BOSTON SPA PARISH COUNCIL

BOSTON SPA PARISH COUNCIL Minutes of the ordinary Parish Council Meeting held on Monday 18 th December 2017 at the Village Hall, Boston Spa at 7.00 pm Present: Cllrs K Alderson, S Courts, T Gaussen, M Heum, S Morritt (Chair), J Steel, C Taylor Apologies: J Beeson In Attendance: V Hunter (Clerk to the Council) Guests: Ward Councillor Gerald Wilkinson Ten members of the public were present. The Chair welcomed the members of the public and Cllr Wilkinson and invited them to address the Parish Council. A number of residents were attending to make the Parish Council aware of their opposition to the planning application for development to the rear of 86 High Street, which the Parish Council would be considering later in the meeting and to make the Parish Council aware that they believed the application to contain misleading information in a number of areas. This included the impact on the local community and ecology and the fact that most houses in the vicinity of the development are constructed from magnesian limestone, which is not reflected in the application. It was pointed out that the surveys referred to in the application were carried out in November when the wild flowers had died back and wildlife was less abundant than in summer. The main concern of residents related to the proposed amendment to the wall of a listed building. It was suggested that a site visit was required in order to fully understand the issues. Cllr Wilkinson explained how the planning system work in that decisions are made taking into account comments from the public, the Parish Council and the Neighbourhood Plan and that 95% of applications are decided by Chief Planner with more controversial applications being submitted to members of the City Plans Panel with an officer recommendation. He confirmed that if planners were minded to approve this application, he would arrange for it to be called in, which would mean that it was considered by the Plans Panel. Cllr Wilkinson explained that members of the public can request to speak at the plans panel. In response to a question, Cllr Wilkinson confirmed that Leeds City Council are responsible for gritting roads and pavements but that gritting was restricted to major roads, bus routes and steep inclines. Cllr Morritt confirmed the need to better communicate to the public the respective roles of LCC and the Parish Council. 263/17 To accept apologies for absence and approve reasons for absence Apologies had been received from Cllr Beeson. It was noted that since the last meeting Cllr Gillingham had tendered her resignation from the Parish Council. Cllr Morritt confirmed that he had spoken at length with Keith Jackson about the possibility of him joining the Parish Council but that he had declined believing that he has a greater opportunity to influence from outside. The Clerk confirmed that the notice giving electors the right to request that the vacancy is filled by an election has now been published. If no request is received by 3 rd January, the Parish Council can proceed with co-option. Resolved: That the apology was accepted and consented to 264/17 To receive crime statistics and police matters A written report had been submitted: Two crimes had been reported one theft of bicycle; one arson 265/17 To receive declarations of disclosable pecuniary and other interests None. 266/17 To confirm the Minutes of the meeting held on 20 th November 2017 The minutes had been previously circulated. Resolved: That the minutes be accepted as a true record 267/17 To review the monthly figures The figures had been previously circulated. Resolved: That the figures be accepted as a true record Page 1 of 5

268/17 To consider a proposal in relation to the provision of improved Christmas lights in the centre of the village (Cllr Heum) Further to Minute 246/17, information had been requested from Bramham and South Milford Parish Councils about the cost of their Christmas lights. Following on from this a quotation had been requested from Leeds City Council, which was still awaited. Based on the information received from Bramham PC, it was agreed to include a provision of 1,000 for improved lights in the draft budget for 2018/2019. 269/17 To consider proposals for the 2018/2019 annual budget and consider requests for budget growth A revised draft budget had been circulated taking into account amendments provisionally agreed by the PC in November. Details of the tax base for 2018/2019 had now been received from Leeds City Council and showed an increase in the tax base from 1957.8 Band D equivalents to 2015.4. The provisional Council Tax Support grant had been notified at 1,564, slightly more than had been included in the first draft budget. A final budget would be submitted for approval in January. 270/17 To consider arrangements for the annual review of the system of internal audit and the appointment of the Internal Auditor 2017/2018 The Parish Council had appointed Ian Smithson in 2015/2016 following a competitive process. Although periodic testing of the market was recommended, there were also benefits to be obtained from continuity of Internal Auditor. Ian Smithson had advised that he would be retiring in 2018 so the PC would be required to find a new auditor for 2018/2019. Resolved: That Ian Smithson be appointed as the Parish Council s Internal Auditor for 2017/2018 271/17 To review the planning applications and agree responses The following applications had been received: 17/07309/FU & 17/7310/LI R/O 86 High Street alterations to boundary wall, creation of access and construction of one replacement vicarage and seven dwellings with associated hard and soft landscaping. Concern over whether the development complies with the Neighbourhood Plan aim to conserve and enhance the village built heritage and sense of place. The Neighbourhood Plan lists the vicarage as a grade 2 listed building, which should be preserved. Comments in relation to specific NP policies are listed below: DEC1 only supports applications that help to meet the needs of young people and the over 55's with a % of 2 and 3 bedroom homes; DES2 requires developments to respond sensitively to the historic environment and this development does not respond to the special characteristics in the BSCAAMP; DES2 also requires the preservation of mature trees and this development may not comply. The Landscape Team for LCC estimate that 20 trees will be lost plus 4 other groups of small trees; H1 the development is not in keeping with the magnesian limestone requirement for the conservation area; H2 the development does respond sensitively to the character and settings of listed buildings eg the walled garden of a listed building; T1 specifically retains existing trees; T3 specifically retains and increases hedges; T4 makes provision for wildlife habitats which this potentially destroys. Although the green spaces section of the NP does not list the site as a protected green space, it is a green corridor and a site of nature conservation of value. Impact on neighbours is significant with many objections already listed around curtilage rights, heritage, environmental and safety grounds object 17/07345/FU 11 The Copse single storey rear extension no comments 17/07356/FU St Mary s C of E Primary School, Clifford Road formation of exercise track to school playing field no comments 17/07484/FU 29 Clifford Road two storey front/single storey side extension and porch to front to include door and fence to side. Amendment to application 15/02719/FU no comments 17/07659/FU St Edward s Catholic Primary School, Westwood Way single storey extension to west elevation and resurfacing of playground no comments 17/07917/FU & 17/07918/LI Crown Hotel, 128 High Street change of use to A1 retail convenience store. Resubmission (with amendments) of application previously refused. Amendments to traffic to implement more restrictions re deliveries, introduce safer parking for disabled bays and eliminate additional refuse collections. However, increased volume of traffic on Church Street and short term parking on the High Street remain issues. No change of use of upper floors to support housing policies, although a review is promised Page 2 of 5

