2024 Parish Council Meeting Minutes

Minutes of an Ordinary Parish Council Meeting held Monday 15th January 2024, 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. Member(s) of the Public (MoP): 8

Public Forum Start 7:00 PM

Members of the public:

i. A resident:

• Read part of the report issued by the Planning Inspectorate regarding The Forge, Brook Street, to provide their understanding of the outcome of Appeal Ref: APP/N2535/C/22/3312739, together with email communications with WLDC and other parties. After comments and questions from members, the Chair advised the resident that any matters regarding the District Council or District Councillor behaviour, Code of Conduct breaches, or a councillor's failure to act upon Monitoring Officer requests or sanctions should be taken directly to the WLDC Monitoring Officer. The Chair confirmed that Hemswell Parish Council has adopted the WLDC Code of Conduct and that individual members have each signed the Code of Conduct.

ii. A resident:

• Reported an empty grit bin on Bunkers Hill and asked the PC to arrange for it to be filled.
• Wished to thank the D.Cllr. for his support in dealing with fly-tipping around the village and asked the PC to enquire about cameras as a deterrent for fly-tipping. Clerk to make enquiries.

iii. A resident:

• Provided helpful information on the issues and standards for gates along public rights of way following a conversation with the clerk about footpath 19 (Hemswell to Harpswell). The resident referred to the British Standard for Gaps, Gates and Stiles (BS5709:2006) and is amenable to further discussions about improving accessibility, subject to establishing ownership of the boundary between their land and Limestone Farming Ltd. The resident stressed there must be a balance between ‘rights’ and ‘responsibilities’ concerning livestock, adhering to the path, keeping dogs on leads, etc. Members agreed, and the Chair thanked the resident for their contributions and comments.

iv. A resident:

• Raised concerns about a car heard and seen travelling through the village each morning (Maypole St. approx. 08:00 -08:15). The chair requested other residents to report any future incidences to the police and to copy in the PC for review of SID data for corroborating information regarding the car and route, timings, etc. The Chair advised that the SID will be located on Maypole Street to gather additional data to be taken to the PSCO.
• Advised the meeting that they used FixMyStreet to report the signs left in place after various road works and the dangerous state of the pavement on Bunkers Hill due to fallen tree debris that has created a trip/slip hazard. Clerk to follow up and report again.

The Chair thanked the public for their contributions and convened the Parish Council meeting at 7.35 PM.

073-23/24      CHAIRPERSON WELCOME & REMARKS The Chair welcomed everyone to the meeting.

074 23/24      APOLOGIES FOR ABSENCE All members present. Apologies received from District Cllr. Paul Howitt-Cowan due to a prior commitment.

075-23/24      DECLARATIONS OF INTEREST AND DISPENSATION REQUESTS None received.

076-23/24      NOTES To consider and resolve to approve the notes of the previous meeting. 

RESOLVED that Minutes of the Ordinary Meeting held Monday 20th November 2023 be approved and signed as a correct record.

077-23/24        REVIEW OF ACTION ITEMS Items were presented with actions arising from 20th November 2023.  

2 x outstanding matters

i. Difficulty in communication with County Cllr. regarding speed reduction along B1398 & extending 30 mph limit along Hemswell Lane [031-23/24]. The clerk regularly requests updates, but responses are not forthcoming.

ii. Structural assessment of Maypole. Clerk to follow up with requests for quotes from companies contacted in Notts and Lincs.

Matters from 20th November 2023 Public Forum Session:

i. FP19 Hemswell to Harpswell Footpath – see Minute Ref: 082-23/24.

ii. Clerk requested inspection of drains on safety grounds for drains along Dawnhill Lane. Response from LCC on 13.12.2023 indicated work was due to be issued. Clerk to follow up.

iii. The clerk corresponded with the Clerk & Chair of Willoughton PC to enquire about a ‘letter’ that a resident believed had been sent to Hemswell PC seeking to raise a complaint against the C.Cllr. It is believed the letter was sent to Hemswell Cliff in Aug 2023 and not Hemswell PC. Hemswell PC indicated it would welcome dialogue with the C.Cllr and requested Willoughton PC provide a copy of the feedback from parishes that had received the letter. No reply has been received. The minutes from Willoughton PC indicate this is an ongoing matter.

Matters from 20th November 2023 Business Agenda

i. One outstanding matter is to obtain a quote for cleaning the Maypole.  All other actions from the meeting have been completed or included in the business agenda for discussion.

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

078-23/24      Clerk's report – The clerk summarised correspondence/communications and tasks completed from 21st Nov 2023 – 15th Jan 2024 and noted those items on the meeting agenda.

