Harlestone Manor Parish Council

Welcome to the Manor Parish Council Meeting.

19:00 on Thursday 4th February 2021

Members of the Council are hereby summoned and members of the public and press are invited to attend the meeting of Harlestone Manor Parish Council. This meeting may be recorded, but such activity must not impede the conduct or business of the meeting.

MINUTES 001

VIRTUAL ONLINE ZOOM MEETING

Meeting ID: ______Password: ______

095. To receive and approve apologies for absence

Councillors Cllr Jackie Kimbrey (Chairman) Cllr Stewart Clark (Vice Chairman) Cllr Lorna Beard Cllr Claire Tulloch Cllr Simon Elton-Thomson Cllr Michelle Enoch Chris Bryant

• Apologies from Cllr Michelle Enoch – work commitments • The council approve apologies • The Chairman welcomed Chris Bryant to the meeting

096. Approval of minutes from the previous meeting The distributed and published minutes from the previous meeting of the parish council

• Cllr Elton-Thomson proposes the minutes be approved • Cllr Beard seconded the minutes be approved • The council agree that the minutes are a true and accurate account • The Chairman to sign the minutes

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097. To receive Declarations of Interests by members and applications for Dispensation 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.

098. Co-option of a Councillor to fill a council vacancy The HMPC has advertised the vacant positions locally and in line with the District Council process. A member of the public has put their name forward to be co- opted: • Chris Bryant

• Cllr Beard proposes Chris Bryant • Cllr Tulloch seconded Chris Bryant • The council all in favour to co-opt Chris Bryant • Chris Bryant has completed the following paperwork: HM Declaration of Acceptance of Office DDC Register of Member’s Interests HM Electronic Service of Summons

• Congratulations to Cllr Chris Bryant and welcome to the HMPC

099. To receive Declarations of Interests and applications for Dispensation by the new member Item 098. 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 Cllr Chris Bryant.

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100. 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.

• EO/RFO to update the council on the monthly bank reconciliation against the annual budget • Two Signatories: Cllr Kimbrey, Cllr Tulloch

The Payment Schedule to be agreed by the council and signed by the EO and Chairman

Clerk Salary Autella Payroll £484.66 Nest Pension Service £42.00 Tracsis VAT £99.60

Zoom Subscription Zoom Pro £14.39 BT Phone/Broadband Clerk Office £47.92 Amazon Brother Ink £31.60 Amazon HP Paper £11.50 Amazon Road Salt £45.98

Clerk's Office £151.39 Total £777.65

Signed: Chairman …………….………… Signed: EO/Clerk ……………………… Chairman/Vice Chairman Executive Officer/RFO Paul Thomas

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Unity Trust Bank

978 Current Account £31,282.80 994 CIL Deposit Account £8,616.53

808 Loxton Fields POS £0.00 798 £0.00

981 Reserve Account £7,522.87 Total Accounts £47,422.20

• Cllr Beard and Cllr Bryant need Unity access, EO to process with Unity

• Cllr Elton-Thomson proposes the payment schedule be approved • Cllr Clark seconded the payment schedule be approved • Council agrees to the payment schedule and the monthly finance updates for February 2021 • The Chairman to sign the payment schedule

101. Public participation session (Members of the public are invited to address the council)

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.

Members of the public should address their representation through the Chairman of the meeting.

This time is limited to 15 minutes and three minutes per contribution unless requested otherwise by the Chairman 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.

• No members of the public in attendance

*Notes: • EO to publish an agenda update/reminder on Facebook regarding the March meeting date/time • EO to collect the Remembrance Crosses from Tommy for cremation and ashes to be scattered on Valentine’s Day

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Maureen Basford • The council offer their condolences to Maureen’s family and thank Maureen for letting us share and publish her wonderful book “The Going Down of the Sun” • Maureen was a respected Church Warden, Authoress and Barn Owl Conservationist • The HMPC will look to mark Maureen’s passing by planting spring bulbs around the Tommy Statue and a brass bench plaque looking over the open spaces towards Maureen’s house in .

