March 2022 - Minutes of Ordinary Meeting
HEMSWELL PARISH COUNCIL
Minutes of an ordinary meeting held by Hemswell Parish Council on Monday 21st March 2022 at 7.20 pm at Hemswell & Harpswell Village Hall, Maypole Street, Hemswell.
The public meeting commenced at 7.37 pm due to the delayed finish of the Annual Parish Meeting that preceded this meeting.
Members Present:
Cllr. B. Mander (Chair and acting Clerk); Cllr. J. Roberts (Vice-Chair); Cllr. C. Black (CB); Cllr. M. Foster (MF); Cllr. P. Watkinson.
Absences:
None - all councillors present.
In Attendance:
District Councillor P. Howitt-Cowan and four members of the public.
Public Forum.
A member of the public advised that they were concerned about the procedure and activities surrounding the granting of planning permission, following the initial refusal, for 'Land to the rear of 12 Weldon Road' application no 140636. They had requested information from WLDC under the Freedom of Information Act but had not received a reponse from WLDC. The council were asked if they could support the request.
Cllr. Mander requested copies of the correspondence so the council could follow up on the request.
Meeting convened at 7.44 pm.
119-21/22. Apologies for absence and acceptance of any reasons given.
None - all councillors present.
PCSO J McFaul provided her apologies.
120-21/22. Adjournment for Cllr reports and members of the public.
As District Councillor P. Howitt-Cowan provided an annual report at the Annual Parish Meeting prior to this meeting no additional report was provided.
PCSO J McFaul provided the following report via email
There has been 4 x reports that are not in the public’s interest. There has also been 4 reports of dog/dogs running loose in the village, enquiries on going at this time however it is important to report all incidents to 101 and give as much details as possible, thank-you.
121-21/22. Declaration of Interests.
No interests were declared.
122-21/22. Approval of Minutes from previous meetings.
It was unanimously resolved to approve the presented draft minutes of the ordinary council meeting held on the 24th January 2022 as an accurate account.
123-21/22. Actions from Previous Meetings.
a. Purchase of Speed Indicator Device.
Cllr. Mander advised that the Speed Indicator Device has been delivered and would be installed once the council's insurance had been amended to include the device. The unit was displayed at the meeting.
b. Speeding Traffic
Cllr Mander confirmed he had discussed with the president of the Butcher Nook Club, the matter of alleged speeding traffic travelling to and from the club on Monday evenings. The president assured Cllr. Mander that the club committee would take action to ensure visitors were reminded of their responsibilities. The council subsequently received the following email from the president of the club.
Email for confirmation of a Parish Council Representative visit informing the Butcher Nook Club of resident/s living within close proximity to the club reporting speeding concerns alleged to have been carried out by persons attending the club for events.
Notice forms have been displayed on club notice boards and visitors verbally informed at all latest events of concerns and reports received.
We would welcome updates on any apparent continuation of suspected speeding by drivers that are evidently attending our club.
We issue an apology to concerned resident/s and aim for no further need for concern or reoccurrences following steps we have taken to remind our visitors that the club is in a residential area and of speed limits that apply.
Marc Blanchard (President)
Butcher Nook Club.
c. Maypole Street - Replacement Street Sign.
Cllr. Mander advised the council that a new street sign had been installed on Maypole Street.
d. Parish Grass Cutting.
d1. Contractor selection 22/23.
Cllr. Mander advised that the Parochial Church Council and the Village Hall Committee had requested assistance in selecting a grass cutting contracting for land under their respective responsibilities. Several recommended contractors had been approached but either the scope of work was not suitable, or they did not have the capacity to take on the additional work. The search is to be widened.
d2. Highway Verge Parish Agreement 22/23.
Cllr. Mander advised that in accordance with resolution 101/21-22 b. that LCC had been informed that the council would not be participating in the agreement for 22/23 and had received confirmation of receipt.
124-21/22. Resolution to Join Lincolnshire Community Speed Watch Program.
