2022 Parish Council Minutes of Meetings

Minutes of an ordinary meeting of Hemswell Parish Council held Monday 21st November 2022, 7.15 pm at Hemswell and Harpswell Village Hall, Hemswell.

Present: Parish Councillors: Cllr. B. Mander (Chair), Cllr. J. Roberts (Vice-Chair), Cllr. C. Black, Cllr. M. Sheppard, Cllr. M. Foster Clerk: E. Raymond Member(s) of the Public (MOP): 7 members

Public Forum Start 7:15 PM

i. Member of public:

• MOP complained about the extent of dog fouling in the village, expressing concerns for young children who walk and play along the paths taken by dog owners who don’t clean up after their dog(s). The MOP had contacted West Lindsey, but nothing was actioned and asked what more can be done about it. The Chair advised this is a recurring problem that has been raised with West Lindsey and the County Council. MOP asked about installing CCTV and was advised that WLDC has cameras available, but this can lead to other issues regarding surveillance/GDPR. A Village Hall representative offered to raise awareness on the Hemswell & Harpswell Facebook page, and the council will look to do the same via posts/newsletter. Clerk to obtain information from WLDC on use and availability of their cameras.
• MOP advised council that a broken/swinging tree branch remains along the Beck footpath. The Chair advised the tree works were completed as per the schedule, but that it would be looked at to determine the risk to the public. Described as the last tree on the right by the cattle crossing and is noticeable in windy weather.

ii. Member of public

• MOP asked about road damage around the burned-out car. The Chair reported that the council had raised the matter, supported with photographs, and a complaint was submitted by the clerk on 16.11.2022 about lack of progress. The public was encouraged to submit reports to the FixMyStreet website (https://www.fixmystreet.com/) if they are able to do so.
• MOP raised the question of ownership of the Beck footpath to cover costs for tree work. The Chair advised that it had been difficult to ascertain, and as with previous maintenance work, the council paid for the works to ensure prompt action and public safety.

iii. Member of public

• MOP expressed frustration at the non-attendance by County Councillor to listen to concerns over highway matters MOP suggested the community write to the County Cllr. to complain. The Chair advised that the County Councillor is invited to each meeting and asked to attend or submit a report. The council has emailed the County Cllr. expressing the views of the MOP but has not received a reply.
• MOP asked why the village had not commemorated or marked Remembrance Day. The Chair advised this had been raised by clerk and the council will look at ways to mark the event in 2023.
• MOP asked for a printed newsletter to provide village information in addition to social media than Facebook. The Chair advised this was discussed at previous meeting and is a matter in hand.
• MOP asked if new trees are planted to replace removed/damaged trees. The Chair advised that to date no trees had been removed, but it is something the council would consider in the future.

iv. Member of public

• MOP reported email correspondence, audio recordings of meetings and legal advice taken with regard to their dispute and ongoing issues with WLDC planning department. The MOP updated the meeting on planned works on The Forge, including incorporating some original components within the works. Work on the foundations of the new building will begin shortly in accordance with planning requirements.

v. Village Hall representative. Advised the meeting that a quote for re-pointing the exterior walls of the village hall had been obtained in the region of £5792.00 (lime mortar). The Village Hall received grants during COVID, but costs are increasing (e.g., heating, decorating, & defibrillator running costs). Villagers are asked to support the social and fundraising events, and grant opportunities will be explored. Pubic and members were advised by District Cllr. Howitt-Cowan that WLDC has secured approx. £800k from the government’s ‘community spaces’ funding and will advise when further details are available.

The Chair thanked the public for their contributions and convened the Parish Council meeting at 7.48 PM

CHAIRPERSON REMARKS – The meeting was opened by Chair who welcomed everyone to the meeting. The Chair shared news of the resignation of Mr Paul Watkinson due to other work and family commitments and thanked him for his service to the council.  The chair advised of the vacancy for a councillor and to contact the clerk for more details.

057-22/23 Apologies for absence – PCSO Julie McFaul sent apologies & submitted a brief report [Item 0652 refers]. No other apologies received.

058-22/23 Member's declarations of interest in accordance with the Localism Act 2011 and to receive any applications for dispensation in relation to disclosable pecuniary interest – None

059-22/23 Minutes of the Previous Meeting - To consider and resolve to accept notes of the previous meeting. 

RESOLVED that Minutes of the Ordinary Meeting held Monday 26th September 2022 be approved and signed as a correct record. Proposed and seconded. Minutes signed.

060-22/23 Review of Action Items – To review the action list and receive updates from those responsible for the actions. The Action sheet with items completed and those outstanding was shared with members.

RESOLVED to NOTE ‘Action List’ to continue for future meetings.

