Agenda and draft minutes

Apologies for absence had been received from Councillor’s Brook and Buckle.

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 Packham declared a personal interest in agenda item 7.1, Age UK Selby District: as he was a volunteer at Sherburn Library, the building that Age UK Selby District would be holding the Friendship Café within, should funding be approved.

Bryn Sage declared a personal interest in agenda item 7.2, South Milford Football Club; as he had employed the Club Secretary from South Milford Football Club until 2013.

To confirm as a correct record the minutes of the Partnership Board meeting held on 3 September 2019.

The Partnership Board considered the minutes of the meeting held on 3 September 2019.

RESOLVED:

To confirm as a correct record the minutes of the Western CEF Partnership Board meeting held on 3 September 2019.

To receive and note any 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, an interesting discussion had taken place, and the following points were highlighted:

·         In terms of improving attendance at 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.  It was felt that the subject matter and how it linked to localised issues was key to both numbers of attendees and the quality of discussion.

·         Rather than cancel the Forum dates which were not deemed necessary at the time, it was suggested that another Partnership Board could be held; or it could be used as an opportunity to invite the recent recipients of grant funding to come along and update the Board on their respective projects.

·         North Yorkshire County Councillor’s each receive an annual Locality Budget, it was felt that the CEFs should advise and recommend to groups that they could apply for funding from their local County Councillor.

·         The allocated funding of £20k per CEF was apportioned across each CEF area; it was felt that some areas within the district had disproportionate factors which affected them such as deprivation or population per head, and therefore it was discussed whether these areas should receive a larger proportion of funding.

·         The composition of the Partnership Board in some areas was felt to be an unproportioned representation of the areas.

To consider the current CEF budget.

The Partnership Board considered the Western CEF budget, which confirmed a remaining balance of £10,157.12.

The Democratic Services Officer confirmed that should the 2019-20 budget not be used in full during the year, any remaining balance would be carried forward into 2020-21.

RESOLVED:

                      To note the budget update.

To remind members of the Partnership Board, of the CEF Code of Conduct.

The Chair explained that the Code of Conduct had been included with the agenda as a reminder for the Board as to how business should be conducted at meetings, especially when dealing with applicants for funding.

RESOLVED:

To note the CEF Code of Conduct.

To receive presentations from the following potential funding applicants. The Funding Framework is attached for reference.

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

The application was for £5,000.00 to provide a friendship café located in the Sherburn and Villages Community Library and Information Hub, which would deliver a weekly, two hour social opportunity for people aged 50 plus, to meet others and create new friendships.  The applicants were in attendance to present a summary of the application and answer questions from the Partnership Board.

The Partnership Board was informed that the applicants had been visiting Sherburn Library weekly, to provide support, information and advice, and also make home visits to look at people’s internet, and help them with connectivity.

In addition, a pop up café had been held at Sherburn Library over the Christmas period in 2019 to which eighteen people had attended. The applicants stated that they had seen a high rise in referrals from people aged 50 plus who said they were lonely, isolated and struggling with daily issues, and therefore it was felt there was a need in the Sherburn area for a Friendship Café.  

The applicants responded to questions from the Partnership Board in relation to the costs for the project, which were mainly for a member of staff, along with sustainability and if other funding streams had been explored.  It was confirmed that the Western CEF was the only organisation which had been approached for funding at this stage, further funding would be requested from the Parish Council. In relation to staff it was confirmed that one member of staff would be employed and that the group were actively trying to recruit volunteers to help.

In response to queries regarding Age UK Selby District, it was confirmed that it was an independent organisation with its own charity number and trustees, and had been for 36 years.

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 email.

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

Board members considered the application and agreed that the Friendship Café was a duplication of a previous funding application, as the Western CEF have already successfully funded a Friendship Café in Sherburn.  They also felt that there was no sustainability to the project and could not see how, once the funding had been spent, the project would continue.

The Board had listened with interest to the work that Age UK Selby District had done making home visits to help people with connectivity, as they felt this filled a gap in the provisions being currently offered in the area, and asked the Democratic Services Officer to make the applicants aware that they would consider a future funding application based around this.

The Partnership Board agreed to refuse the application as it was a duplication of a previous funding application of a Friendship Café in Sherburn; and there was no sustainability to the project

RESOLVED:

To refuse the application for funding for the reasons outlined  ...  view the full minutes text for item 45.

The application was for £4,000.00 to help towards the provision of a bespoke changing room and shower facility.  The applicant was in attendance to present a summary of the application and answer questions from the Partnership Board.

The applicant explained that the football club had been, until this year, a single football pitch with poor drainage.  A small group of volunteers had begun to develop the site which now included a training pitch and two smaller pitches, with the next stage of the development to provide a changing room and shower facility.  Alongside the changing room facility would also be provision of a tea room, this would develop a more welcoming and inclusive club environment; which in turn would attract other sports clubs, schools, local community groups and the residents of South Milford to use the facilities for other activities.  It was further explained, that the village was expanding at a considerable rate making the other local football clubs oversubscribed for young footballers, which meant that children often did not get to play in a football match.

