FOFWRAP

fofwrap
FOFWRAP – Friends of Follifoot Wildlife, Recreation and Play

A committee has been working on developing a new area now called FOLLIFIELDS in the village for people of all ages to relax, play and exercise. Ideas being considered include children’s play equipment, a wildlife trail, multi-use sports area and outdoor gym equipment.

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Any comments or feedback, please e-mail fofwrap@gmail.com.

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FOLLIFIELDS PLANSFollifields Community Design Final Sheet FOFWRAP

Design 6558 - Area Development E-page-001

Design 6558 - Area Development E-page-002

MINUTES OF MEETINGS

AGM

Meeting: AGM Thursday 06 July 2017, Follifoot Village Hall
Present: Jennifer Atkins (JA), Samantha Gallimore (SG), Laura Hartley (LH), Nigel MacDermid (NM), Ceris Sladdin (CS)

Also in attendance were 3 Follifoot residents
Apologies: Pia Cox (PC)
1. Welcome
SG, Chair, warmly welcomed those who had attended and introduced each member of the committee.
2. Report from Chair
SG proceeded to read out a copy of the Chair’s report under the broad headings of: Site Layout Design; Consultation; Planning; Lease; Funding; Landscaping
A full copy of the report in included in Appendix 1 to these minutes.
3. Report from Treasurer
JA, Treasurer, confirmed a balance of £16,366.19 in the FOFWRAP bank account. The balance at the AGM 2016 was £1882.50. The increase in funds was attributed to two successful community fundraising events together with donations from companies, individuals and charitable trusts.
A copy of the Annual Accounts (year ended 31 May 2017) in included in Appendix 2 to these minutes.
4. Appointment of Committee
CS proposed SG to remain as Chairperson. NM seconded the proposal. There being no objections, SG was duly elected as Chairperson.
SG proposed CS to continue as Secretary. Richard Snoxall seconded the proposal. There being no objections, CS was duly elected as Secretary.
CS proposed JA to continue as Treasurer. NM seconded the proposal. There being no objections, JA was duly elected as Treasurer.
PC, LH and NM agreed to remain in their Committee positions.
5. Any other business
Richard Snoxall remarked that Harrogate Rotary may be interested in contributing to the project and that any grant given may be matched by District Rotary. Richard asked whether the committee could demonstrate value for money suggesting that £70,000 for a playground was a large amount for a village with less than 100 children. CS replied that the children’s playground was only one phase of the project, taking up approximately half of the budget, and the project as a whole has been purposefully designed to benefit people of all ages within the community.
6. Date of next AGM
June 2018

APPENDIX 1
FOFWRAP – Annual General Meeting
6th July 2017
Chair’s Report

There has been lots of activity in the last year and the project is building real momentum.
Site Layout Design
Last Summer the group put out the design, supply and installation of the recreation area to tender. Three companies took part in the tender process.
Each company was graded against the same pre-agreed criteria and a score was formulated. At the end of the process Playscheme was identified as the preferred supplier. This was primarily for the following reasons:
• The Playscheme design offered best value for money
• The style of equipment, predominantly timber, was most sympathetic to the site and the surrounding rural area
• The overall design made best use of the site
• The equipment would appeal to the widest range of ages and abilities
• The equipment quality is high and comes with comprehensive warranties
• The company scored highly in the due diligence exercise
• The company offer a maintenance and after-care package
In summary, Playscheme scored most highly as the Committee felt their design was the most creative and offered the greatest opportunity for play across all ages and abilities. Playscheme had clearly read and understood the brief and had covered all aspects in their tender including provision for a kick-about area and a wildlife area in addition to the playground.
Consultation
The proposed site design was presented to the village on 4th September and positive feedback was received. The development of the site will be a phased approach, starting with establishing the playground facility followed by the wildlife area and then the ball sports area. The development of the site will be driven by available funds.
During the design process the recreational area has been given the name of ‘Follifields’.
Planning
FOFWRAP received notification from Harrogate Borough Council that our planning application had been successful on 23rd November 2016. This application included change of use from agricultural to recreational and full planning for the installation of playground equipment.
Two planning conditions were contained in the notification that required further follow up. These were the submission of a detailed landscaping design and an environmental report, both of which have been provided and we await final confirmation from Harrogate Borough Council before any works on site can commence.
Lease
A 75-year lease has been agreed and completed between Follifoot with Plompton Parish Council and Rudding Park Estates Ltd for a peppercorn rent of £10 per annum. The Lease completed on 18th January 2017 and has an effective date of 1st January 2017.
Funding
Planning approval enabled the group to apply for grant funding. The group have identified the primary source of funding could come from WREN landfill community fund. As part of this process we required a Contributing Third Party to provide 10.5% of the overall donation. Rudding Park Hotel and the Parish Council kindly offered to fulfill this role, which the group appreciates very much.
The WREN application was submitted in February 2017 requesting £36,731 to fund phase 1 which is the playground facility. FOFWRAP recently received confirmation that we have successfully been awarded the full amount from WREN. This is a major milestone for the group and enables the site to be developed.
In addition to the grant funding applications, the group has produced a Funding Information Pack that has been sent out to a targeted mailing list made up of local businesses in the area and local charities in January. We have received appx £10,000 in donations in response to our mailing which we see as an extremely positive result.
We have held two fundraising events. Our annual Indian pop up restaurant in November raised £1200 and a wine tasting event in March that raised £600 profit with £600 in private donations on the night.
The total fundraising amount as per the end of May 2017 was £17,414.
Landscaping
Following a review of the design brief last year, the group appointed a new landscape architect sourced through Leeds Beckett University. A design based on ‘infinite’ play has been produced using the natural landform of the site introducing plant species that will encourage biodiversity. Soil samples have been taken to understand the PH levels and what plant life would be suitable for the soil type.
The land has been ploughed and grass seeded in preparation for the site to be developed at the end of the summer.

APPENDIX 2
Friends of Follifoot Wildlife, Recreation and Play (‘FOFWRAP’)

Year ended 31 May 2017

Annual Accounts

Statement of Income and expenses

for year ended 31 May 2017

£
£

Fundraising events

2,286.07

Donations – individuals

6,080.00

Donations – corporate

1,000.00

Donations – charitable bodies

7,000.00

Other donations

1,048.52

17,414.59

Legal and professional fees

– 2,236.40

Fees for informative events

– 531.25

Costs for fundraisings events

– 124.00

Sundry expenses

– 59.25

– 2,950.90

Income less expenses

14,463.69

Statement of Financial Position

as at 31 May 2017

Bank account – Barclays bank

16,346.19
1,882.50

Increase in bank balance

14,463.69

 

 

Meeting: Thursday 6th July 2017, Harewood Arms, 8.00pm
1. Present: Jen Atkins (JA), Pia Cox (PC), Sam Gallimore (SG), Laura Hartley (LH), Nigel MacDermid (NM), Ceris Sladdin (CS)
2. Apologies: Pia Cox (PC)
3. Approve minutes of last meeting
The minutes of the last meeting were approved and signed.
4. Review of roles and responsibilities
LH suggested post AGM would be a good opportunity to review the roles and responsibilities of each member of the committee. After discussion the following roles were agreed:
LH – marketing and communication including newsletters and social media going forward; events co-ordinator including event publicity; liaison with contractors; additional overseer of finances
JA (Treasurer) – accounts, finances and online banking; increased role in funding
NM – represent PC at meetings; update PC on project progress; monitor compliance with Local Government regulations; official signatory to contracts; support community fundraising including procurement of items
CS (Secretary) – preparation and circulation of Agenda and Minutes; general correspondence; funding including applications and maintaining funding database; online banking
PC – liaison with Playscheme; liaison with school children; liaison with community; public speaking
SG (Chair) – project manager including responsibility for project plan; spokesperson for FOFWRAP (with assistance from PC); liaison with Playscheme; liaison with Mark Mackaness; liaison with Jay (landscape designer); tenders, quotes and contracts
Action: JA to add LH as an additional signatory to the bank account
5. Financial update
As per the update given in the AGM immediately prior to this meeting
6. Planning update
a) Environmental Report – advice received from Harrogate Planning department indicates report submitted by ARC is not sufficient as it relies on historical maps and samples. A full contamination report would cost £1,700. Committee agreed that although Harrogate had initially suggested such a detailed report would not be necessary, if this is now a requirement it will have to be fulfilled.
Action: SG to try and negotiate a reduced fee with ARC
Action: SG to instruct ARC to proceed with full contamination report
Action: SG to liaise with HBC to ensure planning conditions met for 4th Sept
7. Funding update
a) WREN – SG confirmed she is continuing to work with Stef Hincliffe to fulfil the conditions of the WREN offer. The issue of VAT still needs to be resolved.
b) Other funding opportunities – JA confirmed she has submitted a form to ASDA to be nominated as their chosen community group. JA was advised there was a backlog of groups wishing to be nominated.
The deadline for the North Yorkshire Police funding has been missed but a new funding window opens in September. JA agreed to apply once the new funding round has started.
CS reported the majority of the Sport England application has been completed. A precise quote for the extension to the breedon gravel path is still required.
CS confirmed she has started an application to the Harrogate Borough Council small grants scheme but is awaiting input from SG. As projects need to commence after 18th September it was agreed to create a mini-project out of the ball-sports area and ask HBC to fund the goalposts and seating.
CS suggested asking for funding from the North Yorkshire County Councillor Locality Budget to cover the cost of fencing.
Action: SG to obtain quote from Playscheme for a figure-8 extension to the gravel pathway
Action: SG to obtain quote from Playscheme for goalposts and seating
Action: SG to liaise with CS over HBC application (deadline 17th July)
Action: CS to complete and submit Sport England application
Action: CS to contact Andy Paraskos about an application to the Locality Budget
Action: JA to monitor NY Police funding
8. Playscheme – report of meeting
SG reported on a very positive meeting held with Playscheme following the WREN award. SG sensed a lot of goodwill from Playscheme with regards the project. Playscheme commended the group on their achievements so far.
Playscheme have given FOFWRAP a start date of 4th September with a suggested implementation time of 2 weeks.
NM reminded committee that any order or decision to employ contractors needs to be signed-off by Parish Council.
CS confirmed she has received an updated version of the plan which incorporates Jay’s landscaping scheme.
Action: SG to follow-up Playscheme order form which still needs to be signed
Action: NM to recommend signing of Playscheme order form to Parish Council
9. Liaison with local children
CS reported she had accompanied PC to Follifoot School on Monday 3rd July to talk to the school children and launch the children’s drawing competition. PC spoke to all 3 classes and asked each to discuss and make suggestions for a Code of Conduct. Entries for the drawing competition are due in by Friday 14th July.
PC has also pencilled in a date of Wednesday 19th July to invite children and teenagers to the site.
Action: PC to design poster to publicise drawing competition to the wider village
Action: PC to design poster to invite children to the site on 19th July
10. Seating/bins
SG has obtained quotes from Playscheme for a variety of seating options. These have been circulated around the committee.
NM confirmed he has already spoken to his contact at Marshalls with details of our requirements for memorial benches.
LH suggested a poster to publicise memorial benches in order to attract donations.
Action: NM to obtain picture of memorial bench from Marshalls and pass to LH
Action: LH to produce poster to advertise memorial benches
Action: NM to obtain quote for supply and installation of litter bin from Marshalls
11. AOB
a) Length of meetings – LH suggested allocating agenda items to specific committee members in an attempt to keep meetings more focused.
Action: CS to implement new style of agenda going forward
b) Stone-picking – during visits to the site SG has become aware of a large number of stones present within the grass. It was agreed that ideally these stones need to be removed. It was suggested the committee could organise some stone-picking days.
Action: SG to speak to Playscheme to see if removed stones could be used for hardcore
c) Notice board – potential designs for the notice board were discussed together with the wording. It was agreed the site should be used during ‘daylight hours only’. The logos of the main sponsors will be included together with a general thank you to all those who have helped and contributed to the project. The Parish Council e-mail address will be listed as the point of contact.
12. Date of next meeting
The next meeting will be on Thursday 10th August, Harewood Arms, 8pm.
Meeting: Thursday 8th June 2017, Nigel’s, 7.30pm

1. Present: Jen Atkins (JA), Pia Cox (PC), Sam Gallimore (SG), Laura Hartley (LH), Stephanie Hinchcliffe (SH), Nigel MacDermid (NM), Tony Martin (TM), Ceris Sladdin (CS)
2. Apologies: None
This was an informal meeting to celebrate the success of the WREN application.
3. WREN application
SG confirmed that FOFWRAP has been awarded the full £36,731 requested from WREN.
TM warmly thanked the committee for all their hard work in getting the project to this point.
The Third Party Contributor (TPC) has confirmed they have received a request for their donation and this has been provided in the form of a cheque. The Parish Council have agreed to pay the remainder of the TPC. FOFWRAP will reimburse the Parish Council with a donation from their funds.
Action: SG to liaise with SH to complete the necessary WREN paperwork
Action: LH to produce publicity material in accordance with WREN’s instructions
Action: LH to set up Follifields Facebook page and Twitter account
Action: LH to brief Jo Andrade on designs for a Follifields logo
Action: PC, SG and LH to liaise with Playscheme over placing order for equipment
Action: JA to authorise donation of money to Parish Council
4. School children liaison
PC reported she has spoken to headteacher Mr Griffiths with regards involving school children in drawing up a code of conduct for the recreation area. PC also suggested running a competition to involve children drawing appropriate designs that could be incorporated into a border for the notice board. After discussion it was decided to open up this competition to all children in the village.
PC has also spoken to John Danby from Playscheme who has agreed for a small group of children to visit the Playscheme factory in York to see play equipment being made.
Action: PC/CS to manage competition and school liaison
5. Planning
SG confirmed that the wildlife and planting scheme has been submitted to Harrogate Planning Department in fulfilment of the planning conditions for the site. A response is expected in around 8 weeks time.
6. Funding
Further money has come in this month from Persimmon Homes, Bettys and Taylors, Rudding Park Hotel and Waitrose. Together with the WREN money JA estimated around £55,000 has so far been raised.
CS confirmed she has applied to the Tesco Bags for All scheme for £4,000 towards a Fairy Bridge Tower. It could take up to 6 months to get a response.
CS has begun working on an application to Harrogate Borough Council Small Grants Scheme. It was agreed to request money for fencing and goal posts.
CS has almost completed the application to Sport England Community Asset Fund. It was agreed to request £13,000 to extend the pathway around the site.
CS remarked that the North Yorkshire County Council Locality Budget should be open for applications via Councillor Andy Paraskos. It was agreed to ask for a contribution towards picnic benches.
Action: CS to complete and submit funding applications with assistance from SG where necessary.
7. AGM
CS reminded committee that the FOFWRAP AGM is due to take place in June. JA agreed to check availability of the village hall. Possible dates are Tuesday 27th June or Thursday 6th July.
Action: JA to book Village Hall subject to availability
Action: CS to produce poster giving notice of AGM once a date has been confirmed.
8. Date of next meeting
The next meeting will be the AGM, date to be confirmed. A FOFWRAP committee meeting will take place immediately afterwards.

