Agenda and minutes

Venue: Committee Room - Civic Centre, Doncaster Road, Selby, YO8 9FT

Contact: Dawn Drury  01757 292065 or Email: ddrury@selby.gov.uk

Items
No. Item

1.

Apologies for Absence

Minutes:

Apologies for absence had been received from Steve Carr and Josh Windle.

 

 

2.

Disclosures of Interest

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.

Minutes:

There were no disclosures of interest.

 

3.

Minutes pdf icon PDF 254 KB

To confirm as a correct record the minutes of the Southern CEF Partnership Board held on 7 March 2019.

Minutes:

The Partnership Board considered the minutes of the meeting held on 7 March 2019.

 

RESOLVED:

To confirm as a correct record the minutes of the Partnership Board meeting held on 7 March 2019.

 

4.

Confirmation of Chair for 2019/20

To note the appointment of the Chair (Councillor Mike Jordan) by Selby District Council, for the municipal year 2019-20.

 

 

Minutes:

It was confirmed that Councillor Mike Jordan had been re-appointed to serve as Chair of the Southern CEF for the 2019-20 municipal year.

 

5.

Appointment of Vice Chair for 2019/20

To appoint a Vice-Chair for the 2019/20 municipal year.

 

Minutes:

It was proposed and seconded that Fiona Conor be appointed as Vice-Chair of the Southern CEF for the 2019-20 municipal year

 

6.

Appointment of Funding Sub-Committee

To appoint members to a Funding Sub-Committee for the municipal year 2019/20.

 

Minutes:

It was proposed, and seconded, that the current membership of the Southern CEF Funding Sub-Committee (Councillor Chris Pearson, Fiona Conor, Dave Perry and Steve Carr) be re-appointed, with the addition of Councillor Paul Welburn to replace former Councillor, D Peart.

 

RESOLVED:

                     To appoint Councillors Chris Pearson and Paul Welburn, Fiona Conor, Dave Perry and Steve Carr as members of the Southern CEF Funding Sub-Committee for the 2019-20 municipal year.

 

7.

Meeting Start Times

To agree the start time for Partnership Board meetings, Funding Sub-Committee meetings and Forums for the municipal year 2019/20.

 

The proposed meeting start times are:

Funding Sub-Committee 6.00 pm

Partnership Board – 6.30 pm

Forum – 6.30 pm

 

Minutes:

It was proposed and seconded that the start time of meetings for the 2019-20 municipal year be:

 

·       Funding Sub-Committee to meet at 6.00 pm

·       Partnership Board to meet at 6.30 pm

·      Forums to commence at 7pm, with a ‘market place’ event from 6.30pm.

 

RESOLVED:

  To approve the start time of CEF meetings as described above for the 2019-20 municipal year.

 

8.

Chair's Report

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

Minutes:

The Chair stated that he had added three items to the Partnership Board agenda as he would like the Board to think of new ways to encourage the local communities to become involved with the CEF.

9.

Budget Update pdf icon PDF 11 KB

To consider the Southern CEF budget.

Minutes:

The Partnership Board considered the Southern CEF budget, which confirmed a remaining balance of £16,195.74.

 

The Democratic Services Officer reminded the members that two of the applications approved for funding at the March meeting of the Partnership Board, Thorpe Willoughby Cricket Club and Hambleton Players, the payments had been deferred to the new financial year; as the full budget had been spent in 2018-19.

 

RESOLVED:

                   To note the budget update.

 

 

 

 

10.

Funding Applications pdf icon PDF 156 KB

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

Minutes:

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

 

11.

Project: WILD C.I.C., 'Young Peoples Animated Issues (Southern CEF)', £3,080 pdf icon PDF 398 KB

Additional documents:

Minutes:

The application was for £3,080 to provide young people, within two primary schools in the Southern CEF area, with the opportunity to produce short stop-motion animated films about the issues they faced themselves, or they perceived in their local communities.  The applicant was in attendance to present a summary of the application, show two short films; and answer questions from the Partnership Board.

