TOWN COUNCIL MINUTES OF THE COUNCIL MEETING HELD AT 7PM ON TUESDAY 14TH MARCH 2017 AT THE METHODIST CHURCH, BANK STREET, WETHERBY

Present: North Ward Cllr N Harrington (Mayor) Cllr K Knight

West Ward Cllr C Bentley (from 7.07pm) Cllr D Frame Cllr R V Hawkins Cllr G Moss

East Ward Cllr J Brady Cllr A Lamb Cllr D Payne

In Attendance: Iona Taylor (Town Clerk) 4 members of the public.

42-17 Questions or comments from members of the public. Whilst there were no questions or comments raised during this section of the meeting it was noted that the Clerk had directed enquiries from members of the public to relevant sources of information prior to the meeting.

43-17 Declarations of interests and requests for dispensations. Councillor Lamb declared a pecuniary interest in item 49-17b, as he has a stall on the Council’s regular Thursday market, and took no part in consideration of this item.

44-17 Police matters a) Crime statistics for February 2017. The crime statistics for February 2017 had been circulated to Councillors prior to the meeting. It was noted that a replacement PC for Wetherby has been appointed, but has not yet taken up their post.

45-17 Apologies. It was agreed that apologies be received and accepted from Councillors Chapman, Kanabar, Maltby, O’Byrne and Wilkinson.

46-17 Minutes of the last meeting. It was agreed that the minutes of the last Town Council meeting, held on 14th February 2017, be approved and signed by the Mayor as a true record.

47-17 Matters arising from the minutes. a) Feedback from community clear up on 4th & 5th March 2017. It was noted that successful clear up events had been held in Wetherby over the weekend. Around 30 bags of rubbish had been collected. Thanks were expressed to all Councillors and members of the public who had helped. It was agreed that letters be sent to a number of local businesses encouraging them to look after the areas around their properties.

b) Public wi-fi network. It was noted that guidance is awaited from Leeds City Council in relation to the siting of infrastructure on lampposts in the town. Councillor Lamb agreed to progress this. 2474 Wetherby Town Council Minutes – 14th March 2017 Chair’s Initials:_____

c) Aldi Blue Plaque Councillor Hawkins reported that plans are progressing well for the installation and unveiling of a blue plaque to commemorate Ginger Lacey at the site of the new Aldi supermarket. The unveiling ceremony, on 23rd July 2017, is going to include separate flyovers by a Lancaster Bomber, Spitfire and Hurricane aeroplanes.

48-17 Planning It was agreed that the minutes of the Planning Committee meeting held on 27th February 2017 be approved by Committee members and received by Council, subject to one correction to reflect that the meeting was held on 27th February, not 27th April. The minutes of this meeting can be found as appendix 1 on page 2480.

49-17 Markets a) Markets Advisory Committee. It was agreed that the minutes of the meeting held on 5th December 2016 be received and approved. The minutes can be viewed as appendix 2 on page 2482.

b) Market tolls – 16th March 2017 It was agreed to waive the tolls levied on traders for the market to be held on 16th March 2017. This is as a gesture of appreciation of the goodwill and support shown by the traders during the recent gasworks in Wetherby which have had a negative effect on the market.

c) Buskers It was agreed that the Council’s consent be given to the active recruitment of buskers to attend the Thursday market, provided that any performers comply with Leeds City Council’s Street Performers policy.

50-17 Staffing Committee A report from the Staffing Committee’s recent meeting, held on 14th February 2017, was considered, including the following points: • The Clerk has satisfactorily completed her 6 month probation period. • A system of appraisals for all staff is being implemented. • The Town Handyman has accepted a full time role with effect from 1st April 2017. • It is not currently proposed to appoint a cemetery summer worker this year, although the situation will be kept under review. • The Council has made its first declaration of compliance to the Pensions Regulator under new auto-enrolment requirements. • The administrative assistant’s hours have been increased to 22.5 hours per week with effect from 1st March 2017.

51-17 Welcome to Wetherby The following minutes of group meetings were received and approved and can be found as appendices 3 and 4 from page 2484. a) 17th January 2017 a) 22nd February 2017

52-17 Wetherby Bike Trails a) Progression of Wetherby Bike Trails project. The following decisions taken by the Council’s Property Committee on 15th February 2017 were noted and endorsed. • To agree to allow the construction of a junior bike skills area/track on the triangular piece of land adjacent to Millennium Field • To recommend that the Council should take on the responsibility for the ongoing running and maintenance of two bike skills areas and to proceed with the acquisition of the land off the Harland Way to facilitate this. 2475 Wetherby Town Council Minutes – 14th March 2017 Chair’s Initials:_____

• It was agreed that further work is required on the mechanism which will secure the timely construction of the advanced bike skills area in the event of the Town Council proceeding to acquire land to facilitate this.

b) Delegated authority to Clerk. It was agreed that the Clerk be given the delegated authority to take decisions with non- financial implications, to ensure the progression of this project.

c) Partnership Agreement with SingletrAction. A draft agreement was considered by Councillors, who approved the intentions and sentiments expressed in the document which is an expression of goodwill from both parties. It was agreed that the document should be considered by the Council’s solicitor and brought back to the Council for further consideration before signing.

It was noted that even if such an agreement were entered in to, responsibility and liability for any bike skills facilities provided under the agreement would rest with the Town Council.

