Minutes Annual Council meeting 5 May 21

Wednesday 5 May 2021

Held remotely at 7.30pm

Present: Cllr Nigel Denison (Chairman), Cllr Peter Mitchell (Vice Chairman), Cllr Matt Boyle, Cllr Deirdre Brown, Cllr Mark Darwin, Cllr Jean Featherstone, Cllr Pam Jackson-Vickers, Roger Clements (Clerk) and 6 members of the public.

Note: all signatures referred to below were to be signed post meeting in the presence of the Clerk.

1. Chairman of the Council – Cllr Jackson-Vickers proposed Cllr Denison who was then elected unanimously.
   1. Chairman’s Declaration of Acceptance of Office – Cllr Denison made the declaration for later signature.
2. Vice-Chairman of the Council – Cllr Darwin proposed Cllr Mitchell who was then elected unanimously.
3. Apologies for Absence – all councillors were present.
4. Declarations of Interest not already declared under the Council’s Code of Conduct or members Register of Disclosable Pecuniary Interests – none were declared.
5. Public Forum – Chairman welcomed members of the public and noted their interest in the outline planning application for a development of up to 33 dwelling to the east of Back Lane. Consequently, he would take item 11.1 directly after the forum. Mr Marks described an alternative manner of developing the area which would involve moving the construction area east (away from Back Lane) and incorporating a ‘woodmeadow’ to encourage biodiversity. The proposal was liked but it was unclear how it might be presented to the developer. Mr Swiers was surprised by the development as it appeared to be on ‘unallocated land’ on the District Council’s Planning Policies mapping where only limited small scale development was likely to be approved; it also would have the effect of degrading the ‘green corridor’ nature of Back Lane. Other speakers commented adversely on the scale of the development and the urbanisation of current agricultural land. Having listened to these comments and the individual views of councillors, Chairman summarised the Council’s position on the outline Planning Application at Item 11,1:
   1. The Council did not object to housing developments per se but believed this proposed development of 33 dwellings to be too large and should be objected to.
   2. The proposed building density is thought to be too high and some building plots are located too close to existing properties.
   3. In combination with a proposal for 28 dwellings on the Boroughbridge Road and another of 5 on Raskelf Road, the total of 66 would represent an imminent increase of about 20% in village housing.
   4. The village lies largely in a Conservation Area whose unique character would be diminished by a high-density addition of modern housing.
   5. The area of land proposed extends beyond the current building line and would cause the loss of valuable Grade 2 farming land; this land is also ‘unallocated land’ on the District Council’s Planning Policies mapping where only limited small scale development is likely to be approved.
   6. Vehicular access via Raskelf Road is likely to be hazardous unless traffic calming is introduced. Local residents are acutely aware of fast-moving traffic on this stretch of road.
   7. Much of the ‘green corridor’ nature of Back Lane would be lost.
   8. The influx of additional families would bring increased pressure on school and surgery which each may prove hard pressed to accommodate.
6. The minutes of the last meeting of the Council on 22 April 2021 were accepted as a true record for later signature by the Chairman.
7. Clerk’s report – installation of traffic speed data tubes would be arranged post 17 May and the additional tree guard for Main Street is ordered and should be in place within days.
8. Financial matters
   1. Clerks’ summary of accounts at 31 March 2019 – the summary is provided by the following agenda items.
   2. Review of budget for FY 2021/22 – Clerk reviewed each element of the budget and councillors confirmed that no changes were necessary.
   3. It was resolved that the Annual Internal Audit Report for 2020/21 included at page 3 of the Annual Governance and Accountability Return 2020/21 be noted.
   4. It was resolved that Section 1 – Annual Governance Statement 2020/21 for the Council on page 4 of the Annual Governance and Accountability Returns 2020/2021 be approved for later signature by the Chairman.
