2023 Minutes of Parish Council Meetings

Minutes of an ordinary meeting of Hemswell Parish Council held Monday 16th January 2023, 7.00pm 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): 3 members

Public Forum Start 7:00 PM

i. Member of public:

• MoP asked who is responsible for the area of land leading into the Beck footpath from the village. MoP reported it was previously a well-kept and tidy area but is now unsightly and churned-up from vehicles routinely turning in the area. MoP asked whether vehicles can be stopped from turning in that area. Chair advised the matter could be looked at, but the Parish Council had limited powers to prevent vehicle access/turning.
• Speeding out of the village remains a concern, particularly at known times of the day and the MoP asked if anything can be done, other than raising awareness of dangers. MoP raised an issue with parking along Brook St. which is causing damage to kerb stones but was advised the Parish Council has limited powers to tackle this directly. Chair advised that raising awareness or approaching WLDC or Highways could be looked at.
• MoP had also contacted FixMyStreet to report the signs that remain on Hemswell Lane after repairs were completed 6th December 2022.

The Chair thanked the public for their contributions and convened the Parish Council meeting at 19:07 PM

CHAIRPERSON REMARKS – The meeting was opened by Chair who welcomed everyone to the first meeting of 2023.

067-22/23 Apologies for absence – None received.

068-22/23 Members declarations of interest in accordance with the Localism Act 2011 and to receive any applications for dispensation in relation to disclosable pecuniary interest – None

069-22/23 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 21st November 2022 be approved and signed as a correct record. Proposed and seconded. Minutes signed.

070-22/23 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. Two items ongoing:

i) Bank change of address

ii) Finalising paperwork to extend contract for grass cutting services, to be clarified.

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

071-22/23 Clerk’s Report – The clerk summarised the correspondence/communications received for the period mid-Nov to date and noted those items included on the agenda for discussion. Correspondence received and shared with councillors included:

●      review, response and actions arising from internal auditor report,

●      distribution of LALC newsletters,

●      District Cllr. email communication and issue of external report,

●      Samuel Jacob memorials request for headstone erection,

●      updating and post creation for Facebook and website,

●      contact with family regarding permission to digitise Memory Books,

●      issue of notices for NHP referendum,

●      7000 Acre communications,

●      booking of ‘new councillor’ training event for Cllr. Sheppard,

●      contact with FixMyStreet to remove signage still left on Hemswell Lane, estimate for grass cutting in the Churchyard received by email (16.1.2023),

●      correspondence from village hall. Items dealt with under the Scheme of Delegation:

●      Planning Application: No. 145843. Weldon Road. No objection. Emailed WLDC 12.12.2022

●      Parish Agreement Scheme: receipt of application to re-join, paperwork signed and returned.

●      Updates/amendments to Parish Council policies and website.

RESOLVED to ACCEPT clerks report.

Business Matters for Consideration

072-22/23 Members discussed a proposal that Hemswell PC remain a member of the Lincolnshire Association of Local Councils (LALC) given the benefits in terms of access to legal advice and support and internal auditor services. Proposed and seconded. Members agreed unanimously.

RESOLVED that Hemswell Parish Council remain a member of LALC.  ACTION: Clerk to confirm membership for 2023-2024.

073-22/23 Members were advised that the Hemswell & Harpswell Neighbourhood Plan (NP) has been approved by the external examiner subject to the inclusion of a few minor modifications. The examiner’s report is available on both the WLDC (link to Examiner's Report) and the PC website (link to NP documents & report). The NP now moves to referendum stage and notices for the referendum have been posted on the village notice boards and website. WLDC are responsible for organising the referendum and members discussed preparations for the PC to promote and host the referendum on 2 March 2023. The Locality Grant for the NP has been repaid, but a new grant application has been made to support costs associated with the referendum. In the interim, a grant application to the Neighbourhood Grant Steering Group was proposed for a maximum spend of £400.00. All publicity for the event must meet the criteria of being for information only and provide a neutral perspective. The Elections Officer (Celia Chapman, WLDC) confirmed the provision of a grant to the Steering Group for these purposes is acceptable should the council decide to provide such a grant. The motion was seconded and unanimously agreed. Arrangements for village hall hire and creation of publicity materials are being finalised. Clerk to forward names to WLDC to permit attendance in the village hall while the count is undertaken.

RESOLVED to arrange dates with Village Hall for hosting two events (Thurs 23 & Sat 25 Feb TBC) to publicise the referendum on 2nd March 2023. ACTION: Clerk to facilitate publicity campaigns and contact WLDC with name(s) to permit attendance during counting.

074-22/23 To agree on the date and format of the Annual Meeting of Parish to be held during March 2023. Members agreed the Annual Meeting of the Parish will be held on Monday 20th March 2023, before the start of the next Ordinary Parish Council from 7:00 -7:30 pm. Promotion of the event will be via Facebook, the PC website, and parish notice boards. The parish council prefers this to be an informal community event for residents to express their opinions on the work of the council and matters of local interest. Reports will be invited from the Chair, District and County Councillors, community groups and any organisation that the parish council has supported during the year. Members expressed the hope that residents would support and attend the event.

RESOLVED to promote and advertise the Annual Meeting of the Parish on Monday 20th March 2023 at 7.00pm ACTION: Clerk to facilitate.

