September 2020 Minutes
Minutes of the Meet ing of Harmston Parish Council held via Zoom (due to Covid-19 Restrictions) on Tuesday 22nd September 2020 at 7.30 pm
PRESENT: Cllr M Jones (Chair), Cllr I Edgar (Vice-Chair), Cllr P Wallace, DCllr L Hagues
Also present: Helen Jones (Clerk)
ACTION
1 APOLOGIES AND REASON FOR ABSENCE
Apologies were received from Cllr M Shepherd, and Cllr B Hamilton was unable to join the meeting due to technical difficulties.
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.
Cllr M Jones declared an interest on items 4 and 17, regarding the village sign.
3 OPEN FORUM (15 MINUTES)
No members of the public attended the meeting.
4 TO APPROVE THE NOTES OF THE LAST MEETING
It was proposed by Cllr I Edgar and seconded by Cllr P Wallace that the Minutes of the meeting of the Parish Council held on 14th July 2020 to be approved.
It was proposed by Cllr I Edgar and seconded by Cllr P Wallace that the Minutes of the meeting of the Parish Council held on 28th July 2020 to be approved.
5 REPORTS OF REPRESENTATIVES
a) Local Police – Newsletter received and shared. Clerk to try contacting again to invite PC Roberts to the next meeting in November.
Action: HJ
b) District Councillors – DCllr Lucille Hagues attended and shared her report. (Report to be emailed and forwarded to all HPC Councillors)
Proposed Boundary Commission changes were discussed. Any objections need to be submitted by Oct 8th 2020. Cllr M Jones asked DCllr L Hagues for guidance – what would she recommend that the HPC do? The proposal is that Harmston, Coleby and Waddington would join together, which is due to the increase in population. This would mean that Harmston would lose their association with Welbourn, Wellingore, Navenby and Boothby Graffoe. If the HPC wish to stay as they are, they need to write to NKDC and state their case. HPC need to outline their reasons for not amalgamating with Waddington, and for retaining the existing cluster.
Action: MJ, HJ
Cllr P Wallace to share documents from Cliff Cluster to help form an opinion.
(It is to be noted that Cllr I Edgar left the meeting but returned within 5 minutes)
c) County Councillor – No representatives were present. No report given.
Action: PW
6 CLERKS REPORT
See separate report for details. Cllr M Jones went through the main points. Some points were discussed further.
28.) Supplier of the play area needs contacting asap regarding the warrantee. Cllr I Edgar provided the clerk with the details – Action Play and Leisure, Norfolk
7 FINANCIAL MATTERS
As agreed at the previous meeting the Budget was shared with the HPC in advance of this meeting.
See separate document for Finance Report. There were no issues.
8 PLANNING
TREE WORKS
a) 20/1095/TCA The Stables, Church Lane
b) 20/1135/TPO 10 Thorold Way
It was agreed by all that the two tree planning applications were acceptable.
PLANNING
a) 19/0585/HOUS APPEAL Bottom House Lane
9 HARMSTON PLAY AREA
a) Cllr M Jones is awaiting Hardwood and Softwood quotes, although he prefers hardwood due to its longevity, and will share these when he has them (there have been some supplier issues due to the pandemic). It was agreed a decision needs to be made asap.
Action: MJ
b) Action Play & Leisure need contacting for clarification of terms of warrantee. MJ will take a look at the equipment also.
Action: HJ, MJ
c) The addition of a sign with some basic rules of use was agreed in principle. The sign from the old play area, and signs from other play areas need to be consulted to help produce a draft of rules. It was agreed that an age limit, and no dog rules should be included. Clerk to draft a set of rules and share with the HPC for their perusal. It is hoped that the sign will help address some of the concerns adjacent residents have had in terms of when the play area is used and by whom.
10 FOOTPATHS
To be discussed at a later date.
11 ROAD TRAFFIC
a) Clerk to email PC Roberts again to ask him to attend the next meeting so that he is present when the road traffic issue is discussed.
Action: HJ
b) Cllr P Wallace to forward emails and details re SPID, and clerk to contact those that currently hold it.
Action: PW, HJ
12 VILLAGE STREET LIGHTING
a) Quote received for 34 lights to be replaced - £315 + VAT each. 47% saving on electricity bill. Potential saving of £1,000 per annum. If change to lower wattage of 19w potential saving of 67% - would need to check this wattage would provide adequate light. Lights would be maintenance free. Further 5% off if 10 or more are purchased. HPC need to ascertain if all lights need retaining/changing.
b) Clerk to ascertain if there is a grant available as the purpose for changing is environmental. Need to look at lights on Vicarage Lane (which are the proposed new LED light) to see what light it emits before reaching decision, and to check what wattage it is.
Action: HJ, ALL
Due to cost could consider a staggered replacement, changing 10 each year to ensure additional discount is attained. Clerk to look at grant options. Clerk to speak to Eon to confirm impact on costs if lights are changed.
Action: HJ
13 ALLOTMENTS
a) Cllr P Wallace suggested that the HPC should write to all local landowners to share requests for allotments or a community garden.
Action: HJ
It was suggested that the area where the fruit trees are at the end of the playing area would make a super community garden.
b) Clerk to collate a list of local land owners, and draft a letter with Cllr P Wallace.
Action: HJ, PW
14 CHRISTMAS
a) Cllr M Jones to order the tree, approx. 14’9 – 16’. Cllr I Edgar will check the lights. Traditional light switch on event will be dictated by Government rules regarding Covid-19. Clerk to monitor guidelines.
Action: MJ, IE, HJ
b) Sadly, due to the pandemic it is thought that The Salvation Army will not be able to attend this year (Clerk to monitor and check guidelines). However, it was agreed that a donation should be made regardless.
Action: HJ
15 AUDIT FEEDBACK
a) It was agreed that the float be reduced to £150.00 from £200.00 based on the auditor’s suggestion. Cllr P Wallace proposed. Cllr I Edgar seconded. All in agreement. Clerk to action.
Action: HJ
b) Clerk to alter Risk Assessment to the format suggested by the Auditor.
Action: HJ
c) Clerk to look into claiming VAT back for 2019-2020. Clerk to consult with Auditor to ascertain what other non-registered Parish Councils do.
16 CLIFF CLUSTER
Due to the pandemic, there has not been a Cluster Meeting.
17 MATTERS RAISED FOR THE NEXT MEETING
a) Play Area
b) Footpaths
c) Road Traffic
d) Village Street Lighting
e) Allotments
f) Christmas
g) Social Media
h) New Councillors co-option
i) Village Sign
It was agreed that as the Village Sign was not on tonight’s agenda, that a separate meeting be organised to address the email received from the Village Sign Committee.
21 DATE FOR NEXT MEETING
The next meeting (for the Village Sign) will be on Thursday 1st October 2020, 7:30pm.
The next meeting will be on Tuesday 17th November 2020, 7.30pm.
Locations of both meetings to be announced, pending Pandemic Guidelines.
Action: HJ
There being no further business the Chair closed the meeting at 8.55pm