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Meeting: Monday 24th April 2017, Harewood Arms, 8.00pm

1. Present: Sam Gallimore (SG), Laura Hartley (LH), Nigel MacDermid (NM), Ceris Sladdin (CS)
2. Apologies: Jen Atkins (JA), Pia Cox (PC)
3. Approve minutes of last meeting
The minutes of the last meeting were approved and signed.
4.Finance
a) Financial Update – As a result of JA’s absence no financial update was given.
b) Other financial matters – NG passed on a cheque for £200 for SG to pass to JA.
CS confirmed she had spoken to CNG about the missing £1,000 donation and had been assured it would be received in a matter of days.
SG has received an invoice for £37.80 for the soil sample analysis.
Action: CS to check bank account to see if CNG donation has been received
Action: SG to pass soil invoice to JA
Action: JA to arrange payment of invoice
Action: JA to bank £200 cheque
5. Wildlife Area
a) Final design – SG circulated copies of the final design produced by Jay Rayner. Further information is necessary regarding specific tree heights and species but Jay will provide these. NG queried whether ‘mixed planting’ offers sufficient enough detail to satisfy planning and whether it would be possible to differentiate between new and existing trees.
All agreed Jay had put in an enormous amount of effort and were particularly impressed with the results especially given the tight timescale.
Action: SG to provide feedback to Jay
Action: SG to complete and submit planning conditions document
b) Contamination Report – SG confirmed Tony Martin has obtained the contamination report from ARC. This has cost c£300-£400. The invoice will be sent to the Parish Council whom FOFWRAP will later reimburse with a donation. Thanks were given to Tony for his help with this matter.
Action: SG to attach report to the planning conditions document

6. Ploughing/re-seeding
SG informed the committee of the difficulty in obtaining quotes from contractors willing to undertake the work. The decision was made for FOFWRAP to instruct Jubilee Mills who had come in with the initial quote. From conversations SG had with other contractors this was thought to be a fair and reasonable price.
Action: SG to instruct Jubilee Mills to plough and re-seed the site
Action: CS to draft and distribute letter to nearby residents once work is due to commence
7. Funding update
a) Update on other funding opportunities – CS reported that as a result of a letter sent to Waitrose in October 2016 FOFWRAP has been selected for the Green Token scheme during the month of May.
NM queried whether the County Councillor budget would re-open for applications for the new financial year. After discussion it was agreed to contact the new County Councillor after the May elections. It is understood John Savage will not be standing.
CS confirmed she has applied to Persimmon for £1,000.
Action: CS to apply to Tesco Bags of Help and Sport England Community Asset Fund
Action: JA to liaise with Angela Smith at ASDA regarding the ASDA Foundation
Action: JA to apply for funding from the North Yorkshire Police Scheme and the North Yorkshire Community Fund
Action: SG to post notice of Waitrose Green Token nomination on Facebook
Action: ALL to shop at Waitrose!!
8. Seating/bins
Information has been received from Playscheme regarding seating/bench options. This will be considered at a later date with the information previously provided by Tony Martin.
Action: NM to speak to his contact at Marshalls on the matter of seating
9. Fencing
SG confirmed she now has 4 comparative quotes for fencing. A discussion took place and the tender criteria was agreed by which to rank the quotes.
NM agreed to put the winning bidder forward to the Parish Council for selection. The Parish Council have agreed to place the order for the fencing. FOFWRAP have agreed to reimburse Parish Council with a donation.
Action: SG to complete the tender evaluation matrix in time for the next Council meeting
10. AOB
SG reported she had attended the Parish Council AGM on behalf of FOFWRAP and had provided an overview of achievements so far.
11. Date of next meeting
The next meeting will provisionally take place on Tuesday May 30th at 8.00pm, Harewood Arms. This may be subject to change pending the decision from WREN.

Meeting: Monday 3rd April 2017, Radcliffe Arms, 8.00pm

1. Present: Jen Atkins (JA), Sam Gallimore (SG), Laura Hartley (LH), Tony Martin (TM), Jay Rayner (JR), Ceris Sladdin (CS)
2. Apologies: Pia Cox (PC), Nigel MacDermid (NM)
3. Approve minutes of last meeting
The minutes of the last meeting were approved and signed.
4. Financial Update
JA confirmed that a number of cheques have been paid in bringing the current balance to £13,073. The promised £1,000 from CNG is still outstanding.
CS reported she had emptied the Shop collecting tin which contained a total of £47.20.
SG passed the Radcliffe Arms collecting tin to JA as this is understood to include a donation from the quiz night.
Action: CS to follow up missing £1,000 with CNG
Action: JA to total up Radcliffe collecting tin
5. Ploughing/re-seeding
SG has obtained a quote for ploughing and re-seeding the site from the agricultural contractor used by Rudding Park Estates (RPE). This amounts to £1,600 + vat. Additional quotes have been sought from Skeltons, Heslops and another local contractor.
All agreed to proceed with ploughing/re-seeding the site prior to knowing the outcome of the WREN application.
SG has requested the necessary equipment to take a soil sample from the site. This will cost £15. All agreed the expenditure for this procedure.
Action: SG to follow up quotes from contractors
6. Wildlife Area
a) Presentation of landscaping scheme – SG introduced Jay Rayner (JR) to the committee. JR is currently a student at Leeds Beckett University studying Landscape Architecture.
JR presented his scheme for the site. This included landscaping of the entire site with sweeping figure of eight paths, focal specimen trees, seating and wildflower areas. A discussion took place around the design and feedback was provided. All were impressed with the amount of thought and detail that had been put into the scheme and thanks were given.
SG suggested the finalised scheme needs to be submitted to Harrogate Planning Department by 17th April in order for work to start on the site this Summer. The design will need to include details of species, density of planting and expected tree height.
Action: JR to modify design to take account of feedback and include the detail necessary to satisfy the planning conditions.
b) Contamination Report – TM confirmed that the deadline of 15th April has been given to the firm providing the contamination report and he is confident they will deliver.
Action: TM to follow up report

7. Funding update
a) Other funding opportunities – CS stressed the need to continue investigating other funding avenues whilst awaiting the outcome of the WREN application.
SG remarked some local children had offered to do a sponsored car wash to help raise funds.
Action: CS to apply to Tesco Bags of Help, Sport England Community Asset Fund and Persimmon
Action: LH to submit form to Waitrose
Action: JA to liaise with Angela Smith, Community Champion at ASDA regarding the ASDA Foundation.
Action: JA to apply for funding from the North Yorkshire Police Scheme and the North Yorkshire Community Fund
8). Wine tasting fundraiser – debrief
It was agreed the evening had been a success bringing in a profit of £1,155. This included some personal donations. Thanks were expressed to all those who attended and helped.
9. Seating/bins
The information provided by TM regarding seating and bins was discussed briefly and will be returned to at a later date. Thanks were given to TM for his assistance on the matter.
9. Fencing
TM has obtained 3 comparative quotes for fencing. It is now thought this will cost around £2,500 – £3,000. SG is still waiting to hear back from a couple of the suppliers regarding final pricing. When all information is received an evaluation will need to be done and a supplier chosen.
Action: TM/SG to continue liaising with suppliers over best quotes
10. AOB
None discussed
11. Date of next meeting
The next meeting will take place on Monday 24th April at 8.00pm, Harewood Arms

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Meeting: Monday 06th February 2017, Radcliffe Arms, 8.00pm

1. Present: Sam Gallimore (SG), Laura Hartley (LH), Nigel MacDermid (NM), Ceris Sladdin (CS)
2. Apologies: Pia Cox (PC), Jen Atkins (JA)
3. Approve minutes of last meeting
The minutes of the last meeting were read and approved subject to minor amendments.
Action: CS to amend minutes to reflect the agreed changes
4. Lease Update
NM confirmed Parish Council has received the final copy of the lease. The invoice from Knowles Benning LLP has been paid.
CS confirmed that FOFWRAP has transferred £894.60 to the Parish Council to cover the cost of the invoice (£1,554.60 per the completion statement less £160 reclaimable VAT less £500 contribution from North Yorkshire).
Action: NM to produce executive summary detailing conditions of the lease
5. Funding update
a) WREN application – SG reported excellent progress with the WREN application. Thanks were given to everyone who came back with comments.
After discussion it was decided to remove fencing from the application and replace with the full extent of the pathway. The amendments to the main centrepiece were agreed but the final design of springers still needs to be decided upon.
SG and NM are to meet with a potential Contributing Third Party (CTP) on 8th February. Should this be unsuccessful SG confirmed the Parish Council would be eligible to be the CTP with FOFWRAP donating funds from a number of other sources.
SG is aiming to submit the online WREN application by Monday 13th February, some days prior to the deadline of 22nd February.
Action: SG to complete application and submit in time for 22 February deadline
Action: SG/NM to report back on outcome of CTP meeting
b) Funding information pack – CS reported that around 80 information packs have been sent out to local businesses and selected charitable trusts.
A local business has already come forward with a donation of £1,000. SG remarked she has made at least 4 follow-up calls and is hopeful of some further donations.
CS advised that it could be 2 – 6 months before responses are received from some of the charitable trusts.
After discussion it was decided to apply to the Sylvia & Colin Shepherd Charitable Trust for the cost of the fencing (approx. £5000).
CS noted some funders prefer to fund a specific item rather than give a general donation. It was agreed to draw up a price list of suitable items.
Action: JA to draft invoice for £1,000
Action: CS to send invoice with a letter of thanks
Action: CS to apply to the Sylvia & Colin Shepherd Charitable Trust
Action: CS to contact Harrogate Round Table to seek advice on requesting funding
Action: SG to compile price list for selected items
c) CC Locality Budget – NM confirmed Parish Council has been advised they will receive £500 funding towards the cost of legal fees in the next few days.
Action: CS to thank Councillor John Savage for his support

d) Wildlife Area – SG reminded the Committee that as part of the conditions of Planning, a detailed planting scheme needs to be submitted to Harrogate prior to any work being undertaken on the site.
Action: JA/SG to continue to liaise with Leeds Beckett student
6. Wine tasting fundraiser
SG confirmed tickets are now on sale for the Wine Tasting evening. Anne Dewsnip has posted on Facebook to ask for donations for the Bottle-bola. CS offered to ask for donations from school and request bottles from local supermarkets. CS suggested Committee members also try and source/donate 2 bottles each.
NM confirmed he has done some preliminarily research into food items and platters which appear to be available at a reasonable cost.
Action: LH to request alcohol licence for the event
Action: LH to submit poster to Parish Magazine
Action: CS to ask for donations of bottles from school/supermarkets
Action: NM to check prices of various food stuffs/platters etc.
Action: ALL to source wine-themed items such as bottles, corks etc.
7. Fencing
SG is still finalising quotes for fencing and has asked Tony Martin for help on the matter.
Action: SG/Tony Martin to finalise fencing quotes
8. AOB
None discussed
10. Date of next meeting
The next meeting will take place on Wednesday 1st March at 8.00pm, Harewood Arms.

Meeting: Wednesday 18th January 2017, Harewood Arms, 8.00pm

1. Present: Jen Atkins (JA), Sam Gallimore (SG), Laura Hartley (LH), Nigel MacDermid (NM), Ceris Sladdin (CS)
2. Apologies: Pia Cox (PC)
3. Approve minutes of last meeting
The minutes of the last meeting were read and approved.
4. Lease Update
NM confirmed that the lease was exchanged and completed on 18th January 2017. The final bill from the solicitors is £1,394.60 + vat. This includes the £10 annual rent charge. Parish Council are able to reclaim the vat so FOFWRAP only need pay £1,390.60.
Action: JA to liaise with NM regarding payment of the invoice
Action: NM to produce user friendly guide to the key points of the lease
5. Funding update
a) WREN application and scope – SG has continued to work closely with Liz Hughes regarding the WREN application. Playscheme has provided revised designs to fit the £35,000 budget for the application. The designs were reviewed and amended as necessary. It was agreed to further reduce the value of path/play equipment to £30,000 and allocate £5,000 to fencing.
The application still requires evidence supporting consultation with the school/village and an estimation of 16-24 year olds living in the village. It would also be useful to know how many children reside in Radcliffe Close.
SG confirmed that the Parish Council will be the lead applicant, the secondary applicant being SG, on behalf of FOFWRAP.
Action: JA to research number in 15-24 age bracket
Action: CS to pass evidence of school consultation to SG
Action: NM to liaise with Tony Martin regarding original Parish Council survey
Action: NM/Stef Hinchcliffe to provide details of Public Liability Insurance
Action: SG/JA to continue to build/amend application with input from Liz Hughes
Action: NM to check rules regarding Parish Council tendering
b) Business plan pack – LH reported the business plan is complete and has been sent to the printers. Simon Cox has provided a quote of c£80 for 100 bound, colour copies.
SG confirmed that the Landowner has seen the pack.
CS confirmed she has made good headway identifying charitable trusts and local businesses and has begun populating database with the relevant information.
It was agreed to meet on Monday 23rd at 8 Leconfield Garth to prepare the envelopes for sending. An alternative date of Wed 25th was also agreed if necessary.
Action: CS to send copy of database to LH
Action: LH to produce envelope labels
Action: ALL to meet next week to prepare documents for sending
c) CC Locality Budget – money awarded from the Locality Budget is still outstanding. CS offered to chase this up.
Action: CS to chase Locality Budget funding
d) Wildlife Area – JA remarked the meeting at Woodlands Church community garden failed to take place due to bad weather. She is hoping to reschedule.
JA has received a promising e-mail from a landscape student at Leeds Beckett University looking for a project. SG has been in contact.
SG has been made aware of the need to plough the land prior to re-seeding. SG has been in touch with the Landowner to see if this is something he may be able to help with.
Action: JA/SG to liaise with Leeds Beckett student
e) Local businesses – a letter has been sent to the Managing Director of a local business who may be willing to help with funding. SG has followed this up with a phone call but is still awaiting a response.
Action: SG to continue to follow up the matter
6. Community fundraising
LH confirmed she has booked sommelier Patrice and the Village Hall for a wine tasting evening on Saturday 18th March. Jo Andrade has been asked to design a poster and tickets.
Action: LH to request alcohol licence for the event
Action: SG to send LH example of previous licence application
Action: LH to post on Facebook
Action: NM to check prices of various food stuffs/platters etc.
Action: ALL to source wine-themed items such as bottles, corks etc.
7. Fencing
SG has obtained 3 quotes for fencing from local companies. This is in addition to the quote from Playscheme.
8. Timeline
If the WREN application is successful this could lead to Phase 1 of the project being completed in July 2017. Phase 2 would see the activity trail being installed in November if Awards for All application is successful.
9. AOB
SG is intending to delegate some work to Tony Martin who has offered to help with the project.
10. Date of next meeting
The next meeting will take place on Monday 6th February at 8.00pm, Radcliffe Arms.
There will be an interim meeting week beginning Mon 23rd January to prepare documents.

