2023 Minutes of Parish Council Meetings

Minutes of the Annual Hemswell Parish Council meeting held Monday 18th September 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 Cllr. Paul Howitt-Cowan Member(s) of the Public (MoP): 10

Public Forum Start 7:00 PM

Members of the public:

• A resident requested an update on questions from a previous meeting and was advised some were listed as agenda items, including the Beck. The resident questioned parking arrangements and congestion caused by visitors to The Butcher Nook Club. Cllr Foster advised the meeting of a discussion with the PCSO, who had been asked to monitor the situation and advise council accordingly.
• A resident complained about the state of the Beck and reported overhanging branches and restricted access, suggesting a compromise is needed to keep it accessible but still biodiverse. Recent planning applications and approvals also raised a question regarding the value of the Hemswell and Harpswell Neighbourhood Plan (NP). The Chair advised these matters were on the agenda for later discussion.
• A resident supported the previous views regarding the Beck, stating it was flooded and overgrown and asked what actions would be taken to improve it. The resident questioned the value of the NP.
• A resident informed the meeting they had previously been impressed by the NP but now questioned its worth, given the recent planning application. Concerned overall about road safety in the village.  
• A resident expressed concern about traffic along Dawnhill Lane following an incident of oncoming traffic on the wrong side of the road and asking whether lamppost-mounted mirrors are available or permissible. The Chair advised that LCC Highways make such decisions and asked the clerk to add this question to the ongoing discussions with CllrC. and LCC Highways. Cllr Foster suggested that next newsletter include procedures for reporting poor lighting, drains, signage, potholes, etc. via FixMyStreet.
• A resident supported the concerns and comments regarding planning application 147233.

The Chair thanked the public for their contributions and advised that residents can respond to planning applications via WLDC and explained the importance of referring to 'material matters' in their comments as the Parish Council will do when responding on behalf of the Parish. The Chair convened the Parish Council meeting at 7:32 PM.

040-23/24    Chairperson welcome & remarks. The Chair opened the meeting and welcomed everyone to the meeting, thanking the Village Hall Committee members and volunteers for their excellent work in refurbishing the village hall.

041-23/24    Apologies for absence. Apologies were received during the meeting from Cllr. Roberts, who was delayed due to traffic.

042-23/24    Declarations of interest and dispensation requests in accordance with the Localism Act 2011 concerning matters in this agenda. Cllr. B. Mander submitted a written request before the meeting to be granted a dispensation to participate in a discussion/vote on agenda item 8b Planning Application 147233.

A dispensation was granted, given his detailed knowledge and understanding of the Central Lincolnshire Local Plan (CLLP) and Hemswell Neighbourhood Plan (NP) in the context of the planning application to be discussed.

Cllr. Sheppard declared an 'other interest'. The clerk advised that given a council member's absence, a dispensation should be granted under Standing Order 13.f.i so as not to impede the transaction of business agenda item 8b, planning application 147233 [Minute 052-23/24 refers].

043-23/24    Notes. To consider and resolve to approve the notes of the previous meeting.

RESOLVED that Minutes of the Annual Meeting held Tuesday 18th July 2023 be approved and signed as a correct record.

044-23/24    Review of action items. The action sheet was shared with members. Three items were identified as ongoing:

I. To follow up communications with CllrC. Perraton-Williams regarding criteria and request for review of the speed limit along the B1398 following data analysis undertaken by LRSP.

ii. To follow up communications with the Conservation Officer requesting a visit to discuss maintenance of the village Maypole.

iii. Submission of Community Development Grant for ecology report on the Beck (w/c 18.9.2023).

RESOLVED to NOTE 'Action List' to continue for future meetings.

045-23/24    Clerk's report – The clerk summarised correspondence/communications and tasks completed from 19th July to 18th September 2023 and noted those items on the meeting agenda.

• Communications arising from Public Forum – update on traffic speed review correspondence, request to mount the SID was agreed in a meeting on Dawnhill Lane with Mr Butler of LRSP during which speed watch enforcement was discussed, work was completed by Limestone following a request to maintain the hedge along Dawnhill Lane, correspondence with CllrC, regarding extending the 30mph restriction along Hemswell Lane to the civil cemetery/village boundary sign.
• Lincs Assoc Local Councils (LALC) – copies of reports & newsletters forwarded to councillors.
• External Agencies – invitations to attend the meeting/send reports issued. CllrD. report on the PC website.
• 7000 Acres Group (Solar Developments) – forwarded letters from the 7000 Group (a complaint about timetabling for external examiners). Hemswell Parish Council now appear as a 'supporting parish' on letters issued by the 7000 Acres Group.
• Parish Council Matters – Actions from last meeting completed [Minute 044-23/24 refers], financial duties completed, a bid for the LCC Social Value Volunteer Scheme was successfully nominated and accepted [Minute 049-23/24 refers], progress reported on writing of WLDC grants to undertake ecology assessment for the Beck & rejuvenation of the Pinfold, forwarding of planning applications & other correspondence, preparation of reports & agenda for meeting.
• Civil Cemetery – Burial clerk responsibilities completed, including paperwork/invoices for recent interment, reservation of a plot for a non-resident and correspondence with residents about the process for reserving plots. The council was advised that a Faculty for memorial testing has been granted.
• Social Media – regular posting to PC website and Facebook page.

