94-2009/10

MINUTES OF EASINGWOLD TOWN COUNCIL MEETING HELD AT THE GALTRES CENTRE EASINGWOLD AT 7.30P.M. ON TUESDAY 16 FEBRUARY 2010

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

Clerk: Mrs C Armitage

09/243

APOLOGIES AND DECLARATIONS OF INTEREST

243.1 Apologies were received from Councillor S. Shepherd.

243.2 Councillor Ellis declared that, as a member of Hambleton District Council, he would reconsider any matters

at the district level taking into account all relevant evidence and representations at the district tier.

Councillor Tanner-Smith declared a prejudicial interest in agenda item 09/261.1e application 10/00303/CAT

09/244

It was AGREED to adjourn the meeting for up to 15 minutes to take questions through the Chairman from members of the public. All items raised by the public are recorded to enable the council to deal with at the appropriate time.
No members of the public were present.

09/245

It was AGREED that minutes of the meeting dated 26 January 2010(already circulated) should be approved for signature.

09/246

MATTERS ARISING AND CLERK’S PROGRESS REPORT

To note progress on action points from previous minutes (information items only)

a) Responses/letters sent

· NYCC have been asked to replace the bollard in the Precinct outside Yum Yums.

· NYCC PROW notified of tree roots in Kelbalk and asked about ownership of trees.

· NYCC Highways asked to clear Church Hill path of encroaching mud.

· Snowball’s informed of loose cobbles outside Hileys.

· Police have been consulted regarding proposed alcohol ban in the play areas.

· Benches: Long Street – contact made and costs verbally approved. Licence requested from NYCC. Crabmill Lane -costs verbally approved and map requested by NYCC. On receipt of map a licence will be requested.

· Companies have been written to rejecting quotes for the heather bed in the Market Place.

· Easingwold Service Centre Town Strategy questionnaire completed and returned to NYCC.

· Allotments Survey completed and returned to Hambleton DC.

· Town Council dinner menu circulated for approval.

· Account set up with BATA

b) The Coach House - COZIE lease with GMC

The signatories on the final Lease (Chairman and the Clerk) have both signed on behalf of ETC as Custodian Trustees. HDC have agreed the new lease also. A final copy has now been received from Hileys and is filed in the Clerk’s office

c) Footpath at Springhill Court (08/142 &08/188)

Mrs J Charlton advised that she is arranging a further meeting with the developers and whilst ETC are not invited to the meeting, she will advise the Clerk of the outcome in due course. Mrs Charlton was asked for an update on 8.2.10

d) Millfields Car Park extension by Housing 21

This matter is still unresolved. Mr Thornton, HDC, advised he is looking into it on 19.1.10

e) Burial Ground

This will be considered in Part Two, confidential session

f) Review of Policy on Town Council land for tables outside commercial premises

See main agenda item

g) Prospect Farm Development & Possible Adoption of the Public Open Space

See main agenda item

h) Office Premises

This will be considered in Part Two, confidential session

i) New Salt Bins in Easingwold

Two salt bins have been ordered from NYCC Highways (one for Park Close & one for Bonneycroft Lane) and all salt bins (incl St Monica’s Garth & Market Place; 4 in total) have been put under the NYCC filling scheme at £75 per bin.

j) Memorial Park Play Area scheme

· First instalment of Playbuilder grant for £21,343 has been requested and received

· Padlock has been removed from the Memorial Park gates; new padlock will be fitted after works in park are completed.

· Easingwold Lions written to asking for help towards Memorial Park play area scheme.

· HDC grant application for £1,000 towards the scheme has been applied for on 10.2.10

· Written to Allianz Insurance requesting revised premium quotation for refurbishment of play area in Memorial Park

MATTERS ARISING:

Ø There were no matters arising.