53-17 Property Committee a) It was agreed that the minutes of the Property Committee meeting held on 15th February 2017 be approved. The minutes can be found as appendix 5 on page 2490. b) The minutes of the Property Committee meeting held on 8th March 2017, were approved by committee members and received and approved by the Council. The minutes can be found as appendix 6 on page 2492.

54-17 Grasscutting Contract – 2017 to 2022 It was agreed that, in line with the Property Committee’s recommendation, Farm & Land Services Ltd be appointed as the Council’s grasscutting contractor for the period 2017 to 2022. The total contract value is £49,615.00 with an annual review built in each year.

It was further agreed that a letter of thanks be expressed to Sephton Baxter of G Baxter & Sons who have cut the Council’s grass for a number of years.

55-17 Financial Reports a) Payments. Town Council – 33 payments - £23,077.33 Town Hall – 15 payments - £4,492.14 It was resolved that the list of payments, as detailed in appendix 7 on page 2495, be approved.

b) BACS payments. It was agreed that BACS payments, in accordance with the list of payments to be made in the financial report, be approved and made on 15th March 2017.

56-17 Potential 20mph zone. The Council considered a preliminary consultation on a 20mph zone in Wetherby. The zone would cover the majority of the Town Centre, to the West of High Street and Deighton Road. It was agreed that the Council is generally in favour of the introduction of a 20mph zone, but Councillors suggested that it goes even further than proposed, to include the area to the East of High Street / Deighton Road. It was felt that a large number of students walk to through this area and would benefit from a reduced speed limit. It was assumed that Deighton Road would remain as a 30mph zone and be policed as such in the future.

During consideration of this item a number of points were made about road safety generally through Wetherby, including concerns being raised about the speed of vehicles travelling along

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York Road and the visibility of the existing 30mph signs at the Deighton Bar entrance to Wetherby.

57-17 Issue Log No. 49 - to consider any updates on the points below. a) Progression of Traffic Regulation Orders (TROs) in Wetherby. Councillor Lamb confirmed that the Ward Members had met with a Leeds City Council Highways Officer to discuss the progression of a number of TRO’s in Wetherby.

b) Resurfacing of the Ginnel It was noted that the works have been completed and agreed that this item can be removed from the Issue Log.

c) Collapsed wall near the bridge. An update on required repair works to the Micklethwaite Estate wall was considered. The update had been received from the Directors of Micklethwaite Management Company.

The latest position is that three tenders have been submitted to the insurance company for consideration. The loss adjustor has advised that due to the significance of the costs this has gone to the UK technical claims manager for the Insurance Company. An external quantity surveying firm is being appointed to assure the reasonableness of the tenders. There is no indication as to when the work might start. The Town Council will be kept informed when there are any further updates.

Councillor Lamb indicated that he would ask the Chief Executive of Leeds City Council to write, in the strongest possible terms, to the insurance company concerned to express dissatisfaction at the situation.

In view of this information proposals are being put together for how best to hide the wall when the Tour de Yorkshire comes through Wetherby in April.

58-17 Leeds City Council Local Development Framework Receipt of the following documents was noted: a) Consultation on pre-submission changes to site allocation plan. b) Local Plan newsletter – February 2017

59-17 VAT registration. It was confirmed that the Council has been successfully registered with effect from 1st April 2017.

60-17 Future administration of . A preliminary, verbal response has been received from the Charity Commission who have indicated that they would not support the winding up of the Wetherby Town Hall charity and the transfer of the ownership of the Town Hall building to the Town Council. An opinion on how to proceed is awaited from Nick Dyson of Hartlaw, however the previous recommendation from the Council’s accountants of an amendment to allow the Town Council to take out a full repairing lease of the building was again muted. Councillors will be kept informed of development.

61-17 Correspondence The Clerk reported on items received, including:

a) Wetherby Civic Society Notification was received of the Civic Society having submitted a Community right to bid nomination in respect of Leeds City Council’s Wetherby Civic Offices, Westgate, Wetherby. The Community Right to Bid allows communities and local councils to nominate buildings or land for listing by the local authority as an asset of community value. If the assets comes up

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for sale, the community can 'pause' the sale and take up to six months to find the funding required to buy the asset.

b) Deighton Road Post Office Post Office Ltd. had written to the Town Council to advise that it had not had any interest in reopening and taking over the running of the Deighton Road Post Office, although it is understand that an approach may now have been made by an interested party.

c) Leeds bid for European Capital of Culture 2023 It was noted that a bid has been submitted for Leeds to be the European Capital of Culture in 2023.

d) Leeds City Council – Waste Charging Consultation This current consultation was noted and has been circulated to all Councillors and online via social media.

e) Section 137 of the Local Government Act 1972 It was noted that the maximum limit for using this power to incur expenditure (where there is no other enabling legislation) will be £7.57 in the 2017/18 financial year.

62-17 Wetherby Bridge Lights It was noted that bird excrement has been blocking the condensation drainage holes in each bulb causing the recent, frequent malfunctions. It is hoped that the problem can be solved by keeping the birds off by putting small metal spikes on each bulb.

63-17 Wetherby District Lions Club a) The Great Yorkshire Bike Ride It was noted that this event will be held on 17th June 2017.

b) Dickensian Christmas Market It was noted that this event will be held on 10th December 2017. Councillor Lamb indicated that a request for support to cover the cost of hiring the Town Hall (£287.50) would be considered by the Ward Councillors.

c) Charity duck race It was noted that this event will be held on Sunday 7th May 2017 and may generate additional visitors to Scaur Bank / King George’s Field.

