July 2020 Minutes
Minutes of the Meeting of Harmston Parish Council held via Zoom (due to Covid-19 Restrictions) on Tuesday 14th July 2020 at 7.30pm
PRESENT: Cllr M Jones (Chair), Cllr I Edgar (Vice-Chair), Cllr P Wallace, Cllr M Shepherd, Cllr B Hamilton, DCllr L Hagues
Also present: Helen Jones (Clerk)
ACTION
1 APOLOGIES AND REASON FOR ABSENCE
No apologies were received.
2 DECLARATIONS OF INTEREST ON ANY ITEM ON THE AGENDA
Cllr P Wallace declared an interest on item 12 Allotments.
He is a member of The Harmston Allotment Interest Group.
3 OPEN FORUM (15 MINUTES)
No members of the public attended the meeting.
4 REPORTS OF REPRESENTATIVES
a) Local Police – No report received. HJ to contact regarding traffic concerns.
b) District Councillors – DCllr Lucille Hagues attended and shared her report.
Action: HJ
(Report to be emailed and forwarded to all HPC Councillors)
c) County Councillor – No representatives were present. No report given.
5 TO APPROVE THE NOTES OF THE LAST MEETING
It was proposed by Cllr B Hamilton and seconded by Cllr P Wallace that the Minutes of the meeting of the Parish held on 19th May 2020 to be approved.
(It is to be noted that Cllr M Shepherd left the meeting but returned within 5 minutes and was in agreement with proposal).
6 MATTERS ARISING FROM THE MINUTES
There were none at this time.
7 CHAIRMAN
Chairman Cllr J Martin-Hoyes has resigned from both his role as Chairman and from the Parish Council.
Cllr P Wallace suggested that based on his role as Vice Chairman that Cllr M Jones become the new Chairman of Harmston Parish Council. Cllr I Edgar seconded this proposal, which was passed unanimously, and Cllr M Jones accepted the role.
Cllr M Jones proposed Cllr I Edgar as the new Vice Chairman, this was seconded by Cllr M Shepherd, and this was unanimously passed. Cllr I Edgar accepted the role.
It was discussed that an announcement be placed on the Facebook Community Page ‘Harmston Help’ (of which Cllr P Wallace is an admin). Cllr M Shepherd highlighted that not all residents access this format. Clerk informed the HPC that a reminder has been placed in the Graffoe Link with the many different ways the HPC can be contacted and accessed. Clerk to also post HPC vacancies on ‘Harmston Helps’. There will be a new website introduced later this year, with log on details only recently received.
Action: HJ
8 CLERKS REPORT
See separate report for details. Some points were discussed further:
4.) £40.00 per visit for strimming and mowing the lawn in the play area during growing season was proposed by Cllr M Jones and seconded by Cllr M Shepherd, all in agreement.
Clerk asked to clarify what the current agreement with Mr D West is.
Currently NKDC spray the weeds along footpaths but the dead weeds are not removed, rubbish is becoming more frequent at the viewing point.
Action: HJ
12.) An explanation was given re the response sent re Bumblebee Cottage
17.) Cllr M Jones will look into refurbishing the second village noticeboard
20.) The new systems for filing will be reviewed periodically
Action: MJ
24.) Change of address paperwork can be sent to the bank now a new Chairman has been elected
Action: HJ
9 FINANCIAL MATTERS
New format for Financial Report is much clearer and approved of.
Before each meeting the Budget will be emailed to enable everyone to see it in its most current form. A new spreadsheet has made for this and will allow the running balance to be seen easily and regularly.
Action: HJ
It was agreed that a third signatory is needed.
The bank can now receive details for change of address now a new Chairman has been elected.
The AGAR has yet to be sent to the internal auditor and therefore despite the AGAR being complete, it was agreed that it would not be signed off until it had been approved by the Internal Auditor. It was agreed that a Zoom call would be arranged for Tuesday 28th July 2020 at 7.30pm to sign off the AGAR (this is within the time constraints of publishing and reporting data). The AGAR and end of year accounts are being taken to Bridget Solly on Monday for her to carry out an internal audit.
10 CORRESPONDANCE
There were none to discuss as covered in specific areas of the meeting.
11 PLANNING
TREE WORKS
a) None to report
PLANNING
The following planning applications were received:
Action: HJ
a) 20/0605/HOUS The Cottage, Church Lane
Demolition of conservatory, erection of two storey rear extension and reduction in height of roadside boundary walls
b) 20/0399/HOUS Land at Mill Field, Grantham Road, Waddington Hybrid Application
c) 20/0564/FUL Land rear of Bumble Cottage, Vicarage Lane, Harmston Erection of stable block with store above
There were no issues with the above planning applications.
