Agenda and minutes

Apologies for absence had been received from Councillors David Buckle, David Hutchinson and John Mackman, and Howard Ferguson.

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 20 March 2018.

The Partnership Board considered the minutes of the meeting held on 20 March 2018.

RESOLVED:

To confirm as a correct record the minutes of the Partnership Board meeting held on 20 March 2018.

To note the appointment of the Chair (Andy Pound) by Selby District Council for the municipal year 2018/19.

It was confirmed that Andy Pound had been re-appointed to serve as Chair of the Western CEF for the 2018-19 municipal year.

To appoint a Vice-Chair for the municipal year 2018/19.

It was proposed and seconded that Jenny Prescott be appointed as Vice-Chair of the Western CEF for the 2018-19 municipal year.

RESOLVED:

To appoint Jenny Prescott as Vice-Chair of the Western CEF for the 2018-19 municipal year.

To appoint members and a Chair for the Funding Sub-Committee for the municipal year 2018/19.

Roy Wilson announced that he would be resigning as Chair of the Funding Sub-Committee, and also as a Member of the Western CEF Partnership Board, as he was moving out of the area. He thanked the Board for their hard work and support, and the Board in turn expressed their thanks for the dedication and expertise he had shown in his time as Board Member and Chair or the Funding Sub-Committee.

As a result of the vacancy, it was proposed and seconded that Stuart Wroe be appointed as a member of the Western CEF Funding Sub-Committee for 2018-19, and that the current remaining membership of the Funding Sub-Committee (David Nicklin, Jenny Mitchell, Jenny Prescott and Rita Stephenson) be re-appointed en-bloc.

The Board noted that a new Chair of the Funding Sub-Committee would be elected at the first meeting of the Sub-Committee in 2018-19.

RESOLVED:

                     To appoint Stuart Wroe, David Nicklin, Jenny Mitchell, Jenny Prescott and Rita Stephenson as members of the Western CEF Funding Sub-Committee for the 2018-19 municipal year.

To confirm the start time for Funding Sub-Committee meetings, Partnership Board meetings and Forums for the municipal year 2018/19 (currently 6.30pm for Forums and Funding Sub-Committees, and 7.00pm for Partnership Boards).

It was proposed and seconded that the start time of meetings for the 2018-19 municipal year be:

·       Funding Sub-Committee to meet at 6.30pm

·       Partnership Board to meet at 7pm

·      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 2018-19 municipal year.

To receive an update on flooding from Paul Desmond, Flood and Coastal Risk Management Officer, from the Environment Agency.

In attendance at the meeting was Paul Desmond, Lower Aire Catchment Lead for the Environment Agency (EA). The Board asked a number of questions and discussed various issues, as detailed below:

·           It was confirmed that the repairs to the rust hole in the sluice gate at The Cut in Fairburn had been completed. The Board noted that the flood season had been quite late around Easter and as such the EA had needed to wait for the water levels to go down before doing the repairs. The sluice gate was controlled by the EA and was used for overspill from the River Aire.

·           There was some concern amongst Board members about St Aidan’s Nature Reserve being able to keep the surrounding local area flood free, now that the inlet had been lowered. Paul explained that as a previous mine site it had been reclaimed as part of a flood alleviation scheme; the spillway had been put in to take overspill from the River Aire and acted as storage for larger flooding events. During the winter 2015 floods St Aidan’s had come into play when the water levels rose rapidly.

·           The Board explained that the A656 Barnsdale Road was often flooded and blocked by water, even as a result of heavy rain. This was causing concern because the flooding eventually ended up in Fairburn and Brotherton. Paul acknowledged that the A656 was a critical route, and that raising of the level of the road would be very expensive and not a viable option. The Board agreed that there may be issues with highways drainage that should be investigated. There were also subsidence issues in the area, and whether the road flooded often depended on the water levels in the nearby beck.

