Agenda and minutes

Apologies for absence had been received from Councillors Peart, Jordan and Lunn, and Gillian Ivey and Josh Windle.

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.

Steve Carr declared a personal interest in agenda item 6.2 – Thorpe Willoughby Cricket Club, as he was Secretary of the Cricket League that Thorpe Willoughby Cricket Club played in.

Fiona Conor declared a pecuniary interest in agenda item 6.3 – Hambleton Players, as she was the Chair and Producer, and confirmed that she would not take part in the debate or decision making for the item.

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

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

To receive recommendations from the Funding Sub-Committee in relation to the funding application (oral report);

6.1 – Hambleton Mothers, Babies and Toddlers Group, ‘Hambleton Mothers, Babies and Toddlers Group’, £1,000

To consider funding applications;

6.2 – Thorpe Willoughby Cricket Club, ‘Outfield Mower Replacement’, £3,000

6.3 – Hambleton Players, ‘Hambleton Players Lights Upgrade’, £2,128.48

The Funding Framework is attached for reference.

The Chair made the Board aware that the remaining budget for the 2018/19 year was £2,836.22 and that this would need to be taken into account when making decisions on funding applications at the meeting. If agreed, the total cost of the applications would be over the amount that was available to the Board for the remainder of 2018/19. 

Additionally, the Board were informed that the budget for 2019/20 for each CEF had been agreed at Council in February, and therefore should they choose to, they could approve each funding application, however the funding would not be paid to the applicants until the new financial year. 

The Chair of the Funding Sub-Committee presented the recommendation from the Funding Sub-Committee in relation to the funding application they had considered.

The Board considered the application for £3,000 to provide a ride on side discharge mower. The applicants were in attendance to present a summary of the application and answer questions from the Partnership Board.

The applicants explained that the outfield area of the club was also used extensively as a football pitch by Thorpe United AFC during the winter, with the cricket season starting in April, the area required much work to bring the surface up to an acceptable and safe standard.  It was further explained that the new mower was more efficient and would reduce the cutting time from three to one hour, this would free up time for rolling of the outfield to give a safer playing surface for the players.

In response to a query regarding the age of the present mower, the applicants informed the Board that the current mower was 10 years of age, and confirmed that should the club be successful in their application, a figure would be set aside in the budget each year to pay for the next replacement.

The Partnership Board thanked the applicants for attending and highlighted that consideration of the application would take place later in the meeting, and they would be notified of the decision by post.

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

The Board were supportive of the project and felt that the club promoted a healthy lifestyle for the youth teams, along with helping them to develop skills and friendships.  It was confirmed that the application met the aims and objectives of the Community Development Plan.  The Board also confirmed that the application was in accordance with the Allocation of Funding Framework.

The Partnership Board agreed to fund £3,000.00 for the project, with payment of the funds to be deferred to the 2019/20 financial year.

RESOLVED:

i.              To approve funding of £3,000.00 to be awarded to Thorpe Willoughby Cricket Club, as outlined in the application.

ii.            That payment of the funds to Thorpe Willoughby Cricket Club be deferred for payment until the 2019/20 financial year.

Following her earlier declaration, Fiona Conor did not take part in the debate or decision on this item. Councillor Pearson chaired the meeting for this item.

The Board considered the application for £2,128.48 to provide new “painting with colour” lighting and a stage backdrop rig.  The applicants were in attendance to present a summary of the application and answer questions from the Partnership Board.

The applicants explained that the group had been established in 1980 and at that time all the equipment had been second hand.  The current lights were very bulky, heavy to move and also became extremely hot.  It was further explained, that the group membership included 65% of youths who gained experience in the theatre, confidence in themselves, support and built friendships.

The Partnership Board thanked the applicants for attending and highlighted that consideration of the application would take place later in the meeting, and they would be notified of the decision by post.

