2023 Minutes of Parish Council Meetings

Minutes of the Annual Hemswell Parish Council meeting held Tuesday 18th July 2023, 7.00 PM at Hemswell and Harpswell Village Hall, Hemswell.

Present: Parish Councillors: Cllr. B. Mander (Chair), Cllr. M. Sheppard, Cllr. M. Foster Clerk: E. Raymond. District Councillor: P. Howitt-Cowan. Member(s) of the Public (MoP): 4 members

Public Forum Start 7:00 PM

i. Member of public (1):

• A question was raised regarding Wifi and mobile signal strengths in the village and whether a mobile phone mast would improve the service – resident believed a previous request for a mast had been declined. Chair was not aware of any approaches to the village or PC regarding masts and explained the many variables affecting Wifi and phone signals. Cllr Howitt-Cowan confirmed this to be a rural problem affecting many home workers and offered to contact the responsible WLDC officer (Carl Knight Community Broadband Officer) and raise at a future WLDC meeting.
• Neighbourhood Plan – the resident asked about buildings with ‘non-designated heritage asset’ status (NDHA), being buildings of local interest without listed status as given in the NP (NP V8, 2023, pg 68) and implications of the status. Chair explained the NP, with recommendations from the Heritage Consultant had consolidated all built-form heritage assets (designated and non-designated) identified in previous heritage documents into a single list and added additional buildings that contributed to the character of the area. The majority of Hemswell Village lies within the designated Conservation Area and this status carries more weight in planning matters than NDHA status. The chair suggested the clerk seek clarification from WLDC Heritage Officer/planning department on the implication for buildings with and without this status both in and outside the conservation area. Requested clerk to contact WLDC/planning and seek clarification as to what the status entails.

ii. Member of public (2):

• Resident asked if planning permission is needed to remove a dead tree from their property given the conservation area status. Chair advised this comes under the responsibility of WLDC and an online form seeking permission to remove trees is available on the WLDC website.
• Resident asked whether any decision or plans have yet been agreed regarding the rejuvenation of the Pinfold. Chair advised some informal ideas had been communicated but nothing is yet agreed and stressed the PC would like this to be a community-led initiative with sharing of ideas. The resident felt it should be kept as a natural/wild area but still manageable so as not to become overgrown. The chair asked the resident to contact the clerk with their ideas.  See [032-23/24].

iii. Member of public (3):

• Resident described the Beck as a ‘disgrace’ explaining that natural areas still require regular maintenance to make them accessible and more attractive to wildlife and nature – not just left to go ‘wild’. The resident sought clarification on how the Beck will be managed going forward. Chair agreed it was an area that needed managing and would be discussed as an agenda item. See [033-23/24]
• Resident questioned why Limestone large farm vehicles are travelling at speed through the village (down Bunkers Hill) to access fields. Chair explained it is a public highway and unless traffic offences are being committed it is difficult to stop access to any vehicles, but Chair suggested clerk should contact Limestone and convey the resident's comments and concerns.

iv. Member of public (4):

• Resident asked about stiles on the public footpath from Weldon Road to Hemswell Lane (A631) and whether they could be replaced with gates to improve pedestrian and animal access across the land. Chair discussed landowner responsibility and the possibility of seeking grants for improvements/replacements. Clerk to approach landowners/LCC to enquire about improving access given that while Rights of Way are the responsibility of LCC, it is an objective within the NHP to promote access to the public rights of way.

The Chair thanked the public for their contributions and convened the Parish Council meeting at 7:36 PM.

022-23/24    Chairperson welcome and remarks. The meeting was opened by the Chair who welcomed everyone to the meeting and apologised for any inconvenience caused by the need to reschedule from Monday 17th July 2023.

023-23/24    Apologies for absence.  Apologies were received from Cllr. Roberts for absence due to work commitments and accepted by Council.

024-23/24    Declarations of interest and dispensation requests in accordance with the Localism Act 2011 concerning matters in this agenda.  None received.