Decision Items

102. Council to consider the HMPC Budget for 2021/2022 EO has prepared a budget with a 6% uplift, this 1% increase on the initial draft budget will fund the legal fees incurred from the costs of the project to transfer the parks and open spaces from Greenbelt to HMPC.

• Please see Appendix A at the foot of the agenda. • The total budget figure will be the Precept for 2021/22 • The increase in precept is due to the devolution of services provided by DDC after unitary councils come into effect, passed down costs from Highways to look after verges and the need to pay for elections in 2021 • Council to review certain budget pots and present a revised budget at the February meeting for approval • In particular, Council to review the budget allocation for legal fees

• Proposal to move £1,000 from the S137 pot to the Legal Fees budget pot

• Cllr Beard proposes the 2021/22 budget be adopted • Cllr Tulloch seconded • The council all in favour

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Discussion Items

103. PCSO Costs Apportioned between Parishes of the Spratton Ward 2021/22

Boughton £14,459 Bramptons £6,593 Harlestone Manor £3,839 Harlestone £3,376 £5,068 Spratton £7,637

• Possible adjustments to the above figures pending due to the new houses being built at Buckton Fields • Updates will follow from District Councillor John Shephard

104. The White Newsletter Invite received for HMPC to provide a page made up of current items and projects written by the council to support the publication and help with distribution. Profits will be used to support St.Andrews Church.

• The council appreciate the invite and would like to register their interest for further communication and updates

105. Queen’s Platinum Jubilee in 2022 - Additional Bank Holiday The late May Bank Holiday will be moved to Thursday 2nd June 2022 and an additional Jubilee Bank Holiday will be granted on Friday 3rd June 2022

• Council to consider an event for the parish

• 70 years celebration • The HMPC will work jointly with the Community Group (add to the CGC agenda) • HMPC to appoint key roles at the May meeting • We would like to work with our stakeholders including and the Church • Consider the HM roundabout as a key area to mark the jubilee

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106. Housing Supplementary Planning Document (Draft for Consultation 27 January 2021 – 26 February 2021) Local Plan Part 2 [email protected].

• This document goes in to great lengths in tackling the real housing needs such as affordable homes, first time buyers, affordable rentals and first-time buyer affordable homes. (discounted in perpetuity) • It also provides policies for an ageing population by introducing policies for a percentage of bungalows on all new developments and further building regulations M4.1 M4.2 M4 .3 to benefit the elderly or those with disability or mobility issues who need wheelchair living and access. • In addition, it also stipulates number % of electricity bays encouraging EV and addressing climate change. Homes with renewable heating systems will come into effect in 2025.

• The HMPC return no objections at this point

107. Roles, Liaisons and Projects

Priority 1 and Decisions

• EO to email reminders for Councillors to provide their monthly updates for the agenda

d. Elections and Recruitment • Method and timetable of the Recruitment Campaign.

• Jackie and Paul attended the NCALC Election Training • Nominations open 30th March and close 4pm 8th April

Key Points • The council would like to know which current councillors are standing to help plan the election campaign • The campaign will run across February and March 2021 • Create an electronic survey • Promote the committee and the project • Large poster campaign • A4 page leaflet with the CGC • Zoom surgeries • Promote the climate change project

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Page 7 of 17 g. Loxton Fields Parks & Open Spaces • Final arrangements for the snagging list.

