138-2007/08

MINUTES OF MEETING OF EASINGWOLD TOWN COUNCIL HELD AT THE GALTRES CENTRE EASINGWOLD AT 7.30 P.M. ON TUESDAY 18 MARCH 2008

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

07/226

Cllrs 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.

Cllr Ellis declared a personal interest in planning matter reference: 08/00421/FUL

Cllr. Gallon declared a personal interest in the C.O.Z.I.E./TIC building (minute ref: 07/230i)

07/227

It was AGREED to adjourn the meeting for up to 15 minutes to take questions through the Chairman from members of the public.

Mr & Mrs Collins, Orchard House, Market Place, Easingwold expressed their concerns at the increasing number of take away restaurants in the Market Place which led to increased noise and public disturbance. Council noted their concerns and advised that each planning application was individually considered by Easingwold Town Council and by Hambleton District Council and judged on its own merits.

Mr Andrew Nelson requested an update on the position of flooding at Ninevah Cottages.

In the light of these discussions the Chairman decided to close the open session at this point and bring forward Item 8 on the agenda.

07/228

NINEVAH COTTAGES

228.1 Three piping options were considered for the remedial works and it was agreed to appoint Kyle & Ouse Drainage Board to carry out works as follows:

2 x12” piping (£3,230) plus materials (£550) at a total cost of £3,780 excl. VAT. The order should proceed as soon as all funding is formally secured. A further £200 compensatory payment should be given to the landowner for loss of crop during works.

228.2 It was AGREED the Clerk should write immediately to all parties and request confirmation of funding; £1,000 from HDC, £800-£1,000 from NYCC, £300-£400 from each of the Ninevah Cottages households. The outline shortfall of £980 would be met by Easingwold Town Council. If all funding was not forthcoming the residents of Ninevah Cottages, as riparian owners, would need to contribute more.

POST MEETING NOTE: KODB have advised that may be slight increase in price of pipe; revised cost could be an additional 86p per metre.

07/229

MINUTES

It was AGREED that the minutes of meeting dated 19 February 2008 (already circulated) should be approved for signature

07/230

MATTERS ARISING AND CLERK’S PROGRESS REPORT (already circulated)

