Agenda and minutes

Apologies for absence were received from Councillors Richard Musgrave and Andrew Lee, Elizabeth Dixon, Avis Thomas and Kirsty Perkins.

Apologies for lateness were received from Councillor Keith Ellis.

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.

Councillor Keith Ellis declared a pecuniary interest in agenda Item 6.3 – Church Fenton Community Hub, ‘White Horse Pub’, £5,000, as he had bought shares in the pub. Councillor Ellis confirmed that he would not take part in the debate or decision making for the item.

To confirm as a correct record the minutes of the Partnership Board meeting held on 14 May 2018.

The Partnership Board considered the minutes of the meeting held on 14 May 2018.

The Board noted that the version of the minutes printed in the agenda had minor errors in the attendance section; the Democratic Services Officer confirmed that this had been rectified and that the versions of the minutes on the website and for signing by the Chair at the meeting were correct.

RESOLVED:

To confirm as a correct record the minutes of the Partnership Board meeting held on 14 May 2018.

To note the appointment of the Chair (Councillor Richard Sweeting) by Selby District Council, for the municipal year 2018/19.

The Board was advised that, at Annual Council in May 2018, Councillor Richard Sweeting had been appointed Chair of the Tadcaster and Villages Community Engagement Forum for the 2018-19 municipal year.

To receive any remarks and updates from the Chair.

The Chair spoke about the last forum at Riley Smith Hall in June 2018, he theme of which was Adult Education, and thanked Chris Hailey-Norris for his work in ensuring that attendance was high; it was a busy meeting with an excellent level of engagement from local people.

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 considered the funding applications that had been submitted with the agenda.

The Chair indicated that the applicants would make their presentations and answer questions from the Board, after which they could leave; the Board’s decisions on the funding applications would be sent out to them in writing after the meeting.

The Board considered the application for £2,800 for external hard landscaping at the Scout Hut.

The Board expressed their admiration for the Scouts and praised the excellent work that they did for the local area and its young people, and agreed that the application met the requirements of the funding framework.

It was felt that the Board had supported the Scouts well in the past, and had also helped Stutton Playgroup move to their new location at the Scout Hut. It had been confirmed by the Scouts that they received a rental income from the playgroup for their use of the Scout Hut.

Board Members agreed that in light of the above, they were willing to offer half of the £2,800 that the Scouts had applied for; the Board suggested that the Scouts use rental income from the playgroup to cover the remaining amount.

RESOLVED:

To recommend that a grant of £1,400 to 1^st Tadcaster Scout Group be approved, as outlined in the application.

The Board considered the application for £3,280 for information boards for the flower-rich grass verges on Moor Lane, Tadcaster.

The Board were supportive of the project and agreed that it met the requirements of the funding framework. Board Members were surprised to hear about the wide variety of flowers on the verges at Moor Lane, especially rare species such as the bee orchid.

It was felt that there were elements of the costs that could be provided by Stutton Parish Council. Councillor Metcalfe confirmed that he would be happy to support the applicant in speaking to the Parish Council about match funding and any further assistance they could give to the applicant regarding the project. The Board were pleased to note that the Parish Council had already taken on responsibility for cutting the grass at the site.

The Board also asked the Development Officer to speak to the applicant again and support her discussions with the Parish Council.

Board Members agreed that they would fund the costs of one sign at £1,250.

RESOLVED:

To recommend that a grant of £1,250 for information boards for the flower-rich grass verges at Moor Lane, Tadcaster be approved as outlined in the application.

Councillor Ellis did not take part in the debate or decision on this item.

The Board considered the application for £5,000 for the White Horse Pub, in Church Fenton.

The Board were supportive of the application and agreed that it had met the requirements of the funding framework.

Board Members were impressed with the commitment of the community in Church Fenton to take on such a large project, and wished the applicants every success with their venture.

The Board agreed to fund the total amount applied for by the Church Fenton Community Hub (£5,000).