• Claire and Paul met with DWH and TCL • Discussions were had regarding the bund and the snagging list • The bund cannot be moved due to access needed underground for Anglian Water maintenance • Work to start in the next couple of weeks to check trees, instal the flag pole and tidy the bund and run-off • Bench locations to be confirmed • Claire to inform the close residents to the POS regarding the change of plan to the bund via Facebook/Messenger • Noticeboard will be installed using S106 money, options to be discussed, including location and style, EO to send information to Stewart

h. Harlestone Manor Parks & Open Spaces • Pending instructions re the legal process from the solicitors

• Q&A email returned to the solicitors • EO has received a second email from the solicitors to make comment on the process detail of the POS requirement, circulate to all councillors

k. PCSO & Police SPOC • Quarterly Meeting 28th Jan update • Agree the preferred hours of the PCSO • Proposal 9am to 5pm and 11am to 7pm

• PCSO powers including parking being confirmed • New Sergeant appointed Chris Thomas • Quarterly PCSO Meeting: sergeant looking to use police as cover for the PCSO, actions and points to be taken to the next quarterly meeting by the SPOC • Council agrees with the above hours for the PCSOs shift pattern

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Page 8 of 17 l. NHW Co-ordinator • Do we have enough NHW signs up on the lamp-posts? • Locations of the signs required for the asset register

• We have 7 signs to be installed when the weather improves • Locations to be recorded on Parish Mapping

Theme Priority Project Working Group Planning Major Developments: Bloor Homes, West SUE, North Clerk Simon a 2 West Relief Road, Local Planning Michelle Comments/Updates: Meeting with Harpole to discuss the West SUE planning application

Jackie b 2 Graveyard Extension Michelle Comments/Updates: See Action 94b

Theme Priority Project Working Group Communications Clerk c 2 Website, Emails, Communications Chris Comments/Updates: New pages being designed pending the co-option of Chris Bryant

Jackie Clerk d 1 Elections and Recruitment Chris Comments/Updates: Clerk and Chairman planning the recruitment campaign

Theme Priority Project Working Group Community Community e 3 Community Group Committee, CGC Liaison Group Committee Comments/Updates: Very successful January meeting, Minutes available on the website Next meeting planned for March (date TBC) Simon f 3 Harlestone Village Institute Liaison

Comments/Updates: Currently closed due to Tier 5 restrictions

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Theme Priority Project Working Group Environment Loxton Fields Parks & Open Spaces (POS) Steering Jackie Stewart g 1 Group Claire Comments/Updates: Waiting on installation of the flag pole, noticeboard and bench DWH, TCL and HMPC met on-site to discuss the final arrangements, start dates pending from DWH Harlestone Manor Parks & Open Spaces (POS) Claire Simon h 1 (Persimon/Greenbelt) Clerk Comments/Updates: Pending the solicitors legal process to be sent and an update from DDC

Clerk i 3 Althorp Liaison

Comments/Updates: Slate Pit Spinney pending due to badger sets

Clerk Jackie j 3 Climate Change Grant Lorna Michelle Comments/Updates: HMPC and the Community Group to commence planning in March or when current restrictions are relaxed See Action 94f.

Theme Priority Project Working Group Security, Crime and Safety Stewart k 3 PCSO & Police SPOC

Comments/Updates: PCSO Quarterly meeting 28th Jan and 4th May 14:00 Council to consider the PCSO hours: 9am to 5pm & 11am to 7pm Stewart l 3 NHW Co-ordinator

Comments/Updates: NHW signs and locations

Jackie Simon m 2 Road Safety Strategy Team Clerk Toni/Sue Comments/Updates: ANPR: £1.3m Police investment in cameras, hoping for Port Road to have a camera installed to help break county lines crime. Path verges cut back across the Firs, quotes being sought for the HM path to Duston to be cut back Clerk n 3 Parish Signage

Comments/Updates: Council agreed to park this item whilst focusing on Priority 1 items

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Theme Priority Project Working Group Children and Young People Involvement of young people in council projects and Lorna o 3 look to form a Committee Comments/Updates: Council to look at this item after the current restrictions are relaxed and meet as a group

Key Description Priority 1 Project requiring immediate and/or critical decisions or actions to be taken. Priority 2 Project requiring scheduled and/or major decisions/actions to be taken.

Priority 3 Project requiring minimal decisions or actions to be taken.

Future Projects & Pending Events

1. Conservation Local items will be dealt with during the full council meetings on a monthly basis, major conservation issues in the future will lead to the formation of a working group/committee.

