2023 Minutes of Parish Council Meetings

Minutes of an ordinary meeting of Hemswell Parish Council held Monday 20th March 2023, 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 7:50 PM

The Annual Meeting of the Parish was held immediately prior to the start of the Council meeting, during which questions were raised by the public. Consequently, no questions were raised by the public before the start of the Parish Council meeting.

The Chair convened the Parish Council meeting at 7:50 PM

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

084-22/23 Apologies for absence – None.

085-22/23 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 declared.

086-22/23 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 16th January 2023 be approved and signed as a correct record. Proposed and seconded. Minutes signed.

087-22/23 Review of Action Items – To review the action list and receive updates from those responsible for the actions. Three items ongoing: i) Damage to land leading into Beck footpath had reduced due to less movement of traffic. Grass is expected to regrow and improve appearance. Council could consider bollards to limit access, but not deemed necessary at this time.

ii) Speed Indicator Devices (SID) have had a positive impact on speeding through the village, but an awareness campaign is still considered necessary.

iii) Dog fouling continues to be a major issue, especially as grass-cutting season starts. A campaign to encourage responsible dog ownership and general ‘pride in our village’ was discussed. See Agenda item 092.

iv) Mandate to change bank address is resolved, but some issues remain for online banking that should be addressed as matter of urgency.

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

088-22/23 Clerk’s Report – The clerk summarised communications/work for the period Jan-March 2023 and noted those items included on the agenda for discussion.

• Communications to raise awareness and results of NP referendum via Facebook, website and noticeboards.
• Commencement of preservation and digitisation of Village Memory Books.
• Attendance at virtual meeting held by WLDC on forthcoming elections.
• Probation period review meeting (virtual meeting) with Chair and Vice Chair.
• Cemetery Related: Correspondence and meeting with Gibson Home & Garden Services for moss clearance, H&S in cemetery, submission for a request for faculty, creating and reviewing documents for burial fees, safety policy and burial regulations, contact with a family to find grave of infant and subsequent permission to erect a memorial, purchase of additional green bin for cemetery, notices for Faculty and advance notice of testing and inspection.
• Distribution of LALC newsletters, 7000 Group emails and council-related correspondence.
• Distribution of District Cllr. reports and upload to the website.
• Planning Related i) Scheme of Delegation for Appln. No. 146186 Hemswell Clliff (runway). No objection. Emailed WLDC 10.3.2023. ii) Enquiry to WLDC regarding change of use for land behind 17A Brook St. No further action.
• Updating and post creation for Facebook and website.

RESOLVED to ACCEPT clerks report.

Business Matters for Consideration

089-22/23 a. The Hemswell and Harpswell Neighbourhood Plan was received from the Steering Group following its successful community adoption and being ‘Made’ by WLDC on 6th March 2023. The Chair described the purpose and significance of the Neighbourhood Plan in being able to refer to it as a legally binding document to support comments/objections on planning applications in the Parish. The clerk advised members that a link to the WLDC Council meeting showing the plan being ‘made’ is available on the Parish Council website. The Plan and supporting documents are to be kept in the Parish Council safe.

RESOLVED to ACCEPT the Hemswell and Harpswell Neighbourhood Plan.

090-22/23 b. Members considered whether to agree a council ‘position’ on the Tillbridge Solar Farm development and the proposed Global Berry Development in the local area. Discussion centred on the protection of the environment, protecting the Cliff Landscape Character Area and the setting of the Conservation area, and the merits/impact of required infrastructure development on the parish, especially considering the ‘made’ neighbourhood plan. Members discussed whether the council should register its position either ‘for’ or ‘against’ the proposal. It was explained that although the Solar development plans bypass the normal planning procedures, the Council may make itself known as an ‘interested party’. After consideration, it was carried unanimously that the council will declare itself an ‘interested party’ in the Tillbridge Solar Farm development and will review and agree its position on the Global Berry Scoping Application.

RESOLVED that council declare itself an ‘interested party’ in the Tillbridge Solar Panel Development and formulate a position statement on the Global Berry Scoping Application.  ACTION: Cllr Mander to lead position statement on Tillbridge Solar Panel and Cllr Roberts to lead position statement on Global Berry Scoping Application. Clerk to resend Global Berry Scoping Application to members.

091-22/23 c. Members were advised of the procedures and deadlines for a potential candidate to become a parish councillor at the forthcoming elections (4th May 2023). It was stressed that responsibility for completion and submission lies with the applicant, but an offer of help if required, was made by the clerk. Deadline for submission of nominations (by HAND) to WLDC is 4:00 PM, 4th April 2023. Nomination packs were made available at the end of the meeting.

RESOLVED to promote awareness of the forthcoming elections via Facebook, the website and village noticeboards.  ACTION: Clerk to promote and send a short presentation to members after the meeting.

092-22/23 d. The clerk advised members of comments from the grass-cutting contractor regarding dog fouling on the roundabout St Helen’s Way. Dog mess presents a serious health hazard and nuisance to the contractor and could result in grass-cutting services being suspended for certain areas of the village.  Members were reminded of the discussion document issued prior to 16 Jan 2023 (raised in Outstanding Matters). Council agreed that a campaign is needed to raise awareness of the issue and the consequences for the village if this nuisance continues.

RESOLVED to raise awareness of the issue around the village.  ACTION: Clerk to produce a variety of notices to be displayed in and around the village.

093-22/23 e. The clerk gave a short presentation and update on the progress of preservation and digitisation of the village ‘Memory Books’. The entire collection has been digitised and saved in both jpeg and pdf formats as per the agreed scope of work. One volume (No. 3) has been ‘catalogued’ using an archive standard template. The clerk advised that volunteers/a local history society will be needed to progress this element to create a fully searchable and accessible archive.

