103-2009/10
MINUTES OF EASINGWOLD TOWN COUNCIL MEETING
HELD AT THE GALTRES CENTRE EASINGWOLD AT 7.30P.M. ON TUESDAY 16 MARCH 2010
PRESENT: Councillors W.B. Taylor (Chairman), D.E. Gallon, N. Madden, F.M. Readman, S.A. Shepherd, G.W. Ellis, Canon J Harrison, J Tanner-Smith and County Councillor P. Sowray
Clerk: Mrs C
Armitage
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09/267 |
APOLOGIES AND DECLARATIONS OF INTEREST 267.1 No apologies were received 267.2 Councillor 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. 267.3 Councillor Tanner-Smith declared a personal interest
(friends) in item 09/286.1 g1 & g2 applications 10/00353/ADV &
10/00354/FUL and agenda item 09/271.5 as organiser of the event. 267.4 Councillor Ellis declared a personal interest
(relative) in item 09/286.1 f application 10/00462/FUL 267.5 Councillor Cannon Harrison declared a personal
interest (trustee of churchyard which is adjoining proposed burial ground) in
item 09/289 |
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09/268 |
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 1. The
salt bin in the Galtres Centre car park has disappeared. The Clerk advised
that this had already been investigated with HDC and had been advised the bin
had been removed for cleaning and would be returned, but not necessarily to
the same location, within Easingwold. There
is a grate blocked opposite the entrance to Paradise Day Centre and it looks
like the drain is collapsing; the resident has reported this to NYCC Highways
Area 2 and is awaiting a reply. The resident is concerned that the dip in the
roadway is a Health & Safety risk to cyclists, motorists and pedestrians. There
are still many potholes to rectify and patching is a false economy. The
pathway from Croft Close to Barclays Bank is very uneven as it slopes and has
exposed tree roots which are dangerous. The Chairman agreed this would be
reported to the appropriate authority. Recycle
bins are overflowing and have been for some time in the Galtres Centre car
park. Cllr Ellis advised that these would be emptied on 17/3/10. What
has been decided about new salt bins in Easingwold? The Chairman advised that
two additional bins had been ordered from NYCC. They would be filled at the
beginning of the season and refilled as finances permitted. No 2. Burial
ground – has counted the number of existing used plots in the graveyard; 127
plots have been used in approximately the last 14 years. There are 125 plots
available which would indicate there is 14 years of space remaining before it
is full. Cllr Canon Harrison advised that there are other factors e.g. a new
area for cremated remains needs to be established as currently, taking into
account the need for plots for burials and cremated remains the likely
duration of the existing churchyard is 5-6 years. The Canon stated his
recommendation to council would be to utilise part of the new extension to
the burial ground to create a garden for cremated remains. The
resident stated that there appeared to be no time urgency for this ground to
be purchased and that the government are piloting the re-use of burial
grounds so additional space may not be required. |
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09/269 |
It was AGREED that the public minutes of the meeting dated 16 February
2010 (already circulated) should be approved for signature. The confidential
minutes needed a minor amendment which was dealt with in confidential session
before being approved for signature. |
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09/270 |
MATTERS ARISING AND CLERK’S PROGRESS REPORT
To note progress on action points
from previous minutes (information items only)
a) Responses/letters
sent ·
The Clerk has written
to Easingwold Lions requesting their notice board be refurbished or possibly
replaced as it is looking tired ·
Great North Air Ambulance, donation request; the
Clerk has written to them advising that no donation was possible due to
financial constraints ·
SLCC Training day 4/3/10 in
the Galtres Centre, invitation to Clerk and
Councillors; the Clerk advised SLCC that both Cllr Taylor and the Clerk would
attend and raised the cheques for payment ·
First Easingwold Scouts, invitation to Whitsun Bank
Holiday Camp (30 & 31st May) and the road track at the Dawnay;
the Clerk wrote to Mr Tubb advising that
individual Cllrs would personally respond to the invitation. A site visit
with Mr Tubb and Cllrs was held on Saturday 6/3/10 to talk through the
condition of the track and track maintenance for the future. See main agenda item
7.2 ·
