Monthly Meeting (Oct 2015)

1. To receive apologies for absence

2. To receive any declarations of interest under the Parish Council's Code of Conduct

3. To confirm the minutes of the September monthly Parish Council meeting held on 30th September 2015 as a true and correct record

4. Consider / review the following Planning Applications:

4.1 The Rectory, 3 Church Lane, Wheldrake (15/02222/TCA)

• Fell 5no. Sycamore trees in a Conservation Area
• Dated by CYC 2 October 2015
• Comments by 23 October 2015
• Extension requested

4.4 Innisfree Glade, Church Lane, Wheldrake (15/02253/FUL 12)

• Conservatory to rear
• Dated by CYC 13 October 2015
• Comments by 3 November 2015           

5. Review the following planning decisions:

5.1 Felsted, 34 Main Street, Wheldrake (15/02024/TPO)

• Prune Maple Tree protected by tree preservation order
• Dated by CYC 9 September 2015
• Approved by CYC 1 October 2015

5.2 Felsted, 34 Main Street, Wheldrake (15/02051/TCA)

• Fell Conifer tree in a Conservation Area
• Dated by CYC 16 September 2015
• Approved by CYC 1 October 2015

5.3 43 Main Street, Wheldrake (15/01946/TCA)

• Crown lift and reduce tree in a Conservation area
• Dated by CYC 20 August 2015
• Approved by CYC 1 October 2015

5.4 10 Derwent Park, Wheldrake (15/01834/FUL)

• Single storey rear extension (revised scheme)
• Dated by CYC 13 August 2015
• Approved by CYC 8 October 2015

5.5 21 Derwent Park, Wheldrake (15/01354/FUL)  

• First floor side and single storey rear extensions and porch to front
• Dated by CYC 1 July 2015
• Approved by CYC 15 October 2015

5.6 Ingle Cottage, 5 Main Street, Wheldrake (15/01700/LBC)

• Installation of internal damp proof course to ground floor
• Dated by CYC 25 August 2015
• Approved by CYC 21 October 2015

6. Consider and review any Planning Enforcement Issues

6.1 Buffer store outside storage Ref:15/00093/UNTIDY and Ref: 15/00404/UNTIDY

6.2 35 The Cranbrooks, Wheldrake. Permitted development query

7. Consider National or Local Planning Policy

7.1 York Local Plan

7.2 Community Assets

8. Consider and Review Village and Parish Projects:

8.1 Friends of Wheldrake Park Project

8.2 Parish Council website update

8.3 Community Emergency Plan

8.4 Wheldrake Village Hall

9. Consider and Review reports and general matters:

9.1 Police Report

9.2 Parking outside Wheldrake School

9.3 Play Area; Inspection and repairs

9.4 Sandholes Wood update

9.5 Repairs and Maintenance:

9.5.1 Ponding of water at Greengales Court. Reported to Cllr Barton 10.02.14

9.5.2 Pothole on footpath from Main Street to St Helens Rise. Ref:102962461

9.5.3 Ditch clearance on Back Lane South

9.5.4 Grass verge damage caused by bus on Main Street

9.5.5 Verge damage by Yorkshire Water contractor

9.5.6 Hedge maintenance near bench on Back Lane South

9.5.7 Tree work on green area outside 8 Broad Highway

9.6 Village Christmas lights

9.7 Dog fouling / bin relocation on Back Lane South

9.8 SLOW markers

9.9 Litter in the park

9.10 Publication of Draft minutes

9.11 Introduction of 'public time' to meetings

9.12 Dog fouling signage at Wheldrake Woods

9.13 Changes to bus service and use of return tickets

9.14 Report of tractors speeding on Greengales Lane and mounting the kerb

9.15 Heavy goods vehicles using Wheldrake as a cut through to Elvington Industrial Estate       

10. Financial Matters:

10.1 To approve the following accounts for payment;

10.2 Village Maintenance and village grass cutting arrangements

11. Correspondence:

Bus subsidy reduction summary

12. Items for inclusion in the next monthly meeting.

13. To confirm that the Monthly Meeting of the Parish Council is to be held on Wednesday 25th November 2015 at 7pm.

In attendance:

