2020 Parish Council Minutes of Meetings

Agenda Serial

Discussion Item

1

Welcome Address – Council Chair.

Council Chair Cllr S. Wicks opened the meeting and welcomed Mr Christian Gleave to the meeting as a new resident to the village

2

Attendees:

Harlaxton Parish Council:

Cllr S. Wicks (Chair), Cllr K. Gabriel (Vice Chair), Cllr A. Cartlidge, Cllr J. Mann, Mr J. McCloskey (Clerk)

Public:

One member of the public attended via video link

3

Parish Councillor Apologies: Resolution to Accept.

Not Required. All members of the Parish Council were present as in accordance with the published guidelines for COVID 19 virtual meetings

4

Minutes of Previous Meeting: Resolution to:

1. Approve Revision(s):

Revision to drafted minute 7.h.ii. approved.

2. Approve Minutes:

Revised minutes approved.

5

Parish Council Declarations Of Pecuniary Interest: Resolution to Note

There were no DPI’s in the agenda items.

6

Public Forum (Maximum 15 minutes)

1. Mr Gleave asked the Parish Council about ownership of the land at to the side of Pond Street and adjacent to his and the neighbouring property. His query concerned responsibility for maintenance.
2. Mr Gleave briefed the council on his intention to renovate the pond which lay within his property boundary and associated costs and work required and although seeking assistance with funding, from local authorities. Due to conditions applicable funding would require then pond to be available to the community and as owner, he would need to take out Public Liability Insurance, which was cost prohibitive. He did however intend to completely renovate the pond and appreciated any advice the Parish Council would be able to give. He also informed the council it was his intention to discourage feeding of the ducks to prevent vermin feeding on the waste food.
3. The council advise the land in question was not registered and therefore had no official owner, although Lincolnshire County Council had removed a tree from that location as it posed a danger to a nearby property and a hazard to the highway. The area in question had been looked after by local residents as a matter of goodwill.
4. Further discussion covered how best the area could be maintained and whether any form of ownership, either by the Parish or the adjacent property owner(s) should be undertaken.

It was proposed by Mr Gleave and the Parish Council that he continue to help with maintenance of the area with assistance of the councillors.

Resolution(s): Proposal agreed.

5. Mr Gleave raised the question of the childrens play area and whether it could be improved.
6. Cllr Wicks advised of the councils plans for the play area and he was in contact with SKDC regarding funding. The council commitment to the play area is a priority and the demographic changes to the village community and an increase in young children was acknowledged.

Action proposed and agreed:

Cllr Wicks will continue to review the play area and its needs and explore all available funding options.

It was recommended that a survey of the average age group of children be undertaken and information sought on the number of children living in the village.

7

County and District Council: Update

1. LCC. Representative was not in attendance. No update was available for the attention of the Parish Council
2. SKDC. Representative was not in attendance. No update was available for the attention of the Parish Council.

8

Lincolnshire Police: Update/Discussion.

Lincs Police representative not in attendance and no update/information available.

1. The Parish Council discussed recent incidents and complaints regarding late night noise from vehicles using the HSSC car park.
2. In the absence of a police representative, the council concurred that such complaints be reported to the police on 101 and that this advise is to be re-iterated on the parish website..
3. The council also discussed the possibility of installing a gate at the entrance to prevent late night gatherings on the car park.

Action proposed and agreed:

Further monitoring of car park use and investigate potential to install gate at entrance.

9

Parish Council: Update and Discussion

1. Extant Items.

1. Risk Register:

The condition of the Copper Beeches on Gregory Close and the danger posed by loss of branches was discussed.

Action proposed and agreed:

Await more information on status and continue to monitor and conduct an annual inspection to address any issues should they arise at the time.

2. Three Year Plan.

It was proposed that the Three Year Plan should include input from the community at large, and that further discussion be carried forward to the next meeting.

Resolution:

Carry forward and  go out to the community for input.

3. HSSC.

1. Held their AGM. Cllr Cartlidge now a village member.
2. Club and bar to re-open with required safeguards in place and a new beer supplier engaged.
3. Cricket matches re-started.
4. Kitchen refurbishment complete. A Rotary Club donation had been received toward the refurbishment.
5. Constitution amended to reflect no Ex-Gratia payments can be made to members. Invoice claims for expenses may still be made.
6. A request made to the Parish Council to allow removal of an existing shed and replace with a suitable container.

Resolution:

Approval given subject to no cost to the parish council for removal or replacement.

7. PIR for security lighting not effective due to location and option to install a remote sensor. Responsibility for installation discussed and although was the responsibility of the HSSC committee, it was proposed that the parish council purchase a suitable PIR and install on a self help basis.

Resolution:

Purchase of a PIR approved and fitting by a member of the council. This to be considered a one off and without prejudice for further cost to the parish council.