Easingwold Running Club, Millfield Park run 21st
March 2010 permission request; permission for this annual event was notified
to the organiser ·
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;
permission for the concerts and to donate £100 per concert held was notified
to the organiser ·
Prospect Farm, provision of
Public Open Space; the Clerk wrote to HDC advising that ETC did not wish to adopt the
POS. See main agenda item 9 ·
The summer planting has been ordered from Cherry Hill Nurseries on
9/3/10 ·
Heather
Bed, Market Place; The Clerk has
written to the organiser thanking her for the donation (in memory of Mr
Howard Dixon) and advising her of what was being done and that the council
will invoice her for the costs when the work is completed. b)
Memorial Park Play Area Scheme ·
Moverleys have completed the clearance of the site in good time ·
The final version of the zip cable equipment has been approved ·
The order has been placed with Image Playgrounds for the provision of a
DDA compliant entrance path and ramp ·
Final instalment of Playbuilder grant for £21,343 has been requested on
8/3/10; this will be held by NYCC until they are notified that the
installation is complete ·
Area was pegged out by Image Playgrounds on 5/3/10; some Cllrs
attended ·
HDC grant application for £1,000 towards the scheme has been granted;
formal notification has been received and the acceptance form returned by the
Clerk ·
Allianz Insurance has advised that £72.55 will be the revised premium
for the new play equipment after the old equipment has been removed in
Memorial Park. This is until the end of the current policy ·
Installation of the new equipment started on 8/3/10 (one week ahead
of schedule) ·
Requisite sign (as per Playbuiler Scheme criteria) has been ordered
from Adbell; final logos are to be notified when Easingwold Lions advise
outcome of donation request from ETC. Adbell will carry out the installation
of the sign also 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. 25/2/10 update from Mrs J
Charlton: ‘A preliminary design for the proposed footpath has been passed
to the planning authority by the applicant for discharge of the planning
condition. Further information has
been requested by the Planning Authority and is currently being dealt with
and will be passed to the Planning Authority within the next two weeks. Once approved, arrangements will be made
for detailed design and construction to be carried out, along with an agreed
programmed start date.’ Mr T Wood, HDC has commented on revised plans before Christmas
and raised query with some of the statements about the gradients that the
plan showed could be achieved. He is
awaiting the further details and is expecting a response by 12/3/10 d)
Millfields Car Park extension by Housing 21 This matter is still
unresolved. Mr Thornton, HDC, advised he is looking into it on 22.2.10 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 14 g) Millfields
Skate Park The Clerk requested Record
RSS to carry out the next inspection in March 2010 as 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. h)
Office Premises This will be considered in Part Two, confidential
session i) Easter Market on Good Friday The Clerk has arranged for the market to be held
on Good Friday (2/4/10) instead of Maundy Thursday. This was welcomed by the
Market Traders. The Clerk will arrange for a notice on the Town Council
notice board and will place an advert in the Easingwold Advertiser to promote
this market j) Money Market Investments The Clerk has arranged for £24,543 to be
transferred from the +3 month account to the +1 month account on 31.3.10
(anniversary date). MATTERS ARISING: ·
The Clerk attended an
HMRV VAT workshop on 3/3/10 in Gosforth. It was valuable training to assist
the smooth running of the Council’s financial business ·
The Clerk and Cllr
Taylor attended an SLCC Regional Training Day at the Galtres Centre on
4/3/10. Particular topics of interest were a presentation by Stephen
Christopher, partner at Mazars LLP, our external auditor and an interactive
session on the Code of Conduct by the Monitoring Officer, Selby District
Council. ·
Internal Audit; the
Clerk is in the process of discussing availability with the usual internal
auditors, Avis Thomas & Bryan Metcalf. The date and appointment of the
auditors will need to be approved at the April meeting of the Council ·
The Internal Controls
Review will be carried out by Cllr Taylor and the Clerk on 6th
April 2010. ·
Under delegated powers
the following events in the Market Place have been approved by the Clerk
& Chairman: o
Permission for the