2. Annual Meeting The next Annual Meeting will be May 2021, this item will be managed nearer the time.

3. Local Business Liaison This role will come into effect with the plans for the Annual Meeting and/or the Neighbourhood Plan.

4. Dog, Litter, Salt Bins The above items are currently forbidden to be installed by the land owners, the progression of the council retaining the POS (Parks and open Spaces) will lead to this project being implemented. Locations for rock-salt to be kept in private garages would be a step forward for winter planning, please contact the council.

5. Defibrillator/Installation As above (item 4) these are currently forbidden to be installed by the land owners. Private walls, garages and buildings would be considered if residents would like to contact the council.

6. Neighbourhood Plan This is a huge project that will need the council and the community working together, due to outline planning already being granted, there will be no uplift of CIL on the Fleetlands Farm West SUE. This project will be looked at in 2021

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Actions outstanding from previous meetings

008. To consider the implementation of the parish council’s initial governance arrangements • Review the Financial Regulations • Review the BHIB Insurance Policy REVIEW AFTER MAY ELECTIONS

014. Transfer of Public Open Space for Loxton Fields from David Wilson Homes to the HMPC to manage • Proposal for the council to agree to this transfer and sign the TP1 Land Registry document • Council agree to setup a Working Group to look into the design, details and the balancing pond from a health & safety perspective • Nominated Cllrs: S.Clark, J.Kimbrey, J.Holgate • EO to contact the original contractor for a one-off check and to source the drawings for the balancing pond • Proposal to adopt the POS in principle by James Holgate • Seconded by Jackie Kimbrey • Council all in favour to adopt the POS in principle • TLC have been working on the LF POS, Jim to contact DWH for any available drawings • Claire’s contact to survey the LF POS and report any findings • Jackie to look into costs and installation of a Life Buoy • The brook that runs along the lower edge of Loxton Fields can be very dangerous after rainfall and fencing needs to be installed asap due to this being a playing field • An option could be to poly-pipe the brook and back fill with soil and seed • The solicitor has been served with a list of questions regarding landscaping, boundaries and the balancing pond, updates to follow • The balancing pond has no safety buoy, but the pond is completely dry • The absence of a safety buoy has been raised by the Chairman with the solicitor to confirm with DWH the installation of a buoy • The working group met with DWH for a walk about of the POS area at LF. • The snags were highlighted and the huge mole hill will be changed to a bund. • Snagging lists has been prepared with photographs. • Final meeting to be arranged to sign off the snag work. • A lifebuoy will be installed. • The flood defence hydro-brake will be maintained by Anglian Water.

CLOSE

057. Community Flood Resilience Pathfinder Scheme The scheme aims to make communities more able to deal with flooding and feel better prepared • This item would ideally sit with the Loxton Fields Working Party as there is a potential risk of flooding from the brook that runs along the lower edge of LF Open Space. • Proposal for the EO to forward the link and info to Stewart & Jim to prepare an update for the mid-month October meeting. • Stewart to look through the link and arrange the survey of the area • Stewart has signed up HMPC into the Community Flood Resilience Pathfinder Scheme • Stewart to chase the CFRPS for the survey date

REVIEW AFTER MAY ELECTIONS

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Action: • Engage with the youth on the estate, bring them together to discuss the issues that concern them. • Consider a youth committee and involve the PCSO. • To make sure that communications get to the elderly and make sure that Whites Lane and Fleetlands Farm are included. • Discuss the above at the November mid-month meeting MOVE TO THE AGENDA TABLE

080. Proposal to Action the Winter Salt Bin Project and agree the finances Council to agree on the locations and the costs associated with this project. • Location 1: salt bags only to be stored at Cllr Elton-Thomson’s home address • Location 2: salt bin to be located at Cllr Clark’s home address • Salt bin and salt bags to be stored at another location after the winter • How do we publicise and distribute the salt • Loxton Fields location needed • EO to check the salt spreading routes • EO will purchase “Ice-Melt” which has a greater coverage, lasts up to 36hrs and is pet friendly. • Simon to clarify the location of the salt bin with Stewart and EO to post the location on social media once confirmed

