Agenda and minutes

Apologies for absence had been received from Councillor Sage.

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 D Buckle declared a personal interest in agenda item 7.2, Sherburn in Elmet Teasel C.I.C, Party in the Park; as he was a Director of the Sherburn in Elmet Teasel C.I.C.

To confirm as a correct record the minutes of the Partnership Board meeting held on 22 January 2019.

The Partnership Board considered the minutes of the meeting held on 22 January 2019.

RESOLVED:

To confirm as a correct record the minutes of the Western CEF Partnership Board meeting held on 22 January 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 11 February 2019, with a further meeting to be held to look at a long term strategy for where the CEF’s were going. 

The Chair highlighted that there was a need to link into North Yorkshire County Council, to work with them to access funding so that if a project fell outside the remit of the Western CEF, the Board would refuse the application for funding but then help to signpost the applicant to other organisations with potential available funding.

The Partnership Board agreed that they had a preference for funding the smaller projects, as they felt that it helped set projects off, and encouraged the applicants to maintain momentum; and look for further funding for the benefit of the local community.   

To consider the current CEF budget.

The Partnership Board considered the Western CEF budget, which confirmed a remaining balance of £9,628.16.

The Board noted that some of the same organisations applied for funding grants every two years, as per the funding framework, while other organisations never applied.  The Development Officer informed the Board that a new impact report was being developed which would collect more history and information which would aid the Board in the future.

RESOLVED:

                     To note the budget update.

As per the Boards request at the last Partnership Board, an introductory meeting with Inspector Martin Wedgwood, North Yorkshire Police.

Due to unforeseen circumstances Inspector Wedgwood was unable to attend the meeting; the Board extended an open invitation to a Partnership Board meeting in the future.

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

7.1 - Brotherton & Byram All Stars Junior Football Club, 'Brotherton & Byram All Stars Junior Football Club - New Goals', £1,000

To consider funding applications;

7.2 – Sherburn in Elmet Teasel C.I.C., ‘Party in the Park’, £4,000

7.3 - Project: WILD C.I.C., 'Young Peoples Animated Issues (Western CEF)', £4,450

The Funding Framework is attached for reference.

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

The application was for £1,000 to provide two aluminium frame, goal posts complete with nets.

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 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 were supportive of the application and agreed that the new posts would bring the club in line with the FA guidelines; and help to maintain an affordable sports facility in the village for local children to play.  However, the Board was concerned that the club did not appear to have different age groups playing, and agreed that the club required encouragement to help attract younger children to join the club, thereby ensuring the club continued to flourish. 

The Board approved the application subject to the applicant meeting with the Development Officer, Selby District AVS, to discuss ways to attract children of younger ages to join the club; and provide advice and assistance. 

RESOLVED:

          To approve the recommendation of the Funding Sub-Committee as set out above, subject to the condition that the applicant meets with the Development Officer, Selby District AVS, to discuss ways to encourage children of younger ages to join the club; and subject to final sign off by the Head of Service for Community, Partnerships and Customers.

Reasons for decision:

The application met the requirements of the funding framework and the Funding Sub-Committee was supportive of the application.

Following his declaration of interest, Councillor Buckle took no part in the consideration of the following application.  He remained in the room during consideration of the application.

The application was for £4,000.00 to hold a “Party in the Park” open-air music festival following the Sherburn in Elmet Craft and Food festival, during the August bank holiday weekend; and to offer free admission.  The applicants were in attendance and made a presentation to the Partnership Board.

The Partnership Board were informed that the Craft and Food festival attracted 1700 visitors in 2018, the event had all the necessary supporting infrastructure, for example, security staff, toilets, first aid.  To build on this success, and utilising the infrastructure already in place, the applicants stated they would like to use the opportunity to extend the day to include a music festival.  The Board was further informed that the village of Sherburn was growing very quickly; this event was seen as a way for all villagers to integrate, but specifically for the young adults.  

The applicants responded to questions from the Partnership Board in relation to parking for the event, it was confirmed that the Teasel C.I.C. had the use of two fields which held approximately 4000 cars; and a park and ride system would be in place, with two, 52 seater buses running during the day and into the evening.

In response to queries regarding health and safety, the Board was informed that prior to the event an Event Management Plan would be completed and submitted to the Safety Advisory Group at Selby District Council, if any concerns were raised with the plan, they would have to be addressed before the event could take place.

Board members considered the application and raised grave concerns over the event offering free admission, and how numbers of people attending would be controlled.  It was also felt that a similar event had been held in the local area, with entrance fees charged, which had been well attended; therefore the Board could not see why a charge would not need to be applied.

