22-2010/11

MINUTES OF EASINGWOLD TOWN COUNCIL MEETING HELD AT THE GALTRES CENTRE EASINGWOLD AT 7.30P.M. ON TUESDAY 15 JUNE 2010

PRESENT: Councillors W.B. Taylor (Chairman), D.E. Gallon, F.M. Readman, S Shepherd, N Madden

Clerk: Mr N Knapton

10/56

APOLOGIES AND DECLARATIONS OF INTEREST

56.1 Apologies were received and accepted from the following who were absent due to holidays and illness respectively: Cllrs J Tanner-Smith and G W Ellis.

56.2 Councillor Shepherd declared that, as a member of Hambleton District Council, she would reconsider any matters at the district level taking into account all relevant evidence and representations at the district tier.

10/57

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.
There was 1 member of the public present

The poor state of the roads in Easingwold was noted. Chairman had recently met the head of Highways and spoken to him about secondary pot holes appearing.

The tree roots in Kellbalk were still pushing up the footway.

The hoops at the entrance to various paths were described as an obstacle to buggies. Chairman stated these were to make cyclists dismount.

10/58

58.1 It was AGREED that the minutes of the meeting dated 18 May 2010 (already circulated) should be approved for signature.

10/59

SPRINGHILL COURT FOOTPATH

The Chairman welcomed Tracey Gowlett (Court Manager), Juliette Daniel (Head of NYCC Extra Care Team) and Alan White, the Construction Project Manager from Housing 21.

Juliette Daniel reported that a proposal had been drafted that both NYCC Highways and Hambleton DC Planning were comfortable with. This should have been copied to Town Council by NYCC Highways three weeks ago. The Clerk reported that this had not been done. Juliette Daniel apologised for this and would arrange for it to be sent to the Clerk tomorrow. The matter would be put on the July agenda for consideration. Consultation would take place with the residents affected and the Town Council. It was AGREED that when the plan was received a letter of complaint be sent to NYCC Highways registering the Town Council’s disappointment at not having the plan. Councillor Gallon to assist with drafting the letter.

10/60

MATTERS ARISING AND CLERK’S PROGRESS REPORT

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

a) Responses/letters sent

Easingwold Tourist Information Centre; the Clerk wrote to HDC Legal to transfer the lease back from them to the Town Council. The Clerk informed ETIC of the request to HDC

NYCC Minerals & Waste Development Framework; the Clerk advised NYCC that the council are content with the proposed consultation process

NYCC Chief Executives Group, Proposal to develop a Parish Charter between NYCC, Parish Councils / parish meetings and district councils: an agreement setting out the respective roles and obligations; the Clerk advised NYCC that the council are in favour of such an agreement and returned the consultation questions by email

The York Leek Club, Permission to use market stalls for Leek & Vegetable Show on Saturday 4/9/10 and to use the York frontage; the Clerk advised the request was approved

NYCC Business & Environment Services, Diversion Order 2010 public footpath numbers 10.40/24 & 10.40/26 Easingwold School & Roxby House; the Clerk advised NYCC that the council had no objections

The Clerk emailed NYCC Highways on 24/5/10 to report that the kerb at the entrance to the churchyard car park on Church Hill has been damaged by the frost; NYCC are responsible for the entrance way but not the car park

The Clerk emailed NYCC Highways on 24/5/10 to report the deep potholes on the corner of Tylers Walk (by the chemist) and two on the corner of Crabmill Lane by the Memorial Park

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

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. Awaiting further update; last expedited 1/6/10

c) 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. Awaiting further update; last expedited 24/5/10

d) Burial Ground

Solicitor appointed to carry out conveyance; searches are underway. Clerk has confirmed with solicitors that council will pay for the installation of post & rail boundary fence.

e) Disbandment of ‘Friends of Easingwold Memorial Park’ (FofEMP)

The Clerk wrote to the Chairman of FofEMP 24/5/10 requesting the return of £100 to council funds and to formally close down bank accounts etc.

f) Memorial Park

Toddler Play Area; See main agenda. The Clerk has arranged for the swings in the toddler area to be removed as they are dangerous; the emergency powers within the Financial Regulations have been used. The bark from the swings will be re-distributed under the toddler activity tower. Please note the removal works are awaiting a quotation from a local contractor. The toddler area is the next project; WREN funding application form is with the Clerk for completion. Initial quotations are awaited from three contractors for this project.

