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Minutes of Meeting of Harlestone Parish

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Minutes of Meeting of Harlestone Parish Harlestone Parish Council www.harlestonepc.org Executive Officer/Clerk to the Council: Paul Thomas [email protected] The Old Bakehouse, Harlestone Village NN7 4EP Members of the Council are hereby summoned and members of the public and press are invited to attend the meeting of Harlestone Parish Council. This meeting may be recorded, but such activity must not impede the conduct or business of the meeting. Harlestone Village Institute NN7 4EH or online 19:00 on Wednesday 5th May 2021 ANNUAL MEETING OF THE COUNCIL MINUTES 001 Chairman • Thanks the Vice Chairman for her support over the previous 12 months 016. The Council to Elect a Chairman The Chairman will be elected for 12 months. This must be recorded by the Executive Officer, the new Chairman to sign the Acceptance of Office document in the presence of the Proper Officer or as soon as practicable if the meeting is over Zoom. • Cllr Stock Proposes Cllr Francis • Cllr Holland Seconded • Council in favour 017. The Council to Elect a Vice Chairman The Vice Chairman will be elected for 12 months. This must be recorded by the Executive Officer, the new Vice Chairman to sign the Acceptance of Office document in the presence of the Proper Officer or as soon as practicable if the meeting is over Zoom. • Cllr Francis Proposes Cllr Stock • Cllr Perryman Seconded • Council in favour Harlestone Parish Council – May Minutes 2021 – Executive Officer/Clerk: Paul Thomas Page 1 of 13 018. Attendance and Apologies Councillors: Cllr Russell Francis (Chairman) Cllr Susie Holland Cllr Sarah Stock (Vice Chairman) Cllr Toni Perryman Cllr Ken Waller Cllr Sue Flynn Cllr Tim Cross • All councillors in attendance 019. Approval of the Minutes from the previous meeting(s) The distributed and published minutes from the previous meeting(s) of the parish council. • Cllr Holland Proposes the minutes be approved. • Cllr Stock Seconded the minutes be approved. • The council agree that the minutes are a true and accurate account. • The Chairman to sign the minutes. 020. To receive Declarations of Interests by members and applications for Dispensation by the council Members are requested to make any declarations of personal or prejudicial interests, in line with the 2020 code of conduct, relating to items on this agenda. • No declarations of interest were offered by the councillors. 021. The Council to Co-opt a Councillor This must be recorded by the Executive Officer, the new Councillor to sign the Acceptance of Office and Register of Member’s Interests documents in the presence of the Proper Officer or as soon as practicable if the meeting is over Zoom. • Mr Rupert Knowles, Lower Harlestone has been nominated to become a councillor • Cllr Stock Proposes the council co-opt Rupert Knowles. • Cllr Holland Seconded • Council in favour • Clerk confirms that the relevant paperwork has been completed by R.Knowles 022. To receive Declarations of Interests by members and applications for Dispensation by the council (for the new co-opted councillor) Members are requested to make any declarations of personal or prejudicial interests, in line with the 2020 code of conduct, relating to items on this agenda. • No declarations of interest were offered by the councillors. Harlestone Parish Council – May Minutes 2021 – Executive Officer/Clerk: Paul Thomas Page 2 of 13 023. Financial Update from the Executive Officer The schedule of payments has been circulated and published with the agenda. The finances to be approved and items for payment authorised. Schedule of Payments Staff Salary Autella Payslip £ 543.13 Gigaclear DD Broadband £ 45.00 BT Council Office DD Phone £ 40.00 BT Village Institute DD Broadband £ 40.00 Staff Pensions DD Nest £ 62.91 Russell Francis Zoom Charges £ 14.39 E-on Electricity Bill Village Usage £ 27.86 E-on Electricity Bill Street Lighting Maintenance £ 19.20 LGG Services Verge Mowing £ 160.00 A&A Landscapes Ltd Village Green, Institute, Church £ 276.00 £ - Braunston Print Ltd Annual Parish Newsletter Printing £ 104.85 Perkins Florist VE Day Wreath S137 £ 50.00 Fiftyseven Business Services Website Invoice 305 £ 48.33 £ - £ - Isabel Stock Litter Picking November £ 19.00 Bella Linskey Litter Picking November £ 19.00 E-on Electricity Bill Playing Fields £ - Gary Slinn Shed Door Large Coach Hinges £ 169.46 Sam Conway Stonemason £ 1,067.50 Ivor Caswell Tractor Diesel 60ltrs @ 45p £ 27.00 Gary Slinn Tractor Drive Belt £ 70.27 Power, Precision Ltd Poweroll Deposit £ 900.00 Playing Fields Expenditure £ 2,234.23 Amazon Avery Self Adhesive Labels £ 7.29 £ - £ - £ - £ - EO Office Expenses Transfer £ 7.29 Total Monthly Spend £ 3,711.19 Signed: Chairman ………………………… Signed: EO/Clerk ………………………… Harlestone Parish Council – May Minutes 2021 – Executive Officer/Clerk: Paul Thomas Page 3 of 13 Unity Trust Bank Current Account (872) £ 2,985.22 CIL Deposit Account (898) £ 19,527.86 Reserve Account (885) £ 20,000.00 Total Accounts £ 54,015.91 Neighbourhood Plan Grant (885) £ - Playing Fields (885) £ 11,502.83 £ 31,502.83 • EO to update the council on the monthly bank reconciliation and QFAR • The payment schedule to be agreed by the council and signed by the EO and Chairman • West Northants will pay precept funds to the HPC: 4th May and 30th September 2021 • Cllr Waller Proposes the payment schedule be approved. • Cllr Holland Seconded • Council agrees to the payment schedule and the monthly finance updates for May 2021. • The Chairman to sign the payment schedule. 