a	Responses/Letters Sent Forest of Galtres Society 07/170.2; request for remedial work to cobbles to assist hanging of Galtres gates. Snowballs contractor appointed and their work will be completed by end March 08. Gates contractor and Forest of Galtres advised. written back to confirm arrangements Darling Design Sponsorship of roundabout 07/192.7 In discussions with NYCC re procedures for the request to sponsor the roundabout. Awaiting detailed request from Darling Design (on behalf of Jaipur Spice). Electricity box in market place Works completed and traders will start to use from Maundy Thursday. Two traders have been trained and the cheese stall is the keyholder. See urgent items re Farmers Market and signage for car park Planting of tubs to celebrate 25^th anniversary of the Yorkshire Countrywomens Association in 2008 (TCC It 3c) – Asst Clerk has met with YCA and they have agreed to fund 5 tubs for the Market Greens as well as the commemorative plaques Replacing soil in remaining tubs on Long St and in the Market Place (TCC It 8) Action in hand but not yet completed St Mary’s Mews Mgt Company Wilkinson Court, parking problems (192.13) Clerk wrote to Mr Watson asking him to outline in more detail his proposals for yellow lines. CE & CM Walker – Grasscutting quotation for 2008/09 (07/212.1) Clerk has accepted quote for three year contract. Dovecote Appeal After a meeting with councillors, the Assistant Clerk responded to the inspectorate outlining the council’s objections. Millfields Car Park extension by Housing 21 (OS 3.8) Work seems to have concluded, however concern was raised at the condition of the surface of the original car park which was meant to be completed to the same standard as the new part by the contractor. The Clerk has checked the license, the condition of car park and written to HDC legal to advise variance re the surface quality. This has been passed to Clive Thornton for comment. The Clerk has written to NYCC Highways requesting signage that the car park exists to alleviate parking congestion on Manor Road 2008 Band Concerts (07/224.1) Clerk has written to Mr Wintermeyer thanking him for his efforts in managing the concerts in the past. Easingwold Running Club (07/224.2) Clerk has written to above and confirmed that the cross country race can take place on Sunday 6 April starting at 10.30am.
b	Flooding (Items 07/209.2) Clerk has written to Kyle & Ouse Drainage Board to obtain a price for the materials needed. Also the Clerk has written to Clive Thornton and David Mc Gloin at Hambleton District Council, and NYCC Highways explaining the proposal and asking for their views and financial support. HDC have confirmed that they will make a contribution providing other stakeholders also engage. See agenda item 07/228
c	Yellow lines at Buttercross ((Item 07/96j) Advised by Councillor Sowray via email on 13.3.08 that works will be undertaken by Thirsk Area 2 when next in area; being paid for by Integrated Passenger Transport
f	Memorial Park footpath (Rec Item 1.9) The clerk confirmed that the footpath was already a PROW (ref: PROW No. 10.40/16). Clerk has written to Aidan Rayner, NYCC, re possibility of shared funding.
g	Breathing Spaces application: Millfields Wetland Application received by Big Lottery Fund and acknowledged.
h	Persimmon Car Park, Thirsk Road (07/194) Cllr. Sowray stated that the car park does not meet with NYCC standards for the mix of car and pedestrian traffic; he has written to Nigel Smith concerning this and the matter of ownership and is awaiting his reply. However, ‘One-Way’ signage has gone up at the entrance to the car park to reduce the confusion of cars entering and exiting from the same entrance. Cllr. Sowray to continue follow up.
i	C.O.Z.I.E /TIC BUILDING (07/195) Due to the shared nature of the lease on the building (⅓ HDC; ⅔ Galtres Centre/ETC), the Clerk wrote to Hambleton District Council to ask for assistance with the repair of the roof. The remaining ⅔ will be raised through local sources. Clerk wrote to HDC Legal 29.1.08. After debate this letter has now been forwarded to Mr David McGloin, Head of Regeneration @ HDC. HDC responded on 17.03.08 stating they are unable to offer any funding towards the repairs. Cllr Gallon declared a personal interest in this item at the meeting. Delegated powers were given to the Chairman and Vice Chairman to investigate history of lease and repairs to establish the true position. They undertook to advise all Cllrs of outcome by email by 30^th April 2008.
j	Police Surgeries (07/197) It was AGREED that councillors should take part in the partnership events but asked the clerk to write to Sgt. Stephenson for more information on the nature of the councillors’ involvement. Surgery is on 10^th April 1600-2000 at Springhill Court and will be an open event; i.e. no specific topic
k	COUNCIL DINNER 2008(07/200) Friday 18^th April 2008 - invitations issued.
l	ALPHA – inputting of accounts Completed
m	Little Lane/Chapel Lane To note cc’d response from NYCC, Mr N Smith to Mr D Wright

Additional items reported to meeting:

1	Electricity box and Farmers Market - new signage for car park to notify no parking every 3^rd Wednesday; Clerk to obtain quotes
2	Cannot disconnect original electricity box with NEDL until all issues resolved
3	To note temporary road closure of Stillington Road to Crayke junction whilst NYCC Highways do patching work

07/231

CORRESPONDENCE

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

Correspondence for Decision

231.1 Parking at Kelbalk Close - Mr. A. Taylor

It was AGREED that the clerk will write and advise that the land is not owned by the Town Council. There is a possibility that it may belong to Broadacres

231.2 10k Road Race 3^rd June 2008 - Easingwold Running Club

It was AGREED that the clerk will write to the Club granting permission for the Memorial Park to be used for the race finish

