Pannal & Burn Bridge Parish Council

Minutes of a Council Meeting

held in the Function Room of Pannal Village Hall at 7.00 pm on Thursday 9th March 2017 at 6.30 pm

Present: Howard West (Chairman), Dave Oswin, Cathy Burrell, Ian Birchall, Jane Gaskell, Steve Cobb and John Mann (advised late arrival in advance).

In attendance: Councillor Cliff Trotter and Resident Ian Watson plus external presenters for items 5, 6 and 7.

Agenda

  1. Apologies for Absence.There were none.
  2. Declarations of interest.Howard West declared a non-pecuniary interest in item 6 (Pannal Village Hall) and asked that the vice chair take his place for this item on the agenda.
  3. Approval of Minutes of 9th February. These were approved as a true and correct record. Proposed: Ian Birchall. Seconded: CathyBurrell. All for.
  4. Further plans for the former Dunlopillo site.Jay Everettbriefed the meeting on further ideas that Forward Investments (FI) had for the site beyond the current development plans. Jay emphasised that none of the ideas had been put into the planning process but advised the Parish Council that if they felt the “land swap” idea had merit, FI would be happy to work with them to put forward plans to the Borough Council. The Council would consider the plans in due course. Note: the maps and plans provided by FI were held by the Clerk.
  5. Pannal Village Hall. (Deputy Chair, Jane Gaskell presided for this item).

Considerable discussion took place to examine how the Council could secure a closer relationship with PVH and to ensure that any risks were identified and mitigated.

Pat Fitzgerald confirmed that the PVH Trustees were unanimous in their support for Parish Council involvement.

The key issues being: the type of Trusteeship that the Council should have with PVH and its implications and the aspect of tax. The Committee were advised that the Clerk had sought YLCA’s advice and this was to review Legal Topic Notes (LTN) 21 and 28 (“Local Council Help for Village Halls” and “Basic Charity Law” respectively) for guidance.

After further discussion it was RESOLVED to take actions as follows:

-To seek professional advice for both legal and tax matters. The Clerk would consult to identify suitable advisors.

-The Clerk to circulate the relevant source documents – LTNs 21 and 28, as well as VAT notice 701 to all Councillors.

-The Clerk would speak to Spofforth and Hampsthwaite PCs to understand their experience of similar matters and the model of the relationship between of trusteeship and the village hall.

-A proposed working group would comprise two PVH Trustees, two PVH management committee members and two Councillors/Clerk.

-It was resolved that after seeking advice, to circulate sufficient information to allow the Council to make a decision at the next meeting (27th April).

  1. Planning Consultancy Support. Sam Deegan of Planning Potential proposed a route map and activity guide for the development of the Park andStrideAllotment plans. Sam provided indicative costs for the process to secure pre-planning advice from the Borough Council as follows:

-Planning Potential’s Fees - £800 (fixed).

-Architect –circa£500

-Transport advice – possibly free at this stage with a subsequentwork package costing between £2 and £3k.

-Pre-applicationadvice fee from the Borough Council – up to but not likely to exceed £1200.

The presentation materials were handed out to Councillors to review and it was possible that a Subcommittee would be formed to consider these plans subject to competitive quotes being received.

  1. Dunlopillo.

Councillors John Mann and Cliff Trotter, and Jay Everett representing the Landlords (FI)provided updated information on the current situation. In summary:

-It was confirmed that Steve Willis had received notice from the landlords that he had to be out by 9 September with a break clause in favour of the landlords at the half way stage meaning that they have the option of asking him to be out by 9 June. The likelihood was that this arrangement would run until alternative provision had been made thus ensuring seamless Post Office cover.

-Highways and the Landlord’s representative had met to discuss the road width and resolve the unregistered title of the western edge of the access road. The expectation isthat this would be resolved in 6-8 weeks leading to a clearer decision on the need for road width.

-It was emphasised that allparties were workingtowards a resolution that would keep the Post Office at its current location.

Information to this effect would be published on the Parish Council’s website and in its newsletters.

  1. Emergency Planning.

The clerk presented the request from the Borough Council on Emergency Planning contingencies (the “Community Resilience” initiative). In addition to the Village Hall and St Robert’s Church as locations for shelters and places to gather, the Methodist Hall, Pannal School and Scout Hut were suggested. The Clerk would carry out further investigations and brief the Council at a subsequent meeting.

  1. Neighbourhood Plan.

Jane Gaskell provided a briefing on her recommendations for developing a Neighbourhood Plan (NP).

After considerablediscussions and review of other NPs, it was confirmed that she should continue to facilitate the development of the NP and recruitfurther volunteers for the Steering Group (already resolved as an action at the 9th February meeting, Item 5).

John Mann noted that the District’s Local Plan should be completed by the autumn and that it would be helpful if the NP groundworkcoincided with this.

Howard West emphasised that benefits through CIL for Councils with an approved NP were considerable.

The NP SteeringGroup would seek additionalvolunteers and participantsthrough the Council’s communication channels (e.g.Website, NL and FB page).

  1. Allotments. Steve Cobb briefed on discussions with the National Allotment Society (NAS) and would retain the documentsthey’d sent until more detailed planning for the Allotments begins.
  2. NYCC Footpath survey.Steve Cobb briefed on the initial work he’ddone on the Survey. He would complete the on line questionnaire with the clerk before the closing date of 19th March.

It was agreed that Steve Cobb had the authority to complete the survey without further reference to the Council.

  1. Logo development.Cathy Burrell advised that nothing suitable had been received.The Parish would continue without one.
  2. Christmas Tree Lights. Councillor Cliff Trotterupdated the Council on the current situation.

There was considerable discussion about the situation and it was proposed that the Council support the costs of the Christmas lights currently on the Green which had been funded by Cliff Trotter via NYCC.

It was RESOLVED:

-To pay Cliff Trotter the sum of £610.85 (including VAT) for the Christmas lights upon receipt of an invoice from him.

-Cliff Trotter to bid for and to secure additional grant monies to enhance the current lighting set once the fundingapplicationsopened again in June.

Between the meeting and issuance of the minutes, information has come to hand that requires further investigation and the matter carried forward to a future meeting before implementing any actions.

  1. Finance:
  1. Bank statement and payments up until 9th Marchwere approved. A payment authorisation reminder would be sent by the Clerk.
  2. Expense claims and payment of invoices were approved.
  3. Approval of the Precept spend profile and component elementswas now not necessary as the Precept itself had been authorised at the January meeting.
  1. Date andtime of the next Council Meeting. 7.00 pm Thursday 27th April 2017.

Andrew Macdonald

Parish Clerk

27thMarch 2017

Draft Council Meeting Minutes 9 Mar 2017.docPage 1