cross in the grass in front of Towlers over the Easter period and the short
service at noon on Good Friday o Police
Surgery bus on Market Cross side for June 18th, July 16th, August 13th, September 3rd, October 8th and November 26th
2010 o
Easingwold Pre-School Playgroup Cake Stall on Market
Cross on Saturday 27th March 2010 |
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09/271 |
CORRESPONDENCE
Items of correspondence
noted are listed at the end of these minutes. Correspondence for Decision 271.1 CEWS, Demand for
Improvements in Road Safety conditions in winter weather; it was AGREED the Clerk should reply advising two new salt bins had been
ordered from NYCC. They would be filled at the beginning of the season and
refilled as finances permitted. The majority of the issues raised in the
letter are directed at NYCC Winter Maintenance Policy who is also a recipient
of similar correspondence. County Cllr Sowray is pursuing the possible
creation of a volunteer group in Easingwold and he is trying to obtain
assurance from NYCC that this group could be indemnified against any claims
under the NYCC policy. 271.2 Phil Donaghy, Request to start Annual Arthur Metcalfe Memorial Cycle
Ride 26.09.10; it was AGREED
to approve this request 271.3 Yorkshire & Humberside Brass Band Association, Band contest
26.6.10 - request for financial support; it was AGREED to approve the request and contribute the same
amount as last year 271.4 Rural Action Yorkshire, Participatory Budgeting; it was AGREED that cllrs would reply
individually regarding their intention to attend the event 271.5 John Tanner-Smith, May Day Fair Market Stalls Permission; it was AGREED to approve the request 271.6 Easingwold Running Club, York & District 10k Road Race 25th May -
Memorial Park finish; it was
AGREED to approve the request 271.7 Easingwold Scouts, Galtres Fun Runs 26/6/10 and permission to display
banner to Market Cross 3 weeks prior to the event; it was AGREED to approve
the request however the banner can only by hung for one week prior to the
event 271.8 Hilary Clough Smith, Burial Ground letter copy to advertiser; it was AGREED to note the contents of
the letter to the Easingwold Advertiser |
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09/272 |
MEMORIAL PARK ENHANCEMENTS 272.1
The Clerk advised that good progress was being made by the contractor and
completion was due on 29/3/10. Work
on the new path and DDA ramp had started. It was AGREED the new DCSF signage should be erected to the left
hand side of the entrance gate to the play area. Council needed to consider
what form any official opening of the park would be; it was AGREED this should be considered at the next Recreation
Committee in April and recommendations reported back to full council. The
Clerk advised that within the Playbuilder criteria, NYCC needed to be
included in decisions regarding the official opening e.g. opening ceremonies
and press coverage. HDC
have awarded £1,000 grant towards the scheme and the Clerk met today with Mr
D Earl, HDC, to give a copy of the final invoices for the work and to inspect
the site of work in progress. The grant will be paid on proof of payment to
the contractor. The
Clerk will place the final order for signage with Adbell on 17/3/10 including
HDC logo 272.2
It was AGREED that Mr Knapton
should be approached to cover all outstanding actions for the Memorial Park
until the Clerk returns from leave on 6/4/10. Any queries should be referred
to members of the Recreation Committee. |
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09/273 |
DAWNAY 273.1 Draft Lease for Easingwold TC Land at the
Dawnay To consider the draft lease from First Easingwold
(Forest of Galtres) Scout Group (if received) Carry forward to the next agenda as not yet
received 273.2 Dawnay Track Road To receive feedback from the site visit on 6/3/10
with Mr Tubb Cllrs Readman, Gallon and Taylor attended the site
visit. The main outcome of the visit was that the Scouts would wish to see a
‘stopping- up order’ for the area of road from after the allotment turning
area to the end of the road (up to the Dawnay Bridge). This is to stop
trespassers as the road has been confirmed by NYCC as not being a PROW. Mr
Tubb sent a letter to the Clerk received 15/3/10 which detailed the points
discussed. This will be considered as an agenda item for the next full
meeting of the council in April. |
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09/274 |
NINEVEH – REMEDIAL DRAINAGE WORKS Cllr Madden advised he is meeting
with the Chairman of KUODB w/c 20/3/10 and would report back to full council
in April.