• Parish Council Matters – Actions from the last meeting and follow-up communications including items mentioned in Actions Arising:
• Precept estimate, new councillor paperwork, Willoughton PC, forwarding of correspondence including LALC newsletters, WLDC circulars.
• Ongoing requests to Community Grant Application team re: Hemswell bid. Grant has not been denied, but this has not been conveyed, WLDC to investigate and update.
• Contact with external agencies collating photos and residents' comments to provide support for improving accessibility along Hemswell-Harpswell footpath (FP19).
• Report preparation and revisions to policies and procedures as per agenda items.
• Financial – revision of spreadsheets following budget setting, RFO duties.
• Virtual Meeting – attended Parish Council Engagement Session (12 Dec 2023) - Local Policing Overview.
• Social Media –PC website updates and Facebook pages. Regular posts include local information, Devolution and Tillbridge Solar consultation details, etc.
•  Preparations for intermediate internal audit due 22nd Jan 2024 with LALC auditor.
• Email communications – C.Cllr re: speed limits, WLDC, footpath update enquiry, report of damage to flowers in cemetery.

RESOLVED to ACCEPT clerk's report.

BUSINESS MATTERS FOR CONSIDERATION

079-23/24 To consider and replace the PC ‘Equal Opportunities’ Policy (Rev 1.0 Last reviewed May 2023) with an Equality, Diversity & Inclusion (EDI) policy. The proposed replacement policy was circulated to members before the meeting and comments provided. The council agreed the clerk would incorporate amendments and circulate the new EDI policy for approval under the Scheme of Delegation. 

RESOLVED to ADOPT the Equality, Diversity & Inclusion (EDI) document subject to amendments. ACTION: Clerk to incorporate amendments for approval under Scheme of Delegation, publish to PC website and update policy spreadsheet.

080-23/24 To review and approve revisions to the Risk Management Register (Rev 1.1 Last reviewed May 2023) and new Risk Management Policy. Document amendments/comments were provided separately by members. Clerk to incorporate amendments and circulate to members for approval under the Scheme of Delegation. 

RESOLVED to ADOPT the Risk Management Register and Risk Management Policy subject to amendments. ACTION: Clerk to incorporate amendments for approval under Scheme of Delegation, publish to PC website and update policy spreadsheet.

081-23/24 To review and approve revisions to the terms and conditions of the grass-cutting contract for the 2024 season. Members agreed to remain with the existing contractor for the 2024 season but acknowledged the importance of seeking competitive tenders where possible, in line with PC financial regulations. Members suggested looking to go to a competitive tender for the 2025 season. Unanimously agreed. 

RESOLVED to APPROVE revisions and forward the contract to the grass-cutting contractor for approval/acceptance. ACTION: Clerk to liaise with contractor and implement contract ready for 2024 season. Clerk to begin a competitive tender process toward the end of the 2024 season.

082-23/24 To receive an update regarding FP19 footpath -Hemswell to Harpswell. The clerk outlined the legal responsibilities and requirements of the landowner/occupier for maintaining structures for access along footpaths (i.e, stiles, gates) and maintenance of the surfaces of a footpath by Local Highway Authority. When approving new structures along a footpath, LCC has advised the hierarchy is ‘gap’, ‘gate’, and ‘style’, i.e., the most accessible method first. Members were updated on discussions between the clerk and Richard Giles (Limestone Farming Ltd), Steve Parkhouse (Ramblers Don’t Lose Your Way Coordinator for Lincs and Notts), Chris Marsh (Senior Countryside Officer, LCC) and Rosemary James (landowner, Wheldon Rd.) regarding options to improve accessibility along FP19. A short report has been submitted to the Directors of Limestone Farming with images of the existing stiles and residents' comments about difficulties climbing the existing stiles along the route. C. Marsh of LCC indicated funding was available to upgrade the existing structures subject to establishing ‘legal presence’ of the stiles across FP19. 

RESOLVED to NOTE the report submitted to Limestone Farming Ltd and await a reply. ACTION: Clerk to contact landowners to establish whether stiles are ‘legally present’ (as per LCC definition) and update LCC to fund more accessible structures appropriate for both livestock control and access along the footpath. 

083-23/24 To receive an update on the Speed Indicator Device (SID) data from Dawnhill Lane. Data was presented by Cllr. Mander who explained while the position of the device near the junction with Church Street is not ideal, it is the only location along Dawnhill Lane where the SID can be placed. Captured data showed 4851 traffic counts between 28 October 2023 and 10 January 2024 with zero speed violations. 85th percentile speed of 16.7mph, average speed of 13.8 mph, and max recorded speed of 24 mph. Except for data captured from Church Street, the latest figures indicate there is a ‘perception’ of speed rather than actual speeding through the village. The impression of speed is made worse by narrow roads with parked cars along them. A member commented on the benefits of having a mobile SID and the data it provides, including frequent relocation helping to raise awareness when driving through the village. 

RESOLVED to NOTE the data presented and to move the SID to Maypole Street. ACTION: Chair.

084-23/24 To receive an update regarding a ‘pre-paid’ card for the clerk to make approved council expenditure [Minute Ref 063-23/24]. Cllr. Roberts updated members on the options available under the PC financial regulations for the clerk to make occasional approved expenditure for items that cannot be purchased by invoice or BACS (i.e., stationery). Cllr. Roberts outline three options:

1. A ‘virtual’ card with a spending limit via the PC’s bank (TSB),

2. An additional bank account with debit card and set spending limit (not possible with TSB),

3. A physical and virtual card provided by ‘Revolut’ that includes money transfer limits and spending limits.

Members discussed the merits of each, including potential fees and that the same financial requirements, authorisations and verifications would apply to the ‘Revolut’ option as per PC Financial Regulations. 

