MINUTES OF MEETING OF EASINGWOLD TOWN COUNCIL HELD AT THE GALTRES CENTRE EASINGWOLD AT 7.30 PM ON TUESDAY 16 OCTOBER 2007

PRESENT Councillors J. Tanner-Smith (Chairman), G.W. Ellis, Revd. J. Harrison, N. Madden, S.A. Shepherd, W.B. Taylor, F.M. Readman, County Councillor P. G. Sowray

07/135 APOLOGIES

It was AGREED that apologies from Councillor D. E. Gallon should be approved.

Councillors Ellis and Shepherd declared that, as members of Hambleton District Council, they would reconsider any matters at the district level taking into account all relevant evidence and representations at the district tier.

07/136 It was AGREED to adjourn the meeting for up to 15 minutes to take questions through the Chairman from members of the public. No public present

07/137 MINUTES

It was AGREED that minutes of meetings dated 18 September & Extra ordinary meeting on 28 September (already circulated) should be approved for signature.

07/138 MATTERS ARISING AND CLERK’S PROGRESS REPORT

The Clerk advised that there was a significant backlog due to the previous Clerk leaving and the ensuing staff shortage for one month.

CORRESPONDENCE

Noted that responses agreed in September meeting had been sent out as follows:

a	Responses/Letters Sent 07/108.1.4 Funding for Memorial Park, response rec’d from Dave Goodwin 07/131 ETC-v-Byland Estates, various correspondence with Grays Solicitors regarding prep for Statement of Case & subsequent issues arising NO REF Millfields Car Park – license for works for extension and resurfacing NO REF Superannuation standing order set up wef 5/11/07 07/127.2 New bank mandate set up @ HSBC 07/127.3 New finance regulations adopted 07/120.1 Police re permission for surgery on 19/10/07 07/102.3 Reserve Forces & Cadets, invitation accepted 07/102.5 Watsons Amusements – permission confirmed and risk assessments Per ride & insurance requested. All now received 07/102.5 Police advised of arrangements for Watsons Amusements; dates & times 07/102.6 British Red Cross awards ceremony – apologies sent 07/128.5 Vanessa David complaint re 110 Long St
b	Flooding (Items 98.1; 98.2) The George Long site flooding issue has been passed to Anne Macintosh MP. Written to Nineveh Cottage residents suggesting that they approach Kyle & Ouse Drainage Board to carry out remedial work on their behalf
c	Yellow lines at Buttercross ((Item 07/96j) A Harley contacted NYCC Highways to progress work. Awaiting response.
d	Purchase of replacement litter bin in Skate Park (Item 07/108.1.2) Order raised from Hambleton District Council. To be fitted by end October 2007
e	Annual Preventative Maintenance contract for Skate Park (Item 07/108.1.3) Still awaiting information from Evolution Skate Parks
f	Funding for Memorial Park refurbishment project (Item 07/108.1.4) Feedback on rejection of bid received from Dave Goodwin HDC
g	See attached outstanding ‘jobs to do’ list
h	Matters Arising Easingwold NPT – reduction in Police numbers. Email from Police to be forwarded to all Councillors
i	Matters Arising District/Parish Councils Liaison Meeting 24/9/07. Attended by JTS & CL
j	Matters Arising Hambleton LDF: Allocations Development Plan Documentation-Preferred Options Consultation for Easingwold. Comments to HDC by 23/11/07
k	Matters Arising Enquiry from Police Sergeant Stephenson regarding ownership of cobbles in Market Place and if any permissions have been given regarding benches outside public houses
l	Matters Arising Clerk reported that resident of Easingwold had fallen in the Market Square and our insurers had been informed

07/139 CORRESPONDENCE

139.1 NPower

IT WAS AGREED to approve the new electricity rates for market stalls

139.2 Galtres Centre

IT WAS AGREED that the request for a donation towards the new sports hall should be added to the next Town Council Meeting Agenda for discussion with the precept for 2008/09

