Minutes Council meeting 28 Sep 22

Wednesday 29 Sep 22

Held in the Village Hall at 7.30 pm

Present: Cllr Nigel Denison (Chairman), Cllr Peter Mitchell, Cllr Mark Darwin, Cllr Matt Boyle, Cllr Pam Jackson-Vickers, Cllr Mark Darwin, Roger Clements (Clerk), Cllr Alyson Baker (North Yorkshire County Council (NYCC)) and Cllr Pippa James (Hambleton District Council (HDC))

1. Apologies for Absence
   1. Cllr Brown sent her apologies.
2. Declarations of Interest from Cllrs not already declared under the Council’s Code of Conduct or members Register of Disclosable Pecuniary Interests
   1. No declarations were made.
3. Public Forum
   1. Cllr Boyle provided an update on progress by the Recreation Association Trust towards establishing a recreation area on the field west of the Sports Association ground. The Trust had acquired charitable status and hoped to move forward through liaising with the Sports Association and the Parish Council – to be an agenda item at the next meeting.
   2. Cllr Mitchell referred to a complaint about the noise level at the Beer Festival on 27 August which had been sent to the Parish Council. He confirmed that the issue was not one for the Council and one which the hall Trustees would deal with.
   3. Cllr James raised 2 items of news from HDC: The Kilburn White Horse had been re-painted and a process was underway for it to become a Registered Monument with a 4-yearly inspection/maintenance plan. The Northallerton Treadmills development site was approaching completion comprising retail, restaurants, cafes, residential and a tech hub.
   4. Cllr Denison observed that changes had taken place at the field between St Peter’s school and Austins Hill: a new gateway had appeared providing access from the Boroughbridge Road, the pond had vanished becoming a dry depression and, although some game bird pens had been removed the footpath (a right of way) was still partially blocked.
4. The minutes of the meetings of the Council on 20 July and 30 August 22 were accepted as true records and signed accordingly by the Chairman.
5. Clerk’s report – a reply was expected from NYCC in early October in response to the Council’s proposal for refurbishment of the Swing Bridge gates.
6. Financial matters
   1. Clerk’s financial report – the External Auditor’s report for FY 2021/22 had been received with no adverse observations (a standard fee of £240.00 was incurred for this service); a VAT refund of £1,729.45 had been received from HMRC and the Council’s accounts balance at 31 August was £16,960.50.
   2. The Council confirmed use of s137 (LGA 1972) power for Jubilee expenditure of £952.97
   3. Grant requests from Citizens Advice and Yorkshire Air Ambulance
      1. The council discussed both requests: Cllr Denison proposed a grant to Citizens Advice of £100 and Cllr Boyle proposed a grant of £50 to the Yorkshire Air Ambulance, both under the power of s137 of the LGA (1972) – it was resolved to make both grants.
   4. Grant to the Community Association
      1. A grant request had been received from the H&B Community Association to support the village Bonfire & Fireworks event on 5 Nov 22. Cllr Darwin proposed a grant of £400 using the power of s137 LGA (1972) to the H&B Community Association – resolved.
   5. Hedge trimming in Back Lane
      1. It was proposed by Cllr Denison and resolved by the Council, to use a local contractor, at a cost of £50, to cut back a hedge that was obstructing the footpath. Cllr Baker provided details of the NYCC rules which confirmed that landowners and occupiers had responsibilities for trees and hedges on their property; they must make sure these do not obscure road signs, reduce visibility for road users or prevent people using the road or pavement safely. Clerk to investigate how the Council might recover its costs in similar cases in the future.
   6. Website hosting – Clerk reported that, following the first month of discounted pricing for website hosting, the monthly payment to 20i from August 22 had become £5.99.
   7. Partial funding for ‘village’ flagpole to replace ‘Ukrainian’ flagpole – Cllr Denison noted that the Ukrainian flag in Main Street appeared to be well supported by residents; he suggested that the wooden flagpole be replaced with a 4.5m aluminium flagpole paid for by donations within the village with the Council bearing any balance which might accrue. A simple set of rules should be established setting out which flag/s could be flown and proposing a simple ceremony for the pole’s removal when it was time for the Ukrainian flag to be taken down. This topic will be an agenda item at a future meeting.
   8. Flagpole costs – HDC had decided that a planning application (PA) was required for the proposed flagpole at the War Memorial. A charge of £263.20 for the PA (note: £117 refund to come from HDC) and mapping fee of £25.00 (paid by card) were incurred.
   9. Payment was approved for the following accounts received:
      • 1. Clerk (refund) Planning Application £263.20
        2. PFK Littlejohn External Audit £240.00
7. Matters for Consideration
   1. Additional engraving at the Fountain to mark the Queen’s Platinum Jubilee
