Minutes Council meeting 15 Sep 21

Wednesday 15 September 21

Held at 7.30pm in Helperby Village Hall

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

1. Apologies for Absence
   1. Apologies were received from Cllr Brown.
2. Declarations of Interest not already declared under the Council’s Code of Conduct or members Register of Disclosable Pecuniary Interests
   1. No declarations were made.
3. Public Participation
   1. Chairman announced:
      1. The St Peter’s re-roofing was complete and fully paid for, a tremendous success story for the village; a service of thanksgiving to mark the re-roofing will be held on 17 Oct as part of the Harvest Festival. The church Bells Project is soon to be restarted.
      2. The potential Play Park adjacent to the Sports Field will need a meeting of all stakeholders to agree the plan and, in particular, for the Council to assess its position within the project. Responding to a question from Cllr Mitchell he explained that the lease, if agreed, would have to be between the land owner and an ‘entity’ and, of the interested parties, only the Council and the Sports Association have that status. Mr Moorey asked whether the Play Park could be located more centrally within the village – Chairman replied that currently no suitable central location was available.
4. The minutes of the last meeting held on 18 Aug 21 were confirmed to be a true record and were signed accordingly by the Chairman.
5. Clerk’s report – a Flyer was soon to be issued bringing parishioners up to date with Council activities and inviting comments.
6. Financial matters
7. Financial Report – Clerk’s reported receipt of the External Auditor’s report; it contained no adverse comments and incurred a charge of £240 (as do each of these audits for the first 3 years of a newly created parish council). The Financial Working Group will shortly be carrying out a review of the Council’s book keeping processes and will report its findings at the next meeting.
8. Quotation for regular tree surveys from Barnes Associates – the Council had been very satisfied with the initial survey of its trees by Barnes Associates and now wished to establish a regular regime of surveys (and works where necessary). Chairman proposed that the quotation for an 18-month cycle of surveys at £462/survey be accepted – resolved.
9. The following accounts were approved for payment:
   1. K&UOIDB drainage rates £3.84
   2. B White final payment £120.00
   3. Mr S Laux materials refund £25.53
10. Matters for consideration
    1. Council policy for maintenance of village verges, hedges and trees. It was agreed that, in an effort to improve bio diversity, the cutting frequency along parts of the verge will be reduced in 2022. Details will be provided in a Flyer soon to be produced.
    2. Village litter picker – Mrs B White retires as litter picker at the end of September and Cllrs thanked her for keeping the village litter free. A replacement litter picker will be sought.
    3. Queen’s Platinum Jubilee 2-5 June 22. Chairman outlined the planned events nationwide: it was thought that village involvement was likely to involve a possible beacon lighting on 2 June and, most likely, a village street party as part of the Big Jubilee Lunch on Sunday 5 June. Such an event could include sports, games and street decorations and was likely to involve most of the village clubs and organisations. Council will canvas opinions with a view to hosting a planning meeting for interested parties in Oct/Nov.
    4. Participation in the North Yorkshire Queen’s Green Canopy initiative – this is a national tree planting initiative which is already underway; cllrs liked the idea of participation but had only limited land (largely Swale Green) on which planting could be considered. The Sports Association may wish to participate – ideas were needed with further discussion planned for the next Council meeting.
    5. Donation to Community Association for Bonfire & Fireworks event – a tightening of rules by the Council’s insurer meant that the event could not be covered by the Council’s insurance unless the Council was the event organiser; a role it had no wish to undertake. Chairman proposed that the Council make a grant of £400 to the Community Association towards the Firework Display under the power of s137 of the Local Government Act 1972 – resolved.
    6. Re-allocation of use of allotment RR20. It was agreed that plot RR20 would no longer be let as an allotment garden. It had become a poor plot for gardening being largely overrun with tree roots and, furthermore, was likely to need clearance to provide space and improved visibility for traffic calming measures.
11. To receive information on the following ongoing issues and decide further action where necessary
    1. Traffic speed management – Chairman summarised a quotation for a Vehicle Activated Sign (VAS) which may be a suitable choice for use on the Raskelf Road. The sign was solar powered, obviating the need for a mains power supply, and one which provided downloadable traffic speed data. Chairman proposed that a VAS be purchased at a cost in the order of £4,000 for installation on the Raskelf Road – resolved. A grant request will be made to NYCC for assistance towards the cost. Clerk to obtain 2 more quotations to enable the Council to make its selection of VAS at the October meeting.
    2. Neighbourhood Plan update – Hambleton District Council approved this Council’s designation of the area for its Neighbourhood Plan on 7 Sep. Cllr Mitchell outlined the subject headings likely to form the basis of the Plan on which drafting would now proceed.
12. To consider the following Planning matters
    1. No new planning applications had been received.
13. To receive the following Planning decisions/information
    1. Planning Application 21/01445/MRC, variation of conditions attached to planning consent 13/02134/FUL at 8 Bridge Street, Brafferton – granted by Hambleton District Council
    2. Planning Application 21/00824/OUT, proposed 33 dwelling development to the south & east of Balk Avenue, Helperby – awaiting decision by Hambleton District Council
    3. Planning Application 21/00966/REM, reserved matters pursuant to outline permission 16/01142 for construction of 28 dwellings at OS Field 0046, Brafferton – awaiting decision from Hambleton District Council
14. New Correspondence received and action where necessary – none received.
15. Matters for inclusion on the agenda for the next meeting:
    1. Queen’s Green Canopy Initiative.
    2. Queen’s Platinum Jubilee.
    3. Purchase of VAS.
16. The date of the next meeting was confirmed as Wednesday 20 October 2021
17. Chairman proposed to exclude members of the press and public under the Public Bodies (Admissions to Meetings) Act 1960, due to the nature of the following business to be transacted being prejudicial to the public interest – resolved.
18. Council reviewed its procedure for a determination of tenancy.