139.3 NYCC – Karen Pattison

IT WAS AGREED to give permissions to have the Skills Mobile ICT Unit ‘bus’ on the Butter Cross on 12/11/07

139.4 Royal British Legion

IT WAS AGREED to approve the request of £18.75 for poppy wreath donation

139.5 Royal British Legion

IT WAS AGREED to approve a contribution of £100 towards band costs and to give permission to erect gazebo on the green (outside Towlers) on 2^nd & 3^rd November

139.6 Litter Bins on Showfield Estate

IT WAS AGREED that it was a good idea from Easingwold School for Joint Working between the Council and School to provided litter bins. The school should be encouraged to do some fundraising and Easingwold Town Council will write to HDC requesting that they provide 3 litter bins; one for each entrance to the open space area on Showfield

139.7 Notification of YRCC Parish Government Conference

7-9 March 2008. No Councillors can attend

139.8 External Audit, approval of the Annual Returns – reminder

Noted

139.9 Yorkshire Local Councils Association

Hambleton Branch Meeting & Agenda and minutes. Date of meeting is 17/10/07 at 7.30 Civic Centre, Northallerton. No one available to attend

139.10 North Yorkshire County Scout Council

Invitation to Centenary Dinner on 3/11/07. Tickets are £35 each. No Councillors can attend

Items of correspondence noted are listed at the end of these minutes.

07/140 SALES OF ALCOHOL TO UNDER 21’S

Due to Memorial Park fracas (agenda item 07/111.4 August TCM) this item was asked to be added to the main agenda for October. There are no papers to support this item. Councillor Tanner-Smith advised that notices were up in all appropriate shops in Easingwold and there was no further action.

07/141 SCANNER & HARD DRIVE

IT WAS AGREED to purchase of a scanner and hard drive for backing up the

computer files in the Town Council office (urgent item from September 07 TCM).

The scanner should either be built in to the new laser printer or stand alone, depending upon price.

The hard drive was considered to be an urgent requirement and this purchase shouldalso include a robust back-up (possibly by an external provider e.g. Bow House)

It was approved at the Extra-ordinary Town Council Meeting on 28/9/07 to purchasea laser printer up to a value of £300.00. The Council agreed that the value of all 3 of these items should not exceed £400.00

07/142 MARKET PLACE

142.1 The plan of market stalls for Friday 26^th October when Watsons Amusements on Market Place was agreed.

142.2 The Council considered the verbal request from Anne Smith, on behalf of all market traders, to advertise the Friday market to increase revenue. IT WAS AGREED to obtain quotations for advertising boards on the A19 on both roundabout approaches and for a sign to be erected on Long St (where Market Place sign is). Funding is to be sought from the Chamber of Commerce (Chris Dent) and NYCC Highways will be approached for permission and assistance with the erection of market signs. County Councillor P Sowray agreed to support all of the above and give assistance as necessary

142.3 IT WAS AGREED by Council to purchase two market stalls for Mr Prentice, market trader selling plants & flowers, as he currently provides his own. Quotes will be obtained for approval

07/143 EASINGWOLD TOWN COUNCIL -V-BYLAND ESTATES

143.1 IT WAS AGREED to appoint F&GP Committee, and granting delegated authority to deal (and have power to act) with all matters relating to the ongoing case; namely the Conditional Fee Agreement and any other matters arising until the next Town Council Meeting. However all Councillors should have all papers regarding the case sent to them and must all be advised on the meeting dates of F&GP Committee, with the opportunity to attend if they so wish. The meetings will be held in confidential session and will be clerked.

