January 21 - Minutes of Ordinary Meeting
MINUTES OF AN ORDINARY VIRTUAL MEETING HELD BY HEMSWELL PARISH COUNCIL
on Monday 18th January 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)
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 report from PHC was circulated prior to the meeting (see next webpage). No clarifications were requested.
b) JM provided a written report which was read out to the council.
- There have been two incidents called to the police from 1/12/20 04/1/21 – Covid breach.
- 17/1/21 – Hare coursing reported off Weldon Road – no trace.
Meeting reconvened 19:40 hrs
4. Declaration of Interests
none
5. Approval of Minutes from 16th November 2020.
Proposed: MF Seconded: JR unanimously resolved
6. Planning
a) 141128 – The Forge – Brook Street
Numerous members of the public have approached council members to express their concern over the condition of the building. They were advised that the Parish Council is communicating with West Lindsey District Council (WLDC) planning department regarding this matter and that they should also register their concerns directly with the WLDC planning department.
The following response from the WLDC Conservation officer was received by the chair.
‘Thank you for your email, the content of which is noted. I did visit the site last Tuesday after a number of communications over Christmas setting out concerns about this historic building following the loss of the window and masonry collapse above it on the south elevation.
I would advise that taking legal action for urgently necessary works to provide temporary structural support for a historic unlisted building in a conservation area is not an easy task, but such action can be enforced by the local authority, provided that an application has been made to and approved by the Secretary of State, demonstrating that the building in question makes a positive contribution to the conservation area. I made an application to the Secretary of State on behalf of the local authority last July, and I am pleased to note this application was successful, with approval being received from the Secretary of State on Monday 4th January 2021, which will allow the local authority to prepare and serve a Section 54 Urgent Works Notice under the Planning (Listed Buildings & Conservation Areas) Act 1990, should this prove necessary. The owner of the building has been made aware of the Secretary of State’s decision and has agreed to undertake some urgently necessary structural propping. I shall continue to monitor the building.’
It was unanimously resolved that the council should provide its own communication to WLDC expressing its concern on the condition of this non designated historic asset.
Action: Clerk to draft a communication and once approved by council members (via email) submit to WLDC.
b) 142068 – Hemswell Cliff
Confirmation of ‘no comment’ provided to WLDC.
7. Purchase of Document Fire Safe
The council approved the purchase of a fire safe for the protection and storage of council documentation at the last meeting, subject to a suitable storage location being identified. A proposal, which was agreed by affected parties, was put forward to the council and was unanimously reolved to be accepted.
Action: Clerk to purchase the fire safe and arrange installation in agreed storage location.
8. Financial Support for the Village Hall
The council was advised by PW that following successful applications for business continuity grants by the village hall committee, the need for further financial support was not necessary at this time, and the item should be withdrawn from the agenda.
PW advised the council that future renovation / repair works to the hall and playground may require further financial support and the council would be approached at that time.
9. Grant Policy
The clerk advised the council that in line with the adopted financial controls, the use of grants to support worthy community activities in the Parish, would provide greater auditability and control than the use of donations. The council unanimously resolved to implement this for FY21/22 although wished to retain the use of donations should the need arise.
Action: Clerk to draft a ‘Grants Policy’ for review by the council ready for adoption at the next meeting.
10. Donation to The Church of All Saints, to cover churchyard grass cutting FY20/21
The clerk advised the council that the invoices for the churchyard grass cutting for FY20/21 had been received from the church treasurer totalling £520.00. The council was asked if they wished to donate to the church as in previous years to cover any of these costs. The council unanimously resolved to donate £520.00 under section 137 of the Local Government Act 1972 to cover the full cost of the grass cutting.
Proposed: CB Seconded: JR unanimously resolved
Action: Clerk to advise the church treasurer of the decision and provide a cheque for the agreed amount.
11. LCC Grass Cutting FY 21/22 Parish Agreement Scheme
The council was advised by the clerk, that LCC would be continuing its Parish Agreement Scheme for ‘safety’ grass cutting in FY21/22. Whilst the final contributions were not known, they would not be less than the contribution for FY20/21. The council was asked if they wished to participate. The council unanimously resolved to participate in the scheme.
