2024 Parish Council Meeting Minutes

March 2024 - Minutes of Ordinary Meeting

Minutes of the Hemswell Parish Council meeting held Monday 18th March 2024, 7.00 PM at Hemswell and Harpswell Village Hall, Hemswell.

Present: Parish Councillors:  Cllr. J. Roberts (Vice-Chair), Cllr. M. Sheppard, Cllr. M. Foster, Cllr. P. Sutherland. Clerk: E. Raymond. District Councillor: P. Howitt-Cowan, Member(s) of the Public (MoP): 8

Public Forum Start 7:00 PM

Members of the public:

i. A resident:

  • Read sections from a statement regarding status and update on The Forge, Church St, Hemswell.

ii.  A resident:

  • Suggested that the Hemswell community create a petition for rebuilding the Forge, referring to the campaign for the rebuilding of the ‘Crooked House’, Himley, West Midlands. The Chair advised that such a petition would need to be taken to WLDC, not the PC and that the PC could not vote on this suggestion but would consider the resident’s views. The chair thanked the resident for their contribution.

iii. A resident:

  • Referred to Applications 147233 and 146741 and questioned why certain applications would be granted over others, particularly when it appeared similar-type dwellings were submitted for planning. The Chair advised that Application 147233 was on the agenda for discussion, but information was still awaited from WLDC.

The Chair thanked the public for their contributions and convened the Parish Council meeting at 7.17 PM.

090-23/24      CHAIRPERSON WELCOME & REMARKS Cllr. Roberts opened the meeting and welcomed everyone.

091 23/24      APOLOGIES FOR ABSENCE. Apologies were received from Cllr. Mander and accepted by the PC.

092-23/24      DECLARATIONS OF INTEREST AND DISPENSATION REQUESTS Cllr. Sheppard declared an interest regarding the planning application 146741 on the agenda. No other declarations received.

093-23/24      NOTES To consider and resolve to approve the notes of the previous meeting.

RESOLVED that Minutes of the Ordinary Meeting held Monday 15th January 2024 be approved and signed as a correct record.

094-23/24      NOTES To consider and resolve to approve the notes of the previous meeting.

RESOLVED that Minutes of the Extraordinary Meeting held Thursday, 22nd February 2024, be approved and signed as a correct record.

095-23/24        REVIEW OF ACTION ITEMS Items were presented with actions arising from 16 January 2024.  

1 x outstanding matters

  • Structural assessment of Maypole. The clerk will follow up with requests for quotes from companies contacted in Notts and Lincs.

Matters from 15th January 2024

a. Public Forum Session:

  • Empty grit bin reported and refilled.
  • Use of CCTV as a deterrent to fly-tipping. The D.Cllr. had inquired of WLDC on behalf of Hemswell PC, and cameras can be made available, subject to assessment of the area. The clerk encouraged residents to report sites of concern for details to be passed to WLDC. The clerk thanked the D.Cllr. for their help in this matter.

b. Business Agenda

  • Amendments and updates to PC policies continue as they arise. See PC website.
  • A new contract was implemented for the 2024/2025 grass-cutting season. First cut undertaken w/c 11 March 2024.
  • Correspondence has continued regarding Footpath 19 Hemswell to Harpswell. Clerk awaiting a response from Limestone Farming Ltd. To be followed up.
  • The ‘pre-paid’ card for use by the clerk is awaiting final email verification. To follow up.
  • The Hemswell PC precept for 2024/2025 was submitted within the deadline. Payment is due 1st April 2024.

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

096-23/24      Clerk's report – The clerk summarised correspondence/communications and tasks completed from 16th Jan 2024 to date and noted those items on the meeting agenda.

Parish Council Matters

  • Revisions to policies and procedures as per agenda items and previous actions.
  • The first 2024 issue of the PC newsletter has been distributed.
  • Planning application matters (see agenda item 10).
  • Follow-up emails and actions regarding speed reduction (B1389), FP19 and internal audit (see agenda items). 
  • Completion of grant award paperwork and arranging consultant visits.

Financial – RFO duties inc. update of spreadsheets, receipts and payments, RFO duties.

Social Media – posting to PC website & Facebook pages.

