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| ===== Agenda for the Ordinary Meeting of the Town Council 15 September 2025 ===== | ===== Agenda for the Ordinary Meeting of the Town Council 20 October 2025 ===== |
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| Issued on x October 2025 for the Ordinary meeting of the Town Council to be held at 7.30pm on 20 October 2025 in Church House, Kirkbymoorside | Issued on 15 October 2025 for the Ordinary meeting of the Town Council to be held at 7.30pm on 20 October 2025 in Church House, Kirkbymoorside |
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| Members of the Council are required to attend in person. Members of the press and public are also welcome to attend. | Members of the Council are required to attend in person. Members of the press and public are also welcome to attend. |
| - To approve the draft minutes of the Ordinary meeting dated 15 September 2025 | - To approve the draft minutes of the Ordinary meeting dated 15 September 2025 |
| - To consider matters arising | - To consider matters arising |
| - To receive information pursuant to concerns raised by Cllr Riby regarding the hedge at Ancoats, Piercy End | - To receive the draft minutes of the Finance Committee meeting dated 15 October 2025 |
| - To receive the draft minutes of the Moorside Room Committee meeting dated 28 July 2025 | |
| - Public Session - to allow members of the public to make representations, ask questions and give evidence in respect of any items of business | - Public Session - to allow members of the public to make representations, ask questions and give evidence in respect of any items of business |
| - Discussions with Town Councillors and the North Yorkshire Councillor in respect of questions already posed, and any new matters | - Discussions with Town Councillors and the North Yorkshire Councillor in respect of questions already posed, and any new matters |
| - To consider recommendations of the Events Committee | - To consider recommendations of the Events Committee |
| - Financial matters | - Financial matters |
| - To note completion by PKF Littlejohn LLP of the limited assurance review of the Annual Governance & Accountability Return (AGAR) for the year ended 31 March 2025 with no matters raised | |
| - To report accounts paid since the last meeting of the Council and to approve cheque payments according to the list provided | - To report accounts paid since the last meeting of the Council and to approve cheque payments according to the list provided |
| - To receive the Financial Summary to 31 August 2025 | - To receive the Financial Summary to 30 September 2025 |
| - To note completion of the AGAR | - To note the data protection fee of £52 for renewal of the Information Commissioners' Office registration, in accordance with GDPR/Data Protection Act 2018 |
| - To note the revised National Joint Council (NJC) rates of pay for local council employees from 1 April 2025 | - To consider miscellaneous expenditure: |
| - To adopt the IT and Email Policy in accordance with new Assertion 10 - Digital and data compliance in the Annual Governance & Accountability Return | - The cost of £150 payable to North Yorkshire Council for concessionary parking in Town Farm car park in support of the Christmas market |
| - To consider proposals for a Kirkbymoorside logo and visual identity revamp, pursuant to discussions with the Kirkbymoorside Community Support Group (KCSG) and agree any appropriate action | - The cost of £100 to purchase a refurbished Samsung smartphone and £10 for a 30GB Pay As You Go monthly SIM |
| | - 2026/27 Budget |
| | - To consider the 2026/27 Budget Monitoring Document |
| | - To receive recommendations from the Finance Committee regarding the budget for 2026/27 |
| | - Revenue Budget 2026/27 |
| | - Capital Budget 2026/27 |
| | - allocation of £22,000 reserve funds to match grant funding for the project to replace the play equipment at Ryedale View |
| | - To agree the budget for 2026/27 and determine the precept |
| | - Insurance |
| | - To note the Commercial Combined Insurance Policy is due for renewal on 1 November 2025 |
