Agenda and minutes

Apologies for absence were received from Councillors K Ellis and R Musgrave, and from Rev. Sue Sheriff and Kirsty Perkins.

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.

There were no disclosures of interest.

To confirm as a correct record the minutes of the Partnership Board meeting held on 28 January 2019.

The Partnership Board considered the minutes of the meeting held on 28 January 2019.

RESOLVED:

To confirm as a correct record the minutes of the Partnership Board meeting held on 28 January 2019.

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

The Board was advised that, at the Annual Meeting of Selby District Council on 14 May 2019, Councillor Richard Sweeting had been appointed Chair of the Tadcaster and Villages Community Engagement Forum for the 2019-20 municipal year.

To appoint the Vice Chair of the Tadcaster and Villages CEF for the 2019-20 municipal year.

It was proposed, and seconded, that Councillor K Ellis be appointed as Vice-Chair of the Tadcaster and Villages CEF for the 2019-20 municipal year.

RESOLVED:

To appoint Councillor K Ellis as Vice-Chair of the Tadcaster and Villages CEF for the 2019-20 municipal year.

To confirm the start time for Partnership Board meetings and Forums for the municipal year 2019-20.

Partnership Boards – 7.00pm

Forums – 6.30pm

It was proposed, and seconded, that the start times of Tadcaster and Villages CEF meetings for the 2019-20 municipal year be as follows:

Partnership Board – 7.00pm

Forum – 6.30pm

RESOLVED:

                                    To approve the start times of Tadcaster and Villages CEF meetings for the 2019-20 municipal year as set out above.

To receive any remarks and updates from the Chair.

The Chair hoped that the good work of the Tadcaster and Villages CEF would continue in 2019-20 that that it would continue to focus on a number of different issues affecting the local area and its communities.

In addition to District and County Councillors, there will be up to 8 admitted co-opted Members on the Partnership Board. Normally the 8 would comprise up to 4 town or parish council representatives and up to 4 other community representatives co-opted by the Partnership Board, but the Partnership Board shall be free to determine a different proportion if it sees fit.

Co-opted members must be formally approved by the Partnership Board and will have voting rights in respect of any decisions or recommendations made by the Board.

The Board are asked to consider any proposals to fill the vacancy for a co-opted member. This vacancy has arisen as Bea Rowntree has stepped down from her role on the Tadcaster and Villages CEF.

The Board noted that a vacancy on the Board had been created due to Bea Rowntree stepping down, and that a second vacancy would shortly also be created as Rev. Sue Sheriff was resigning as Vicar of Tadcaster and therefore also from the Partnership Board in July.

It was suggested that Board Members consider nominations to fill the two vacancies and bring these back to the next Board meeting in September.

RESOLVED:

To ask Board Members to bring nominations to the September 2019 Partnership Board meeting in order to fill the two vacancies on the Board.

To consider the finance report.

The Board noted the budget update, which confirmed a balance of £19.926.90.

RESOLVED:

To note the budget update.

To consider the attached applications for funding using the Funding Framework; Board members are required to refer to the Funding Framework when considering applications.

The Board noted the Funding Framework.

The Chair indicated that presentations from those applicants that were present would be heard first, after which they would be asked to leave and the Board would discuss the applications at the end of the meeting. The applicants would be advised if their applications for funding had been successful in the following days by Democratic Services.

The Board heard presentations from 1^st Tadcaster Girl Guides, Stutton Social Committee and TEMPT.

At its last meeting the Tadcaster and Villages CEF Partnership Board resolved to continue to support the production of the Tadcaster Today magazine, and that Board Members Kirsty Perkins and Steve Cobb join the Tadcaster Today magazine production committee in order to assist with a review of the publication’s design, value for money, content and distribution. It was also agreed that the committee report back on the review of Tadcaster Today at the next meeting of the Tadcaster and Villages Partnership Board with a fully costed proposal for a new magazine.

The costed proposal is attached for Board Members to consider.

The Board considered the costed proposal for Tadcaster Today magazine as set out on pages 55 and 56 of the agenda.

Board Members expressed the importance of being able to communicate widely with residents in the Tadcaster and Villages area. Tadcaster Today had been reviewed and redesigned by a project team, and new costings produced. The CEF were asked to contribute £3,422 towards production of the magazine in 2019. Tadcaster Town Council would be providing the same amount of funding.

There was concern regarding the combined costs of funding Tadcaster Today alongside the flyers produced to advertise forums; it was felt by some Board Members that it should be one or the other, or that there should be better joint working to ensure that Tadcaster Today provided more timely publicity for the CEF and its meetings.

It was suggested that better planning of the CEF meetings and their themes for the year ahead would assist further with the co-ordination and production of publicity material.

The Board also acknowledged the value of the forum flyers, as not all residents read Tadcaster Today and may only have found out about upcoming forum meetings by door to door flyering.

The Board agreed to fund the magazine for the proposed amount of £3,422 but agreed that funding for the publication should be considered by the CEF on a yearly basis, and that further work should be undertaken in order to synchronise the production of the magazine with advertising the meetings of the CEF.

RESOLVED:

i.       To agree to fund Tadcaster Today for 2019-20 to the value of £3,422.

ii.     That the funding of Tadcaster Today be brought back to the Partnership Board on an annual basis for consideration.

iii.    To ask the Development Officer to work with the Tadcaster Today project team to synchronise the production of the magazine with Tadcaster and Villages forum meetings for improved publicity and communications.

