31-2010/11

MINUTES OF EASINGWOLD TOWN COUNCIL MEETING HELD AT THE GALTRES CENTRE EASINGWOLD AT 7.30P.M. ON TUESDAY 20 JULY 2010

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

Clerk: Mrs C Armitage

10/79

APOLOGIES AND DECLARATIONS OF INTEREST

79.1 Apologies were received and accepted from Councillors Readman and Canon Harrison, who were absent due to holidays.

79.2 Councillors Shepherd and Ellis 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.

10/80

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; no matters were raised.

10/81

81.1 It was AGREED that the minutes of the meeting dated 15 June 2010 (already circulated with proposed amendments) should be approved for signature.

10/82

SPRINGHILL COURT FOOTPATH

The Chairman welcomed Tracey Gowlett (Court Manager), Juliette Daniel (Head of NYCC Extra Care Team), Alan White, the Construction Project Manager from Housing 21, Jayne Charlton (Improvement Manager, NYCC Highways Area 2) and Tim Wood (HDC Development Manager).

Alan gave a brief explanation of the background to the issue and Juliette confirmed that the NYCC budget is still set aside for the creation of the footpath. Juliette clarified that the budget is only available to discharge the planning consideration and cannot be used for any other purpose. Jayne advised that any footpath agreed would be adopted by NYCC and maintained at the public expense. She also advised that the recent decision by the Secretary of State to allow the appeal for the claimed footpath from Manor Road, through The Angel yard to Spring Street should not be considered to have a bearing on the proposed footpath from Springhill Court.

The gradient levels and cross fall problems were discussed on various options with councillors. It was AGREED that the council would support a continuous footpath from Springhill Court turning right on to Church Hill (through the existing grass verge), around the corner at Uppleby, down Spring Street to the Market Place. The area of Spring Street where the existing kerb is actually a high wall with a steep drop to the highway should be protected by bird mouth fencing as a railing to protect users. Tim and Jayne indicated that this proposal would be supported by their offices. Alan agreed to incorporate the council’s proposal into a design statement and submit to the appropriate authorities. It was noted that this solution is not perfect as there are still cross fall and gradient issues but Jane reassured members that Jacobs have demonstrated that the drops do comply with footway standards and NYCC will improve the drops further by ‘planing out’ to achieve a better gradient. The Chairman thanked everyone for attending and stated that it felt like progress had been made.

10/83

MATTERS ARISING AND CLERK’S PROGRESS REPORT

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

Stephenson’s of Easingwold; the Assistant Clerk wrote to Mr D Stephenson quoting his own letter with approval that he can do no more. Mr Stephenson was also informed that the bus stop marking would hopefully be addressed in a more permanent way in the new Market Place scheme.

The request to supply a memorial bench in Millfields; the Assistant Clerk wrote to the family to inform them this matter had being referred to the Recreation Committee for decision. The family welcomed the idea of an alternative position for the bench.

Richmond Community Safety Partnership; the Clerk replied 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.

The Angel; the Clerk wrote to the Angel advising six tables would be permitted outside including the smoking table as per the conditions of the licence. The street furniture licence is signed and the peppercorn rent paid.

Memorial Park behavioural problems; the Clerk wrote to the Head Teacher, Mrs Chidwick, expressing the Council’s concern that pupils in school uniform during the daytime were misbehaving and asking how the pass system for pupil’s visiting the town during the day was been administered. The Police have asked if possible that teachers’ police the park during school hours as NYP are very busy – exam times, lunches and breaks mainly

Area Forum, Easingwold 29 July 2010; the Clerk has submitted the question to the next meeting 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 in to effect with particular reference to ‘garden grabbing’ and whether the rules on Affordable Housing are or will be affected.

NYCC PROW; Freeman’s Slip (alongside Bijou to Crabmill Lane) - NYCC have inspected and note slight damage from tree routes. At present it does not appear to be serious, NYCC will keep an eye on it, and consider improvements if appropriate.

Kellbalk - the query regarding the condition of the footpath has been recorded and will be inspected by NYCC ranger within a few weeks; any necessary action will be notified to the council. NYCC have agreed to clear the brash and overgrown nettles on the footpath.

b) Footpath at Springhill Court

See main agenda item. A letter of complaint was sent to NYCC Highways registering the Town Council’s disappointment at not being sent the most recent plan.

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

See main agenda item

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 WREN application was submitted in time for 30/6/10 deadline; further information has been requested.