| | - To consider the recommended renewal quote (year 3 of the 3 year agreement), from Hiscox Insurance Company Limited, of £4,053.02 (including IPT and all fees) |
| | - To note the Cyber Risk Insurance Policy is due for renewal on 27 November 2025 |
| | - To consider the recommended renewal quote from Coalition Risk Solutions Ltd of £384.88 (including IPT and all fees) |
| | - Grass verge management |
| | - To receive information from Holly Ramsden on the NYMNPA GrubsUp! project |
| | - To receive the report by Cllr Dowie on the 2023-2025 wildflower verges project |
| | - To receive observations and recommendations of In Bloom regarding the streetscape planting throughout Kirkbymoorside |
| | - To discuss new ways forward with verge maintenance to continue to improve biodiversity |
| - Moorside Room | - Moorside Room |
| - To note the allocation of £2,166.67 + VAT from development funds (agreed at Minute 25042) for the supply of engineered wood, agreed by the Moorside Room Committee | - To note completion of the works to install engineered wood flooring, pursuant to Minute 25088 date 15 September 2025 |
| - To consider Moorside Room Committee recommendations: | - To consider the cost of redecorating, works to include patching of the walls where needed and application of two coats of paint |
| - Installation of engineered wood flooring on top of existing stone tiles | - Option A £850 standard emulsion |
| - Consideration of a ceiling budget for the associated costs, to include the allocation of up to £1500 from cost code 30 | - Option B £1250 more durable, waterproof or colour tinted finish |
| - To consider the cost of £2,075 for installation of flooring on top of existing stone tiles | - To receive an update on the Path For Everyone project- Market Town Circular, A170 verge, West of Kirkbymoorside and consider any appropriate action |
| - To note completion of works to upgrade the heating pursuant to Minute 25061 dated 21 July 2025 | - Vibrant and Sustainable High Streets Fund Phase 2 |
| - Town Tree Planters on Market Place | - To note approval of the application to the Vibrant and Sustainable High Streets Fund Phase 2 and the grant offer of £35,662 |
| - To consider removal of 2no. planters on the cobbles and 1no. o/s Age UK and conversion of 1no. planter o/s Something Special to be used as a rubbish bin | - To consider the contract terms for financial management of the grant |
| - To consider the associated costs to refresh the remaining planters | - Sports field Development |
| - Biodiversity & Wildflower verges | - To receive the Phase II Feasibility Assessment and consider next steps |
| - To receive correspondence from In Bloom and consider any appropriate action | - To appoint Councillors as delegated representatives to the project |
| - To receive correspondence from members of the public in respect of the wildflower verges | - To consider the 'Health & Safety Maintenance Package' offered by Sovereign Play at a single cost of £399 per site for 5 years coverage with biannual inspections |
| - To consider management of the trees and hedgerows at the sports field and play areas, and the verges that the Town Council is responsible for maintaining | - To consider support of NYMNPA as an internationally recognised 'Dark Sky Reserve' and agree any appropriate action |
| - To receive information from the Environment Agency in respect of management of the weir and agree any appropriate action | |
| - To receive the NEYEDC Site survey report confirming designation on Manor Vale as a Site of Importance for Nature Conservation (SINC) | |
| - [[http://docs.kirkbymoorsidetowncouncil.gov.uk/publicdocs/Agendas25-26/Council/2025-09-15/SE68-01ManorValeDecisionLetter.pdf|Decisions of the SINC panel ]] | |
| - [[http://docs.kirkbymoorsidetowncouncil.gov.uk/publicdocs/Agendas25-26/Council/2025-09-15/SE68-01ManorValeSurveyReport2024.pdf|Site survey report]] | |
| - [[http://docs.kirkbymoorsidetowncouncil.gov.uk/publicdocs/Agendas25-26/Council/2025-09-15/SE68-01ManorValeHabitatMap2024.pdf|Map of the site]] | |
| - To consider the cost of £1745 + VAT for works to replace damaged ramps pursuant to Minute 25066 dated 21 July 2025 | |
| - Sports field | |
| - To receive the initial Feasibility Study document produced by Peter Rayment Designs | |
