Minutes of Council meeting 19 June 19

Wednesday 19 June 2019

Held at 7.30pm in Helperby Village Hall

Present: Cllr Chris Owens (Chairman), Cllr Andy Topps, Cllr Peter Mitchell, Cllr Nigel Denison, Cllr Mark Darwin, Roger Clements (Clerk), Sandra Windross (Clerk), Cllr Peter Sowray (NYCC), and 15 members of the public.

1. Receive Apologies for Absence
   1. Apologies were received from Cllr Andrew Cuthbert
2. Co-Option of Additional Councillor
   1. Three applications were received for this vacancy and after a vote by ballot Pam Jackson-Vickers was co-opted onto the Council.
3. Declarations of Interest
   1. No declarations were made.
4. Public Forum
   1. Mr Preen advised that the shop and café was for sale due to personal circumstances. He would like to see the shop retained as a village asset and was offering the premises to the village to purchase the freehold. He understood there are various grants available to assist with the purchase. The property is presently on the open market for sale but the view was that the property was probably worth more as a house rather than a business. Mr Preen felt the business has the prospect of growing but it required an organisation to pick up and run with it. After discussion it was resolved to hold an open meeting to see what support from the community is and whether a Steering Group could be formed. The date was fixed for the open meeting as the 10^th July 2019 to allow time for flyers to be circulated around the village. It was also agreed to invite representatives from Stillington and Huby as these villages already have community shops. Chairman did advise we might have to look at registering the premises as a Community Asset to give a 6-month window of opportunity to ascertain if there are sufficient people interested in forming a committee and looking into funding.
   2. Mr B. Connor wished to thank the Parish Council for the letter sent to NYCC regarding the route 29 bus service that has been withdrawn and also for searching through correspondence to see if we were advised of its withdrawal – which we were not, the same as surrounding villages. Mr Connor has met with the Reliance bus company and our local MP who has suggested that funds be made available by the Parish Council to subsidise the service. It was agreed to wait for a reply to our letter written on the 16 May 19.
5. Minutes of the meeting held on 15 May 19
   1. The Minutes of the last meetings held on 15 May 19 were accepted and signed as a true record.
6. Clerks’ reports
   1. Clerk (RC) had nothing to report on as all matters were covered by the Agenda. Clerk (SW) reported she has endeavoured to obtain quotations for fencing on the allotment garden where the car went through the hedge. She is endeavouring to get the drivers insurance details now the number plate of the car had been recovered.
7. Hambleton District Council news
   1. There was no news to report.
8. Finance
   1. To receive a financial report – Clerk (RC) presented the report which was accepted by all Councillors.
   2. It was agreed to settle the following accounts:

• YLCA (Cllr Training x 2) £250.00
• YLCA Subscriptions £299.00
• YLCA purchase of documents £41.00
• Community First Yorkshire (Jane Hudson) fees £48.00
• C & GB Associates (Audit fees) £144.00
• Mr A. Metcalfe tidying the Hornby £130.00
• S. Windross clerks June salary £170.14
• Swale & Ure Drainage Board £7.64
• Came & Company Insurance renewal premium £721.64