Cllrs. D. Randon (Chair), R. Jordan, R. Arnold, J. Tetzner, A. Harker and C Barber

Ward Cllr S. Mercer

S. Look (Clerk)

1. Apologies

Cllrs N. Cox and P. Hodgson

2. Declarations

Declarations of interest under the Parish Council's Code of Conduct:

• Cllrs Randon, Harker, Arnold and Jordan declared an interest in the WRA
• Cllrs Harker, Tetzner and Arnold declared an interest in Friends of Wheldrake Park

3. Minutes of the Last Meeting

The minutes of the September 2015 monthly Parish Council meeting were read, proposed and seconded as a true and correct record with four abstentions.

4. Planning Applications

4.1 The Rectory, 3 Church Lane, Wheldrake (15/02222/TCA)

• Fell 5no. Sycamore trees in a Conservation Area.
• Dated by CYC 2 October 2015. Comments by 23 October 2015. Extension requested.
• Councillors unanimously agreed that they 'C' do not object to felling 5no. Sycamore trees but would like to recommend that more appropriate manageable species are planted to replace them. 

4.2 12 Innisfree Glade, Church Lane, Wheldrake (15/02253/FUL)

• Conservatory to rear. Dated by CYC 13 October 2015. Comments by 3 November 2015.
• Councillors unanimously agreed that they have non objections to the application.

4.3 6 Hall Close, Wheldrake (15/02411/FUL)

• Single storey rear extension
• Dated by CYC 27 October. Comments by 17 November 2015. Councillors unanimously agreed not to object to the application but wish CYC Officers to seek clarification of the roof materials and brickwork.

5. Review the following planning decisions

5.1 Felsted, 34 Main Street, Wheldrake (15/02024/TPO)

• Prune Maple Tree protected by tree preservation order.

• Dated by CYC 9 September 2015. Approved by CYC 1 October 2015. Noted

5.2 Felsted, 34 Main Street, Wheldrake (15/02051/TCA)

• Fell Conifer tree in a Conservation Area
• Dated by CYC 16 September 2015. Approved by CYC 1 October 2015. Noted

5.3 43 Main Street, Wheldrake (15/01946/TCA)

• Crown lift and reduce tree in a Conservation area
• Dated by CYC 20 August 2015. Approved by CYC 1 October 2015. Noted

5.4 10 Derwent Park, Wheldrake (15/01834/FUL)

• Single storey rear extension (revised scheme)
• Dated by CYC 13 August 2015. Approved by CYC 8 October 2015, Noted 

5.5 21 Derwent Park, Wheldrake (15/01354/FUL)

• First floor side and single storey rear extensions and porch to front
• Dated by CYC 1 July 2015. Approved by CYC 15 October 2015. Noted

5.6 Ingle Cottage, 5 Main Street, Wheldrake (15/01700/LBC)

• Installation of internal damp proof course to ground floor
• Dated by CYC 25 August 2015. Approved by CYC 21 October 2015. Noted

6. Consider and Review any Planning Enforcement Issues

6.1 Buffer store outside storage Ref:15/00093/UNTIDY and Ref: 15/00404/UNTIDY

The Parish Council have raised concerns with the CYC planning enforcement team regarding the shipping containers and pallets being stored at the buffer store depot.

The Parish Council have provided copies of the original plans to CYC explaining that in the original conditions no outside storage is permitted and a car turning space must be provided free from obstructions. CYC are continuing with their investigations. Concerns raised that cars are being parked in the road rather than in the car parks.

6.2 Extension at 35 The Cranbrooks, Wheldrake

Permitted development query. CYC have confirmed that they have visited the site and the dormer is within permitted development limits and therefore no planning permission is required. The provision of a Juliet Balcony to the rear is also permitted development. The CYC Officer also reported that as it is within permitted development there is no requirement to notify the Local Planning Authority or neighbouring properties. There is a technical breach in that the windows, below 1.7m from floor level, have not been fixed shut, but this should have been rectified by now.   

Cllr Randon presented historic documents from Julian Sturdy MP in relation to permitted development and it was resolved that an investigation into the matter is opened.