Burial Authority Matters

  • A request to inter ashes in a grave managed by the MoD was received. A Certificate of Kinship has been arranged and granted. The family is arranging with the local funeral director for the interment and placement of a small plaque as per MoD specifications.
  • A deed of Grant of Exclusive Right of Burial (EROB) was recently issued for a plot in the cemetery.
  • A request to erect a memorial on an existing grave and EROB requests are currently in hand.
  • Non-domestic rates valuation form returned. Currently paying circa £85.00 p.a.
  • A disturbance of flowers has been reported. If similar incidents are noticed by visitors to the cemetery, please contact the clerk.
  • The clerk requested that anyone holding an EROB or who believes they have a reserved plot in Hemswell Civil Cemetery, please get in touch to ensure the PC holds correct contact details for the ongoing updating of records and the cemetery plan.

RESOLVED to ACCEPT the clerk's report.

BUSINESS MATTERS FOR CONSIDERATION

097-23/24 To consider and approve the PC Anti-Bribery Policy (Rev 1.0 Mar 2024). The proposed policy was generated in response to the terms and conditions of the WLDC Grant Award. The draft policy was circulated to members before the meeting, and comments were provided. RESOLVED to ADOPT the Anti-Bribery Policy subject to amendments. ACTION: Clerk will incorporate amendments, publish them on the PC website, and update the policy spreadsheet.

098-23/24 To consider and approve the PC Safeguarding (Rev 1.0 Mar 2024). The proposed policy was generated in response to the terms and conditions of the WLDC Grant Award. The draft policy was circulated to members before the meeting, and comments were provided. RESOLVED to ADOPT the Safeguarding Policy, subject to amendments. ACTION: Clerk will incorporate amendments, publish to PC website and update policy spreadsheet.

099-23/24 To consider and approve the Communications and Media Policy (policy created from existing Communications Policy, Media & Social Media Policies). The draft policy was circulated to members before the meeting, and comments provided. RESOLVED to ADOPT the Communications and Media Policy subject to amendments. ACTION: Clerk will incorporate amendments, publish to PC website and update policy spreadsheet.  

100-23/24 To receive an update following the Internal Audit (IA) undertaken by LALC (22 Jan 2024). The clerk explained the role of internal audit as part of governance and a requirement for the Annual Governance and Accountability Return (AGAR). The AI made two recommendations to amend wording in the Personnel Committee ToR and the Co-Option Policy. Amendments have been made, policies revised, and the action list returned to the IA. The IA report concluded: “Other than these minor items flagged, I saw evidence of a sound system of internal control and robust management practices. I would like to thank the Clerk and Chairman for accommodating this interim internal audit and ensuring that all relevant documents were made available to me.”  RESOLVED to NOTE the Internal Audit report of January 2024.

101-23/24 To discuss the proposed 50 mph speed limit reduction: B1398 MIDDLE STREET, Hemswell. Members discussed the proposal and viewed the plan showing the affected stretch of road. Members supported the proposal and noted that although the stretch of road highlighted in the plan was small, any speed reduction was welcome. A member requested the PC contact LCC to inquire whether the 30/50 mph gateway signs on Bunkers Hill can be relocated closer to the junction, given that data from the Speed Indicator Device shows recurrent speeding on the 30 mph downhill section of Bunkers Hill.  RESOLVED to SUBMIT comments to LCC welcoming the proposed reduction and requesting that consideration be given to relocating the gateway speed signs to extend the 30 mph limit closer to the junction with Bunkers Hill.   ACTION: Clerk.

102-23/24 To consider and discuss support and options for commemorating the 80th Anniversary of D-Day, 6th June 2024. Members reviewed a list of options from the official D-Day commemoration website and concluded that the PC display the poppies purchased in 2023 as a mark of remembrance and encourage residents to do the same. Awareness of the event should be promoted via the PC website/FB page.  RESOLVED to PROMOTE the D-Day Anniversary, display the poppies held by the PC, and encourage residents to do the same.  ACTION: Clerk and Members.

103-23/24 To consider a quotation for cleaning of the Hemswell Village Maypole. A company had been identified, but the quotation was not received in time for consideration. Members discussed a budget for cleaning and proposed £350.00. Voted and agreed unanimously.  RESOLVED to AGREE a budget of £350.00 against which to consider quotations for cleaning the Maypole.

