Minutes Council meeting 18 Jan 23

Wednesday 18 January 2023

Held in the Village Hall at 7.30pm

Present: Cllr Nigel Denison (Chairman), Cllr Peter Mitchell, Cllr Pam Jackson-Vickers, Roger Clements (Clerk) plus Cllr Pippa James (Hambleton District Council) and one member of the public.

1. Apologies for Absence
   1. Apologies were received from Cllrs Carter, Brown, Boyle, Darwin and Baker (NYCC).
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. Chairman reported:
   1. Two flagpoles were now positioned on Main Street. The flagpole beside the war memorial will soon fly the Union flag and occasionally the Canadian flag. The flagpole by the Council notice boards currently flies the Ukrainian flag.
   2. The 2 recently planted oak trees, beside the footpath to the sports field, had been named Elizabeth and Philip by Sir Anthony at a ceremony on 10 December.
   3. The North Yorkshire Council, when created later this year, planned a Parish Charter – parish councillors would be involved in the process and a ‘drop in’ day was to be held on 9 Feb 23.
4. Hambleton District Council (HDC) News – Cllr James said that decisions on the outcome of two grant requests from the HDC CIL account, made by the parish council, were expected soon; these decisions would have a major influence on this council’s ability to effect repairs to cobbles on Main Street and to make safe the dilapidated building on allotment plot RR11. It was also noted that the current Making a Difference Fund grant would not be received by the parish council until the cobbles project at the war memorial was completed, paid for and receipts presented to HDC.
5. Public Forum – it was suggested that a mirror be placed at the northern end of Back Lane to improve traffic safety when turning into Raskelf Road. This subject to be an agenda item at the next meeting. It was also noted that the street sign to Back Lane had recently been badly damaged.
6. The minutes of the meeting of the Council on 30 Nov 22 were accepted as a true record and signed accordingly by the Chairman.
7. Clerk’s report
   1. Parish and town councils were encouraged to produce a Resilience Plan to prepare for serious disruption (floods, major power outages, supply disruption etc). Chairman and Clerk to draft.
8. Financial matters
   1. Clerk’s financial report
      1. The 31 Dec 22 balance totalled £15,762.53. However, in the light of information on the MAD grant (see 4) the Council could have a cash flow issue if unbudgeted tree felling took place in the current financial year (9.4 also refers). The Council asked the Clerk to delay the tree felling contract until May 23.
      2. The precept of £14,600 had been submitted to Hambleton District Council but its payment in FY 2023/24 would come from the new North Yorkshire Council.
   2. Bank reconciliation – the Financial Working Group confirmed the reconciliation to be in order.
   3. The following Payment Card Purchases (PCP) and payment of accounts received were noted and approved respectively:
      1. T Bowman gardening £420.00
      2. NYCC grit refill £180.00
      3. 20i (PCP) host .gov.uk domain £144.00
      4. K&D Supplies PCP ) engraving £21.50
      5. Hampshire Flag Co keys/halyard £27.35
      6. S Laux (refund) timber £51.01
9. Matters for Consideration
   1. Working Group to set up event to mark Coronation of HM King Charles III – Chairman outlined possible events in the period 6-8 May 23 and announced that Cllr Boyle had offered to manage the arrangements along the lines of those for the late Queen’s Jubilee. Chairman proposed the allocation of up to £1,000 to cover general outgoings and purchase of commemorative mugs – resolved. It was agreed that the Council would undertake the coordination of events along the following lines:
      1. Form Working Group (WG) managed by Cllr Boyle.
      2. WG meetings to be held in advance of Council meetings in Feb, Mar and Apr.
      3. WG to liaise with village groups and organisations to produce a Street Party/lunch on Sunday 7 May possibly followed by evening event.
      4. Mugs to be distributed to school children as per Jubilee event.
   2. Training options for councillors and clerk – Chairman recommended that Cllrs consider attending some of the relevant training opportunities open to them, enabling them to contribute to the Council in an increasingly effective manner. Potential courses were discussed – Clerk to pass on relevant information.
   3. A draft flag flying policy had been sent to all Cllrs. Chairman proposed that the policy be adopted and published on the Council’s website – resolved.
   4. Tree felling – A contract had been agreed with Venerable Tree Care to fell the two ‘at risk’ trees on allotment plots beside the Raskelf Road. As a result of the potential cash flow issue identified at 8.1 the contractor will be asked to carry out the work in May 23 (Clerk’s afternote: felling delayed into May has been agreed with the contractor).
10. To receive information on the following ongoing issues and decide further action where necessary
    1. Cobbles project – the contractor was confident that the work could be carried out within the timescale required by HDC (see 4)
    2. Neighbourhood Plan – action was currently on hold.
    3. Brafferton bridleway bridge refurbishment – the Council has proposed a plan to make the bridge gates easy to operate and provide safe and convenient means for riders to dismount and re-mount at each side of the bridge. A site meeting is planned for 26 Jan.
11. To consider the following Planning Matters
    1. None were received.
12. To receive the following Planning Decisions/information
    1. Planning Application 22/02422/REM, construction of 4 dwellings adjacent to telephone exchange, Back Lane, Helperby – awaiting decision by Hambleton District Council
    2. Planning Application 22/02457/CAT, work to fell trees in a Conservation Area at Butterys, Tofts Lane, Helperby – permitted by Hambleton District Council
    3. Planning Application 22/02463/MRC, variation to condition 3 of previously approved application 21/02544/FUL at Butterys, Tofts Lane, Helperby – awaiting decision by Hambleton District Council
    4. Planning Application 22/02294/OUT, outline application for the construction of 4 dwellings with all matters reserved except access on OS Field 7346, Boroughbridge Road, Brafferton – awaiting decision by Hambleton District Council
    5. Planning Application 22/01858/FUL, proposed construction of 2 x dwellings at St Peter’s Close, Brafferton – awaiting decision by Hambleton District Council
13. Further Matters for Consideration
14. New Correspondence – none was received.
15. Matters for inclusion on the agenda for the next meeting
    1. Consider traffic mirror for Back Lane.
16. Dates of Council meetings in 2023
    1. The next Council meeting was confirmed to be 15 Feb 23.
    2. It was agreed that the Council would continue to meet monthly on the third Wednesday of each month except for:
       1. June meeting – second Wednesday 14 June.
       2. August – third Wednesday if required (decision to hold or cancel meeting to be made in first week of Aug 23).
       3. December – second Wednesday 13 Dec 23.