Meeting: Monday 12th December 2016, Harewood Arms, 8.00pm

1. Present: Jen Atkins (JA), Laura Hartley (LH), Nigel MacDermid (NM), Ceris Sladdin (CS)
2. Apologies: Pia Cox (PC), Sam Gallimore (SG)
3. Approve minutes of last meeting
The minutes of the last meeting were read and approved.
4. Lease Update
NM reported good progress on the lease. An environmental search has been undertaken which is satisfactory. The Chancel Repair survey suggested they could be some potential liability but was unable to be more specific. Any liability can be insured against for a fee of £55. NM suggested the Parish Council would recommend taking out said insurance.
The Local Authority search has been requested but has a 25-day lead time which could go beyond the deadline given by Mark Mackaness (MM) of 31st December. NM suggested that if all elements of the lease had been agreed Parish Council would be prepared to sign without the results of the LA search as there is the safety net of the Break Clause.
5. Funding update
a) WREN application and scope – JA confirmed she has registered online and has started completing sections of the form. After discussion it was agreed that the application ought to be in the name of the Parish Council to comply with the eligibility criteria. This would therefore mean the Parish Council would be unable to be the Contributing Third Party (CTP).
It was agreed to request £35,000 from WREN with £30,000 allocated to the playground and £5,000 allocated to the wildlife area.
Action: CS to provide scanned copy of FOFWRAP Constitution
Action: JA and SG to meet with Liz Hughes early in the new year to discuss application.
b) Letters of support – letters of support are still outstanding from Follifoot Cricket Club, Follifoot Parish Council and Leeds Road Surgery. CS reported she had followed up the Cricket Club about their letter.
Action: JA to chase letter from Leeds Road
Action: NM/Stef to compose letter on behalf of Parish Council
Action: CS to continue to chase Cricket Club
c) Business plan pack – LH reported good progress on the business pack. It was agreed to print an initial run of 100 bound, colour packs.
Action: CS to speak to Simon Cox to gain estimate of printing cost
d) CC Locality Budget – CS confirmed Cllr John Savage has recommended FOFWRAP’s request for £500 to the Locality Budget. An outcome is expected shortly.
e) Wildlife Area – JA and CS reported that they had met with Libby Goodacre from RHS. Unfortunately RHS are unable to help directly with wildlife design, management, resources or manpower. Libby was able to suggest a number of other funding sources and volunteer groups who may be able to offer some assistance.
JA has been in touch with Leeds Beckett University. There is a possibility that a post-graduate landscape architect student could take the project on as part of their course.
Action: JA to pursue links with Leeds Beckett
Action: CS to contact Woodland Trust for advice
f) Newsletter – LH and CS have completed the newsletter. LH, CS and JA agreed to split printing between them. Copies will be placed in the shop, on the counter at Christmas Eve carols and in the Parish Magazine.
NM confirmed he had spoken to Anne Dewsnip who has agreed to split the contributions given on Christmas Eve between FOFWRAP and St Michael’s Hospice.
CS reported she had purchased 5 green collection boxes for distribution around the village.
Action: LH to submit newsletter to Parish Magazine prior to Jan deadline
Action: LH, CS and JA to print 25 copies of the newsletter each and distribute appropriately
Action: LH to design FOFWRAP branding for collection boxes
g) Local businesses – following a conversation at the recent parish Council meeting NM suggested a local business who may be willing to offer a donation. JA agreed to draft a letter to the Managing Director.
Action: JA to draft letter to request donation
6. AOB
NM suggested the possibility of a 100 (or 200) club with monthly donations contributing to a quarterly pay-out prize. All agreed this could be a suitable fund-raising idea.
7. Date of next meeting
The next meeting will take place on Thursday 5th January at 8.00pm, Radcliffe Arms

********************************************************************************************************

Meeting: Monday 28th November 2016, Radcliffe Arms, 8.00pm

1. Present: Jen Atkins (JA), Sam Gallimore (SG), Laura Hartley (LH), Nigel MacDermid (NM), Ceris Sladdin (CS)
2. Apologies: Pia Cox (PC)
3. Approve minutes of last meeting
The minutes of the last meeting were read and approved.
4. Review of curry night
It was agreed Curry Night had been a great success. The event was easier to organise/manage than last year, feedback from those who attended was positive and more money was raised than had been anticipated.
SG confirmed that she had negotiated with the entertainers to pay a reduced fee of £250. Profits for the event were around £1,250.
Lessons for next year include:
More prosecco/wine/beer
Less vegetarian food
Committee table/seats
Approach entertainers direct rather than use an agency
Obtain quotes from other Indian restaurants
Change the menu
LH suggested holding another fundraiser in Spring 2017. Ideas included Garden Golf, Call My Wine Bluff, Sports Day/Picnic, Auction of Promises. It was generally agreed an event in the village hall with a cash bar would probably maximise the amount of money to be made.
Action: JA to investigate Garden Golf
Action: LH to investigate an evening event involving wine
5. Planning update
Planning for the recreational area was approved by Harrogate Borough Council on 23 November 2016.
Further details on landscaping still need to be provided and an Environmental Impact Assessment is required. These need to be in place before any work can begin.
SG suggested holding off until the outcome of WREN Funding is known.
Action: SG to speak to Environment Officer re: Environmental Impact Assessment
6. Lease update
NM confirmed the Parish Council had received the letter from FOFWRAP agreeing to underwrite the cost of legal fees associated with the lease and were happy with the terms.
Parish Council formally instructed Knowles Benning LLP on 25 November and the first draft of the lease has been sent to them.
FOFWRAP thanked James Atkins for all of his assistance on the matter.
NM indicated that both cost and timescale issues may arise with searches but was confident these could be dealt with and would not stall the process. Mark Mackaness requires the lease to be in place by 31st December 2016.
7. Funding update
a) WREN application and scope – The WREN application form was discussed. The need for a Contributing Third Party (CTP) remains an area of concern. It was decided to request £35,000 from Wren with £30,000 being allocated to the playground equipment and £5,000 allocated to the wildlife area.
b) Letters of support – Supporting letters have now been received from: Follifoot School; Nigel Adams MP; Follifoot WI; Follifoot Village Hall and Sally Keenan. CS passed copies of the letters to LH to scan and include within the Business plan.
c) Business plan pack – LH continues to work on the Business plan but this appears well underway. There has been an offer from Emerald Publishing via Simon Cox to print the plan at cost price. CS suggested a loose-leaf binding in order for the pack to be easily updated.
d) CC Locality Budget – CS confirmed a request for £500 from the Locality Budget has been sent to Cllr John Savage. Cllr Savage has acknowledged receipt and will take the matter to County Hall for further discussion. CS indicated that there is the potential to request nearer £5,000 from the budget in the new financial year.
e) Wildlife Area – JA reported she has been in contact with Libby Goodacre from RHS regarding advice over the wildlife area. A site meeting has been arranged for 10.30 on 12 December. CS agreed to attend with JA. JA has been working on a bursary application for a community garden.
A discussion took place generally around funding and fundraising and it was decided LH and CS would concentrate on the Business pack, covering letters and maintaining a database of potential funding sources. JA and SG would concentrate on grant funding applications.
Action: JA to commence online registration with WREN
Action: JA to chase contact at Leeds Rd Surgery re letter of support
Action: NM to provide letter of support from Parish Council
Action: LH to complete Business plan
Action: CS to ask PC about potential printing costs
Action: JA to complete bursary application
Action: CS to supply electronic copy of generic funding letter to LH
Action: LH to create Excel database for CS to populate and maintain
8. AOB
Newsletter – SG suggested a FOFWRAP newsletter to update the community on progress. JA suggested including a request for donations towards the project. The newsletter should be available in the shop, in the Parish News and in the Village Hall for Carols on Christmas Eve. NM offered to ask Anne Dewsnip about the possibility of having a FOFWRAP collection at the Carol Service.
Action: CS/LH to produce and circulate newsletter
Action: NM to ask about a Christmas Eve collection
9. Date of next meeting
The next meeting will take place on Monday 12th December at 8.00pm, Harewood Arms

Meeting: Monday 21st November 2016, Harewood Arms, 8.00pm

1. Present: Jen Atkins (JA), Pia Cox (PC), Nigel MacDermid (NM), Ceris Sladdin (CS)
2. Apologies: Sam Gallimore (SG), Laura Hartley (LH),
3. Lease agreement and terms
NM reported he had very constructive discussions with Mark Mackaness and James Atkins who has been assisting in reviewing the lease. NM stated that Parish Council are now in a position to instruct Knowles Benning LLP as solicitors. This is subject to FOFWRAP agreeing to underwrite the legal costs.
NM advised that the likely costs are to be £800 solicitors fees + vat (recoverable by Parish Council) + cost of disbursements. The costs of the disbursements is not likely to exceed £700 and could be considerably lower.
JA proposed that FOFWRAP agree to underwrite the costs. PA seconded the proposal. A vote was taken and the resolution was passed unanimously. NM abstained from the vote.
Action: CS to draft letter of undertaking for the Parish Council
4. Funding
A short discussion took place around funding. It was agreed completion of the business plan/information pack is the main priority together with securing third party funding for the WREN application.
It was agreed to ask for a £500 donation from the North Yorkshire County Councillor Locality Budget to help towards the cost of the legal fees.
Action: LH/SG to complete business plan
Action: NM to provide letter of support from Parish Council
Action: JA to check progress of Planning application with Jane Lurcuck
Action: CS to complete and submit application for Locality Budget
Action: ALL to brainstorm local/regional/national businesses and charities to approach for funding
5. AOB
None discussed
6. Date of next meeting
The next meeting will take place on Monday 28th November at the Harewood Arms, 8pm

Meeting: Wednesday 2nd November 2016, Harewood Arms, 8.00pm

1. Present: Jen Atkins (JA), Pia Cox (PC), Sam Gallimore (SG), Laura Hartley (LH), Nigel MacDermid (NM), Ceris Sladdin (CS)
2. Apologies: None
3. Approve minutes of last meeting
The minutes of the last meeting were read and approved.
4. Planning update
a) Report of progress – SG confirmed that she had a conversation with Jane Lurcuck the Planning Officer assigned to the case. Jane explained that a contamination report will be required for the site. This can be done at a later stage and will not hold up the planning process.
SG suggested using the same firm as had provided the report for the affordable housing as there may be some cost benefit. The cost of such a report is unknown.
There are a couple of comments supporting the application already and SG suggested encouraging others to leave a positive message.
The planning determination date is listed as 23 November 2016 and Jane implied that the application is on track.
Action: SG to investigate cost of environmental survey
Action: PC to ask school to support application
Action: ALL to support application
5. Lease agreement and terms
NM reported he had a productive conversation with Mark Mackaness (MM) regarding the Lease and that MM was happy with an option of a Break Clause. This would effectively offer a Tenant Break Option six months after the start of the Lease. JA suggested the possibility of a Break Window of 6-12 months to allow for more flexibility in gaining funding. NM agreed to put this to MM.
NM has spoken to Berwins Solicitors and received some free advice. It is likely that the cost of instructing them to look over the lease would be in the region of £1200. A discussion took place as to who would bear the cost of this.
Action: NM to suggest the option of a Break Window to MM

6. Funding update
a) General progress report – Liz Hughes from Playscheme has advised that the deadline for the next round of WREN funding is 22 Feb 2017.
LH reported that she has requested and received a letter of support from Sally Keenan in her capacity as a Health Visitor. JA has requested a letter of support from the Practice Manager at Leeds Road Surgery.
CS agreed to request letters from WI, Cricket Club, Village Hall Committee, local MP.
b) Site name – CS expressed reservations over the name Follifields. After seeking advice from Liz Hughes it was agreed the name would be expanded on when applying for funding.
c) Next steps – it was agreed the WREN application to be the main focus once the Curry Night has taken place.
Action: CS to co-ordinate requests for supporting letters
Action: NM to provide letter of support from the Parish Council
Action: LH to start updating the business plan with input from SG
7. Curry Night update
a) Ticket sales – SG confirmed healthy ticket sales of 65 with potentially more to come. It was agreed this is a sufficient number for the event to go ahead.
b) Zolsha – concern was expressed over the price per head being charged by Zolsha and that the quote wasn’t as competitive as last year. JA agreed to speak to Zolsha to renegotiate.
c) Raffle – CS reported a healthy supply of raffle prizes thanks to donations from villagers, local businesses and committee members.
d) Entertainment – SG has spoken to Elysium to confirm the booking. This should include a 15-20 mins dance set, dance workshop and disco. It was agreed the entertainment should begin after the mains have finished at approx. 9.00-9.15pm. It was agreed to include a quick game of Heads & Tails with a bottle of champagne as a prize.
e) Next steps – the checklist from last year was read to remind everyone about their responsibilities. PC confirmed the Village Hall is booked from 4pm on Saturday and everyone needs to be there to help set up/decorate.
Action: JA to pass cheque to CS/PC for Village Hall payment
Action: ALL to consult checklist of responsibilities
Action: ALL to remember items such as ice blocks, ice buckets, tea towels, Indian decorations, fairy lights, extension leads etc.