Action: Clerk to advise LCC of the decision and to sign up to the new scheme on behalf of the council.
12. Highways / Transport Update
a) Grit Bin – Church Street
Request made - no update
b) Overflowing Drain – Brook Street
Request made - no update
c) School Bus collection from village
CPW followed this up from the last meeting and advised via email that Lincolnshire County Council (LCC) had conducted a ‘LCC School Bus Pick up and Drop Off Point Assessment’ of the bus stops on Middle Street and found them to be ‘LOW RISK’. The assessment noted that ‘Parents or carers are responsible for getting their children to the bus pick up point up to specified distance according to the age of the child (refer to 'Home to School Transport' booklet).’
Action: Clerk to liaise with Tina Ramsey to identify how the council may support any future actions.
13. Problem of Dog Fouling
PW advised the council that the problem of dog fouling in the village and surrounding Public Rights of Way, appeared to be getting worse. On several occasions it had been necessary for PW to dispose of dog faeces left on the footpath by inconsiderate dog owners.
PHC advised he would follow this up within WLDC and identify a contact person for the council within WLDC. PHC also enquired if there were sufficient dog bins within the parish. The council discussed the issue and resolved to -
- approach WLDC for suitable signage to educate dog owners on their responsibility to dispose of their dog faeces from all publicly accessible open spaces and the financial penalty for non-compliance.
- if WLDC were unable to provide signage, the parish council to procure appropriate signs (wording to be agreed via email prior to procurement). A budget of £50.00 allocated to cover signage.
Proposed BM Seconded: PW unanimously resolved - an addition dog bin would be beneficial at the southern end (A631 Harpswell Lane) of the Weldon Rd – Harpswell footpath.
Action: PW to liaise with WLDC contact person and lead actions.
14. Parish Council Website
The clerk advised the council that the new parish council website has now gone live at
https://hemswell.parish.lincolnshire.gov.uk/
The old site had been switched off following archiving of the data. The new site is still work in progress and will be further populated over the coming weeks.
15. Census 2021 (Sunday March 21st) – Digital First
The clerk advised the council that they had attended a communication event explaining the activities leading up to the Census on March 21. A public campaign will start on the 12February explaining how individuals should participate in this mandatory data collection event. The office for national statistics hopes to obtain 85% of the returns via digital means although anyone can request a paper form if required.
Action: Clerk to obtain communication posters and display in noticeboards.
16. Finance
a) Financial Status Review
The financial position of the council was reviewed. No remedial actions were identified.
b) Cheques to authorise
It was unanimously resolved to pay the following cheques -
- Village Hall rental (March) £ 7.50
- Church grass cutting (donation) £ 520.00
c) Payments Received.
- LCC Grass Cutting Contribution £ 210.99
d) Banking Mandate.
The council was advised that after significant interventions by the clerk, the banking mandate had finally been implemented. The council’s registered address had been updated and the agreed councillors added / removed as signatories for financial transactions.
e) FY 21/22 Final Budget setting
The budget precept for FY21/22 was reviewed. No alterations were found to be necessary and the council unanimously resolved to use the budgeted figure of £6,800.00 as the precept amount for FY21/22.
Proposed: JR Sewconded: MF unanimously resolved.
Action: Clerk to submit final Precept claim form to WLDC by agreed deadline.
17. Reports
a) Village Hall – no report provided as village hall is not being utilised at this time.
b) Neighbourhood Plan – no report provided as steering group still to reconvene.
18. Clerk Recruitment
no applications received.
19. Councillor Vacancies
no applications received.
20. Burial Authority
Notification of burial 22nd January 2021
21. Vote to enter closed session.
A vote was held at 20:55 for the council to enter closed session.
Proposed: BM Seconded: JR unanimously resolved
22. Discussion on support for District Councillor Paul Howitt-Cowan
The council unanimously resolved to issue a communication of support for PHC to WLDC.
Action: BM to draft a letter for review (by email). On unanimous agreement of communication, BM to issue to WLDC.
23. Date of Next Meeting
Monday 15 March 2021. To be held: Medium or establishment to be decided considering social distancing measures in place.
Meeting closure - 20:50
Signed: B C Mander Date: 22nd January 2021