BOSTON SPA PARISH COUNCIL. Present: Cllrs K Alderson, J Beeson, S Courts, T Gaussen, M Heum, J Lyne, S Morritt (Chair), J Steel, C Taylor

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1 BOSTON SPA PARISH COUNCIL Minutes of the Ordinary Parish Council Meeting held on Monday 16 th July 2018 at the Village Hall, Boston Spa at 7.00 pm Present: Cllrs K Alderson, J Beeson, S Courts, T Gaussen, M Heum, J Lyne, S Morritt (Chair), J Steel, C Taylor Apologies: Cllr K Blake In Attendance: V Hunter (Clerk to the Council) Guests: PCSO E Leighton No members of the public were in attendance. Prior to the start of the meeting, the Chair noted the sudden death of former Chair David Thomson. The Chair also thanked Cllr John Steel who was attending his last meeting for contribution he had made during his time on the Parish Council particularly in relation to the development of the neighbourhood plan and other planning issues. In Cllr Wilkinson s absence, the Chair referred to the that had been sent to a resident by the LCC Chief Executive advising of the decision to install a zebra crossing at Westwood Way/Hampole Way. Cllr Wilkinson, on behalf of the ward councillors had expressed concerned about the way that the decision had been communicated in that they had not been advised in advance of the decision being made public. Cllr Morritt said that he shared his concern. 167/18 To accept apologies for absence and approve reasons for absence Apologies had been received from Cllr Blake. Resolved: That the apology was accepted and consented to 168/18 To receive crime statistics and police matters A written report had been submitted: Seven crimes had been reported three criminal damage; one burglary business and community and three thefts Public safety information had been provided in relation to river safety to be included in the next newsletter and on social media Concern was expressed to PCSO Leighton about the apparent increase in anti-social behaviour throughout the village. PCSO Leighton confirmed that although she was aware of some issues, this was not reflected in incidents being formally reported and again stressed the need for residents to report via 101 or on line to enable trends to be monitored and resources deployed where required. 169/18 To receive declarations of disclosable pecuniary and other interests Cllr Gaussen, as an allotment holder, declared an interest in relation to item 173/18 (ii). Cllr Beeson declared an interest in relation to planning application 18/ /18 To confirm the Minutes of the meeting held on 18 th June 2018 and review the action list The minutes had been previously circulated. The following updates to the Action List were noted. 132/18 (ii) details of the form that needs to be completed to access grant funding have now been supplied. Enviroscope have agreed to assist with its completion. 153/18 (ii) additional phase 1 elements and funding see item 176/18 (ii) below 153/18 (ii) Cllr Taylor has had a discussion with PCSO Leighton. Contact details have now been provided in respect of a chill out shelter at Brotherton to follow up 171/18 To review the monthly figures The figures had been previously circulated. Resolved: That the figures be accepted as a true record 172/18 To review the planning applications and agree responses The following applications had been received: 18/03782/FU Fairfield, 9 Chestnut Avenue dormer window to side and rear no comments 18/03810/FU 40 Oxclose Road single storey rear extension, one neighbour extension has been submitted in relation to the scale support neighbour s objection in relation to the scale of the extension in relation to the overall character of the Church Fields development Page 1 of 6