The Partnership Board agreed to refuse the application as it did not comply with the funding framework criteria; specifically that if the project was funded it would set a precedent for similar future applications.

RESOLVED:

To refuse the application for funding for the reasons outlined above.

The application was for £4,450.00 to provide young people, within primary and secondary schools across the Western CEF area, with the opportunity to produce short stop-motion animated films about the issues they face themselves, or they perceive in their local communities.  The applicant was not present but had made a short film to explain the aims of the project, which was shown to the Board.

The Board considered the application and requested further information from the applicant as background to the application as follows:

·         which schools within the Western CEF area had been approached,

·         what happens to the equipment once the project has ended,

·         once the filming has been completed, what happens to the films, where do they go and for what purpose,

·         the Board requested to see a sample of films which had already been filmed during a similar project which had taken place within schools in Doncaster, one from upper-key stage 2 and one from key stage 3; to see the outcomes,

·         the calculations did not appear correct, could the costings be re-visited; and

·         what will the Western CEF area gain from the project

The Partnership Board agreed that the application should be deferred, and the Democratic Services Officer instructed to contact the applicant to obtain the additional information as detailed above; and also to request that the applicant attend to present the application at a future meeting of the Partnership Board.

RESOLVED:

To defer consideration of the application until further background information had been provided by the applicant and submitted to the Board, as detailed above.

To receive updates on previous grants and projects;

-       Burton Salmon Village Hall Regeneration Project, Phase 1 – Heating Renewal

The Partnership Board considered the following impact report that had been submitted and was included in the agenda:

• Burton Salmon Village Hall Regeneration Project, Phase 1 – Heating Renewal.

The Board was pleased to hear that the management committee had been able to offer the hall for use over the winter months, and had experienced an increase in bookable hours from an average of five up to sixteen hours.

RESOLVED:

To note the impact reports.

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 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.

To consider the Issues Table and any updates.

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

Burton Salmon

The Board received an update from Stuart Wroe regarding the painting of yellow lines at Burton Salmon school, to date the work had not been started.   

Issue of Lorries in Sherburn

A discussion took place around lorries parking overnight in laybys on the A63, the Board understood that Leeds City Council had assumed responsibility for both sides of the A63 and that clearways had been installed, and were being policed.  It was confirmed that regardless of this lorries were still parking overnight.  The Board asked the Democratic Services Officer to contact North Yorkshire County Council’s Highways Officer for an update and to ascertain the legal position on the matter of clearways orders.

The Board was informed that there had been an increase in the volume of traffic travelling through Monk Fryston, and that a local group had been set up to look into the feasibility of a public crossing.

RESOLVED:

i.              To note the updates.

ii.            To ask the Democratic Services Officer to contact Sharon Fox, Highways Officer, North Yorkshire County Council for an update; and toascertain the legal position on the matter of clearways orders.

To note the current 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; the outer page would provide general information on the CEF’s, while the inner page would focus on the four main priorities of the Western CEF area.  The Board noted the importance of the online survey to provide the most up to date information on the priorities as identified by the local community; and that to date the key themes coming out of the online survey were: developing community organisation / facilities, activities for young people, fly tipping; and crime.

The Development Officer confirmed that a draft document would be circulated at the Partnership Board meeting in June.

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, except for the Central CEF area. 

RESOLVED:

                   To note the Community Development Plan update.

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

Tuesday 21 May 2019 – Forum – theme and venue TBC

Tuesday 25 June 2019 – Funding Sub-Committee (6.30 pm) and Partnership Board (7.00 pm) – Venue TBC

To discuss the themes for future Forums.

The Board noted that the next Forum meeting on Tuesday 21 May 2019 would be held at South Milford Village Hall, and agreed the theme as “Managing your Rubbish”.  The Board was informed that Selby District Council was holding a consultation on recycling.  The Democratic Services Officer was asked to ascertain the start date of the consultation; and if the dates corresponded,   invite officers to attend the Forum; along with approaching a local group of litter pickers and extending an invitation to them to attend. 

The Board agreed that should the consultation not fit in the timeframe for the Forum, the reserve Forum theme would be “Community Facilities – Moving it Forward”.  

The Board confirmed the next Partnership Board meeting as Tuesday 25 June 2019, 6.30 pm – Funding Sub-Committee and 7.00 pm – Partnership Board, with the venue to be confirmed.

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 South Milford Village Hall for the next Forum meeting, on Tuesday 21 May 2019.

iii.           To ask the Democratic Services Officer to invite officers from the Council to the meeting of the Forum to be held on 21 May 2019.

iv.          To ask the Democratic Services Officer to invite a local group of litter pickers to the meeting of the Forum to be held on 21 May 2019.