dependent upon achieving planning permission. Noise from refrigeration units remains a potential issue object 17/07970/OT Land off Walton Road - residential development with community facility. Although the proposed development is in Thorp Arch, the application includes significant implications for Boston Spa in relation to modifications to Bridge Road and the entrance to the High Street car park. In view of the late notification and the fact that the deadline for responses has been extended to 26 th January, it was agreed to consider it further and agree a response at the meeting on 15 th January. Resolved: The Clerk to submit responses on behalf of the Parish Council to Leeds CC, where appropriate 272/17 To receive an update on streetscene matters and public toilets (Cllr Morritt) Repairs to the bench at the junction of High Street and Clarendon Road and the litter bin outside 210 High Street are still outstanding. Cllr Morritt to chase up with the relevant parties. 273/17 To receive an update on Christmas trees and the late night shopping event (Cllr Heum) Cllr Heum thanked the group of volunteers, who had helped with putting up the Christmas trees. The late night shopping event had appeared to go well supplemented by the Christmas market, which had been organised by Oasis Human Relations. 274/17 Stables Lane Cllr Alderson introduced the item by confirming that he is in contact with LCC Planning to confirm what, if any planning approvals are required. Subject to LCC confirming that no planning approvals are required, it is hoped that it will be possible to complete the Phase 1 work prior to the Gala, which is due to take place on the playing field on the 9 th June, although it is acknowledged that the timescale is tight. It was agreed that it was important to make contact with the Gala Committee to ensure that they are fully briefed on what is planned. Cllr Heum to make contact with the Gala Chair. i) To approve the elements to be included in Phase 1 of the project and agree provisional budget allocations A report had been submitted by the Stables Lane Working group, which set out the elements that were recommended to be included in Phase 1 of the scheme. These comprised preliminaries, perimeter footpath, playground and picnic area, wildlife area, open grass area, earthworks and soft landscaping. A project lead from within the Working Group had been identified for each element. Provisional budget allocations had been produced for each element with a maximum Phase 1 cost of 85,500. Resolved: That the Phase 1 elements of the work together with the provisional budget allocations be agreed ii) To agree the quotation from Groundwork in the sum of 1,974 to assist with the production of detailed specifications for the Phase 1 works Further to minute 250/17 (i) a request had been received from the Working Group for approval to commission Groundwork to undertake further work in relation to Phase 1 of the project at a cost of 1,974. Cllr Alderson stressed the importance the Working Group placed on this support for the overall success of the project. Resolved: The request for funding be approved iii) To authorise the Stables Lane Working group to proceed with obtaining tenders for the Phase 1 works Cllr Alderson advised that Toby Ware, a local volunteer with expertise in building procurement had offered to support the project leads in the tender process. It was confirmed that all aspects of the procurement would comply with the Parish Council s Standing Orders. Cllr Morritt stressed the need for tenders to include anticipated ongoing as well as one-off costs. Resolved: The Stables Lane Working group be authorised to proceed with obtaining tenders for the Phase 1 works. Following the receipt of tenders, the group to produce a detailed evaluation together with recommendations on preferred tenderers for formal approval by the Parish Council at its meeting in March iv) Other issues - None 275/17 To receive an update on Riverside issues (Cllr Gaussen) Further minor work has been undertaken to complete the repairs to the steps down to Holgate Lane The hedge along Church Fields footpath has now been cut A local Church Fields resident has provided some surplus gravel, which has been spread along some low areas of footpath Page 3 of 5