7. National and Local Planning Policy

7.1. York Local Plan

Ward Cllr Mercer attended a meeting earlier this month which involved an update on the Minerals and Waste Local Plan. The Local Plan will be discussed further in a December meeting.

7.2 Community Assets

Clerk to submit further details to CYC in relation to the reasons why each proposed site is nominated. Cllr Tetzner to write a proposal. It was resolved that the pub is added to the list.

8. Village and Parish Projects

8.1 Friends of Wheldrake Park Project

No further updates at this time. Adjourn until next meeting.

8.2 Parish Council Website Update

Cllr Harker to set up access so that Clerk can make amendments to the site and add documents. 383 visits to the site this month. Draft minutes are now added to the Parish Council website prior to the being approved by Councillors. Clerk to apply for funding from NALC for a Parish Council laptop and projector. 

8.3 Community Emergency Plan

Cllrs agreed that feedback is needed from residents which will be done in November. Cllr Tetzner to follow up. Cllr Mercer is getting a copy of Elvington Plan as an example.

8.4 Wheldrake Village Hall

WRA AGM was held on 19 October 2015. It was agreed that work to shore-up the damaged roof and walls should go ahead as soon as practicable, this will involve the following ‘emergency’ work on the Village Hall: Fit protective boarding and membrane to the main room and lounge floors. Erect a support system in the main room to minimise the risk of major collapse and enable the existing structure to be stabilised and erect a scaffolding and support system at the outside of the west gable end to minimise the risk of collapse. Remaining quotes should be received shortly including peripherals like ceilings etc. so the work will start soon.

Funding update presented by Cllr Harker: Should have reached the initial target of £60,000 by the end of the month. Grant applications have been submitted. The Phase Two application to Sports England needs to be completed by the Parish Council as the land owners. Ward funding of £1573 is also going to be donated.

The corrugated barriers have been put in place to prevent people going near the site. Councillors thanked Cllr Mercer for organising and helping with this.  It was reported that the Defibrillator is still accessible and will be throughout the works. 

9. Reports and General Matters                         

9.1 Police Report

Crimes

1st October: Theft from barn at Gothic Farm.

4th October: Wood chipper stolen from Benjy Lane, two vehicles damaged. 4 people have been arrested by the Regional Crime Team. Persons were found to be out of York area.

6 October: Sexual offence reported, no concerns for anyone else in the public, reported offence is 'online'.

11th October: Commercial burglary at Village Green Preserves.

It was reported to Councillors that a property on Main Street (within the Conservation Area) has got CCTV facing onto the public highway. Footage published online with images of children. Concerns about safeguarding and data protection. Resolved to query with PCSO. 

9.2 Parking outside Wheldrake School

An order has been raised to repaint the zig zags outside the school so it is in the system and parking restrictions opposite the school.  Clerk to contact CYC to ascertain timescales.

9.3 Play Area

Inspection and repairs. Concerns about the amount of litter in the park. Resolved to go down the education route and encourage the children to pick up litter. Councillors agreed to a poster competition for Wheldrake School Pupils with book token prizes. One winner will get their design published on a sign to be displayed at the park. Clerk to organise. Councillors agreed to cover costs of £25 book token and approx £40 towards signage.

Request to move one of the benches. Agreed that the wooden bench can be moved but the concrete one must remain in place as it may become unstable. 

9.4 Sandholes Wood Update

Cllr Hodgson absent. Resolved to adjourn until next meeting.

9.5 Repairs and Maintenance

9.5.1 Ponding of Water at Greengales Court

Reported to Cllr Barton 10.02.14. No progress. Cllr Mercer to follow up.

9.5.2 Pothole on Footpath (from Main Street to St Helens Rise)

Ref: 102962461. Reported to CYC some time ago. Has been chased up. Still outstanding.

9.5.3 Ditch Clearance on Back Lane South

Clerk has contacted CYC to ascertain who is responsible for the ditch clearance on the stretch from Newlands to the unadopted road. Dave Meigh from CYC is investigating it. A local resident has also contacted him. Clerk to follow up.

