May 2026 Draft Minutes Annual Parish Meeting
Annual Meeting of the Council, followed by Regular Council Meeting
7:30pm on Wednesday, 27 May 2026
Harlaxton Village Hall, 3 Church Street, Harlaxton, NG32 1HU
Minutes
1. Meeting opened at 7:30pm by outgoing chair: Cllr Cartlidge opened the meeting and advised that they would chair the meeting until the appointment of the new chair for 2026/27.
2. In Attendance: Cllrs Wicks, Clawson, Phillips, Smith and Cartlidge. Also, Cllr Vernon of Lincolnshire County Council
3. Apologies (Non-Attendance): none from HPC. Cllr Leadenaham of South Kesteven District Council was unable to attend.
4. Appointment of Chairperson & Signing of the acceptance of office [Chair]
Nominations were invited for the position of Chair for 2026/27. None were forthcoming. Cllr Cartlidge asked if they would be willing to stand again. Cllr Cartlidge confirmed that they were willing to stand for a further term, whilst encouraging greater engagement and communication from all councillors during the forthcoming year.
Resolved unanimously that: Cllr Andrew Cartlidge be appointed Chair for 2026/27.
Cllr Cartlidge signed the Acceptance of Office declaration and assumed the Chair.
[2026/27 chair takes over the meeting]
5. Appointment of Vice-Chair & Signing of the acceptance of office [Vice Chair]
Cllr Simon Wicks indicated that he was willing to stand as Vice-Chair.
Resolved unanimously that: Cllr Simon Wicks be appointed Vice-Chair for 2026/27.
Cllr Wicks signed the Acceptance of Office declaration.
6. Declarations of Pecuniary Interests: Cllrs Wicks, Smith & Cartlidge acknowledged membership of the Harlaxton Sports and Social Club [HSSC]. Cllr Cartlidge acknowledged membership of the HSSC and Village Hall [HVH] committee. Cllr Wicks and Cartlidge also acknowledged involvement with Community Speedwatch and SID activities.
7. Resolution to approve minutes of Parish Council Meetings of 29 April 2026:Resolved unanimously that the minutes of the Parish Council Meeting held on 29 April 2026 be approved and signed by the Chair.
8. Governance
8.1. Review of standing orders: Councillors confirmed that the Standing Orders and associated governance documents had been reviewed and resolved unanimously that the current Standing Orders and governance documents remain appropriate and valid, and the review date be updated to 27 May 2026 and documents re-uploaded to the Parish Council website.
8.2. Approval of accounts/AGAR for 2025/2026: The Chair reported that the internal audit had been completed successfully, the Responsible Financial Officer had signed the accounts, and the signed internal audit documentation was expected later that week. A further brief Parish Council meeting would be required to formally approve and sign the AGAR documentation. The statutory requirements relating to the public inspection period and the publication of public rights notices were discussed, including the requirement that the first ten working days of July be included in the inspection period. It was agreed that a short additional meeting would be arranged.
8.3. Review of Insurance Policy [renewal date 01/06/2026]: The Chair reported that the Parish Council’s buildings had recently been professionally revalued and the combined insured value of the Village Hall and Harlaxton Sports & Social Club had increased from approximately £500,000 to in excess of £1 million. The revised annual insurance premium for 2026/27 would therefore increase to £2,066.50. Resolved unanimously that the insurance renewal be approved.
9. Roles and Responsibilities: These were discussed, and the roles were filled as follows:
9.1. Finance/RFO: Cllr Phillips
9.2. Village Hall Representative: Cllr Cartlidge
9.3. Harlaxton Sports & Social Club Representative: Cllr Wicks
9.4. Grants and Funding Champion: Cllr Wicks
9.5. Employment Committee: Cllrs Clawson, Phillips and Cartlidge
9.6. Village Voice Liaison: Cllr Cartlidge, working with villager Jane Brown, who volunteers to create the Village Voice.
9.7. SID/Traffic: Cllrs Wicks, Clawson and Cartlidge, working with other village volunteers, Jane and Douglas Brown.
10. Closure of AMC: 7:48pm
11. Opening of the PCM by the 2026/27 Chair: 7:48pm
12. Public Forum (15 Minute Presentation/Discussion):
Members of the public raised significant concerns regarding:
• Increasing traffic volumes through Harlaxton during A1 closures.
• Heavy Goods Vehicles using unsuitable village roads.
• Excessive vehicle speeds through the village.
• Difficulty exiting residential driveways during diversion periods.
• Concerns regarding safety for pedestrians, children and residents.
• Concerns regarding bridge weight limit signage and enforcement.
Residents noted that recent traffic conditions had been the worst experienced in many years and that disruption from A1 incidents and closures appeared to be increasing in frequency.