The Council took this opportunity of wishing the Lions Club well with all these events.

64-17 Christmas Lights 2017 Feedback from Wetherby Business Association’s AGM was noted. The Association has indicated that they wish to retain control and ownership of all aspects of the Christmas lights in Wetherby.

It was agreed that the Town Council would continue to offer the use of its York Road Depot as a storage and workshop facility, but that all other aspects of the lights and switch on event would now be under the management of the Wetherby Business Association.

65-17 Churches Together It was noted that the ‘Walk of Witness’ event will take place on Good Friday (14th April 2017) to include a service at the front of the Town Hall and at Bridgefoot, from 11am to noon, with approximately 120 participants.

66-17 Future provision of secondary education in Wetherby.

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Information in respect of the investigation of options for the future provision of secondary education in Wetherby was received from the Children’s Services department of Leeds City Council. It was agreed that a letter be sent indicating that, notwithstanding the options considered in this document, it is inconceivable to the Town Council that there is any option not including the provision of a secondary school in Wetherby.

67-17 Theft of disused slide from outside York Road Depot - noted.

68-17 Items for information only. a) Spofforth Hill Development Councillor Lamb agreed to forward reports about HGVs accessing the site through the Town Centre to Leeds City Council for action to be taken as appropriate.

The meeting closed at 8.02pm. These minutes were recorded and prepared by Iona Taylor, Town Clerk.

SIGNED: ...... (Chair)

DATE: ......

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APPENDIX 1 MINUTES OF A MEETING OF THE PLANNING COMMITTEE

Date: Monday 27th February 2017 Time: 16.15 hrs Location: Deighton Room, Wetherby Town Hall

Present: Cllr Julie Brady Cllr Harry Chapman Cllr Norma Harrington (Mayor) Cllr Victor Hawkins Cllr Galan Moss (Chair)

In attendance: Iona Taylor, Town Clerk

1. Apologies. Apologies were received from Councillor O’Byrne.

2. Declarations of interests and requests for dispensations – none.

3. Consultations on planning applications. It was resolved that the committee has no objections to the following applications and that responses to this effect be returned to the planning authority:

a) 17/00617/FU/NE | Change of use from A1/A2 use on first floor to B1/D1 use for consulting and therapy rooms | 23 High Street Wetherby LS22 6LR

b) 17/00709/FU | Garden store and alterations including part demolition of existing store to form WC to side/rear | Castle Garth Scott Lane Wetherby LS22 6LH

c) 17/00759/FU | Outbuilding to rear. | 2 Road Wetherby LS22 6AA

d) 17/00716/FU | Formation of additional car parking areas; siting of temporary flammables store and secure gas storage locker | Grange House Sandbeck Way Wetherby Leeds LS22 7DN

e) 17/00873/FU | Two storey side extension. | 31 Sandringham Road Wetherby LS22 6PG

f) 17/00972/FU | Raised deck to rear | 46 Spofforth Hill Wetherby LS22 6SE

g) 17/01011/FU | Part two storey part single storey side/rear extension and porch to front | 3 Hunters Walk Wetherby LS22 7XX

4. Consultations on applications for works to protected trees. The Committee considered consultations on the following applications and agreed that it has no objections to either of the proposals.

a) 17/00735/TR | T1 Alder - To Remove. | 19 Audby Court Wetherby LS22 7FE

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b) 17/00916/TR | T1 Beech: Prune to reduce the lateral spread of the canopy by 1 meter on the property side to leave a radial spread of approx 4 meters. | 34 Glebe Field Drive Wetherby LS22 6WG

5. Planning enforcement cases. An update, from Leeds City Council, on current planning enforcement issues in the Wetherby ward was considered.

6. Items for information: a) Leeds Planning Enforcement Plan The committee considered a consultation on the draft plan. It was agreed that the plan provides relevant and welcome clarification on a number of policies and procedures and that this view should be communicated to Leeds City Council.

7. Next meeting. The date of the next Planning Committee meeting was confirmed as being on 20th March 2017.

The meeting closed at 4.35pm. These minutes were recorded and prepared by Iona Taylor, Town Clerk.

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APPENDIX 2 MINUTES OF A MEETING OF THE MARKETS ADVISORY COMMITTEE

Date: Monday 5th December 2017 Time: 10.00 hrs Location: Deighton Room, Wetherby Town Hall

Present: Cllr Norma Harrington (Mayor) Cllr Galan Moss

In attendance: Iona Taylor, Town Clerk Margaret Holmes, Deputy Town Clerk

1. Apologies. It was resolved that apologies be received and accepted from Councillor Maltby due to work commitments.

2. Declarations of interest or requests for dispensations - none.

3. Minutes of the last Markets Committee meeting. It was resolved that the minutes of the last meeting, held on 28th April 2016, be approved as a true record.

4. Clerk’s Report The meeting considered a report from the Town Clerk on a visit to the market, carried out on 22nd August 2016. The Clerk had spent the whole day (5am to 5pm) on the market to familiarise herself with all aspects of its operation. Useful feedback had been gathered from traders, including: • A desire for better communication between the traders and the Council. • Forthcoming infrastructure improvements which will be required, including new stall boards and trailer repairs. • A desire for increased promotion of the market (see item 8 below). • The variety of stalls on the market and a desire to ensure that the market is full and vibrant.