2 18/03906/FU 10 Byland Close - first floor front extension, single storey side and rear extensions, new side window at first floor level no comments 18/04089/FU 12 Riverside Walk single storey rear extension no comments It was noted that the appeal in relation to the failure by Leeds CC to determine planning application 16/05226/OT at Thorp Arch had been rejected by the Secretary of State. Amendments had been submitted in relation to application 17/07970/OT. A meeting had been arranged with Chair of TAG to discuss these. The deadline for the Parish Council to submit any further objections was 22 nd August. It was noted that planning application 18/0344/FU for the extra care development on the site of the former Primrose Hill nursing home had been approved. Resolved: The Clerk to submit responses on behalf of the Parish Council to Leeds CC where appropriate 173/18 Allotments i) To determine whether the termination of the tenancy of Plot 10 Stables Lane should be rescinded Further to minute 150/18, which had resolved that the tenancy of the above plot be terminated with effect from 31 st July due to non-cultivation, it was reported that the tenant had now made significant progress to bring the plot back to the required standard. It was noted that despite numerous requests the tenant had not signed the required tenancy agreement. Resolved: That subject to a signed tenancy agreement being received by 31 st July, the termination be rescinded ii) To review the rents for the year commencing 1 st October 2019 The Parish Council were asked to consider whether there should be any increase in the annual rent for the two allotment sites. The Clerk advised that the last increase had been in October 2016 when rents had increased from to Resolved: That the charge for Primrose Hill and Stables Lane allotments will increase to 30 per annum (including water) for the year commencing 1 st October /18 To consider a quotation from Leeds City Council Forestry section for the inspection of trees on Parish Councilowned land A quotation had now been received but this was incomplete. Due to the problems in getting a complete quotation that could be considered, it was agreed that the Parish Council should look at obtaining quotes from alternative providers. 175/18 To receive an update on streetscene matters and public toilets (Cllr Morritt) Cllr Morritt advised that LCC had provided extra resources to empty bins over the Festival weekend. Cllr Gaussen asked whether LCC could be approached about replacing the bins in Millennium Gardens with something more suitable. A resident had reported that the bin outside Londis is regularly overflowing. It was noted that the promised bins at The Copse and Wickham Close had still not arrived. Cllr Morritt advised that he was due to meet LCC to discuss the provision of larger bins at the entrance to the Stables Lane playing field and would pick up the other issues at the same time. 176/18 Stables Lane i) To approve an agreement for the proposed tree sponsorship scheme A draft agreement had been circulated. A decision was required by the Parish Council as to how and where any dedication message would be displayed. It was agreed that the most appropriate way of acknowledging sponsors would be via an honours board at the entrance to the park. This board could also be used to acknowledge other organisations/individuals who had provided non-specific funding for the project. Resolved: That subject to the above amendment the agreement be agreed and issued to potential tree sponsors ii) Further to Minute 114/18 to agree those items to be added back into the Phase 1 contract subject to confirmation of additional funding from Leeds City Council Due to a lack of funds, a number of items had been omitted from the Phase 1 contract. Since then an offer of 38,000 had been received from Leeds City Council, which (once formally confirmed) would allow the omitted items to be added back in. The following variations to the current contract were proposed: Page 2 of 6

3 Palisade fence Picnic sets (6) Tooting park bench (4) Rustic benches (6) Wildflower area Contingency 3, , , , , , Resolved: That subject to receipt of confirmation of funding from Leeds City Council, the above items be added back to the Phase 1 contract iii) To receive an update from the Stables Lane Playing Fields working group (Cllr Alderson) Work on Phase 1 is progressing well and on schedule One resident complaint has been received but other stakeholders appear to be maintaining a good relationship with the contractor A final progress meeting is due to be held on 26 th July A funding progress report had been circulated Terms of reference for the FOSL Committee are being refined and will be submitted to a future PC meeting for agreement The proposal from Groundwork in relation to a potential Phase 2 is still awaited Discussions with St Marys School re access at the south east corner are continuing The developers of the Church Street site are aware of the request for access Discussions are taking place with LCC re provision of larger bins at the Stables Lane entrance. Litter control with be a FOSL responsibility Further discussions are required re provision of a Chill Out shelter The possibility of CCTV is being investigated A play area launch event on September 2 nd is being proposed. This will take the form of a family fun day. Cllr Taylor is leading on this. 177/18 To received an update on Riverside issues (Cllr Gaussen) The finger post at Spa Lane has now been installed and has been well received. Cllr Gaussen asked that consideration be given to the installation of further posts at significant junctions. The agreed work on footpaths by TCV has now been completed. TCV have provided a number of options to be pursued in relation to grant funding to make the section from the bridge to Spa Baths wheelchair friendly. It was agreed that the Clerk will investigate these and report back to a future meeting. Cllrs Gaussen and Blake have met with Enviroscope to walk the PC owned woodland. Enviroscope have agreed to assist with the Rural Payments Agency registration, which will enable to the PC to apply for a grant to commission a report/management plan. 178/18 People Friendly Village Centre working group (Cllr Lyne) i) To endorse a proposal from the People Friendly Village Centre working group to set up a Speedwatch team to undertake ad hoc speed monitoring using the PC owned radar gun The proposed monitoring was in line with what is currently done by Aberford PC. This involves registration details of vehicles travelling in excess of 37 mph being passed to the PCSO, who will issue an official warning letter. Resolved: That the request to undertake ad hoc speed monitoring be endorsed ii) Other Minutes of the meeting held on 4 th July had been circulated. The meeting had included a presentation by LCC on the wider PFVC scheme. It was agreed that LCC should be invited to present this to the Parish Council. Concern was expressed at the meeting about the number of HGVs travelling through the village and in particular the failure of Miller Homes vehicles adhering to the agreed route. The group is producing conservation guidance for shop frontages to include colour schemes, materials and access requirements. This will be brought back to a future Parish Council meeting for endorsement. Page 3 of 6