Cllr Mander proposed that subject to confirmation from the Lincolnshire Road Safety Partnership of the need to join the scheme to utilise the Speed Indicator Device that the council should join the Program. The council unanimously resolved to join the Community Speed Watch program subject to confirmation of the need.
125-21/22. Resolution to authorise Clerk to purchase Defibrillator Consumables.
Cllr Mander proposed, and the council unanimously agreed for the clerk to be able to make purchases of defibrillator consumables as required (on use our expiry) within the allocated budget, without further council approval. Any purchases to be ratified by the council at the next full council meeting following the purchase.
126-21/22. Resolution to continue membership of LALC for FY 22/23.
Cllr Mander proposed, and council unanimously resolved to continue their membership of LALC into FY22/23.
127-21/22. Local Government Association Model Councillor Code of Conduct.
a. Resolution to Adopt LGA Model Councillor Code of Conduct
Following prior circulation of the document for review and comment, Cllr. Mander proposed and the council unanimously resolved to accept the new Code of Conduct.
b. Signing of the 'Receipt of the Code of Conduct' forms
All members of the council signed the Receipt of The Code of Conduct Forms and returned them to the acting clerk.
Action: Clerk to forward signed forms to the monitoring officer at WLDC.
Cllr Watkinson left the meeting at 8.25pm
128-21/22. Approval of draft Parish Council Processes.
a. Risk Management Policy.
b. Equal Opportunities Policy.
c. Complaints Procedure.
d. Communications Policy.
e. Data Protection Policy.
f. Data Breach Policy.
g. Media Policy.
h. Social Media Policy.
i. Handling of Freedom of Information Requests.
j. Whistle Blowing Policy.
k. Health and Safety Policy.
l. Publication Scheme.
Following prior circulation for review and comment, Cllr Mander proposed that the draft documents listed above (a - l) be adopted by the council. The council unanimously resolved to adopt the documents.
Action: Clerk to add documents to the council's website.
129-21/22. Annual Internal Audit.
Cllr. Mander advised that the interim internal audit report had been received and had been circulated for review. The auditor commented 'things are in fantastic order. You and the Council deserve a good pat on the back!' Some recommendations and minor findings will be addressed.
Action: Clerk to publish audit report on council website.
130-21/22. Aggressive Dog - Low Farm.
Cllr. Mander advised that he had been involved in an incident with the dogs at Low Farm and had been interviewed by the police where he handed over video and photographs taken during the incident. Numerous residents have come forward and reported incidents to the council and with their permission these have been passed to the police for investigation. The landlord has been informed of the numerous reported incidents and requested to make repairs to the Harris fencing surrounding the barn where the dogs are escaping from. The Community Action and Enforcement Officer at WLDC had been contact and the photographic information forwarded.
131-21/22. Finance
a. Financial status review.
Cllr Mander provided a status report of the council's finances. No remedial actions were identified.
b. Cheques to authorise.
Cllr. Mander proposed and the council resolved to pay the following invoices
bi. LALC subscription £141.25
bii. Cemetery Rates £ 75.26
biii. Notice board repairs (materials) £ 21.98
biv. Clerk's stationary £ 7.25
c. Payments Received.
The council acknowledged receipt of the following payments
ci. Interest Savings Account £ 0.14
cii Interest Savings Account £ 0.13
d. Invoices Issued.
Cllr. Mander advised that the following invoice had been raised
di. LCC Parish Agreement - Grass Cutting £ 213.65
132-21/22. Burial Authority Activities.
Cllr. Mander advised that no activities were noted since the last meeting. The internal audit report covered the cemetery processes and all was in order. No recommendations or findings were made.
133-21/22. Date of next meeting -
The next ordinary meeting of the council will take place on Monday 16th May 2022 at the Hemswell and Harpswell Village Hall, Maypole Street, Hemswell at 7:15 pm
134-21/22. Meeting Closure.
The meeting closed at 8.44 pm.
Signed: B C Mander Date: 24th March 2022.