19 May 2025 - Annual Meeting of the Parish Council
To: All Members of Hemswell Parish Council
You are hereby summoned to attend the Annual Meeting of Hemswell Parish Council, to be held on Monday 19th May 2025, commencing at 7.00 pm in the Hemswell and Harpswell Village Hall, Maypole Street, Hemswell. The business to be dealt with at the meeting is listed in the agenda.
E Raymond, E. Raymond. Clerk. 13.05.2025
The meeting is open to the public, who may submit questions or statements in writing to the Clerk by noon on the meeting day. At the Chair’s discretion, prior to the start of the PC meeting, there will be up to a 20-minute public participation when members of the public may ask questions or make short statements for a maximum of 5 minutes. Matters raised during the public participation session may not necessarily be discussed at this meeting but may be replied to via post or email or added to a future agenda. Members of the public are expected to be polite, civil and respectful at all times during the meeting.
AGENDA
1. To elect the Chair of the Parish Council and to receive the Chair’s Declaration of Acceptance of Office.
2. To elect the Vice Chair and to receive the Declaration of Acceptance of Office.
3. APOLOGIES FOR ABSENCE – To receive and accept valid reasons for apologies for absence, these having been submitted to the clerk before the meeting.
4. DECLARATIONS OF INTEREST AND DISPENSATION REQUESTS – To receive declarations of interest in accordance with the Localism Act 2011 concerning matters in this agenda and to consider requests for dispensations.
5. NOTES - To consider and resolve to approve the Minutes of the Extraordinary Meeting held Thursday 17April 2025 and to sign as agreed minutes.
6. REVIEW OF ACTION ITEMS – To review the action list and receive updates from those responsible for the actions.
7. CLERK’S REPORT – To receive the clerk’s report on correspondence/communications and outstanding matters and items dealt with under the Scheme of Delegation.
8. BUSINESS MATTERS FOR CONSIDERATION:
a. To review and approve the following policies and documents:
i. Standing Orders (V2.2 April 2024)
ii. Financial Regulations (V2.0 May 2024)
iii. Code of Conduct (WLDC V1.0 May 2024)
b. To review the Parish Council insurance provision and quotation and resolve to authorise renewal.
c. To review and approve the Parish Council’s membership/subscriptions to external agencies:
i. LALC membership (£191.00 budgeted)
ii. LALC Internal Auditor Service (£172.00 budgeted)
iii. Information Commissioner Office Registration Fee (£37.00)
iv. WLDC Green Waste Bin (£48.00)
d. To agree to review and revise the Parish Council’s Asset List (V3.0 May 2024).
e. To agree the members of the Finance Committee and approve the associated Terms of Reference.
f. 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.
g. To review and agree on the date, time and place of forthcoming PC meetings as being the third Monday of July 2025 and bimonthly thereafter.
b To consider an application from All Saints PCC for a donation toward the cost of promoting the WL Churches Festival held 10-11th May 2025.
9. FINANCIAL MATTERS
a. To receive the financial report and approve payments.
b. To receive and approve the Annual Governance and Accountability Return 2024/2025 documents:
i. Annual Internal Audit Report
ii. Annual Governance Statement
iii. Accounting Statements: including review of S137 spend
iv. Bank Reconciliation
v. Explanation of Variances
vi. Exercise of Public Rights - proposed Tuesday 3 June 2025 ending on Monday 14 July 2025
vii. Certificate of Exemption Form 2. To resolve to declare that the authority is exempt from the requirement for a limited assurance review for the purposes of the Annual Governance and Accountability Return 2024/2025 and to approve the signing of the certificate of Exemption Form 2.
10. PLANNING MATTERS - None received
11. DATE OF NEXT MEETING – To resolve to note the date and time of the next Parish Council Meeting.