BOSTON SPA PARISH COUNCIL Minutes of the ordinary Parish Council Meeting held on Monday 19 th March 2018 at the Village Hall, Boston Spa at 7.00 pm Present: Cllrs J Beeson, K Blake, S Courts, T Gaussen, M Heum, J Lyne, S Morritt (Chair), J Steel, C Taylor Apologies: Cllr K Alderson In Attendance: V Hunter (Clerk to the Council) Guests: PCSO E Leighton Five members of the public were in attendance. The Chair welcomed the members of the public and invited them to address the meeting. Leo Windsor spoke in relation to the proposed extension by the Bowling Club, which was on the agenda for consideration. Details of the proposals had been circulated. He confirmed that the cost of the works was estimated to be around 18,000 and that the Bowling Club would be seeking financial support from the Parish Council, who had provided support for projects in the past. The Chair advised that whilst any application for funding would be considered, the budget for 2018/2019 had already been set and the Parish Council already needed to find funding for future phases of its own development at Stables Lane. Nicola Midgley, a local resident, read out a statement expressing her concerns about a number of aspects of Community Engagement survey on secondary education provision, which she believed to be unbalanced, biased and inaccurate and guiding the reader towards a predetermined outcome. She thanked the Parish Council for their ongoing support and handed over a copy of the statement for consideration by the PC in formulating its own response. 056/18 To accept apologies for absence and approve reasons for absence Apologies had been received from Cllr Alderson. Resolved: That the apology was accepted and consented to 057/18 To receive crime statistics and police matters A written report had been submitted: Eleven crimes had been reported four criminal damage, two burglary residential, one burglary business and community, one theft of motor vehicle, one theft and two public order offences. Concern was expressed about the increasing number of burglaries and it was agreed to repeat the security advice, particularly in relation to euro cylinder locks, in the next newsletter and on social media. 058/18 To receive declarations of disclosable pecuniary and other interests 059/18 To confirm the Minutes of the meetings held on 19 th February 2018 and 5 th March 2018 and review the action list The minutes had been previously circulated. The following updates to the Action List were noted. 014/18 application for certificate of lawful development in respect of Stables Lane project now submitted 036/18 terms of reference for PFVC group see item 066/18 below 040/18 plants for Millennium Gardens refresh now ordered. Planting date to be agreed. 040/18 the broken bin on Church Street has now been removed no further action required 041/18 recommendation on benches, bollards and cycle racks approved and included in contract documentation. NB decision taken to exclude bins from current tender due to emptying issues. Contract document approved at EGM. 046/18 information on PC/LCC responsibilities included in March newsletter Resolved: That the minutes be accepted as a true record and the action list updated 060/18 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
061/18 To agree contributions from the Sports Clubs for 2017/2018 The contributions from the Bowling Club and Tennis Club have been calculated as 295 and 265 respectively. Resolved: That the contributions from Sports Club as set out above be agreed and that the Clerk should write to the Clubs requesting their contribution 062/18 To consider the two quotations received for the Village Hall insurance premium and agree the preferred insurer The Long Term Agreement in respect of the Village Hall insurance is due to expire at 2018 renewal. Two quotations had been obtained, the lower of which had come from Ansvar (via Norris & Fisher) and represented an increase of 1.36% on the current premium. The policy had been updated to reflect the fact that Village Hall Management Committee have started to hold fundraising activities itself to supplement income from hiring the venue. Resolved: That the Village Hall insurance policy should be transferred to Ansvar with effect from the 2018 renewal. 063/18 To review the planning applications and agree responses The following applications had been received: 17/08412/FU 8 Beeches End seven day re-consultation on amended plans no change to previously submitted objection 18/00838/FU The Cedars, High Street - first floor and single storey side and rear extension with covered porch to front affect on neighbouring properties not clear, needs to be clarified by planners with a site visit recommended; boundaries listed as brick are part magnesian limestone and should be retained; removal of garage is contrary to Neighbourhood Plan but two parking places still provided and LCC Highways do not object; planning approval likely to be required for works affecting trees object 18/00875/FU 19 St John s View part two storey, part single storey side extension and single storey rear extension no comments 18/00980/FU 42 Heath Drive two storey first floor and single storey extension to side and rear, new pitched roof to existing garage no comments 18/01074/FU 4 Byland Close two storey, single storey rear extension and new pitched roof to existing garage no comments 18/01318/FU 9 Whitham Close single storey rear extension no comments 18/01388/FU 267 High Street amendments to condition 2 of planning permission 12/04623/FU no