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

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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

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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 £ - 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

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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

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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

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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

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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. 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 . • Cllr Holland Seconded • Council in favour

Harlestone Parish Council – May Minutes 2021 – Executive Officer/Clerk: Paul Thomas

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034. Proposal to Amend the Style and Material of the Replacement Village Nameplates (Please see Appendix A for the new designs)

Previous agenda Item 008. was approved by the council • It is proposed to replace the existing village nameplates with old style cast aluminium signs on wooden black posts or black and white posts at the total cost to the council (including posts and installation) of £7,185 ex VAT. • The new signs will qualify as infrastructure for CIL money • Permission from Highways has been obtained • 2 x Harlestone signs, 3 x UH signs, 2 x Harlestone Heath signs (+ 2 brown and white tourism signs) • Maintenance will be the responsibility of HPC

Appendix A Spec (see agenda) • Hand-built cast metal village nameplates are made from the highest non-corrosive grade Aluminum Alloy called LM6, this makes them very strong and permanent structures that will never have to be replaced. We have massively overengineered these village signs just like they were made back in the Victorian age. We sandblast them to achieve the best possible paint adhesion and radius all of the sharp edges away. They are painted with 12 coats of an industrial exterior enamel black and white paint after being etch primed. • All of the fixings are stainless steel and the mounting posts are included. These are painted in the Sadolin air-breathing gloss. • Each nameplate takes 4 weeks to create and every bit of small detail is perfection driven.

• Cllr Holland Proposes • Cllr Perryman Seconded • Council in favour

035. DA/2021/0294 Aviemore, Rugby Road, Harlestone NN7 4ER • Demolition of existing attached garage and construction of a new detached garage • Please see Appendix B

• Dwelling not in a conservation area, materials match the existing construction • Cllr Stock Proposes • Cllr Cross Seconded • Council in favour

Harlestone Parish Council – May Minutes 2021 – Executive Officer/Clerk: Paul Thomas

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036. WND/2021/0010 St Andrews Church, Church Lane, Harlestone • Work to a tree within a conservation area

• To reduce the canopy by 30%, to control disease. • Cllr Knowles to be on site during the work to speak with the tree surgeon. • Cllr Stock Proposes • Cllr Perryman Seconded • Council in favour

037. WND/2021/0028 111a Road, Upper Harlestone NN7 4EL • Felling of a tree within a conservation area

• Acacia tree too large for a domestic garden. • Cllr Flynn Proposes • Cllr Cross Seconded • Council in favour

Discussion Items

038. HVI Front Green WI looking to build raised beds from sleepers to have planted with flowers and install cane pyramids • Designs and drawings being put together

• Article 4 needs to be considered. • The Green is in keeping with the village. • Cllr Francis Proposes to keep the area as grass. • Cllr Holland Seconded • Council in favour

Harlestone Parish Council – May Minutes 2021 – Executive Officer/Clerk: Paul Thomas

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039. Church Lane Car Park – Update Cllr Holland, Cllr Cross

• PIR Security Floodlight – estimated installation £2,600 • Electric Gate to the Carpark • Wooden Bollards and Signage • Tim has met with the electrician regarding the feed for the PIR and/or gate

D.Slack – Althorp • It is important that the Church, School and local residents are happy with the installation of a gate if that is agreed to be funded.

Cllr Cross/Holland • 2 quotes have been sourced for PIR lights: £804 and £2,600. • A quote for electric gates: £10,815 + VAT including an automatic system and weight mat, electric installation £2,000. • Annual service costs will need to be considered.

Church Lane Car Park • Wooden bollards to be paid for by a resident, D.Slack has approved this installation. • For health and safety, the speed bumps should remain the same height. • If the car park was closed to the public, this could have a serious increase to the amount of cars parking on verges. • The council agree to keep the car park public and not use the private sign.

