25 September 2025 meeting minuets

Letwell Parish Council

Minutes of the Parish Council Meeting held at the Village Hall, on Thursday 25 September 2025 at 7.00pm.

 

Present:

Cllrs:  A. Wood, L. Addy, C. Warr, M. Horn.

In Attendance:

4 members of the public. RMBC officer Kevin Burke

Public Session

  • Request for varnishing of the notice board.
  • Positive comments regarding the village pond.
  • Request for the Councils plans on village enhancements.

25/26/35 Receive apologies and approve reasons for absence

E. Ladbrook (away)

Resolved: That the reason for absence be approved.

25/26/36 Declarations of interest in respect of items on the agenda and approve requests for dispensation (if any)

None received.

25/26/37 Consider & agree confidential agenda items.

Items 9 & 10 – Village Hall management/Charity and Proposals to be submitted to PCC (Legal)

25/26/38 To approve the minutes of the Annual Parish Council Meeting dated 19 June 2025

Resolved: That the parish council minutes be approved for 19 June 2025.

25/26/39 Clerk to report any matters arising from the previous minutes and actions taken:

Triangle Tree – Attendance Kevin Tree service manager, RMBC

  • The Authority had now agreed to take responsibility for the diseased horse chestnut tree but this would be felled within 3 months as it was judged to be unsafe.
  • The additional remaining trees would also be monitored by RMBC and adopted by them, probably together with the land that did not appear to be owned by anyone. Wildflower provision also noted as a future possibility

Speeding in the village – Speed Survey results

  • Members discussed the recent speed data reports received but no action by the Parish Council was now anticipated, unless circumstances changed

25/26/40 Members brought forward items 8, 11 and 12

25/26/41 Village benches - Approve purchase/installation including confirmation of funding raised to date and approve of any shortfall from PC funds

Discussed the funding obtained to date including grant funding from Street Fair and the Ward Councillors.

Resolved: That the purchase & installation of village benches was approved.

25/26/42 Consider Planning Applications

None received.

25/26/43 Receive Planning Determinations

Application to undertake works to tree(s) within Letwell Conservation Area at 4 Barker Hades Road- No objections

RB2025/0932 Application to undertake works to trees within Letwell Conservation Area at 10 Barker Hades Road- No objections

25/26/44 Financial Matters

  • a) Receive bank account balances as at 29 August 2025

Members received the bank account statements as at 29th August.

Budget also reviewed and was largely in line with estimates.

  • b) Receive Bank Reconciliation to August 2025

Members received the bank reconciliation to August 2025 and this was verified against the bank statement.

  • c) Agree Schedule of Payments to August (June to August)

Resolved: That the schedule of payments be approved and to be attached to these minutes.

  • d) Approve regular payments, Direct Debits, Standing Orders, for the year:

DD: the Information Commissioners Office, Npower, PPL PRS Ltd, Silux Mobile, Smartest Energy, Water Plus.

Regular payments: HMRC, Hall cleaner, Ionos, Monthly lottery prizes of £60 and £35.

Annual payments: Community First Yorkshire and YLCA.

Resolved: That the above direct debits, annual and regular payments  be approved for 2025-26

  • e) Approve delegated power for the RFO to approve Hall bar stock up to £250 and sundry expenses up to £200.

Resolved: That the RFO be given delegated power to approve bar stock to £250 and sundry expenses to £200.

  • f)  Approve Hall Hire rate for fund raising

Members agreed that this would be deferred, with a clear structure for hall hire to be agreed in January with the running costs of the hall to be considered prior to the rate being set.

  • g) Confirm conclusion of audit (Notification of Exempt Status 2025)

It was reported that the external auditor had confirmed the conclusion of audit with the Notification of Exempt Status being published.  

 

25/26/45 Review and approve the following policies/documents (herewith):

  • Data Protection Policy

Resolved: That the Data Protection Policy we adopted

  • Data Retention Policy including document retention appendix.

Resolved: That the Data Protection Policy including retention appendix be adopted.

  • Information Technology (IT) Policy

Resolved: That the IT Policy be adopted.

Risk Assessment

Resolved: Risk assessment also updated and to be reviewed in September each year.

25/26/46 Receive Clerk’s report & draft charity constitution. Consider the merits of setting up an incorporated charity with councillors as trustees for the management of the Village Hall, or to remain under Parish Council responsibility  - Moved to confidential session

25/26/44  Consider proposals to be submitted to the PCC for the future management of the Village Hall including legal costs to be incurred to review and advise on any lease -    Moved to confidential session

25/26/47 Consider items for future agenda.

Complaints Policy

Village Hall Risk Assessment

25/26/48 To confirm the date and time of the next Council meeting.Bottom of Form

Next ordinary meeting – 7pm Thursday 20 November.

25/26/49 Public Bodies Admissions to Meetings Act 1960

That in light of the confidential nature of the business to be transacted the press and public was excluded.

25/26/50  Receive Clerk’s report & draft charity constitution. Consider the merits of setting up an incorporated charity with councillors as trustees for the management of the Village Hall, or to remain under Parish Council responsibility.  

Members considered that although there would possibly be more grant providers available to a charity to renovate the hall, it would duplicate costs in the future whereas the Parish Council could offer stability to maintain the hall in perpetuity.   

25/26/51 Consider proposals to be submitted to the PCC for the future management of the Village Hall including legal costs to be incurred to review and advise on any lease.

Resolved: That the PCC be approached with the following proposal:

That they provide a lease with the PC to manage the hall in the long term (minimum 30 years)

Each party to pay their own costs.

Although members considered a charity to manage the hall, after review of the merits it was agreed that the Parish Council can secure the long term future of the building.

That there was no further business the meeting was closed at 8.30pm