| - To note completion of the refurbishment works to the flood lights at the Bowling Club, funded by the Town Council (Minute 250259) and receive a brief report | |
| - To note the 2025/26 Levy | |
| - To review the levy structure and consider absorbing the costs associated with vegetation maintenance and refuse collection | |
| - To consider quotations for the gas contract at the sports field for the term from 30.09.2027 | |
| - Remembrance Sunday | |
| - To note the cost of £568 for traffic management of the Remembrance Day parade, expenditure budgeted to Cost Code 22 | |
| - To agree a sum to contribute towards a poppy wreath | |
| - To receive correspondence from a member of the public and consider the request to re-site the Colin Woof Memorial Bench near the junction of Old Road and the A170 | |
| - To note the date of the next YLCA Ryedale Branch meeting on Tuesday 7 October and consider any questions/issues/topics to be raised | |
| - To receive reports from Members representing the Town Council at meetings of outside bodies and on delegated matters | - To receive reports from Members representing the Town Council at meetings of outside bodies and on delegated matters |
| - To receive the Town Clerk's report | - To receive the Town Clerk's report |
| - To receive the Town Mayor's report | - To receive the Town Mayor's report |
| - Questions to the Chair | - Questions to the Chair |
| - To note the date of the next ordinary meeting of the Town Council on 20 October 2025 at 7.30pm in Church House | - To note the date of the next ordinary meeting of the Town Council on 17 November 2025 at 7.30pm in Church House |
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| Related Documents: | Related Documents: |
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| * [[http://docs.kirkbymoorsidetowncouncil.gov.uk/publicdocs/Minutes25-26/2025-07-21Minutes.pdf|Draft Minutes of the Ordinary Council meeting dated 21 July 2025]] | * [[http://docs.kirkbymoorsidetowncouncil.gov.uk/publicdocs/Minutes25-26/2025-09-15Minutes.pdf|Draft Minutes of the Ordinary Council meeting dated 15 September 2025]] |
| * [[http://docs.kirkbymoorsidetowncouncil.gov.uk/publicdocs/Agendas25-26/Council/2025-09-15/MattersArising-AncoatsHedge.pdf|Matters Arising]] | * [[http://docs.kirkbymoorsidetowncouncil.gov.uk/publicdocs/Agendas25-26/Council/2025-10-20/SupportingDoc-Paymentssincelastmeeting.pdf|Accounts paid since the last meeting of the Council]] |
| * [[http://docs.kirkbymoorsidetowncouncil.gov.uk/publicdocs/Agendas25-26/Council/2025-09-15/HighStreetFundPhaseII.pdf|Matters Arising - Pursuant to Minute 25058 Re Vibrant & Sustainable High Streets Fund - Phase II]] | * [[http://docs.kirkbymoorsidetowncouncil.gov.uk/publicdocs/Agendas25-26/Council/2025-10-20/StatementofAccounts.PDF|Statement of Accounts to 30 September 2025]] |
| * [[http://docs.kirkbymoorsidetowncouncil.gov.uk/publicdocs/Minutes25-26/2025-07-28MoorsideRoom.pdf|Draft Minutes of the Moorside Room Committee meeting dated 28 July 2025]] | * [[http://docs.kirkbymoorsidetowncouncil.gov.uk/publicdocs/Agendas25-26/Council/2025-10-20/FinancialSummary.pdf|Financial Summary to 30 September 2025]] |
| * [[http://docs.kirkbymoorsidetowncouncil.gov.uk/publicdocs/Accounts/AGAR 2024-25.pdf|AGAR 2024/25 Sections 1, 2 & 3]] | * [[http://docs.kirkbymoorsidetowncouncil.gov.uk/publicdocs/Agendas25-26/Council/2025-10-20/BudgetSummary.PDF|Budget Summary to 30 September 2025]] |
| * [[http://docs.kirkbymoorsidetowncouncil.gov.uk/publicdocs/Agendas25-26/Council/2025-09-15/SupportingDoc-Payments.pdf|Accounts paid since the last meeting of the Council]] | * [[http://docs.kirkbymoorsidetowncouncil.gov.uk/publicdocs/Agendas25-26/Council/2025-10-20/Budget2026-27-Draft.pdf|Draft Budget 2026/27]] |
| * [[http://docs.kirkbymoorsidetowncouncil.gov.uk/publicdocs/Agendas25-26/Council/2025-09-15/StatementofAccounts.PDF|Statement of Accounts to 31 August 2025]] | * [[http://docs.kirkbymoorsidetowncouncil.gov.uk/publicdocs/Agendas25-26/Council/2025-10-20/BudgetMonitoringDocument2026-27.pdf|Budget Monitoring Document]] |
