was demolished in the mid 20th
century. An arch was recovered and installed in St Luke's Church, North Cowton.
That has recently been demolished and the stones of the archway now lie in East
Cowton graveyard. The proposal is to reconstruct the arch at the north end of the
concrete path running through the graveyard to commemorate the coronation of King
Charles III.

RESPONSIBLE BODY I would see this as a village project, not a church project.
Therefore the obvious body to accept leadership would be the Parish Council. COST
We are blessed with a large number of builders in the village and I would think that
one would provide an estimate and between them maybe undertake much of the
work. The stones are, of course, free and already on site. Suitable foundations will
be needed and mortar, lifting equipment and skill to erect the arch. Public
subscription should be sought and application for government or local authority
support considered.

PERMISSION will be needed from the local authority and the diocese.
ALTERNATIVES The church has previously considered rebuilding the arch
horizontally. This would be a lower cost option but less spectacular and likely to
require more maintenance to avoid it getting overgrown. Other locations could be
considered

16 Planning
See Hambleton District Council’s planning website for full details

18 Date of Next meeting

The second Monday in May (8th May 2023) is proposed pursuant to Minute 2205.14

Chair of Parish Council 8th March 2023

At the Chair’s discretion and to reflect the level of public response, the running order of
agenda items can be altered

SEE OVER FOR SUPPLEMENTARY INFORMATION