8. AOB
a) Fencing – SG reported that John Danby has now confirmed post and rail fencing will be adequate for the site, as originally requested by MM. SG already has a quote from Nidderdale Forestry for such fencing.
b) Heritage Lottery Funding – JA suggested looking into Heritage Lottery Funding at a later stage. If we can relate the site to local heritage it may open up another funding source.
9. Date of next meeting
No date was set

Meeting: Wednesday 19th October 2016, 16 Leconfield Garth, 8.00pm

1. Present: Jen Atkins (JA), Pia Cox (PC), Sam Gallimore (SG), Laura Hartley (LH), Nigel MacDermid (NM), Ceris Sladdin (CS)
2. Apologies: None
3. Approve minutes of last meeting
The minutes of the last meeting were read and approved.
4. Planning update
a) Report of progress – SG confirmed that the planning application was officially submitted on the 9th September. The application is logged on the system under reference number 16/03885/FUL.
The green planning notices are in place and interested parties have until 7th November to comment. NM stated that the Parish Council will request an extension to the deadline for their comments as they are not due to meet until 10th November.
The only statutory consultee to comment so far is the Arborilogical specialist who finds no objection.
The planning determination date is listed as 23 November 2016.
5. Lease agreement and terms
NM confirmed he has discussed the idea of a Conditional Agreement to Lease with Mark Mackaness (MM). It is MM’s preference however to offer the Parish Council an Option to Lease on the land which will need to be exercised by the deadline of 31st July 2017. NM once again reiterated that the Parish Council would only exercise such Option once Planning, Funding and Maintenance for the project can be assured.
JA suggested the idea of a break clause within the Lease as an alternative to an Option to Lease.
It was agreed that legal representation would be needed to look over any such Lease/Option. JA suggested her husband James (a lawyer) would be prepared to look over the document and provide advice on an informal basis. NM said the Parish Council would welcome any such advice.
Formal legal advice would still need to be sought. A discussion took place as to who would bear the costs for this. FOFWRAP don’t have any income as such and the Parish Council only have a very limited income stream. JA suggested the idea of sharing the cost. NM agreed to put this to the Parish Council.
CS suggested that Harrogate Council may be able to provide some legal advice. NM agreed to investigate.
It was agreed that Parish Council would not seek a quote from Berwins Solicitors until all other avenues had been exhausted.
Action: NM to discuss cost of legal fees with Parish Council
Action: NM to approach Harrogate for legal advice
Action: JA to pass copy of Lease/Option to James to seek advise
6. Funding update
a) Report of Wiggington meeting – CS talked through a written summary of the meeting held on Monday 17th October with Janet and Robert Denton from Wiggington who had successfully managed to fundraise £115,000 in 3 years. It was agreed by all those who had attended that the meeting was extremely useful.
b) General progress report – CS reported that she had made contact with the Small Grants team at Harrogate but as the funding window has been missed there is no further money available at this time. It was agreed to apply when/if the scheme reopens in 2017. CS also confirmed that there is no money available from the Parks Department.
CS has made contact with the local County Councillor John Savage who has a locality budget of £5000 a year to give to deserving projects. There is currently £500 remaining and it was agreed to request this to cover the costs of the curry night.
Action: CS to liaise with John Savage over requesting a donation
c) Site name – the following names had been suggested: Radcliffe Recreation Ground; Red Kite Recreational Park; Follifoot Fields. After discussion it was decided not to offer a public vote but to go with the name Follifields as this was the popular choice.
d) Next steps – whilst the planning decision is ongoing is was decided to concentrate funding efforts on collecting letters of support and maintaining a database of potential funders. On the advice of Robert & Janet Denton it was agreed to flesh out and up-date the business plan with a view to sending this out with funding requests.
Action: CS to co-ordinate requests for supporting letters
Action: NM to provide letter of support from the Parish Council
Action: LH to start updating the business plan with input from SG
7. Curry Night update
a) Ticket sales – CS confirmed that 28 tickets have been sold to date with 5 tables either full or partially full. Anne Dewsnip has indicated that there are still interested parties who have yet to sign up. The last day for booking was decided as Saturday 5th Nov.
Action: CS to amend poster to include date of last booking
b) Entertainment – SG confirmed she has booked Elysium Entertainment at a cost of £360. This is to include a 20 min dancing set, dance workshop and disco (if required).

CS enquired whether the alcohol license has been sought. SG confirmed she would make this a priority in the next few days.
Action: SG to organise alcohol license
c) Raffle – CS reported that despite CS and PC sending out a total of 38 letters to local businesses to donate raffle prizes only 3 have been forthcoming. LH suggested everyone have a search at home for suitable prizes, ask friends and put up a request in the shop.
Action: LH to design poster to request donations of prizes
Action: ALL to try and source/donate raffle prizes
d) Next steps – SG read through the checklist from last year to remind everyone about their responsibilities. It was agreed that as we are a few members down on Committee we need to seek extra helpers. SG has already arranged a couple of volunteers to help staff the buffet and wait on tables. JA suggested approaching Sabrina. CS suggested Stef Hinchcliffe and Jo Andrade.
Action: JA to speak to Sabrina about helping on the night
Action: CS to speak to Stef and Jo about the same
Action: ALL to consult checklist and remind themselves of individual responsibilities
8. AOB
a) Dog order – SG reported that Tony Martin has been investigating dog orders and associated signage for the site and has provided some examples.
Action: SG to continue to liaise with Tony Martin
b) Fencing – the general feeling was that the quote for fencing from Playscheme was too high. It has still not been established exactly what the fencing requirements are for the site.
Action: SG to press John Danby over suitability of different fencing types
9. Date of next meeting
The next meeting will take place on Wednesday 2nd November at the Harewood Arms, 8pm

Meeting: Monday 26th September 2016, Radcliffe Arms, 8.00pm

  1. Present: Jen Atkins (JA), Pia Cox (PC), Sam Gallimore (SG), Nigel MacDermid (NM), Ceris Sladdin (CS)
  2. Apologies: Laura Hartley (LH)
  3. Approve minutes of last meeting
    The minutes of the last meeting were read and approved.
  4. Planning update
    SG confirmed that the Planning application for the site has been submitted.

NM confirmed that the Parish Council approved the application in principle at its meeting on 8th September, prior to its submission on 9th September. The application was submitted in the name of the Parish Council with Stephanie Hinchcliffe (Parish Clerk) listed as the applicant name.

FOFWRAP would like to thank the Parish Council for its support of the project and for paying the application fee of £780.00.

A Planning reference number is expected to be received in due course.

  1. Funding update
    SG reported that SG, JA, CS and PC had met with John Danby and Liz Hughes, the funding co-ordinator, from Playscheme on Friday 23rd September.

Securing WREN funding was identified as the initial priority. Liz suggested capping the request at £35,000. A Contributing Third Party (CTP) needs to provide 10% of the funding request. Liz has agreed to help complete the WREN application and FOFWRAPs priority is to secure the third party funding. Possible sources were discussed for this. These included Harrogate District Council and North Yorkshire County Council. CS and NM agreed to pursue these avenues.

Liz suggested making contact with Janet Denton who had managed to secure multiple funding sources for a playground in Wiggington.

Liz also advised giving the site a suitable name as this would be the first question on any application form. Each area of the scheme could have its own identity but there ought to be one name for the site overall. SG suggested drawing up a short list and putting it to a school/community vote.

Action: SG to contact Liz and ask for the contact details of Janet Denton at Wiggington
Action: NM to contact Caroline Bayliss and Andy Paraskos re possible funding from Harrogate
Action: CS to contact Fiona Friday from Harrogate and also investigate North Yorkshire Councillor Budget scheme
Action: JA to pull together initial list of possible funding sources
Action: ALL to think about a suitable name for the site

  1. Curry Night update
    SG confirmed that she has provisionally booked Zolsha for Saturday 12th November.PC confirmed she has provisionally booked the Village Hall for this date.

    SG suggested aiming to seat 80 this year.

    SG has made several enquires about entertainment. The average cost is £400. The Committee agreed the need to provide a better quality of entertainment than last year.

PC suggested additional profit could be made with games such as Heads and Tails for a £1. This would be in addition to selling raffle tickets. PC and CS agreed to coordinate the raffle.

It was agreed to retain the table top quiz as an ice breaker to the evening. NM agreed to take responsibility for the quiz and also for the Bar/Drinks.

JA agreed to sort glass hire from a local supermarket.

LH has agreed to coordinate decorations for the evening.

SG confirmed she has spoken to FOFS about borrowing their tablecloths.

SG suggested inviting Playscheme to the event.

CS provided a copy of a poster produced by Jo Andrade. The wording was amended and agreed.

Action: SG to continue to pursue lines of entertainment
Action: SG to continue to liaise with Zolsha
Action: SG to invite Playscheme
Action: CS to liaise with Jo regarding poster and tickets
Action: CS and PC to write to potential raffle prize donors
Action: ALL to try and source/donate raffle prizes

  1. Lease agreement and terms
    NM informed the committee that the Parish Council would only commit to sign a lease if planning permission is granted and if funding is secured.

NM agreed to liaise with Mark Mackaness to discuss the issue.

A solicitor will need to review the lease and NM reminded the committee that FOFWRAP will need to bear the cost of this.

JA suggested her husband, a property lawyer, may be willing to do this on FOFWRAPs behalf if this would be sufficient to satisfy the Parish Council.

SG remarked she has received revised quotes regarding grass cutting and these were higher than originally estimated. SG is in the process of seeking quotes from the Cricket Club and the Rugby Club with regards grass cutting.

Action: NM to write to MM and copy SG in to any correspondence
Action: JA to ask James Atkins about looking over the details of the lease
Action: SG to follow up grass cutting quotes

  1. Next steps
    None discussed
  2. AOB
    None discussed
  3. Date of next meeting
    The next meeting will take place on Wednesday 19th October at the Harewood Arms, 8pm

Meeting: Sunday 4th September 2016, Follifoot Village Hall 5.00pm

Present: Jen Atkins (JA), Pia Cox (PC), Sam Gallimore (SG), Laura Hartley (LH), Nigel MacDermid (NM), Ceris Sladdin (CS)
Also present was Stephanie Hinchcliffe (SH), Clerk to the Parish Council
Also in attendance were around 40-50 local residents
Apologies: None
This was an open meeting which had been advertised as such for 2 weeks prior to the meeting date.
A large A2 version of the designs for the recreational area was on display for people to view before and after the presentation.
A detailed presentation was given by Pia Cox, FOFWRAP member, under the broad headings of: Introduction; Design; Layout; Phasing; FAQs; Getting involved
At the end of the presentation, in preference to an open question and answer session, residents were invited to address any concerns directly to FOFWRAP members or to complete the feedback forms which were provided at the rear of the hall.
The plans were well received and the majority of verbal feedback was positive. Comments received via the feedback forms will be reviewed and considered as part of the planning process.
The meeting concluded at approximately 5.45pm

Meeting: Friday 22nd July 2016, 8 Leconfield Garth, 8.00pm

Present: Jen Atkins (JA), Pia Cox (PC), Sam Gallimore (SG), Laura Hartley (LH), Nigel MacDermid (NM), Ceris Sladdin (CS)
Also present was Stephanie Hinchcliffe (SH), Clerk to the Parish Council
Apologies: None
Tender process
Parties were invited to tender for the design, supply, installation and aftercare of a wildlife, play and recreation area in the village of Follifoot. The purpose of the meeting was to review the tender responses.
SH confirmed that 2 suppliers had met the deadline of 21st July and 1 supplier had submitted their tender electronically on the 22nd. The committee agreed to consider all 3 tenders.
SH also confirmed that the Notice to Tender had been advertised on the Contract Finder website and as a result had generated 4 or 5 enquiries. None of these parties submitted a bid.
Tender evaluation
A lengthy evaluation process took place using a Tender Evaluation Matrix. At the end of the evaluation the Committee were able to identify a preferred supplier.
Feedback
It was agreed SH would contact all three parties to notify them of the outcome and provide feedback as agreed by the Committee.
Action: SH to contact all 3 parties on behalf on the Committee and Parish Council
Timetable
It is anticipated that the Parish Council will be able to review the decision by 29th July.
LH suggested arranging a meeting with the preferred supplier in early August with an aim to producing a final design by mid/end of August.
A final design will be ready to share with Parish Council, Mark Mackaness and the rest of the village by the end of August.
The Parish Council are due to meet 8th September. If a final design is agreed a planning application will be submitted shortly after.