The Board heard that a planning application for the bespoke changing rooms had recently been submitted to the Council’s planning department, and once planning permission was secured then the club could apply to the Football Association for funding of up to £25,000.

In response to queries regarding who owned the land, the applicant informed the Board that it was owned by South Milford Parish Council, who were supportive of the project, and had provided £7,000 of funding.

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 application and agreed that there was a need for more football pitches in the area, and felt the provision of changing rooms would keep the sports facility in the village for the local children.  The Board were also very impressed with the applicant’s enthusiasm, resourcefulness and what had been achieved so far at the Club; however concern was raised around the project should the planning application be refused.

The Board approved the application subject to planning permission being granted by Selby District Council for the bespoke changing rooms.  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 £4,000 for the project, as set out above.

RESOLVED:

To approve funding of £4,000 to be awarded to South Milford Football Club as outlined in the application, subject to planning permission being granted by Selby District Council for the bespoke changing rooms.

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

To discuss any points if interest relating to the Western 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.

The Board were in agreement that the grant they had just approved for South Milford Football Club would make an ideal story, if the project went ahead, for the Communications Team to forward onto the local press for publication.

The Board asked the Democratic Services Officer to follow up earlier work on CEF noticeboards, and add it as an item onto the agenda for the next meeting of the Partnership Board.

The Chair informed the Board that it had been agreed at CEF Chairs that the application forms and instructions on which form to complete, on the Council website, would be revised to make it clearer for applicants; and to ensure that the Partnership Board received the correct detailed information for grant and project funding in the agenda packs.

Lastly, the Board were asked to contact the Democratic Services Officer with suggested projects that should receive a CEF plaque to display.

RESOLVED:

i.              To ask the Democratic Services Officer to add CEF noticeboards as an agenda item to the Western CEF Partnership Board meeting on Tuesday 17 March 2020.

ii.            Board members to contact the Democratic Services Officer with suggested recipients for a Western CEF plaque.

To consider the Issues Table and any updates.

The Board considered the Issues Table and gave the following updates:

Flooding in the Aire Valley

The Democratic Service Officer informed the Board that to date a response had still not been received from the Environment Agency regarding the implications of Phase 2 of the Leeds Flood Alleviation Scheme on the river in the Western CEF area.  The Board asked that the Environment Agency be contacted again for the information.

Issue of Lorries in Sherburn

The Board heard that lorries were still parking overnight in laybys on the A63, however it was felt that to move them on would only create a problem in other areas of the Western CEF. 

It was confirmed that broken signs and steel structures had been identified as being “dumped” at the roundabout below the Selby Fork Hotel on the A63, following conversations with both Sharon Fox from North Yorkshire County Council Highways, and Leeds City Council the area had now been cleared.

RESOLVED:

i.              To note the updates.

ii.            To ask the Democratic Services Officer to contact the Environment Agency, to ascertain the implications for the river Aire in the Western CEF area following the approval of phase 2 of the Leeds Flood Alleviation Scheme.

To note the current Community Development Plan, which will be tabled at the meeting.

The Board received updates on the working copy of the Community Development Plan (CDP).  The Western CEF Disability Action Group had launched on 26 November 2019, the group had identified some themes from the recent Disability Survey that they wished to develop and support, the feedback had been very positive.  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.   

The Board noted that 10,000 copies of the new format Western CDP would be printed for distribution around local villages and groups; it was suggested that they could be inserted inside village newsletters and parish magazines.  The Board were encouraged to approach the magazine editors in their respective villages to tell them about the CEF and request that the CDP be inserted and delivered with the parish magazines.  

The Board was shown copies of the village history trail booklet developed by the Time Team for Monk Fryston, Hillam and Burton Salmon which had been funded by the Western CEF in June 2019.

RESOLVED:

i.             To note the Community Development Plan update.

ii.            To ask Board Members to approach their village parish magazine editors to publicise the Western CEF and request that the CDP be delivered into the local communities with the parish magazines.

To confirm the date, time and location of the next Western CEF meetings and to confirm the arrangements for the next Forum.

Tuesday 25 February 2020 – Forum - Developing Community Organisations / Facilities, taking place at Byram and Brotherton Social Club

Tuesday 17 March 2020 – Funding Sub-Committee (6.30 pm) and Partnership Board (7.00 pm) – Venue TBC

The Board noted that the next Forum meeting on Tuesday 25 February 2020 would be held at Byram and Brotherton Social Club, and agreed the theme as “Developing Community Organisations & Facilities”. 

The Board confirmed the next Partnership Board meeting as Tuesday 17 March 2020, 6.30 pm – Funding Sub-Committee and 7.00 pm – Partnership Board, at Burton Salmon Village Hall.

At this point the Chair of the Partnership Board announced that this was his final meeting as he would be resigning as Chair and as a member of the Western CEF, as he was moving out of the Western CEF area.  The Board heard that Bryn Sage had been appointed the new Chair of the Western CEF at a meeting of Council.

The Partnership Board expressed their thanks for all the dedication, hard work and expertise he had shown during his time as Chair, and wished him well for the future; they then welcomed Bryn as the incoming Chair of the Western CEF.

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 Burton Salmon Village Hall for the next Partnership Board meeting on 17 March 2020.