5. Traders’ Forum It was agreed that a traders’ forum should be set up. The forum will see traders invited in to the Town Hall up to twice a year to meet with the Markets Committee and discuss issues of mutual interest concerning the market. It was agreed that the first forum be convened on 15th December 2017.

6. Market Tolls a) 2017 toll rate. It was agreed that the weekly toll rate for stalls on Wetherby market should not be increased in 2017.

b) Revised charging structure. The Clerk reported on proposals for a revised charging structure, as used by Selby Town Council. At Selby permanent traders who attend the market in January and February do not pay weekly stall tolls, however full tolls are payable each and every week during the remainder of the week. At the moment, Wetherby Town Council has a system which allows for annual leave and charges half tolls in the event of other absences. It was agreed that his proposal should be considered at the first trader’s forum. 2482 Wetherby Town Council Minutes – 14th March 2017 Chair’s Initials:_____

7. 2017/18 Budget It was agreed that the committee should set the same budget as in 2016/17, which is as follows: Expenditure Stalls Thurs £25,755 Rates £3,085 Main Stalls £850 Banners/Sinage £100 LCC Man Fee-Thurs £2,750 Market Waste £300 Trailer repairs/tyres £1,000 Total £33,840 Receipts Weekly Tolls £34,000 - 8. Promotion of market. The committee considered methods of promoting the market including social media, the Council’s newsletter and new website when it is relaunched. It was agreed that a promotional event, linked to the national ‘Love Your Local Market’ campaign be held on 19th May 2017. It was generally agreed that all opportunities for promoting the market should be investigated and taken up.

9. Monthly Farmers Market It was noted that the Clerk and Deputy Clerk had met with representatives of Otley Town Partnership to discuss the Farmer’s Market. They have some concerns about the Farmer’s Market, surrounding a general decline in footfall at the market. A discussion had been held about ways to generate more business, including advertising and more drastic options such as moving the day on which the market is held.

It was agreed that permission should be given to allow the siting of a wooden storage box in one of the areas to the side of the Town Hall. This would be used to store the road closure signs and some other equipment for the Farmers Market.

10. Items for information – none.

11. Next meeting. To be convened as required.

The meeting closed at 10.31am. These minutes were recorded and prepared by Iona Taylor, Town Clerk.

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APPENDIX 3 MINUTES OF A MEETING OF WELCOME TO WETHERBY

Date: Tuesday 17th January 2017 Time: Micklethwaite Room, Wetherby Town Hall Location: 17.30 hrs

Present: Town Councillors Cindy Bentley (Chair), Victor Hawkins & Kazia Knight Dean Buckle, Margaret Dabell, Ian Leadley, Clare Stubbs, Peter Burr (Community Champion) and Paul Cole (Customer Experience Manager) – Morrisons, Wetherby Iona Taylor – Town Clerk

1. Apologies. Apologies were received from Simon Donkin.

2. Minutes of the last meeting. The minutes of the last Group meeting, held on 29th November 2016, were approved as a true record.

3. Matters arising from the last meeting – none.

4. Christmas Window Dressing Competition 2016 It was noted that the competition had been a success with a record 19 entries.

The prizegiving had been well attended as a joint event with the Soroptimists International Of Harrogate And District who had held a similar competition for the Town’s charity shops.

The winning entries were as follows: Junior Judges’ Senior Judges’ Wetherby Business Award Award Association Trophy

Winner Peter Jones C’est Chocolat C’est Chocolat Runner(s) Up Nicolla Florist Nicolla Florist Peter Jones C’est Chocolat

5. Tour de Yorkshire 2017 It was noted that both the men’s and women’s races of the 2017 Tour de Yorkshire will be coming through Wetherby town centre on 29th April. A lengthy discussion was held about how best to celebrate this. It was agreed that a fanzone be set up in the town centre. The following points were considered: • Bunting • Sponsorship from businesses. • Support from Morrisons. • Land art project.

6. Battle’s Over – A Nation’s Tribute – 11th November 2018 It was agreed that it would be good to participate in this initiative and that should be approached as a possible location for a beacon.

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7. Leeds City Council – Visitor Survey Support for a Leeds City Council carrying out a visitor survey was agreed, although Group Members expressed concern that the survey as proposed was very biased towards Leeds. It was agreed that race days or Thursday market days would be good opportunities for data collection.

8. ‘What’s On’ Sheet The Clerk noted that she is in the process of compiling a joint January and February sheet.

9. Wetherby online. a) Social media presence. Kazia Knight reported on the ongoing success of Welcome to Wetherby’s facebook and twitter pages, with 3,000 followers on each site and reaching 5,000 people even in a quiet week. It was noted that Wetherby Town Council has agreed to set up its own facebook and twitter accounts. The Town Clerk and Kazia Knight will work together to ensure smooth dissemination of information.

b) Redevelopment of wetherby.co.uk It was noted that this project remains ongoing, but the Clerk reported on a positive visit to the website designers’ offices.

10. Items for information. a) Visitbycoach.com It was agreed that whilst the group would be keen to try and increase the number of coaches visiting the Town, a paid subscription to this website is not an appropriate vehicle to use.