025-23/24    Notes. To consider and resolve to approve the notes of the previous meeting. RESOLVED that Minutes of the Annual Parish Council Meeting held Monday 15 May 2023 be approved and signed as a correct record. Proposed and signed.

026-23/24    Review of action items. The action sheet was shared with members and ongoing items were identified as follows:

i)Change to bank mandate had been commenced and was likely to be resolved by next meeting.

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

027-23/24    Clerk’s report – The clerk summarised correspondence/communications and tasks completed for the period from 15.05.2023 to 18.07.2023 and noted those items dealt with under the Scheme of Delegation and those on the agenda for discussion:

• Annual Governance reports/Certificate of Exemption Claim submitted to External Auditor & Exercise of Public Rights posted to notice boards and website.
• Writing and distribution of the second issue of the Parish Council newsletter.
• Request from a resident to move the Speed Indicator Device (SID) to Dawnhill Lane. Clerk had contacted Highways/Lincs Road Safety Partnership requesting permission to mount the SID to the appropriate lamp post on Dawnhill Lane and was awaiting a response.
• Correspondence with a resident seeking support from the PC to undertake speed limit review to be discussed as agenda item. See Minute Ref [031-23/24].
• Planning application dealt with under Scheme of Delegation Appln. 146741, Dwelling 7 Church Street, Hemswell. PC raised no objections.
• VAT return claim prepared for the period 2021 – 2023.
• Letter received from resident regarding condition and maintenance strategy for Maypole to be discussed as an agenda item. See Minute Ref [034-23/24].
• The offer to collect Litter Picking Kit from LCC has been accepted. Clerk to collect.
• Other duties to support Chair and PC duties including website, updating policies and procedures, financial obligations, burial clerk duties.

RESOLVED to ACCEPT clerk’s report.

Business Matters for Consideration

028-23/24 Members reviewed the Personnel Committee Terms of Reference document for adoption by Hemswell Parish Council. Minor amendments had been made and members agreed it was fit for purpose and meets the needs of the Parish Council in both current and foreseeable circumstances. Policy accepted unanimously.

RESOLVED to ACCEPT the Personnel Committee Terms of Reference. ACTION: Clerk to add policy to register of policies and website.

029-23/24 Members discussed the Grant Application received from the Parochial Church Council of All Saint’s Church, Hemswell for a contribution toward the cost of grass cutting. Chair explained that the application covered 2022 and not the current year despite previous requests for submission. Members expressed surprise at the claim amount over the 9 invoices (£795 total) which exceeded the 2023/2024 budget allocation. The Chair proposed 50% of the grant requested be awarded keeping it on par with the grant awarded to the Village Hall and within the PC budget allocation. Proposal accepted unanimously. 

RESOLVED to contribute 50% of the cost of grass cutting being £397.50 total. ACTION: Clerk to contact PCC and arrange Grant as per conditions stated in the Parish Council Grant and Donation Policy.

030-23/24 Members discussed a request made by the District Cllr. for the Parish Council to add its support to the ‘Joint Position from Parishes Regarding Solar Developments’ letter written by the Chair of the 7000Acres group. Members discussed the consultation event held by Tillbridge Solar Ltd. held and community concerns with the proposed development. Members unanimously agreed that the PC should contact the Chair of the 7000 Acres Group to inform them that Hemswell Parish Council name be added to support the letter prepared by the 7000 Acres Group.

RESOLVED to SUPPORT the letter entitled ‘Joint Position from Parishes Regarding Solar Developments’ by allowing Hemswell Parish Council to be added to the list of parishes. ACTION: Clerk to write to the chair of 7000 Acres Group and inform that Hemswell Parish Council may be added to the parishes supporting the letter prepared by 7000 Acres Group.

031-23/24 Members discussed a request from a resident to support an application for a speed limit review in conjunction with the County Cllr. and Lincolnshire Road Safety Partnership (LRSP). Members remarked on the difficulty in observing the marker posts along the B1398 Middle Street on the approaches to the Bunkers Hill junction. The chair suggested the area would benefit from a reduction in the existing limit (from national speed limit to 50 mph) but thought little had changed since the last review carried out by LCC in 2021, that could be used to initiate another review. The chair suggested that the County Cllr. and LRSP be contacted to explore feasibility of a speed reduction in this area given the expected growth in HGV traffic due to Glentworth works and Hemswell Cliff Food Enterprise Zone. Improvement of signage visibility on the approaches to Bunkers Hill junction should also be explored.  The clerk was asked to follow up with LRSP on the PC previous request to extend the 30 mph speed limit along Church Street to the Civil Cemetery.