075-22/23 To discuss arrangements and payment for the digitisation of village ‘Memory Books’ [Minute 062-22/23.e refers]. Members were advised that written permission had been granted by Marian Graham (daughter of the late Mrs. Steadman) for the Parish Council to digitise the collection of Memory Books. Members were advised of the Scope of Work for digitisation and agreed the cost of £500.00. Work is expected the take approx. 9 months.  Members stated they were very keen to make the collection contents widely available and easily accessible. The creation of a village heritage group or similar to support this work is to be explored further.

RESOLVED to accept the scope of work and fees for work to be undertaken in the private capacity of the clerk.  ACTION: Clerk to circulate scope of work to all members and to commence digitisation.

076-22/23 Members were copied the internal audit report undertaken by LALC on 30/11/2022. Overall feedback from the audit meeting was that the auditor was impressed with the sound management and transparency of the council. Outcomes and recommendations arising from the report were discussed including ‘best practice’ advice and minor updates to some policies, and clearer numbering of minutes. The Chair had queried some of the auditor’s recommendations and risk rating of some of the findings, and these had subsequently been amended by the auditor. The report included reference to the “good system of internal control via a complex spreadsheet created by the Acting RFO and a robust system in place for the management and administration of the council’s affairs”. Recommendations have been implemented by the Clerk where required.

RESOLVED to implement amendments and recommendations arising from internal audit.  ACTION: Clerk

077-22/23 As per review by the Clerk and comments arising from the internal audit, minor amendments to the following policies/procedures were agreed by council. Documents for review were circulated to councillors prior to the meeting.

i. Data Protection Policy

ii. Data Breach Policy

iii. Media Policy

iv. Social Media Policy

v. Co-Option Policy

vi. Financial Regulations

Members unanimously accepted document amendments.

RESOLVED to accept recommended document updates/amendments and make available via Parish Council website. ACTION: Clerk

078-22/23 To consider creating a council ‘Who’s Who’ infographic for the benefit of newsletter and social media content. Clerk outlined the rationale and benefits of raising the profile of council and its members and offered to arrange a group photograph if required.  District Cllr. P Howitt-Cowan asked to be included if it was accepted by members.

RESOLVED to NOTE the proposal and each member to consider and provide material to the clerk if they wished to contribute.

079-22/23 To discuss and agree the final precept demand for submission to WLDC by 27/01/2023 [Minute 062-22/23 d.ii refers]. Council discussed whether any revision of the estimated precept figure was required in light of higher-than-expected costs for churchyard grass cutting. Members unanimously agreed the precept should remain at £7500.00 which was considered fair in the current climate. Members also supported the use of reserves to keep the precept demand low and that it would continue its careful and prudent approach to spending of public money. Forms were duly signed for submission to WLDC by 27.1.2023.

RESOLVED to submit a precept demand of £7500.00 for the period 2023-2024.  ACTION: Clerk to submit to WLDC by 27.1.2023

080-22/23 Financial Reports – To receive the financial report and approve payments. 

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

b. Cheques to Authorise – None

c. Payments to Ratify

081-22/23 Planning Matters – None received.

082-22/23 Representative Reports - To receive reports from external agencies (and sub-committees). Invitations to attend/submit reports had been extended to County, District and PCSO, Village Hall Committee and Church Wardens.

County Councillor – No report received.

District Councillor P. Howitt-Cowan provided an extensive report covering Dec 2022- Jan 2023. Report distributed to members before the meeting and available on the PC website.

District Cllr. updated the meeting on topics including green bin renewal, school at Hemswell Cliff receiving Ofsted rating of ‘Good’, selective licensing issues, solar farm developments, Churches Festival and issue of oil extraction in the area likely to lead to increased traffic in the area.  District Cllr. expressed support for the application by Global Berry, reported it will require an expansion of the biomass plant and update to surrounding infrastructure (roads). A member of the Parish Council declared their position of not being in support of this proposal from the perspective of effectively ‘joining’ the villages of Hemswell and Hemswell Cliff and requested this item as a separate agenda item at the appropriate time (scoping application previously copied to members for information).

Police Report – No report received. The clerk advised that the public can view reports for the area on the Lincolnshire Police website.

Village Hall – provided verbally. VH committee member thanked the PC for supporting the cost of grass cutting (in 2023-2024 budget) and the contribution toward the village Christmas tree. VH committee member stressed the need for residents to support, plan, manage and run the May Day event, stressing that otherwise the event may not be viable. Regular bookings include trampolining and visiting groups, but the VH committee is looking to arrange a number of events that will engage residents and promote support. Works to the Village Hall are ongoing but proving more extensive and expensive than first thought including replacement water heater for kitchen, replastering of a damp wall, PAT testing, decorating, repointing external walls. Invoices for village hall hire by the parish council are still to be raised. Chair had provided all information as requested and submission before March would be much appreciated.

Outstanding Items: Dog fouling issues. Clerk discussed results from very successful campaigns run by other councils to address the issue of dog fouling and a report was shared with members. Council to discuss and agree their position on running a campaign after identifying the extent and areas of greatest nuisance. Noted as an ongoing item.

083-22/23   DATE OF NEXT MEETING

RESOLVED TO NOTE the date and time of the Annual Meeting of the Parish Monday 20 March 2023, 7.00 PM.

RESOLVED TO NOTE the date and time of the next Ordinary Parish Council Meeting as Monday 20 March 2023, 7.30 PM (subject to finish time of Annual Meeting of the Parish).    

Meeting Closed: 20:32 PM

ADOPTED