1. Highways and Transport
2. Cobbles
   1. Cllr Denison gave a presentation of the progress of the Cobbles Restoration plan.
   2. It was resolved to establish a Land and Maintenance Committee and its Terms of Reference was agreed in accordance with the draft Terms of Reference attached to these Minutes and to include management of the council’s allotments.
   3. Cllr Denison, Cllr Owen and Cllr Darwin agreed to be members of the Land and Maintenance Committee and Cllr Denison proposed Steve Laux and Geoff Oxley are co-opted onto the Committee.
   4. Cllr Dension proposed Fitzgerald-Harts Solicitors in Boroughbridge be appointed to act as legal advisor for the Council on the acquisitions or appropriation as necessary, of land within the Parish. All Councillors were in agreement with the appointment of Fitzgerald-Harts.
   5. Cllr Owen felt that legal costs should be established to get to the first phase of the programme. Cllr Denison advised he felt that it will be difficult to assess and the £4,000 granted from the Making a Difference Grant may well be absorbed in legal costs.
3. Planning Matters
   1. Planning Application 19/00323/FUL proposed replacement windows at School House, School Terrace, Brafferton – this application has been Granted by Hambleton District Council.
   2. Planning Application 19/00782/FUL proposed alteration of roof space into residential accommodation at 3 The Oaks, Brafferton – this application has been refused by Hambleton District Council.
   3. Planning Application 19/00853/FUL proposed extension to 16 Manor Drive, Brafferton – this application has been Granted by Hambleton District Council.
   4. Planning Application 19/00941/FUL proposed change of use of land for the siting of 12 timber holiday cabins at Brafferton Manor Farm, Brafferton – Council had responded stating no objection to the proposal but had concerns whether the material EWP was timber cladding. Council had received a response stating EWP is Easter White Pine so council has no objection to this application.
4. Business Matters
   1. Risk assessment of trees within the village – Clerk (RC) had obtained a quote from JCP Arboriculture for a survey on the trees in the village which was £290.00. It was resolved to accept this quote and go ahead with the survey.
   2. Financial Working Group – it was agreed to form the Working Group, adopt the previously circulated Terms of reference and to appoint Cllrs Topps and Cllrs Jackson-Vickers as members.
   3. Defibrillator cabinet and siting of this – The Clerk (SW) had obtained a quote from Hearts for a cabinet which is £550.00 for a locked cabinet and £500.00 for an unlocked cabinet. The Clerk advised she has not received confirmation whether this can be located on the wall of the Doctors Surgery. It was agreed to explore the cost of purchase of a new defibrillator and cabinet before purchasing a cabinet for the current defibrillator.
   4. Cllr Denison and Cllr Darwin advised they found the recent course they had attended to be extremely useful and informative and encouraged other Councillors to attend a course. It was resolved to look to see if there are any courses available for Cllr Jackson-Vickers to attend. Clerk (SW) advised there is a free course being held by YLCA for Chairmans and Clerks on the 4^th July 19. Clerk to register for two places.
   5. Council representative to attend Hambleton Parish Liaison meeting – Cllr Denison advised volunteered to attend the next meeting to be held on 18^th July 2019.
   6. Allotments Position Statement – Clerk (SW) presented a position statement. Councillors would consider this and place the matter on the next meeting agenda.
   7. Village Street furniture – It was resolved to write to Hambleton District Council expressing concern of the inappropriate street lights in the village and ask for its proposals to restore the appearance of the village particularly as we are in a conservation area.
   8. Amendments to Council Standing Orders had been issued to Cllrs before the meeting. It was resolved to adopt them.
   9. Village Shop – this matter was dealt with in the public forum.
5. Correspondence
   1. Letter to NYCC – the Council has yet to reply to this letter/email ref building on allotment land south of Raskelf Road – it was agreed to respond advising this building is currently let with the allotment.
   2. Email ref Village Street furniture – dealt with at 12.7 above.
   3. Letter regarding Village Fountain – it was agreed to ask the contractors repairing the Fountain for their advice on preventing rubbish and other matters being placed in the Fountain. Clerk was also requested to write to HDC requesting reinstatement of the litter bin beside the Fountain.
   4. Letter from HDC regarding Liaison Meeting – Cllr Denison to attend.
   5. Email ref Feast & Fireworks – after discussion it was agreed to advise of the Council’s blessing on the Community Association organising the Feast. The status of Swale Green remains unclear (Parish Council land or ‘common land’ as the Land Registration process is not yet complete). Chairman had concerns regarding Health and Safety and Insurance issues concerning the Bonfire and suggested that the Council revisit this subject at a later meeting.

The meeting closed at 9.34pm

Date of next meeting – Wednesday 17 July 2019