2024 Parish Council Meeting Minutes

Minutes of the Annual Meeting of Hemswell Parish Council, Monday 20th May 2024, 7.00 pm in the Hemswell and Harpswell Village Hall, Maypole Street, Hemswell. 

Present:  Parish Councillors:  Cllr. J. Roberts (Chair), Cllr. M. Foster (Vice-Chair), Cllr. P. Sutherland, Cllr. G. Jago. Clerk: E. Raymond. Member(s) of the Public (MoP): 0

NOTE: The Annual Parish Meeting was held immediately before the Annual Parish Council Meeting. Members of the public did not remain for the PC meeting, and no matters were raised in the public forum.

Agenda

14-05-24/25 To elect the Chair of Hemswell PC and to receive the Chair’s Declaration of Acceptance of Office.

Cllr. J. Roberts was proposed and seconded for election as Chair. The motion was unanimously carried, and Cllr. Roberts duly signed the Declaration of Acceptance of Office.  RESOLVED to ELECT Cllr. J Roberts as Chair of Hemswell PC. Action: Clerk to return appropriate paperwork to WLDC.

15-05-24/25 To elect the Vice Chair of Hemswell PC and to receive the Declarations of Acceptance of Office.

Cllr. M. Foster was proposed and seconded for election as Vice-Chair. The motion was unanimously carried, and Cllr. Foster duly signed the Declaration of Acceptance of Office.  RESOLVED to ELECT Cllr. M. Foster as Vice-Chair of Hemswell PC. Action: Clerk to return appropriate paperwork to WLDC.

16-05-24/25 APOLOGIES FOR ABSENCE – Apologies were received from Cllr. R. James for absence due to a prior engagement. The PC accepted apologies and the reason for the absence. All other members present.

Apologies received from District Cllr. Paul Howitt-Cowan.

17-05-24/25 DECLARATIONS OF INTEREST AND DISPENSATION REQUESTS – None received.

18-05-24/25 NOTES - To consider and resolve to approve the minutes of the previous meeting. RESOLVED that Minutes of the Extraordinary Meeting held Monday 22nd April 2024 be approved and signed as a correct record.

19-05-24/25 REVIEW OF ACTION ITEMS – To review the action list and receive updates. The clerk summarised actions from the previous meeting/correspondence highlighting the following:

a. An update on the outcome of the LCC Land Search regarding Beck Lane. The land search revealed i) public footpaths 15, 16 and 19, as shown on the definitive map close to the Beck, and ii) Beck Lane is not registered as common land or a town or village green under the Commons Registration Act 1965 or the Commons Act 2006. The Clerk reminded members that Beck Lane is a designated Local Green Space (LGS) under the NHP, and members agreed registration as common land should be discussed at the next meeting.

b. Unity Trust Bank – paperwork submitted 14th May 2024, acknowledged and awaiting approval.

c. Maypole Cleaning—The clerk reported partial success using window cleaning ‘poles’ but suggested that alternative methods to achieve full height cleaning/maintenance should be investigated. Members agreed that the PC should investigate a safer method for fixing Mayday ribbons for future events. Matter to be discussed at a future meeting.

d. A tree survey and assessment of the Beck was undertaken on 17/05/2024 attended by Cllr. James and the clerk. The report is expected in the next two weeks to provide an “inventory” of the trees along the Beck with map/GIS locations, comments on the key trees and a tree safety report including work priority rating and recommended timescales for action.

RESOLVED to NOTE the review of action items.

20-05-24/25 CLERK’S REPORT – To receive the clerk’s report on correspondence/communications including outstanding matters and items dealt with under the Scheme of Delegation. The clerk summarised matters completed as part of regular duties and outlined particular work in preparing for the financial year end and recent burial clerk work arranging Grants of Exclusive Right of Burial and a forthcoming interment of Ashes.

The clerk highlighted an opportunity for community CPR and defibrillator awareness training run by the East Midlands Ambulance Service. The initiative was supported by all members, who hoped residents would attend the one-hour session if offered — clerk to seek level of interest from the community and liaise with EMA to arrange the event. The clerk reminded members of forthcoming training opportunities via LALC and WLDC and asked members to indicate their availability/interest in attending.  RESOLVED to NOTE the clerk’s report.