REVIEW AFTER MAY ELECTIONS

094a. Action • EO to setup a meeting with the Harpole Clerk and Planning Consultant regarding the West Sue joint project MOVE TO THE AGENDA TABLE

094b. Action • This is a joint project with the HMPC, HPC and St.Andrews Church • Land to be acquired from the Golf Club Trustees • Communications held between Cllr Waller and the HM Chairman • Initial meeting has already happened with the Church and the Trustees • HMPC will make all decisions as a full council • EO to setup a site visit as soon as lockdown restrictions are relaxed

MOVE TO THE AGENDA TABLE

094f. Climate Change Grant • The EO had applied for a grant from the DDC and the HMPC has been successful in landing this grant for £888 towards planting to create an oasis in the parish to for wildlife to flourish, this will be a large project that will need the help of the CGC • Climate Change Grant to plant the open spaces with trees, shrubs, plugs and wildflowers. • Adey Greeno from Althorp has volunteered to help with this project • The initial project will be led by Jackie, Lorna, Michelle, Clerk

REVIEW AFTER MAY ELECTIONS

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Create a Purchasing Policy • Council agreed there is a need to produce a HMPC Purchasing Policy to outline the Council’s approach to sourcing suppliers, including local companies, to provide goods and/or services to the parish • EO to obtain some example Purchasing Policies from other parish councils as a starting point • EO and Claire to look at putting a Purchasing Policy together MARCH AGENDA ITEM

• EO to look at a brass plaque to mark the Althorp Christmas Tree

Information Tables

Results of the Residents Survey – April 2020 Security, Neighbourhood Watch, Crime Greenbelt Management Company Dog Bins, Salt Bins Widening of the Harlestone Road Pavement Safe Road Crossing between Loxton Fields and Harlestone Manor Road Safety

Achievements and completed projects/items by the council Full review of the annual budget for 2020/2021 Drains around Harlestone Manor have been emptied and power washed Harlestone Manor Parish notice board installed New HMPC email formats New website designed and launched HMPC registered with the Information Commissioners Office HMPC Staff Pension Scheme has been completed “No HGV Access” sign installed at the entrance to HM Pavements around HM have been re-tarmacked and made safe Armed Farces Covenant completed for the Bronze Award Remembrance Poppies installed around the parish Remembrance Service filmed and published for the ecclesiastical parish Set-up a Community Group Committee for events within the parish Set-up a salt safety project and purchased a salt bin HMPC has joined the Community Flood Resilience Pathfinder Scheme Rooted Christmas Tree planted at the entrance to Harlestone Manor Christmas Cards and Christmas Newsletters distributed Christmas Pop-Up Nativity performed with St.Andrews Church Secured a Climate Change Grant for £888 from Council

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COMMUNICATIONS WITH OR BY THE COUNCIL

The Executive Officer 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 Daventry District: spread the word regarding the services of DACT in local areas www.dact.btck.co.uk • Daventry District Council Covid support line: 0300 126 1000 • Care and Repair funding for disabled facilities up to £30k per household www.daventrydc.gov.uk/careandrepair • ANPR expansion consultation: this will enhance the ability for the police to detect and deter criminal activity. Identified locations: [email protected] • Unitary Council update from NCALC: www.northantscalc.com/lgr.html • Volunteers needed to listen to children read in local primary schools after lockdown www.schoolreaders.org/volunteer-application-form or call 01234 924111 • Outline planning application DA/2017/0889 confirms that Port Road has been rerouted to offset the access from the Bloors development roundabout towards Upper Harlestone. • Census & Wales 2021: information regarding the census will be posted out by the National Statistics Office commencing 22.Feb.2021 and completing on 21.March.2021 (see Appendix C for website link) • Government legislation has now been passed to create two new unitary councils serving the areas of North and . (Appendix C) • 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. • and Fire: Mon 22.Feb 6pm – 7:30pm Service updates and improvements Tue 23.Mar 6pm -7:30pm Working together and sharing estates and services. • Cooking Good Recipe Cards Cooking Good is a healthy eating project led by Health-Works and are funded by Public Health England to deliver home cooking experiences to families in the more rural areas of Daventry and South Northants. The aim of the project is to help families cook straight-forward family meals by providing teaching sessions in small groups in accessible venues or in families' own homes. However, given the current Coronavirus crisis they had to find alternative ways to reach the families with ideas and tools to help them cook more nutritious meals on a budget. By providing useful cooking videos and online easy-to-cook recipes, they aim to bring families together around the simple activity of cooking and eating good food.

