Minutes Council meeting 22 Apr 21

Thursday 22 April 2021

Held remotely at 7.30pm

Present: Cllr Nigel Denison (Chairman), Cllr Peter Mitchell (Vice Chairman), Cllr Deirdre Brown, Cllr Mark Darwin, Cllr Jean Featherstone, Cllr Pam Jackson-Vickers, Cllr Peter Sowray (NYCC), Roger Clements (Clerk) and 2 members of the public.

1. Apologies for Absence
   1. Apologies were received from Cllr Boyle.
2. Declarations of Interest not already declared under the Council’s Code of Conduct or members Register of Disclosable Pecuniary Interests
   1. None were declared.
3. Minutes of the last meetings, held on 17 March 2021 and L&M committee meeting held on 7 Apr 21 – both sets of minutes were agreed to be true records and were to be signed accordingly by the Chairman.
4. Public Forum – various speakers raised topics (Council comments in brackets)
   1. Peter Sowray observed that while permissive footpaths on farmland usually welcomed walkers they could not be re-designated as Public Rights of Way (noted).
   2. Nigel Denison confirmed the new roof work for St Peter’s should be started in mid-June.
   3. Peter Mitchell announced that the new £20,000 HVH kitchen should be in by end of June.
   4. Jean Featherstone asked why parts of a shed lorry load remained beside Boroughbridge Road (the debris will be cleared when programmed pot-hole work is carried out).
   5. Barry Connor was asked to brief the Council on a proposal for electrical vehicle charging at the village hall (see 13.1).
   6. Steve Laux asked: would the HVH power supply be adequate to provide sufficient power for the proposed EV charging points and could other sites be considered (to be investigated by HVH); was money available for further planting at the village signs (Clerk); can the Council ask for No Parking signs to be removed (see 7.3); why has the developer left the concrete slab in place at the south side of the entrance to Craven Court (the Council has no opinion on this matter) and what are the works to the north of Raskelf Road (construction of chicken sheds).
5. Clerk’s report – all Council rents for allotments, fishing rights, shooting rights and property had been received.
6. Financial Matters
   1. Financial report – Clerk reported the Council’s end of FY 2020/21 balance to be £10,165 but noted that 2 anticipated bills totalling about £1,400 had not been received by end of FY. Once the audit process was complete all relevant account documents will be published on the Council’s website.
   2. Review of Internal Accounts Controls – the Financial Working group will meet to carry out the Annual Review and report its findings at the Annual meeting of the Council.
   3. Grant request from St Peter’s Primary School – this request is concerned with the construction of additional learning space for which the majority of funding will come from the diocese and NYCC. The Council does not provide grants towards school buildings but would consider support for (say) library books and extracurricular activities.
   4. To consider purchase of a tree guard for the remaining unprotected young tree in Main Street – the L& M committee had observed that one tree remains unprotected against damage by vehicles. Chairman proposed the purchase and installation of a tree guard identical to those recently fitted around the new trees – resolved.
   5. CIL expenditure – Chairman proposed that expenditure incurred in Main Street tree planting and purchase of tree guards be charged to the CIL account – resolved.
   6. Purchase of a shrub to disguise the ageing village millwheel on the Boroughbridge Road – Cllr Featherstone proposed that the south side of the millwheel be obscured by a shrub, at a cost of about £25, and repairs to the wheel be considered at a later date – resolved.
   7. The following payments were authorised:
      1. Clerk Zoom refund (Apr) £14.39
      2. Addis Garden Design Tree supply & planting £330.00
7. Matters for Consideration
   1. Council meeting plans once the legal basis for remote meetings ceases on 6 May 21 – the Annual meeting of the Council will take place on Zoom on 5 May 21 and the Annual Meeting for Parishioners will take place on 19 May in the HVH Main Hall as the first face to face meeting since covid restrictions were introduced in 2020.
   2. The Chairman proposed that where it is found that it is not possible for the Council to meet but a decision is required, the action of making the decision is delegated to the Clerk to decide the relevant circumstances in which a decision shall be made and also the actual decision on behalf of the Council – resolved.
   3. Car parking issues in Bridge Street – a discussion ranged across the issues and sought solutions. However, none were found beyond the good neighbourliness which currently made best use of the limited space for the growing number of vehicles. Cllr Mitchell to draft a best practice guide for Council to consider.
   4. Raskelf Road allotment RR14 site clearance – the Raskelf Road allotment 14 is currently unusable being badly overgrown with self-seeded trees and in need of heavy work to bring it back into use as a garden. Chairman proposed that a quotation from Revely Groundworks and Landscaping of £500 to clear the plot be accepted – resolved.
   5. Target date for the Balsam Bash – it was agreed that the scheme prepared by John Featherstone (L&M committee) should go ahead using volunteers at a suitable date in June.
   6. Review of Council Policies and Orders – Clerk reported that revisions to Council Standing Orders would be presented for ratification at the Annual meeting of the Council. The Clerk and Chairman were currently making changes to the Council Risk Assessment documents and will bring these forward for ratification as soon as possible.
   7. Keep Britain Tidy ‘GB Spring Clean’ 28 May – 13 June 21. Cllrs agreed that a date in the period would be selected for a village Spring Clean; Clerk to co-ordinate.
8. To receive information from the Lands and Maintenance Committee and decide further action where necessary
   1. Neighbourhood Plan – the flyer outlining the purpose, the area concerned and process of a Neighbourhood Plan had gone out to parishioners. No adverse comments had been received and the next stage will begin: detailed discussion with Hambleton DC; set up of a committee in June and the drafting of the plan using some co-opted specialist advice and government grant funding.
   2. Cobbles Maintenance Plan – the committee had identified 8 small areas of cobbles where local volunteers would re-lay cobbles in an agreed order of priority. A guide for good cobbles husbandry was in production. A trial of weed burning-off, in front of the surgery, seemed very effective; it will be monitored to assess its longer term effect.
9. To receive information on the following ongoing issues and decide further action where necessary
   1. No items to report
10. To consider the following Planning Matters
    1. No new applications had been received.
11. 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 21/00468/FUL, retrospective application to rebuild outbuilding at St Cuthberts, Helperby – granted by Hambleton District Council
    4. Planning Application 20/02835/FUL, proposed gravel track to Helperby Estates Glasshouses, Gardeners Cottage, Helperby – granted by Hambleton District Council
    5. Planning Application 21/00272/FUL, proposed extension to Toll Garth, Bridge Street, Helperby – awaiting decision from Hambleton District Council
    6. Application 21/00477/GENENQ for a tree preservation order to the east of Balk Avenue, Helperby – awaiting decision from Hambleton District Council
    7. 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
12. Matters for Consideration
13. Correspondence received and decide action where necessary
    1. Email from Mr B Connor concerning electric vehicle (EV) charging in the village. The Council took note of the proposal that HVH trustees consider installation of EV charging points in the village hall car park; it will await the trustees’ decision then consider its own involvement as grant applicant.
14. To notify the Clerk of matters for inclusion on the agenda for the next meeting
    1. None received.
15. The date of the next meeting (the final meeting to be conducted remotely using Zoom) was confirmed to be the Annual meeting of the Council on Wednesday 5 May 2021