RESOLVED to ACCEPT clerk's report.

Business Matters for Consideration

046-23/24 Members discussed and considered voluntarily joining the Information Commissioner's Office (ICO) register. The clerk outlined the legal requirements and importance of data protection. Although the PC is currently exempt from ICO registration, projects that recruit volunteers may take its data processing activities into scope and, therefore, liable for registration. Members discussed the benefits and costs and agreed it should voluntarily join the register to demonstrate its commitment to data protection. Unanimously approved.

RESOLVED to join the Information Commissioner's Office (ICO) register. ACTION: Clerk to complete ICO application online and raise a request for an annual payment of £35.00 by direct debit. 

047-23/24 Members considered revising the grass-cutting contract for the 2024 session to incorporate suggestions by the contractor to plan for changing seasonal patterns, which this season caused problems with some grass-cutting areas, including the Beck. For managing the Beck, the Chair suggested raising a volunteer party to undertake work to improve access and reduce overgrowth and/or obtain a quote from the grass-cutting contractor to undertake such work. Since the ecology report may include recommendations for grass-cutting regimes, it was agreed that a review of the existing contract be deferred until a report is available.  

RESOLVED to DEFER review of the grass-cutting contract until the publication of an ecology report for the Beck.

ACTION: Clerk to obtain a quote for 'additional works' by the grass-cutting contract to improve Beck access and determine the feasibility of volunteer working party subject to PC liability and insurance.

048-23/24 Members discussed ways to mark Remembrance Day events within the village as raised by a resident at the Nov 2022 meeting. Options and costs were presented to members who concluded a combination of large poppies (Royal British Legion) and 'Tommy' posters (Royal British Legion Institute) for display on gates, buildings or lamp posts in the village would be most appropriate. A member suggested inviting residents to request and purchase a large poppy/poster via the Parish Council to raise funds for the respective charities and, in future years, to incorporate some form of Remembrance symbol within the Pinfold, e.g., a 'Tommy' figure. Members unanimously agreed to a sum of £200.00 max for purchasing poppies/posters (S137 expenditure). Chair suggested residents could purchase items via the PC to save delivery costs should they wish.

RESOLVED to PURCHASE large poppies/'Tommy' posters to mark Remembrance Day to a max. of £200.00.

ACTION: Clerk to liaise with members to identify suitable sites/fixings for poppies/Tommy posters and purchase in good time for display in the village. Clerk to promote to residents for purchase and collection via the PC.  

049-23/24 Members discussed the successful PC bid to undertake ground clearance in the Pinfold in preparation for future design/landscaping. The bid was sent to County Cllr. Perraton-Williams, who nominated it for the LCC Social Value Volunteer scheme. Councillors met with LCC staff on 4th September 2023 to discuss the project, and volunteers from LCC will clear weeds and overgrown vegetation and dress the surface with weed suppressant fabric on 23rd October 2023 in preparation for further work, for which a WLDC grant submission will be made. Costs arising from works by the LCC Volunteer Scheme estimated at £500.00 (skip hire, weed suppressant fabric, gravel). Placement of skip to keep costs to a minimum to be agreed upon (private land/driveway close to the Pinfold preferred). The Chair invited more residents to contribute their ideas/schemes for the Pinfold to ensure it was a 'community-led' project. (Earmarked funds: Pinfold Rejuvenation).

RESOLVED to meet costs arising from Pinfold ground clearance works to be undertaken by LCC volunteers.

ACTION: Members to support the clerk in identifying a suitable location for a skip. Clerk to arrange skip hire, purchase of weed suppressant fabric, pegs/gravel.

Financial Matters

050-23/24 The clerk presented the financial report showing expenditure, income and running balances via Spreadsheet. Summary table as of 18/09/2023 provided below.

Current Account:        £16090.35                   Deposit Account:        £3212.98

Routine expenditure on current account, i.e., staff costs, grass cutting, with movement due to grant funding to the PCC for churchyard grass cutting and payment (2/2) for digital preservation of the village Memory Books. Income for this period is higher than usual due to VAT reclaim and burial-related matters. A rise in savings interest rates is reflected in the deposit account.

Reconciliation of Accounts

Reconciliation of the current account and deposit account for June, July and August 2023 was undertaken by Cllr. Sheppard and duly signed as accurate and correct.