Tree work to enhance CCTV view

The tree work was done 8/7/10

CCTV; all infra red bulbs have been replaced as they were broken

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 tannalised 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 – payment has been received for the works in memory of Mr H Dixon

Cobbling - remedial works were undertaken in the Market Place and the access and egress to the Galtres Centre car park on Saturday 12/6/10

Bus Stop lines - 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 plaques are expected w/c 19/7/10. Winchmore Studios will then be invoiced for costs

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 decision is awaited.

m) Highways Matters reported to NYCC Area 2

· The potholes on the corner of Tylers Walk and Crabmill Lane were repaired @ 15/6/10. The hole in the pavement outside Towlers Newsagents has also been repaired.

· Kerbing at entrance of church car park on Church Hill; this work will be packaged with other non-urgent work when works are undertaken by NYCC contractors

· Bird Mouth Fencing, Long Street where original section has rotted and fallen away; this work will be packaged with other non-urgent work when works are undertaken by NYCC contractors

n) Annual Return 2009/10

The completed Annual Return was sent to Mazars LLP on 21/5/10. A query was raised on 14/7/10 which the Clerk has resolved; this will result in the Annual Return needing amendment. The Notice of Electors’ Rights expires on 29/7/10

o) Millfields Drainage Works

The contractor will be clearing the ditch at the rear of the ponds which lead on to Millfield Lane before the middle of August, subject to weather conditions

p) Millfields Top Cut

The contractor will carry out the works in the last week of August or the first three weeks of September in order to protect wildlife. The cut should leave 6” of grass in order to further protect the wildlife. The area to be cut is from the cycle path to the Woodland Trust area.

q) Easingwold TIC

The Clerk wrote 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 on 30/6/10.

MATTERS ARISING:

· Graffiti vandalism at the Memorial Park on Friday evening (16/7/10) - gloss paint applied to zip cable frame and regular swing frame. The Miscellaneous Works Contractor has tried to remove with various industrial removers without total success. The incident has been reported to the police who have taken photographs of the damage.

· Busking on the Market Cross

· Complaint regarding overgrown lime trees either side of the drive on Lime Tree Avenue

· Complaint regarding overgrown self set saplings on Larch Rise

10/84

CORRESPONDENCE

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

Correspondence for Decision

84.1 P Davies, request for skip on Uppleby Green or access road in October 2010; it was AGREED that the access road location was preferable however if this was envisaged that this would cause difficulties for nearby residents then the skip could be placed on the green. Any damage caused to the green by the skip must be made good by the resident.

84.2 Sessay Parish Council, query regarding the location of deeds of land at Thormanby; the Chairman advised that he would make enquiries with Mr S Carter to try to help and Councillor Ellis advised the Clerk of a possible Elsworth family connection in Thormanby, who may be able to assist.

84.3 Hambleton District Council, Standards Committee representatives request to attend some council meetings; it was AGREED that representatives could attend, noting that meetings were public so that anyone is welcome to attend council meetings

84.4 Michel Johnson, request for Eborienteering introductory event at Millfields on 18/9/10 at 10am; it was AGREED to approve the request, advising that the Mayor would be available to officially open the event.

10/85

STREET FURNITURE LICENCES IN THE MARKET PLACE

The Chairman advised he had visited The Angel on 20/7/10 and the landlady had agreed to remove the additional tables that were outwith the licence. It was AGREED that if the additional tables were not removed by 30/7/10 the Clerk should write formally to The Angel requesting their removal.

10/86

DAWNAY (Scouts)

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.

10/87

FUTURE PREMISES FOR EASINGWOLD TOWN COUNCIL

87.1 The reply from the Galtres Centre F&GP Committee received 16 June 2010 was noted.

87.2 The recommendation from the F&GP Committee was received. After discussion, it was AGREED to write to the Galtres Centre stating that their premises are an obvious preferred town centre location, which were in part enabled by Easingwold Town Council. The council wish to consider opening joint negotiations with Hambleton District Council for both authorities to have an office possibly within the Galtres Centre site. This letter should be copied to Mr M Cann at HDC, with a covering letter stating that the council understands that HDC are exploring options within Easingwold and asking if HDC would be interested in a joint partnership with Easingwold Town Council.

