2023 Minutes of Parish Council Meetings

UNADOPTED Minutes of the Hemswell Parish Council meeting held Monday 20th November 2023, 7.00 PM at Hemswell and Harpswell Village Hall, Hemswell.

Present: Parish Councillors: Cllr. B. Mander (Chair), Cllr. J. Roberts (Vice-Chair), Cllr. M. Sheppard, Cllr. M. Foster, Cllr. P. Sutherland Clerk: E. Raymond. District Cllr. Paul Howitt-Cowan Member(s) of the Public (MoP): 11

Public Forum Start 7:00 PM

Members of the public:

i. A resident requested updates on:

• Actions regarding accessible gates along the footpath leading from Wheldon Rd. The Chair advised landowners are responsible for maintaining footpaths/access across their land and requested the clerk follow up with Limestone, R. James and LCC.
• Action on blocked/damaged drains causing running water along Dawnhill Lane that presents a hazard during freezing weather. Several residents have reported the issue via FixMyStreet and the Chair encouraged residents to continue to report the issue.  Residents suggested tree roots exacerbate the problem. Clerk to contact FixMyStreet on behalf of PC to request an inspection on safety grounds.
• Appalling state of road repairs following works around the village. Several residents have reported it via FixMyStreet and requested a road sweeper to deal with loose chippings, but with no success. The Chair advised the only action open to PC was to contact LCC and report it further.

ii. A resident:

• Reported they had spoken to LCC about the state of village roads and was told that remedial works were unnecessary and did not warrant further action, despite having been reported by several residents.  
• Advised they were attending for an update on the Appeal Decision regarding The Forge, Brook Street.
• Asked why the contents of a letter, that the resident believed had been sent to Hemswell PC by a neighbouring PC had not been discussed at previous meetings. The Chair advised no letter, email or other communication had been received regarding the matter raised by the resident and asked the Clerk to follow up with the Parish Council in question.

iii. A resident advised they were attending the meeting for an update on the Appeal Decision regarding The Forge, Brook Street.

The Chair thanked the public for their contributions and in response, advised Item 9 Planning Matters includes an update from WLDC regarding the Appeal decision. The Chair convened the Parish Council meeting at 7:20 PM.

056-23/24    CHAIRPERSON WELCOME & REMARKS  The Chair welcomed everyone to the meeting and advised that agenda items 7a [Minute Ref 061-23/24 ]and 7c [Minute Ref 063-23/24] would be discussed in a different order (as per Standing Order 1a) to consider co-option ahead of other items and deal with matters affecting the budget considerations and to move matters relating to staff pay and appraisal to a closed session at the end of the meeting.

057- 23/24   APOLOGIES FOR ABSENCE All members present.

058-23/24    DECLARATIONS OF INTEREST AND DISPENSATION REQUESTS None received.

059-23/24    NOTES To consider and resolve to approve the notes of the previous meeting. RESOLVED that Minutes of the Ordinary Meeting held Monday 18th September 2023 be approved and signed as a correct record.

060-23/24    REVIEW OF ACTION ITEMS The action sheet was shared showing actions from the meeting of 18 Sept 2023 were completed.  Three items from previous meetings were identified as outstanding:

i. To pursue contact with CllrC. Perraton-Williams regarding outstanding requests for a review of the speed limit along the B1398 and an extension of the 30 mph limit along Hemswell Lane.

ii. To receive quotations for non-destruction testing/structural assessment of the Maypole.

iii. To follow up a request to arrange easier access across fences/gates on the footpath to Harpswell.

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

061-23/24    Clerk's report – The clerk summarised correspondence/communications and tasks completed from 18th Sept – 20th Nov 2023 and noted those items on the meeting agenda.

• Parish Council Matters – Actions from last meeting completed. Council related communications and administrative tasks inc. correspondence and financial matters.
• Commmunity Development Grant Bid – with input from council, the clerk submitted a bid to WLDC for £1771.80 to cover the cost of a tree assessment and ecology report to inform future work to improve the Beck and Civil Cemetery areas. Awaiting outcome of bid.
• Pinfold work – facilitated clearance and over-wintering in the Pinfold area. Ideas from residents for future rejuvenation still welcome. Clerk to start new bid for grants during Dec/Jan.
• Published 3rd Ed of newsletter – thanks to VH committee and volunteers for distribution.
• Meeting & Budget Preparations – forwarding of correspondence, preparation of agenda & supporting papers.
• Social Media – posting to PC website & Facebook pages

RESOLVED to ACCEPT clerk's report.

BUSINESS MATTERS FOR CONSIDERATION

061-23/24 To receive written applications for the office of Parish Councillor and to Co-opt a candidate to fill the existing vacancy/vacancies.