Bins; a new bin has been installed by HDC by the bench, near the swings in front of the cricket pitch hedge. The invoice is awaited

Official Opening Ceremony, 27/6/10 at 13.45

All invitations have been issued. An ensemble of players from the Town Band will play a fanfare before the cutting of the ribbon & speech by NYCC Vice Chairman Cllr John Fort. They will also play a march afterwards before rejoining the band stand for their concert at 14.00. The Clerk will confirm numbers for refreshments with Mr Cleghorn on 23/6/10. If the weather is poor, the Town Band will still play for the opening ceremony even if the Band Concert is cancelled. If Cllr Fort cannot attend the ceremony, Cllr Shepherd will perform the official opening as Chairman of the Recreation Committee.

The press release was issued by NYCC Press Office on 8/6/10 to the following media in the Hambleton area - The Press, BBC Radio York, Yorkshire Post, Northern Echo, TFM Radio, Fresh Radio, Minster FM, Northallerton and Easingwold Advertiser. The Clerk will arrange for an advert in a box in the Easingwold Advertiser for the 24/6/10 edition.

Tree work to enhance CCTV view

The application for tree work was sent to HDC on 24/5/10 as it is in the conservation area; Mr Cochrane will undertake the work when approval is given by HDC. No HDC fees apply.

g) Millfields Skate Park

The broken lathes are replaced by the MWC on an ongoing basis. The rotten gate posts at the entrance to the park are going to be capped with tantalised materials which will prevent further decay; the posts are still robust and fit for purpose.

h) New Memorial Benches

Long Street (outside Police House) – Furniture licence granted by NYCC; awaiting final confirmation from donor of wording of plaque before order placed.

Crabmill Lane (adjacent to bus stop at Paradise Day Centre) – Awaiting furniture licence from NYCC before any further action taken

i) Market Place

Heather Bed –the two donated boulders for the bed are in place, new compost added & heathers have been planted. The memorial plaque for Mr Howard Dixon has been fixed onto the largest of the new boulders. Mrs Thorn has been invoiced for the costs of the refurbishment.

Cobbling - Snowballs are carrying out remedial works in the Market Place and the access and egress to the Galtres Centre car park on Saturday 12/6/10. The Galtres Centre have been informed and will arrange the car park clearance and closure from noon 12/6/10 until the morning of 13/6/10. The works will not be carried out if the weather is too wet as the concrete will not set.

Bus Stop lines - the problems created and listed below by the worn away lines was reported to NYCC Highways by the clerk on 16/4/10 when it was requested the lines be re-instated:

· The Police are receiving complaints from members of the public as cars are parking on the bus stop areas

· Pedestrians are having difficulty accessing the buses.

· The bus companies are unhappy as their ‘pull in’ areas are blocked off by cars.

The matter is with NYCC Integrated Passenger Transport who advised the following on 1/6/10:

‘The Area Highways Office are to look at the markings and consider what can be done to alleviate the problem on a long term basis. The market place was relined two years ago and the maintenance budget will not accommodate relining every two years so we are looking to see if this can be avoided. I will advise you further when I have more information.’

j) Flower Displays on Long Street

The Furniture licence for the three new tubs has been received from NYCC Highways; thank you to County Cllr Sowray for expediting the licence. The half tubs have been purchased and filled with summer planting; winter planting will be undertaken at the appropriate time. Winchmore Studios have sponsored the tubs; the plaques have been ordered. The Clerk has agreed with the sponsors that after the initial setting up costs are invoiced, an annual invoice will be raised going forward for winter & summer planting.