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09/275 |
PROSPECT FARM SECTION 106
AGREEMENT
To receive the response from HDC
to the notification from ETC that the Public Open Space will not be adopted
and consider the way forward
After discussion of the
additional information from Mr D Earl, HDC, it was AGREED
that the original decision should stand as made in February 2010 reference
09/251 ‘the council do not wish to adopt this area; it should be maintained
by HDC’
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09/276 |
NEWSLETTER To consider the final draft
of the March 2010 edition and give approval for publication It was AGREED to accept the draft with the following addition; to insert underneath the calendar of meetings that correspondence for consideration by the council at the meeting must be received at the Clerk’s Office by close of business six working days before the meeting day e.g. meeting date 16/3/10 then correspondence must be received by 5/3/10. |
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09/277 |
GRANTS POLICY & PROCESS
The proposed policy from the
Clerk was considered and it was AGREED to adopt with the addition at
Section 2 ‘Council reserves the right to accept late applications’.
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09/278 |
UNITED CHARITIES 278.1 It was noted that Cllr
Readman’s term of office as the Town Council representative Trustee expires
on 9/4/10 278.2 It was AGREED to re-appoint Cllr Readman as the Town Council representative
for a 4 year term |
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09/279 |
ANNUAL PARISH ASSEMBLY
(APA) 279.1
It was noted the APA will be held in the Lounge, Galtres Centre on Tuesday 20th
April 2010 at 7pm 279.2
To decide the subject for the Assembly; it was AGREED the subject would be ‘Local Policing’ 279.3 To consider the
invitation to a guest speaker; it was
AGREED to invite Inspector Tim Osborn to lead the discussion and make a
short presentation |
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09/280 |
DRAFT LICENSE FOR TRADERS ON THE MARKET PLACE To receive the draft
license for traders in the Market Place, to consider the locations of the
furniture and mark on the map and decide the way forward The draft license received
from Hileys was APPROVED. Cllr
Taylor volunteered to create scale maps of the areas of the premises for
inclusion with the license. It was
AGREED to grant delegated powers to the Chairman, Vice Chairman and Clerk
to annotate each map with the ring fenced area for the furniture to be placed
by each trader. Every effort should be
made to issue each license prior to the Easter break when the license details
become valid. |
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09/281 |
EMERGENCY REPAIRS AND MINOR ITEMS 281.1 The purchase of salt
for empty bins at St Monica’s Place and the Market Place |
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09/282 |
COMMITTEE REPORTS 282.1 Finance & General Purposes Committee
Report from meeting held 23/2/10. The Clerk had circulated a copy of the
draft minutes to all members on 26/2/10. Cllr Taylor advised the Standing
Order revisions were underway and the questions raised were with YLCA for guidance.
The target date for council to adopt the new Standing Orders is the Annual
Meeting of the Council in May; this is dependent upon replies from YLCA. 282.2 Open Spaces Committee Report from meeting
held 15/3/10. Cllr Readman read out the draft minutes. The Clerk
will circulate a copy of the draft minutes to all members. The highlights
are: ·
Millfields top cut done early March; letters of complaint received
regarding death of some hedgehogs during the cutting process ·
Grass cutting contract; due to financial constraints and reduction in
funding from NYCC the council would carry out 14 cuts instead of 16 per
season. The first cut will be delayed and the penultimate cut will not be
done ·
Trees; the waiting list had been reviewed and Barns Wray tree work will
be undertaken ·
Allotments; the annual rent will increase to £15 per plot from 1/4/10
when new tenancy agreements will be issued to all tenants ·
Cllr Tanner-Smith and Mr E Readman have dug out and cleared the area of
blocked drainage channel from Millfield ponds to Millfield Lane. Council expressed their thanks and gratitude to
Cllr Tanner-Smith and Mr E Readman for all of the hard work this will have
involved 282.3 United Charities Cllr Readman advised that the Chairman, Mr T
Beckwith had resigned. Cllr Readman is now the Chairman of United Charities.
Complaints have been received from tenants of Breadlands Allotments regarding
the condition of the road. Cllr Readman advised £1600 had been donated to
eight local charities from the income provided by four pieces of agricultural
land, not from allotment rental income. |
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09/283 |
FINANCE MATTERS 283.1 February 2010 Income
& Expenditure report was noted. 283.2 The following
accounts were approved for payment:
283.3 The Forecast Outturn
for 2009/10 and Budget Allocations for 2010/11 as recommended by the F&GP
who met on 23/2/10, was APPROVED 283.4 The rates demands from HDC for 2010/11 for the Outdoor Market
and Office were noted 283.5 The Clerk advised
that in order to ensure there was no funding shortfall in the community
account, it was recommended to move £36,000 from BMM +1 month account over
after 1/4/10. This should be reviewed when the precept is received from HDC.