RESOLVED to ACTION a speed limit review on Middle Street on the approaches to the Bunkers Hill Junction.  ACTION: Clerk to contact County Cllr/LCC/LRSP to discuss feasibility of a speed reduction on the B1398 Middle Street on approaches to Bunkers Hill Junction and improvement to visibility of village entrance signposts and warning bollards. Clerk to follow up with County Cllr and LRSP on its previous request to extend the 30 mph speed limit on Church Street to the Civil Cemetery.

032-23/24 Members discussed the options for the refurbishment/replacement of benches within the parish. A member brought Item 8 (seating around the tree, St. Helen’s Way roundabout) to the attention of the council as not being a PC asset and therefore should be removed from the report. Members reviewed the costing options and expressed a desire to refurbish rather than replace all benches given the limited budget/earmarked funds given typical replacement costs were circa £700 + VAT each. The clerk explained that offers to undertake work/quotes for refurbishment had been difficult to obtain. Discussion over which benches were well used and those that were not led to the view that rejuvenation of the Pinfold should be prioritised over bench replacements, which could be undertaken as and when the Parish Council budget allows.

RESOLVED to REVIEW the refurbishment/replacement of benches considering plans to rejuvenate the Pinfold area which would include cleaning/refurbishment of the existing bench and a likelihood of additional seating.  ACTION: Clerk to continue to seek quotes for refurbishment.

033-23/24 The Chair and members raised concerns over the frequency and extent of grass-cutting services in accordance with the contract specification. The Chair discussed the contracted scope of works (areas to be cut/maintained) and noted that certain areas are being cut alternatively rather than at each scheduled cut. It was also mentioned that several cuts had not been performed due to the cut date falling on a bank holiday, leading to significant grass growth with subsequent cuts leaving cuttings on the ground, particularly in the Cemetery.

The Chair suggested an amendment of subsequent contracts to require that services not able to be undertaken due to public holidays be carried out at the contractor’s earliest opportunity rather than at the next scheduled date. The Chair also recommended an additional area be added to the Scope of Works for subsequent contracts (the verge on Dawnhill Lane East - side to the south of the northern Stud entrance). This work should be undertaken and funded under ‘additional works’ for the remainder of current contract.

Members discussed options for maintaining and managing the Beck that will encourage nature and wildlife while keeping the area accessible and pleasant to walk. At the request of residents, the grass cutting schedule was modified for the last grass-cutting season to maintain a 1 m strip on either side of the path with the remaining areas left to rewild. However, this has led to complaints about the accessibility and appearance of the area. Members agreed an Ecology Report for the area should be commissioned with support (if possible) from a WLDC grant. Cllr. Howitt-Cowan offered to provide grant opportunity information. Chair proposed the Clerk arrange a biodiversity assessment and enhancement report under the Scheme of Delegation to an agreed budget not to exceed £350.00 (cost to the PC, not inclusive of any grants). Proposal agreed unanimously.

RESOLVED to SEEK grants to support the commission of a biodiversity assessment and enhancement report for the Beck area. ACTION: Clerk to contact WLDC regarding Grants to undertake ecology/biodiversity assessment of the Beck and to arrange for a biodiversity report to be carried out. Clerk to arrange to meet with the grass-cutting contractor to review and discuss current service levels. Subsequent grass-cutting contract to be amended as per PC requirements.