| * [[http://docs.kirkbymoorsidetowncouncil.gov.uk/publicdocs/Agendas25-26/Council/2025-09-15/FinancialSummary.PDF|Financial Summary to 31 August 2025]] | * [[http://docs.kirkbymoorsidetowncouncil.gov.uk/publicdocs/Agendas25-26/Council/2025-10-20/Parish Elections Recharge Policy 2025 FINAL.pdf|North Yorkshire Council Elections Recharge Policy]] |
| * [[http://docs.kirkbymoorsidetowncouncil.gov.uk/publicdocs/Agendas25-26/Council/2025-09-15/NALCAdviceNote-NJCsalaryscales2025-26.pdf|NJC Salary Scales 2025/26]] | * [[http://docs.kirkbymoorsidetowncouncil.gov.uk/publicdocs/Agendas25-26/Council/2025-10-20/AJCCommunityScheme(2254303918)HiscoxRenewalSchedule.pdf|Commercial Combined Insurance Policy Renewal Schedule]] |
| * [[http://docs.kirkbymoorsidetowncouncil.gov.uk/publicdocs/Agendas25-26/Council/2025-09-15/2025IT&EmailPolicy.pdf|IT & Email Policy]] | * [[http://docs.kirkbymoorsidetowncouncil.gov.uk/publicdocs/Agendas25-26/Council/2025-10-20/CyberRisk-Quotation-149646.pdf|Cyber Risk Quotation]] |
| * [[http://docs.kirkbymoorsidetowncouncil.gov.uk/publicdocs/Agendas25-26/Council/2025-09-15/2025TownBrandingPresentation.pdf|Kirkbymoorside Logo and Visual Identity Revamp]] | |
| * [[http://docs.kirkbymoorsidetowncouncil.gov.uk/publicdocs/Agendas25-26/Council/2025-09-15/2025.09.08InBloomGroup.pdf|Correspondence from In Bloom Group]] | |
| * [[http://docs.kirkbymoorsidetowncouncil.gov.uk/publicdocs/Agendas25-26/Council/2025-09-15/Wildverges-September2025.pdf|Correspondence received from members of the public in respect of wildflower verges]] | |
| * [[http://docs.kirkbymoorsidetowncouncil.gov.uk/publicdocs/Agendas25-26/Council/2025-09-15/WestLundLanejct.pdf|Photos of wildflower verges at junction of West Lund Lane and A170]] | |
| * [[http://docs.kirkbymoorsidetowncouncil.gov.uk/publicdocs/Agendas25-26/Council/2025-09-15/Weir-EAInformation.pdf|Information provided by the Environment Agency in respect of management of the weir]] | |
| * [[http://docs.kirkbymoorsidetowncouncil.gov.uk/publicdocs/Agendas25-26/Council/2025-09-15/2025.08.26SportsfieldFeasibilityStudy.pdf|Sportsfield Development Initial Feasibility Study]] | |
| * [[http://docs.kirkbymoorsidetowncouncil.gov.uk/publicdocs/Agendas25-26/Council/2025-09-15/BowlingClubFloodlitReport2025.pdf|Bowling Club Floodlit Report 2025]] | |
| * [[http://docs.kirkbymoorsidetowncouncil.gov.uk/publicdocs/Agendas25-26/Council/2025-09-15/BowlingClubReport2025.pdf|Bowling Club 2025 Season]] | |
| * [[http://docs.kirkbymoorsidetowncouncil.gov.uk/publicdocs/Agendas25-26/Council/2025-09-15/2025-26LevyCalculations.pdf|2025/26 Sports Club Levy]] | |
| * [[http://docs.kirkbymoorsidetowncouncil.gov.uk/publicdocs/Agendas25-26/Council/2025-09-15/WoofMemorialBenchRe-siting.pdf|Request to re-site the Colin Wood Memorial Bench]] | |
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| | * [[http://docs.kirkbymoorsidetowncouncil.gov.uk/publicdocs/Agendas25-26/Council/2025-10-20/2025.10.15CllrDowieReport.pdf|Cllr Dowie 2023 - 2025 Wildflower Verges Project Report]] |
| | * [[http://docs.kirkbymoorsidetowncouncil.gov.uk/publicdocs/Agendas25-26/Council/2025-10-20/InBloom-Observations&RecommendationsOctober2025.pdf|In Bloom - Observations & Recommendations]] |
| | * [[http://docs.kirkbymoorsidetowncouncil.gov.uk/publicdocs/Agendas25-26/Council/2025-10-20/VSHSHGrantAgreement-Draft.pdf|VSHS Draft Grant Agreement]] |
| | * [[http://docs.kirkbymoorsidetowncouncil.gov.uk/publicdocs/Agendas25-26/Council/2025-10-20/2024.09.30Sportsfield-FeasibilityStudy-PhaseII.pdf|Sports field Development Feasibility Study Phase II]] |
| | * [[http://docs.kirkbymoorsidetowncouncil.gov.uk/publicdocs/Agendas25-26/Council/2025-10-20/SupportingDoc-SovereignInspections.pdf|Soverign Play 'Health & Safety Maintenance Package' Compliance Offer]] |
| | * [[http://docs.kirkbymoorsidetowncouncil.gov.uk/publicdocs/Agendas25-26/Council/2025-10-20/ExampleReportSovereignCompliance2025.pdf|Soverign Compliance Example Inspection Report]] |
| | * [[http://docs.kirkbymoorsidetowncouncil.gov.uk/publicdocs/Agendas25-26/Council/2025-10-20/NYMNPA-DarkSkiesInvitation.pdf|NYMNPA Dark Skies]] |
| | * [[http://docs.kirkbymoorsidetowncouncil.gov.uk/publicdocs/Agendas25-26/Council/2025-10-20/DarkSkiesNYMNPAletterofsupport.pdf|Draft letter of support - NYMNPA Dark Skies]] |
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