k) Data Protection Training

Nigel Knapton, Hambleton Area Rep is looking into the provision of this training for all local councils. The Clerk will advise council when details available.

l) Elections 2011

The Clerk wrote to Martyn Richards, HDC Legal, on 24/5/10 requesting that the number of Town Councillors be increased from 8 to 11 at the next local elections. The Clerk has been advised that this needs a Community Governance Review. Mr Richards will present a report at the next HDC council meeting on 27/7/10 and if the request is approved in principle a consultation process will follow. Mr Richards advised there should be sufficient time to complete the process in time for elections in May 2011.

m) Website Updates

The committee members and committee structures as agreed on 18/5/10 are updated.

The Notice of Electors’ Rights for Annual Return dated 31/3/10 is available under ‘Accounts’

The August Town Council Meeting is shown as ‘summer break’ and the original date removed

n) Bird Mouth Fencing, Long Street

The Clerk has emailed NYCC Highways (Mrs J Charlton) on 24/5/10 requesting bird mouth fencing as part of the SCTS, to protect the NYCC owned grass verge from the entrance to Chapel Street along to St. Monica’s Hospital. The deterioration of the grass verge is due to inconsiderate parking damaging the grass, which has a detrimental effect when approaching the Market Place. The Clerk has requested estimates for the cost of the works from Galtres Fencing and A&S Corner

o) Annual Return 2009/10

The completed Annual Return was sent to Mazars LLP on 21/5/10. The Notice of Electors’ Rights was placed on the Town Council notice board and on the website on 8/6/10

p) Staffing

The Assistant Clerk’s end of three month probation appraisal was held on 4/6/10 with the Clerk. The Assistant Clerk’s permanent appointment has been confirmed by letter.

q) Summer Planting 2010

All flowers were planted up by the Misc Works Contractor by 5/6/10.

MATTERS ARISING:

· There were no matters arising.

10/61

CORRESPONDENCE

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

Correspondence for Decision

61.1 A letter had been received from Stephenson’s of Easingwold regarding the parking of buses opposite the Royal Oak. It was AGREED the Clerk reply to Stephenson’s of Easingwold quoting with approval from Mr D Stephenson’s own letter that he will “again reiterate to our drivers to ensure that they park as appropriately and sympathetically to this area as they can” and confirm that the council accept that he can do no more. Also that the bus stop marking would hopefully be addressed in a more permanent way in the new Market Place scheme.

61.2 The request to supply a memorial bench in Millfields was welcomed but a more suitable location would be near to Stan Belt’s bench. This would hopefully avoid vandalism. Matter to be referred to Recreation Committee for decision.

61.3 It was AGREED the Clerk reply to the Richmond Community Safety Partnership stating that the Council did not wish to be a central point for speeding concerns but would forward the reporting forms on to concerned residents.

10/62

STREET FURNITURE LICENCE: THE ANGEL

62.1 It was AGREED that six tables would be permitted outside The Angel including the smoking table until the licence renewal next year. The Clerk to write to the Angel.

10/63

DAWNAY (Scouts)

63.1 It was noted that no draft lease had been received from 1^st Easingwold (Forest of Galtres) Scout Group. Carry forward to the next agenda.

10/64

FUTURE PREMISES FOR EASINGWOLD TOWN COUNCIL

64.1 An official reply was still awaited from the Galtres Centre F&GP Committee however a member of the Galtres Committee reported that the response would not be favourable to the Council. It was AGREED to carry this forward to the next meeting.

64.2 It was AGREED that any future office should have disabled access, have room for two people to work, a kitchenette and disabled toilet, room for small meetings and archive storage. An adjoining storage space for gardening and market equipment would be preferable.

64.3 It was AGREED to measure up the land available at the Memorial Park next to the electricity sub-station assuming the boundary wall would be the front of any proposed office. This would then establish whether sufficient space was available.