061-22/23 Clerk’s Report – The clerk summarised the correspondence/communications received for the period mid-Sept- to date and noted those items included on the agenda for discussion. Correspondence included that from members of the public, Tillbridge Solar, 7000 Acre group, internal auditor, LALC newsletters, tree work-related, Pensions Regulator, external reports, Memory Book preservation research, clerk duties and expression of thanks from the grass cutting contractor.

RESOLVED to NOTE adoption for future meetings.

062-22/23 Business Matters for Consideration

a. To review the status of the bank mandate and amend the change of address [Minute 050-22/23 refers]. The reason for changing the contact address was given together with the option for changing the mandate. Members agreed that the four council members mandated to write cheques should remain. One member advised the council of ongoing issues caused by the bank. Motion proposed and seconded.

RESOLVED to maintain four signatories and complete paper form to advise of a change of address.  

ACTION: Cllr. Mander to complete paperwork and submit to the bank.

b. To discuss and consider grass-cutting services in Hemswell Village:

i. The renewal and award of contract for village grass-cutting services

Members discussed grass-cutting services for 2023 and beyond and the difficulties of attracting tenders in the previous round of securing a contract. Member's views were sought as to whether to re-appoint the current contractor who has provided a good quality service, or to go back out to tender. A rolling or long-term (e.g., 3 year) contract was suggested to be negotiated with the existing contractor, subject to the Parish Council Financial Regulations (11.1.a., iv.) and the requirement for all members to obtain value for money at all times (10.3). Motion proposed and seconded. Passed by unanimous vote.

RESOLVED to contact the current contractor to discuss terms to continue services in 2023 and beyond.

ACTION: Clerk to contact existing contractor regarding grass-cutting services for Hemswell Village.

ii. The option of contracting back into the Parish Agreement Scheme for grass-cutting services.

The Parish Agreement Scheme for grass-cutting services was explained to members, and the reason for opting out in March 2022 due to lack of available contractor. Cllr. Mander proposed opting into the scheme given that a contractor is available. Motion proposed and seconded. Passed by unanimous vote.

RESOLVED to contact LCC to opt back into the Parish Agreement Scheme 2022-2023.

ACTION: Clerk to contact LCC with request to re-join the scheme and complete agreements.

c. To identify and discuss training and development needs of Parish Council members for budgetary considerations.

The range of training available through LALC and other training providers was described, and members invited to take advantage of these opportunities for their professional development and to comply with the council's training and development policy.  Members asked for details of training events to be forwarded by the Clerk.

RESOLVED to send details of council-related and professional development training to all members.

ACTION: Clerk to provide dates and cost of forthcoming events to all members.

d. To discuss and consider budgetary matters:

i. Six monthly budget review

The budget setting process was explained together with procedures for sound financial practice. A detailed breakdown of the budget was presented with predictions and variations, including; audit costs, clerk’s salary, financial services, insurance, etc. The major expense to date was shown to be grass-cutting services. The process indicated that financial records and accounting practices are thorough and robust. All members agreed.

RESOLVED to NOTE continuation of methods for ensuring sound financial management.

ii. Provisional precept setting

The assumptions made in setting the precept required to meet the council’s expenses were set out for the next fiscal year. The current arrangement of holding relatively high reserves was justified due to the allocation of maintenance funds for the declared areas covering a 2 – 5 year period. Members were advised that VAT is due to be reclaimed on some council spending over the last three years. 

Members were asked to consider whether the council should provide a donation to the village hall for the playground grass-cutting, similar to that provided to Hemswell Parochial Parish Church and whether that should cover the full cost of cutting or a proportion. Members discussed the contribution made by the council to the Churchyard grass-cutting and concluded both organisations be treated equally, and any donation amounts be proportionally, equally shared. For budgeting purposes, it was proposed to cover the expected costs, but this would depend on actual costs. The use of the council’s financial reserves to reduce the impact of increasing council costs on the precept demand and the subsequent increase in the parishioners' council tax was discussed. It was agreed that, as in previous years, the council would reduce its reserve holding (by approx. £1.4k) to reduce the precept demand. It would be unlikely that this option would be available in future years, but the council felt it was not the time to impose a large rise in the precept.

The proposed provisional precept demand of £7500 represented a 7.41% increase (+£500 on the previous year) Members accepted the provisional precept calculations as fair and accurate. Proposed and seconded. Passed by unanimous vote

RESOLVED to accept estimated figures and submit for return.

ACTION: Clerk to complete and submit precept estimate return to WLDC by Friday, 25th November 2022 and final return by 27th January 2023, following the council’s review of the precept at the January 2023 meeting.

e. To discuss and consider options and costs for the preservation of the village ‘Memory Books’ [Minutes 26.9.2022 Public Forum iii) refers].