Harlestone Parish Council – May Minutes 2021 – Executive Officer/Clerk: Paul Thomas

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040. To Review the “Review List”

Details of the Agenda Item on the Review List Keep Close Contribution from the School for the car park Keep Damaged tarmac by Gigaclear near the post office X Dangerous parking at Nursery Corner Keep Motorbikes in the Firs and at the back of Harlestone Manor Keep Dog fouling highlighting spray can project Keep Extra gravel for the car park Keep Playing Fields replacement windows X Clearing the walls of shrubs and ivy around the village X WW1 Commemorative benches X The Village Green as a wildflower site X Western Power underground cabling Keep Rugby Road and Golf Lane pathways are narrow and dangerous Keep A428 sewer pipe from the garden centre X K.Waller to meet with the Peterborough Diocese to get church funding X PIR and CCTC for the car park X Target fly-tipping with signs and field cameras X Crumbling road and paths along Manor Lane Keep Flooding along the A428 near the brook X K.Waller to consider a Clearway Restriction area for Nursery Corner X

041. Councillors to consider the renewal of the “Playing Fields” lease which is due to be discussed with Althorp

• Looking to secure a long-term lease, initial discussions were put on hold whilst the HPC were looking at confirming the use by the cricket and football clubs. • The playing fields have a long history of providing a resource for the parish. • Council in favour for the chairman to progress a lease.

042. Updates from the Advisory Sub Committees This item will be reinstated for discussion at the June Meeting

043. Updates from Working Parties and Points of Contact This item will be reinstated for discussion at the June Meeting

Harlestone Parish Council – May Minutes 2021 – Executive Officer/Clerk: Paul Thomas

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Actions Outstanding from previous meetings

149. j Allotments • Proposal to look into re-stocking the perimeter hedgerow of the allotments with new whips of indigenous species • Althorp/Adey will assist with information on identifying the species and the best time to plant • EO to source a quote once the whips are in stock from the Woodland Trust PENDING

013. NCR National Community Service A government sponsored organisation that provides opportunities for 16- to 25-year-olds to take part in social support activities. NCS has an established relationship with Rotary throughout Britain and together they are looking for new opportunities to undertake. • The Chairman and the EO have identified an area to be cleared and prepared for a wildflower planting project • Work is carried out by young Rotarians and volunteers • The team would be supervised and have their own insurance

Action • EO to liaise with Allan Wilson to complete the above wildflower project PENDING

Communications with or by the Council

The Council lists and considers here, any correspondence or contact between the council, the clerk and the public on issues which are of interest. Since the last meeting, such correspondence included:

• Online Crime Reporting: www.northants.police.uk/webform/online-crime-reporting • Transport & Mobility solutions in District: spread the word regarding the services of DACT in local areas www.dact.btck.co.uk • Council COVID support line: 0300 126 1000 • Care and Repair funding for disabled facilities up to £30k per household www.daventrydc.gov.uk/careandrepair • Unitary Council update from NCALC: www.northantscalc.com/lgr.html • Think NHS First: if you have an urgent but not life-threatening medical need, call NHS 111 first rather than going straight to A&E, 111 will prioritise emergency medical treatment. • Due to the impact of Coronavirus over 5.5 million people are claiming Universal Credit https://www.jobcentrenearme.com/universal-credit/ • Introducing your new council from 1st April 2021 – www.westnorthants.gov.uk • VE Day – 8th May 2021 • HVI Defibrillator Status • Corridor Rail Project, Rugby to Leicester – Zoom 24th June 3pm, email the Clerk for details

Meeting Closed at: 21:20

Harlestone Parish Council – May Minutes 2021 – Executive Officer/Clerk: Paul Thomas

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Next Meetings 2021

Wed 05.MAY (Annual Meeting of the Council) Wed TBC (Annual Meeting of the Parish to be in a newsletter form due to COVID) No Meeting in June Wed 07.JUL No Meeting in August

19:00 at Harlestone Village Institute unless stated as online - Zoom

Deadline for items for the next meeting to the EO/Clerk please:

No Later than: 1 week before the meeting

Paul Thomas - Executive Officer Dated: 23rd May 2021

Signature: …………………………………………..

Executive Officer/Clerk: Paul OR Thomas

Signature: …………………………………………..

Chairman: Cllr Russell Francis

Harlestone Parish Council – May Minutes 2021 – Executive Officer/Clerk: Paul Thomas

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