comments 18/01541/FU 23 Clarendon Road single storey side extension and dormer window to front no comments Resolved: The Clerk to submit responses on behalf of the Parish Council to Leeds CC, where appropriate 064/18 To consider the Parish Council s response to the Leeds City Council Community Engagement Survey on secondary school places in the Outer North East area It was noted that the Parish Council had submitted a letter to Lord Agnew expressing its view that the application by Boston Spa school to become an academy should be approved as soon as possible in order to minimise the current uncertainty over the school s future. It relation to the Community Engagement Survey, it was agreed that this was seriously flawed and did not include all of the information needed to allow the Parish Council to make an informed response to the issues raised. Notwithstanding this it was felt that the PC should still make a partial response with an accompanying letter setting out the reasons why a full response was not possible. Concern was expressed about the statement at the start of the survey the view of the council is that one secondary school is needed, when there was no evidence that the issue had been considered by Leeds City Council and that this, therefore, appeared at this stage to be an officer rather than member view. It was agreed that Cllr Steel would draft a response setting out in full the Parish Council s concerns and that this would be sent to LCC along with the survey. Resolved: The Parish Clerk to complete the LCC Community Engagement survey along the lines set out above and send it to LCC with an accompanying letter setting out the Parish Council s concerns Page 2 of 5
065/18 To consider a request from Yorkshire Ambulance Service that the Parish Council take over responsibility for defibrillators in the village A request had been received from Yorkshire Ambulance Service for the Parish Council to take over responsibility for defibrillators installed in 2014 as part of the Project 100 scheme. This would result in the Parish Council picking up the costs of maintaining the defribrillators going forward, for which there was currently no budget. The letter suggested that if the Parish Council did not take over responsibility, the defibrillators would be removed. Concern was expressed that the proposal raised a number of questions that the letter did not provide answers to and that further clarification was needed before a decision could be taken. There was a need to understand the reasoning behind why Parish Council s had been chosen to be asked to take on this responsibility, any associated legal liability and full financial implications. Resolved: The Clerk to write to Yorkshire Ambulance Service to seeking further clarification of the proposal and the related implications for the Parish Council in agreeing to it 066/18 To approve the terms of reference for the People Friendly Village Centre working group Further to minutes 036/18 (i) terms of reference for the re-constituted People Friendly Village Centre working group had been drawn up and circulated. It was agreed that a request for residents to join the new group would be included in the next newsletter and publicised via social media. Resolved: That the Terms of Reference be agreed 067/18 To receive an update on streetscene matters and public toilets (Cllr Morritt) Cllr Morritt advised that the repairs to the bench at the end of Clarendon Road bench are almost complete with just the staining to be done. 068/18 To receive an update on the Festival (Cllr Morritt) Cllr Morritt advised that the proposal was now for the classic car event to end up at the Church Fields car park including the overflow car park. Cllr Gaussen confirmed that the church do not require use of the overflow car park that day. As the overflow car park is part of the Public Open space, which will by then be in the Parish Council s ownership, the insurance requirements agreed in respect of Stables Lane will still apply. It was noted that discussions are taking place about a possible music event at Church Fields further information is needed in order that any implications can be assessed. It was agreed that a comprehensive list is required from the festival organisers setting out their requirement for PC support both financial and other support. 069/18 Stables Lane i) To receive an update from the Stables Lane Playing Fields working group (Cllr Alderson) Cllr Alderson had submitted a written report: The phase 1 tender documentation has now been published. The deadline for return of tenders is Thursday 29 th March. Cllr Alderson thanked all who had been involved in getting to this stage Cllrs Beeson, Courts, Heum and Taylor, the Parish Clerk and in particular Dale Woodcock of Groundworks and Toby Ware for their work in getting the tender documentation completed to such a high standard. The application for a certificate of lawful development has now been submitted. The standard timescale for the application to be determined is two months, which would impact on the proposed start date for the works. LCC have agreed to try and expedite it more quickly, if possible. An action list had been circulated setting out tasks that need to run alongside the completion of the contract, which included further engagement with local residents, schools, allotment tenants; finalising a name; developing a Friends of group; further fundraising; further village publicity and engagement; launch event and engagement with the developers of the two residential plots to the west of Stables Lane. ii) To consider a request from the Bowling Club for permission to extend the existing Pavilion A request had been received from the Bowling Club for permission from the Parish Council (as land owner) to proceed with a feasibility study into its proposal to extend the existing pavilion to provide a larger kitchen area and increase the size of the circulation and meeting space. It was noted that the bowling club were intending to seek grant funding from a number of organisations, including the Parish Council, to complete the work. Resolved: That the Parish Council had no objections in principle to the proposed work Page 3 of 5