Clerk presented to council the matters for consideration in respect of preserving the collection. Members indicated costs were reasonable & acceptable but sought further information regarding potential council liability if articles/items are published. Members suggested that a community group would be an ideal way to progress the project. Motion seconded and proposed and unanimously agreed to support costs and creation of a community group/project to explore the next steps.

RESOLVED to support the costs of digitisation of the collection, subject to terms and conditions for clerk to undertake the work.

ACTION: Clerk. 

Deferred to after Item 063 22/23

f. To consider adoption of Parish Council Governance documents and policies to include: 

            i.           Model Scheme of Delegation Policy

           ii.           Co-option Policy

          iii.           Document Retention and Disposal Policy

          iv.           Training and Development Policy

RESOLVED to accept and adopt all policies subject to checking period of retention for Employer Liability Certificates.

ACTION: Clerk.

g. To determine and resolve to pay the Clerk’s salary on an ongoing monthly basis.

Council agreed to pay on an ongoing monthly basis subject to correct checks and balances by Chair/Vice Chair. Motion proposed & seconded and unanimously agreed.

RESOLVED to agree to pay clerk’s salary on an ongoing monthly basis subject to approval by Chair and Vice Chair. 

ACTION: Clerk to provide payment details to council.

h. To consider the creation and administration by the clerk of a dedicated Facebook page for Hemswell Parish Council [Minute 055-22/23 refers].

The clerk had provided members with matters to consider in creating a dedicated Facebook account and potential opportunities for increasing community engagement. Motion proposed and seconded and unanimously agreed.

RESOLVED to create a dedicated Hemswell Parish Council Facebook page to be administered by the Clerk.

ACTION: Clerk.

063-22/23 Financial Reports – To receive the financial report and approve payments.  The new process of recording the ‘authorisee’ on financial records to accommodate online payments was explained to members.

a. Financial Report - The financial report showing strict adherence to good accounting practices was presented.

b. Cheques to Authorise - None

c. Payments to Ratify

064-22/23 Planning Matters – None received.

065-22/23 Representative Reports - To receive reports from external agencies (and sub-committees). For information only. Verbal reports are to be limited to 5 minutes duration. Invitations to attend/submit reports had been extended to County, District and PCSO, the Village Hall Committee and Church Wardens.

County Councillor – No report received.

District Councillor P. Howitt-Cowan noted the work and time required to act as clerk, Burial clerk and RFO and thanked the Chair, Cllr. Mander, for undertaking these roles over the previous two years. Reports had been provided October and November 2022, and were distributed to members before the meeting and made available via: https://hemswell.parish.lincolnshire.gov.uk/council-business/district-councillor-reports-22

The District Councillor updated the meeting on matters of selective licencing, devolution, concerns and cost of fly-tipping, local elections in May 2023, the West Lindsey Churches Festival and the opportunity for the village to enjoy its May Day celebrations close to the weekend of the coronation (May 2023). 

Police Report – PCSO Julie McFaul submitted the following report via email 21.11.2022. There has been one incident called in from the village in the past 4 weeks. Dogs out of control – on going enquiries

Village Hall Events Dec 2022 The clerk summarised the report (received via email 15.11.2022) some items having been covered earlier in the public forum. Report included the resignation of Paul Watkinson as Treasurer and appointment of Marlene Jackson in this role. Update on Village Hall Committee members. Success of the Harvest Supper and Halloween Craft events and planned ongoing maintenance including heating upgrade and decorating.

December events

• Thurs 8th Dec - Christmas wreath making 7pm £10pp includes festive refreshments. Everything is provided, so just bring yourselves!
• Sat 10th Dec- Festive coffee morning (raising funds for Breast Cancer Now and Village Hall, and collecting items for Gainsborough food bank) The village books will be on display for people to browse at their leisure.
• Sun 18th Dec - Children’s Christmas craft session followed by songs around the Christmas tree and a local coffee trailer in the car park to offer refreshments.

Regular bookings - Boogie Bounce run by Fitness with Beth on Wednesdays 6-7pm- see more information on Facebook to book a place. Craft night- 1st Thursday of the month - 7pm onwards. Small charge to cover refreshments. Come along to this friendly, relaxed group and get creative, (please bring along your own project/craft activity).

066-22/23   DATE OF NEXT MEETING – An earlier start time for Parish Council meetings of 7.00pm was proposed, seconded and unanimously agreed.

RESOLVED TO NOTE the date and time of the next meeting as Monday 16th January 2023, 7.00 PM. 

Meeting Closed: 9:06 PM