231.3 Donation Request - Samaritans

It was AGREED that the clerk will write to the Samaritans advising that the Council do not donate to national charities, however they would support a collection in the Market Place

231.4 Spring St. Almshouses; Nominative Trustee - Strick Carter

It was AGREED that the clerk will write to confirm the nomination of Cllr W.B. Taylor as Trustee for a further four year term

231.5 Donation Request - RNIB

It was AGREED that the clerk will write to the RNIB advising that the Council do not donate to national charities

231.6 Agreement to Proportionate Funding of remedial flooding works - Ninevah Cottages Residents Association

This was noted and considered under agenda item 07/228

231.7 Area Forum - HDC

It was AGREED that the clerk will write to HDC noting the proposed action and confirming Easingwold Town Council will forward issues to the Area Forum as appropriate

231.8 Incident on Manor Road, Easingwold - Mr Brown

It was AGREED that the clerk will write to Mr Brown advising that Easingwold Town Council do not accept liability as the alleged cause of the damage is not proud to the highway. It is a highly visible spring with wall and railing and has not been obscured by a lack of maintenance to the verge. No photographic evidence was provided by the claimant

231.9 Quote for spring planting, partly in association with the YCA - Cherry Hill Nurseries

The estimate of £566 excl. VAT as provided at the meeting by the Clerk was AGREED for flower displays. This excludes the YCA element

07/232

GRAFFITTI SPRAY PURCHASE

It was AGREED that the clerk will purchase spray not exceeding £100

07/233

UNITED CHARITIES: ELECTION OF TRUSTEES

It was AGREED that the clerk will write to United Charities confirming the re-election of Mr. A. Beckwith and electing Cllr N. Madden as a new trustee following the recent death of Mr. G. Richardson

07/234

BLACKSMITH’S COTTAGE

9.1 To consider report on disabled access from HDC Building Control, Mr D Bunch

The report was noted. It was AGREED that the clerk will write to Mr D Bunch advising that the Council do not accept the quality of the existing ramps on the cobbles e.g. as per the Tee Hee frontage. They would not wish to see this repeated.

Additionally the Council need to see the developers’ plans of the ramp options as mentioned in the report and Council would need to approve the proposed ramp plan at a full Town Council Meeting. Any approval of a ramp on Easingwold Town Council cobbles would be subject to the receipt from the property owner of a signed acceptance that the property owner will be responsible for any liability on or caused by the ramp area. Easingwold Town Council would need to be indemnified in such circumstances and any successors in title to the property with the ramp would need to provide the same indemnity

9.2 Use of cobbled area in alley way

The Clerk confirmed the land was registered with the Land Registry, Title Number NYK285148, Byland Estates

07/235

ANNUAL PARISH ASSEMBLY MEETING

It was noted that the meeting will be held in the Council Chamber, Galtres Centre on April 15^th at 7p.m. followed by the full Town Council Meeting at 7.30p.m.

The guest speaker will be Mr Mike Kneebone, Operational Services Manager, Hambleton District Council. He will do a short presentation on ‘Refuse and Recycling’. It was AGREED that the clerk will advertise the meeting in the local paper inviting the public to attend.

07/236

HDC REPONSE TO PLANNING QUESTION

The response was noted and it was AGREED that the current procedures should remain unchanged

07/237

EASINGWOLD LITTER BINS

It was noted that the meeting arranged between the Clerk, Councillors and HDC had to be postponed; therefore no new information was available for discussion at the meeting. The bin review should be rescheduled

07/238

RECYCLE BINS FOR GALTRES CENTRE CAR PARK

It was AGREED that no further action could be taken regarding the temporary removal of the recycle bins from the car park during the period of building work for the new Sports Hall. This is due to access problems for HDC vehicles collecting the recycling from any other temporary collection point in the town