This recommendation was APPROVED and
it was noted that cheque payments should not be made unnecessarily early. |
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09/284 |
TOWN REPAIRS AND
MAINTENANCE ·
Potholes in Bonneycroft Lane should be reported to NYCC Highways Area 2 ·
The NYCC owned and managed grass verges on Long Street (near St.
Monica’s Hospital) are being damaged by vehicles driving and parking on them;
this should be reported to NYCC Highways Area 2 |
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09/285 |
URGENT ITEMS AND ITEMS
FOR THE NEXT AGENDA No
additional items were received other than those already recorded elsewhere in
the minutes |
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09/286 |
PLANNING MATTERS This item was taken at 8.30pm. 286.1 It was AGREED that Planning Committee recommendations, following the
meeting on 15th March 2010 should be approved as set
out in the following minutes of the meeting:
Minor Amendments: 0 Withdrawn: 0 Street Naming & Numbering: 0 286.2 Applications considered by
Hambleton District Council were noted.
The number of new dwellings
1.6.07 - date: 21 |
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09/287 |
It was RESOLVED to exclude members of the
press and public under the Public Bodies (Admission to Meetings) Act 1960 for
items 09/288-290, due to the confidential nature of the business |
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09/288 |
Part Two STAFFING This
was discussed in confidential session |
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09/289 |
BURIAL GROUND This was discussed in confidential session |
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09/290 |
FUTURE PREMISES FOR EASINGWOLD TOWN COUNCIL This was discussed in confidential session |
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Note |
Date
Received |
From
|
Subject |
|
1 |
12/02/2010 |
Allotment
Applicant |
Allotment
Application |
|
2 |
12/02/2010 |
Hileys
Solicitors |
COZIE
Lease |
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3 |
15/02/2010 |
FA
Bartlett Tree Expert Co Ltd |
Soil
Nutrient Analysis |
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4 |
15/02/2010 |
Allotment
Applicant |
Signed
Tenancy Agreement Plot 10 |
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5 |
18/02/2010 |
Hambleton
DC |
Easingwold
Area Forum 01.04.10 |
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6 |
18/02/2010 |
YLCA |
Hambleton
Branch Meeting 17.03.10 |
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7 |
18/02/2010 |
Peter
Penny NYCC |
Kelbalk
Tree Roots; acknowledgement |
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8 |
19/02/2010 |
Forest of
Galtres Scout Group |
Annual
Rent for Dawnay |
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9 |
23/02/2010 |
HMRC |
Employer
pack 2010 for year end |
|
10 |
24/022010 |
YLCA |
White
Rose Update |
|
11 |
25/02/2010 |
NYCC |
Specific
Learning Difficulties |
|
12 |
25/02/2010 |
Open
Spaces Society |
Open
Space brochure |
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13 |
03/03/2010 |
Ann
Stockton |
Seeking
permission for Easingwold Art Exhibition banner from 14-22/5/2010 &
15-24/10/2010 |
|
14 |
03/03/2010 |
David
Chase |
Crabmill
Lane Seat Licence map (for completion) |
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15 |
05/03/2010 |
HDC |
Easingwold
-eng-Age into sport |
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16 |
05/03/2010 |
North
Yorkshire Waste Management |
Low cost
compost bins |
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17 |
05/03/2010 |
Yorkshire
in Bloom |
Yorkshire
in bloom invitation |
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18 |
05/03/2010 |
Tim Wood |
Springhill
Court Footpath; update |
|
19 |
08/03/2010 |
Cherry
Hill Nurseries |
Quote for
supplying summer planting 2010 |
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20 |
08/03/2010 |
Easingwold
Resident |
Allotment
Enquiry |
|
21 |
08/03/2010 |
Play
Builders |
Spring
Offers |
|
22 |
08/03/2010 |
Michael
Crosthwaite |
Police
Surgeries Bus, Market Cross dates |
|
23 |
19/02/2010 |
FA
Bartlett Tree Expert Co Ltd |
Soil
Nutrient Analysis |