21-05-24/25 BUSINESS MATTERS FOR CONSIDERATION:

To review and approve the following policies and documents:

The clerk outlined the extent of documents on the PC website (https://hemswell.parish.lincolnshire.gov.uk/) and the process of reviewing and updating policies. The documents listed above were agreed as fit for purpose. Those not listed above were more recently reviewed, amended, adopted or due for review at a later date. A member suggested it was unnecessary to review/approve all documents annually and that some could be reviewed over a two- or three-year cycle. Members agreed with this suggestion.  RESOLVED to APPROVE and update the documents listed above and identify those that could be moved from an annual to a two/three-year review cycle. ACTION: Clerk to publish/update policies document control details on the PC website and identify those that can be moved to a two/three-year cycle.

22-05-24/25 To review the PC insurance provision and quotation and resolve to authorise renewal.

Members had reviewed the documentation provided by Gallagher (Hiscox Insurance Company Limited) to ensure it provided suitable and sufficient insurance provisions for the year ahead and in consideration of the current asset register figures. Members agreed the renewal quote of £467.72 provided good value for money under the 3-year long-term agreement, this being year 2/3.  RESOLVED to APPROVE payment for renewal of the existing insurance policy underwritten by Hiscox Insurance Company Limited. ACTION: Clerk to submit insurance invoice for payment and publish/update documentation on the PC website as appropriate.

23-05-24/25 To review and approve the Parish Council’s membership/subscriptions to external agencies:

i. LALC membership (£189.00 budgeted)  ii. LALC Internal Auditor Service (£200.00 budgeted) 

iii. ICO Registration Fee (£35.00)              iv. WLDC Green Waste Bin (£44.00)

Members agreed the services provided by LALC were essential for members, staff and the PC. Although registration with the ICO is voluntary for Parish and community councils, members agreed that ICO registration (£35.00 pa) demonstrates to residents and other parties that Hemswell PC takes its data protection responsibilities seriously and that it complies with UK GDPR and related legislation. Members agreed one green bin waste collection was essential for Hemswell Civil Cemetery and that although the second green bin would not be emptied by WLDC it should remain in the cemetery for now.  RESOLVED to APPROVE the itemised membership/subscriptions for the current FY. ACTION: Clerk to administer as appropriate.

24-05-24/25 To agree to review and revise the Parish Council’s Asset Register (V3.0 May 2023).

The clerk explained the purpose of the PC asset register, how assets are valued when added to the register, and the importance of reviewing and updating the register. A member volunteered to photograph all existing assets, and the meeting discussed options for maintaining an electronic version of the asset register.  RESOLVED to REVIEW and revise the existing asset register to present for consideration at a future meeting. ACTION: Members and Clerk.

25-05-24/25 To agree the members of the Personnel Committee and approve the associated Terms of Reference.

Cllrs Roberts, Foster and James agreed to join the Personnel Committee. RESOLVED to APPOINT three councillors to the Personnel Committee. ACTION: Clerk to update associated Terms of Reference on the PC website.

26-05-24/25 To agree to create a Finance Committee and to approve the associated Terms of Reference and Committee members. Cllrs Jago and Sutherland agreed to join the Finance Committee with a third member to be identified before the first committee meeting. RESOLVED to APPOINT three councillors to the Finance Committee. ACTION: Clerk to update associated Terms of Reference on the PC website.

27-05-24/25 To agree to defer the review and approval of PC policies not listed above, including those for Hemswell Burial Authority according to date written/approved or produced under the Scheme of Delegation.

RESOLVED to NOTE the deferral of other policies not listed under minute 21-05-24/25 and as per the agreement to identify those that can be amended to a two/three review cycle.

28-05-24/25 To review and agree on the date, time and place of forthcoming PC meetings. Members agreed to continue the pattern of third Monday, bi-monthly as follows:

2024 15 July, 16 Sept, 18 Nov,

2025 20 Jan, 17 March, 19 May.

Meetings to be held in the Hemswell & Harpswell Village Hall at 7.00 pm unless otherwise advertised.

RESOLVED to NOTE the date, time and place of forthcoming PC meetings. ACTION: Clerk to add details to PC website.