8. A request was made to the Parish Council for permission to replace the noticeboard at the club.

The parish council had no objections subject to a formal application to include design and plan in writing. That the noticeboard was to be free standing and located at the entrance to the car park.

Resolution:

Approval given subject to conditions proposed. Cllr Wicks to advise Mr K. Young accordingly.

4. Village Hall.
   1. Heating refurbishment/replacement.

To date one quote received, one other expected but will source a third where possible. All will be reviewed as necessary.

During the inspection by contractor, twoissue were noted:

1. No fail safe valve to prevent oil going to the boiler in the case of a fire.
2. Risk to the cold water system due to no dead leg to prevent stagnant water re-entering the system.

Resolution:

Village Hall Committee to be notified of the issues and the risks posed.

Quotes be obtained to rectify both issues.

2. Roof Works.

Proposed repairs to the roof ongoing and contractor to be appointed and work expected in 4 to 6 weeks. Contractor requested permission that weekend working be permitted.

Proposal:

Contractor to forward details to parish council for consideration and approval.

3. Village Hall to remain closed  for the present due to conditions for opening not being viable.

Proposal:

Option to use HSSC to be considered. For further review and discussion.

4. General Issues and Concerns due to age of the  building.

The general condition and status of the village hall was discussed due to a number of issues with the general condition and fabric of the building in addition to the heating and roof having been identified and the potential of significant refurbishment being required in the future.

Resolution:

All options for the future of the present village hall to be considered and its status as a memorial to the WW1 veterans of the village.

Establish costs for making the hall fit for purpose and present options to the community for consultation on the future of the hall.

5. Sports Field and Children’s Play Area.

Play area. The annual RoSPA inspection due August. General condition of the area and equipment considered fair with some minor maintenance required.

Action proposed and agreed:

Await outcome of inspection and make any future decisions based on the report.

Sports field. General condition acceptable, with cricket club carrying out some trimming and some work still I progress at the top end of the field and there remains a need to dispose of the Bowls club waste.

A Well Done was proposed to the councillors for their work in clearing and maintain the area in general.

6. Pearson-Gregory Field.

Grass cutting satisfactory and options for A607 hedges to be considered for quotes for work October 2020.

7. Village Grass Cutting.

1. No significant issues. Potential need for additional strimming to be requested.
2. Follow up on excess of clippings noted at top of Gregory Close.
3. Additional cutting of HSSC field at start of season to bring up to standard for Cricket Club.

Action proposed and agreed:

Request information from Cricket Club for dates for 2021 season.

If cuts are required in addition to those contractedobtain price of cuts.

8. Highways and Road Safety:

1. Letter received from resident of Gregory Close regarding A607 issues with regards to speed limit (50mph) considered too fast for safety at A607/High St/Drift junction and excessive traffic noise emanating from the recent resurfacing of the road.

Action proposed and agreed:

As change to speed limit raised previously, but not considered justified by LCC Highways and evidence would be required before review by LCC,

Parish Council to conduct further traffic survey at junction for submission to LCC.

2. Ongoing review into improved/additional signage of the 5 bar gate type on entry and exit from the village on A607, the Drift and Swine Hill.

Action proposed and agreed:

Review potential locations and contact school for support and input. Review requirements and draft application for planning submission.

9. Drains and potholes.

1. A607 and High St drain gulleys cleared. Trotters Lane culvert awaiting response from Diocese of Lincoln regarding responsibility for clearing.
2. HSSC car park pothole getting worse. Associated drainage problems awaiting further inspection by contractors.

10. Trees and Hedges.

1. Quotes for hedge cutting to be obtained (current season).
2. Copper Beeches, Gregory Close (see Minute ref:9.a.i).
3. Review work required at Cooks Plantation.
4. Vote of thanks to Keith and Dawn Gabriel for their work along the A607.

11. Communications (Website, Village Voice, Notice Board and Annual Parish Meeting).

1. Annual Parish Meeting remains on hold UFN.
2. Village Hall noticeboard replacement in hand.
3. Consider replacing shop noticeboard.
4. Village Voice remains on hold, but this may change with reopening of the HSSC.
5. Website. New website proving time consuming to bring uptodate and some issues over potential content to be resolved. Old website due to be switched off end of 2020. Ongoing.

2. New Items.

No new items for consideration at this time.

10

Village Improvements

1. Handsome Harlaxton Projects.

On hold pending lifting of COVID19 restrictions

2. Friendly Bench – Harlaxton College

On hold pending lifting of COVID19 restrictions

3. Play area - Additional equipment

Obtain quotes and explore funding for new/replacement equipment. Follow up with Cllr Hannah Westropp (SKDC) for possible funding options.

4. Repainting/refurbishment of phone box/creation of book exchange.

Options for the refurbishment and future use of the village phone box discussed.