034-23/24 Members discussed the contents of the letter received from a resident expressing concerns for the current condition of the Maypole. The Chair thanked the resident for the letter and their contribution over the years in replacing and maintaining the Maypole. Chair explained that whilst not qualified to make a structural assessment, his background and experience of working with industrial installations and that previous investigations undertaken during Maypole renovations and a recent camera inspection of the internal surfaces of the steel supports and the base of the pole itself, did not reveal any rot or significant surface corrosion of the steel supports. The Chair suggested that the sub-surface condition of the supports could not be determined by visual inspection and would require non-destructive testing (NDT) by a specialist contractor. The Chair noted that the air gap beneath the wooden pole had been reduced over the years due to surface dressing of the road and a hollow had formed beneath the Maypole allowing water to pool. Inspection by the Chair after significant rainfall identified that very little water was collecting in the void, but it was thought prudent that the air gap be increased and the hollow filled to address the situation and allow easier access for inspection. Members discussed options to progress the matter i) by inviting WLDC Conservation Officer to visit and offer their opinion on the condition, necessary remedial actions, and maintenance of the Maypole and ii) by exploring the cost to undertake non-destructive testing of the supports.

The Chair appreciated the concerns raised by the resident in their letter and whilst reiterating that he was not qualified to make a structural assessment of its condition, his own inspections did not raise any immediate concerns about the integrity of the Maypole, but that a qualified assessment should be obtained.  It was suggested that it may be appropriate to include a pole support integrity test in the Maypole’s maintenance schedule and this should be considered after seeking advice from the WLDC Conservation Officer.

RESOLVED to CONTACT the WLDC Conservation Officer and investigate cost of undertaking NDT via a specialist structural engineer. ACTION: Clerk to invite WLDC Conservation Officer to visit and discuss Hemswell Village Maypole and to explore costings for appropriate non-destructive testing of structural stability.

FINANCIAL MATTERS

035-23/24 The clerk presented the financial report showing expenditure, income and running balances via Spreadsheet. Summary table provided below.  Receipts and payments for period 5 May-18 July 2023 were presented and summarised below:  Bank Balances as of 30th June 2023 are as follows:

Current Account:        £15,501.84  Deposit Account:        £3206.85

Apart from the normal expenditure on the current account, i.e., staff costs, grass-cutting, there has been some movement on this account due to the renewal of insurance, award of grant to the Village Hall and first payment for digital preservation of the village Memory Books.

RESOLVED to ACCEPT as an accurate record and evidence of sound financial practice.

036-23/24 The clerk advised members that no comments or feedback had been received during the period of Exercise of Public Rights (Accounting and Audit) 5 – 14 July 2023.

RESOLVED to NOTE no comments had been received.

037-23/24 Planning matters – Dealt with under the Scheme of Delegation. Appln. No. 146741, Dwelling 7 Church Street Comments with no objections.

038-23/24 Representative reports - Invitations to attend and/or receive reports were extended to County & District Cllrs., PCSO, Village Hall Committee (and external agencies and sub-committees as appropriate).

No reports were received from County Councillor, PCSO or Village Hall.

District Cllr. Paul Howitt-Cowan

Cllr. updated the meeting on former RAF Scampton and the outcome of a call to move the dog’s grave from the site and advised that cremation ashes from serving personnel had also been scattered at the site over the years. Cllr reported that neighbouring areas have expressed concern over the use of Scampton as an asylum centre and the WLDC challenge has been permitted to go to full judicial review.  Cllr. confirmed that any occupation of the site would be delayed until the outcome of that review.

Cllr. reported that SERCO are to be appointed as contractors for the site, but that the Home Office was having difficulty in recruiting local GPs to support primary care for the residents.  

Cllr. reported on the series of community grants from WLDC and that the issue of devolution has been raised again for Lincolnshire. However, proposals are not well supported by some parties of WLDC.

Solar Farms – Cllr. reported on the Gate Burton presentation and discussed alternatives and impact upon agricultural and landscapes.

Cllr. praised the content and presentation of the second issue of the PC newsletter.

Cllr. report available at: https://hemswell.parish.lincolnshire.gov.uk/council-business/district-councillor-reports-2023

039-23/24 Date of next meeting –Resolved to note the date and time of the next Parish Council Meeting as Monday 18th September 2023, 7:00 pm. 

Meeting Closed: 21:01