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Boroughbridge Town Council Minutes of the Council Meeting Held on Tuesday 4 September 2018 at 1 Hall Square, Boroughbridge Yo51 9An

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Boroughbridge Town Council Minutes of the Council Meeting Held on Tuesday 4 September 2018 at 1 Hall Square, Boroughbridge Yo51 9An BOROUGHBRIDGE TOWN COUNCIL MINUTES OF THE COUNCIL MEETING HELD ON TUESDAY 4 SEPTEMBER 2018 AT 1 HALL SQUARE, BOROUGHBRIDGE YO51 9AN COUNCILLORS PRESENT: G Haldenby (Mayor), K Fuller, J Fuller, S Hynes, P Phillips, P Taylor, R Windass, R Young, M Kaczmarczyk. CLERKS PRESENT: H Heavisides (Clerk to the Council), H Chester (Deputy Clerk). POLICE PRESENT: PC Powell Members of the Public Present: None Late Arrivals: None Early Departures: PC Powell (18.53) The Meeting opened at 18.34 1. To receive apologies and reasons for absence. J Wilkinson, J Goss. 2. Declarations of interest in items on the Agenda. None 3. Approval of the Minutes of the Council held on 7 August 2018. RESOLUTION: To sign the minutes as an accurate record of the meeting held. All in favour. Motion carried. The Clerk reminded Councillors that any changes they propose to draft minutes must be suggested during this item of the meeting for discussion by the whole council. Dictaphone to be purchased for future recordings. Clerk to get quotations. Action: Clerk 4. Public Questions or Statements. None 5. To receive the following reports: a. Policing issues in the Parish. Incidents: 3 criminal damage, 1 commercial burglary, 2 thefts, 1 residential burglary, 2 drug seizures, 1 concern for safety, 2 sexual offences. Cllr Phillips praised the policing team for their hard work. More information on police sharing the Fire Station is due next week. PC Powell leaves (18.53) b. County and District Councillor’s monthly written report. Harrogate Borough Council (HBC) - Discussed various planning developments in the area. North Yorkshire County Council (NYCC) – Reported an overspend on adult social care. 6. Matters arising from the minutes of previous meetings not covered elsewhere on the agenda: a. To receive an update on progress towards completion of projects funded by the District Improvement Fund from HBC for installation of a bus shelter on High Street and for the demolition of the Water Rats Building, Mill Lane. Water Rats’ Building: The Water Rats Building has now been demolished. Bus Shelter: HBC have requested the Town Council to complete a Street Furniture Licence Application Form to be submitted to NYCC. Clerk would like to request a councillor to approve the application once completed, so details of the shelter design can be verified. K Fuller to assist. Clerk is also receiving help from HBC. Time scale for assessment is 3 months from receipt of application form. Action: Cllr Fuller/Clerk b. To receive an update regarding a request for sponsorship to install a TV monitor in the Council Meeting Room for use in Council Meetings. No response to a letter requesting support has been received. Cllr Young to assist Clerks in getting quotations for a monitor and projection system. Action: Cllr Young/ Clerk 991 c. To receive information from the Chamber of Trade regarding support for the funding of Back Lane Car Park and regarding the emptying of the collection boxes. The boxes will be emptied on a 2-monthly basis. d. To receive an update on policing of the HGV restrictions through the town. Cllr Phillips reported that this was discussed at the Safer Neighbourhood Group meeting where, although an improvement was noted, it is hard to gauge due to developer’s vehicles in the town. It was agreed that the scheme should be given time to ‘bed in’ so a watching brief was favoured. No further action regarding the pursuance of a Lorry Watch Scheme at this time. Item Closed. e. To receive information from Harrogate Borough Council regarding the consultation for the 2019-2020. Town Council will not be responding. Cllr Phillips & Clerk recommended that Councillors could respond as individuals. All in agreement. f. To receive an update regarding new parking restrictions outside the Primary School. An email has been sent to NYCC. No reply has yet been received. g. To receive further information on the necessity for receiving monitored support for the defibrillator. The engagement of a monitoring service is not mandatory. The covering letter from the company requesting payment for continuation of this service stated that the defibrillator at 1 Hall Square would not be on the recommended Yorkshire Ambulance Service list if their services were not employed. The Clerk has received confirmation from the Yorkshire Ambulance Service that the unit remains active on their list. Clerk to write a letter of complaint regarding this misleading information to Trading Standards enclosing a copy of the misleading letter. Action: Clerk h. To receive an update on communications with Yorkshire Water (YW). Cllr Phillips reported that a contracting company has been checking waste outlets and mains pipes. This company has been tasked to give a report on the state of the waste water system in the parish. A high-level communication has been sent to YW requesting that an apology and explanation is sent to local councils that were affected by a recent water supply interruption. Cllr Phillips is pressing for a meeting with YW representatives in the Autumn. 