1. Box is in need of painting and re-siting.
2. Suitability as village book exchange/information point, practicalities and management of facility

Action proposed and agreed:

Its suitability as a book exchange/information point was not considered practical and therefore it was proposed that the community be canvassed on its future use and potential cost of refurbishment. Quotes for professional refurbishment required.

5. Millennium Sign

Review of action required to refurbish both the sign and the framework.

Action proposed and agreed:

Carry out an inspection to determine condition and action to refurbish framework and painted panels. Option to replace panels and images to be considered.

6. Bench/Waste Bin – Westend/Rectory Lane.

At the request of a resident, the bench at the corner of Westend and Rectory Lane was refurbished by members of the Parish Council.

The request for a dog waste bin in the same location was forwarded to SKDC for further action. SKDC have advised they will not place a dog waste bin at that location, however the parish council may provide a facility funded from the parish council budget.

The resident has been informed.

11

RFO Report.

Financial Report: 1 July 2020 to 31 July 2020 (AP04 FY 2020-21)

Resolution to approve:

1. Accounts Reconciliation

Opening Balance:£32,857.15.

Closing Balance:£31,723.25

2. Income:                   £0.00
3. Expenditure:           £1333.90

Invoices paid - £612.00

Business expenses –£79.98

Staff salaries -£441.92

Resolution: Passed.

Accounts reconciliation correct and all expenditure properly authorised and approved.

4. Review Banking/Financial Processes: Discussion.
   1. HSBC Signatories.

Noted: Clerk to arrange for banking mandate to be updated to add new and remove redundant signatories.

2. Asset Write Off/Disposal. Inoperable HP Printer.

Approved: Clerk authorised to remove from asset register and arrange disposal.

3. Requirement for Parish Council Debit/Credit card.

Approved in principal subject to safeguards from fraud. Clerk to make initial enquiries.

12

Planning Applications: Reviewed

1. Applications Received for Parish Council Representation:

S20/1108 & S20/1107 – 9 Church St.

Erection of garage and building alterations.

Representations Sent to SKDC: None Notified

S20/1129 & S20/1128- 1 Pond Street.

Single storey extension.

Representations Sent to SKDC: Non Notified

2. Applications – SKDC Decision Notifications Received:

S20/0712 – 1 Pond Street

Tree Works.

Decision/Date: Work Allowed 25 June 2020

S20/0612 - 8 Church Street.

Tree Works

Decision/Date: Work Allowed 25 June 2020

S20/0611 – 8 Swinehill

Erection of first floor side extension, erection of porch, part

render exterior to 3 elevations. Convert garage to living space.

Decision/Date: Work Allowed 19 June 2020.

S20/0825 Dalbuie House, 2 Willow Brook.

Tree Works

Decision/Date Work Allowed 22nd July 2020

S20/0978 – 9 Pond Street.

Tree Works

Decision/Date: Work Allowed 28th July 2020

S20/0957 – Coneygree, 26 High Street.

Tree Works

Decision/Date: Work Allowed 28th July 2020

13

Correspondence and Communication Reviewed:

1. Cricket Club. Fee query.

Following submission of invoice for the 2020 season use of HSSC sports filed by the cricket club, a request was received to review and consider a reduction in the fee due to limited playing season and reduced income and funds.

Action Proposed and agreed:

The Parish Council felt the reduction already made was appropriate and no further reduction could be made and the Cricket Club advised accordingly that payment of the fee was requiredin accordance with the invoice issued.

The Parish Councilwill respond formally to the Cricket Club treasurer and the HSSC secretary to explain the decision and the options the club and HSSC should consider to address the Cricket Clubs financial situation

2. Westend/Rectory Lane. Dilapidated bench and dog waste bin.

See Minute Ref: 10.f.

3. Harlaxton Wharf. Broken fence.

Query received regarding responsibility for repair and maintenance of the roadside fencing adjacent to Harlaxton Wharf.

Action proposed and agreed:

Further investigation into ownership/responsibility of the fence required. Correspondent to be informed matter is ongoing.

14

New Business for Next Meeting:

None noted.

15

Closed Session (If Required for Confidential and Personnel Matters).

Not required.

16

Meeting Close and Next Meeting.

Meeting Closed at 22:15 (10:15pm)

Next meeting:  Tuesday 22 September 2020 @ 19:00 (7:00pm).

Meeting agenda will be posted on Thursday 17 September 2020. Items for inclusion on the agenda must be received not later than 5pm Monday 15 September 2020.

Members of the public are invited and encouraged to attend subject to current COVID 19 restrictions on public gatherings. A link to the meeting can be obtained from the Parish Clerk on request.

17

Minutes Action:

Minutes accepted by the council and approved for signature as a true and accurate record of the meeting on 4 August 2020

Meeting Chair: Cllr S Wicks (Electronic Copy),

Date: 42 September 2020.

Print: S.Wicks

Sign: Hard copy to be signed when circumstances permit.