10/65

MEMORIAL PARK

65.1 The WREN application was nearly complete but there was information still to be obtained. A quote for £400 from Moverleys had been accepted under emergency powers for the removal of the toddler’s swings and redistribution of the play bark. It was AGREED that this area would then be left until the plans for new equipment in this area had been agreed.

65.2 It was AGREED that the quotations from Record RSS and Image Playgrounds regarding the refurbishment of the toddler area are no longer appropriate in light of the above decision.

65.3 Councillor Madden had met with a concerned member of the public who had written a letter regarding the poor behaviour of pupils from Easingwold School during the daytime in the park. This had been intimidating for the resident and his grandchildren. It was AGREED the Clerk write to the Head Teacher expressing Council’s concern that pupils in school uniform during the daytime were behaving in this way and asking how the pass system for pupil’s visiting the town during the day was being administered.

65.4 Councillor Shepherd reported that the Easingwold Haxby Robinson Bowling Club may consider providing an electricity supply for an additional CCTV camera in the park. It was AGREED that interested parties such as Fred Wood and Richard Tanfield be invited to the next Recreation Committee meeting to discuss the further provision of CCTV in the park.

10/66

CLERK’S OFFICE HOUSEKEEPING EXERCISE AUGUST 2010.

66.3 It was AGREED that the Clerk’s recommended procedure below be adopted.

i. All records listed at a) will be retained in the Clerk’s Office with the exception of minute books and ledgers with a start date of before January 2005. I propose the minute books and ledgers prior to 2005 be offered to the NYCC County Records Office.

ii. In addition to records listed at a) all records relating to leases, legal matters e.g. Uppleby Greens, Blacksmiths Cottage and land at The George will be retained in the Clerk’s Office

iii. All records listed at b) will be retained in the Clerk’s Office plus the current financial year which is a minimum of seven years worth of financial records. Financial records before 1/4/04 will be destroyed.

iv. All other records are reviewed and documents retained in the Clerk’s Office from 1 April 2004. All documents dated earlier than 1/4/04 should be destroyed unless the Clerk feels they are relevant.

v. The Clerk should consult with the Chairman or Vice-Chairman if unsure regarding the historical value of records for destruction.

vi. The NYCC archive should not be used; the valuable records will go to County Records Office, the other records will either be retained or destroyed as detailed above.

vii. Destruction means that public records will be recycled and confidential or sensitive records will be shredded.

10/67

ASSISTANT CLERK TRAINING PROGRAMME

67.1 It was AGREED that the Assistant Clerk could sign up to the Working With Your Council course, the course itself to commence no earlier than September 2010. The other recommendations to be considered in confidential session at the July meeting.

10/68

EASINGWOLD TOURIST INFORMATION CENTRE OFFICE BUILDING

68.1 It was AGREED the Clerk write to Hambleton DC to request them to transfer the lease back for the whole building to the Galtres Centre regardless of the lease to the TIP.

10/69

NINEVAH - REMEDIAL DRAINAGE WORKS

69.1 Councillor Madden had arranged a meeting with Robert Shedden the Chairman of the Kyle & Upper Ouse Drainage Board. However Mr Shedden had failed to attend the meeting. Councillor Madden would arrange a meeting one more time; if this failed the Clerk would write to the drainage board expressing Council’s concern at the non attendance.

10/70

PUBLICATION OF DRAFT MINUTES

70.1 It was AGREED that the suitably watermarked draft minutes would be published on the website once approved by the Chairman.

10/71

START TIME OF THE FULL MEETING OF THE COUNCIL

71.1 It was AGREED to defer this matter to the July meeting due to the low attendance of Councillors.

10/72

HAMBLETON AREA FORUM IN EASINGWOLD 29 JULY 2010

It was AGREED to ask about the shared services between Hambleton DC and Richmondshire DC and whether this was increasing officers travelling expenses and to ask which of the Coalition Government’s changes of the planning rules have come into effect with particular reference to “garden grabbing” and whether the rules on Affordable Housing are or will be affected.