·           The Board were pleased to note that there had been more repairs at The Cut in Fairburn, including the replacement of sealant. Paul explained that the structure at Fairburn was almost at the end of its usable life, and as such the EA were considering what could replace it. Ideally a replacement would be a passive structure that did not require manual operation. It was explained to the Board that there was legislation and guidance in place that stated that any work undertaken on flooding defences could not increase the flood risk to other people downstream, therefore any new structure could not cause issues for others further down the river. The sluice gate at The Cut was controlled by the EA from their offices; wiring had been put in for electronic controls but this was stolen a week after it had been installed. Currently there were fuel tanks at The Cut that required filling on a regular basis in order for the sluice gate to operate.

·           The condition of the flood flaps at Low Street in Brotherton for Marsh Croft were queried by the Board, as it had been reported that there was a tree trunk stuck in one. Paul confirmed that he was not aware of any issues  ...  view the full minutes text for item 8.

To receive and note any updates from the Chair (oral report).

The Chair reported that through the CEF Chairs meetings he had been working to get better access to NYCC funds for the CEFs to manage and use on the County Council’s behalf. He had also been exploring ways in which the CEFs could advise and recommend to groups that they could apply for funding from the County Council.

The Chair and the Development Officer emphasised the importance of the County Council being able to trust in the funding process already established by the CEFs; it was acknowledged by the Board that at present there was too much duplication for applicants wishing to apply for funding from the CEF or the County Council.

To consider the current CEF budget.

The latest budget report had been published with the agenda, showing a remaining balance of £24,458.00

RESOLVED:

To note the update.

To receive recommendations from the Funding Sub-Committee in relation to applications for funding (oral report). The Funding Framework is attached for reference.

-       Fairburn Church Hall, ‘Accessible toilet funding/upgrade to existing facilities’, £1,000

-       Fairburn Cricket Club, ‘Safety netting to surround children’s playground’, £1,250

-       Sherburn Community Gymnastics Club Ltd., ‘Gymnastics Apparatus’, £972

The Chair of the Funding Sub-Committee presented the recommendations from the Funding Sub-Committee.

Fairburn Church Hall – ‘Accessible toilet funding/upgrade to existing facilities’

The application was for £1,000 for accessible toilet funding and upgrade to existing facilities.

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 (improving the quality of life for individuals across the Western CEF area and provide solutions for community issues).

·           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 noted that the success of the Community Café had highlighted the need for better toilet facilities, and were supportive of the application. The Board agreed that the toilet facilities required urgent upgrading.

RESOLVED:

To approve the recommendation of the Funding Sub-Committee as set out above.

Fairburn Cricket Club – ‘Safety netting to surround children’s playground’

The application was for £1,250 for safety netting to surround the children’s playground.

The Funding Sub-Committee recommended a grant of £1,000 as the work had already been carried out and the application was retrospective in nature. The Sub-Committee had considered the application against the funding framework and confirmed that it met the requirements, specifically:

·           That the application met two of the Community Development Plan (CDP) objectives (to provide a solution for community issues and trial new ideas that would benefit residents and improve the local area).

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

·           That there was clear evidence for a high level of need and extensive community consultation was provided.

The Board noted that the netting had already been installed due to safety concerns that needed to be addressed before the start of the summer 2018 cricket season, and acknowledged that this had been an ongoing community safety concern in Fairburn, and were pleased that it had been remedied.

RESOLVED:

To approve the recommendation of the Funding Sub-Committee as set out above.

Sherburn Gymnastics Club Ltd – ‘Gymnastics Apparatus’

The application was for £972 for gymnastics apparatus.

The funding sub-committee recommended a grant of £972, and 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 (improving the quality of life for individuals across the Western CEF area and trialling new ideas that would benefit local residents and improve the local area).

·           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 noted that the club was very popular and had a waiting list of 30 people. The Board supported the application and felt that the gymnastics club was a valuable resource for local people of all ages who wanted to try gymnastics.