   5. It was resolved that Section 2 – Accounting Statements 2020/21 for the Council on page 5 of the Annual Governance and Accountability Returns 2020/21 be approved for later signature by the Chairman.
   6. It was resolved that publication of documents required by Accounts and Audit Regulations 2015, the Local Audit (Smaller Authorities) Regulations 2015 and the Transparency Code for Smaller Authorities by the Council be published by the Council.
   7. It was resolved that C & GB Associates be appointed Local Auditor for FY 2021/22.
   8. Payment of the Council’s Insurance premium of £829.49 was approved.
   9. The following grounds maintenance contracts for the areas listed were ratified, vis:
      1. St Peter’s lych gate, the Hornby and the Pinfold – Mr A Metcalfe
      2. Urban verges – Mr N Buchanan
      3. Hedge cutting – Tony Scarborough
      4. Swale Green grass – village volunteer
      5. Gully clearance – S&U Drainage Board and K&UO Internal Drainage Board
      6. Litter pick – Mrs B White
      7. Salt bin replenishment – NYCC
   10. Clerk was instructed to set up payments for authorisation upon receipt of subscription demands from YLCA, SLCC and Community First Yorkshire for FY 2021/22.
   11. It was resolved to pay Clerk’s monthly salary and to settle quarterly PAYE demands from HMRC by bank transfer.
   12. Financial Working Group membership was confirmed as Cllrs Featherstone and Jackson-Vickers.
   13. Bank transaction authorisers and cheque signatories were confirmed as Cllrs Denison, Jackson-Vickers and Darwin.
   14. The following accounts were approved for payment:
       1. C & GB Associates Local Audit £144.00
       2. Swale & Ure Drainage Board Annual charge £6.86
9. Matters for Consideration
   1. Council meeting dates: the third Wednesday of each month was confirmed.
   2. Land & Maintenance committee membership was confirmed as Cllrs Denison, Mitchell and Darwin plus co-opted members Messrs Laux and Featherstone.
   3. Proposed amendments to Council Standing Orders were approved for publication.
   4. Chairman noted that Council Risk Assessments were undergoing amendments and additions for approval at a later date.
   5. The date for the annual Litter Pick was chosen to be Sunday 6 June.
   6. Council representatives:
      1. YLCA Hambleton Branch meetings – Cllrs Denison & Mitchell.
      2. Hambleton Parish Liaison meetings (biannual at County Hall) – Cllrs Denison & Mitchell.
      3. Village Hall – Cllr Jackson-Vickers.
      4. Neighbourhood Watch – Cllr Boyle.
      5. Helperby & Brafferton War Memorial Committee – Cllr Brown.
      6. Easingwold & Villages Community Forum (2 monthly at various venues) – Cllrs Denison & Featherstone.
10. To receive information on the following ongoing issues and decide further action where necessary
    1. There were none to discuss.
11. To consider the following Planning Matters
    1. Planning Application 21/00824/OUT, proposed outline application for a residential development of up to 33 units on land to the south and east of Balk Avenue, Helperby (see item 5).
12. To receive the following Planning Decisions/information
    1. Planning Application 21/00373/LBC, proposed alterations to listed building at Lodge Farm, Main Street, Helperby – awaiting decision from Hambleton District Council.
    2. Planning Application 21/00450/FUL, proposed installation of mast at 8 Dunroyal Close, Helperby – awaiting decision from Hambleton District Council.
    3. Planning Application 21/00272/FUL, proposed extension to Toll Garth, Bridge Street, Helperby – awaiting decision from Hambleton District Council.
    4. Application 21/00477/GENENQ for a tree preservation order to the east of Balk Avenue, Helperby – awaiting decision from Hambleton District Council.
    5. Planning Application 21/00654/FUL, proposed detached garage and conversion of existing garage to games room at 6 Brafferton Hall Gardens, Brafferton- awaiting decision from Hambleton District Council.
13. Matters for Consideration
14. New Correspondence received and decide action where necessary
    1. None was received.
15. Matters for inclusion on the agenda for the next meeting
    1. None were suggested.
16. The dates were confirmed of the meeting for Parishioners on Wednesday 19 May 21 and the next Council meeting on Wednesday 16 June 2021