Monthly Meeting (February 2025)

150.

Welcome

151.

Apologies

To receive apologies and consider accepting the reasons for absence.

152.

Declarations of interest

1. To receive and consider any declarations of interest not already declared under the Council’s code of conduct or member’s register of disclosable pecuniary interests.
2. To receive and consider upon any applications for dispensations.

153.

Minutes

To confirm the minutes of the meeting held on the 11^th December 2024 as a true and accurate record.

154.

Public participation

Any resident may speak for up to 3 minutes on any matter on the agenda with the session lasting no longer than 20 minutes.

155.

Wheldrake Tennis Club

To receive an update from a representative of Wheldrake Tennis Club regarding ongoing projects.

156.

Reports

To receive reports from the following:

1. Chair
2. Proper Officer
3. Ward Councillor
4. Community Police Officer, including monthly crime statistics report

157.

Groups and Committees

To receive and consider for decision reports and recommendations from:

1. Playpark
   1. Village Maintenance
   2. Defibrillators
   3. Community speed watch.

158.

Planning

1. To consider and decide upon the following planning applications:

1. To note the following planning decisions:

None

1. To consider the following planning enforcement matters:

21/02283/FULM Land To The East Of Millfield Industrial Estate Main Street Wheldrake Erection of 139no. dwellings – Construction traffic management plan  

1. To consider pedestrian access and street lighting for the above development, taking into account AOD/25/00050 Condition 24 (travel plan), which is currently awaiting a decision from the CYC planning department.
2. York Local Plan

To consider a response to the survey on the local plan examination.

159.

Policy & Procedure

1. To review the following:

• Staffing committee terms of reference
• Complaints policy
• General privacy notice.

1. To consider the approval of a Council risk management assessment 

160.

Ongoing matters

To receive information on the following ongoing matters and decide further action where necessary:

1. Wildflower planting.
2. VAS signs: To receive an update from the recent meeting and decide upon requirements and budget.
3. New website hosting.
4. Evening bus service contribution.

161.

Community Matters

1. To consider any requirements for VE Day 2025.
2. To consider planning for Christmas 2025 including light requirements.
3. To consider publication of a village newsletter and budget.
4. To consider road safety measures around Wheldrake school.
5. To consider requesting that City of York Council move forward with the York to Wheldrake cycle path.

162.

Grants

1. To consider any grant requests from village organisations.

163.

Financial Matters

1. To receive and note the bank reconciliation for December 2024 and January 2025 and current bank balances.
   1. To note the preapproved payments made in between meetings.

1. To approve the payments presented for authorisation up to the 20^th February 2025 and any other invoices that come in prior to the meeting:

1. To consider contributing £124.92 towards the Clerks membership of the Society of Local Council Clerks (SLCC)
2. To note the quarter 3 VAT refund request.
3. To review and consider expenditure against budget for quarter 3 2024/25

164.

Correspondence

To consider correspondence received and decide upon any necessary actions.

165.

To note any agenda items for the next meeting.

166.

Date of the next meeting

26^th March 2025 at 7.00pm

150.

Welcome

151.

Apologies

To receive apologies and consider accepting the reasons for absence.

Apologies were received from Cllr Myers, Cllr Nelson and Cllr Sneesby.

Resolution: To accept the reasons for absence.

152.

Declarations of interest

1. To receive and consider any declarations of interest not already declared under the Council’s code of conduct or member’s register of disclosable pecuniary interests.

Cllr Cranfield declared an interest in item 158a.

1. To receive and consider upon any applications for dispensations.

None

153.

Minutes

To confirm the minutes of the meeting held on the 11^th December 2024 as a true and accurate record.

Resolution:To approve the minutes as a true and accurate record.

154.

Public participation

Any resident may speak for up to 3 minutes on any matter on the agenda with the session lasting no longer than 20 minutes.

None

155.

Wheldrake Tennis Club

To receive an update from a representative of Wheldrake Tennis Club regarding ongoing projects.

A representative from Wheldrake Tennis Club and a member of the WRA committee attended the meeting to provide an update on the phase one surface replacement of Court 3, as well as the long-term plans for installing a Multi-Use Games Area (MUGA). The proposed MUGA will feature new fencing, upgraded floodlighting, and will be designed to accommodate a variety of sports. The update included information on current and potential funding sources. The club noted that Welfest had not contributed to phase one of the project, as they felt it was too tennis-specific. However, they are hopeful Welfest will contribute to phase two, as the MUGA will cater to a broader range of sports. The club aims to have the MUGA completed within the next 12-18 months, though this timeline is contingent upon securing the necessary funding.

No decisions have yet been made regarding the cost of using the MUGA, whether there will be a discount for residents, or how bookings will be managed.

The Parish Council requested that the WRA coordinate a meeting with Councillor Reed, the Parish Council representative, to foster closer collaboration.Top of Form

Bottom of Form

156.

Reports

To receive reports from the following:

1. Chair

The Chair informed Council that the recent training session had been cancelled.

1. Proper Officer

The proper officer informed the Council that both the precept and double taxation requests had been submitted and acknowledged. The officer confirmed that the meeting dates for 2025 had been booked.