RESOLVED:

To approve the recommendation of the Funding Sub-Committee as set out above.

To receive updates from previous funding recipients:

·      South Milford Memorial Park

·      Tiempo Espana Dance CIC

The Board considered the updates from previous grants and projects as set out in the agenda, and were pleased to note the successes achieved by the groups who had received funding.

The Board agreed that the longevity and sustainability of projects needed to be considered, and that the CEF Chairs meetings should be utilised to share knowledge and ideas about how to encourage the community to assist with this. It was agreed that more awareness around the future of proposed projects was required.

The Development Officer emphasised the importance of better connectivity between CEFs and partners such as the NHS, Inspiring Healthier Lifestyles, Parishes, Selby District Council, North Yorkshire County Council and Clinical Commissioning Groups.

The Board agreed that the way in which projects were monitored could be developed; funding recipients could be asked to come in and speak to the Board half way through a project in order for the Board to assess whether they required more support or promotion from the CEF. It was suggested that Board members could actively promote local projects and encourage local people to get involved, e.g. the outdoor gym in Sherburn.

RESOLVED:

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

ii.     To ask the Chair to raise at a future CEF Chairs meetings how the sustainability and monitoring of projects can be improved, as well as better connectivity between CEFs and local partner organisations.

iii.    To ask Board Members to actively promote the work of the Partnership Board and encourage the involvement of local people in CEF funded projects.

To consider the Issues Table and any updates.

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

Burton Salmon Children’s Play Area

The Board noted that there had not been much movement on this project, but that it had been mentioned at a meeting with Janet Waggott, Selby District Council’s Chief Executive; it was hoped that the matter would therefore be pursued.

Flooding in the Aire Valley

A comprehensive update had been given to the Board earlier in the meeting by Paul Desmond from the Environment Agency (see minute number 8).  A flooding page on Western CEF webpages had been suggested, and emergency contact details and further information on the Leeds FAS from the Environment Agency’s Flood Resilience Team had been requested. It was agreed that the issue of flooding should be kept on the Issues Table.

Occurrence of dangerous incidents at the roundabout at junction of the A63 and A162

The Board noted that the roundabout was to be remodelled as part of the infrastructure work related to the new houses being built nearby, and therefore this issue could be removed from the Issues Table as it had been resolved.

Fly-tipping

The Board received an update from Councillor Bryn Sage. It was noted that the number of fly-tipping incidents had remained broadly the same, but the scale and severity has reduced across the District and the CEF area, i.e. there was not so much industrial/building waste.

The Board were concerned that a complaint about fly-tipping in progress in Burton Salmon were not acted on by the Police.

Bus provision

The Board noted that the theme for the next Western Forum on 10 July was rural transport, and as such, updates on bus provision would be requested at this meeting from the Arriva representative who would be attending. Board members were pleased to hear that buses in the area continued to be well used and were regularly busy.

RESOLVED:

i)       To note the updates and to ask the Democratic Services Officer to amend the Issues Table.

ii)     To ask the Democratic Services Officer to remove the A63/A162 roundabout issue from the Issues Table.

To consider design options for display plaques to be awarded to CEF projects.

The Board considered the options for CEF plaques to be awarded to successful funding applicants and agreed that the dark wood glass fronted presentation plaque, in size 20.5 x 25.5cm was their preference.

The Board asked the Democratic Services Officer to enquire with the manufacturers if the colour of the wood could be customised to match the logos of the CEFs.

RESOLVED:

i.       To note the Board’s preference for plaque option 3c, dark wood glass front presentation plaque in 20.5 x 25.5cm size.

ii.     To ask the Democratic Services Officer to enquire with the manufacturers if the wood backing could be customised to other colours in order to match the various CEF logos.

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

The Board agreed that there were no current points of interest relating to the Western CEF that should be forwarded to Selby District Council’s Communications Team to undertake publicity work.