To note the CDP Action Plan and consider any updates.

The Development Officer advised the Board that the current CDP (Community Development Plan) was in need of a refresh and review, a consultation for which would be launched in September 2019.

The Board agreed that the results of the consultation would give a good indication of the issues that mattered to local communities and how these could be reflected in the Tadcaster and Villages CDP.

RESOLVED:

i.            To note the updated CDP.

ii.            To agree that a consultation on a new CDP be launched in September 2019 by the Development Officer.

To receive updates from the following funding recipients:

·           1^st Tadcaster Scouts, ‘External hard landscaping to the Scout Hut’

·           2434 (Church Fenton) Squadron, Royal Air Force Cadets, ‘Assistance towards installation of a community defibrillator’ Note: Board decision required in relation to this item.

The Board received the impact reports set out in the agenda.

In relation to the report from the Air Cadets, the Board agreed that around £300 of the grant awarded to the Air Cadets could be used to purchase a defibrillator training unit, and that the remaining funds should be refunded to the CEF.

RESOLVED:

i.              To note the impact reports.

ii.            To agree that £300 of the grant awarded to the Air Cadets could be used to purchase a defibrillator training unit and that the remaining funds should be refunded to the CEF.

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

The Development Officer reported that the CEF films were now complete and would be made public shortly, following approval by the Head of Community, Partnerships and Customers.

To receive, for information, the updates listed below:

·           TEMPT Calendar Update – April 2019

·           Tadcaster Cycling Festival Draft Action Plan

The Board considered the community updates as set out at pages 73 to 88 of the agenda.

The Board noted that a working group had been established by the Town Council to scope the production of a Neighbourhood Plan for Tadcaster, which could have an impact on the work of the CEF and issues to be included in the CEF CDP.

RESOLVED:

                        To note the community updates.

To consider dates, themes and times for future meetings, including the 2019-20 municipal year. The Board is also asked to consider expenditure of no more than £450 (plus VAT) to produce and distribute flyers to promote the next Forum.

Forum – 29 July 2019, Riley Smith Hall, Tadcaster, 6.30pm

Board – 9 September 2019, The Ark, Tadcaster, 7.00pm

The future meetings of the Tadcaster and Villages CEF were considered by the Board; the next forum would be on Monday 22 July 2019 at 6.30pm, at Riley Smith Hall, Tadcaster. The theme of the forum would be the work of the Disability Action Group.

The next Board meeting would be on 9 September 2019 at 7.00pm at The Ark, Tadcaster.

The forum meeting on 23 September 2019 would be in Ulleskelf; the theme would be crime.

The forum in January 2020 had been moved and would now take place on Monday 18 November 2019.

RESOLVED:

i.    To note the future meetings of the Tadcaster and Villages CEF.

ii.  To ask the Democratic Services Officer to book Ulleskelf Village Hall for the forum meeting in September 2019 and to contact North Yorkshire Police to arrange their attendance.

The Board considered the application for £900 for camping equipment from 1^st Tadcaster Girl Guides.

The Board were supportive of the application and agreed that it met the requirements of the funding framework. Board Members felt that the Girl Guides did a lot of good work in the local area and were pleased to note that camping had been expanded to include Rainbows and Brownies, and that there would be 71 people attending the next Guide camp in July at which the tents would be used.

RESOLVED:

To recommend that a grant of £900 for camping equipment for 1^st Tadcaster Girl Guides be approved, as outlined in the application.

The Board considered the application for £540 for the purchase of equipment from Stutton Village Social Committee.

The Board considered the application met the requirements of the funding framework, and were encouraged by the amount of money raised by the Social Committee for charitable causes. The Board agreed that funding for the cost of the generator at £350 should be awarded to the group.

RESOLVED:

To recommend that a grant of £350 for Stutton Village Social Committee approved, with the condition that the funds were spend on the purchase of the 3000W portable generator.

This application was originally considered in November 2018 by the Board; funding was not agreed. The Scouts have asked that the application be resubmitted to the Board for consideration at this meeting.

The Board considered the application for £1720 for a replacement marquee type shelter for 1^st Tadcaster Scouts.

The Board considered the application and agreed that it met the requirements of the funding framework. The Board also noted that the Scouts had made 3 previous successful applications for funding, and as such, only part of the amount they had requested (£500) should be awarded in this instance, with the condition that the Scouts match fund the amount within 6 months.

RESOLVED:

To recommend that a grant of £500 for the replacement of a marquee style shelter for 1^st Tadcaster Scouts be approved, as outlined in the application, with the condition that the Scouts match fund the amount within 6 months.

The Board considered the application for £950 for the Tadcaster Festival of Cycling by TEMPT (Tadcaster Events Management Project Team).

Members discussed the impact of previous cycling events on Tadcaster and how some traders were of the opinion that they did not want further events in the town, as the promised financial and business benefits had not been realised for them in the past. It was acknowledged by the Board that cycling events were not always of interest for everyone but if organised well could prove to be valuable community events.

The Board considered the application and agreed that it met the requirements of the funding framework. The Board agreed that as funding for the festival was also forthcoming, or had been requested from other sources such as Selby District Council and North Yorkshire County Council, £500 should be awarded from the CEF with the condition that the money was to be spent on the production of the festival/events programme.

RESOLVED:

To recommend that a grant of £500 to be used for the production of the festival/events programme for TEMPT be approved, as outlined in the application.