The issue of signage to the coach drop off point was once again raised. This matter is being looked in to by Ward and Town Councillor Gerald Wilkinson.

b) Walking in Wetherby Booklet It was noted that supplies of the Walking in Wetherby booklet are running low. Initial quotations suggest a significant increase in the re-print costs. Although the price could be increased to £4, alternative quotations will also be sought. It was noted that the books could be sold on Amazon.

c) Historical Trust Victor Hawkins reported on a proposal to try and standardise road names in the Town, so that they are well marked and use the same name for each street, lane or road.

11. Date of next meeting. It was agreed that a less formal, Working Group, meeting should be held to consider arrangements for the Tour de Yorkshire event, on 7th February 2017 at 5.30pm in Wetherby Town Hall.

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APPENDIX 4 MINUTES OF A MEETING OF WELCOME TO WETHERBY

Date: Wednesday 22nd February 2017 Time: Bramham Room, Wetherby Town Hall Location: 17.30 hrs

Present: Town Councillors Cindy Bentley (Chair), Victor Hawkins & Kazia Knight Dean Buckle, Ian Leadley, Claire Stubbs, Margaret Dabell, Denise Podlewska Peter Burr (Community Champion) and Paul Cole (Customer Experience Manager) – Morrisons, Wetherby Iona Taylor (Town Clerk)

1. Apologies. Apologies were received from Simon Donkin.

2. Declarations of interest from Town Councillors – none.

3. Previous meetings. The following were received and approved: a) The minutes of the Group meeting held on 17th January 2017. b) The notes of the informal meeting held on 7th February 2017.

4. Matters arising from the last meetings – none.

5. Tour de Yorkshire a) Bunting • It was agreed to purchase disposable plastic bunting. • 2km is required – Dean Buckle to progress this item. • The fire brigade have agreed to erect the bunting.

b) Funding • Claire Stubbs reported that she is hopeful of securing two £500 donations from local businesses. • Dean Buckle continues to source donations from Town centre shops and businesses and was thanked for his efforts. • A first bag pack at Morrisons raised £485 and has already been handed over to the Town Council. Letters of thanks have been sent to the local Scout Groups who had participated. Peter Burr was thanked for his help in arranging this. • A second bag pack is planned for 19th March 2017. Cindy Bentley is liaising with Wetherby High School to provide student help, but the event will also require support from Welcome to Wetherby and Town Council volunteers. A survey of availability will be sent out. The funds target for this event is £1,000.

c) Leeds City Council - Safer Advisory Group • The Clerk is to prepare an event management plan for submission to this group. d) Catering / Food Sales

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• Claire Stubbs has arranged for an ice-cream van to attend, to be sited on the Market Place between 10am and 4pm. 15% of takings will be given to Welcome to Wetherby. • It was agreed that food stalls should not be located on the Market Place, to allow all local businesses the opportunity of securing trade. Some light refreshment stalls will be secured. • It was noted that Morrisons’ staff will be giving away food on the streets. • Dean Buckle has made contact with a mobile prosecco bar. • The Soroptomists International of Harrogate and District have agreed to provide refreshments in the Town Hall between 10am and 4pm, with the Soroptomists providing all necessary resources. • The fairground operators have asked to sell sweets and candy floss.

e) Welcome to Yorkshire – Roadshow on 9/3/17 • Denise Podlewska reported that she had made contact with Welcome to Yorkshire. • A roadshow will be held in the Town Hall between 6 & 8pm on 9th March 2017. • Group members are encouraged to attend.

f) Fairground • The fairground operator, who usually attends the Christmas Lights switch on, has confirmed that they are able to attend on 29th April. • A site visit, to discuss rides and terms, will be held at 4pm on Tuesday 7th March.

g) Big Screen • The preferred supplier of a big screen for the event will be conducting a site visit on 1st March 2017 at 1pm to ensure that the ground conditions and proposed location are suitable for their equipment. • Simon Donkin has confirmed that his sound equipment can be used in conjunction with the big screen. • Channel 4 is providing live coverage of the race.

h) Advertising • Claire Stubbs reported that Printworks Online has agreed to print flyers and posters free of charge. • Printworks have quoted £500 to supply two 7ft x 3ft banners (Tour in the Town) and 2 Welcome to Wetherby sail banners. • Artwork will be prepared once event details are finalised so that the maximum number of attractions can be publicised.

i) Community showcase. • Expressions of interest have already been received from a number of local organsiations. • The Town Council’s offices are maintaining a list of registered organisations. • The opportunity to attend will be advertised to as many local groups as possible, with tables being allocated on a first come, first served basis.

j) Land Art • This is being arranged by Wetherby High School, with Councillor Bentley to check on progress, including entry to the official competition.

k) Car Parking • The Lions have not yet been approached re. car parking.

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6. Christmas Lights It was noted that at the Wetherby Business Association’s AGM on 21st February, it had been agreed that the Association wished to retain control of the ownership and management of Wetherby’s Christmas Lights.

7. Battle’s Over – A Nation’s Tribute – 11th November 2018 A response has not yet been received from Wetherby racecourse in relation to holding a beacon on their site.

It was noted that a commemorative WW1 exhibition is also being organised.

8. Wetherby Online a) Social media. Councillor Kazia Knight reported on the ongoing success of the Welcome to Wetherby Twitter and Facebook accounts.

b) www.wetherby.co.uk It was noted that the website is now back up and running with initial feedback being positive.

