MINUTES OF THE PARISH COUNCIL MEETING

                                                    Thursday  16^th April 2020

This was the first meeting held remotely via the Skype videoconferencing software, in accordance with the Government’s advice and legislation arising from the Covid-19 restrictions.

PRESENT: ChairmanN MacDermid, Councillors T Martin (Vice Chairman), A Dewsnip, C Dickinson, J Locke and S Riley. In attendance, M Richards (Clerk) NYCC/HBC Cllr A Paraskos and 2 residents.

1.  Apologies: There were no apologies for absence.

2. Declaration of Interest and Notification of changes in the Members’  
    Register of Interest: None.      
3  Public Participation session: No matters arising. 

 4. Minutes of the meeting held on 12^th March 2020: Councillor Martin proposed the minutes to be a correct record, seconded by Councillor Dewsnip.  The  Chairman then duly signed the minutes (to be scanned and forwarded to the clerk).

5. Chairman’s communications
    There were no communications to the Chairman which are not addressed    
    elsewhere in the agenda.
 6. Clerk’s correspondence received.
    The clerk referred to an email he had received from a company offering  
    support in responding to planning applications and formulating professionally
    prepared objections where appropriate. Councillors considered but thought
    that, as the Parish Council is only a consultee (although with the right to object)
    about planning applications, unless there is a contentious application with
    potentially major negative implications for the Parish, the cost of this service
    (£750 per submission) could not be justified.  

      7.  Finance.
          a) 2020/21 Budget statement. Councillors discussed the budget statement,
          which had been previously circulated. Councillors agreed the detail of the
          income and expenditure headings but asked for additional analysis of the
          actual ongoing position for Follifields. The clerk agreed to incorporate this
          requirement for future statements. The Chairman suggested that the inclusion
          of a monthly cumulative comparison of actual against budget would provide
          greater clarity and enable better oversight by councillors. He agreed to amend
          the spreadsheet accordingly.
          b) Councillors approved the items of expenditure included in the budget
          statement.

            Clerk’s salary (March) – £286.76
            PAYE – £71.69
            Insurance premium (BHIB) – £428.89 (BUT to be paid in May)

YLCA annual subscription – £300
Grass cutting – Follifields – S Bush – £72.50

Village Handyman March Maintenance – £180.00

c) The clerk had previously circulated the Annual Accounts Statement. Councillors sought clarification on a number of minor points and then approved the Accounts. The clerk explained that the Parish Council would not have to submit the AGAR (Annual Governance and Accountability Return) to the external auditor, as the Parish Council’s turnover is below the £25,000 limit. A Certificate of Exemption will however, need to be submitted. In addition, the full AGAR and associated documents do need to be completed and displayed on the Council’s website.  All documents will be available for approval and certification at the May meeting.
d) Internal Audit report. The Chairman went through the internal auditor’s report which had been circulated previously. He outlined the scope and work undertaken. The overall conclusion was that the 2019/20 accounts are in accordance with the underlying records and appropriate systems of control have been applied. The internal auditor did recommend that, as the Parish Council is required to publish its accounts, it would be appropriate for him to carry out a specific review as specified in the Annual Internal Audit Report section of the AGAR. Councillors agreed.

The meeting adjourned at 7.58 to allow all “present” to take part in “Clap for the NHS” and re-commenced at 8.05.

     8.    Maintenance            a) A revised quotation from Playscheme for repairing the “pegs” on the
           springers had been received, and all councillors still considered the amount to
           be excessive, not recognising the points made by the clerk regarding the
           unsatisfactory nature of the pegs assembly and the fact of unsatisfactory
           repairs being carried out in the past. The clerk will contact Playscheme’s
           Managing Director stressing these points, reminding him of the
           substantial sums spent with Playscheme for the Follifields project.

     9.     Covid-19

        The Neighbourhood Watch Co-ordinator had circulated a document “Wash
        your hands of Coronavirus scams” Councillors acknowledged and were
        pleased to note that the document had been placed on the website and
        notice boards, warning the public of the current scams associated with
        coronavirus.
10.     Planning:
         a)  Applications Received
           i) 29/00846/FUL – Single storey extension to house. Conversion of
           outbuilding to form home office and gym with associated external works.
           Hilltop House  Pannal Road Follifoot HG3 1DR.
          ii) 20/00847/LB – Single storey extension to house. Part demolition and

          replacement of walls, new and replacement gates and railings. Conversion

          of outbuilding to include stair enclosure, flue pipe, insertion of windows and

          bi-fold doors and associated internal alterations. – Hilltop House.

          Councillors discussed all aspects of the applications, with clarifying input

          from the owner (who was in attendance) He confirmed that some

          landscaping work would be carried out to level off some areas and that the

          boundary fencing would be reinstated. In response to a question he also

          confirmed that there would be new, slightly higher entrance gate posts but

          not with electric gates. Councillor Martin affirmed that it was always the

          intention of the Parish Council to support developments which could be

          seen to be in keeping with the overall village environment and he saw no

          reason to go against that principle in this case. Councillor Dewsnip

          endorsed that statement with the comment that the current owners had

          always been diligent in following that principle in previous alterations.

          Councillors resolved to support the applications.

          iii) 20/01206/FUL – Erection of 2 no. single storey extensions, attached

          garage and conversion of existing garage to habitable accommodation.

          Alterations to fenestration – Hollybush, 6 Pellentine Road Follifoot HG3 1EB

          Councillors discussed and could see no reason to object to this application

          although it was felt that the planning authority may have some issues with

          the flat roof and may prefer substitution of a pitched roof? In any event,

          councillors agreed to support the application.

        b) Decisions notified – 20/00505/FUL – Erection of 2 storey extension and

          detached garage – Fence End, 4 Hillside, Follifoot, HG3 1EF. The Chairman

          noted the decision, which was in accordance with the Parish Council’s

          response but was disappointed to see that the comments made by the

          Parish Council in response re the inaccurate description of the location as

          “urban” rather than “rural” and that there was no proximity to water or trees

          – both incorrect, plus the inadequate bat survey, all appeared to have been

          ignored.

        There being no other business, the meeting closed at 8.40.

Date of next Meeting: : – to be held remotely, unless Government restrictions change 14th May 2020 at 7.30pm,