Snape with Thorp Parish Council

Minutes of a meeting of the Parish Council held on Thursday 28 May 2020 at 6.30 pm via Zoom

Present: Councillors John Duck, Liz Watson, Colin Hodges, Richard Poole and Sara Pringle

1. Apologies for absence – Apologies were received from Cllr David Webster

2. Declarations of Interest – There were no declarations of interest.

3. Minutes of the meetings held on 4 December, 19 February, 10 March and 11 May (copies of which had already been circulated) were accepted as a true record. The Chairman would meet with the Clerk to formally sign off the minutes.

4. Matters arising

1. 1. Bridges – Cllr Duck referred to the cancelled Emergency Planning meeting at which it had been intended to raise issues regarding the Marina Bridge which had been the pinch point in the recent past when the village had experienced flooding. It was RESOLVED to raise this with Highways to ask for improvements. Highways had recently responded to a query from the Parish Council regarding the damaged bridge on Ings Lane; they had initially indicated this bridge was not their responsibility but this was later amended to indicate the bridge did fall under their responsibility. It was RESOLVED to write to Highways to ask what their intention was regarding the repair of the bridge.
   2. Highways matters – It was noted that the works recommended in the report following the fatal accident at Kings Kell had been completed recently. It was RESOLVED, however, to ask for the installation of bollards in this area as discussed at the site meeting and to remind NYCC that a petition of around 200 people had sought improvements at this location.

5. Financial Matters
   1. Asset register – the asset register (copies of which has been circulated) was approved
   2. Annual internal audit report for 2019/20 (copy of which had been circulated with the agenda) it was RESOLVED that the Annual Internal Audit Report for 2019/20 included at page 3 of the Annual Governance and Accountability Return be noted
   3. Annual governance statement for 2019/20 (copy of which had been circulated with the agenda) it was RESOLVED that the Council approve Section 1 Annual Governance Statement 2019/20 on page 4 of the Annual Governance and Accountability Return 2018/19. It was further RESOLVED that the document would be signed by the Chairman asap after the meeting.
   4. To approve the annual accounting statement for 2019/20 (copy of which had been circulated with the agenda) it was RESOLVED that the Council approve Section 2 - Accounting Statements 2019/20 on page 5 of the Annual Governance and Accountability Return 2019/2020 It was further RESOLVED that the document would be signed by the Chairman asap after the meeting.
   5. Publication of documents required by the Accounts and Audit Regulations 2015, the Local Audit (Smaller Authorities) Regulations 2015, SI 2020/404 The Accounts and Audit (Coronavirus) (Amendment Regulations 2020 and the Transparency Code for Smaller Authorities (paper circulated with the agenda) – it was RESOLVED that the following documents would be published on the Parish Council’s website:

• Annual Internal Audit Report 2019/20,
• Section 1 – Annual Governance Statement 2019/20,
• Section 2 – Accounting Statements 2019/20,
• Analysis of variances,
• Bank Reconciliation to 31 March 2020
• Notice of the period for the exercise of public rights and other information required by Regulation 15 (2), Accounts and Audit Regulations 2015
  6. Risk register – The risk register (a copy of which had been circulated with the agenda) was discussed. Some information had been missed off the document accidentally so a further copy would be circulated. It was suggested that it should be amended to state that for larger capital expenditure the Council will define the works required including timescale and confirmation of the service to be provided and undertaken before an invoice is paid. In the past the Chairman and a further Councillor had been walking around the village on a six-monthly basis identifying any issues or maintenance required. It was RESOLVED that Cllr Hodges would undertake this with the Chairman.
  7. Receipts and payments since the last meeting (a finance report and reconciliation had been circulated with the agenda)

Receipts Interest - £2.64; HDC Making a difference grant - £2500; VAT repayment £985.62

Payments Sarah Lowe (salary) – £118.90, £86.40, £57.60, £39.70, £68.50, £68.50; Sarah Lowe (expenses) - £38.01, £3.80, £18.28, £5.06; HMRC - £55.60, £41.20; Snape Methodist Church (room hire) - £20.00, £9.00; Hutchinson Fabrications £3417.70; A Whitehead & Associates Ltd - £960.00; L&D Construction £6344.31; Loan repayment £513.37, YLCA (membership) - £134.00; Cardiac Services (2 sets of pads for the defibrillator) - £76.74; Farm and Land Services - £547.20; Zurich Municipal (Insurance premium) - £479.81

Bank accounts as at 19 May 2020

Current account – £7192.62

Deposit account – £2645.95

Deposit account re Institute - £9752.39

1. 8. Hours of work undertaken by the Clerk since the last meeting: it was noted that the Clerk had worked 45 hours and 30 minutes.
   1. Insurance renewal – the Clerk reported that the Annual Show had been cancelled so she had advised the Insurers and they had reduced the premium by £60.

6. Planning applications –

1. 1. The Cart House Snape Castle Mews - Ref. No: 20/00827/FUL – Change of use of one bedroom holiday unit to permanent dwelling. Papers had already been circulated and were considered. There were no objections. It was unclear whether this change of use would mean there would be funds made available to the Council; the Clerk would check with the Planning Department.

1. 2. Bridge House Snape - Ref. No: 20/00948/FUL – Rear first floor extension over existing flat roof – Papers had already been circulated and were considered. There were no objections.

1. 3. Update on any planning matters received since last meeting – The Clerk reported that the HDC Compliance Officer would be communicating with Price’s Pavings as he had observed the site had been operating outside those stipulated on the planning approval.

7. Request by homeowners (Lyme Brook) for the refurbishment of a driveway which crosses the village green – a letter which had been circulated was considered. There were no objections to the proposal outlined in the letter.

8. Other matters
   1. Variegated Maple Tree on the village green – Cllr Poole advised that a resident had requested that the parts of the tree which had reverted to its original form of green be removed as it was spoiling the appearance of the tree. Other members of the Council would view the tree. However, due to financial constraints it was not considered appropriate to remove these sections of the tree which were extensive and would leave the tree looking unbalanced. Cllr Poole would respond to the resident.
   2. HDC Planning Framework – this had been received and circulated to Councillors. It was noted that there was no site allocation in Snape for house building.
   3. Playing Field – the field remained closed due to Coronavirus and would do so until approval was given for parks and play equipment to be fully available for use.

The meeting closed at 7.30 pm