Fly tipping continues to be a problem near West End 276/17 To receive an update on Church Fields issues i) To agree the specification for the grounds maintenance contract for the public open space and agree the companies to be invited to submit quotations deferred to January meeting ii) To consider a proposal from Boston Spa in Bloom to install a Bug House on the Church Fields POS A detailed proposal from Boston Spa in Bloom had been circulated. David Watts attended the meeting on behalf of Boston Spa in Bloom to answer questions. It was clarified that Boston Spa in Bloom would retain ownership and would be responsible for any ongoing maintenance costs although the Parish Council would reserve the right to remove it at any time if it deemed it to have fallen into a state of disrepair. Resolved: The Parish Council agree to the installation of a Bug House on the Church Fields POS subject to the facility and its ongoing maintenance remaining the responsibility of Boston Spa in Bloom iii) Other issues Taylor Wimpey are still awaiting the tree report from Peter Brooks Ecology in order to progress the handover of the Public Open Space. The Clerk advised that due to the continued delay it would probably be necessary to recalculate the commuted sum. 277/17 To receive an update on issues in relation to the Grove Road development (Cllr Beeson) Following the initial meeting of the Consultative Forum, the Parish Council at its meeting in November resolved that it would not be appropriate for it to put forward a preferred traffic management solution. Notwithstanding this a draft solution had now been produced by a local Boston Spa resident in conjunction with members of Clifford Parish Council and this had been circulated for comment. The preferred option for HGV low loaders had been identified as via High Street and Bar Lane, whilst the preferred route for other HGV traffic had been identified as via Clifford Moor Road, Primrose Lane and St John s Road. This was noted. A date for the next meeting is still to be agreed. 278/17 To receive an update on the Neighbourhood Plan A constructive meeting with Neighbourhood Plan topic group leaders had taken place on 7 th December. Following this a draft Community Action Plan had been circulated. It was agreed that PC members would give further thought to this with a view to it being brought back to a meeting early in the New Year to be finalised. 279/17 To receive reports from members who have attended other committees and meetings Cllr Alderson had attended the annual meeting of the Charity of Richard Dawson and received a donation from the trust of 123.42. It was agreed that, as in previous years, this should be donated to WiSE. Highways a site meeting has been arranged for 11 th January. Cllr Morritt reported that he had attended a meeting of the Festival organisers. An issue had been raised about insurance particularly in relation to the vintage car rally and whether this could be covered by the Parish Council s insurance. A similar question had been raised previously in relation to the Gala and the PC s insurers had confirmed that the PC insurance will only respond if the event concerned is a PC organised event as the PC will otherwise not have an insurable interest. The Parish Council reiterated its previous position, as set out in the Protocol on Community Events, that role of the Parish Council shall be to support community events but not to take a lead role in organising them. The Parish Council could, if it wished, provide organisers with a grant to enable them to take out insurance but this would need to be considered against any other requests for funding. It was agreed that in order to avoid the issues last year of late funding requests, the Festival organisers needed to consider what support it was seeking from the Parish Council at an early stage and that this should be submitted to the PC for consideration well in advance of the event. It was agreed that the Clerk would contact Geoff Shaw and David Watts to advise them of this. 280/17 Exchange of Information to raise any emerging issues Cllr Morritt reported that there had been a further delay in reaching a decision on the Westwood Way/Hampole Way crossing with a meeting between LCC Highways and the Ward Members not now due to take place until January. Every effort was being made to ensure that residents knew that the delay was completely outside the Parish Council s control. It was noted that in an email to a local resident, Nick Borras (LCC Highways) had suggested a preference for a formal crossing. It was agreed that the Clerk would write to him to clarify that this remained his view. Page 4 of 5

281/17 Clerk s verbal report All allotment rents have now been collected A funding agreement has now been received from Leeds City Council for the grant towards the Village Hall boiler replacement. This has been signed and returned. Annual newsletter the requests for articles have been issued and are slowly coming in. Requests to advertisers will go out early in the New Year. A request has been submitted to YLCA for information on interest earning accounts used by other Parish Councils 282/17 To note correspondence received items of interest 283/17 To approve responses/action to items of correspondence None required. 284/17 To receive late items of correspondence None. 285/17 To approve payments and receipts in accordance with the budget Resolved: All payments approved for payment V Hunter Clerk s salary and expenses 497.61 HMRC PAYE Q3 359.20 Yorkshire Water Stables Lane playing field 12.39 BY Landscapes Church Fields hedge 480.00 Stockeld Farms Ltd Christmas trees 562.80 Wharfe Valley Garden Maintenance Millennium Gardens/High Street car park - November 180.00 FDB Associates Neighbourhood Plan design work 308.40 T Gaussen Expenses re riverside footpath repairs 49.38 Receipts Allotment rents 54.00 Christmas trees 182.50 286/17 To receive items for the next Parish Council meeting on Monday 15 th January 2018 Social Media, Investment Strategy, NP Community Action Plan, Church Fields Ground Maintenance contract Next Meeting Closure The next Parish Council meeting will be held on Monday 15th January 2018 at 7.00 pm at Boston Spa Village Hall There being no further business the Chairman declared the meeting closed at 21.10 hours Signed Date 15 th January 2018 Chair Page 5 of 5