 

The applicant explained that a series of 11 x 1 hour weekly in-school sessions would be delivered at two participating schools in the Southern CEF area at upper key stage two level.  The Board was informed that the full cost of the project was £6,160, however the applicant had already applied successfully to the Western CEF and received 50% of the funding to run the project within two schools in the Western area, and was now applying to the Southern CEF for the remaining 50%.  

 

The Board heard that once all the filming was completed the films would be presented to members of North Yorkshire County Council, Selby District Council and other relevant youth and community organisations, along with a report outlining the issues identified and the possibilities for addressing them.

 

In response to a query regarding match funding, the applicant advised the Board that other than the 50% received from the Western CEF, he did not have any other funding for the project, however he worked with volunteers and the schools provided the meeting rooms. 

 

The Partnership Board thanked the applicant for presenting the application and asked them 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 was supportive of the application, however rather than take the project into two schools they felt that the project should be run in one school, but that the other group of children, with the approval of the Head teachers, should be from a consortium of five of the smaller schools across the area.  The Board felt that this would help to reach a wider area and gain different perspectives, however also stated that if the schools were not in agreement then the applicant could revert to two schools. 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 £3,080 for the project, with the conditions as set out above.

 

RESOLVED:

To approve funding of £3,080.00 to be awarded to Project:WILD C.I.C., with the conditions outlined above.

 

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

12.

To Note: Urgent Funding Application - Womersley Parish Council, 'Funding for Tour de Yorkshire through Womersley Village 2019', £512 pdf icon PDF 549 KB

To note the urgent funding application received from Womersley Parish Council for the Tour de Yorkshire coming through Womersley Village (£512).

 

This grant was approved by the Partnership Board by email under the urgent application procedures, and then agreed by the Head of Community, Partnerships and Customers in March 2019.

 

Minutes:

The Board were asked to note the grant of £512 made to Womersley Parish Council for the Tour de Yorkshire coming through Womersley Village.

 

It was noted that the application had been considered by the Board via email using the emergency application process because the Tour de Yorkshire had been held in May 2019. As such, the application could not wait for consideration by the Board at its meeting on 25 July 2019. No objections to the grant had been received from Board Members.

 

The Board agreed that the application had met the requirements of the funding framework.

 

The Democratic Services Officer updated the Board; the original application had been for £1,512, which included the hire of an LED wall screen at £1,000.  The Board heard that due to a condition within the insurance for the screen, the applicant had taken the decision not to hire the screen, and therefore the amount of funding actually paid to the applicant was £512.

 

RESOLVED:

                                    To note the grant of £512 to Womersley Parish Council, as outlined in the emergency application considered by the Board and the Head of Community, Partnerships and Customers in March 2019.

 

13.

Feedback from the recent Community Engagement Forum

To receive feedback from the Forum meeting held on 13 June (oral update).

Minutes:

The Board discussed the recent Forum which took place on 13 June 2019 at Carlton Methodist Church; it was noted that the presentation on ‘how to be a successful community organisation’ had been very good; with some excellent questions being asked.

 

14.

Community Development Plan pdf icon PDF 603 KB

To consider progress and developments relating to the Southern CEF Community Development Plan.

Minutes:

The Development Officer confirmed that the Community Development Plan for discussion at the October meeting of the Partnership Board would be in the new format; with the outer pages providing general information on the CEF’s, while the inner page would focus on the four main priorities of the Southern CEF area.  The Board was informed that the four main priorities identified, through the survey results, to date were, developing community facilities, loneliness and isolation, fly tipping; and crime.

 

The Development Officer asked the Board to encourage all their contacts in the Southern CEF area to complete the online survey, to get as many responses as possible to better inform the Development Plan and shape future Forums.  The Democratic Services Officer was asked to re-circulate the survey link to the Partnership Board.

 

The Board noted that the one theme that stood out across all the CEF areas was crime, and that the Eastern, Western and Tadcaster and Villages CEF’s had all requested that their first available Forum was themed around crime, with attendance from Inspector Martin Wedgwood and members of his team.  The Board also agreed that the next Southern Forum should also be themed on crime.

 

The Board were notified that Selby District Council had recently held a public consultation regarding the future of recycling, members felt that this would be another excellent Forum theme.