10/73

EMERGENCY REPAIRS AND MINOR ITEMS

The following were noted and approved:

· Removal of the toddlers’ swings

· The Clerk would chase up the tree root repairs to Kellbalk and Freeman’s slip.

10/74

COMMITTEE REPORTS

74.1 Cllr Readman advised that Open Spaces had met last night and discussed various matters including the grass cutting, hedge cutting and drainage work at Millfields and a programme of tree works for the town. A site visit to the allotments would be made on Saturday. Planting of crocuses had been agreed on the Showfield Estate up to £50.

74.2 Cllr Taylor advised that at the YLCA meeting it had been reported by the head of NYCC Highways that the Market Place Scheme was imminent and also that NYCC Highways needed to be advised where the cutting of grass verges is required in order to give safe pedestrian routes when a PROW meets the highway.

10/75

FINANCE MATTERS

75.1 The income for May 2010 and the Income & Expenditure report were noted.

75.2 The following accounts were approved for payment:

Payee Name	Cheque		Total
Grays Solicitors		101427		113.47	Search fees re burial ground
BATA		101428		75.75	Heather bed & roses
ME Willis Ltd		101429		34.85	Air filter & strimmer repair
Hambleton District Council		101430		22.81	Electric charge 11.11-28.5.10
COZIE		101431		225.00	1st quarter donation payment
John Pearce		101432		579.60	Market Stalls Contract
CE & CM Walker Ltd		101433		1,565.10	Grass Cutting Contract
EDCCA		101434		24.28	Stationery & Photocopying
Salary 2		101435		351.72	Salary 2
Salary 1		101436		1,312.39	Salary 1, includes back pay
HMRC		101437		612.45	Tax & NI
Easingwold Town Hall Co Ltd		101438		149.70	May N'letter; Chairmans Report
PETTY CASH		101439		33.70	Top Up
A Nelson		101440		878.50	Misc Works Contractor
Exell Technology		101441		541.68	CCTV annual maintenance fee
NY Pension Fund 3300		DDM		636.33	June superannuation
BT		DDM		37.59	Broadband
	TOTAL		£ 7,194.92

75.3 It was AGREED that £500 be donated to the Citizens Advice Bureau towards the provision of service in Easingwold.

10/76

URGENT ITEMS AND ITEMS FOR THE NEXT AGENDA

· July TCM agenda - Staffing Matters - Confidential.

· July TCM agenda - To consider the proposed plan for the Springhill Court Footpath

· July TCM agenda - To review the start time of the full meeting of the council from 7.30pm to 7.00pm and consider the appropriate time to consider planning matters

· July TCM - Future premises for Easingwold Town Council

· It was AGREED that Councillors Taylor and Gallon visit Mrs Joyce Curry, a resident in Easingwold for 73 years, to deliver flowers on the occasion of her 100^th birthday on 7 July 2010.

· It was AGREED that the list of attendees at the Play Park opening be circulated to Councillor Shepherd.

· July TCM agenda - To consider the official reply from the Galtres centre F&GP Committee

· It was AGREED that the clerk should obtain a quote from a photographer for the September photo call as Mr Readman feels his equipment is not comprehensive enough for him to accept this assignment.

10/77

TOWN REPAIRS AND MAINTENANCE

The Clerk was instructed to arrange the following:

· The cleaning of Kellbalk Lane.

10/78

PLANNING MATTERS

This item was taken at 8.30pm.

