Minutes remote Council meeting 21 Oct 20

Wednesday 21 October 20

Held remotely at 7.30pm

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

1. Apologies for Absence
   1. All Cllrs were present.
2. Declarations of Interest not already declared under the Council’s Code of Conduct or members Register of Disclosable Pecuniary Interests.
   1. Cllr Denison declared an interest in item 10.2 and Cllrs Owens and Mitchell in item 6.4.
3. Minutes of the last meeting, held on 16 Sep 20, and the Lands & Maintenance committee meeting, held on 7 Oct 20, were agreed to be true records and are to be signed accordingly by the Chairman.
4. Public Forum
   1. Chairman noted with regret that Cllr Topps had tendered his resignation and the Council wished to record its appreciation for his work as a councillor. Chairman then outlined the expected format of the Remembrance Day Service: attendance will be limited to those having a role in the short (15-20 min) service which will be held in a roped off area at the war memorial. The service will be filmed and made available on Facebook.
   2. Jess Hayes outlined plans to reinstate a village magazine. A flyer will be distributed throughout the local area to set out the magazine’s planned content and recruit some additional help. A free first issue, with a copy date of 15 Nov, will be distributed in early December (the flyer and this issue will be funded by the Council using money generously granted from the NYCC Locality Budget).
5. Clerk’s reported that after 10 Nov the council will be advised by Hambleton District Council whether it would need to consider co-option of an additional Cllr.
6. Financial Matters
   1. Clerks’ Financial report – the bank reconciliation was shown to be in order.
   2. Expenditure from NYCC Locality Budget grant – initial costs of launching the new village magazine will be borne by the grant (see 4.2).
   3. Allotments publication & membership of NSALG – Cllr Owens proposed that the Council purchase a copy of The Law of Allotments by Paul Clayton (£24) and join the National Society of Allotment and Leisure Gardeners (£55 +VAT/year) – resolved
   4. Grant request from HVH CIO – a grant request of £535 had been received for dovecote insurance and playground maintenance. The Council’s budget for FY 2020/21 includes a sum to cover this grant. Cllr Darwin proposed that the grant be approved – resolved.
   5. Unplanned minor expenditure – in lieu of a Petty Cash account, Cllr Owens proposed that between Council meetings the Clerk be authorised to initiate payments to a maximum total of £100 – resolved.
   6. Budget and precept for FY 2021/22 – Clerk to prepare a draft budget for presentation at the next meeting.
   7. The following payments of accounts received were approved:
      1. Clerk Zoom subs (month 7) £14.39
      2. Clerk YLCA webinar (allotments) £15.00
      3. A Metcalfe Grounds maintenance £310.00
      4. S Laux Cobbles tools/materials £41.75
      5. N Buchanan Verges grass cutting £1,200
      6. K & UO Drainage Board Drainage rates £3.77
      7. PKF Littlejohn External audit charge £240.00
      8. NY Web Solutions Website enhancements £150.00
7. Matters for Consideration
   1. Swing Bridge footpath – the path was becoming increasingly muddy adjacent to the church wall. It was agreed that the Clerk should buy crushed stone at a cost of £31.50.
8. To receive information from the Lands and Maintenance Committee and decide further action where necessary
   1. Cobbles project – newly laid cobbles at the HVH driveway will be allowed a period of a few months to settle under use by vehicles before further work is considered. The new drain was working well and the Main Street drain to the south of HVH also appeared to run well since recent work by NYCC. A report on the initial re-laying was in preparation for consideration by the L&M committee.
   2. Lands Registration project – nothing to report.
   3. Recommendations
      1. Additional member co-option – John Featherstone had been approached and was willing to be co-opted. He will be co-opted onto the committee at its next meeting.
      2. Main Street tree planting – a planting scheme was presented. Cllr Owens proposed that the scheme go ahead to plant 5 trees at an estimated cost of £450 per planting. (tree, ground preparation and planting plus metal tree guard) – resolved.
      3. Street cleaning – Clerk to research availability and cost of sweeper hire. Council to research weed suppression methods and costs
      4. Village name signs – a scheme, proposed by a group of villagers, to improve the appearance of the 3 village signs through the introduction of bulbs and other plantings was discussed. The scheme was warmly welcomed by Cllrs. Cllr Owens proposed that the scheme be adopted at a total cost of £600 – resolved.
9. To receive information on the following ongoing issues and decide further action where necessary
   1. Actions resulting from the coronavirus crisis – no additional actions to report.
   2. Applications to place the Golden Lion and the ‘Butcher’s shop’ on the Register of Community Assets – the Golden Lion application was expected to be submitted within a fortnight, once Land Registry mapping was received, with the other application to follow.
   3. Tree survey by Barnes Associates – Clerk summarised the report received the previous day. Actions to be an agenda item at the next meeting.
   4. Village magazine – see 4.2.
   5. Vehicle speed data within the village – the Council had various ideas concerning traffic calming, each of which required evidence to be successfully moved forward. Cllr Mitchell proposed that the Council undertakes speed surveys, at 2 locations in the village over the period of a week, at a cost of 2 x £110 + VAT – resolved.
   6. Neighbourhood Plan – a meeting with Hambleton DC is expected after 22 Nov. Here, the government’s plan to reorganise North Yorkshire’s principal authorities can be assessed for its effect on preparation of a Neighbourhood Plan. Thereafter, the Council will decide whether to proceed or to place the project in abeyance.
   7. Re-activation of a village Neighbourhood Watch – Cllr Boyle had made contact with local NW organisations and awaited guidance on set-up, function and available resources.
   8. Standardisation of street lamp designs in Main Street – Cllr Boyle was in discussion with Hambleton District Council with a view to identifying what options could be available to the Council.
10. To consider the following Planning Matters
    1. Proposed outline planning application for 5 dwelling development north of Raskelf Road. The Council thought the development in itself looked pleasant but the residents of Manor Drive have not yet been consulted and they may take a different view given the development’s proximity to their homes. Concerns were raised: it would have the effect of extending the current village boundary and would be a further addition to local housing when two sites are either already under construction or at the planning stage. The Council is keen to avoid over development. Concerns were also raised over the planned access point which is close to two existing junctions and is on a stretch of road with fast moving traffic and limits to visibility.
    2. Planning Application20/02155/FUL, proposed rear extension and other works to 1 Dunroyal, Helperby – Council agreed to hold a site meeting.
11. To receive the following Planning Decisions/information
    1. Planning Application 20/00643/REM, proposed reserved matters pursuant to outline permission 16/01142/OUT for 28 dwellings on Boroughbridge Road, Brafferton – refused by Hambleton District Council.
    2. Planning Application 20/00671/FUL, proposed SUDS pond relating to planning permission 16/01142/OUT at OS Field 0046, Boroughbridge Road, Brafferton – awaiting decision from Hambleton District Council.
    3. Planning Application 20/01429/MBN, to determine if prior approval is required for change of use from agricultural building to 2 x dwellings at the Grain Store, NE of Old Star Cottage, Back Lane, Brafferton – granted by Hambleton District Council.
    4. Planning Application 20/01959/CAT, proposed work to a tree in a conservation area at 12 Dunroyal Close, Helperby – permitted by Hambleton District Council.
12. Matters for Consideration
13. New Correspondence received and decide action where necessary
    1. Grant request from St Peter’s PTA.
14. Matters for inclusion on the agenda for the next meeting
    1. Grant request from St Peter’s PTA.
    2. Action resulting from tree survey by Barnes Associates.
15. Date of the next meeting confirmed as Wednesday 18 November 2020