9. Television opportunities. a) Christmas Show Councillor Cindy Bentley reported that she has had discussions with a production company interested in making a documentary about a town’s preparations for Christmas.

b) Bargain Hunt An episode of this programme is due to be filmed in Wetherby on 18th March 2017.

10. Items for information. a) Spring Clear Ups The following events were noted: • Town Council – Great British Spring Clean – 4th March 2017, 10am to 1pm from Wetherby Town Hall. • Friends of Sandringham Park – 4th and 5th March 2017, from 11am at Sandringham Park. • Keep Britain Tidy – Saturday 25th February. • Wetherby in Bloom – Project Morning – 5th March 2017

It was noted that Councillor Gerald Wilkinson has confirmed that Leeds City Council will be litter picking the A168, Hudson Way. This will hopefully take place in the next few days.

b) Blue Plaque at Aldi site. Councillor Victor Hawkins briefed the Group on proposals to install a blue plaque at the site of the new Aldi supermarket. The plaque commemorates Fairfield Villas which is the birthplace of Ginger Lacey, a war hero of note. The plaque will be installed at a pedestrian access to the store, together with the name stone with Fairfield Villas on which was saved during the demolition phase of the project.

c) Stray FM It was noted that Stray FM are going to use Wetherby market as one of the locations for a forthcoming competition.

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11. Date of next meeting. It was agreed that the next Tour de Yorkshire Working Group meeting be held on Tuesday 7th March at 5.30pm in Wetherby Town Hall.

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APPENDIX 5 MINUTES OF A MEETING OF THE PROPERTY COMMITTEE

Held at the Town Hall on Wednesday, 15th February 2017 at 9.15am

Present: Cllr C Bentley Cllr H Chapman (Chair) Cllr D Frame Cllr V Hawkins Cllr G Moss Cllr G Wilkinson

In Attendance: Mrs I Taylor – Town Clerk Mrs M Holmes – Deputy Clerk

1. Apologies for absence There were no apologies for absence.

2. Minutes of Meeting held 2 November 2016 These were circulated for information only, having been approved by Council at the February meeting.

3. Tree in Masons Field The Deputy Clerk reported that the tree in question was not diseased, however it did overhang the property of a resident on Third Avenue. After considering the matter and the letter received from the resident, the Committee agreed that an offer should be made to the resident.

4. Fence at Butterwick Gardens Photographs of the post and rail fence at Butterwick Gardens were considered. When this matter was last discussed by the Committee it was agreed that if the fence fell into disrepair it should be removed (rather than being repaired). Following discussion it was agreed that the fence should be removed. There was no urgency but it would be included on the Town Handyman’s schedule of work.

5. Use of Green Space Areas for Urban Orienteering Event A request to use green space areas in Wetherby had been received from Claro Orienteers. Following consideration of the information provided and discussion it was agreed that permission to use the green space areas for the event should be granted but the recommended parking should be at the Station Car Park (off Linton Road). This will be more convenient for participants if the registration/start is at Millennium Field. The organisers should also be asked to remove any litter on the courses(s) whilst removing the control sites.

6. Signage Policy This matter had been brought back to the Committee following several requests for banners and to seek clarification as to whether or not sponsorship was allowed on the banners. Following discussion:

Resolved: To recommend that the Signage Policy be amended so that no sponsorship is allowed on any banners erected on Council Property. 7. Red Kite Bike Trails A report prepared by the Town Clerk was considered. Following discussion:

Resolved: 1. To agree to allow the construction of a junior bike skills area/track on the triangular piece of land adjacent to Millennium Field

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2. To recommend that the Council should take on the responsibility for the ongoing running and maintenance of two bike skills areas and to proceed with the acquisition of the land off the Harland Way to facilitate this. 8. Incidents in Green Space Areas 8.1 Garden of Rest Members were informed that a pane of glass in the Old Mans’ Parliament had been broken and the replacement was still awaited.

8.2 Masons Field A member of the public was using the rubbish bin to dispose of household waste. Leeds City Council Enforcement had been informed and were trying to establish who was doing this.

9. Members’ Observations of Green Spaces 9.1 Bridgefoot Sculpture Cllr Chapman informed the meeting that Wetherby in Bloom were prepared to arrange for a plaque, with identical wording to that currently immediately in front of the sculpture, to be placed nearer the railings so that it can be read by passers-by. It was agreed that Wetherby in Bloom be allowed to arrange for the plaque.

10. Items for information There were no items for information.

11. Ground Maintenance Contract for 2017 The quote for the Ground Maintenance Contract for 2017 was considered and approved.

12. Grass cutting contract 2017-22 12.1 Exclusion of press and public for Item 12.2 Resolved: It was resolved that in accordance with Section 1(2) of the public bodies (admission to meetings) Act 1960 as amended – because publicity would be prejudicial to the public interest by reason of the confidential nature of the business to be transacted - the meeting be not open to the public during the session of item 12.2.

COMMITTEE IN PRIVATE SESSION

12.2 Consideration of Grass Cutting Tenders received. The tenders received were considered. The Town Clerk was authorised to meet with a number of the contractors to ensure that their submitted tenders would meet the Council’s requirements.

CONCLUSION OF PRIVATE SESSION

12.3 Recommended Contractor This matter was deferred until the next meeting in order that the Town Clerk could report on her discussions.

13. Date of Next Meeting The date of the next meeting was fixed for Wednesday, 8th March 2017 at 9.45am in the Town Hall.