10/88

PLAY PARKS

88.1 WREN application for Toddler Area; Memorial Park

v The recommendation from the Recreation Committee for Easingwold TC to self fund and be the Third Party Funder for the project was received. It was AGREED to defer the decision until the Finance Section of the meeting. It was AGREED the Clerk should write a letter detailing what has been achieved so far in the Memorial Park and outlining what is planned. The letter should be sent to all estate agents, banks and building societies in Easingwold to request a donation to the works. Cllr Shepherd volunteered to personally deliver the letters.

v The detail of the three quotations received from play equipment contractors was noted. The clerk will give them to Ben Walker, WREN officer, at her meeting with him on 27/7/10.

v WREN application; consultation

Ø It was noted that the Clerk has placed an advert in the Easingwold Advertiser (10/7/10 edition) requesting Members of the Public write letters of support to the council for the refurbishment of the toddler area; one letter had been received so far.

Ø It was noted that the Clerk has used an amended version of the HDC park survey questionnaire and issued 170 to Easingwold Community Primary School, 50 to Wooden Horse Nursery, 50 to Easingwold Pre-School Playgroup and 30 to Westfield Day Nursery; all forms have been collected and the results analysed. The age range is 2-8. The Clerk handed copies of the analysis which would be used for the final determination of the equipment to be installed and to support the WREN application. 157 responses were received from the children.

Ø The letter of support received from the NYCC Safer Neighbourhood Team (Sgt W Eastwood) was noted.

88.2 Cllr Shepherd read out loud the extract from the Recreation Committee (19/7/10) draft minutes, regarding the problems experienced and then options regarding anti-social behaviour as follows:

Ø The wall between the Bowling Club and the park should be protected by planting prickly bushes either side of the wall to deter climbing and sitting on the wall. It may also be worth digging a trench either side of the wall before planting to make the wall higher therefore less easy to climb over. All parties agreed this was worth consideration and that if it was decided to proceed, the digging out & planting should be done at the same time.

Ø Lighting; considered a double edged sword as whilst it may deter poor behaviour it could also attract it

Ø CCTV; Mr Triffit explained what is permissible with overt and covert cameras. Overt cameras are permitted in public open spaces providing signs are in place advising that CCTV cameras are operating in the area. Covert cameras are not permitted in public spaces due to infringement of human rights; however covert cameras are permitted on private land which is not considered a public place. Covert cameras would not be suitable in the play parks. It was AGREED the Clerk should check the location of CCTV signage; if there is not one in the park then one should be ordered.

Ø Railings; Mr Triffit showed pictures of railings 1.8m high which have been successfully used in similar locations. He recommended that existing hedges and post & rail fencing should be retained with a new railing along the outside of them around the play area. A gate with a mortice lock would also be required and the possibility of having only one entrance considered. The local park at Sowerby has recently incorporated such changes with success, which may be worth visiting to see.

Ø The hedge between the Cricket Ground and the park should be strengthened by gap filling with prickly hedging and possibly some fencing, if finances were available.

Ø Mr Triffit suggested the council contact the Landlord Unit at NYCC, Ryan Williams, who is responsible for carrying out surveys to improve security at schools. He should be able to provide the approved contractor list for local authorities to enable a written quotation for such railings to be obtained.

Ø Mosquito; the pros and cons were discussed. An electrical supply is required and the Clerk was asked to establish if electricity is available in the Band Stand as members recall a light being fitted some years ago.

It was AGREED that a trench should be dug out and defensive planting arranged for the wall shared with the Bowling Club for the autumn. This should be arranged in partnership with the Bowling Club, who indicated they would do the same on their side of the wall.

It was AGREED the Clerk should obtain quotations for the proposed railings to enable the council to consider further.

88.3 It was AGREED that the possible provision of railings was a decision for the future, however it should be noted during discussions in the Finance Section that protecting the play park with railings is a possibility and due regard should be considered with the allocation of Earmarked Reserves.

88.4 It was AGREED a digital camera should be purchased up to a maximum of £100. The camera will be retained by the MWC to ensure evidence is collected at the appropriate time when vandalism occurs to council property. The Clerk should ensure evidence is forwarded regularly to the local Police.

10/89

COUNCIL PHOTOGRAPH

The provisional date of 16^th November 2010 and the quotation from Focused On You were both APPROVED. The location is to be decided by the Chairman in due course and notified to the Clerk to arrange a lighting test with the photographer in advance of the sitting.

10/90

NINEVAH - REMEDIAL DRAINAGE WORKS

Cllr Madden advised he had attended a site meeting with the Chairman of KUODB, Foreman, Assistant Chairman and their contractor two weeks ago. The remaining remedial action is to install a removable plate with a baffle fitted behind it in the chamber to protect the two existing diversion pipes. This work will be carried out at the expense of KUODB by the end August 2010. Cllr Madden requested that ETC pay for the reinstatement of a wire fence with netting and for the necessary warning signage during the works regarding the danger of water. It was AGREED to approve this request.