RESOLVED to IMPLEMENT the physical/virtual payment card provided by Revolut subject to confirmation it carries no charges and transactions can only made under the terms of the PC Financial Regulations. ACTION: Cllr Roberts.

085-23/24 To receive a report regarding ‘wheelie bin’ stickers to raise awareness of speeding [Minute Ref 065-23/24]. The meeting of 20th Nov 2023 requested a report outlining the legalities, merits, limitations and costs of purchasing wheelie bin stickers to raise awareness of speed. While evidence shows there are some merits for this initiative, members felt the PC could not justify the expenditure (approx. £60.00 for one bin only) due to:

i. Current budgetary constraints and,

ii. SID data indicating the speed limit is being observed in the village.

Members unanimously agreed to continue monitoring the SID data and revisit the initiative if persistent speed violations are detected. 

RESOLVED NOT to procure wheelie bin stickers at this time, but to continue to monitor data from the SID and requested an article be written for the newsletter to seek residents’ views on the initiative. ACTION: Clerk.

FINANCIAL MATTERS

086-23/24 i) Matters included a review of the current financial status, including an update on budgetary costs. A financial report was provided to members, including the summary table below.

Bank Balances as of 10th January 2024 were as follows: Current Account: £13,938.33    Deposit Account:  £3225.26

A transaction for £50.00 (being a donation toward purchase of the Village Christmas tree) was made after the financial report was compiled but reported to members at the meeting.

Normal monthly expenditure on the current account for the period Nov 2023 – Jan 2024 included. staff costs and grass cutting (which ended the last week of November 2023). A backpay award from April 2023 was included with the clerk's salary in November 2023.

VAT against non-business expenditure stands at £162.79 (adjusted down from Nov. 2023 report after one receipt found to be invalid for VAT reclaim). The claim will be submitted at the end of the current financial year.

RECONCILIATION OF ACCOUNTS

Reconciliation of the current account and deposit account for November, December 2023, and January 2024 will be undertaken by a councillor during February 2024 as per the 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 Parish Council website. 

086-23/24 ii) The clerk updated members on the budget planning spreadsheet, having received confirmation of 2024/5 fees for LALC membership and audit and an amendment to the clerk’s salary. WLDC provided the actual tax base figure allowing accurate calculation of the precept (Band D equivalents). Members discussed the impact of the figures and agreed to submit a precept demand of £9450.00 to WLDC by the deadline of 26.01.2024.

RESOLVED to ACCEPT the financial report as an accurate record and to submit the final precept demand of £9450.00 (2024/2025) to WLDC by the deadline. ACTION: Clerk.

087-23/24 PLANNING MATTERS

The clerk advised members of the email sent by Andy Gray of WLDC (05.01.2024) regarding The Forge, 17B Brook St., Hemswell. The email read as follows:

“We have had no further notifications from the Inspectorate, however we are aware that the owner has again appealed our enforcement notice.

We are currently waiting on a surveyor to assess the remaining structure on the Council’s behalf and once complete, this will determine how we proceed. Our concern is to mainly assess whether what is remaining of the structure can withstand the required rebuild, which we need a specialist surveyor to consider.

As it stands, the situation remains that no works on the building should be being undertaken”. 

Andy Gray, Housing and Environmental Enforcement Manager, WLDC

RESOLVED to NOTE the information received from WLDC. 

088-23/24 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 Jan 2024, available on the PC website via https://hemswell.parish.lincolnshire.gov.uk/downloads/download/50/village-hall-committee-meeting-minutes-11-jan-2024
• A Village Hall committee member summarised the minutes from the VH meeting of 11.01.2024, explaining that although village hall events are typically well attended, they are supported by more people travelling from outside the parish than local residents. With several VH committee members planning to step down, there is a question about the viability of continuing to manage and run the village hall and play area. The VH committee will seek residents' views about the VH's role as part of the community and seek advice and guidance from the Parish Council and other agencies. Minutes of the VH meeting are available on PC website via: https://hemswell.parish.lincolnshire.gov.uk/downloads/download/50/village-hall-committee-meeting-minutes 

089-23/24 DATE OF NEXT MEETING(S) – RESOLVED to NOTE the date and time of the next Parish Council Meeting as Monday 18th March 2024, 7:00 PM. 

Members discussed dates for holding the Annual Parish Meeting (must be held between March and May) and agreed it would be held immediately before the Annual Parish Council Meeting on Monday 20th May 2024 to encourage residents to support and attend the meeting. Members and clerk to promote the APM via word of mouth, social media and the PC website.

RESOLVED to HOLD the Annual Parish Meeting on Monday 20th May 2024.

Meeting Closed: 20.43