07/239

ANNUAL LEAVE POLICY REVIEW

The policy as agreed at the F&GP Committee on 4/3/08, was approved

07/240

DONATIONS

240.1 Town Band Concerts 2008

It was AGREED that the clerk will write to confirm the annual donation of £225 to the Yorkshire & Humberside Brass Band Association, in addition to donating £100 towards the band costs per concert providing the concert takes place. Permission was also granted for the Memorial Park Band Stand to be used for the planned four band concerts on 25^th May, 22^nd June, 27^th July and 24^th August

240.2 Donation in memory of Mr. Geoff Richardson

It was AGREED that the clerk will write to the family expressing the condolences of the Town Council and giving to £25 to the two clubs which Mr Richardson supported; Easingwold AFC - Juniors and Easingwold Cricket Club

240.3 The following donations for 2008 were approved:

Ø £50 prize donation to Easingwold Primary School

Ø £50 prize donation to Easingwold School

Ø £900 donation to C.O.Z.I.E. (Easingwold Community Youth Project)

Ø £400 donation to Hambleton Citizens Advice Bureau

Ø £5,000 Galtres Centre new Sports Hall - previously approved; to note only

07/241

EASINGWOLD IN BLOOM

It was AGREED to defer the item to Town Centre Committee Meeting on 19^th May 2008

07/242

EMERGENCY REPAIRS AND MINOR ITEMS

The Clerk reported the purchase of:

New keys for the padlock for the Memorial Park gates (£7)

Set of new ink cartridges for office printer (£130)

Key cabinet (£23)

These purchases were approved.

07/243

COMMITTEE REPORTS

243.1 Councillor Readman gave a brief summary from the Open Spaces Committee meeting held 17/03/08

Ø Millfields drainage remedial works were successful

Ø Millfields Car Park extension license had been reviewed and the poor condition of the rear of the car park had been reported to Mr. C. Thornton, HDC Senior Engineer. This should have been made good as part of the license by Housing 21

Ø Due to changes in NYCC funding contribution to the grass cutting contract, the precept would need to budget for additional funds over the next three years

Full minutes will be circulated from the Open Spaces Committee Meeting

243.2 Councillor Taylor gave a brief summary from the F&GP Committee meeting held 4/3/08

Ø The financial investments incorporating five bank accounts had been re-configured to secure the most effective return of interest

Ø Staffing Matters; The Town Clerk would carry out the Assistant Clerks annual appraisal review in June 2008, as line manager. The Town Clerk’s Probation review was outstanding and would be done shortly and the Clerk’s annual appraisal review would be done when due in September 2008. Councillor D. Gallon as Chairman of the Staffing Committee would carry out the Clerk’s reviews

Full minutes are available of the F&GP Committee Meeting

07/244

FINANCE MATTERS

244.1 The previous months income was noted

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

Payee Name	Cheque	Total
SLCC NY Branch	100936	15.00	training event, Clerk 11.3.08
Y'shire + Humber Reg Trg P'shi	100937	147.50	WWYC course fee; Clerk
Viking Direct	100938	215.52	stationery+ink
			cartridges prin
Wicksteed Leisure Ltd	100939	69.91	x2 new swing seats for Mem Pk
Green-Tech Ltd	100940	301.39	Melcourt Playbark for Mem Pk
Mr M Barker	100941	66.00	fit new seats+repair frame
JH & M Hutchinson	100942	7.18	new keys for padlock; Mem Pk
John Pearce	100943	579.60	Market Stalls Contract
SLCC	100944	140.00	CiLCA reg. Clerk+Asst Clerk
salary 2	100945	398.98	remuneration
salary1	100946	925.66	remuneration
HMRC	100947	581.20	NI er's/tax/NI ee's
SLCC	100948	5.00	CiLCA portfolio
A Nelson	100949	400.50	misc works contractor
EDCCA	100950	21.18	photocopying
John Pearce	100951	275.20	repairs to stalls & lights
			storage rent 1.9.07-
PETTY CASH	100952	19.71
BT