09/247

CORRESPONDENCE

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

Correspondence for Decision

247.1 Great North Air Ambulance, donation request; it was AGREED no donation was possible due to financial constraints

247.2 SLCC Training day 4/3/10 in the Galtres Centre, invitation to Clerk and Councillors; it was AGREED the Clerk should attend and Cllr Taylor

247.3 First Easingwold Scouts, invitation to Whitsun Bank Holiday Camp (30 & 31^st May) and the road track at the Dawnay; it was AGREED that individual cllrs should personally respond to the invitation. It was AGREED the Clerk would contact Mr G Tubb and arrange a site visit on either a Friday/Saturday or Sunday with as many cllrs who would wish to attend to talk through the condition of the track and track maintenance for the future. It was confirmed by County Cllr Sowray that this road (track) is adopted by NYCC Highways but was considered the lowest priority for any repairs.

247.4 Easingwold Running Club, Millfield Park run 21^st March 2010 permission request; it was AGREED to give permission for this annual event.

247.5 Easingwold Town Band, request for support for 3 band concerts in the band stand (Memorial Park) on 23/5, 27/6 and 29/8/10; it was AGREED to give permission for the concerts and to donate £100 per concert held

09/248

MEMORIAL PARK ENHANCEMENTS

248.1a The NYCC guidance was considered for the Playbuilder Scheme and in addition to the logos for NYCC and DCSF (mandatory logo’s) it was AGREED to add the logo’s for: Easingwold Town Council, Hambleton District Council and Easingwold Lions. The final inclusion of the logos is dependent on donations or grants being received. It was AGREED that the wording for the sign at the entrance to the play park should read ‘Easingwold Memorial Park’ – if NYCC advise that ‘Play Area’ should be placed at the end of this then this wording should also be included. The lettering should be in green as per the NYCC guidance

248.1b The email from Image Playgrounds dated 15.2.10 detailing the warranty for the various play equipment was noted. The re-design of the zip cable to comply with safety requirements was also noted and not considered a problem as the functionality of the zip cable would not be affected. The possible late supply of the net for the activity tower was also noted.

248.2 The quotation for the provision of a DDA ramp and path into the play area from Image Playgrounds was approved.

248.3 Retrospective approval was given for the quotation from Moverleys for clearance of the Memorial Park site which was dealt with under emergency delegated powers in accordance with ETC Financial Regulations 3.4; authorised by the Clerk, the Chairman, Cllrs Madden & Readman

248.4 The 5 year Maintenance Agreement for the refurbished play park was noted. The costs of this are integral to the original quotation for the 5 year period.

09/249

DRAFT LEASE FOR ETC LAND AT THE DAWNAY

The draft has not yet been received. Carry forward to the next agenda

09/250

NINEVEH – REMEDIAL DRAINAGE WORKS

Cllr Madden advised he is meeting with the Chairman of KUODB on 20.2.10. Cllr Madden will report back at the next meeting.

09/251

PROSPECT FARM SECTION 106 AGREEMENT

It was AGREED that the council do not wish to adopt this area; it should be maintained by HDC.

09/252

QUALITY COUNCIL STATUS

It was AGREED to defer until a new council is in place in May 2011. The current accreditation expires 21 June 2011

09/253

STANDING ORDERS

It was AGREED to delegate the review of the newly received NALC Standing Orders in conjunction with ETC orders to the next F&GP committee, which meets on 23^rd February 2010. The Clerk will collate a list of questions raised by other Clerks on the new Standing Orders and circulate to members for the F&GP committee.

09/254

COPPERCLAY FACILITY

Cllr Gallon advised the next meeting of the Health Trust will take place at the Galtres Centre during the day on 23/2/10. Cllrs indicated they would attend and ask questions on the future use of the facility. The Clerk should establish to actual time and room for the meeting and advise all cllrs.

09/255

MILLFIELDS SKATE PARK

The quotation from Record RSS (October 2009) and the advice from Balfour Beatty were noted. It was AGREED that the Clerk should request Record RSS to carry out the next inspection as early as possible as the area seems to have deteriorated further in the bad weather. The revised inspection report & quotation for remedial works should be considered at the next appropriate meeting.

09/256

DRAFT LICENSE FOR TRADERS ON THE MARKET PLACE

It was AGREED the license should be reviewed by the F&GP Committee on 23.2.10 as it was still with Hileys Solicitors. It should be the first item of business on the F&GP agenda in case other cllrs wish to attend.