78.1 It was AGREED that Planning Committee recommendations, following the meeting on 14^th June 2010 should be approved as set out in the following minutes of the meeting:

	Ref No	Application details	Address	Applicant's name
a	10/00301/FUL	Revised application for alterations and extensions to existing office building to form a dwelling, construction of a detached garage and alterations to existing access as amended by plans received by Hambleton District Council on 23rd March 2010. Wish to see approved; meeting 28^th May 2010 refers	Court House, Church Hill, Easingwold	Mr P Hourigan
b	10/01057/FUL	Change of use from agricultural barn to a shop Wish to see approved; meeting 28^th May 2010 refers	Roxby House, York Road, Easingwold, North Yorkshire	Mr M Hutchinson
c	10/00930/FUL	Construction of 2 apartments as amended by plans received by Hambleton District Council on 19 May Wish to see approved; meeting 28^th May 2010 refers	Royal Oak House, Long Street, Easingwold, North Yorkshire	Mr D Padgett
d	10/01273/FUL	Proposed single storey extension to existing dwelling Recommendation: Wish to see Approved	4 Gill Croft, Easingwold, North Yorkshire, YO61 3HH	Mr M Hutchinson
e	10/01271/FUL	Revised application for conservatory extension to existing dwelling Recommendation: Wish to see Approved	7 Whiteoak Avenue, Easingwold, North Yorkshire	Mr G Hodgson
f	10/01260/FUL	Proposed alterations to existing Recommendation: Wish to see Approved	107 Long Street, Easingwold, York YO61 3HY	Mr & Mrs Mark Taylor
g	10/01058/FUL	Change of use from general purpose agricultural barn, rear paddock, and existing agricultural land to form mixed agricultural/ equestrian enterprise Councillor Ellis declared a non pecuniary interest making the meeting inquorate, the item to be referred to full Council for decision. Full Council Recommendation: Wish to see Approved with the condition that horses remained within the property and were not exercised on the public highway due to safety issues.	Roxby House, York Road, Easingwold, North Yorkshire	Mr M Hutchinson
h	10/01410/CAT	Proposed felling of tree Recommendation: Wish to see Approved	37 Uppleby, Easingwold YO61 3BD	Mr M Thyne

Minor Amendments: 0

Withdrawn: 0

Street Naming & Numbering: 1

New agricultural holding – OS Field 2500, North Moor Road, Easingwold.

Formal address with immediate effect; Long Odds Farm, North Moor Road, Easingwold, York, YO61 3QE

78.2 Applications considered by Hambleton District Council were noted.

The number of new dwellings 1.6.07 - date: 21

The meeting closed at 9.57pm

Signed………………………………………………

Date: 20^th July 2010…………………………

CORRESPONDENCE NOTED:

1	13/05/2010	Ryedale District Council	Statement of persons nominated and notice of poll
2	20/05/2010	Chairman of HDC	Invitation for the Mayor to attend the armed forces day flying the flag ceremony on 21/6/10
3	27/05/2010	Easingwold Town Band	Opening of memorial park information of order of play, refreshments and weather depending issues
4	27/05/2010	NYCC	Invitation reply from Cllr Fort
5	27/05/2010	Grays Solicitors	Terms of Business for the B-Ground
6	27/05/2010	Records Management	Storage request from Easingwold Town Council
7	27/05/2010	Grays Solicitors	Information regarding the B-Ground and progress
8	27/05/2010	HDC	Temporary Road Closure Saturday 26/6/10
9	28/05/2010	HDC, David McGloin	Advice that new 10 year direct lease will be signed up to with ETIC, not ETC
10	01/06/2010	NYCC	Draft license for new 3 tubs on Long St
11	01/06/2010	E'wold Primary Governing Body	Acceptance of invitation to opening of Memorial Park play area on 27/6/10
12	01/06/2010	Cherry Hill Nurseries	Quotation for 3 new half barrel tubs on Long Street
13	02/06/2010	HDC Martyn Richards	Reply to ETC request to increase number of councillors in 2011
14	02/06/2010	NYCC Highways	Notice of short term works, Tanpit Lane, Easingwold
15	04/06/2010	Mrs I Marwood (Easingwold Primary School	Confirming her attendance at the opening of the park
16	04/06/2010	NYCC Business & Environmental Services	Minerals and Core Strategy First Consultation