Discussion took place regarding:
• Temporary “Unsuitable for HGVs” or “Non-diversionary Route” signage.
• The role of satellite navigation systems in directing vehicles through Harlaxton.
• The need for occasional police enforcement presence.
• Potential additional SID deployment and data collection.
• Discussions previously held with Lincolnshire County Council and Canal & River Trust regarding bridge weight restrictions.
Cllr Charlotte Vernon acknowledged residents’ concerns and confirmed:
• The frequency of A1 incidents had increased noticeably.
• Diversion routes onto roads such as the A607 were difficult to restrict due to road classification rules.
• National Highways closures were likely to continue during upcoming maintenance works.
• She would support requests for additional enforcement and traffic management discussions where possible.
13. Update from County Councillor Vernon
13.1. Cllr Vernon acknowledged residents' concerns regarding increasing A1 closures, diversion traffic and speeding through Harlaxton. She advised that local roads remain available to HGVs where no legal restriction exists and that diversion traffic is difficult to prevent during A1 incidents. She encouraged residents to report all traffic-related incidents to the police to build an evidence base for future interventions. Discussion took place regarding SID deployment, police enforcement, advisory signage, possible monitoring measures and the impact of forthcoming National Highways maintenance works.
14. Update from District Councillor Leadenham:
Apologies had been received from District Councillor Leadenham. No report was available.
14.1. Update on Regulation 18 proposal by SKDC [Land to the west of The Drift]
14.2. Planning Application S26/0307 Section 73 variation of Condition 2
& S26/0398 Drainage Condition 3, Ref the land to the west of The Drift [ref James Perry of Elba Homes]
15. Highways: Highways matters were discussed during the public forum and County Councillor update, particularly in relation to A1 diversion traffic and speeding concerns.
16. Finance
16.1. Invoices/Expenses: Approval was given for Insurance £2066.50, Main Grass Cutting £636, HSSC/Play Area Grass Cutting £548, Cllr Wicks Expenses for Sand bag bin £250.79, and Cllr Cartlidge £305.74 for the March reprint of the Village Voice, Plants for the various village planters, and bags, gloves and litter picker for the community cleaner. The VAT reclaim of £4364.71 was also approved. Councillors considered the annual service proposal from Allerton for the sewage treatment plant at the Sports and Social Club at a cost of £129 plus VAT. It was noted that the previous year's service charge had been £117 plus VAT. Resolved: To accept the quotation and instruct Allerton to proceed with the annual service.
17. HSSC:
17.1. Village Fayre: Cllr Smith provided an update on preparations for the Village Fayre. Planning was progressing satisfactorily, and arrangements continued to be coordinated between HSSC, volunteers and participating organisations. The Council noted the importance of the event as a community activity and thanked those involved in its organisation.
17.2. Accessible WC: Cllr Wicks update regarding proposals for the provision of an accessible WC at Harlaxton Sports & Social Club. The Council noted that the project remained under consideration and that discussions were continuing regarding design, funding and delivery options. The importance of improving accessibility for users of the Sports & Social Club and sports field facilities was recognised.
17.3. Pothole Repairs: Cllr Cartlidge update: No progress had yet been made in obtaining quotations or progressing proposals for pothole repairs within the HSSC car park. It was noted that repairs should ideally be undertaken before the Village Fayre if practicable.
17.4. Car Park White Lining: Cllr Cartlidge update: No quotations had yet been obtained for repainting the car park white lining. The Council recalled previous discussions regarding both engaging a specialist contractor and purchasing materials and undertaking the work with volunteers. Neither option had yet been progressed.
18. Community Cleaning [litter picking and HPC waste bins]: The Chair reported that the Community Cleaner's contract had been updated, new PPE had been provided, and pay had been adjusted to reflect both the increase in the National Minimum Wage and the Council's agreed pay increase. Councillors discussed the operation of the litter and waste bins maintained by the Community Cleaner. It was noted that the current arrangement requires the bins to be emptied once per week, but concerns were raised that the existing bins, particularly those at the top of Manor Walk and within the play area, can become full during periods of good weather and increased visitor numbers. The Council discussed whether larger capacity bins should be provided. It was noted that the existing dog waste bin at the play area is routinely used for general litter and that larger combined waste bins may be more appropriate. Reference was made to a previous bin purchase costing approximately £288, including VAT. Councillors considered replacing two existing bins at an estimated cost of £600. It was agreed that the Harlaxton Manor Estate should first be approached to ascertain whether it would be willing to provide or contribute towards a replacement bin on Manor land. Should no contribution be forthcoming, the Council supported the principle of funding replacement bins itself. Councillors also discussed monitoring and communication arrangements for the Community Cleaner. Concerns were raised about instances when bins had not been emptied and volunteers had been required to step in. It was agreed that the Employment Committee should prepare suitable wording requesting brief regular updates from the Community Cleaner, for example by text message or email, confirming attendance and identifying any issues requiring attention.