09/257

EMERGENCY REPAIRS AND MINOR ITEMS

257.1 Retrospective approval for £867 expenditure to provide gritting salt for 3 bins (Millfield Rise, Market Place and St Monica’s Garth) during exceptionally poor weather over the Christmas period (2009) was given.

257.2 It was AGREED the Clerk could purchase a wipe board for the ETC office (£59.48 + vat)

09/258

COMMITTEE REPORTS

258.1 Town Centre Committee Report from meeting held 15.2.10.

The Clerk circulated a copy of the draft minutes to all members. Cllr Gallon talked through the highlights as follows:

Ø Recommend to vire £1,000 from reserves code 9924 (Upgrade of electricity in the Market Place) into code 4100 (Market Place) – this was approved

Ø Recommend that the market which falls on Good Friday be held on Good Friday (providing the Market Traders are willing to attend). If this is not acceptable then the market should be held on Maundy Thursday. Traders who do not attend these markets will not be charged. This was approved by a majority vote.

Ø The Crescent, soil sample – The Clerk was instructed to ask Bartletts of Tockwith to advise the costs of rectifying the soil (as per the soil analysis); costs should be obtained for the complete job and the costs of supplying the materials and the council arranging its application. The work should be carried out as quickly as possible to ensure healthy spring growth; the Clerk may need to use delegated powers to carry out the work depending upon timing. It was AGREED that this should be an agenda item for the next F&GP on 23.2.10.

09/259

FINANCE MATTERS

259.1 January 2010 Income & Expenditure report was noted.

259.2 The following accounts were approved for payment:

Payee Name	Cheque	Total
HDC	101345	167.50	Planning applic churchyard
JH & M Hutchinson	101346	2.04	maintenance
Alan Johnson	101347	384.54	Electrician, xmas lights
R & S Padget	101348	184.00	Xmas tree
SLCC	101349	17.00	Branch Trg Day 4.3.10
ETC	101350	53.52	market bulbs & cabling
WB Taylor	101351	15.54	Gift for staff member
ME Willis Ltd	101352	81.60	Service kawasaki brush cutter
Grantley Saw Mills Ltd	101353	34.07	Wood for Skate Park
Easingwold Town Hall Co Ltd	101354	128.31	Asst Clerk adverts
EDCCA	101355	17.66	photocopying & stationery
Smith of Derby Ltd	101356	256.15	Clock repair
John Pearce	101357	579.60	Market Stalls contract
Salary 1	101358	1,163.76	Salary 1
HMRC	101359	515.61	Tax & NI
A Nelson	101360	495.00	Misc Works Contractor
N Knapton	101361	868.75	Clerks Services
Staples Delivery	101362	54.33	stationery
NYCC	101363	96.00	Office rent 11.2.10-10.5.10
PETTY CASH	101364	75.36	top up
NY Pension Fund X3300	DDR	239.62	s'ann
BT	DDR	31.71	Broadband
		5,461.67

259.3 The increase of £5 per month by DDM to BT for the broadband service to be enhanced to have a fixed IP address was noted and approved

259.4 The budget allocations for 2010/11 will be considered by the next F&GP and recommendations will be presented to full council in March 2010.

09/260

TOWN REPAIRS AND MAINTENANCE

It was noted that some potholing repairs had been carried out by NYCC Highways and others are still outstanding.

09/261

URGENT ITEMS AND ITEMS FOR THE NEXT AGENDA

Ø Newsletter – dog fouling (Cllr Tanner-Smith), Memorial Park (Chairman), thanking the services for their work during bad weather, Friday Market- encouraging use of it

Ø Budget Allocations – to consider proposal from F&GP

Ø Annual Parish Assembly – to decide subject of discussion and guest speaker

09/262

PLANNING MATTERS

This item was taken at 8.30pm.