The Chairman thanked Cllr Madden for the progress he has made and the hard work which has gone into solving this problem.

It was AGREED that when the works are completed, the Clerk should write to the outstanding debtor requesting immediate payment.

10/91

START TIME OF THE FULL MEETING OF THE COUNCIL

The Chairman proposed that the regular meeting start time be changed from 7.30pm to 7.00pm with immediate effect; this was seconded by Cllr Tanner-Smith. A vote was taken with 3 in favour, 2 against and 1 abstention; the motion was carried. Planning Matters will be taken at 8pm from now on.

10/92

TREE MANAGEMENT REPORT FOR LIME TREE AVENUE

The report from Bartlett Tree Experts dated 7/7/10 was received for 37 lime trees. It was AGREED that the diseased ash tree should be treated as detailed in the report, at a cost of £256 plus VAT, as a matter of urgency accepting that the planning permission would take 8 weeks.

It was AGREED the Clerk should seek an amended quote based on all of the tree works being carried out as one job, rather than phased over 2-3 years. Additionally Bartlett’s should advise the cost of the treating the root disease on some of the lime trees as detailed in the report. It was AGREED that Bartlett’s would seek the necessary planning permissions for this work.

10/93

BURIAL GROUND

Cllr Gallon declared a personal interest at the start of this item. Cllr Taylor read out loud the extract from the F&GP Committee (13/7/10) draft minutes, as follows:

Ø It was AGREED to recommend to full council that the future maintenance of the new boundary post and rail fence should be at the expense of the vendor. It is believed that farmers have a legal requirement to maintain boundaries where their animals are located.

Ø It was AGREED to recommend to full council that the insurance against chancel repair liability for 25 years (costing £135.88), in this case is unnecessary. Cllr Canon Harrison advised that in Easingwold 99.97% of the liability belongs to the Church Commissioners. The liability on a small parcel of land would be so small that it is likely the insurance premium would be higher than the cost of the possible liability.

Ø It was AGREED that the Clerk should obtain quotations for the new post and rail boundary fence.

All recommendations were APPROVED.

10/94

NEWSLETTER - AUGUST 2010

After discussion regarding the validity of having a newsletter, the Chairman proposed that the council continue to issue the newsletter quarterly. This was seconded by Cllr Madden. A vote was taken with 3 in favour, 3 against and as the vote was equal, the Chairman exercised his casting vote to vote in favour; the motion was carried.

In addition to the suggestions already recorded in the F&GP draft minutes dated 19/7/10, the following suggestions were made for inclusion in the next newsletter:

Ø A thank you to the Clerks for their work on the Memorial Park refurbishment project

Ø Springhill Court footpath

The Chairman requested members to forward any further items for inclusion to him before 30/7/10 as he would need to leave his final draft with the Clerk before his holidays. The final draft will be considered for approval at the Town Centre Committee on 16/8/10, prior to issue at the end August 2010.

10/95

EMERGENCY REPAIRS AND MINOR ITEMS

No items were raised.

10/96

COMMITTEE REPORTS

96.1 Cllr Taylor advised that F&GP met on 13/7/10 and discussed various matters including audits; a query raised by the external auditor had been investigated and resolved. The Annual Return will need to be amended and re-submitted. The Finance Regulations and investments had been reviewed and recommendations will be dealt with under the Finance Section. The next meeting will be held on 5/10/10 at 7pm in the Council Chamber, Galtres Centre.

96.2 Cllr Shepherd advised that all matters relating to the play parks had been dealt with as main agenda items at this meeting. The location of a new memorial seat on Millfields had been agreed and the annual Risk Assessment review had been undertaken but no amendments were identified.

96.3 Cllr Gallon advised she had attended the YLCA AGM on 17/7/10 but it had been adjourned as there were insufficient members to fulfil the quorum criteria. One of the items for decision is to change the YLCA constitution regarding the number of members required to be quorate.

