November 20 - Ordinary Meeting Minutes
MINUTES OF AN ORDINARY VIRTUAL MEETING HELD BY HEMSWELL PARISH COUNCIL
ON MONDAY 16th November 2020 at 7.30 pm
1. Present
Cllr. B. Mander (BM)(Chair); Cllr. J. Roberts (JR) (Vice-Chair); Cllr. M. Foster (MF); Cllr. C. Black (CB); Cllr. P. Watkinson (PW).
District Cllr. P. Howitt-Cowan (PHC)
Public: T. Ramsey (TR)
2. Apologies:
County Cllr. C. Perraton-Williams (CPW), PCSO J. McFaul (JM)
3. Adjournment for Cllr reports and members of the public
a) A written update from CPW was read out to the council
‘I am still waiting information into the site of the grit bin, as well as whether the drain has been fully investigated or not. I'm not sure whether it’s to do with Covid, but things to be working very slowly atm. In terms of the drains, I haven’t had another update since the last, which is the cyclic jetting gangs are due to go again. The maintenance teams are due to be clearing the pathway on Church Lane which is long overdue. I have chased these issues up and as soon as I have more information, I will let you know.’
b) PHC provided a written report (see next webpage). PHC informed the meeting of the New Government White Paper relating to Planning. This highlighted that developers are ‘land banking’ with over 1 million units set aside for development but no active development taking place. PHC also confirmed that Neighbourhood Plans would still be recognised as an important factor in deciding future planning applications and would not be made irrelevant with the new proposals.
c) JM provided a written statement of the reports for the area from 14/09/20 – 12/11/20
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14/09/20 – Attempt theft of a caravan parked on a drive-way on Weldon Road approx. 01:39hrs – offenders disturbed!
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26/09/20 & 14/10/20 - Hare coursing on Harpswell Hill
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26/10/20 - A Back gate on Church Street ( as part of a shared drive ) has been forced open by offender(s) breaking the lock – there has been another attempt since of forcing of the same gate.
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12/10/20 - A white van, white cab with white sides was driving around the village at approx. 00:25hrs. Caller saw 3 males in the van.
It is important for the residents of the village to report everything that is suspicious so an incident can be created, and an officer allocated to the area. If incidents are occurring in your village and residents do not report these incidents to the police, this does not show a true reflection on what is occurring in your village.
d) TR addressed the council with her concerns regarding school children accessing the bus stop on Middle Street and on the volume of the traffic on Middle Street. TR had requested Lincolnshire County Council (LCC) who have a responsibility for the route (for children travelling to De Aston School) to comment and to ask if the bus route could be altered to collect the children from within the village. TR requested support from the council and the attending county / district councillors.
The council advised TR they would support her and asked to be copied on any communication so they identify where they could provide support.
CPW advised she would contact the relevant department in LCC to understand the situation and see how she could assist.
CPW advised he would lend his support.
Meeting reconvened 20:00 hrs
4. Declaration of Interests - none
5. Approval of Minutes from 21st September 2020
Proposed: JR Seconded: MF Carried: unanimously
6. Planning
a) 141529 - Hillcrest Middle Street – Decision from WLDC. The council was informed that WLDC have approved the application.
7. Middle Street Bus Shelter – discussion on maintenance requirements.
JR informed the council that it had been difficult to obtain quotations from suppliers due to the nature of the repairs and questions of ownership. JR recommended that the council should wait until spring 2021 when he would attempt to obtain quotations from local independent contractors.
Recommendation unanimously accepted .
8. Purchase of Document Fire Safe
The council was reminded by the clerk of the need to purchase a fire safe to store council documents (mainly burial authority records) in line with legislation. A suitable fire safe (Phoenix Fire Fighter FS0440K) at a cost of approx. £500 was proposed by the clerk and reviewed by the council. The safe was approved for purchase when the unit was back in stock in mid-January provided a suitable location could be found in the Village Hall.
Proposed: BM Seconded: MF unanimously resolved
Actions: Clerk to liaise with village hall committee to find suitable location.
9. Christmas Gift Donation – Hemswell Children
TR had enquired if the council would be willing to donate £60.00 towards the cost of purchasing Christmas presents for the village children for distribution by Santa Claus (in a COVID secure manner) as part of the wider village festivities. The council unanimously agreed under section 137 of the Local Government Act 1972, to donate £60.00 as a one of payment, to support the wellbeing of the community.
Proposed: BM Seconded: JR Carried: unanimously
Actions: Clerk to pay donation on receipt of appropriate invoice and to monitor distribution.
10. Finance
a) FY 20/21 Budget Review
The clerk advised the council that in line with the council’s new financial regulations, a quarterly review of the council’s accounts and bank statements had been conducted by a councillor other than the chairman (MF) and approved as accurate prior to the meeting.
The council reviewed the financial accounts and conducted a mid-year budget review to identify any actual or expected variations to budgeted spend and required actions. No issues were identified. The council is to date underspent to budget due to the absence of a clerk (no salary payments) and COVID restrictions. Maintenance funds for the maypole, street furniture, Beck Lane, IT equipment, the cemetery & the bus shelters were unanimously approved from council reserves.
b) Cheques to authorise
The following payments were reviewed and approved unanimously
Grass Cutting (September / October) £ 300.00
IT equipment (external HDD) £ 42.99
c) FY 21/22 Provisional Budget setting
In line with West Lindsey District Council (WLDC) budget timelines, the council carried out its provisional budget planning for the FY21/22 precept. It was agreed to request a +6.25% increase to the FY20/21 precept (£6400 - £6800). The increase was required to cover the increased costs that will be incurred in employing a part time clerk in line with current legislation.
Proposed: BM Seconded: JR Carried: unanimously
Actions: Clerk to submit provisional precept to WLDC.
11. Reports
a) Village Hall – a written report was read to the council
Following the announcement of the latest national lockdown, Transformation Spiritual have suspended their meetings until at least 2nd December.
Tots on Tour are continuing to hold parent and toddler groups once a week during term time, as these are permitted under current Government rules.
Companion Minds Dog Training have also suspended dog training sessions due to the Covid-19 situation, although they intend to go ahead at some point in the future.
The Covid-19 restrictions have meant there is currently no income for the Village Hall, as increased cleaning requirements, heating costs, etc. have resulted in the hall currently running at a loss.
Once we have paid outstanding invoices, we will have about £12,000 in the bank. Repairs to the walls are still outstanding and are estimated to cost in excess of £1000.
Following on from my previous report, the Committee have agreed to supply the Parish Council with costings for the Playground.
b) Neighbourhood Plan
Steering Group to reconvene in new year to complete activities in readiness for a submission in line with the possible lifting of COVID restrictions to allow for a referendum to take place in May 2021.
12. Clerk Recruitment
no applications
13. Councillor Vacancies
no applications
14. Nuisance smoke – Church Street
Nuisance smoke had been reported to the council on several occasions from garden bonfires in 7 Church Street. The clerk advised that West Lindsey District Council have an online reporting tool for the reporting of anti-social behaviour.
Action: Parishioners to be advised to report all anti-social behaviour to WLDC using the online reporting service on the WLDC website. Home page>Online services>Report anti-social behaviour> Neighbourhood and Environmental reports. Select from pull down list e.g. smoke from residential bonfires (you are required to log in, create account or continue without an account)
15. Burial Authority
Review of Burial Authority Information, Charges and Regulations
Due to time constraints, this item was not discussed.
No new activities to report
Meeting closure – 21:35 hrs
Date of Next Meeting: Monday 18th January 2021
To be held: (Medium or establishment to be decided considering social distancing measures in place).
Signed: B C Mander Date: 18th November 2020