      1. The Milnes Coates family had proposed that they wished to pay for an additional engraved panel be added to the Fountain to mark HM the Queen’s Platinum Jubilee. As the Fountain is a listed building, planning permission would be required. Cllr Denison described the intended engraved text and proposed that the Council support this plan – resolved.
   2. Council Domain Name
      1. As a Parish Council is part of the lower tier of local government in England it is appropriate that the Council should have a .gov.uk domain name and email address. Cllr Denison proposed that the Clerk make arrangements for the change – resolved.
   3. Tree Risk Assessment Survey schedule
      1. The current schedule includes all trees in Main Street, the Beech in the Brafferton Pinfold and the trees surrounding Swale Green. A quotation had been sought from the Council’s tree surveyor to add 20 trees bordering the Hornby footpath and 4 trees growing in allotment plots on Raskelf Road to the existing contract. Cllr Denison proposed that the quotation from Barnes Associates, of £594 per survey at 18-month intervals, be accepted and a new survey cycle should commence in October 22 – resolved.
   4. Report on allotment plot RR11 – the building on the plot had been assessed and was thought to have been built in the 17^th century and had been in use as a dwelling until the mid-1950s. The western room appeared to be a more recent addition but was in very poor condition. The roof is unsafe, it leaks badly and required replacement; there may be sufficient serviceable tiles for a replacement roof. Cost of making the building safe/useable could only be accurately estimated when vegetation and the existing roof was removed but was likely to be in the range £2,000 – £5,000. It was decided to defer a decision until a future use for the building and the site was identified and costed. The topic will be re-visited at the next meeting.
   5. Manufacture and installation of tree guards for 2 x oak trees
      1. A range of four tree guards were considered by the Council, each designed to be capable of protecting the oak saplings from grazing cattle. A prompt ordering of materials was recommended as timber costs were rising. Cllr Denison proposed that a design in tanalised softwood be chosen at a cost of £383.49 for 2 guards – resolved with the proviso that a 10% rise in timber costs would be acceptable. As this purchase is Queen’s Jubilee related the purchase will be made under s137 LGA (1972).
8. To receive information on the following ongoing issues and decide further action where necessary
   1. Cobbles project – one quotation had been received and a second was in preparation for the cobbles around the War Memorial. It was acknowledged that it may prove impossible to spend the Making a Difference grant from Hambleton District Council (HDC) before HDC is dissolved on 31 Mar 23. Other sources of funding will probably need to be sought.
   2. Neighbourhood plan – no progress was reported.
9. To consider the following Planning Matters
   1. Planning Application 22/02091/CAT, proposed works to remove trees in a Conservation Area at Brafferton Hall East, Brafferton – the Council had no objections to this proposal.
10. To receive the following Planning Decisions/information
    1. Planning Application 22/01974/FUL, proposed construction of single storey and two storey extensions to Court Leet, Main Street, Helperby – awaiting decision by Hambleton District Council
    2. Planning Application 22/01858/FUL, proposed construction of 2 x dwellings at St Peter’s Close, Brafferton – awaiting decision by Hambleton District Council
    3. Planning Application 22/02054/FUL, erection of flagpole at the war memorial, Main Street, Helperby – awaiting decision from Hambleton District Council
    4. Planning Application 22/01722/CAT, proposed work to trees at Toft House, Tofts Lane, Helperby – approved by Hambleton District Council
    5. Planning Application 22/01306/MRC, variation of conditions attached to 22/00224/FUL, proposed rear extension and extension over garage at 5 The Orchards, Brafferton – approved by Hambleton District Council
    6. Planning Application 22/00416/MRC, variation of conditions attached to application 12/01571 for construction of 6 poultry sheds as amended by plans (relocation of attenuation ponds and revised landscaping) received by Hambleton District Council – approved by Hambleton District Council
    7. Planning Application 21/00966/REM, amended plans received – reserved matters application pursuant to outline permission 16/01142/OUT for landscape, appearance, layout and scale for the construction of 28 dwellings on OS Field 0046, Boroughbridge Road – awaiting decision from Hambleton District Council
    8. Planning Application 22/00912/REM, application for approval of reserved matters: appearance, scale and internal layout, including landscaping following approval for 5 dwellings on Raskelf Road, Brafferton under reference 20/02428/OUT – approved by Hambleton District Council
11. Matters for Consideration
12. New Correspondence received
    1. None received.
13. Matters for inclusion on the agenda for the next meeting
    1. Car parking on Bridge Street.
    2. Liaison with Recreation Association Trust.
    3. Replacement of ‘Ukrainian flagpole.
14. The date of the next Council meeting was confirmed as Wednesday 19 October 22.