29-05-24/25 To receive an update report regarding access along the footpath from Hemswell to Harpswell (FP19). The clerk provided background to this item, explaining that the Right of Way is designated as a footpath – the legal definition of which is "footpath means a highway over which the public have a right of way on foot only” (Highways Act 1980), and advised of the correspondence late 2023/early 2024 between the landowners, Lincs County Council Highways Officer and the Ramblers Don’t Lose your Way Coordinator (see minutes Nov 2023 & Jan 2024). The Lincs CC Highways Officer met with Limestone Farming Company and landowner Rosemary James in early April 2024 to discuss the footpath, condition and legal status of the stiles and the responsibility of the landowners regarding access along the footpath. Subsequently, the LCC Highways Officer contacted the PC and the landowners to confirm that LCC have determined that the stiles are ‘legally present’ and provided that they continue to be maintained by the landowners, LCC cannot enforce the replacement of the stiles with gates. Given the risk of gates being left open and stock straying and the possibility of gates allowing access to quadbikes, etc, the landowners have advised they do not favour replacing stiles with gates. The landowners have confirmed they will continue to discharge their responsibilities for maintaining the stiles as safe and reasonably easy to use (Public rights of way: landowner responsibilities - GOV.UK (www.gov.uk)) as they have done for many years and expressed the wish that walkers and residents of Hemswell and Harpswell will continue to enjoy the footpath.  RESOLVED to NOTE the update report.

FINANCIAL MATTERS  

30-05-24/25 To receive the financial report and approve/ratify payments.

Bank Balances as of 17 May 2024:  Current Account: £22,395.82    Deposit Account: £3239.62

VAT A VAT claim for the period of October 2023 – 31 March 2024 for the amount of £402.59 was submitted 6th May 2024.

RECONCILIATION OF ACCOUNTS Reconciliation of the accounts for the months of April, May & June will be undertaken in July 2024 by a councillor (excluding the Chair).

EXPENDITURE OVER £100.00 Transparency Code for Smaller Authorities (DCLG 2014) requires the PC to publish a list of all payments over £100 (NET). Details of these payments can be found on the PC website.

RESOLVED to ACCEPT the Financial Report as an accurate record.

31-05-24/25 To receive and approve the Annual Governance and Accountability Return 2023/2024 documents. All draft documents were circulated to members and the Internal Auditor before the meeting.

31-05-24/25 i. Annual Internal Audit Report The Internal Auditor Report was received and noted. RESOLVED to publish the IA Report to the PC website. ACTION: Clerk.

31-05-24/25 ii. Annual Governance Statement (Sct 1) The statement presented by the RFO was reviewed and approved. Chair and clerk signed and dated the document. RESOLVED to publish Sct 1. to the PC website. ACTION: Clerk.

31-05-24/25 iii. Accounting Statements (Sct 2) including review of S137 spend. The RFO explained the reason for restating the FY 2022/2023 Accounting Statement. Members accepted the explanation and approved the statements. The statement sheet was signed and dated by the RFO before presenting to council and signed and dated by the Chair. s137 spend was highlighted in the accounting spreadsheets as £691.89 from the available £2760.54. RESOLVED to publish Sct 2. to the PC website. ACTION: Clerk.

31-05-24/25 iv. Bank Reconciliation. The RFO presented the year-end bank reconciliation, verified as a true and accurate record by the Chair. RESOLVED to publish the bank reconciliation sheet to the PC website. ACTION: Clerk.

31-05-24/25 v. Explanation of Variances Variances of 15% or above must be reported. The RFO stated the variances with explanations. RESOLVED to publish the explanation of variances to the PC website. ACTION: Clerk.

31-05-24/25 vi. Exercise of Public Rights. The notice to be displayed for the period commencing Wed 3 June 2024 ending on Fri 12 July 2024. RESOLVED to publish the Notice of Exercise of Public Rights to the PC website. ACTION: Clerk.

31-05-24/25 vii. Certificate of Exemption Form 2. Members resolved to declare that Hemswell PC is exempt from the requirement for a limited assurance review for the purposes of the Annual Governance and Accountability Return 2023/2024 and approved the signing of the certificate of Exemption Form 2. The Chair and RFO signed and dated the Certificate of Exemption. ACTION: Clerk to return the Certificate of Exemption to external auditor no later than 30th June 2024 and publish to the PC website.

32-05-24/25 PLANNING MATTERS – NONE RECEIVED

33-05-24/25 REPRESENTATIVE REPORTS - Invitations to receive reports were extended to County & District Cllrs., PCSO, Village Hall Committee (and external agencies and sub-committees as appropriate). No reports were received in time for the PC meeting.

34-05-24/25 DATE OF NEXT MEETING – To resolve to note the date and time of the next Parish Council Meeting - Monday 15th July 2024, 7:00 pm. 

Meeting Closed: 8:15 pm