RESOLVED:

To recommend that a grant of £5,000 to Church Fenton Community Hub be approved, as outlined in the application.

To note the urgent funding application received from Tadcaster Magnets Carnival Committee for Tadcaster Carnival (£1,000).

This grant was approved by the Partnership Board by email under urgent application procedures, and then agreed by the Head of Community, Partnerships and Customers in August 2018.

The Board were asked to note the grant of £1,000 made to Tadcaster Magnets Carnival Committee for Tadcaster Carnival.

It was noted that the application had been considered by the Board via email using the emergency application process because Tadcaster Carnival had been held in July 2018. As such, the application could not wait for consideration by the Board at its meeting on 10 September 2018. 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.

RESOLVED:

                                    To note the grant of £1,000 to the Tadcaster Magnets Carnival Committee, as outlined in the emergency application considered by the board and the Head of Community, Partnerships and Customers in August 2018.

To consider the finance report.

It was noted that the current budget report had been published with the agenda and confirmed a remaining budget for the 2018/19 financial year of £14,658.

RESOLVED:

To note the budget update.

To consider the Tadcaster and Villages CEF Annual Report 2017-18.

The Board noted that the report attached to the agenda was not the right version of the Annual Report 2017/18, and asked that the correct version be circulated to them via email for agreement, ahead of final consideration by Council in December 2018.

RESOLVED:

To ask the Democratic Services Officer to circulate the latest version of the Annual Report 2017/18 to the Board for agreement.

To receive updates from the following funding recipients:

·           Girl Guiding (Tadcaster Units) – Girl Guide Flags

·           St Marys Church, Tadcaster – Replacement of Church Tower Floodlights

·           Tadcaster Swimming Pool Trust – Tadcaster Stingrays Coach Funding

·           1^st Tadcaster Scouts – Refurbishment of Toilets at Scout Hut

·           Stutton Playgroup – Relocation Expenses

·           Stutton Social Committee – Funding for Improved AV Equipment

·           Tadcaster Arts Festival 2018 (oral report and to be circulated at the meeting)

·           Leisure Services Review (update to be provided by Development Officer at the meeting following the Community Leisure and Disability Action Group Launch Event on 6 September 2018)

The Board considered the updates from previous funding recipients as outlined on the agenda.

The Board received an oral update on the Tadcaster Arts Festival 2018 and noted that there had been a number of successful elements to the festival; further details, including finances, would be reported to the Board at their next meeting in November 2018.

The Board were very pleased to hear that the Jemima Browning, who had received funding from the Tadcaster and Villages CEF to qualify as the Tadcaster Stingrays swimming coach, was now fully qualified and going from strength to strength.

In relation to the Leisure Services Review, the Development Officer explained that the Community Leisure and Disability Action Group Launch Event had taken place on Thursday 6 September 2018, and circulated an updated version of the Leisure Services Review report at the meeting.

Board Members agreed that the January 2019 meeting of the Tadcaster and Villages Community Engagement Forum should be themed around ‘Fitness and Health’, with Inspiring Healthy Lifestyles in attendance to lead and promote some practical seated chair exercises.

It was suggested that previous work undertaken on leisure services provision be revisited, including the development of a comprehensive list of available leisure services in the local area.

RESOLVED:

i.              To note the updates on previous grants and projects.

ii.            To note the updated Leisure Services Review report.

iii.           To agree that the theme for the January 2019 Tadcaster and Villages Forum meeting be ‘Health and Fitness’, and that Inspiring Healthier Lifestyles be asked to attend.

iv.           To ask the Development Officer to look into the development of a comprehensive list of leisure services that were currently available.

To discuss ideas to promote the Tadcaster and Villages CEF, including CEF plaques and promotional videos, and agree associated costs.