Action: NM to present conclusions of tender process to Parish Council
Action: LH/SG to arrange meeting for early August
Date of next meeting
TBC

Meeting: Tuesday 28th June 2016, Harewood Arms, 8.30pm

Present: Jen Atkins (JA), Pia Cox (PC), Sam Gallimore (SG), Laura Hartley (LH), Nigel MacDermid (NM), Ceris Sladdin (CS)
Also present was Stephanie Hinchcliffe (SH), Clerk to the Parish Council
Apologies: None
Tender process
NM and SH talked through the tender process and the requirements that the Parish Council are to follow when tendering for contracts. It was agreed that all such requirements should and would be met.
Action: LH to update design brief/tender document
Action: SH to send updated brief to the 3 playground companies that have already been shortlisted on Friday 1st July
Action: PC to send SH e-mail contacts for the 3 companies
Action: SH/NM to post the tender on the Contract Finder website
Action: CS to draft tender notice for the Harrogate Advertiser
Action: SH to submit tender notice on behalf of Parish Council
Timetable
After discussion it was decided the invitation to tender would be sent out on Friday 1st July with Thursday 21st July being the deadline for submissions.
FOFWRAP committee will meet again on Friday 22nd July to formally evaluate the tenders and select a company to work with.
It is anticipated that the parish Council will be able to review and hopefully ratify the decision by 29th July.
A final design will be ready to share with Parish Council, Mark Mackaness and the rest of the village by the end of August.
The Parish Council are due to meet 8th September. If a final design is agreed a planning application will be submitted shortly after.
Village presentation
The committee agreed it was important to share the plans for the project with the local community prior to applying for planning permission. This will take the form of a presentation afternoon/evening in the Village Hall. It is anticipated that the company selected to go forward will help with this process.
Action: PC to check availability of Village Hall for the presentation evening
Fundraising
JA stressed the need to plan ahead for the next fundraising event. It was agreed to host another Curry Night in November of this year.
Action: PC to check availability of Village Hall for a curry evening
Date of next meeting
Friday 22nd July, 8 Leconfield Garth, 8pm

Meeting: AGM Tuesday 28 June 2016, Follifoot Village Hall

Present: Jennifer Atkins (JA), Pia Cox (PC), Samantha Gallimore (SG), Laura Hartley (LH), Nigel MacDermid (NM), Ceris Sladdin (CS)

Also in attendance were 12 Follifoot residents
Apologies: None
1. Welcome
SG, Chair, warmly welcomed those who had attended and introduced each member of the committee.
2. Report from Chair
SG proceeded to read out the copy of the Chair’s report under the broad headings of: Site; Lease; Consultation; Design; Project Objectives; Funding; Planning
A full copy of the report in included in Appendix 1 to these minutes.
3. Report from Treasurer
JA, Treasurer, confirmed a balance of £1882.50 in the FOFWRAP bank account. The balance at the AGM 2015 was £856. The increase in funds is largely due to the success of the Curry Night which raised almost £1,000.
A copy of the bank statement in included in Appendix 2 to the hardcopy version of these minutes.
4. Appointment of Committee
CS proposed SG to remain as Chairperson. PC seconded the proposal. There being no objections, SG was duly elected as Chairperson.
PC proposed CS to continue as Secretary. SG seconded the proposal. There being no objections, CS was duly elected as Secretary.
LH proposed JA to continue as Treasurer. PC seconded the proposal. There being no objections, JA was duly elected as Treasurer.
PC, LH and NM agreed to remain in their Committee positions.
5. Any other business
A number of questions were taken from the floor and a resident expressed concern over the length of time the project is taking to deliver. JA reminded those present that members of the committee give up their time voluntarily and have worked tirelessly over the past 3 years to bring to project to where it currently stands. This feeling was echoed by NM. SG added that although the issue of a playground was first raised after a Parish Council survey in 2011, FOFWRAP was only formed in 2013 and it was only after planning was secured for the affordable housing that a formal offer of the land was made by the landowner.
In a response to a question about the residents of the new affordable housing CS confirmed that a letter had been sent to all new residents introducing FOFWRAP and explaining about the proposed development. Contact details were provided but no contact has been made up to this point.
6. Date of next AGM
May/June 2017

Meeting: Monday 16th May 2016, 16 Leconfield Garth

1. Present: Pia Cox (PC), Sam Gallimore (SG), Laura Hartley (LH), Nigel MacDermid (NM), Ceris Sladdin (CS)
2. Apologies: Jen Atkins (JA)
3. Approval of minutes of 3rd May 2016
The minutes of the last meeting were approved and signed.
4. Planning application status
SG reported she has completed as much as the form as possible online using the information she has been given.
We have been advised to include the parking spaces on the private land of the recreational area itself rather than immediately off the public highway. SG agreed to pass this information to Nick Green (NG) and discuss where best to site the spaces. It was agreed hard standing for 5 cars would be sufficient.
SG has accessed the Tree Survey which was submitted for the affordable housing application and contacted the company which undertook the work. The survey is only valid for 1 year but SG was reliably informed that the cost of a re-survey would be significantly cheaper. It was agreed we have sufficient funds in the account to cover the cost of a survey if it is required.
SG has also contacted the company which undertook the Ecological Survey for the affordable housing. They are happy for their information to be included within our application but if a re-survey is required they indicated they would not charge a fee for a community project.
SG confirmed that NG is continuing to work on the design and access statement and is hoping to have information from him this week.
Action: SG to contact NG regards repositioning of parking spaces
Action: SG to contact NG regarding design and access statement
5 Review playground supplier information
LH has received information from 5 playground equipment suppliers. This information was circulated to the committee prior to the meeting. All 5 suppliers were given the same list of equipment and were asked to provide prices, dimensions and photos. The information from all suppliers was evaluated by the committee. After lengthy comparison it was concluded that: Proludic were consistently higher with prices; Sutcliffe were unable to supply many of the specific items requested; Playdale failed to meet the requested style of the brief. The remaining two suppliers, Playscheme and HAGS, therefore gained preferred supplier status.
After reviewing the list of equipment items were classified as either essential or desirable.
It was agreed NG should liaise with suppliers over the final design layout.
Although all suppliers offer to install their own equipment the committee is aware that it would be considerably cheaper to employ a principal contractor to manage the project. It was suggested NG may be able to recommend someone.
Action: LH to let Proludic, Sutcliffe and Playdale know we will not be requiring their services
Action: LH to contact NG with a summary of the evaluation and request feedback on next steps
Action: SG to speak to NG regarding a building contractor
6. Review timeline and agree village consultation date
SG confirmed the aim is to have the planning application together with the design and access statement completed by the 9th June in order for the Parish Council to sign it off at their meeting on that date. It was agreed the committee should meet the week after with the intention of having the application submitted by 17th June.
The FOFWRAP AGM will be held at 7.30pm on Thursday 23rd June (subject to availability of members and village hall). An update on the project design and the planning application will be given after the AGM. Interested parties will be encouraged to provide any feedback through the formal consultation process.
Action: PC to check availability of Village Hall and secure booking
Action: ALL to check calendars and notify SG of availability on 23 June for AGM
7. Funding
Not discussed
8. Next steps
Not discussed
9. Date of next meeting
Tuesday 14th June, 20.00, Radcliffe Arms
Action: ALL to check calendars and notify SG of availability for this meeting

*************************************************************

Meeting: Tuesday 3rd May 2016, Harewood Arms

1. Present: Jen Atkins (JA), Pia Cox (PC), Sam Gallimore (SG), Laura Hartley (LH), Nigel MacDermid (NM), Ceris Sladdin (CS)
2. Apologies: None
3. Approval of minutes of 23rd March 2016
The minutes of the last meeting were approved and signed.
4. General status update
SG confirmed she had attended the AGM of the Parish Council on 14 April as a representative of FOFWRAP. The only query which arose was over the potential timescale of the project. SG suggested planning would be submitted in May with approval hopefully being granted in July. Progress in funding would run parallel with this. SG reminded the committee that work has to begin on the site by the end of the calendar year or the Landowner has the right to withdraw his offer of the land.
Nick Green (Groundwork Landscape Architect) has provided FOFWRAP with a checklist for planning. SG suggested this needs to be the next focus of attention.
JA reported that Planning Officer Jane Lurcuck appears reluctant to visit the site prior to any formal application being made. It was decided not to continue pursuing this matter.
5 Review Groundworks conceptual plan
Since the last meeting on 23 March 2016 revised plans have been submitted by Landscape Architect Nick Green (NG) and all have had the opportunity to comment. SG confirmed she had e-mailed SG with the comments.
6. Revisit project brief
After lengthy discussion the committee finally agreed on a revised list of playground items for each designated zone within the recreational area. As the basic layout of the area has already been designed by NG it was agreed that playground suppliers need only supply information regarding the specifics of their equipment at this stage and do not need to provide a conceptual plan. It was argued that this would speed up the planning process.
Action: CS to make a record of the revised equipment list
7. Walk through planning application checklist
SG talked through the checklist she had received from NG.

NG is to complete the design and access statement using information from JA’s previous support statement where applicable. NG has suggested this will take 3-4 days to complete.
SG confirmed she has started to collate the supporting information which FOFWRAP will be required to provide.
FOFWRAP is to complete and submit the application online.
NM suggested creating a review document that a number of parties could have access to for review purposes.
NM reminded the committee that the next Parish Council meeting is on Thursday 12th May. The Council would need to see the application, in draft form if necessary, in order to agree to the application in principle. After discussion it was decided that this timescale was too pressing and the committee agreed to have the planning application completed in time for the Parish Council meeting on 9th June.
NM confirmed that the Parish Council had agreed to pay the planning application fee of £385.
NM reported he had spoken to the Police regarding any potential security issues with the project and was expecting a response within a week.
Action: SG to continue to collate supporting information
Action: SG to create review document
Action: SG to speak to Mark Mackaness (MM) re use of previous ecological survey
Action: SG to speak to MM re other useful contacts
Action: SG to scan list of alternative playground sites to NM
Action: NM to provide supporting evidence of consideration of alternative sites
Action: JA to investigate the necessity of a tree survey
8. Review playground suppliers
It was agreed Playdale, who come recommended, and Playscheme (timber specialists) would be approached with the revised specification.
After discussion it was also decided to go back to the 3 companies we have already received designs from (Sutcliffe Play, Proludic and HAGS) to give them the opportunity to re-submit.
LH offered to approach all companies with the revised specification.
Action: CS to provide LH with revised list of playground equipment
Action: LH to make contact with playground suppliers and request price and dimension information
9. Funding
To be discussed at next meeting
10. Next steps
Not discussed
11. Date of next meeting
Monday 16th May, 20.00, Radcliffe Arms

Meeting: Wednesday 23rd March 2016, Radcliffe Arms

1. Present: Jen Atkins (JA), Pia Cox (PC), Sam Gallimore (SG), Nigel MacDermid (NM), Ceris Sladdin (CS).
Also in attendance was Nick Green (NG) from Groundwork Design
2. Apologies: Laura Hartley (LH)
3. Presentation by Nick Green
Nick Green, Landscape Architect from Groundwork, presented his first concept layout to the group. This followed on from a site meeting that had taken place on Friday 26 Feb.
NG talked through the concepts behind the design and a general discussion took place.
Action: ALL to e-mail thoughts/comments to SG by 1 April
Action: SG to collate comments and pass all feedback to NG
Action: SG to contact MM regarding possible donation of fallen trees and to discuss hedge planting and rabbit protection
Action: SG to contact Ridsdale re path materials
Action: SG to attend the next Parish Council meeting on 14th April to give an update on FOFWRAP
Action: NM/SG to contact Jane Lurcuck (Planning) to arrange a meeting to discuss concept plan. NM, NG and SG to attend.
4. Date of next meeting
Wednesday 4th May, 20.00, Harewood Arms

Meeting: Wednesday 6th January 2016, 10 Leconfield Garth

1. Present: Jen Atkins (JA), Pia Cox (PC), Sam Gallimore (SG), Laura Hartley (LH), Nigel MacDermid (NM), Ceris Sladdin (CS)
2. Apologies: Vicky Manton (VM)
3. Minutes of last meeting
The minutes of the last meeting were approved and signed.
4. Feedback from Parish Council meeting
SG confirmed that a number of meetings had taken place prior to the Parish Council meeting.
SG and VM had met with Stef Hinchcliffe (Parish Clerk) and Paul Varney (PV) from Groundworks. PV indicated at the meeting that there appeared to be a lack of formal commitment from the Parish Council. It was suggested that FOFWRAP submit a formal business plan.
SG and VM prepared a business plan and this was submitted to the Parish Council as a pre-read and presented at the meeting by VM. The Parish Council agreed to commit to the project in principle and fund the change of use planning application.
5. Planning update
SG confirmed that the 21-day Notice letter was served on Mark Mackaness (MM) on 16 December 2015.
MM continues to be flexible on the amount of land FOFWRAP develop on the condition that he isn’t left with any land-locked portion. MM retains the right to have final approval on all plans as outlined in the Heads of Terms. It was agreed to keep MM informed of all proposals.
PV has provided a copy of the Planning application form which needs to be completed to apply for change of use. The form was thoroughly discussed and JA agreed to start drafting the electronic version.
JA offered to contact Jane Lurcuck from Harrogate Planning Dept to seek further advice re the application.
SG suggested aiming to submit the change of use application by the end of January. There is then an expected 6-8 week response time.
VM has spoken to HAGS (playground provider) and confirmed they are happy to amend their initial plan to take account of the revised change of plot size. After discussion it was agreed that the reduced plot should still incorporate a designated ‘kick-about’ space with goal-ends. SG agreed to put this suggestion to HAGS.
SG suggested VM could recalculate the revised plot size so we have accurate details for both HAGS and the planning application.
SG confirmed she has spoken to the fencing contractor used by MM and had obtained a quote for the fencing and hedging.
Action: JA to speak to Jane Lurcuck re planning advice
Action: JA to initiate electronic draft of planning application
Action: VM to recalculate plot size
Action: SG to contact HAGS, PV and MM over any outstanding queries
6. Roles and responsibilities
SG suggested committee members take on specific areas of responsibility. It was agreed that NM, in his additional capacity of Chair of Parish Council, remain on the fringe of decision-making to avoid any conflict of interest. NM confirmed he is more than happy to fully participate in any fund-raising activities.
The following was decided:
SG to liaise with PV
JA to take lead on planning and grants (with assistance from PV)
LH to be designated contact for playground suppliers/designers
PC/CS to liaise with school and be responsible for consultations and community updates
The role of PV and Groundworks still has to be formalised.
Action: SG to contact PV over Groundwork T&C’s
7. Fundraising
LH presented her extensive research into the possibility of a ‘pop-up cinema’ event. Such an evening would require equipment hire and a number of different licences with a potential outlay of at least £300. Money would be generated by ticket sales and food and drink on the night.
Other fundraising ideas were discussed. These included more themed food nights and a Race/fun run with an after event.
Action: LH to continue further investigation into viability of a cinema night
Action: SG to ask a contact in Pannal re success of Pannal cinema night
Action: JA to ask a contact in another village about their cinema night
Action: JA to ask husband about viability of a Race event and a possible course
8. Bank account update
SG and JA both confirmed they have experienced difficulties with Barclays and as yet are unable to access the bank account. CS confirmed the requested mandate changes have not taken place.
Having spoken to the Branch JA suggested requesting a change of mandate via a paper form.
JA confirmed she had transferred the profits from the Curry Night into the account. CS believed this transaction had gone through but agreed to double-check.
Action: CS to investigate Change of Mandate form
Action: CS to check balance status
9. Any Other Business
None discussed
10. Date of next meeting
Wednesday 27th January 2016, 20.00, Radcliffe Arms

Meeting: Monday 30th November 2015, The Mantons

1. Present: Jen Atkins (JA), Sam Gallimore (SG), Laura Hartley (LH), Nigel MacDermid (NM), Vicky Manton (VM), Ceris Sladdin (CS)
2. Apologies: Pia Cox (PC)
3. Minutes of last meeting
The minutes of the last meeting were approved and signed.
4. Bank account status
CS stated she is still unable to access FOFWRAP’s online account as a result of not receiving a PIN number for the authentication card.
It was agreed JA should pay in the monies raised from the Curry Night via an online transaction.
The signatories to the bank account will be JA (Treasurer), SG (Chair) and CS (Secretary) once the mandate has been changed.
Action: CS to request PIN from Barclays
Action: CS to provide JA with sort code & account number for online transaction
Action: CS to authorise mandate changes when in a position to do so
5. Spofforth Lane proposal
NM informed the Committee that the planning application for new houses and a small playground on Spofforth Lane has not yet been submitted. A brief discussion on the merits of the scheme took place.
It was agreed to continue moving forward with the Pannal Road Development in parallel with the Spofforth Lane proposal. VM suggested the possibility of holding a village-wide referendum on the 2 sites if planning permission is accepted.
6. Groundworks update
SG confirmed that a meeting with Paul Varney (PV) from Groundworks North Yorkshire has been arranged for Friday 4th Dec at 3pm. This is primarily to meet with representatives from the Parish Council to go through the procurement/tender process. If the tender process FOFWRAP has already undertaken follows the necessary procedure laid down by the Parish Council we can continue to use the design briefs we already have.
SG suggested the meeting with PV might also be a useful opportunity to discuss project planning in general.