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

The Board were supportive of the project as the lights were deemed necessary for the Hambleton Players to continue performances, and that the shows provided a whole community event.  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 £2,128.48 for the project, with payment of the funds to be deferred to the 2019/20 financial year.

RESOLVED:

i.              To approve funding of £2,128.48 to be awarded to Hambleton Players, as outlined in the application.

ii.            That payment of the funds to Hambleton Players be deferred for payment until the 2019/20 financial year.

The application was for £1,000 to provide an advertising ‘A’ board, banners, leaflets and posters to promote the group, along with soft furniture designed specifically for babies; and toys, activities and games.

The Funding Sub-Committee recommended a grant of £1,000 as they had considered the application against the funding framework and confirmed that it met the requirements, specifically:

·           That the application met at least two of the Community Development Plan (CDP) objectives (Loneliness and isolation and youth provision).

·           That the project would benefit the Community Engagement Forum (CEF) area including residents of the area; and

·           That the project would have extensive and detailed benefits for one or more defined groups in the CEF area.

The Board supported the application and felt that promotion of the mothers, babies and toddler group was essential to its success; and it would provide a much needed lifeline to members of the group.

RESOLVED:

            To approve the recommendation of the Funding

            Sub-Committee as set out above.

To confirm as a correct record the minutes of the Southern CEF Partnership Board held on 13 December 2018.

The Partnership Board considered the minutes of the meeting held on 13 December 2018.

RESOLVED:

To confirm as a correct record the minutes of the Partnership Board meeting held on 13 December 2018.

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

The Chair stated that she did not have anything to report.

To consider the Southern CEF budget.

The Partnership Board considered the Southern CEF budget and noted a balance of £2,836.22.

The Development Officer highlighted that the Partnership Board had utilised the 2018/19 budget well and funded a wide variety of community projects.

RESOLVED:

                   To note the budget update.

To receive feedback from the Forum meeting held on 17 January 2018 (oral update).

The Board discussed the recent Forum which took place on 17 January 2019 at Eggborough Methodist Church; it was noted that the evening had been well attended.

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.

RESOLVED:

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

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

The Partnership Board considered progress and developments related to the Community Development Plan (CDP).

The Development Officer updated the Board on the new generic Community Development Plan which would focus on the four main priorities of the Southern CEF area, and reiterated the importance of the online survey to provide the most up to date information on the priorities as identified by the local community.  The Board agreed to encourage their networks to complete the online survey.

RESOLVED:

                    The Board to encourage their networks to complete the online survey.

To discuss ideas to promote the Southern CEF.

The Development Officer updated the Board on the video and short films; the project was running to schedule with the Wild Studios team having finished filming all the projects for each individual CEF area.  It was confirmed that the Southern CEF Disability Action Group and Carlton Towers Cricket Club had been chosen as the projects to be used for the two individual Southern CEF short films.

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 Partnership Board agreed that there were communication opportunities with all of the funding applications heard earlier in the meeting; once the projects were established.  A discussion took place around making a condition of the funding, that the successful applicants provide photographs and a press release; and that this was included in the Funding Framework and letter of offer.  The Chair was asked to take the proposition to the next meeting of the CEF Chairs. 

RESOLVED:

                     To take the request that a condition be added to the funding framework regarding photographs and a press release be obtained from each successful applicant; to the next meeting of the CEF Chairs.

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

The Partnership Board agreed the theme of the Forum scheduled for Thursday 13 June 2019 as “being a successful community organisation”, and asked the Democratic Services Officer to book Haddlesey Village Hall.

The Board confirmed the next Partnership Board meeting as Thursday 25 July 2019, 6.30 pm – Funding Sub-Committee and 7.00 pm – Partnership Board at the Selby District Council offices.

The Chair asked that the Forum flyer be circulated to all the groups that had received funding from the Southern CEF.

RESOLVED:

i.             To note the date and venue for the next Forum meeting.

ii.            To ask the Democratic Services Officer to book Haddlesey Village Hall for the next Forum meeting, on Thursday 13 June 2019.

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