143.2 Mr Brian Mitchell of Grays Solicitors advised on questions regarding the Conditional Fee Arrangement (CFA). After a unanimous vote in favour of signing the CFA was recorded, the CFA was signed by Mr Mitchell and the Chairman

07/144 C.O.Z.I.E. REPORT

A copy of the Lead Youth Worker's report, presented at COZIE's recent AGM

in September 2007 was noted

07/145 DELEGATED AUTHORITY TO TOWN CLERK AND ASSISTANT

IT WAS AGREED to grant delegated authority to Town Clerk and Assistant Town Clerk for permissions for local small events, stalls etc on Market Place and on the Butter Cross, by consulting with the Chair or Vice Chair without presenting to the Council at the Town Council meeting

07/146 EASINGWOLD IN BLOOM SHIELD

Council formally accepted the returned shield from Mr Walker’s estate and agreed it should be hung in the Council Chamber

07/147 REPORTS FROM MEMBERS OF OUTSIDE BODIES (for information only)

147.1 Councillor Taylor attended the County Committee for Hambleton on 24/9/07, as the Parish Representative where the bird mouth fencing on Thirsk Road was noted and the average speeding tables showed that speeding had worsened. It was approved to keep the current arrangements in place, but they would be reviewed on completion of the Persimmon Development at Prospect Farm.

147.2 Councillor Taylor advised that EDCCA, Robert Webb, was campaigning for the retention of the day centre in Easingwold. On behalf of the Town Council, Councillor Taylor had supported keeping this facility which is currently at the Paradise Centre, when we eventually relocate to the ‘One Stop Shop’ facility.

147.3 Councillor Taylor attended the Code of Conduct training in the Galtres Centre on 5^th October which was hosted by Martyn Richards, Head of Legal, Hambleton District Council

147.4 Councillor Tanner-Smith gave feedback from the Appeal Hearing for Blacksmiths Cottage being used as a takeaway. The results are awaited

147.5 Councillor Taylor advised all Councillors that it is EDCCA AGM on Tuesday 23^rd October at 7.30pm in the Galtres Centre. The guest speaker is Paula La Page, Court Manager of Housing 21 at Springhill Court

07/148 EMERGENCY REPAIRS AND MINOR ITEMS

To consider items which need urgent repair/replacement under delegated powers and other less urgent items for inclusion on the agenda for the next meeting

148.1 A new padlock had been purchased for electricity box in Market Place (keys now held by: Anne Smith, John Pearce, John Piercey & Town Clerk)

148.2 Memorial Park – unsatisfactory report from Allianz insurance items have been rectified; namely bark replenishment, removal of protruding bolts/nails, embankment slide platform to be secured due to tripping hazard and replacement of missing log on tent frame climbing frame

.

148.3 A Nelson has re-affixed Easingwold sign to stone trough on Oulston Road (15/10/07). Over weekend other signs have been removed from their holding place and one is with A Nelson as we do not know where it has come from. It was found at Millfields

07/149 COMMITTEE REPORT

149.1 Councillor Shepherd gave a brief summary from the Recreation Committee meeting held 15/10/07

Ø £10k in precept request

Ø Grant avenues will be explored re Memorial Park refurbishment

Ø Councillor Taylor read the draft response to Mr Dave Goodwin, HDC, re the rejection of our Big Lottery Fund bid

Full minutes will be circulated from the Recreation Committee Meeting.

149.2 Councillor Readman stated that she would like to see the Deeds of Millfield Car Park and adjoining land (rights of way access) from the sale by York Health Authority