19. Manor Drive Sports Field Hire: Cllr Cartlidge reported that approaches had been made to local football clubs regarding the potential hire of the sports field. One club had expressed interest but indicated that additional space may be required and wished to consider the matter further. At present, no football club has committed to hiring the field for the forthcoming season. It was noted that discussions with the Cricket Club had clarified areas where pitches could be accommodated, potentially improving opportunities for hire later in the year and in future seasons.
20. Pearson Gregory Field Working Party: Cllr Wicks reported that expressions of interest had been received from a number of residents wishing to participate in the Working Party. Work continued to review correspondence and collate the information received.
21. HVH Licence Agreement: Cllr Cartlidge reported that the revised Licence Agreement had not yet been returned by the Village Hall Committee. Further follow-up would be undertaken.
22. James Murden Book: Cllr Wicks reported that discussions would be held with The Manor regarding opportunities to make copies of the James Murden book available. Cllr Cartlidge had a collection box for the village shop, which would be labelled to advise that proceeds are for village playground equipment. Cllr Phillips reported that four books had been sold at the recent garage sale, generating £8 in proceeds, which would be transferred to the Parish Council and recorded appropriately in the accounts. It was agreed that further sales opportunities, including at the Village Fair, would be explored.
23. Trotters Lane Sand Bin: Cllr Wicks reported that the replacement sand bin had been purchased and was awaiting installation. Councillors discussed its siting and noted that a redundant post would need to be removed before installation could proceed. Cllrs Wicks and Clawson to install at the bottom of Trotters Lane.
24. Manor Drive Flooding Insurance Claim: Cllr Cartlidge reported that a further response had been received from the insurer's solicitors confirming that their offer remained unchanged at £15,000 and that no increased settlement would be made. Councillors acknowledged the considerable efforts undertaken over an extended period in pursuing the claim and noted that the settlement offer had increased from an initial figure of approximately £3,000 to £15,000. It was further noted that obtaining specialist legal advice would likely incur significant costs and could expose the Council to further financial risk, with no guarantee of achieving a better outcome. Councillors noted that the Council had incurred substantial expenditure on the drainage investigations, surveys, repairs, and associated works. It was also noted that Lincolnshire County Council had recently undertaken resurfacing works to the car park at no charge, thereby reducing the Council's overall financial exposure. Following discussions, it was resolved that the Parish Council accepts the insurer's final settlement offer of £15,000 in full and final settlement of the Manor Drive flooding insurance claim and that the matter be concluded. The Chair expressed disappointment that the Council had been unable to pursue the matter further due to the lack of affordable specialist legal support and the absence of access to the Financial Ombudsman Service for parish councils.
25. Any other business:
25.1. Cllr Phillips queried the status of the previously reported Anglian Water pipe passing through the culvert on High Street. It was noted that correspondence had become inactive following earlier exchanges. Action: Admin to contact Anglian Water seeking an update.
25.2. The Council considered a proposal from the Harlaxton History Society to install a heritage information panel near the Obelisk. It was reported that the originally proposed location near the junction of Church Street, Pond Street and Rectory Lane was no longer supported by nearby residents. Councillors discussed the practical implications of siting the panel on highway land, including the need for appropriate permissions and the potential requirement for approval to excavate within the highway. It was noted that a formal application process would be required. Alternative locations were discussed, including Parish Council land adjacent to the Village Hall. Councillors considered that visualisations showing the proposed panel in potential locations would assist decision-making. It was agreed that the History Society should be asked to provide further details and visual representations of the proposed installation before the Council forms a view on its preferred location.
25.3. Cllr Cartlidge provided an update regarding the ongoing complaint with Npower concerning electricity charges for the former BT telephone kiosk, now the Information Point. It was noted that historical billing had previously been associated with an incorrect address and had not been received. The supplier had subsequently issued backdated invoices totalling approximately £400. Councillors were advised that the supplier's billing calculations appeared to be based upon a 27-watt lighting load, whereas the Parish Council understood the kiosk to contain two 8-watt lamps and that the original BT fitting had not been altered. The Council noted that the current charges remained formally disputed and that the supplier had been requested to place the account in abeyance pending correction of the underlying inventory data and reassessment of the unmetered supply. Following discussions, councillors supported the continued challenge of the current billing position and agreed that the Council should continue to pursue correction of the inventory and associated charges before considering payment.
25.4. Councillors were advised that the Village Hall was no longer available for the meeting previously scheduled for 9 December 2026. Resolved: That the December meeting be rescheduled to Wednesday 2 December 2026 at 7.30pm.
26. Next scheduled Meeting: Parish Council Meeting: 29 July 2026.
27. Meeting Closed: 9:40pm