Meeting Duration: 19:00 to 21:00

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NEXT MEETINGS 2020

Thursday 04 February Thursday 04 March Thursday 08 April Thursday 20 May (TBC due to Elections) Thursday May (Annual Meeting TBC) Thursday 03 June (TBC due to Elections)

19:00 at Harlestone Village Institute unless stated online

The council may need to convene for planning items which require a response before the date of the next meeting. Deadline for items for the next meeting to the EO/Clerk please:

NO LATER than: 1 week before the meeting

Paul Thomas - Executive Officer

[email protected] The Old Bakehouse, Harlestone Village NN7 4EP

Dated: 7th February 2021

Signature: ………………………………………….. Executive Officer/Clerk/RFO: Paul Thomas

Signature: ………………………………………….. Chairman/Cllr Jackie Kimbrey

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Appendix A

Harlestone Manor Parish Budget 14

2019/2020 2020/2021 2021/2022 Item Budget Revised Budget IT Equipment Hardware £ 700.00 £ 700.00 £ 200.00 Audit Fees £ 375.00 £ 375.00 £ 475.00 Bank Charges £ 150.00 £ 150.00 £ 150.00 Bin Emptying £ 300.00 £ 300.00 £ 300.00 Chairman's Expenses £ 200.00 £ 200.00 £ 200.00 Church POS £ 500.00 £ 500.00 £ 500.00 Clerk's Pension £ 500.00 £ 500.00 £ 600.00 Clerk's Salary £ 7,200.96 £ 7,200.96 £ 8,400.00 Contingency £ 500.00 £ 500.00 £ 250.00 Defib/Installation £ 750.00 £ - £ - Election Expenses £ 1,500.00 £ - £ 1,500.00 ICO £ 40.00 £ 40.00 £ 40.00 Insurance £ 550.00 £ 550.00 £ 550.00 IT Equipment Anti-virus £ 150.00 £ 150.00 £ 100.00 IT Equipment Software £ 150.00 £ 150.00 £ 100.00 Maintenance £ 500.00 £ 500.00 £ 500.00 Office Expenses/Admin/Printing/Audit £ 750.00 £ 750.00 £ 500.00 Office IT & Phone Costs £ 575.00 £ 575.00 £ 575.00 Office/Meeting Venue Rent £ 275.00 £ - £ - Parish Event Funding £ 475.04 £ 200.04 £ 500.00 PCSO (joint liability) £ 3,300.00 £ 3,300.00 £ 3,536.05 S137 £ 2,750.00 £ 2,750.00 £ 1,750.00 State Contingency Plan £ 700.00 £ 700.00 £ 550.00 Street Lighting £ 110.00 £ 110.00 £ 125.00 Subscriptions £ 650.00 £ 650.00 £ 700.00 Traffic Monitoring £ 450.00 £ 450.00 £ 600.00 Training £ 1,250.00 £ 1,525.00 £ 1,750.00 Website £ 1,150.00 £ 1,150.00 £ 1,150.00 Legal Expenses £ - £ 3,000.00 £ 3,280.01 Community Group £ - £ 275.00 £ 300.00 Parish Council Projects £ - £ 750.00 £ 500.00 Neighbourhood Plan £ - £ - £ - Precept £ 28,001.00 £ 29,681.06 6% Increase

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