070/18 Riverside issues (Cllr Gaussen) i) To consider the quotation from The Conservation Volunteers (TCV) for further footpath repairs The quotation had been previously circulated. It was agreed to undertake two further stretches of work - from Wharfedale Hall to Concrete Fence and from the Tree to the start of the footpath completed in January 2018 at a total cost of 4,229.14 to be funded from the annual repairs budget of 1,450 with the balance coming from reserves. The proposal in respect of the stretch from Boston Spa bridge to Spa Baths was to make this level and wheelchair accessible. It was agreed that the PC should investigate possible sources of grant funding to enable this to be completed. Resolved: That the quotation from TCV in the sum of 4,229.14 be accepted ii) Other issues Installation of a finger post on Spa Lane still to be progressed Local Church Fields and Copse residents have continued to do good work to improve the footpaths by filling muddy areas with gravel 071/18 Church Fields i) To confirm the Parish Council s agreement to the handover of the Public Open Space from Taylor Wimpey with effect from 1 st April 2018 Following a meeting between Cllr Gaussen and Andrew Jacques (Taylor Wimpey) an email has been received setting out how TW plan to address the issues with dead/failing trees. This would involve them continuing to monitor the position for a further year. The Clerk has submitted a request via the PC solicitor for TW to provide this in a formal document that can be appended to the land transfer. This document would also confirm the arrangements in respect of maintenance of the calcareous grassland. Resolved: Subject to receipt of the above document the Parish Council confirms its agreement to the handover of the Public Open Space at Church Fields in line with the outline plan previously circulated ii) Other issues - none 072/18 To receive an update on issues in relation to the Grove Road development (Cllr Morritt) Minutes of the community liaison meeting held on 7 th March have been circulated. Cllr Morritt advised that Miller Homes had made a donation to St Mary s school to compensate them for the disruption they had experienced. A further meeting is due to take place on 16 th May. 073/18 To receive reports from members who have attended other committees and meetings Cllr Taylor reported that she had met with Anne Pearson who is a trained Dementia Champion and who would like to speak to the Parish Council to raise awareness. It was agreed to invite her to the public session of the next meeting. 074/18 Exchange of Information to raise any emerging issues 075/18 Clerk s verbal report Annual newsletter almost finalised, will be sent to printer by the end of the week The Internal Audit will take place on the 19 th April 076/18 To note correspondence received items of interest 077/18 To approve responses/action to items of correspondence Cllr Blake booked on planning seminar I Chaplin request to purchase land to be considered at April meeting D Podlewska draft response circulated for agreement 078/18 To receive late items of correspondence Page 4 of 5
079/18 To approve payments and receipts in accordance with the budget Resolved: All payments approved for payment V Hunter Clerk s salary and expenses 548.60 Kirby Builders Merchants Hardcore/gravel riverside footpath 149.90 YLCA Planning seminar fee Cllr Blake 115.00 S Morritt Planning fee refund 507.00 Wharfe Valley Garden Maintenance Millennium Gardens/High Street car park 308.54 Wharfe Valley Garden Maintenance Clarendon Road bench repair 178.29 Norris & Fisher Village Hall insurance renewal 2,077.85 HMRC PAYE Q4 363.30 Receipts None 080/18 To receive items for the next Parish Council meeting on Monday 16 th April 2018 Proposals re investment of surplus PC funds; I Chaplin request to purchase land; resident engagement strategy; A Watson request to replace hedge Next Meeting Closure The next Parish Council meeting will be held on Monday 16th April 2018 at 7.00 pm at Boston Spa Village Hall There being no further business the Chairman declared the meeting closed at 21.30 hours Signed Date 16 th April 2018 Chair ACTION LIST 15 th January 2018 008/18 Submit proposals for investment of PC surplus funds Cllr Courts 19 th February 2018 036/18 Further develop the draft strategy for resident engagement and produce a draft Cllr Lyne protocol for formal agreement 040/18 Confirm planting arrangements for new plants. Cllr Gaussen 042/18 Produce a proposal for the installation of a finger post on Spa Lane Cllr Gaussen 042/18 Produce a specification for refurbishment of riverside benches and obtain quotations Cllr Blake 19 th March 068/18 Contact festival organisers to confirm insurance requirements re classic car event Cllr Morritt 073/18 Invite Anne Pearson to attend the April Parish Council meeting Cllr Taylor Page 5 of 5