Minutes of Council meeting 15 January 20

Wednesday 15 January 2020

Held at 7.30pm in Helperby Village Hall

Present: Cllr Chris Owens (Chairman), Cllr Peter Mitchell (Vice Chairman), Cllr Andy Topps, Cllr Nigel Denison, Cllr Mark Darwin, Cllr Pam Jackson-Vickers, Roger Clements (Clerk), Cllr Peter Sowray (NYCC) and 4 members of the public.

1. To receive Apologies for Absence
   1. Apologies were received from Cllr Boyle.
2. To receive 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. To approve the Minutes of the last meeting, held on 18 December 2020
   1. The minutes were agreed to be a true record and were signed accordingly by the Chairman.
4. Public Forum
   1. No points were raised.
5. Clerk reported that: the old Brafferton PC and Helperby PC websites would both be closed before the next Council meeting when hosting charges would cease; £6,000 would be transferred from current to savings account; publication of the Cobbles Project update on the Council website had generated 100+ hits following a Facebook post; additional works to trees were planned in The Hornby and formal ownership of the AED was about to be concluded.
6. Finance
   1. Financial Report (Clerk) – as VAT refunds would not reach the Council’s account until FY 2020/21 this FY outturn was likely to be approximately £7,000, although there were still undetermined solicitors fees in connection with land registrations to be notified.
   2. Clerk’s salary payments – it was resolved to make future salary payments by Bank Transfer.
   3. The following invoices were approved for payment:
      1. NYWebSolutions £49.99 Website hosting
      2. GPM (Ripon) Ltd £3,457.20 Fountain repairs. A discussion ensued on the issue of drainage and clearance of debris from the pump basin. As the Fountain is a Grade 2 listed building any work is likely to need planning approval. Clerk to research options.
7. To receive information from the Lands and Maintenance Committee and decide further action where necessary
   1. Cobbles Project – the computer had been delivered and a monitor, keyboard and mouse had been donated. The photogrammetry images could now be ‘stitched’ together and the cobbles survey completed by end 2020, including agreement on the final version of the specification for laying of cobbles.
   2. Land registration – an update and invoice from the solicitors would be sought for the February meeting. The Making a Difference Fund grant from Hambleton DC would be drawn down as payments fall due.
   3. Maintenance issues – the redundant lamp post near the surgery still required removal and a date for completion of the spur drain work from the village hall driveway was not yet known. The District Council would be pressed to remove the lamp post and Cllr Sowray offered to find when Area 2, Highways intended to complete the spur drain work.
8. To receive information on the following ongoing issues and decide further action where necessary
   1. Plans for VE Day 75^th anniversary celebrations 8 May 2020 – Cllrs Mitchell, Jackson-Vickers and Boyle had prepared a draft plan for the Bank Holiday weekend. Friday 8 May to be the main event: Family Day with (framework of) picnics, stalls, traditional (1940s) games, fancy dress, history displays, commemorative Peace Tree planting, military presence, historical military vehicles, band and VIP area for those with personal memories of the war. A service at the War Memorial at 3pm with pipers. On Saturday evening 9 May a ticketed 40s style Swing Band themed event with fancy dress, fish & chips and other WW2 foods. Also, on Saturday, under consideration, is a continuation of the military vehicles display on Swale Green. Council approved the outline plan and asked for preparations to continue for final agreement at the next meeting when provisional bookings will be confirmed and recruitment of volunteers etc will commence.
   2. Village Litter Pick date – 28 March with fall back of 4 April. Clerk to arrange provision and collection of materials.
   3. ‘Balsam Bashing’ plan – in the period 30 May to 6 June volunteers will be recruited to clear balsam on the riverside, in the woods by Raghill Lane and others areas tbd. Hambleton DC will be invited to co-ordinate a combined clearance by parishes along the Swale.
   4. Modifying street lamp beam on Main Street – Cllr Boyle provided details of a survey of street lamps throughout the village. Discussion of policy was deferred until the next meeting.
   5. To review the traffic speed survey – Cllr Topps presented the details of a first survey. Cllrs found the results informative. Further surveys were requested with a view to being able to take a view on specific remedies.
   6. Village bus service – Mr Connor was invited to address the meeting. He described progress towards arranging a meeting between NYCC and the affected parishes with the intention of initiating a transport needs assessment. The Chairman and clerk will attend a meeting of local parishes on 29 January to discuss the formation of a common position.
9. To consider the following Planning matters
   1. Planning Application 19/02328/FUL, proposed change of use from shop & café to domestic at The White House, Main Street, Helperby – granted by Hambleton District Council
10. To receive the following Planning decisions/information
    1. Planning Application 19/01653/LBC, roof mounted extract vent at The Golden Lion, Main Street, Helperby – awaiting decision by Hambleton District Council
    2. Planning Application 19/02474/TPO, works to 2 trees on Main Street, Helperby – awaiting decision by Hambleton District Council
    3. Planning Application 19/02472/CAT, works to trees in conservation area on Main Street, Helperby – granted by Hambleton District Council
11. Matters for consideration
    1. Disciplinary and Grievance procedures recommended by the National Association of Local Councils were approved for adoption by the Council.
    2. Amendments to Standing Orders were approved.
    3. Condition of cobbled area in front of the surgery – this area will be considered as part of the Cobbles Project with some tidying improvements likely in the spring.
    4. Allotments agreements and rental demands – Rental Agreements will be sent out with the 1 April 2020 rental demands plus notification of some planned changes to allotments from 1 April 2021.
12. New Correspondence received and decide action where necessary – none notified
13. Matters for inclusion on the agenda for the next meeting – Bridge Street unadopted road section.
14. Confirmation of the date of the next meeting as Wednesday 19 February 2020