Action: SG/VM to meet with PV and representatives of the Parish Council
Action: SG to confirm venue for meeting
Action: SG to confirm with PV whether he is available for a short discussion regarding the project plan and funding process etc.
Action: SG/VM to touch base with playground manufacturers after taking advice from PV
Action: VM to send SG electronic copies of manufacturers/suppliers quotes
7. Change of use application and next steps
VM confirmed she has completed the 21 day notice which is to be served on Mark Mackaness (MM). VM suggested that NM, in his role as Chair of Follifoot Parish Council, sign the document. NM remarked that he would need authorisation from the Parish Council in order to do so but he would request this at the next meeting.
JA suggested speaking to the Planning team at Harrogate Borough Council to request a site visit prior to submitting the change of use application.
SG informed the Committee that she has had a telephone conversation with Ridsdale re possible supply of aggregate/concrete/gravel at cost price. Ridsdale suggested making contact again in January when they are less busy and when we have an idea of what material we need and quantities involved.
Action: NM to request permission to sign the 21 day notice document
Action: NM to return signed document to VM
Action: VM to serve notice to MM
Action: JA to speak with HBC re possible site visit
Action: SG to ask MM for a scale OS map of the site
Action: SG to investigate crushed gravel for paths and contact Ridsdale in the New Year
8. Folliwood & future fundraising
It was agreed by all that Folliwood had been a successful fund-raising event and one which could become an annual fundraiser. The possibility of having different ‘World food’ nights (e.g. Chinese, Mexican, French etc) was discussed but this would depend on finding suitable caterers.
Folliflicks – a pop-up cinema night – was discussed as a future fund-raising idea. This could take place as soon as February.
Action: SG to investigate costing of a pop-up cinema
9. Commuted sums update
JA confirmed that she has spoken with Sean Wright from Harrogate Borough Council on this matter. It appears at present there are no commuted sums available to us.
10. Any Other Business
FOFS tablecloths. PC is co-ordinating the collection and return of these.
Action: SG to return washed tablecloths to PC ASAP.
Action: PC/CS to return all tablecloths to village hall undercroft
11. Date of next meeting

Wednesday 6th January 2016, 20.00, Radcliffe Arms

Meeting: Wednesday 4th November 2015, 8 Leconfield Garth
1. Present: Jen Atkins (JA), Pia Cox (PC), Sam Gallimore (SG), Laura Hartley (LH), Nigel MacDermid (NM), Vicky Manton (VM), Ceris Sladdin (CS)
2. Apologies: None
3. Minutes of last meeting
The minutes of the last meeting were approved and signed.
4. Feedback from Parish Council Meeting on 8th October 2015
The general feeling was that the meeting had been a useful opportunity for FOFWRAP to present to the Councillors a broad outline of the project.
5. New Constitution
At the Parish Council meeting on 8th October the Councillors voted in favour of FOFWRAP becoming a formal sub-committee of the Parish Council. The clerk to the Parish Council has provided a new constitution to this effect. This was discussed.
It was agreed the Committee would be a closed Committee and would require at least 2 members of Parish Council.
NM suggested that the Parish Council could discuss the constitution and other arrangements at the next meeting on Thursday 12 November.
CS commented that FOFWRAP have not formally minuted their intention to appoint Paul Varney from Groundwork North Yorkshire as project manager. NM suggested that Parish Council would need to make the appointment.
Action: VM to attend next meeting of Parish Council as FOFWRAP representative
Action: VM to speak to Paul Varney about Terms of Conditions of appointment
Action: NM to circulate T&C’s of appointment to Parish Council
6. Committee membership
CS confirmed she had received notification from Dan Hartley of his intention to resign from the Committee.
Laura Hartley (LH) has accepted the invitation to take up the vacant position and was welcomed on to the Committee.
CS has also received a letter of resignation from the current Chair, Vicky Manton (VM). VM was thanked for her hard work and commitment, particularly in driving the project forward over the last 8 months.
SG has agreed to take over the role of Chair with support from other members.
7. Next Steps – planning permission
It is the intention of the Committee to apply for a change of use from agricultural to recreational. This requires providing the Landowner, Mark Mackaness, with 21 days notice of said intention. VM confirmed she has the necessary paperwork for this.
The change of use application will be in the name of Follifoot Parish Council.
VM also confirmed she has had a recent discussion with the Landowner regarding amendments to the Heads of Terms, specifically the length of the lease and the type of fencing required.
Paul Varney has suggested a meeting on 10th November to discuss planning and the Parish Council tender process. NM stated he is unable to make this meeting.
Action: VM to draft letter to Landowner to make clear the agreed changes to the Heads of Terms
Action: NM to include letter with the 21 day Notice form which is to be sent to Landowner
Action: VM to try and re-schedule meeting between Paul Varney and representatives of the Parish Council
8. Cummuted sums update
Not discussed
9. Folliwood
SG provided a detailed update of progress regarding the Curry Night fundraising event. It was agreed ticket sales looked healthy and the event could potentially sell out. LH confirmed she will co-ordinate the decorations and has a scheme already in mind.
Action: VM/SG to finalise entertainment arrangements
Action: CS to make alterations to posters
Action: VM/LH to liaise with Jo Andrade re: menus/bar price lists etc.
Action: ALL to provide Christmas lights/tea-lights/tea-light holders for the event
Action: ALL to provide extension cables
Action: ALL to provide large ice blocks
Action: ALL to provide Indian-themed decorations – scarves, knick-knacks etc
Action: ALL to refer to SG’s curry-night checklist for other jobs and responsibilities
10. Any Other Business
None
11. Date of next meeting
Monday 30th November, 20.00, Radcliffe Arms

 

 

Meeting: Wednesday 7th October 2015, Harewood Arms

1. Present: Jen Atkins (JA), Pia Cox (PC), Sam Gallimore (SG), Nigel MacDermid (NM), Ceris Sladdin (CS)

2.  Apologies: Dan Hartley (DH), Vicky Manton (VM)

The meeting was chaired by SG in the absence of VM

3. Minutes of last meeting
The minutes of the last meeting were approved and signed.

4. Actions from last meeting
Still outstanding:
Action: PC
to provide analysis of school children consultation
Action: DH to provide Village Hall with the necessary money and request a receipt (if not already done so)
Action: VM to arrange site meeting with Harrogate Council
Action: VM to advertise on Follifoot Facebook page for surveying assistance
Action: NM to ask Mark Mackaness to provide an updated copy of the Heads of Terms agreement to reflect the extension of the lease to 75 years

New Action: JA to e-mail DH to confirm whether the outstanding village hall bill has been paid
New Action: SG to liaise with VM regarding the outstanding action points

5. FOFWRAP Membership
DH has indicated his intention to stand down from the FOFWRAP committee. It was decided to formally ask Laura Hartley if she would like to take his place.

The committee is aware that VM will be leaving Follifoot around Christmas time. The position of Chair will then become vacant. It was agreed to discuss this at a later meeting.

Action: CS to e-mail DH to request his resignation in writing
Action: CS to invite LH to become a member of the FOFWRAP committee

6. FOFWRAP Bank Account
DH is currently the treasurer of FOFWRAP but JA has agreed to take on this role once DH has resigned. DH has already requested to change the FOFWRAP bank account to add both JA and SG on as signatories. CS needs to authorise this mandate change. CS explained that while she is happy to do this she is unable at present as she does not have access to the online banking system. CS has spoken to Barclays to rectify this and once the necessary passwords have been obtained the authorisation will be given.

CS suggested that once SG and JA are added on as signatories it would be advisable for them to register for online banking.

Action: CS to authorise mandate change when in a position to do so

7. Follifoot School
PC confirmed that she has spoken to Mr Griffiths, head teacher of Follifoot School, regarding the proposed recreational development. Mr Griffiths was extremely supportive of the idea and has already provided FOFWRAP with a letter to this effect.

Whilst it is unlikely that the school could make regular (i.e. weekly) use of the area Mr Griffiths did say they could foresee using it on an ad hoc basis, especially if there was some sort of sheltered seating area provided which could be used as an ‘outdoor classroom’. The committee agreed to bear this in mind when considering the final proposals.

8. Meeting with Parish Council
NM confirmed that FOFWRAP have a 20 minute slot at the Parish Council meeting on Thursday 8th October.

It was agreed that VM, SG and CS would attend together with Paul Varney from Groundwork North Yorkshire. VM will be giving a short update and introducing Paul.

NM requested that the results of the recent questionnaire be shared with the Parish Council at the meeting.

Action: VM, SG and CS to attend meeting on 8th October
Action: CS to bring all plans and brochures etc
Action: SG to bring questionnaire analysis

9. Curry Night update
SG confirmed she has been to Zolsha and has successfully negotiated a deal for the Curry Night. The cost will be £600 for a buffet to feed up to 80 people. This will include 2 starters and 4 mains (1 mild dish, 2 medium and 1 vegetarian) accompanied by rice and Naan breads.

It was agreed to have a ticket price of £15 a head.

The Committee need to source their own poppadums/snacks and alcohol. FOFWRAP will also need to provide tablecloths and napkins etc.

SG confirmed she has applied for an alcohol licence and is in the process of completing the application.

JA suggested starting an estimated schedule of costs to keep track of the budget. It was agreed this was a good idea.

Laura Hartley has offered to help with decorating the village hall prior to the event.

CS confirmed that she has 3 bottles of alcohol, a Fodder voucher and a tub of Celebrations for the raffle. NM restated his intention to donate a bottle of Indian whisky and SG remarked that  Zolsha said they will also provide a voucher. In addition, JA has a contact at L’Oreal who may be able to supply a prize.

NM offered to ask local photographer Karen Spencer to consider donating a prize.

Entertainment will take the form of Bollywood style dancing towards the end of the evening together with a table-top quiz.

Action: SG to confirm booking and agree price with Zolsha by end of October
Action: SG to complete application for alcohol licence
Action: NM to compile shopping list for snacks/alcohol and other sundries (e.g. raffle tickets)
Action: NM to ask Karen Spencer about a raffle prize
Action: NM to compile Indian themed table-top quiz
Action: JA to start costs schedule
Action: ALL to continue to source raffle prizes
Action: ALL to pass on any estimates of costs to JA
Action: ALL to pass on any suitable quiz questions to NM

10. Next steps
None discussed

11. Any Other Business
None

12. Date of next meeting
Wednesday 4th November, 20.00, Radcliffe Arms

Meeting: Thursday 17 September 2015, 16 Leconfield Garth

1. Present: Pia Cox (PC), Sam Gallimore (SG), Nigel MacDermid (NM), Vicky Manton (VM), Ceris Sladdin (CS)
2. Apologies: Jen Atkins (JA), Dan Hartley (DH), Laura Hartley (LH)
3. Minutes of last meeting
The minutes of the last meeting were approved and signed.
4. Actions from last meeting
Still outstanding:
Action: PC to provide analysis of school children consultation
PC to liaise with Head teacher regards school involvement with the project
Action: DH to provide Village Hall with the necessary money and request a receipt (if not already done so)
5. Update on meeting with Groundwork (GWK)
VM confirmed that a meeting had been held with Paul Varney (PV) from Groundworks North Yorkshire on Friday 11th September.

The meeting was extremely positive and PV was confident about developing and securing funding for the entire site. The service GWK are able to offer will be bespoke, and will include support around public consultation, production of suitable designs or plans, tendering the works and managing the project as well as securing the necessary funding.
PV has already supplied FOFWRAP with a ‘funding start-up checklist’ to be completed together with a timeline of milestones.

PV has offered to attend the next Parish Council meeting to explain to Councillors the scope and implications of the project.

Action: VM to respond to PV’s e-mail
Action: VM to invite PV to the Parish Council meeting on 8th Oct
Action: VM to advertise on Follifoot Facebook page for surveying assistance
Action: VM to arrange site meeting with Harrogate Council
Action: NM to ask Mark Mackaness to provide an updated copy of the Heads of Terms agreement to reflect the extension of the lease to 75 years
Action: CS to pull together documents for the funding check-list

6. Assessment of tenders
Detailed playground schemes have now been received from Proludic, HAGS/SMP and Sutcliffe Play. A brief discussion took place around the merits and drawbacks of each scheme. It was decided to leave a more formal assessment of the tenders until further advice has been sought from GWK.
7. Proposed meeting with Parish Council
NM confirmed that FOFWRAP are invited to the next Parish Council meeting on 8th Oct to put forward their suggestions for the scheme.
8. Curry Night update
SG confirmed she had spoken to Zolsha about the proposed curry night and there may be scope for negotiation with the fee. SG has also produced and displayed a ‘save the date poster’ for the event.