The Board asked the Democratic Services Officer to follow up earlier work on CEF noticeboards and to find out how many Parishes had previously requested CEF noticeboard.

RESOLVED:                       

To ask the Democratic Services Officer to find out how many Parishes had previously requested CEF noticeboards.

To note the current Community Development Plan (updated version to be circulated at the meeting).

The updated Community Development Plan was circulated to the Board.

The Board were pleased to note that community cafes supported by the Board in the Western CEF area had been very successful; the Sherburn Community Café would be launched on 1 September 2018 at the refurbished Old Girls School.

The Development Officer confirmed that he would contact the Tiempo Espana Dance CIC to enquire if they required any further assistance or guidance from the Western CEF, and that he was working on developing links between the Peter Pan Nursery and Selby Hands of Hope.

The Board acknowledged that the CDP required a refresh, and it was suggested the Western CEF Board, Western CEF Parish Councils and previous funding recipients could use the forum meeting on 23 October 2018 to share and discuss ideas to refresh the Western CDP.

RESOLVED:

i.    To note the updated Community Development Plan.

ii.   To note that the Development Officer would contact the Tiempo Espana Dance CIC to enquire if they required any further assistance or guidance from the Western CEF.

iii.To note that Development Officer’s work to develop links between the Peter Pan Nursery and Selby Hands of Hope.

iv.To agree that the CDP required a refresh, and that Western CEF Board, Western CEF Parish Councils and previous funding recipients should be invited to the forum on 23 October 2018 in order to share and discuss ideas that could be added to the refreshed Western CDP.

To discuss any other business raised at the meeting:

Some Board Members expressed concern about the recycling boxes used in the District, as the rubbish was often blown around if the weather was windy and looked unsightly.

Councillor Sage confirmed that Councillor John Mackman, Executive Member for Place Shaping, was looking into the issue with the Council’s refuse collection contractors Amey. Councillor Sage indicated that he would update the Board on the matter at the next meeting.

RESOLVED:

That Councillor Bryn Sage update the Western CEF Board on the issue of recycling boxes at the next Board meeting.

To confirm the date, time and locations of the next Western Partnership Board meeting and arrangements for the next Forum.

Tuesday 10 July 2018 – Forum (6.30pm) – Fairburn – Theme is ‘Transport’ (Arriva and Northern Rail representatives will be attending)

Tuesday 4 September 2018 – Funding Sub-Committee (6.30pm) and Partnership Board (7pm) - Venue TBC

Tuesday 23 October 2018 – Forum (6.30pm) - Venue TBC – Theme TBC

Tuesday 22 January 2019 – Funding Sub-Committee (6.30pm) and Partnership Board (7pm) - Venue TBC

Tuesday 26 February 2019 – Forum (6.30pm) - Venue TBC

Tuesday 19 March 2019 – Funding Sub-Committee (6.30pm) and Partnership Board (7pm) - Venue TBC

The Board noted that the next forum meeting on 10 July 2018 would be held at Fairburn Sports and Community Centre; the theme was rural transport. Representatives from Community Transport, Arriva and Northern Rail would be attending.

It was felt by the Development Officer and the Board that the current Western CEF CDP needed to be refreshed, and that the forum on 23 October 2018 should be used as a workshop style event for this purpose.

The Board agreed that the recently refurbished Old Girls School in Sherburn would be a suitable venue and asked the Democratic Services Officer to book it for the meeting.

It was suggested that the Western CEF Board, Western CEF Parish Councils and previous funding recipients should be invited to the forum on 23 October 2018 in order to share and discuss ideas that could be added to the Western CDP.

RESOLVED:

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

ii)         To ask the Democratic Services Officer to book Sherburn Old Girls School for the next Western Forum on 23 October 2018; the meeting would be a workshop style forum to share ideas for the refresh of the Western CEF CDP, with the involvement of the Wester CEF Board, Western CEF Parish Councils and groups that had previously received funding from the Western CEF.