The Chair thanked Miss Pam Sutherland for her interest in becoming a parish councillor and submission of the completed application form. The Chair suspended the meeting (SO 10.a.xiv) to invite Miss Sutherland to briefly describe her background and experience in corporate business and procurement. The Chair thanked Miss Sutherland for her willingness to support the efforts of the PC and the meeting was reconvened.  Members voted, by a show of hands, on the proposal to co-opt Miss Pam Sutherland to Hemswell PC. An absolute majority of votes cast (as per LGA 1972, sch 12, s 39(1-2)) was recorded, and Miss Sutherland was duly co-opted. The Acceptance of Office form was signed in the clerk’s presence, and Miss Sutherland took her seat with council members.

RESOLVED to CO-OPT Miss Pam Sutherland to the position of Parish Councillor. ACTION: Clerk to notify and return appropriate completed paperwork to WLDC.

062- 23/24 To discuss the PC six monthly budget review and identify adjustments as appropriate.

YTD financial information and forecast spend for the year end had been circulated to members for review. The Chair highlighted that figures indicate the PC will remain within budget, demonstrating prudent financial management and control. The Chair considered budget variances acceptable and justifiable given the current market situation and explained the need to include planned maintenance versus capital projects going forward. The Chair asked for comments from members on the forecast 2023/2024 budget and existing controls and measures. Members agreed the review was appropriate, and that no adjustments were required at this time.

RESOLVED to NOTE the budget review.

063-23/24 To consider recommendations from the staff appraisal and review meeting held 1st November 2023. One proposal arising from the review was to set up a pre-paid card, with an amount to be agreed upon and ratified at full council meetings to allow the clerk to purchase items not easily arranged via invoice or companies requiring accounts. The motion was proposed and unanimously accepted.

RESOLVED to INVESTIGATE OPTIONS for setting up a pre-paid card for use by clerk and report back to next meeting. ACTION: Cllr Roberts.

The Chair proposed to defer matters relating to confidential clerk pay and performance review matters to be discussed after Minute Ref. 071-23/23. See Minute Ref 072-23/24.

064-23/24 To discuss and consider the budget for setting the Parish Precept for 2024/2025 in accordance with PC Financial Regulations. The Chair provided context for previous year’s budgeting setting including the impact rising costs, of providing services at lower than market costs (e.g., burial fees) and using PC reserves (typically £1200-£1500 pa) to reduce the impact of the precept demand upon residents over the last four years.

A member expressed the view that circumstances are now different given staff costs, additional items/services provided by the PC and the need to meet its rising costs. Therefore, although predicted year end spend is on budget, the budget for 2024/2025 cannot be approached in the same way as previously and the level of reserves must be maintained in line with recommendations of the Joint Panel on Accountability & Governance Practitioners Guide (JPAG), with earmarked/capital project funds for future planned activities.

The Chair discussed each budget item and invited comments from members for possible adjustments/savings, e.g., amendment to clerk’s hours, grass-cutting frequency, reducing green bin subscriptions, delay cleaning of the Maypole, the impact of inflation and the consequential effect on the predicted budget requirement. The limited sources of income for the PC were discussed.

The council agreed to set the minimum reserve to approximately 50% of the annual budget. It was agreed the initial budget estimate of £11,250.00 (representing a 33.3% increase on previous years) could be trimmed to £10,692.78, which, with monies from PC reserves, creates an estimated precept demand for 2024/2025 of £9450, equating to approximately a 26% increase on the previous year’s demand.

Members expressed concern that a similar increase could not be avoided in subsequent years, but this was not for discussion now. Members also discussed the importance of explaining to residents that an increase in the precept may impact their council tax charge, as per WLDC Band D calculations.

RESOLVED to SUBMIT a precept estimate of £9450 to WLDC and to produce a newsletter/social media post to explain the budgetary process and agreed figures. ACTION: Clerk to return forms to WLDC and draft explanatory notice for residents.

065-23/24 To discuss and consider the legalities and merits of ‘wheelie bin’ stickers to raise awareness of speeding. A member suggested that in light of budgetary constraints, this was not an appropriate use of council funds, and the chair proposed the motion be deferred to require a written report for consideration by the council at the next meeting (Standing Order 10.a.viii).

RESOLVED to REQUEST a written report to present issues and costs to council. ACTION: Cllr Sheppard with support from clerk.

066-23/24 To discuss and consider options for cleaning/maintenance of the village Maypole. The chair proposed that the motion be deferred to require a written report for consideration by the council at the next meeting (Standing Order 10.a.viii).

RESOLVED to REQUEST a written report for options/costs. ACTION: Chair.