024. Public Time for Comments by Members of the Public Whilst parish council meetings are open to the public, contributions are limited by standing orders to allow only invited/scheduled guests or councillors to contribute. However, there is a section in each meeting when the Chairman suspends standing orders to hear any members of the public who wish to address the parish council. This time is limited to 15 minutes and three minutes per contribution unless requested otherwise by the Chair and/or councillors. This is in line with Standing Orders of 2020, Standing Orders will then be reinstated to allow the Council to resume its meeting and discussion items. Mo • Thank you to the council for looking into the possibility of a gate for the Church Lane car park. • Would the council look into having virtual logins for the physical meetings? Colin • The car park is often full, and my access gate gets blocked, gates would be great. • I will pay for the wooden bollards to mark my gate access. • I would like the speed bumps to be reduced by a few inches. • This car park should not be for public use. Mark • Having the PCSO working later shifts would benefit the patrolling of the car park. • Reporting through the website rather than phoning is more effective. Harlestone Parish Council – May Minutes 2021 – Executive Officer/Clerk: Paul Thomas Page 4 of 13 Decision Items 025. Council to Appoint a Police Liaison Representative (PLR) The PLR shall hold office until the next Annual Meeting unless the appointment is terminated by the council. • Mr Neil Mitchell, Upper Harlestone has been nominated to become the PLR • Cllr Francis Proposes Neil Mitchell • Cllr Holland Seconded • Council in favour 026. Council to confirm the adoption of the Code of Conduct 027. Council to confirm the adoption of the Standing Orders 028. Council to confirm the adoption of the Financial Regulations • Cllr Perryman Proposes Items 26, 27, 28 be adopted • Cllr Stock Seconded • Council in favour 029. Council to agree to review over the next 12 months the current policies adopted and documents in place by the council Policies/Documents: Standing Orders Health & Safety Policy Asset Register Freedom of Information Scheme Data Protection Policy Complaints Procedure Grievance procedure Training & Development Policy Risk Assessments Dignity, Bullying, Harassment Policy GDPR Policies Sickness/Absence Policy Fireworks Policy Trees Policy Equality/Diversity Policy Financial Risk Assessment Disciplinary Policy • Cllr Stock Proposes that all documents are updated 1:1 with councillors. • Cllr Waller Seconded • Council in favour Harlestone Parish Council – May Minutes 2021 – Executive Officer/Clerk: Paul Thomas Page 5 of 13 030. Council to agree to appoint the Internal and External Auditors • Internal Auditor NCALC • External Auditor PKF Little John • Cllr Flynn Proposes • Cllr Cross Seconded • Council in favour 031. Council to agree the Calendar of Meetings • 2021 02 June, 07 July, 01 September, 06 October, 03 November, 01 December • 2022 02 February, 02 March, 06 April, 04 May • Cllr Stock Proposes • Cllr Holland Seconded • Council in favour 032. Council to confirm the Two Existing Advisory Sub Committees • Environment and Safety Sub Committee Chairman Cllr Tim Cross • Playing Fields Sub Committee Chairman Cllr Toni Perryman • Cllr Flynn Proposes • Cllr Holland Seconded • Council in favour Harlestone Parish Council – May Minutes 2021 – Executive Officer/Clerk: Paul Thomas Page 6 of 13 033. Council to confirm the Specific Roles and Working Parties that Councillors Represent a. PCSO, Charities, Quarry Liaison Cllr Flynn b. Local Planning, Conservation Cllr Stock c. Neighbourhood Plan Steering Group Joint Chairman Cllrs Stock, Francis d. Speed Watch, Road Safety, Police Volunteer Horseback Cllr Perryman e. Communications officer, Website, Harlestone Hound Cllr Stock f. Major Development, Planning, SUE Cllr Waller g. Local Businesses, Annual Meeting Cllr Holland h. Althorp Liaison, Facebook Notifications Executive Officer i. Harlestone Village Institute Liaison Cllr Ken Waller j. HPC Allotments Executive Officer Joint Road Safety Strategy with Harlestone Manor Cllr Perryman, Flynn Graveyard Extension Working Party with Harlestone Cllr Waller, Manor and the Church Perryman Climate Change Think Tank Cllr Waller, Cross and the EO • Cllr Francis Proposes • Cllr Waller Seconded • Council in favour • Cllr Stock Proposes Cllr Knowles to be the Tree Warden and manage the planning applications regarding trees in the parish. • Cllr Francis Seconded • Council in favour • Cllr Francis Proposes an informal working party for Climate Change including Cllr Knowles .
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