VM has spoken to a colleague who performs with a Bollywood dance group and who may be available to provide entertainment for the evening.

It was agreed to have a cash bar and hold a raffle on the evening.
Action: VM/SG to hold meeting with Zolsha to confirm requirements
Action: VM to speak to contact about entertainment
Action: ALL to start securing raffle prizes
Action: VM to ask Jo Andrade to design a poster to promote the event
9. Next steps
None discussed
10. Any Other Business
None
11. Date of next meeting
Wednesday 7th October, 20.00, Harewood Arms

**************************************************************
Meeting: Wednesday 02 September 2015, 10 Leconfield Garth

1. Present: Jen Atkins (JA), Pia Cox (PC), Sam Gallimore (SG), Nigel MacDermid (NM), Ceris Sladdin (CS)
SG chaired the meeting in the absence of VM
SG extended a warm welcome to Jen Atkins (JA), a new member of the Committee.

2. Apologies: Vicky Manton (VM), Dan Hartley (DH), Laura Hartley (LH).

3. Minutes of last meeting
The minutes of the last meeting were approved and signed.

4. Actions from last meeting
NM to liaise with Mark Mackaness (MM) regarding length of lease

NM confirmed that he had spoken to MM regarding the length of the lease and was reassured that the offer was made in good faith. MM would like the lease to be signed by the Parish Council by the end of 2016 and indicated that, in principle, he would be willing to extend the lease from 50 to 99 years.
Still outstanding:
Action: PC to provide analysis of school children consultation.
PC to liaise with Head teacher regards school involvement with the project.
Action: DH to provide Village Hall with the necessary money and request a receipt (if not already done so).

5. Update on meetings with playground suppliers
SG informed the committee that the following meetings had recently taken place on site:
Mon 17 Aug – Proludic
Tue 18 Aug – HAGS/SMP
Mon 24 Aug – Sutcliffe Play.

VM was in attendance at all meetings and most other members attended at least one or two meetings. It was generally felt that the meetings had been positive and were a useful and enlightening experience. Suppliers have been asked to submit their proposals by 11th September.
One particular aspect that came out of the meetings was just how large the site is and after a brief discussion the committee decided that it would probably be wise just to develop a proportion of the site.
VM has also arranged a meeting with Groundworks North Yorkshire on Fri 11th September at 10.00am. All committee members are welcome to attend if available.
Once further advice has been sought from Groundworks re the size and scale of the project it may be necessary to give the designers a revised brief.
Action: VM to inform HAGS of change of brief prior to their follow-up meeting on 10th September.

6. Assessment of tenders
A scoring system needs to be prepared to assess the tenders. PC suggested that suppliers are marked out of 5 according to how well their proposals fit the brief. Following the meeting with Groundworks it may be necessary to change the brief so NM suggested developing the scoring system once all revised proposals have been received.

7. Proposed stall at dog show
VM has spoken to Ann Townsend about the possibility of a stall at the forthcoming Dog Show. As our original idea of a stall is now not feasible it was decided to give the opportunity a miss this year.

8. Curry Night update
The date of the proposed Curry Night has now been changed and VM has provisionally booked the Village Hall for 14th November. All agreed this is a more acceptable date. A price of £15 per ticket was suggested. Some thought still needs to be put into decorations and additional entertainment.
Action: VM to confirm evening with Zolsah.
Action: VM to try and re-negotiate with Zolsah from £11 down to £10 a head in order to maximise profits.
Action: VM to ask Zolsah for suggestions re decorations/entertainment.
Action: SG to design a ‘save the date’ style poster.

9. Proposed meeting with Parish Council
VM has suggested a meeting with the Parish Council regarding their commitment to the project and how best to proceed going forward.
NM suggested VM and one or 2 others members attend the next meeting of the Parish Council on Thu 8th October to summarise the key messages and proposals being put forward by FOFWRAP. This would also be an opportunity to share the results of the recent village-wide questionnaire with the Council.
Action: CS to seek advice from Julian Sladdin re closer affiliation to the Parish Council and amendments to the FOFWRAP constitution if necessary
Action: VM and others to attend Council meeting on 8th Oct.

10. Next steps
To arrange a site meeting with Harrogate Borough Council.

To arrange an additional meeting to discuss/assess the tenders. Dates put forward for this include:
Thu 17th Sep (first preference)
Tue 15th Sep
Tue 22nd Sep
Wed 23rd Sep
Action: VM to confirm availability to attend meeting to discuss tenders.

11. Any Other Business
None.

12. Date of next meeting
Wednesday 7th October, 20.00, Harewood Arms

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Meeting: Wednesday 22 July 2015, Radcliffe  Arms

1. Present: Pia Cox (PC), Sam Gallimore (SG), Nigel MacDermid (NM),
Vicky Manton (VM), Ceris Sladdin (CS)

2. Apologies: Dan Hartley (DH)

3. Minutes of last meeting
The minutes of the last meeting were approved and signed.

4. Actions outstanding from last meeting
Action: PC to provide analysis of school children consultation session
 PC to liaise with Head teacher regards school involvement with the project
Action: DH to provide Village Hall with the necessary money and request a receipt (if not already done so)

5 Committee membership
Although no-one was forthcoming following the recruitment poster recently displayed in the shop SG was pleased to report that she had spoken to Jen Atkins who had expressed an interest in joining the committee.

Action: VM to include Jen on the committee circulation list and invite her to the next meeting

6. Heads of terms – feedback from Parish Council
NM reported that a number of residents had attended the last Parish Council meeting and had contributed to the discussion regarding FOFWRAP. There appeared to be concern that FOFWRAP were operating secretively but NM reiterated that the committee has been very transparent in all its dealings, including holding an AGM and providing regular newsletters and a recent questionnaire. NM confirmed that consultation with residents will continue to be a priority for the project.

The main concern from residents going forward is the issue of overdevelopment.

NM reported that the Parish Council would be prepared to sign a lease if there is an absolute guarantee of the project going ahead. Any development would have to be proportionate to the size of the village and be fully costed in terms of implementation and ongoing maintenance. Similarly, any development would be wholly conditional on securing planning and funding and would have to be sustainable and viable in the long term. On this particular matter, the Parish Council felt that the lease length was not long enough and suggested it be increased to 99 years.

NM also informed the committee that other landowners are considering the possibility of development in areas of Follifoot and it could be that an alternative site for a playground could yet be found. FOFWRAP agreed to consider all options whilst still pursuing development at the site on Pannal Road.

Action: NM to liaise with Mark Mackaness regarding length of lease
Action: NM to respond to other landowners suggestions on behalf of the Parish Council and FOFWRAP

7. Project Brief (see attached)
CS talked the committee through the main areas of the Brief which had been prepared with the help of PC and SG. A few minor amendments were made.

It was agreed the Brief was ready to be sent out to prospective playground design companies.

Action: CS to amend Brief to reflect agreed changes
Action: SG to scan colour copy of site map and circulate
Action: SG to circulate electronic copy of questionnaire analysis
Action: VM to make contact with playground designers
Action: VM to contact Groundworks about possible involvement with the project
Action: NM to provide VM with contact details for a playground recently constructed in the Chester area which NM had visited
Action: CS to ask Stef Hinchcliffe for details of  playground designers she had made contact with

8. Fund Raising
VM confirmed the Village Hall has been booked for Sat 26th Sept for a pop-up Indian restaurant evening. However the committee felt, on balance, this date was too close to the FOFS Fish & Chip Quiz night on the 9th Oct. VM agreed to look at the availability of dates in November.

VM reported that she had made contact with Zolsha, an Indian Restaurant in Knaresborough, who would be prepared to cater the event at £11 a head.

Other fund-raising ideas discussed included an auction of promises, a race night, cinema nights and taking a stall at the Cricket Club Dog Show on 20th Sep.

Action: VM to contact Eddie re availability of Village Hall in November
Action: VM to contact Ann Townsend re stall at Dog Show

9. Next Steps
To submit Brief to playground designers

Action: VM to e-mail design brief to shortlisted playground design companies

10. AOB
None

11. Date of next meeting
Wednesday 2nd September, 20.00, Harewood Arms

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Meeting: Wednesday 24 June 2015, Harewood  Arms

1. Present: Sam Gallimore (SG), Laura Hartley (LH), Nigel MacDermid (NM),
Vicky Manton (VM), Ceris Sladdin (CS)

2. Apologies: Pia Cox (PC)

3. Minutes of last meeting
The minutes of the last meeting were approved and signed.

VM asked whether CS could liaise with Steve, the Follifoot Village website co-ordinator, regarding uploading the minutes onto the village web-site.

Action: VM to forward Steve’s e-mail details to CS
Action: CS to forward copies of all future minutes to Steve for uploading

4. Committee membership
In a bid to attract an additional member on to the committee VM suggested advertising the position with a poster in the shop window.

Action: CS to design and display poster

5. Heads of terms – feedback from Parish Council
NM reported that, due to low attendance at the last Parish Council meeting, the Parish Council had decided to hold the matter over to their next meeting in a couple of weeks time. The matter was therefore not discussed.

VM reported that she had contacted Mark Mackaness (MM) to clarify whether the lease needs to be for the entire site or whether FOFWRAP could just develop a proportion of it. MM confirmed the whole site does not have to be developed, however MM does not wished to be left with any landlocked portion therefore the site would have to be developed from behind Parkside up. The committee agreed this was a reasonable request.

Action: NM to report back after Parish Council have discussed the matter at their next meeting

6. Analysis of survey results
SG reported that out of the 305 questionnaires that were delivered, 61 were returned. This is a response rate of 20%. The committee agreed that this constitutes a representative sample.

Approximately 87% of respondents indicated that they would use a recreational facility in Follifoot. The committee agreed this was a significant enough proportion to proceed with the project.

The most popular items for inclusion were: wildlife area; seating; swings; slides; climbing frames.

CS reported that PC has additional consultation information from Follifoot school children from a survey that was undertaken in July last year.

Action: PC to provide analysis of school children consultation session
 PC to liaise with Head teacher regards school involvement with the project

7. Fund Raising

VM reported she has provisionally booked the village hall for Sat 26 September with a view to holding a ‘pop-up restaurant’ evening in the village. After discussion a curry/Indian theme was agreed on for the evening.

The idea of a regular film night was also discussed. This could involve a 4pm after-school showing for children, followed by a later 8pm showing for adults. A number of possible dates were discussed.

The committee agreed it would be wise not to cluster too many dates together or too close to the FOFS Fish & Chip Supper.

Action: VM to contact Indian restaurants regarding catering for an Indian evening
Action: CS to contact FOFS regarding proposed date for Fish & Chip supper

8. Next Steps

After discussion it was agreed the next step would be to put together a brief which could be submitted to a minimum of 3 playground/equipment providers.

The brief would need to include: site dimensions; setting; style; must haves; optional extras; timescale

Action: SG/CS/PC to draft brief

9. AOB

VM reported that she has been informed that the Village Hall committee are still awaiting payment for the booking of the hall for the FOFWRAP AGM. It was suggested that the required sum of £12.25 could be taken from petty cash.

Action: DH to provide Village Hall with the necessary money and request a receipt

10. Date of next meeting
Wednesday 22nd July, 20.00, Radcliffe Arms

Meeting: Monday 31 March 2014, Radcliffe Arms
1. Present: Pia Cox (PC), Stephanie Hinchcliffe (SH), Nigel MacDermid (NM), Vicky Manton (VM), Ceris Sladdin (CS)

2. Apologies: Dan Hartley (DH), Elspeth Jones (EJ)

3. Minutes of last meeting
The minutes of the last meeting were read and approved.

4. Affordable housing update
SH reported this is still under consideration and pending a final decision. SH has tried to make contact with Mark Mackaness over the latest state of play but as yet has been unable to speak to him personally.

5. Communication/Consultation
a) Survey Monkey – VM confirmed she is still working on a list of suitable questions.
b) School consultation – PC has attempted to contact the school on a couple of occasions but as yet no date has been arranged.

6. Finance
There is a current balance of £247.00 in the FOFWRAP bank account.

7. Fundraising
a) Tour de Follifoot – VM, PC and CS confirmed they had met twice over the past few weeks to further arrangements for the Tour de Follifoot.
VM has produced a poster for display locally and PC has provided text for flyers which need to be distributed to all households in the village. A number of amendments to both the poster and the text were discussed. It was agreed we would need to involve the use of a printing company to produce the posters and flyers.
CS has produced a Register of interest which it is hoped will be administered by Ann & Andy in the shop. This will help gauge interest in the event and will collect details of those involved. It was suggested that an extra column should be added so stall holders can identify what type of stall they are having. Once the money for a stall has been received stallholders will receive an information pack.
SH confirmed she has booked the Village Hall for the afternoon of Sunday 29th June and has placed an initial notice of the event in the Parish News. SH also reported that she had been approached by Ann Townsend who has suggested that the Cricket Club might like to get involved in the event. It was agreed we should invite Ann to the next Tour planning meeting.
After discussion it was agreed we would keep refreshments at the village hall simple – just teas/coffees and cakes (possibly French- themed). Depending on the weather it may also be feasible to have a bouncy castle although this would have to be manned at all times. There is also the possibility that some additional stall space (max 4) could be offered in the village hall, perhaps to those who live just outside the village boundary but who have items to sell.
Marketing of the event was also discussed. Suggestions included Stray FM, Tempo FM, Harrogate Advertiser, Mumbler, leafleting at Pannal car boot, leaflets in books bags, posters at various locations etc.
Action: VM to investigate printing costs and suppliers.
Action: VM to amend poster.
Action: PC to amend text of flyer.
Action: CS to amend Register of interest.
Action: CS/PC to produce stallholders information pack.
Action: SH to invite Ann Townsend to the Tour de Follifoot planning meeting on 24th April.
Action: SH to investigate price and terms & conditions of bouncy castles/slides etc.
Action: NM to speak to both pubs to make them aware we are holding an event.