104-23/24 To receive an update on the WLDC Community Development Fund grant and progress to date. The clerk stated the value of the grant (£1564.00 exc VAT) and described the visit by an ecologist to the Civil Cemetery and Beck Lane on 12 March 2024. The ecology/biodiversity assessment and enhancement report will be available over the coming weeks, subject to invoice payment. A date for the tree survey and assessment along the Beck is currently being arranged. Once the reports are available, the intention is to share the findings with residents and create volunteer groups to implement the recommendations/enhancements where feasible. RESOLVED to NOTE the update provided by the clerk.

105-23/24 To consider an application from the Village Hall Committee for a grant toward the grass-cutting costs of the playground area. Members considered the grant amount requested (£800.00 as per the grass contractor quotation for 2024/2025 season) against the agreed PC 2024/2025 budget for VH grass-cutting (£500.00). Members agreed the PC budgeted figure should be adhered to. It was unanimously agreed that the maximum grant value that could be awarded was £500.00.  RESOLVED to AWARD a grant to the value of £500.00 toward the grass-cutting costs of the Village Hall playground area. ACTION: The clerk will liaise with the VH committee and arrange paperwork as per the Grant/Donation Policy.

FINANCIAL MATTERS

106-23/24 Matters included a review of the current financial status, including budget monitoring and summary of accounts and transactions as below. Account balances as of 3rd March 2024 (allowing for outstanding transactions): Current Account: £12,942.81    Deposit Account:  £3228.9

Table of finances

VAT against non-business expenditure stands at £402.59.  A claim will be submitted at the end of the current financial year. 

RECONCILIATION OF ACCOUNTS The current and deposit accounts were reconciled for period November 2023 - January 2024. Account reconciliation and preparation for year-end will be undertaken in early April.
EXPENDITURE OVER £100.00 The Transparency Code for Smaller Authorities (DCLG 2014) requires the Hemswell Parish Council to publish a list of all payments of over £100 (NET). Details of these payments can be found on the Parish Council website. 

107-23/24 PLANNING MATTERS

a. Application 147233. Land to rear of Church Street. Update from the WLDC Planning meeting.

The meeting was informed that Cllr. Mander attended the WLDC planning committee meeting on 28 Feb 2024 on behalf of Hemswell PC. The WLDC meeting agreed that the planning committee members should visit the site to address comments about the extent of the development. A recording of the meeting is available on the WLDC website: https://tinyurl.com/WLDC-Webinar-App-147233. In his report (see agenda item 107-23/24), D.Cllr. Howitt-Cowan advised the meeting the WLDC visit was due on 21 March 2024 and explained the protocol for members of the public being present during the visit by the planning committee. RESOLVED to NOTE the information received from WLDC and await further updates. 

b. Application 146741. Revision to application for land adjacent to 7 Church Street. Neighbourhood Plan, Policy 1, CFS08.

Members were advised that the original application (July 2023) was for a site identified in the neighbourhood plan, and the PC and community supported development. The revised application indicates amendments to the size and design of the conversion and access and parking arrangements. Members viewed the original and superseded drawings from the application. No objections were raised to the application.  RESOLVED to SUBMIT a response to the WLDC planning department. ACTION: Clerk.

c. To discuss and consider registering ‘Beck Lane’ as common land.

The clerk explained the process and criteria for a council to register land as ‘common land’ or ‘town/village green’. The application must show that it has been consistently used for ‘sports and recreation for at least the last twenty years’. The clerk confirmed that photographs and statements from PC newsletters in the 1980s and earlier were available that show PC and community support and enjoyment of the Beck. A member stated that registering the land was not just part of planning protection but also important to ensure future generations could enjoy the Beck.

The clerk advised the first stage of the process was to request a land search of the registers held by LCC which can be made online via the LCC land charge search webpage at a cost of £16.00 inc. RESOLVED to AGREE to submit a request for a land search of the LCC registers with a view to registering Beck Lane, Hemswell as common land. ACTION: Clerk to provide details of online search.

108-23/24 REPRESENTATIVE REPORTS Invitations to attend and/or receive reports were extended to County and District Cllrs., PCSO, Village Hall Committee and Church Warden.

109-23/24 DATE OF NEXT MEETING(S) – Resolved to note the date and time of the next meetings as:

Annual Parish Meeting - Monday 20th May 2024.  6.30 pm

Annual Parish Council Meeting - Monday 20th May 2024, 7:00 PM. 

Meeting Closed: 8:10 PM