RESOLVED to organise a meeting with the village hall committee to promote the completed work to local residents and interested parties. ACTION: Clerk

094-22/23 f. The clerk advised that the Church and Village Hall had been invited to submit a Grant and Donation Application to the parish council for financial support for grass-cutting services. At the time of the meeting no applications had been received.

RESOLVED to DEFER the review of Grant/Donation applications to the next meeting.

095-22/23 g. Members were advised of a virtual meeting held on 20.2.2023 between the Chair, Vice Chair and clerk to discuss the clerk’s probation period, including work completed to date, future work and constructive feedback. The Chair concluded that the probation period had been successfully completed and thanked the clerk for her continuing employment.

RESOLVED to NOTE the successful completion of the clerk’s probation period.

096-22/23 h. Council explored the requirements and options to engage a contractor to clean (as opposed to renovate) the village Maypole prior to the Mayday celebrations. The location of the Maypole on the highway has safety implications and may require a temporary road closure to protect contractors. Council unanimously agreed that cleaning should be undertaken with a budget of £500 exc VAT.

RESOLVED to identify a suitable contractor to undertake the work in line with Highways requirements to an agreed budget of £500 exc VAT.  ACTION: Clerk to liaise with Highways and identify a suitable contractor to undertake cleaning.

BURIAL AUTHORITY

097-22/23 a. Members were advised that cemetery fees had not increased since 2013/14. A discussion document comparing fees from local civil cemeteries was reviewed by members who agreed to the proposed incremental fee increase, with a view to rising further over the next two years to align with other local parishes. Proposal carried unanimously.

RESOLVED to accept the increase in fees and publish the amended fee table on the website and to raise awareness with residents and local funeral directors.  ACTION: Clerk

098-22/23 b. Members were updated on the risk assessment of Hemswell Civil Cemetery and hazards identified, including; potential injury from broken glass placed on memorials and graves, leaning memorials and slippery surfaces. Moss clearance was completed in late February with ‘before and after’ photos posted to Facebook to highlight the good work. 

RESOLVED to NOTE and accept the risk assessment as an ongoing item.

099-22/23 c. Draft versions of the Hemswell Parish Council Memorial Safety and Inspection Policy and Burial Regulations and Management Policy were circulated to members for comment and review. The revised policies support the ongoing safety and testing regime, including the regulation that no glass, jars, bottles or general glassware can be placed on memorials or grassed areas due to the risk of injury to grass-cutting contractors and visitors to the cemetery. Comments were received, and members agreed on the revisions for publication on the website and for them to be made available to local funeral directors.

RESOLVED to adopt the Memorial Safety and Inspection Policy and Burial Regulations and Management Policy, subject to agreed minor amendments, for upload to the website and to be made available to local funeral directors.  ACTION: Clerk

100-22/23 d. Members were advised of an application to Lincoln Diocese to obtain a ‘Faculty’ for a safety inspection and testing of memorials. Although the Council is legally obligated to undertake safety inspections, work on consecrated ground is subject to a Faculty and a fee, charged by the Diocese of Lincoln. No testing or control measures should be implemented prior to obtaining a faculty. Forms, supporting documents and public notices have been completed to obtain the Faculty for 5 years in line with the ongoing safety/testing regime commencing March 2023. Once the Faculty has been awarded, work will begin with the removal of all glass, inspection and testing of memorials and making safe any unstable memorials (e.g., with stakes and bands). Notices will be placed on unsafe memorials, and letters sent to the grave/deed owners advising of the work required to ensure the safety of visitors and contractors working in the cemetery. The clerk stressed to the meeting that members of the public must not undertake any work themselves on unsafe memorials in the cemetery.

RESOLVED to NOTE the application.

101-22/23 e. Members were advised of a recent request from a family who lived at the RAF Station, Hemswell Cliff, to locate the unmarked grave of their infant son buried in Hemswell Cemetery in 1965. The clerk located the grave from Hemswell Burial and Cemetery records and corresponded with the family member whose parents wish to visit the grave to place a small memorial. The application form to erect the memorial was submitted and circulated to members for review and approval. The fee for erecting the small monument would be held at the rate advertised when contact was made with the clerk. Council discussed the application process and unanimously agreed that this aspect should be included in the Scheme of Delegation of the clerk.

RESOLVED To approve an application for permission to erect a memorial in Hemswell Civil Cemetery and to amend the Scheme of Delegation to include the application process.  ACTION: Clerk to contact the family and proceed with the application.

102-22/23 Financial Reports – To receive the financial report and authorise payments. 

a. The financial report showing strict adherence to good accounting practices was presented.   b. Cheques to Authorise – None

103-22/23

Planning Matters – Scheme of Delegation for Appln. No. 146186 Hemswell Cliff (runway). No objection. Emailed WLDC 10.3.2023. 2 applications for land off 20 Church Street, Hemswell received after the agenda was issued. To be discussed at an extraordinary meeting, date TBC.

104-22/23 Representative Reports - To receive reports from external agencies (and sub-committees). For information only. Invitations to attend/submit reports were extended to County, District and PCSO, the Village Hall Committee and Church Wardens.

District Councillor report for March 2023 was distributed to members before the meeting and available via: https://hemswell.parish.lincolnshire.gov.uk/council-business/district-councillor-reports-2023

Other reports received from the District Councillor, Village Hall Committee and Police Liaison Team were read at the Annual Meeting of the Parish, minutes of which are available via the Parish Council Website.

105-22/23 DATE OF NEXT MEETING

RESOLVED TO NOTE the date and time of the Annual Parish Council Meeting as Monday 15th May 2023, 7.00 PM

Chair thanked members for their contributions and closed the meeting.

Meeting Closed: 9:16 PM