8. Date of next meeting
Thursday 24th April, Harewood Arms, 20.00 – Tour de Follifoot planning meeting
Monday 5th May, Radcliffe Arms, 20.00 – FOFWRAP meeting

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Meeting: Monday 03 February 2014, Radcliffe Arms

1. Present: Pia Cox (PC), Dan Hartley (DH), Stephanie Hinchcliffe (SH), Nigel MacDermid (NM), Vicky Manton (VM), Ceris Sladdin (CS)

2. Apologies: Elspeth Jones (EJ)

3. Minutes of last meeting
The minutes of the last meeting were read and approved.

4. Project Management update
VM confirmed that work on the project plan is ongoing.

5. Planning
a) Pre-planning update – NM reported he had phoned the planning department that day but as they had been very busy our enquiry had yet to be considered. He was given an undertaking that it would be looked at this coming week.
b) Affordable housing update – SH has been monitoring progress of the affordable housing application and this looks to be going through its final phase with a decision due in the next week or so.

6. Newsletter
After discussion it was decided the next newsletter should go out after the March meeting. Contents would include: affordable housing planning decision; feedback from our pre-planning enquiry; an update on the potential lease of the site; an invitation to be involved in an initial consultation via Survey Monkey.
Action: VM to look at the feasibility of using Survey Monkey
ALL to consider suitable questions to include on such a survey
SH to speak to MM regarding the lease of the site; building contractors; and possible timescales once full planning has been given

7. Communication/consultation
PC confirmed she has made contact with Mr Madeley, the new head teacher at Follifoot School. Mr Madeley has promised to be in touch regarding an initial consultation of the school children.
Action: PC to liaise with school regarding consultation
CS and SH to support PC in carrying out the consultation

8. Play and Outdoor equipment
After discussion it was decided we would need to bring in playground designers at an early stage so we can benefit from their advice regarding funding, consultation and design. Firms we have already made contact with include Sutcliffe Play, HAGS/SMP and Playdale. Once the lease of the site has been agreed we can further these links.

9. Finance

a) Financial update
DH confirmed a current balance of £247.00 in the FOFWRAP bank account.
b) Fundraising
Developing our planning application and undertaking the necessary surveys will incur costs. It is imperative we have some initial funding in place for this first stage of the process. Fundraising ideas include: a Midsummer village event; a Tour de France themed event; JustGiving/EasyFundraising websites; Waitrose green tokens; writing to local companies/benefactors for a donation. Some grants and/or monies from commuted sums may also be available to us.
Action: SH to speak to Spofforth re: initial set-up funds
PC to speak to Kevin Sellwood on the same matter
SH to speak to Jennifer Love re: potential grants from the Parks Dept.SH to speak to Sean from commuted sums re: potential money from Home Farm Development and whether this can be used for the planning application process

10. Date of next meeting
Monday 3rd March, Harewood Arms, 20.00

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Meeting: Monday 02 December 2013, Harewood Arms

1. Present: Dan Hartley (DH), Stephanie Hinchcliffe (SH), Elspeth Jones (EJ), Nigel MacDermid (NM), Ceris Sladdin (CS)

2. Apologies: Pia Cox (PC), Vicky Manton (VM)

3. Minutes of last meeting
The minutes of the last meeting were read and approved.

4. Project Management update
Due to VM’s absence (maternity leave) this item will be returned to at a later date.

5. Planning
a) Pre-planning update – NM has now received the A1-sized detailed plan of the proposal from the architects which was kindly provided at no cost. This can now be submitted to Harrogate planning department as part of our pre-planning enquiry.
Action: NM to submit A1 plan to planning department.
b) Affordable housing update – SH confirmed that the major planning application has been submitted for 12 affordable houses. This slightly affects the proportions of the parcel of land FOFWRAP are hoping to develop, but not significantly. Comments/objections to the application can be viewed on the Harrogate Borough Council website.

6. Newsletter feedback
Copies of the second newsletter have been placed on the notice board, in the shop and in the latest edition of the Parish News. Feedback has been positive. SH has uploaded the document on to the FOFWRAP page of the Follifoot website but the attempt to include it on MailChimp appears to have failed.
Action: SH to look again at MailChimp.

7. Financial update
DH confirmed a current balance of £247.00 in the FOFWRAP bank account.

8. Correspondence
SH has received a phone call from a rep at Playdale, a playground equipment manufacturer. It appears they are the company behind the play area at Killinghall which was installed 4 or 5 years ago. SH circulated the brochure she had received.

9. Date of next meeting

Monday 3rd February, Radcliffe Arms, 20.00

Meeting: Monday 04 November 2013, Radcliffe Arms

1. Present: Dan Hartley (DH), Stephanie Hinchcliffe (SH), Nigel MacDermid (NM), Ceris Sladdin (CS)

2. Apologies: Pia Cox (PC), Elspeth Jones (EJ), Vicky Manton (VM)

3. Minutes of last meeting
The minutes of the last meeting were read and approved.

4. Project Management update

Due to VM’s absence (maternity leave) it was agreed this item would be returned to at a later date.

5. Planning
a) Pre-planning update – NM reported that Harrogate have requested a larger scale copy of the concept plan illustrating the potential layout of the proposed development as they were unable to read the wording on the copy supplied. It is understood once they have received said plan they will provide comment.
b) Affordable housing update – SH reported that outline planning for 10 affordable houses has been approved. A major planning application has since been submitted for 12 affordable houses and is due to be discussed at the Parish Council meeting on 14 November.
c) Site plan – NM requested a larger scale version of the concept plan to submit for the pre-planning enquiry application.
Action: SH to request large scale concept plan from architects.

6. Fundraising
SH reported she had only received a very limited response from people offering to help with fundraising. It is hoped that as the project progresses and people feel more engaged help will be more forthcoming.

7. Play and outdoor equipment consultation
CS reported that due to imminent staff changes at the school consultation will take place with the school children at a more convenient time.

8. Newsletter
CS and PC have produced a second newsletter. This was discussed and a number of amendments were agreed. It was decided that to achieve as wide a distribution as possible the newsletter would be submitted for inclusion in the Parish Magazine; be placed on the website; be placed on the village notice board and a number would be given to the shop for people to help themselves.
Action: CS to make necessary amendments to newsletter and forward to SH and the Parish Magazine.
Action: SH to upload the newsletter on the website and display a copy on the village noticeboard.

9. Financial update
DH confirmed a current balance of £247.00 in the FOFWRAP bank account.

10. Meeting with concerned residents
A meeting with concerned residents took place on 10 October 2013. As a result of this meeting FOFWRAP has decided to re-consider the list of 15 alternative sites to see if a more suitable location can be found.
Action: SH to ask MM again about the old Follifoot Tennis Club site
Action: SH to contact homeowner adjacent to Tennis Club re access

11. Letter from concerned residents

FOFWRAP has received a copy of a letter sent by the concerned residents to the Parish Council outlining the salient points from the meeting. This letter was discussed and a response was agreed.
Action: SH to respond to the letter on behalf on FOFWRAP.

12. Date of next meeting
Monday 2nd December, Harewood Arms, 20.00

Meeting: Monday 07 October 2013, Harewood Arms

1. Present: Pia Cox (PC), Dan Hartley (DH), Stephanie Hinchcliffe (SH), Elspeth Jones (EJ), Nigel MacDermid (NM), Ceris Sladdin (CS)

2. Apologies: Vicky Manton (VM)

3. Minutes of last meeting
The minutes of the last meeting were read and approved.

4. Project Management update

Due to VM’s absence (maternity leave) it was agreed this item would be returned to at a later date.

5. Planning

a) Pre-planning update – NM reported he had recently phoned the planning department and had received a verbal reply from a member of staff. We have been advised that developing recreational facilities on green belt land is fine in principal but it will depends on factors such as the height and scale of the proposed development. We will eventually need environmental reports, surveys, visuals etc when submitting the big plan. More information will be provided on this matter when we receive the written answer to the pre-planning application.
b) Affordable housing update – SH reported that the s106 application has now been approved but with strong conditions insisting on more 2-bed homes. Formal plans are underway with a suggested start of Spring/Summer 2014 but this is subject to change. Once the site has been approved with full planning permission it is understood Rudding Estate will pass the lease of the land for the recreational development to the Parish Council.
c) Site plan – Rudding Estate has suggested ringing the architect who should then be able to provide us with a full scale map. NM suggested requesting 2 maps – one with the housing development on and one without, both A1 size and with accurate measurements etc.
Action: SH to request accurate site plans from the architect.

6. Fundraising
SH reported she had e-mailed approximately 15 residents who had previously offered to help and had received 2 replies from people interested in helping in fundraising activities in the future. However, SH suspected there may have been a problem with sending the e-mail so offered to re-send it.
Action: SH to re-send e-mail requesting help with fundraising.

7. Play and outdoor equipment

PC confirmed she had made contact with Jennifer Love from the Parks Department who has provided questionnaires and other information useful to the consultation process. PC has also sought advice again from Kevin Sellwood on the same matter.
After discussion it was agreed to try and gain some initial feedback from the school children which will then form part of a later, fuller consultation with the village. It was suggested this could take place as early as Oct/Nov.
PC and CS also offered to draft a further newsletter to all residents informing them of the latest developments of the project.
Action: PC, with assistance from CS, to liaise with school over consulting with the children.
Action: PC & CS to draft further newsletter.

8. Financial update
DH confirmed we have £247.00 in the FOFWRAP bank account and produced a statement to this effect.

9. Meeting with concerned residents

Those residents who have expressed concern over the development have been invited to attend a meeting with available members of FOFWRAP at 7.00pm on 10th October, prior to the Parish Council meeting.

10. Date of next meeting
Monday 4th November, Radcliffe Arms, 20.00

Meeting: Monday 02 September 2013, Radcliffe Arms, 20.00

1. Present:
Pia Cox (PC), Stephanie Hinchcliffe (SH), Elspeth Jones (EJ), Nigel MacDermid (NM), Ceris Sladdin (CS)

2. Apologies: Dan Hartley (DH), Vicky Manton (VM)

3. Minutes of last meeting

The minutes of the last meeting were read and approved.

4. Pre-planning application enquiry update

NM reported that the planning department had received the application but as they had difficulty reading the electronic version they had requested a hardcopy version. A hardcopy version was duly sent but as yet we have received no further correspondence.

5. Project Management update

VM sent her apologies for not attending the meeting but circulated an updated version of the Project Plan to all committee members.
Action: ALL to read the plan and pass any comments, especially regarding proposed dates and stakeholder details, to VM.

6. Communication
a) Update on proposed meeting with concerned residents – SH confirmed she has received communication from a group of concerned residents who have requested a meeting with both FOFWRAP and the Parish Council. SH suggested meeting at 7.00pm on 12th September, prior to the Parish Council meeting at 8.00pm. We are still awaiting confirmation as to whether this is suitable.

7. Finance
a) Financial update – CS questioned whether the bank account with Barclays is now in place and active.
Action: SH to check with DH as to status of bank account.
b) Social Committee Fund – It is proving difficult to track down the current signatories of the Follifoot Social Committee Fund but EJ offered to continue to make investigations on this issue.
Action: EJ to locate signatories to Social Committee Fund.

8. Assessment of Play and Outdoor Equipment update

PC confirmed she had contacted Lisa Metcalfe, Headteacher at Follifoot School, with a view to consulting with the school children and suggesting the possibility of a future playground visit. She had received a brief, but positive, response. SH passed Jennifer Love’s details to PC so she could make contact re school consultation.
After discussion, the committee felt it was necessary to have a full size plan and exact measurements of the plot prior to contacting any playground suppliers.
Action: PC to contact Jennifer Love regarding advice on school consultation.
Action: SH to contact MM on outcome of affordable housing application.
Action: SH to contact MM to request plot plan and measurements.

9. Fundraising
The following were suggested as potential fundraising ideas:
Ceilidh
Race night
Quiz night
Garage/table-top sale
Open gardens
Film night
Beer/curry night
Strictly Come Dancing night
Great Follifoot Bake-off (to include baking competition for adults and kids and afternoon tea)
Follifoot history day
Guided history walk
Sponsored walk/treasure hunt for kids
It was decided to approach the village as a whole for volunteers to take on fundraising events and possibly organise a fund-raising sub-committee.
A discussion took place regarding the most suitable time to start fundraising. It was generally agreed that fundraising couldn’t start until we have received a decision on outline planning. As such, the timetable should be as follows:
i) receive decision on outline planning
ii) send newsletter to residents
iii) hold open consultation session with residents (include brief outline of plans, feedback forms etc.) – results of which can go into the detailed planning application.
iv) produce a calendar of forthcoming fundraising events
Action: SH to make contact with all persons who previously said they would be willing to help.
Action: ALL to continue to brainstorm fundraising ideas.

10. Date of next meeting
Monday 7th October, The Harewood Arms, 20.00

Meeting: Monday 01 July 2013, Harewood Arms, 20.00

1. Present: Pia Cox (PC), Stephanie Hinchcliffe (SH), Nigel NacDermid (NM), Vicky Manton (VM), Ceris Sladdin (CS)

2. Apologies: Dan Hartley (DH), Elspeth Jones (EJ)

3. Minutes of last meeting

The minutes of the last meeting were read and approved.

4. Finance
a) Financial report – The current balance of £247.00 remains unchanged. DH has submitted all relevant paperwork to Barclays but we are still waiting for them to open the account.
b) Social Committee Fund – No news as yet regarding any possible money in this account.
Action: DH to continue to liaise with Barclays over opening the account.
Action: EJ to investigate the current balance of the Follifoot Social Committee.

5. Communication

a) Press release for residents – The majority of villagers should now have received their press release regarding the establishment of FOFWRAP. As yet we have received no feedback.
b) Website and MailChimp – Information regarding the new website and mail facility were included in the press release although some members expressed concern that the information was easily overlooked. It may be that the Parish Council need to advertise the facility further.
It was agreed that all future minutes of FOFWRAP meetings would be included on the village website.
Action: CS to e-mail SH minutes for inclusion on the website.

6. Planning
a) Update from NM – NM circulated copies of the Pre-application Enquiry form which was submitted to Harrogate Borough Council on 1st July 2013.