Expenditure over £100.00

The Transparency Code for Smaller Authorities (DCLG 2014) requires Hemswell Parish Council to publish a list of all payments over £100 (NET). Details of these payments can be found on the Parish Council website.

RESOLVED to accept financial report as an accurate record of sound financial practice.

The Chair requested an update on members' access to online banking. Cllr. Sheppard to complete process.

ACTION: Cllr Sheppard to confirm access to online banking once arranged.

Planning matters

051-23/24 Application 147122: 16 Maypole St. Hemswell. Householder Development. Planning permission was sought to render the property's external walls. Chair praised the application for including reference to its heritage status, and members agreed there were no objections provided the colour/type of render meets the planning/Conservation Officer requirements.  

RESOLVED to return WLDC planning letter with no objections. ACTION: Clerk.

052-23/24 Application 147233: Land rear of 31, 3b & 5a Church Street, Hemswell. Minor – Dwellings. Dispensation had been granted to allow all members to speak. The Chair explained the history of the submissions and noted the extensive input and objections from residents before and during the Public Forum session of the meeting, agreeing that the application does not fall within the NP. The Chair referred to previous applications that had raised objections regarding access to proposed dwellings from Church Street and noted LCC Highways are not likely to consider access a material objection, given other applications have been approved. The Chair also advised that following the adoption of a new version of the Central Lincolnshire Local Plan (CLLP), the NP had lost some 'weight'. However, it still carries material weight in the planning review process, provided its policies do not conflict with the revised CLLP. Initial work updating the plan has not identified conflicts with the new CLLP. Therefore, the PC considers the NP policies relevant for considering new applications.

The Chair summarised five PC material objections to the application as follows:

1: Application not aligned with Central Lincolnshire Local Plan Policy S4, which requires Hemswell to grow only by a further seven dwellings within the plan period explaining proposals on unallocated sites are not generally supported unless clear material planning considerations indicate otherwise. As the NP has identified more than seven additional dwellings which have both support from the community via the NP and commitments from the owners to develop the properties within this time frame, the PC is unaware of any material planning considerations that would warrant its support or need for this development.

2: Development is not in keeping with the village's character as determined by the independent heritage assessment that informed the development of the neighbourhood plan. The development will increase the built-form density, and in-fill development affects the 'character' of the village, impacting the setting and environment of both listed and non-designated heritage assets adjacent to the proposed land for development.

3: Lack of evidence of community support for this application by the applicants, contrary to Policy 3 of the NP.  

4: Lack of support from the community for development in this location during the call for NP sites process.

5: The number of objections to this development and no communication of support received by the PC.

Council discussed the matters and unanimously agreed to issue an objection to the planning application based on the material objections highlighted within the CLLP and NP. The Chair suggested if residents wished to register their support or objection to this proposal, they should send their comments, supported by material planning consideration, to WLDC via their planning portal https://www.west-lindsey.gov.uk/planning-building-control/planning/view-search-planning-applications/search-planning-application-database?id=147233&nb=180

The Chair concluded by advising the meeting that a review of the Hemswell and Harpswell NP is needed due to the new Central Lincolnshire Local Plan (CLLP) and asked residents for support and input for this work. 

Action. Chair to prepare response letter to be agreed upon by members for the clerk to submit on behalf of the PC by the application letter deadline. 

053-23/24 Update on planning decisions within Hemswell Parish (from Nov 2022 to date). The clerk presented a summary of past and ongoing applications within the Parish for information only.

RESOLVED to NOTE information.

054-23/24 Representative reports - Invitations to attend and/or receive reports were extended to County and District Cllrs., PCSO, Village Hall Committee and Church Warden.

• District Cllr. Paul Howitt-Cowan submitted a report for Sept 2023, available on the PC website. https://hemswell.parish.lincolnshire.gov.uk/council-business/district-councillor-reports-2023 and updated the meeting regarding ongoing difficulties with Scampton, refurbishment of Gainsborough bus station and landscaping of Baltic Mill in Gainsborough (Government' Levelling Up' scheme), Hemswell Cliff NP referendum due in October 2023, planning meeting for the 2024 WLDC Churches Festival and expressed the view that All Saint's Church, Hemswell would be very welcome to participate in 2024. Cllr. will be attending Kirton-in-Lindsey Civic Service in September 2023.
• Village Hall Report – A committee member reported on the very successful Pet Show held on 16th September 2023, which was well supported and raised funds to support the ongoing refurbishment of the hall. The committee member thanked the clerk for donating and fixing a large screen monitor to support VH events and meetings. The Memory Books meeting (26th September) and Macmillan coffee morning (30th September) were promoted – all welcome.

055-23/24 Date of next meeting –Resolved to note the date and time of the next Parish Council Meeting as Monday 20th November 2023, 7:00 PM. 

Meeting Closed: 21:00