9.5.4 Grass Verge Damage Caused by Bus on Main Street

Cllr Randon witnessed a bus mounting the pavement causing damage to the verge. Work has now been carried out to rectify this and a claim is to be submitted to Transdev.

9.5.5 Damage to the Verge Immediately East of the Village Sign on Church Lane

A deep depression has developed where some work had been carried out by Yorkshire Water contractors. Clerk has contacted Yorkshire Water who have now rectified the damage. Cllr Randon to inspect repairs.

9.5.6 Hedge Maintenance on Back Lane South near Bench

Farmer has agreed to reduce height of hedge when crops are out of the field.

9.5.7 Tree Work on Green Outside 8 Broad highway

Highways will not take responsibility for this tree as it is not causing an obstruction to the highway. Clerk has forwarded query to Dan Calvert at CYC to investigate. 

9.6 Village Christmas Lights

David Dick has agreed to put the lights up again this year. A request has been made not to site the flashing ones too close to the Woodhouse on Main Street which he has agreed to do. A request to erect the lights at an earlier time to coincide with the Rocking Rudolph and other Christmas events in the village on 6th December has been declined due to prior engagements. The lights will be put up sometime after 12th December.

9.7 Dog Fouling / Bin Relocation on Back Lane South

No progress on the replacement lid or the relocation of the second bin. Clerk to follow up.

9.8 SLOW Markers to be Repainted on Broad Highway

Still no progress. No further progress on the speed restriction proposals for Greengales Lane. Clerk to follow up.

9.9 Publication of Draft Minutes

Cllr Barber attended a YLCA branch meeting. Councillors at the YLCA meeting were unsupportive of publishing draft minutes. However according to YLCA they advised that it is good practice to circulate the draft minutes no later than 10 working days after the meeting. It is acceptable for the draft minutes to be published but to remember they do not become valid minutes until after the next meeting. Minutes in draft form should therefore record that fact clearly e.g by using a 'draft' watermark.

9.10 Introduction of 'Public Time' to Meetings

It was resolved that public time will be added to the agenda as item 4. Parishioners wishing to speak must be informed that they have three minutes to speak and should inform the clerk in advance of the meeting. All in favour of adopting this new procedure.

9.11 Dog Fouling Signage at Wheldrake Woods

New temporary signs have been put up and the problem seems to have improved.

9.12 Changes to Bus Service and use of return tickets

There has been a change in the timetable for number 36 (posted up at Merchantgate). There are also changes to bus stops at Merchantgate and Piccadilly but these do not affect the 18 and 36 which start there as before. The principal reasons for the change to times are firstly to more easily accommodate the quantity of buses passing through Piccadilly / Mechantgate and secondly to make the timetable more efficient than it has been to date.  

Some residents have reported that some drivers refuse return tickets if they are not with the same operator. The bus company needs to know exact routes and times of this incidents if he is to take it further. 

9.13 Report of Tractors Speeding on Greengales Lane and Mounting the Kerb

Reported to PCSO and he is going to look at during patrols. 

9.14 Heavy Goods Vehicles using Wheldrake as a cut through to Elvington Industrial Estate.

This cannot be investigated without evidence. Signage is in place approaching the village advising regulations. 

10. Financial Matters

10.1 To approve the following accounts for payment:

RESOLVED that the listed expenditure was proposed, seconded and unanimously agreed. 

Clerk to issue a statement in the Parish News advising residents that the Budget Meeting will be held on Monday 14th December 2015, 7pm in Church Cottage.  The matter for debate will be the precept which will be discussed in relation to raising the application figure to support the village hall project.

Clerk to chase up CYC for the remaining section 106 money.

10.2 Village Maintenance

It was reported that there is a possibility that grass cutting and maintenance may be transferred over the Parish. No official information has been received. Councillors would like to see figures in order to prepare for 2016/17 budget.  The contract will then need to go out to tender.

11. Correspondence

11.1 Bus Subsidy Reduction Summary

This has no impact on Wheldrake services.

12. Next Monthly Meeting and AOB

• Review Sports England Grant application
• Grants
• To confirm that the Monthly Meeting of the Parish Council is to be held on Wednesday 25th November 2015 at 7pm.