4 179/18 To receive an update on compliance with the General Data Protection Regulations (GDPR) An updated Privacy statement had been issued to all members of the Parish Council It had been identified that the DPI forms on the website had included members signatures and these had therefore been removed. It was noted that it was a legal requirement to include the DPI information and amended forms (without signatures) would be prepared and loaded. 180/18 To receive an update on arrangements for Remembrance Sunday 2018 (Cllr Morritt) In 2016 (minute 222/16) it had been agreed that the Parish Council would take over the coordination of arrangements in relation to the annual service of remembrance and Cllrs Morritt and Baker were appointed to do this. Following the resignation of Cllr Baker, Cllr Morritt now asked for a volunteer to assist him. It was agreed that Cllrs Taylor and Lyne would take on this role. 181/18 Church Fields i) To receive an update on handover of the Public Open Space from Taylor Wimpey Following a meeting with TW, it had now been agreed that instead of reinstating the dead trees/shrubs, a sum would be provided to the Parish Council and the PC would undertake this. This would enable the PC to ensure that the contract for the replacement of the trees would contain an adequate provision for ongoing maintenance. Details of the sum to be provided was awaited but the in meantime that PC was arranging to obtain a ballpark figure against which the TW offer could be assessed. ii) To consider a draft policy for the use and management of the Public Open Space Following unauthorised mowing by residents, a draft policy for the use and management of the POS had been circulated. Notices have been put up advising that anyone wishing to do any mowing should contact the Clerk first to check out the management plan. Resolved: That the draft policy be agreed ii) Other issues An area that has was re-seeded by Yorkshire Water following works has failed due to the dry weather and will need to be redone. 182/18 To receive an update on issues in relation to the Grove Road development (Cllr Morritt) No meeting of the Consultative Forum has taken place since the last meeting. Issues continue to be raised in relation to transport and the impact on neighbouring properties. 183/18 To receive reports from members who have attended other committees and meetings None. 184/18 Exchange of Information to raise any emerging issues Cllr Morritt reported that the Festival weekend appeared to have been successful again. Their continued to be issues in relation to late notification of requests for action by the Parish Council. 185/18 Clerk s verbal report LCC Elections have advised the vacancy notice cannot be published until after the position becomes vacant on 31 st July Insurers have been notified of a potential claim re vandalism at the skate park 186/18 To note correspondence received items of interest 187/18 To approve responses/action to items of correspondence None. 188/18 To receive late items of correspondence None Page 4 of 6

5 189/18 To approve payments and receipts in accordance with the budget Resolved: All payments approved for payment V Hunter Clerk s salary Print Solutions Ltd Festival publicity Kirby Builders Merchants Gravel 4.75 G Baxter & Partners Grounds maintenance Stables Lane G Baxter & Partners Grounds maintenance interim contract payment 3, Farm & Land Services Ltd Grounds maintenance Church Fields Wharfe Valley Garden Maintenance Millennium Gardens/High Street car park - June K Alderson Expenses Stables Lane Douglas Yeadon Hardware Allotment tap repair Northern Flags Ltd Village bunting Brambledown Landscapes Ltd Stables Lane contract interim payment 49, Jazz in the Spa Festival music K Waller Festival music S Baker Festival music Receipts Newsletter adverts Allotment rents /18 To receive items for the next Parish Council meeting on Monday 20 th August 2018 No items. Any new items to be received by Friday 10 th August. Next Meeting Closure The next Parish Council meeting will be held on Monday 20 th August 2018 at 7.00 pm at Boston Spa Village Hall There being no further business the Chair declared the meeting closed at hours Signed Date 20 th August 2018 Chair Page 5 of 6

6 ACTION LIST 19 th February /18 Further develop the draft strategy for resident engagement and produce a draft Cllr Lyne protocol for formal agreement 16 th April /18 Look at alternative providers and produce a business case for a replacement website Cllrs Lyne & Heum 21 st May /18 Review the Stables Lane risk assessment once phase 1 is completed Cllrs Alderson & Courts 132/18 (ii) Complete form RLE1 to register the land with the Rural Payments Agency Cllr Gaussen 18 th June /18 (ii) Contact Brotherton Parish Council to discuss chill out shelter Cllr Taylor 19 th July /18 Follow up with LCC re the promised bins at The Copse and Wickham Close Cllr Morritt Discuss with LCC the replacement of the current bins at Millennium Gardens and the provision of an additional bin outside Londis 177/18 Investigate options for grant footpath re wheelchair friendly riverside footpath Parish Clerk Page 6 of 6