Parish Council Minutes of Meetings 2025

Notes of the Meeting of Harmston Parish Council

at The Memorial Hall, Harmston

on Thursday 27th February 2025 at 7.30 pm

OPEN FORUM – 15 minutes held before meeting commenced.

There were no residents in attendance.

1/2 APOLOGIES AND REASONS FOR ABSENCE

Parish Councillor Hamilton submitted his apologies, and his reasons have been accepted. District Councillor Leigh Sanders submitted his apologies.

2/2 CO-OPTION a) To discuss new applications and vote. b) Newly elected Councillors to complete mandatory forms There were no new applicants in attendance.

3/2 DECLARATIONS OF INTEREST ON ANY ITEM ON THE AGENDA

Full list is available to view on http://harmston.parish.lincolnshire.gov.uk/ Cllr Chapman declared for items 9a, 9b and 9C. It was agreed that Cllr Chapman could remain in the meeting for the stated items, but that he not take part in any votes.

4/2 REPORTS OF REPRESENTATIVES

a) Local Police No report received.

b) County Councillor Report LCC budget has been confirmed with a 2.99% increase as per recommendation. SEND Provision – at end of 4yr fund of £100,000,000. Currently piloting putting SEND (Special Educational Needs and Disabilities) units in Primary Schools, with dedicated space and budgets. The budget for this provision has increased. Embedded programmes are being effective and there has been an increase in demand. All children accessing the unit need an EHCP, which needs reviewing annually. Heavy vehicle routing for street waste collection has been impacted by a new contract which has a provision that trucks do NOT go through villages (such as Harmston). This provision is extending to other contracts. This doesn’t solve the issue, but it will help. Cllr Carrington will contact a Harmston resident regarding this. LCC continue to commit money and resources to the Relief Road - £9.4 million will be spent on preparatory works. With regards to solar and battery farms – Cllr Carrington explained he is on the committee for NKDC. There hasn’t been a planning application submitted for the Coleby site as yet. Cllr Carrington has looked into the lighting on Crescent Mews, following concerns raised by residents about the lighting having been turned off after midnight. He will send the information to the Clerk. The decision to turn the lights off was taken after a scrutiny. The Police felt there was a limited connection between the thefts and no lights. Cllr Carrington will gather his and the Parish Council’s data together and share it with LCC and the Police. The intention is to find evidence that shows there is a link between the thefts and lights switched off. Reports so far indicate varying points of view. One Police report states there is no link – “it cannot be explicitly concluded that there is a relationship between the two “, whilst another police representative agreed with a resident stating, “it is highly likely the lack of street lighting is a major factor in making these crimes an easy option for thieves”. ACTION: Clerk to share data gathered with Cllr Carrington. T/D: 12.3.25. Cllr Carrington has been offering assistance in remedying the new very bright light near some resident’s homes. He hopes a shield can be added, and will work with the Clerk and Resident to find a solution.

c)District Councillor Reports Cllr Pennell shared news of a meet and greet with the new Chief Exec. The Clerk has already booked the HPC Chair and Vice into this event. There will be a flier re the Coleby battery site circulating soon. Harmston falls within the area and therefore residents should expect to receive one. ACTION: Clerk to add to website. T/D: 12.3.25. Mayoral election will be held on 1st May 2025.

5/2 TO APPROVE THE NOTES OF THE LAST MEETING

It was RESOLVED: That the Minutes of the Annual Meeting of the Parish Council held on Tuesday 21st January 2025 were approved, and signed by the Chair.

6/2 CLERKS REPORT

1. New date of Februarys meeting confirmed with HMH

2. Audit arranged, prepped and carried out, and report shared with PC

3. Precept form submitted by closing date of 24.1.25

4. New councillor paperwork submitted and training dates shared

5. Payroll contacted re new clerk hourly rate as agreed at January’s meeting

6. Police contacted re crime reports for thefts in Harmston Park and invited to our next meeting

7. LCC contacted for information on why specific lights have been switched off in parts of Harmston Park Development after midnight - response shared with PC. Cllr Carrington cc’d as requested

8. Article drafted and submitted for February’s Harmston Matters Newsletter

9. E-On and National Grid contacted re re-installing street light on Chapel Lane. Concerned residents updated. New location discussed

10. Responded to resident re bright light and contacted Cllr Carrington for some support to attempt to speed up the process of finding a solution

11. Design code posters added to website and noticeboards

12. Brant energy storage poster added to noticeboard and website

13. Quotes requested from handyman and shared with PC

14. Savings account not opened following audit – added to agenda to discuss at next meeting

15. All actions set for the Clerk at the last meeting have been carried out

NB: Please remember this report only lists some of the main actions, and not all actions carried out by the Clerk

7/2 FINANCIAL MATTERS

a) To consider the Financial Overview to date for 2024-2025 (emailed) It was RESOLVED: That the Financial Overview be accepted.