Action: The Clerk will continue to follow up with the Mayor and MP to arrange their attendance at a meeting.

Resolution: To approve the meeting dates for 2025.

1. Ward Councillor

None in attendance

1. Community Police Officer, including monthly crime statistics report

None in attendance and no report received.

157.

Groups and Committees

To receive and consider for decision reports and recommendations from:

1. Playpark

The Council noted that the gate catch been repaired.

1. Village Maintenance

The Council noted the following updates:

• Two Duke of Edinburgh volunteers took part in litter picking in the park.
• The village lengthsman has added gravel to the snickets and trimmed hedges.

Action: Parish Clerk to send thank you letters to the litter picking volunteers.

Parish Clerk to speak to the horticultural company about the summer 2025 planting

1. Defibrillators

The Council noted that the defibrillators are in working order and that the recent training session was very successful.

Resolution: To donate £200 to the Yorkshire Air ambulance.

1. Community speed watch.  

The group provided an update: Monitoring on Church Lane began in January 2025, with increased speeding noted, including one vehicle at 49mph. Some sessions were cancelled due to weather or volunteer availability. A session is scheduled for tomorrow, with plans to continue until May. The group need to recruit new volunteers.

158.

Planning

1. To consider and decide upon the following planning applications:

The following applications arrived after the issue of the agenda:

The Council noted the applications with no comments.

1. To note the following planning decisions:

None

1. To consider the following planning enforcement matters:

21/02283/FULM Land To The East Of Millfield Industrial Estate Main Street Wheldrake Erection of 139no. dwellings – Construction traffic management plan  

The Council noted that some construction traffic is still coming through the village. Action: Parish Clerk to raise the issue with the site manager.

1. To consider pedestrian access and street lighting for the above development, taking into account AOD/25/00050 Condition 24 (travel plan), which is currently awaiting a decision from the CYC planning department.

Resolution: The Parish Clerk to submit a comment regarding a safe crossing point for the school/nursery and appropriate street lighting.

1. York Local Plan

            To consider a response to the survey on the local plan examination.

             Resolution: not to submit a response to the survey

159.

Policy & Procedure

1. To review the following:

• Staffing committee terms of reference
• Complaints policy
• General privacy notice

             Resolution: To defer the terms of reference to the next meeting.  

              To approve the complaints policy and general privacy notice with the addition of

             the relevant website links.

1. To consider the approval of a Council risk management assessment 

Resolution: To approve the risk management assessment

160.

Ongoing matters

To receive information on the following ongoing matters and decide further action where necessary:

1. Wildflower planting.

The turf is ready for installation and a small wooden border is being considered to prevent damage. Cllr Southern will speak to Cllr Myers to arrange the installation.

1. VAS signs: To receive an update from the recent meeting and decide upon requirements and budget.

The Council confirmed that they are satisfied with the proposed locations for the VAS signs on both Main Street and Church Lane. The Council would prefer solar lights.

Resolution: To allocate the speeding projects and VAS sign earmarked reserves for use on the project.

1. New website hosting.

Resolution: To delegate the new website to the Parish Clerk in conjunction with Cllr Reed. To set the budget at £2000.

1. Evening bus service contribution.

A discussion took place about the lack of contact in relation to the contribution.  

161.

Community Matters

1. To consider any requirements for VE Day 2025.

Action: The Clerk will confirm if the W.I. has any plans for the event.

1. To consider planning for Christmas 2025 including light requirements.

Resolution: Cllr Southern will look to replace the battery and electric lights up to a value of £500.

1. To consider publication of a village newsletter and budget.

Resolution: It was resolved not to proceed with a village newsletter due to the existing alternative communication methods.

1. To consider road safety measures around Wheldrake school.

Resolution: Cllr Southern to speak to the headteacher about utilising the previously supplied signs and road safety.

1. To consider requesting that City of York Council move forward with the York to Wheldrake cycle path.

Resolution: To request that Councillor Vassie review it.

162.

Grants

1. To consider any grant requests from village organisations.

Resolution: To approve a grant request of £200 to sharing life.

163.

Financial Matters

1. To receive and note the bank reconciliation for December 2024 and January 2025 and current bank balances.

Council noted the reconciliations and the net balance of £51,886.13 on the 23^rd January 2025.

1. To note the preapproved payments made in between meetings.

The Council noted the payments made.

1. To approve the payments presented for authorisation up to the 20^th February 2025 and any other invoices that come in prior to the meeting:

Resolution: To approve the payments presented for authorisation with the amendment to the training session consumables from £22.83 to £21.83

1. To consider contributing £124.92 towards the Clerks membership of the Society of Local Council Clerks (SLCC)

Resolution: To approve the contribution of £124.92

1. To note the quarter 3 VAT refund request.

The Council noted the VAT refund request of £798.82.

1. To review and consider expenditure against budget for quarter 3 2024/25

The Council noted the current underspend for 2024/25 and that 58% of budget had been utilised as at 31^st December 2024.

164.

Correspondence

To consider correspondence received and decide upon any necessary actions.

The Council noted recent communications received.