Minutes of Council meeting 21 August 19

Wednesday 21 August 2019

Held at 7.30pm in Helperby Village Hall

Present: Cllr Chris Owens (Chairman), Cllr Andy Cuthbert (Vice Chairman), Cllr Mark Darwin, Cllr Pam Jackson-Vickers, Cllr Sowray (NYCC) Roger Clements (Clerk) and one member of the public

1. Apologies for Absence
   1. Apologies were received from Cllrs Topps, Denison and Mitchell.
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. Public Forum
   1. No topics were raised.
4. Minutes of the last meeting, held on 17 July 19
   1. The minutes were agreed to be a true record and were signed according by the Chairman.
5. Clerk’s report – all items of interest were agenda items and would be covered during the meeting.
6. Finance
   1. Financial Report
      1. Cllrs received copies of the Council’s running account which showed that the transfer of funds from Brafferton PC and Helperby PC had been completed and the Council’s end of Financial Year outturn predicted a total of £9,829. It was noted that plans under consideration for cobbles, village furniture, tree maintenance and allotments were likely to reduce the outturn; Clerk to monitor spending with care.
   2. Invoices received – payments were approved.
      1. Hambleton District Council (HDC) £100.00
      2. Salary Mrs Windross (August)
      3. Salary Mr Clements (August)
7. Highways and Transport
   1. Update on NYCC Main Street & Raskelf Road re-surfacing project
      1. Cllr Sowray reported that weather conditions had caused the Highways Department to experience delays to its road repairs programme. The repairs to Main Street and Raskelf Road, originally planned for the end of August, were now anticipated in September; residents would be given 2 weeks’ notice of the start date and the associated road closure programme. When pressed by the Chairman for details of the repair schedule, Cllr Sowray said those details were not made available to him as the Highways Department did not make public this level of information.
8. Planning Matters
   1. Planning Application 19/01341/TPO, proposed works to tree at St Peter’s Church, Brafferton – granted by Hambleton District Council
   2. Planning Application 19/00941/FUL proposed change of use of land for the siting of 12 timber holiday cabins at Brafferton Manor Farm, Brafferton – the Council has no objections to this application
   3. Planning Application 16/02159/FUL, proposed change of walled garden into events venue at Helperby Hall, Main Street, Helperby – granted by Hambleton District Council
   4. Planning Application 16/02160/LBC, proposed change of use of walled garden into events venue at Helperby Hall, Main Street, Helperby – granted by Hambleton District Council
   5. Planning Application 19/00323/FUL, proposed alteration of roof space into residential accommodation at 3 The Oaks, Raskelf Road, Brafferton – permission was refused by Hambleton District Council but an Appeal process started on 15 July 19 by means of a Householder Appeal Service (HAS). The HAS procedure does not offer interested parties the opportunity to comment at the appeal stage.
   6. Planning Application 19/0653/LBC, proposed kitchen extract vent at The Golden Lion, Main Street, Helperby – the Council had no objection to the proposal but wished to be assured that the new extract vent would not cause additional noise and fumes annoyance at the adjoining property.
9. Business Matters
   1. Council’s role and insurance cover in any future village fireworks and bonfire events
      1. The Council’s insurance policy and Schedule of Cover indicated that the Council had cover for firework displays provided that certain conditions were met, notably concerning First Aid Cover and fire precautions. It was agreed that the 2019 Bonfire Night fireworks display would be a Parish Council event with the practical organisation delegated to the Community Association. Chairman and Community Association to liaise on preparations to comply with the insurance conditions and Council to confirm compliance with the insurers prior to the event. This topic to be an agenda item at the next meeting.
   2. Briefing on Lands & Maintenance committee meeting of 8 August
      1. Cllr Owens summarised the topics covered during the Lands & Maintenance committee meeting on 8 August (full details may be found in the committee minutes on the Council website at https://www.braffertonhelperbypc.org.uk/minutes/ ) Although the timescale was short it was hoped that the Village Hall cobbles and driveway project might be partially completed in time for the Remembrance Day service. Cllr Sowary pointed out that a grant from NYCC was earmarked for partial funding of the project but the grant availability was time limited. Cllr Owens noted this and would ensure that the committee was aware of the implications.
   3. Parish Online mapping interface service