                  

RESOLVED:

i.              To note the Community Development Plan update.

 

ii.            To ask the Democratic Services Officer to re-circulate the online survey link to the Partnership Board.

 

15.

Marketing and Publicity

To consider, prior to the meeting, ideas to promote the Southern CEF, to facilitate a full discussion at the meeting.

Minutes:

The Development Officer updated the Board on the CEF video and short films; all eleven films had been produced and passed to the Head of Community, Partnerships and Customers who had requested that additional images be added.  Once final approval was given, the films would be publicised by the Communications Team, placed on the Council and AVS websites; and passed to Parish Councils and Community Groups for sharing.

 

16.

Communications

To consider ways to encourage villages in the Southern CEF area, to the South of the M62, to engage with the CEF

 

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.

Minutes:

A discussion took place around ways to encourage the villages within the Southern CEF area, to the South of the M62, namely Whitley, Eggborough, Kellington, Cridling Stubbs, Womersley, Kirk Smeaton; and Little Smeaton to engage with the CEF.  It was suggested that providing a complimentary bus service to the venue would help to increase attendance, however it was acknowledged that if this was not a regular occurrence it would be very difficult to promote.

 

Members of the Board remarked that they did not receive updates from either the CEF’s or Selby District AVS, and therefore were not aware of the different events going on around the area.  The Development Officer explained that with the advent of the general data protection regulation (GDPR), to achieve compliance, AVS had to destroy the records that they held, therefore to see the AVS events you now had to be signed up to the AVS Facebook page. 

 

Members agreed that the reverse side of the Forum flyer be used to display relevant links, to ensure that the Parish Council’s received all the key messages and information.

 

17.

Impact Reports pdf icon PDF 183 KB

To consider the following completed impact report:

 

·         West Bank De-Fib Fund

 

·         West Selby Miners Welfare Scheme

Additional documents:

Minutes:

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

 

  • West Bank De-Fib Fund

 

  • West Selby Miners Welfare Scheme

 

The Development Officer explained that the completed impact reports were used to inform the Annual Report, which was in the process of being produced for 2018-19.  It was further explained that the CEF Chairs had requested that a piece of work be done on the present report form, to look at and refine the key questions to be asked, which would help to capture more data from future applicants.

 

RESOLVED:

                    To note the impact report.

 

18.

Next Meetings

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

 

To discuss the possibility of use of a bus to transport people to the Forum meetings; and to suggest ways of publicising the availability of the bus service, once in place.

 

 

 

Dates of next meetings

Thursday 19 September 2019

6.30 pm

 

Forum

Location TBA

Thursday 10 October 2019

6.30 pm

 

Partnership Board

The Committee Room, Selby District Council

 

 

To discuss the themes and locations for future Forums:-

 

Forum, Thursday 14 November 2019

Forum, Thursday 16 January 2020

 

Minutes:

The Board confirmed the next Forum meeting on Thursday 19 September 2019 would be held at Whitley and Eggborough Community Primary School, and agreed the theme as “Crime and How we collect your Waste”.  The Democratic Services Officer was asked to invite an officer to attend the Forum to speak on the future plans for recycling in the District.

 

It was noted that the next Partnership Board meeting would be held on Thursday 10 October 2019, 6.00 pm – Funding Sub-Committee and 6.30 pm – Partnership Board, at the Civic Centre, Selby District Council.

 

The Board further agreed the Forum meeting on Thursday 14 November 2019 would be held at either Hambleton Village Hall or The Owl Hotel at Hambleton with the theme of “Crime and How we collect your Waste” repeated from the September meeting. 

 

RESOLVED:

i.             To note the dates and venues for the next meetings of the Forum and Partnership Board.

 

ii.            To ask the Democratic Services Officer to book Whitley and Eggborough Community Primary School  for the next Forum meeting, on Thursday 19 September 2019.

 

iii.           To ask the Democratic Services Officer to invite an officer from the Council to attend the Forum meetings to be held on 19 September and 14 November 2019.

 

iv.              To ask the Democratic Services Officer to book either      Hambleton Village Hall or The Owl Hotel at Hambleton for the Forum meeting taking place on Thursday 14 November 2019.