The meeting closed at 10.30am HC/MH

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APPENDIX 6 MINUTES OF A MEETING OF THE PROPERTY COMMITTEE

Held at the Town Hall on Wednesday, 8th March 2017 at 9.45am

Present: Cllr C Bentley Cllr H Chapman (Chair) Cllr D Frame Cllr V Hawkins Cllr G Wilkinson

In Attendance: Mrs I Taylor – Town Clerk Mrs M Holmes – Deputy Clerk

1. Apologies for absence Apologies for absence had been received from Cllr Moss. Apologies accepted.

2. Minutes of Meeting held 15th February 2017 The Minutes had been circulated and were approved as an accurate record.

3. Erosion of banking at Sandringham Park The Deputy Clerk reported that a resident whose garden backs on to Sandringham Park had reported that two trees on the Sandringham Park banking had blown down in recent winds and erosion of the banking was occurring. Photographs had been provided by Cllr Knight to whom the initial report had been sent. Following discussion it was agreed that the Council should obtain a copy of the Land Registry plan for the property in order to determine the position of the boundary. Hart Law should then be asked to advise on the legal responsibility. The Town Handyman will be asked to assess whether he can safely remove the fallen trees or whether a contractor should be instructed.

4. On-going maintenance and care of trees planted by the Civic Society The Civic Society has asked if the Council would be prepared to take on the responsibility for the on-going maintenance and management of the trees that the Society have planted around the town. Cllr Hawkins had obtained a schedule of 42 trees that have been planted on The Ings and two trees planted on Scaur Bank; one to commemorate the Queen’s Golden Jubilee and one to commemorate the Diamond Jubilee. The Committee agreed that whilst Wetherby Town Council cannot take responsibility for the maintenance of trees on land which it doesn’t own it would be happy for the following to happen: a) To take over ownership and responsibility for any trees planted by the Civic Society on land owned by Wetherby Town Council. b) To receive a schedule of such trees. c) To consider future requests in advance of the trees being planted.

5. Removal of guards around the trees on Millennium Field The Deputy Clerk reported that some of the guards around the trees have rotted and need to be replaced on removed. Following discussion it was agreed that all the guards should be removed.

6. Grass cutting contract 2017-22 6.1 Exclusion of press and public for Item 6.2 Resolved: In accordance with Section 1(2) of the Public bodies (Admission to Meetings) Act 1960 as amended – because publicity would be prejudicial to the public interest by reason of the confidential nature of the business to be transacted – the meeting be not open to the public during the session of Item 12.2.

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Committee in Private Session

6.2 Consideration of Grass Cutting Tenders received The Town Clerk and Deputy Town Clerk reported that they had met with a contractor as authorised at the last meeting of the Committee. Several sites had been visited and the requirements discussed. The Contractor’s responses had all been positive.

Conclusion of Private Session

6.3 Recommended Contractor Resolved: To recommend that Farm & Land Services Ltd be awarded the grass cutting contract from 1st April 2017 to 31st March 2022.

7. Items for Information 7.1 Gatehouse at Mercure Roundabout An email had been received from the Estates Property Manager of Police requesting a meeting with members of the Council to informally discuss the future of the Gatehouse. It was agreed that the Estate Property Manager be invited to the next meeting of the Property Committee.

7.2 Signboards on the Harland Way Cllr Bentley asked if who was responsible for the signboards on the Harland Way as these were in a very poor state of repair/ had been vandalised. Cllr Chapman confirmed that the Paths Partnership were undertaking a survey to report the state of the signage to Leeds City Council who are already aware of the problem.

7.3 Noticeboard at the Station Car Park Cllr Hawkins asked if the Location Board would be erected in the Station Car Park. The Town Clerk confirmed that it would and would notify Cllr Hawkins when the base was in situ in order that he could arrange for the contractor to fit the Location Board.

7.4 Dog Poo Bag Dispensers The Town Clerk asked if the erection of dog poo bag dispensers had been discussed. Cllr Wilkinson confirmed that they had been provided at Freeman’s Way and the Ward Councillors had funded them in . Following discussion, Cllr Wilkinson confirmed he would ask if there had been any problems with the dispensers in Boston Spa. He would also discuss with his Ward Colleagues whether they may be able to make funds available for some in Wetherby if the Committee agreed this was appropriate.

7.5 Sponsorship of flower bed by Friends of Wharfedale House Friends of Wharfedale House are considering sponsoring a flower bed in the town in honour of the centenary of the birth of their founder Leonard Cheshire. It was agreed that this was a very generous offer and Wetherby in Bloom should be asked to advise on an appropriate possible site and likely costs.

7.6 Bench on Deighton Road Cllr Wilkinson asked who owned the bench situated on Deighton Road as this needed to be removed in the interest of safety (having been vandalised). It was agreed the bench should be removed and a replacement considered as it is well-used. Cllr Wilkinson was given cost of a new bench and will discuss this with his fellow Ward Councillors. The bench is a memorial bench although the wording was indistinguishable on the photograph available. Cllr Hawkins undertook to check and let the Deputy Clerk know the actual wording. Steps could then be taken to inform the benefactors and ask if they wished to donate a new bench. (The inscription on the bench reads “Donated by Friends of Reg and Nita Allenby April 1992”)

7.7 Wetherby Bike Trails The Town Clerk reported that, subject to the agreement of Council next week, it was hoped that the construction of the junior bike skills area, on land adjacent to Millennium Field, would take place on the weekend of 21 April (before the Tour de Yorkshire). The organisers had asked if the Council would wish a 2493 Wetherby Town Council Minutes – 14th March 2017 Chair’s Initials:_____

bench and bin to be installed in the area and if so, whether the Council would be able to empty the bin. The Committee were informed the Town Handyman would be able to empty a bin if one was installed. The Committee agreed that a bench and a bin would be welcome if funds allowed. 7.8 Metal Detecting at Scaur Bank A letter had been received from an independent metal detector asking for permission to conduct a search at Scaur Bank. Following consideration, it was agreed that the request should be refused.

7.9 Tree in Masons Field The Deputy Clerk reported that the resident on Third Avenue was not prepared to donate half the cost of the tree work. Because the work was not necessary on the grounds of safety or the well-being of the tree, it was agreed that the Council were unable to fund the whole of the costs and the work would not therefore be undertaken.

8. Date of Next Meeting As the Estates Property Manager of WY Police is to be invited to the next meeting, two dates were suggested, namely Wednesday 5th April and Thursday 6th April. The Deputy Clerk will approach the Estate Property Manager to check his availability for these dates and will confirm the meeting date to the Committee.

The meeting closed at 10.35am

HC/MA

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APPENDIX 7 FINANCIAL REPORT

TOWN COUNCIL Payments made between meetings: Supplier Details Notes VAT TOTAL General Survey Monkey Annual Subscription £50.00 £300.00 Iona Taylor Reimbursement for white board (Amazon) £13.36 Mulberry Office Solutions Cost of consultation Delivery £125.06 £750.38 Payments Made by Direct Debit Leeds City Council Cemetery Rates £194.00 Leeds City Council York Road Depot Rates £378.00 Leeds City Council Market License £266.00 Information Commissioner's Office Data Protection Registration Renewal £35.00 Opus Energy Gas - York Road Depot £11.14 British Gas Gas - York Road Depot (Final Bill) £1.15 £24.26 Sports Telecomm Office Phones £18.33 £110.00 Fuel Genie Van Fuel £8.17 £49.00 Sub Total £2,131.14

Outstanding accounts for approval: Supplier Details Notes VAT TOTAL General Yorkshire Local Councils Assoc. Planning Training - 20/4/17 £115.00 PC Crew Tech Support £48.00 Pullan Landscape … Grounds Maintenance - February 2017 £168.05 £1,008.30 Addplant Limited Cemetery Portaloo £14.80 £88.80 Vision ICT Final Payment - Website £170.00 £1,020.00 Wetherby Skip Services York Road Depot - Waste Disposal £42.00 £252.00 Neighbourhood Plan - Excess Weight Royal Mail Charge £9.83 £58.96 Byfield Heating Ltd Heater Service - York Road Depot £19.80 £118.80 ABC Digital Solutions Ltd Printing £34.41 Mulberry Office Solutions Neighbourhood Plan - Administration £18.00 £108.00 Patricia Johnston Market Stall Erection - February £1,820.00 Viking Direct Clock £0.76 £4.55 Viking Direct Stationery £16.48 £98.87 Screwfix Supplies for bench repairs * £8.75 £52.53 Iona Taylor Reimbursement for Payslips £3.59 £21.54 Dean Buckle Tour de Yorkshire Bunting £0.00 £406.00 Trustees of Wetherby Town Hall Office Rental £2,958.37 Grant £341.63 Employment

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Taylor, Holmes, Hainsworth, Haley, Kay, Moodie, Kettle, Tetlow, Waterfield & Staff Salaries (net) Wilson ^ £8,288.15 West Yorkshire Pension Fund Monthly Contributions £2,207.94 HM Revenue & Customs PAYE & NI Contributions £1,869.34 Prudential Additional, voluntary contributions. * £25.00 Sub - Total £20,946.19

TOTAL - TOWN COUNCIL PAYMENTS £23,077.33

TOWN HALL Payments made between meetings: Supplier Details Notes VAT TOTAL Iona Taylor (Reimbursement) Food for event £82.08 Payments Made by Direct Debit Television License £12.12 Leeds City Council Rates £84.00 Yorkshire Water Water £80.00 Sub-Total £258.20

Outstanding accounts for approval: Supplier Details Notes VAT TOTAL General Directors & Officers Policy - TH Admin A1 Insurance Services Ltd Ltd £201.00 Associated Waste Management Waste Removal - Town Hall £7.71 £46.27 J.M. Kay Electrical Ltd Light Bulbs - Bramham Room £45.60 £273.60 The Decorating Centre Office Repainting Supplies £24.57 £147.48 The Decorating Centre Office Repainting Supplies £16.84 £101.05 J.M. Kay Electrical Ltd Works to Lights £62.88 £377.26 PHS Group Air Freshner - Gents Toilet £10.09 £60.54 Reimbursement - Desk for Town Hall Iona Taylor Entry £90.00 Yorkshire Purchasing Organisation Cleaning Supplies £14.33 £85.99 Yorkshire Purchasing Organisation Cleaning Supplies * £0.49 £2.95 Recharges to Wetherby Town Council Salaries Caretakers £2,847.80 Sub-Total £4,233.94

TOTAL - TOWN HALL PAYMENTS £4,492.14

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