There was a discussion on how to make whole HPC responses between meetings when deadlines are due. It was agreed that in future that responses should be made to the email regarding specific planning. If no comment is received then agreement with those that have responded will be assumed.
12 HARMSTON PLAY AREA
a) No quote for the fence received as yet.
b) When planning the park £3,500.00 had been pledged for the fence and £5,000.00 towards the cost of the park. Neither of these sums are now being donated, leaving the HPC with a shortfall of £8,500.00. This needs to be considered when choosing fencing quotes. The HPC reserve will be used to cover the cost. Some thought will need to be given as to how this money will be recovered.
c) £40.00 quote per cut was agreed.
d) Cllr M Jones requested that everyone ensure that they had read the report. Cllr B Hamilton and Cllr P Wallace have already done so. Need to ascertain if there are any recommendations, and if the company carry out repairs. It was ascertained that the park has a Three-Year Warranty – Clerk to investigate.
Action: HJ
13 VILLAGE SIGN
The sign is finished, and payment of £1,000.00 (donation) is due. An invoice (and who the cheque should be payable to) will be required for a cheque to be written in payment.
The Village Sign Committee are currently looking at 3 locations:
- Near well
- Near Village sign
- At the viewing point near the bench
This ‘work of art’ for the village has been carved and painted. There will be a ceremony in September for the unveiling.
The issues of needing to have insurance for the sign and requiring Highways permission for siting were discussed. Clarity of who will be taking responsibility for it is required. It was suggested that the VSC should find a location and seek the permissions and insurance needed.
14 ALLOTMENTS
Cllr B Hamilton suggested that the HPC write to local landowners to enquire about land for village allotments, this was decided against.
It was agreed to leave the discussion until the next meeting and then consider writing to other land owners.
There are currently 14 people interested in allotments – 6 or 7 have written to the HPC to request an allotment.
This led to a discussion about the footpath. Currently the field owner loses 2-300m for path, the old route would be less intrusive – Clerk to add to the next meeting’s agenda.
Agreed that a note should be added to the Facebook page ‘Harmston Helps’ requesting that anyone who is interested in reopening the Viking Way to message so that the level of interest can be gauged. Clerk to also contact Coleby Parish Council and ask them to do the same. Clerk to draft and have approved by PC before posting to FaceBook.
Action: HJ
15 PARISH CLERK
SLCC offer alternative training to that provided by LALC. Online course costs £99.00 plus VAT. Cllr P Wallace proposed, Cllr B Hamilton seconded, and all were in agreement. Clerk to book.
Action: HJ
16 VILLAGE STREET LIGHTING
a) To replace the light (but no the bracket, although Eon is of the opinion they should be replaced), there would be a cost of £315.00 +VAT per light. There are 31 lights, totalling a cost of approximately £10,000. They would reduce energy usage by 67% (IE will forward the details) and would require no maintenance and have a long life. There is a 5% discount if 10 are ordered.
Action: IE
b) It was surmised that there must be grants available to help with payment, to encourage changing to energy efficient lighting. Cllr I Edgar will contact Eon to enquire.
Action: IE
c) In addition, the reporting of light faults on School Lane and at the bench at the viewing point need to be checked to ensure the work has been carried out.
Action: HJ
17 ROAD TRAFFIC
It was agreed that the Clerk would invite the PC Matthew Roberts, D Cllr L Hague and D Cllr M Overton to the next meeting to discuss the issues regarding road traffic.
Action: HJ
18 CLIFF CLUSTER
a) There were no updates to discuss, and no issues.
b) Following on from discussions about Road Traffic the location of the SPID (Speed Indicator Device) was discussed and if Harmston were due their turn in its rotation (it is meant to spend two weeks at each cliff village and rotate). Clerk to find the relevant paperwork for where permission has been granted for its use in Harmston (previous discussions had involved Church Lane, a little way down from the traffic lights; and Vicarage Lane).
Action: HJ
19 ANY OTHER BUSINESS
None to discuss
20 MATTERS RAISED FOR THE NEXT MEETING
a) Play Area – fence, repairs and discussion of public suggestions
b) Footpaths
c) Roads – traffic and SPID (Speed Indicator Device)
d) Lighting
e) Allotments
21 DATE FOR NEXT MEETING
The next meeting will be Tuesday 22nd September 2020, 7:30pm. Location, or use of zoom tbc based upon most current Covid-19 Government Guidelines
Action: HJ
There being no further business the Chair closed the meeting at 9.45pm