Plaques

Design options and costings for the plaques are attached to the agenda. Other CEFs that have already considered the plaque designs (Western, Eastern and Southern) and have expressed a preference for option 3(a) - Glass Front White Wood Presentation Plaque, 20.5 x 25.5cm (£20.99)

Promotional Videos – quotation from Wild Studios

1 ‘core’ film about all CEFS

Total cost £775.00, divided between the 5 CEFS at a cost of £155.00 each.

Two short films for each CEF area on specific projects/stories

£440.00 per CEF (Total cost across all 5 CEFs - £2,200)

Total cost for Tadcaster and Villages CEF (core film + 2 short films) = £595.00

The Board discussed ways to promote the Tadcaster and Villages CEF, including CEF plaques and promotional films. The Board also considered the associated costs for the CEF videos, as per the quoted costings provided on the agenda.

The Board agreed a preference for plaque 3(a), which was the same design that had been chosen by the Western, Eastern and Southern CEFs. The Board asked officers to order an example of the plaque for a future meeting.

Board Members were supportive of the plans to produce short videos about the CEFs, and agreed to the costings as set out in the agenda.

RESOLVED:

i.    To note the Board’s preference for plaque option 3a.

ii.   To ask officers to order an example of the plaque for the Board to consider at a future meeting.

iii.To agree the funding costs for the CEF promotional films; a £155 contribution for the ‘core’ film about all CEFs, and £440 for two short films about the Tadcaster and Villages CEF specifically; the total cost for the Tadcaster and Villages CEF was agreed as £595.00.

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 Board considered if there were 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.

RESOLVED:

To agree that information about the following grants be forwarded to Selby District Council’s Communications Team for further publicity work:

·         Tadcaster Stingrays Coach Funding

·         1^st Tadcaster Scouts, ‘External Hard Landscaping at the Scout Hut’

·         ‘Information Boards for the flower-rich verges on Moor Lane, Tadcaster’

·         Church Fenton Community Hub, ‘White Horse Pub’

To note the CDP Action Plan and consider any updates.

The Development Officer presented the Community Development Plan (CDP) which had been published with the agenda.

The Board noted that the poster for Energy Ambassador Training (run by the Yorkshire Energy Doctor) had been produced and required promotion around the Tadcaster and Villages CEF area.

The Development Officer asked Board Members to promote the posters as widely as they could; the Democratic Services Officer agreed to circulate the poster to Parish Councils.

RESOLVED:

i.              To note the updates to the Community Development Plan.

ii.            To ask Board Members to promote the Energy Ambassador Training posters as widely as possible.

iii.           To ask the Democratic Services Officer to circulate the Energy Ambassador Training posters to Parish Councils.

To note any feedback regarding the Forum held on 11 June 2018 at Riley Smith Hall, Tadcaster.

Theme: ‘Where to Turn When You Want To Learn’ (Adult Education)

The last Tadcaster and Villages Forum had taken place on 11 June 2018 at Riley Smith Hall, and had been themed around Adult Education.

The meeting had been very well attended and a number of people expressing interest in establishing a Tadcaster U3A. The Development Officer would be undertaking further work on this in due course.

To consider dates, themes and times for future meetings in the 2018-19 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 - 24 September 2018, 6.30pm – Church Fenton Village Hall

Theme: Church Fenton Community Shop (flyers circulated already)

Partnership Board – 12 November 2018, 7.00pm - The Ark, Tadcaster

Forum – 14 January 2019, 6.30pm – Venue TBC

The next Forum was to be held on Monday 24 September 2018, at 6.30pm at Church Fenton Village Hall; the theme was the success of the Church Fenton Village Shop. The Chair informed the Board that there would also be an update at the forum from the Church Fenton Community Hub on the White Horse Pub.

The next Partnership Board was due to be held on 12 November 2018 at 7.00pm at The Ark, Tadcaster.

The Board considered the theme for the Forum on 14 January 2019; it was agreed that the meeting would be held at Riley Smith Hall, with the theme of ‘Fitness and Health’.

RESOLVED:

To note the future meetings of the Tadcaster and Villages Community Engagement Forum.