07/150 FINANCE MATTERS

150.1 Income for previous month, bank reconciliation from August & September were noted

150.2 It was AGREED that the following accounts should be approved for payment:

ACCOUNTS FOR PAYMENT OCTOBER 2007

HDC	Market Place rate	58.00
BT	Broadband charge	31.71
John Pearce	Market stalls contract	579.60
Yorkshire & Humber Regional Training Partnership	Gill Gribbins course: replaces chq no's 100793 & 100829	147.50
Gill Gribben	stationery	4.99
Claire Lane	postage	10.04
John Pearce	Market stalls contract	579.60
John Tanner-Smith	Easingwold in Bloom expenses	44.99
SMP Playgrounds Ltd	springer unit & surfacing: Claypenny play park	2827.11
D Humberstone	Trees; Claypenny	863.62
CE CM Walker	Grasscutting	1639.13
The Galtres Centre Trading Co	Hire of lounge, teas; E'wold in Bloom	33.48
npower	market stalls electricity	20.83
Exell technology	new IR bulbs for CCTV; Galtres car park	183.30
Grays solicitors	Byland Estates legal costs; 29.3.07-27.09.07	2964.50
HMRC	Tax & NI	760.72
Claire Lane	salary	851.79
Gill Gribbin	salary	595.28
A Nelson	misc works contract	556.50
JM & M Hutchinson	misc items of hardware	5.01
Yorkshire Water	6 monthly rates for Market Place	137.64
John Pearce	Mkt stalls storage 5/2-30/9/07 plus repairs to trailer jack & stalls	311.50
John Pearce	new floor for trailer	145.00
NYCC	Superannuation re OCT salary	423.46
	TOTAL OCTOBER	13775.30

150.3 Receipt of the Parish Precept from Hambleton District Council was noted

150.4 Assistant Clerks additional hours were now paid for up to date (worked up during period of recruitment for new Clerk). IT WAS AGREED that due to an oversight the Assistant Clerks salary should be uplifted to the Clerks rate, whilst she acted as Clerk for three weeks from 20/8/07 – 09/09/07, including additional hours worked during the same period.

150.5 The Councillors requested a formal record of thanks to Gill Gribbin for her hard work and commitment during the transition period of the outgoing Clerk and the new Clerk starting

07/151 URGENT ITEMS AND ITEMS FOR THE NEXT AGENDA

151.1 New hedge trimmer required for general work

The existing trimmer is broken and beyond economic repair. It was AGREED to add as agenda item for November 2007 meeting as it is now required urgently by A Nelson

151.2 Village Correspondent

IT WAS AGREED that the Clerk should continue sending minutes to the local papers for them to format as their layout required and that the Quarterly Report should also be issued to the local papers

151.3 Request for temporary road closure in Easingwold on Sunday 11/11/07

Plan was noted and approved

151.4 HDC letter re Emergency Planning for burial grounds information in Easingwold

Correspondence noted

151.5 YRCC - 21^st Century Villages Conference & AGM. To be held 3/11/07 at Selby

No Councillors available to attend

151.5 Items for the next Agenda

Budget agreed and precept decided. All Committee Chairman to note

07/152 PLANNING MATTERS

152.1 Planning applications received

It was AGREED that Planning Committee recommendations, following the meeting on 15 October 2007, should be approved as follows:

a		Application Ref: 07/02936/FUL Proposal: Construction of a plant room Location: Home Farm, The Hawkhills Estate Applicant: Sir Ben Gill Recommendation: Wish to see APPROVED
b		Application Ref: 07/02967/MRC Proposal: Application to remove condition no 5 of planning permission 07/01220/FUL Location: The Galtres Centre, Market Place Applicant: The Management Committee Recommendation: Wish to see APPROVED Cllrs Readman & Shepherd declared a personal interest
c		Application Ref: 07/03001/TPO Proposal: Application to carry out works to a tree the subject of TPO 1992/10 Location: 48 Stonefield Avenue Applicant: Mrs P Walker Recommendation: Wish to see APPROVED
d	Application Ref: 07/02922/FUL Proposal: Demolition of two former agricultural buildings and construction of a workspace unit and an office Location: Home Farm, The Hawkhills Estate Applicant: Sir Ben Gill Recommendation: Wish to see APPROVED

Street Naming and Numbering

New Development – Rear of 145 Long Street, 1 – 5 Oliver Court

Comments:

It is not clear where the name ‘Oliver Court’ has come from. The Council want a name which reflects the history of the site/area and would recommend ‘Dovecote Close’ if Oliver Court is not relevant to the history of the site.

152.2 Applications considered by Hambleton District Council

Noted that 5 new dwellings had been approved since 1 April 2007

Signed ………………………………………… (Chairman)

Date …………………………………..

CORRESPONDENCE NOTED

CORRESPONDENCE TO NOTE: OCTOBER 2007
N01	12.09.07	Michael Hateley, 78 Uppleby	footway reconstruction
N02