7. Correspondence: a. To receive an invitation from the YLCA to respond to a consultation on Government plans for shale gas explorations and production planning consultations. No response to be sent. b. To receive an invitation to respond to a consultation on the green paper for adult social care and well-being. No response to be sent. c. Correspondence received between the date of posting of the Agenda and the date of the Meeting will also be considered. None. 8. New Business: a. To discuss suggested blueprint proposals for the future of Boroughbridge/Aldborough/Minskip to meet the demands of our growing community. A Working Group to be formed. Meeting to be arranged. Clerk to circulate dates to all Councillors for September. Action: Clerk b. To approve updates to the Standing Orders in line with NALC LO9 – 18 – 2018 model standing orders – amendments – See APPENDIX 1 - RESOLUTION: To approve updates to the Standing Orders in line with NALC LO9 – 18 – 2018 model standing orders to include the additional amendment noted in Appendix 1. All in favour. Motion carried. Action: Clerk At this point a request was made (in relation to the additional amendment in Appendix 1), for the Clerk to add a draft watermark to the draft minutes on the website and a disclaimer stating: ‘These minutes are subject to change until approved at the next Full Meeting of the Council.’ All in agreement. c. To approve changes to the Joint Parish Council and Commuted Sums Working Groups. RESOLUTION: To add Cllr Phillips to the Joint Parish Council and Cllr Taylor to the Commuted Sums Working Group. All in favour. Motion carried. Action: Clerk 992 9. Committees a. Finance and Human Resources (F&HR): i. To approve the contract for the Wallgate Handwash units in the public toilets @ £464.00 plus vat. Noted and approved. Action: RFO ii. To receive the financial statement and bank reconciliation for August 2018. APPENDIX 2 - Received and noted. iii. To agree unpaid invoices for August 2018 to be paid. RESOLUTION: Payments totalling £6091.54 approved for payment in line with Finance Regulation 6.9. All in favour. Motion carried. Action: RFO. Cllr Young requested that the F&HR Committee discuss moving supplier for water from Yorkshire Water to another company. Clerk to add to F&HR agenda. Action: Clerk. iv. To receive a report from the Deputy Clerk on the recently completed ILCA qualification. Received and noted. Cllr Phillips thanked the Deputy Clerk for producing this report which he found most helpful. v. To discuss a proposed letter of intent to facilitate use of Commuted Sums money for the future. Cllr Phillips explained the content of the letter. Cllr Fuller made a suggestion. Letter to be amended and sent to Sean Wright at HBC. Action: Clerk vi. To approve a budget for the TIP outing. Last year the amount was £20-25 per head approximately £550 total. RESOLUTION: Funding approved. All in agreement. Motion carried. Clerk to arrange the outing. Action: Clerk b. Cemeteries and Council Assets (C&CA): i. To further discuss the details of the use of office space at 1 Hall Square by the police. The Town Council approves the use of the Council office by the Police. Clerk to arrange to give key/codes to PC Powell. Action: Clerk ii. To receive an update regarding the damage to the car park honesty box. The repair is now complete. The sign has been replaced and now requests £2 minimum donation. Clerk to thank the contractor for the prompt, professional service. Action: Clerk iii. To receive an update on tree works in Aldborough Cemetery. To be completed w/b10/09/18. Lime tree to the right-hand side of the lytch-gate also to have dead limb removed. This will be approximately £20-25 extra. Approved and agreed. Action: Clerk iv. To receive a request from Boroughbridge Live to use Hall Square and the Buttermarket for a German Christmas Market and Santa’s Grotto on Saturday 8 December 2018. All in favour. Clerk to inform Boroughbridge Live. Action: Clerk c. Planning Committee: Approval of the Minutes of the Meeting held on 7 August 2018. RESOLUTION: To sign the minutes as an accurate record of the meeting held. All in favour. Motion carried. 10. Reports: a. To receive a report from the Safer Neighbourhood Group (SNG) meeting of 21 August 2018. Cllr Phillips reported on a productive meeting noting that the new Chief Constable made a good impression. b. To receive an update on Emergency Committee (EC) matters. Cllr Haldenby offered to tidy up the equipment behind the toilet block. Action: Cllr Haldenby. Cllr Phillips noted that a Chairman needs to be elected.
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