      1. The Council requires access to detailed mapping to complete the registration of numerous parcels of land with the Land Registry and was now a registered user of the Public Sector Mapping Agreement (PSMA). However, to make use of the Ordnance Survey mapping made available by PSMA some specific software was required and, to facilitate handling of the high definition mapping required by the cobbles’ photogrammetry survey, a high specification laptop was also required. Using research provided by Cllr Denison, Cllr Owens described the specification and cost of suitable laptops (approximately £1,600) and the recommendation that Parish Online provided the most suitable and inexpensive software (£100 for a year’s licence). Finance was available from £510 ringfenced in the Council account for laptop purchase plus an element from the Hambleton District Council Making a Difference grant already awarded towards the cobbles project. Cllr Owens proposed that the software licence and laptop described above be purchased and it was resolved to purchase both. Once the laptop had completed its mapping functions it would be passed to the Clerk for general Council use.
   4. Update on Village Shop Committee plans for possible community shop
      1. The committee had concluded that purchase of the existing village shop and the property that contained it was not viable as the cost would be beyond the means of the community. The committee was looking at other options: a smaller property; room/s within an existing property or construction of a building possibly located adjacent to the village hall. Nothing was identified to date but investigation continues.
   5. Actions necessary following the Tree Hazard Evaluation by JCP Arboriculture
      1. Cllr Owens itemised the recommendations contained in the Tree Hazard Evaluation carried out on 25 July 19. It was resolved that the recommended work should be carried out and a quotation obtained for consideration by the Council.
   6. Re-siting of old Brafferton PC notice board and agree costs
      1. Steve Laux has offered to re-site the old Brafferton PC notice board beside the old Helperby PC board at cost of materials only. These were estimated to be £174 (excl VAT) for timber, 2 x £70 for new etched name plates and a small amount for sundry items. The Council was grateful for the generous offer and resolved to accept it.
   7. Refurbishing of funeral bier and agree costs
      1. Steve Laux has offered to refurbish the funeral bier for material costs only (there may also be some professional welding required). Cllrs were, once more, most grateful for the offer and resolved to accept it. A suitable location for the refurbished bier will be needed; the Chairman will approach the vicar with a view to keeping the bier in St Peter’s church.
   8. Update on repair plan for The Fountain – no update was available.
   9. Re-positioning of village defibrillator on Helperby surgery wall and associated costs
      1. A lockable mild steel cabinet from Defib Store, cost £472 (excl VAT), was agreed to be suitable and it was resolved to purchase this cabinet. Russ Moxham confirmed that the Community Association would make a donation towards the cabinet of £236. The Boroughbridge Practice had agreed, at its expense, to fit the cabinet to the outside wall of the Helperby surgery and connect it to an electrical supply. Clerk to order the cabinet and to liaise with the Boroughbridge Practice Manager to arrange the fitting.
   10. Positioning of second defibrillator in northern part of parish
       1. Cllr Owens had discussed the installation of a second defibrillator in the north of the parish with Easingwold Lions. The Lions are prepared to make a grant of up to £600 towards the defibrillator and it is believed that the Oak Tree may be prepared to have the defibrillator fitted to an external wall. Fitting costs are estimated to be in the order of £250. The Council supported the plan and Cllr Owens undertook to make a full proposal at the next meeting.
   11. Repairs to allotment boundaries on Raskelf Road
       1. An offer from the driver concerned had been received to pay for post and rail fencing across the damaged boundary of Mr Moss’ allotment. The Council was content for this to proceed. Two local fencers had been approached with regard to fencing off the damaged boundary at Mr Whorley’s allotment. One had replied with a quotation of £559 for post and rail fencing with an incorporated gate. It was resolved to accept this quotation from Mark Sowerby Fencing.
   12. Reducing height of hedge bordering The Hornby path
       1. Clerk had discussed this with the adjacent property owners with a view to the Council paying a proportion of the cost. The hedge trimming was now complete and the Council agreed to pay £30 towards the contractor’s charge.
   13. Response from Hambleton District Council concerning village street furniture – none received.
10. Correspondence
    1. Letter from Mr Oxley ref Environmental Awareness
       1. Cllrs discussed the suggestion of adopting a Statement of Intent on its approach to environmental and climate issues. Cllrs were unanimous in their support for both issues but found it difficult to identify specific areas where the Council could take effective action. Clerk to thank Mr Oxley for his proposal; no action was proposed but the Council would bear the idea in mind for the future.
    2. Letter from Mrs Laity ref concerns at traffic speeds through the village
       1. Both ‘old ‘councils had considered actions to enhance pedestrian safety along Main Street and Raskelf Road. It was agreed that Cllr Topps would be asked to deliver the presentation on the subject that he gave to Brafferton PC in July 18. This would give cllrs the opportunity to consider what options might be most viable.

Date of next Meeting Wednesday 18 September 2019