b) To consider the VAT report to date, for February 2025 It was RESOLVED: That the VAT Report to date, be accepted Appendices 3

c) To consider the Financial Report for February 2025 It was RESOLVED: That the Financial Report for February, Part A be accepted Appendices 1

d) Monies to be paid Invoices of pending payments were checked against proposed spend, and it was RESOLVED: that the Financial Report, Part B for February 2025, be accepted and for the Clerk to make these payments Appendices 2

e) Clerk to share main points from audit The Clerk was very pleased with the audit which was very positive. There were no major changes necessary, but the auditor shared some ideas for different working practises. ACTION: Clerk will work her way through these ideas and implemented where appropriate. T/D: ongoing through out year.

f) To consider and agree Clerk Office payment as per audit It was RESOLVED: That the new working from home amount of £26 per month be accepted (currently £16.05 per month). ACTION: Clerk to make necessary alterations to future clerk office payments. T/D: ongoing.

g) To discuss savings account as per audit suggestion During the last meeting a savings account had been agreed with £10,000 to be deposited. The auditor has recommended that this be reduced to enable more funds to be left in the current account. Following a discussion the Parish Councillors thanked the auditor for her advice; however, it was RESOLVED: That the clerk open the savings account as agreed in January’s meeting with £10,000 deposit. ACTION: Clerk to open savings account with £10,000 deposit. T/D: 30.3.25

8/2 PLANNING APPLICATIONS

a) TREE WORKS None

b) PLANNING None

9/2 VILLAGE MAINTENANCE

a) To discuss quote re HPA noticeboard and agree actions It was RESOLVED that the small repair quote of £590.00 be approved. ACTION: Clerk to instruct handyman to carry out the small repair quote of £590.00 T/D: 7.3.25

b) To discuss play area quotes and agree actions These will now depend on the most recent report that has been received. ACTION: Clerk to review report and prioritise works needed. T/D: 14.3.25

c) To discuss play inspection report and agree works required A new inspection report has been received, this will now form the basis for new quotes for works to be carried out by the handyman. ACTION: Clerk to liaise ask handyman for quotes. T/D: 18.3.25

10/2 STREET LIGHTS AND ROADS

a) To discuss Harmston Park Development light and agree actions There are 12 lights over two streets, that are currently turned off after midnight each night. A report stated the lights were not turned off in other streets due to calming measures. The Clerk and Cllr Carrington have been gathering reports and data. There is no requirement for a letter from the Police to request the lights being turned back on, but there is a charge per light, and all lights must be turned back on or none at all. The lowest fee is £150.00 per light, there are 12 lights and therefore there would be a cost of £1,800.00 to turn the lights back on. ACTION: Clerk to contact LCC streetlighting to double check if all lights must be turned on or if specific lights can be chosen. T/D: 18.3.25. In addition to the cost, a statement would need to be provided to show that the Parish Council has taken into account the views of all residents, businesses etc. affected by the request, and an equality impact statement would need completing to ensure this decision would also be appropriate for those with disabilities or additional needs. ACTION: Clerk, GR & BS to draft a leaflet for residents of the two streets. T/D: 18.3.25

b) It was RESOLVED to start the process of re-installing the street light on Chapel Lane. ACTION: Clerk to speak to National Grid and E-ON to start the process of re-installing the light. T/D: 18.3.25

c) To discuss Chapel Lane light and agree actions The Clerk has looked in to the process of reinstating the light. A Section 50 license is required. The Clerk has spoken to E-ON and the resident of the house directly next to the old lighting site to discuss a new site.  ACTION: Clerk to arrange an on-site meeting with E-ON, PC and the resident. T/D: 18.3.25

11/2 COMMUNICATIONS WITH RESIDENTS

Currently the Parish Council utilises their website, two noticeboards, the HPC Facebook page and group, Harmston Matters Newsletter, the Graffoe Link, the Christmas tree switch on event and the Annual Parish Meeting, to share information and updates with residents. There was a discussion to think of other ways to further engage with the public. One idea was discounted, and three agreed. ACTION: Clerk to ask Harmston Memorial if the meeting dates of the PC could be added to the hall hirers board in the hall. T/D: 18.3.25. ACTION: Clerk to enquire with ‘Heathcliff View’ if there are any charges for submitting articles. T/D: 18.3.25. ACTION: Clerk to email Coleby Clerk to ask how they encourage residents to attend meetings. T/D: 18.3.25.

12/2 MEETING DATES FOR 2025-2026

The Clerk has drafted the following dates for Parish Council Meetings for 2025-2026, and has checked them with Harmston Memorial Hall. The differences between the AMPC (The Annual Meeting of the Parish Council), and the APM (Annual Parish Meeting) were discussed, with the former being a Parish Council meeting and the latter being a meeting for the village, but which is hosted by the Parish Council.

It was RESOLVED that the dates were acceptable and agreed for the year ahead. ACTION: Clerk to confirm dates with Harmston Memorial Hall. T/D: 18.3.25 ACTION: Clerk to share dates with residents via website and noticeboards, and via email with County and District Councillors. T/D: 18.3.25

13/2 DATE FOR NEXT MEETING The next Parish Council Meeting will be held at the Memorial Hall, Harmston, at 7.30pm, on Tuesday 18th March 2025.

There being no further agenda matters to discuss the meeting was closed by the Chair at 9.05pm.

Please be advised that these are notes of the meeting taken by the Clerk and cannot in any way be regarded as the official minutes.