10/97

FINANCE MATTERS

97.1 The income for June 2010 and the Income & Expenditure report were noted.

97.2 The following accounts were approved for payment:

Payee Name	Cheque Ref	Amount Paid	Transaction Detail
BT	DDR	136.14	Quarterly Phone Bill
HSBC	DDR	4.00	bank charges, S Rose unpaid chq
Cherry Hill Nurseries	101442	1,050.52	Summer Planting
K&UO Internal Drainage Board	101443	3.80	Agricultural Drainage Rates
Easingwold Town Hall Co Ltd	101444	32.08	Memorial Park opening & EinB
Yorkshire Stumpgrinders Ltd	101445	160.00	Tree Work to improve CCTV view
EDCCA	101446	241.38	Rental x2, and p'copying
Moverley Demolition & Skip Hir	101447	470.00	Swing removal toddler area MP
N Knapton	101448	200.00	Clerk cover June TCM
CE & CM Walker Ltd	101449	1,468.75	Grass cutting
ME Willis Ltd	101450	42.30	Repairs; mower & strimmer
BATA	101451	58.50	x3 half barrel planters
John Pearce	101452	724.50	Market Stalls Contractor
Staples Delivery	101453	48.33	Stationery
Information Commissioners	101454	35.00	Renewal fee
BT	DDM	37.58	Broadband
Exell Technology	101455	126.90	Infrared bulb replace on CCTV
A Nelson	1322.75	1,322.75	Misc Works Contractor
NY Pension Fund X3300	DDM	608.03	July Salary contribution
HMRC	101457	570.14	Tax & NI
Salary 1	101458	1,248.79	Salary 1
Salary 2	101459	351.72	Salary 2
PETTY CASH	101460	71.50	Top Up
Hambleton CAB	101461	500.00	Donation
		9,512.71

97.3 The recommendation from F&GP Committee to transfer £36,000 from the community account into the BMM+1 month investment account was received and APPROVED.

97.4 The provision of £5,000 from ETC to match fund for the WREN application was APPROVED.

It was AGREED that ETC would self fund the Third Party Funder commitment (11% of the WREN grant which is paid direct to WREN for use on other projects). It was noted that there is currently £9,981 in Earmarked Reserves for use in the play parks in 2010/11.

97.5 The annual review of the Finance Regulations was carried out by F&GP Committee on 13/7/10. No amendments were identified; however some process actions were identified as outstanding which will be undertaken at the next F&GP.

10/98

URGENT ITEMS AND ITEMS FOR THE NEXT AGENDA

It was AGREED the Clerk should write to Mr A Nelson, Miscellaneous Works Contractor, to congratulate and thank him for the planting up of the summer displays as they are looking beautiful.

10/99

TOWN REPAIRS AND MAINTENANCE

No items were raised.

10/100

PLANNING MATTERS

This item was taken at 8.30pm.

100.1 It was AGREED that Planning Committee recommendations, following the meeting on 19^th July 2010 should be approved as set out in the following minutes of the meeting:

	Ref No	Application details	Address	Applicant's name
a	10/01471/FUL	The construction of two covered seating units (for home and away team officials and substitute players) adjacent to the main football pitch Recommendation: Wish to see Approved	Easingwold AFC Stillington Road Easingwold, North Yorkshire	Mr Dominic Rawcliffe
b	10/01545/FUL	Proposed alterations to existing dwelling Recommendation: Wish to see Approved	5 Applegarth Easingwold, North Yorkshire, YO61 3LZ	Miss Jemma Higgins
c	10/01602/FUL	Proposed extension to existing dwelling Recommendation: Wish to see Approved	34 Stonefield Avenue, Easingwold, North Yorkshire, YO61 3NR	Mr & Mrs McCaffrey
d	10/01260/FUL	Proposed alterations to existing as amended by plan received by HDC on 9 July 2010 Recommendation: Wish to see Approved	107 Long Street, Easingwold, York	Mr & Mrs Mark Taylor
e	10/01657/CAT	Proposed felling of a conifer tree Recommendation: Wish to see Approved	Three Beeches Church Avenue Easingwold	Mr Rawcliffe

Minor Amendments: 0

Withdrawn: 0

Street Naming & Numbering: 1

Lea Haven Orchard House Meadow View

1 White Horse View 2 White Horse View 3 White Horse View

Copperclay Walk Copperclay Walk Copperclay Walk

Easingwold Easingwold Easingwold

York York York

YO61 3QN YO61 3QN YO61 3QN

100.2 Applications considered by Hambleton District Council were noted.

10/101

It was AGREED to exclude members of the press and public under the Public Bodies (Admission to Meetings) Act 1960 for item 10/102, due to the confidential nature of the business

10/102

102.1 To receive feedback from the Clerk about the Assistant Clerk’s appraisal held at the end of 3 month probation period; this was dealt with in confidential session.

102.2To consider the additional hours for the Assistant Clerk when the WWYC training commences in September 2010; this was dealt with in confidential session.

102.3 Staffing Matters; this was dealt with in confidential session.

The meeting closed at 10.05pm

Signed………………………………………………

Date: