Agenda and draft minutes

Apologies for absence had been received from Councillor Lunn, Gillian Ivey and Michael Rodger.

A copy of the Register of Interest for each Selby District Councillor is available for inspection at www.selby.gov.uk.

Board members should declare to the meeting any disclosable pecuniary interest in any item of business on this agenda which is not (in the case of Selby District Councillors) already entered in their Register of Interests.

Board members should leave the meeting and take no part in the consideration, discussion or vote on any matter in which they have a disclosable pecuniary interest.

Board members should also declare any other interests. Having made the declaration, provided the other interest is not a disclosable pecuniary interest, the member may stay in the meeting, speak and vote on that item of business.

If in doubt, Board members are advised to seek advice from the Monitoring Officer.

Dave Perry declared a pecuniary interest in agenda item 6.2, Drax Village Hall, as he was the Chair of Drax Village Hall, and confirmed that he would leave the meeting during consideration of the application, and would therefore not take part in the debate or vote.

To confirm as a correct record the minutes of the Southern CEF Partnership Board held on 10 October 2019.

The Partnership Board considered the minutes of the meeting held on 10 October 2019.

RESOLVED:

To confirm as a correct record the minutes of the Partnership Board meeting held on 10 October 2019.

The Chair proposed that the order of business be amended to allow the funding applications at agenda items 6.1, 6.3 and 6.2 to be taken first.  This was agreed by the Partnership Board.

To consider the following funding applications received, with reference to the funding framework:

The Partnership Board noted the Funding Framework and considered the following funding applications:

The Board considered the application for £2,760 to provide a false ceiling with insulation.  The applicants were in attendance to present a summary of the application and answer questions from the Partnership Board.

The applicants explained that the Selby Swans had, until recently, used Brayton High School for their academy, the club had grown in numbers so that the school was no longer able to accommodate them, as such a new venue had been found.  The Board heard that the new venue had to be ready for use by 6 January 2020 as notice had been given at Brayton School; with the support of local businesses and parents of the children who attended the club, the project had gone ahead and the work was complete.  The applicants stated that they still required gymnastic bars for the facility.

It was explained to the applicants that one of the conditions within the CEF funding framework was that an application could not be considered retrospectively, if the project had started or already taken place; therefore the Partnership Board agreed to refuse the application.

The Partnership Board congratulated the applicants on all their hard work, thanked them for attending the meeting, and stated that they would be happy to consider a future funding application for gymnastic bars at the Partnership Board meeting due to take place in April 2020.

RESOLVED:

                    To refuse the application for funding for the reason outlined above.

At this point in the meeting the funding applicants left the room and did not return.

The Board considered the application for £3,700 to provide a new Light Emitting Diode (LED) lighting system.  The applicant was in attendance to present a summary of the application and answer questions from the Partnership Board.

The applicant explained that the village hall had been opened in 2000, and over time the original fluorescent tube lighting had started to fail.  A survey and quotes had been obtained for new LED energy saving lighting, which showed potential savings of £16,600 over a ten year period, this saving would be passed on to the village hall users by allowing rents to be subsidised during the week.  It was further explained, that the lighting would provide a much better lit hall for its many users, and would also be environmentally friendly.

In response to a query regarding the number of quotes that the applicant had obtained, it was confirmed that two quotes had been sought, one of which was lower than the quote within the agenda pack, however when the amount was queried with the company, it was highlighted that the quote did not include installation.

The Partnership Board thanked the applicant for presenting the application and asked him to leave the room while the Board reached their decision.

At this point in the meeting the funding applicant left the room for the consideration of the item.

The Board were supportive of the project as the lighting system would offer substantial savings which would assist in the future viability of the village hall.  The Board confirmed that the application met the aims and objectives of the Community Development Plan, and also confirmed that the application was in accordance with the Allocation of Funding Framework.

The Partnership Board agreed to fund £3,700 for the project.

RESOLVED:

To approve funding of £3,700 to be awarded to Thorpe Willoughby Village Hall, as outlined in the application.

The applicant returned to the meeting to be told the outcome of the application, he then left the meeting and did not return.

Following his earlier declaration, Dave Perry presented the application then left the room and did not take part in the debate or decision on this item.

The Board considered the application for £1,434 to refurbish the main hall floor.  The applicant was in attendance to present a summary of the application and answer questions from the Partnership Board.

The applicant explained that the main hall flooring had started to lift in places which presented a health and safety risk for the many regular groups who used the hall. It was further explained that the work involved stripping off the old wax protective coating, cleaning and re-fixing the floor panels and applying a new coating of wax. 

The Partnership Board thanked the applicant for presenting the application and asked him to leave the room while the Board reached their decision.

The Board were supportive of the project and deemed the work necessary to ensure the village hall was fit for purpose, looked clean and attractive, and was safe for the whole community.  The Board confirmed that the application met the aims and objectives of the Community Development Plan, and also confirmed that the application was in accordance with the Allocation of Funding Framework.

The Partnership Board agreed to fund £1,434 for the project.

RESOLVED:

To approve funding of £1,434 to be awarded to Drax Village      Hall, as outlined in the application.

The applicant returned to the meeting to be told the outcome of the application.

To consider any reports and updates from the Chair (oral report).

The Chair informed the Board that he had attended the CEF Chairs meeting which had taken place on Monday 13 January 2020, discussion had taken place around Forum meetings, it had been proposed that rather than hold the Forums just because they had been scheduled in the Committee Calendar, they should only be held if there was a need for one due to a specific issue arising. 

The Board agreed to leave the Southern Forum dates in the calendar as provisional, and that rather than cancel the Forum dates which were not deemed necessary at the time, to hold a Partnership Board meeting in its place.

Discussion took place regarding the possibility of block booking one of the local amateur dramatic groups, Hambleton Players Christmas events, and invite members of the Parish Councils or their nominations to attend as an avenue for the Board to network and promote the work of the Southern CEF.  The Board were in agreement that this was an excellent idea and it was suggested that the Chair arrange a meeting with Angela Crossland, Head of Community, Partnerships and Customers to discuss the idea in more detail and gain approval for the proposed event.

RESOLVED:

The Chair to speak with Angela Crossland regarding holding an event to help raise the profile of the Southern CEF.

To consider the Southern CEF budget.

The Partnership Board considered the Southern CEF budget, which confirmed a remaining balance of £9,649.99.

The Partnership Board queried the allocated funding of £20k per CEF; in a previous meeting it had been mooted that a proposal was put to the Executive that the CEF budget for 2020-21 be increased.  The Chair confirmed that he had spoken to the Executive Member, Councillor David Buckle, who was also the Chair of the CEF Chairs and proposed that the CEF budget be increased for the coming year.   

To receive feedback from the Forum meeting held on 16 January 2020 (oral update).

The Board discussed the recent Forum which took place on 16 January 2020 at Carlton Methodist Church; it was noted that the presentation on the work that the Southern CEF Disability Action Group had been very good; the personal stories of some the group had been inspiring, but also highlighted the day to day discrimination that many people still face.   

The Board agreed that in terms of improving attendance at Forum meetings the venue should be on a regular bus route for ease of access for people, as quite often people could not reach the venue.  It was felt that the number of attendees was not necessarily key to the quality of discussion; it needed people who wished to make a difference in the community and were committed to helping  

To consider progress and developments relating to the Southern CEF Community Development Plan.  To be tabled at the meeting.

The Board received updates on the working copy of the Community Development Plan (CDP).  The Southern CEF Disability Action Group had initiated a public transport survey, which was being spread out across the district via an online survey through the Selby District Association of Voluntary Service (AVS).  A timeline for the Project: WILD project had been agreed, with all the workshop sessions to be booked into the participating schools by the end of February 2020.  In relation to Crime and Crime Prevention, a new initiative to address hate crime had been launched in October 2019, ten Equality Champions had been identified and were available to listen, assist with any issues and support people to take action if they felt they were experiencing discrimination.

The Board noted that 10,000 copies of the new format Southern CDP would be printed for distribution around local villages and groups; once printed the CDP’s would be stored by the AVS, at Community House.

Discussion took place regarding the involvement between parish councils and the CEF’s, it was agreed that there was a need for the parish councils to provide more support to the CEF’s by publicising the things that were happening in their parish, be it a project which had been funded by the CEF or an upcoming Forum meeting.  

RESOLVED:

To note the Community Development Plan update.

To discuss any points of interest relating to the Southern CEF that should be forwarded to Selby District Council’s Communications Team to undertake publicity work.

The Development Officer updated the members on the video and short films; the films had been delayed as it was identified that to be compliant with new accessibility legislation for local government websites, which had come into force recently, all video content, must include subtitles.  This work had been completed and the films were now available to view on the Council website.

To consider which funding projects should receive a CEF plaque to display.

Delivery of the five CEF plaques had taken place, the Chair showed the plaques to the members, and a discussion took place around which funding projects should receive one.  The overall opinion was that the following projects should display a plaque as they received maximum footfall and therefore would be noticeable, helping the CEF brand to become recognisable:-

St Mary’s Parish Church, Carlton            Carlton Towers Cricket Club                   

Hambleton Village Hall                               Thorpe Willoughby Village Hall

Thorpe Willoughby Sports and Social Club

RESOLVED:

To present a CEF plaque to each of the five projects detailed above, for displaying at the property.                    

To consider the following completed impact report:

Selby Hands of Hope

The Partnership Board considered the following impact report that had been submitted and was included in the agenda:

• Selby Hands of Hope

The Development Officer informed the Board that the pop up shops had broadened their area of operation and increased awareness of the presence of the two main shops in Selby Town, which were going from strength to strength. 

RESOLVED:

                    To note the impact report.

To confirm the date and location of the next Southern CEF meetings:

It was noted that the next Partnership Board meeting would be held on Thursday 9 April 2020, 6.00 pm – Funding Sub-Committee and 6.30 pm – Partnership Board, at the Civic Centre, Selby District Council.

RESOLVED:

To note the date and venue for the next meeting of the Partnership Board.