262.1 It was AGREED that Planning Committee recommendations, following the meeting on 15^th February 2010 should be approved as set out in the following minutes of the meeting:

	Ref No	Application details	Address	Applicant's name
a	NY/2010/0012/FUL	Proposed boundary fencing and gates 2.4 metres high Wish to see REFUSED with the following comment: · The fence on the York Road side needs to be reduced to 1.8m to reduce the detrimental visual effect on the approach to Easingwold. The fence should be of a less dense material, more open or possibly a thorn hedge. Residents have gone to great effort to improve this area and the proposal will not enhance it. The other 3 sides of the fence are considered satisfactory.	Easingwold School, York Road, Easingwold, York	The Governing Body of Easingwold School
b1	09/04159/FUL	Revised application for the construction of a dwelling and creation of a vehicular access as amended by plan received by Hambleton District Council on 26 January 2010 As already decided and reported via email to Hambleton DC Wish to see REFUSED with the following comment: · the property is too close to the rear of 22 & 24 Long Street and that there should be a common access and not a new access created on to Church Street.	Avenue Farm, Easingwold, York	Mr D Prosser-Higdon
b2	09/04160/FUL	Revised application for the construction of a dwelling and creation of a vehicular access as amended by plan received by Hambleton District Council on 26 January 2010 As already decided and reported via email to Hambleton DC Wish to see REFUSED with the following comment: the property is too close to the rear of 22 & 24 Long Street and that there should be a common access and not a new access created on to Church Street. Note: A contradictory view on both points of refusal for these applications was put forward by Cllr Madden at full council on 16.2.10.	Avenue Farm, Easingwold, York	Mr D Prosser-Higdon
c	10/00264/FUL	Conservatory to rear elevation Wish to see APPROVED	Robins Nest, Crabmill Lane, Easingwold, North Yorkshire	Rev Michael Bowering
d	10/000002/FUL	Proposed alterations and extensions to existing bungalow as amended by plan received by Hambleton DC on 29 January 2010 Wish to see APPROVED	Wayside, Easingwold, York YO61 3NZ	Mr K Neath
e	10/00303/CAT	Proposed crown cleaning and reducing canopy of Silver Birch and Cherry tree Councillor John Tanner-Smith declared an interest. The remaining members recommended approval to full council as the meeting was no longer quorate. Approval was given at full council on 16.2.10. Wish to see APPROVED	14 Bonneycroft Lane, Easingwold, York YO61 3AR	Mr R J Tanner-Smith

Minor Amendments: 0

Withdrawn: 0

Street Naming & Numbering: 0

262.2 Applications considered by Hambleton District Council were noted.

The number of new dwellings 1.6.07 - date: 21

09/263

It was RESOLVED to exclude members of the press and public under the Public Bodies (Admission to Meetings) Act 1960 for items 09/264-266, due to the confidential nature of the business

09/264

Part Two

STAFFING

This was discussed in confidential session

09/265

BURIAL GROUND

This was discussed in confidential session

09/266

FUTURE PREMISES FOR EASINGWOLD TOWN COUNCIL

This was discussed in confidential session

CORRESPONDENCE TO NOTE: FEBRUARY 2010

Note	Date Received	From	Subject
1	16/10/2010	Clerks & Councils Direct	Magazine
2	16/01/2010	NYCC	Update on Severe Winter
3	16/01/2010	SCR Landscapes	Flyer
4	16/01/2010	NYCC Highways	Flower Tub Passive Survey
5	16/01/2010	Amathyst Horticulture	Hanging Baskets
6	20/01/2010	Campaign for Easingwold and Villages Winter Safety	Flier
7	21/01/2010	Rural Action Yorkshire	CountryAir
8	21/01/2010	Galtres Centre	Management Committee
9	22/01/2010	Clive Thornton	Millfields Car Park
10	25/01/2010	HMRC	Staffing Matter
11	27/01/2010	HMRC	Staffing Matter
12	28/01/2010	Prospective Stall Holder	Application Form
13	01/02/2010	Rural Action Yorkshire	Certificate of Membership
14	02/02/2010	Cancer Research UK	Stall Request
15	03/02/2010	Hambleton LDF	Pre-hearing Meeting
16	05/02/2010	Easingwold Golf Club	Amended Menu
17	05/02/2010	NSPCC	Campaign
18	05/02/2010	NMTF	Market Times Magazine
19	08/02/2010	Ripon Cathedral	Development Campaign
20	08/02/2010	NYCC	Repairs Stillington Road