067-23/24 To discuss and consider a Grant/Donation Application form received from the Hemswell & Harpswell Village Hall for £50.00 toward a village Christmas tree.  Council discussed the donation request and agreed to make the donation (s 137 expenditure).

RESOLVED to MAKE A DONATION of £50.00 towards the cost of a village Christmas tree to be purchased by the Village Hall Committee. ACTION: Clerk to liaise and complete paperwork as per PC Grant/Donation Policy.

FINANCIAL MATTERS

068- 23/24 Matters concerning budget setting included a review of the current financial status and items below were ratified and communicated for transparency. Summary tables as of 20th November 2023 provided below.

Current Account:  £14,644.83      Deposit Account:  £3128.04

Normal expenditure on the current account are staff costs and grass cutting (ending the last week of November 2023 to recommence March 2024). Higher than normal movement on the current account included expenditure for materials to complete clearance of the Pinfold, purchase of remembrance items and one-off staff training costs. Income for this period is higher than normal due to a Community Infrastructure Levy (CIL) payment, remuneration from the LCC Grass cutting scheme and residents payments for Remembrance Day items.

VAT- VAT against non-business expenditure currently stands at £157.79.  A claim will be submitted at the end of the current financial year.

RECONCILIATION OF ACCOUNTS- Reconciliation of the current account and deposit account for the months of September, October and November 2023 will be undertaken during December by a councillor as per Hemswell PC Financial Regulations

EXPENDITURE OVER £100.00 - 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 PC website https://hemswell.parish.lincolnshire.gov.uk/council-business/expenditure-%3E-10000

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

069 -23/24 PLANNING MATTERS

Update: Planning Inspectorate Appeal Decision: The Forge, 17B Brook St., Hemswell.  Appeal Decision – Enforcement notice quashed. The chair described the outcome of the appeal and issues created by the lack of clarity and detail in the WLDC enforcement notices. The report from the Inspectorate concluded there was an insufficient understanding of the Council’s intentions and requirements for the notice to be brought into order, and therefore, the only option was to quash the notice to avoid prejudicing one party or the other. The Chair read the following email from WLDC (by email 13 Nov 2023):

“Thank you for the e-mail; we have been considering the appeal decision internally and have met to discuss what our next steps should be. We are disappointed with the outcome, but still wish to assure the Parish Council that it does not change our position in terms of what we believe needs to happen on the site from a planning perspective. 

Cllr Howitt-Cowan has also been in contact with me to seek the same clarity and information.

I can confirm that it is the Council's intention to re-serve the notice, taking into account the inspectors comments and we have made the owner of the property aware of this intention. We have also continued to advise that no further works should be undertaken as a result of the decision.  In the meantime, we will be engaging further with the owner on site to ensure that there is absolute clarity as to what is required to be built. We will ensure that you are made aware as to when a further notice is served, along with the associated timescales, which as per the previous notice will be subject to appeal by the owner. If the Parish Council have any further specific questions, then I am happy to answer those as required.”

Further email from WLDC: (email 17 Nov 2023)

“Just to update, the Council have re-served the Stop Notice and Enforcement Notice in relation to the Forge and it comes into effect on the 15th December 2023. The owner has until this date to appeal to the Planning Inspectorate. If there are any further questions on the matter raised, please direct them to myself.”

Andy Gray - Housing & Environmental Enforcement Manager.

The PC will seek further updates from WLDC as and when available.

RESOLVED to NOTE the information received from WLDC.

070-23/24 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 November 2023, available on the PC website. https://hemswell.parish.lincolnshire.gov.uk/council-business/district-councillor-reports-2023 and updated the meeting regarding devolution plans, community grants, increase in green bin subscriptions, and likely increase in rates.
• A Village Hall Representative thanked the PC for the donation towards the purchase of a Christmas Tree.

071-23/24 DATE OF NEXT MEETING – Resolved to note the date and time of the next Parish Council Meeting as Monday 15th January 2024, 7:00 PM. 

072-23/25 Deferred item [Minute Ref 063-23/24] The Chair proposed to exclude the public and press (under the Public Bodies (Admission to Meetings) Act 1960) due to confidential matters regarding staff pay and performance.  Seconded. The public and clerk were asked to leave the meeting as per SO 10. xi.

The Council discussed the terms and conditions of employment for the clerk and shared outcomes from the review meeting held 1st November 2023. It was proposed to accept the recommendations of the Personnel Committee. Unanimously approved.

RESOLVED to ACCEPT the recommendations arising from the Personnel Committee.

The clerk was invited to return to the room and informed of the discussion by members regarding the performance review before the Chair formally closed the meeting. 

Meeting Closed: 21:00

UNADOPTED