2025 Parish Council Meeting Minutes

Minutes of the Ordinary Parish Council Meeting Monday 17th March 2025

Present: Parish Councillors:  Cllr. J. Roberts (Chair), Cllr. M. Foster (Vice-Chair), Cllr. P. Sutherland, Cllr. R. James, Cllr. G. Jago. Clerk: E. Raymond. Member(s) of the Public (MoP): 8

Public Forum Start 7:00 pm. 

i. A resident complained about the state of the road surfaces in the village, not improved despite recent road sweepings. Resident feels the roads remain in a dreadful condition despite the amount of money spent on ‘improvements’. The resident asked the PC to follow up with LCC. 

ii. Several members of the public raised objections and commented on the aesthetics of the proposed new building in Brook Street (see Planning Application – see Minute Ref 99-03-24/25).

iii. An update on the status of the Planning Application was provided by a member of public.

The Chair thanked the public for their contributions and convened the Parish Council meeting at 7:13 pm. 

AGENDA

91-03-24/25 CHAIRPERSON WELCOME & REMARKS Cllr. Roberts opened the meeting and welcomed everyone.

92-03-24/25 APOLOGIES FOR ABSENCE All members present. Apologies received from District Councillor Paul Howitt-Cowan.

93-03-24/25 DECLARATIONS OF INTEREST AND DISPENSATION REQUESTS None received. 

94-03-24/25 NOTES To consider and resolve to approve and sign as agreed the:

a. Minutes of the PC Meeting held Monday 20th January 2025 

b. Minutes of the PC Personnel Committee Meeting held Monday 20th January 2025 

Members confirmed they had received and reviewed copies of the unadopted minutes. 

RESOLVED that Minutes as listed above be approved and signed as a correct record.

95-03-24/25 REVIEW OF ACTION ITEMS To review the action list and receive updates from those responsible for the actions. The clerk reported on items arising from the meeting of 20th January 2025, including:

• Status of line markings on Bunkers Hill. Matter unresolved and to be reported again to FixMyStreet.
• Tree works on Bunkers Hill require follow-up to establish if the work has been completed, given that < 5 trees have been removed to date.
• New bench and signage for the Beck, together with noticeboard for cemetery purchased/delivered and will be installed when the weather permits.
• Maypole repainting completed on 7th March 2025. Touch-up to some of the lower stripes to be made when the ribbon ring is attached. See Clerk’s Report.
• PC policy revisions agreed at the previous meeting had been made and uploaded to PC website.
• The Final Precept demand of £10,000.00 submitted to WLDC on 23rd January 2025 with payment due 1st April 2025.
• Direct Debit set up with HMRC for PAYE payments. 
• Speed Indicator Device (SID) moved to Bunkers Hill – data from previous locations will be included in next PC newsletter

RESOLVED TO NOTE the review of action items.

96-03-24/25 CLERK’S REPORT To receive the clerk’s report on correspondence/communications, outstanding matters, and items dealt with under the Scheme of Delegation.

Clerk to Parish Council Matters - Regular duties, follow-up actions from previous meeting, circulation of relevant news/emails, responses to emails, policy revisions, etc. 

Correspondence of note

• Cemetery works – visit and quotation. [See Minute Ref 97-03-24/25 c.]
• Grass cutting contractor - new season cutting arrangements and email correspondence regarding problems with moles in the cemetery grounds.
• Clerk has submitted a request to WLDC to replace the ‘open top’ waste bin in front of the Pinfold with a suitable ‘covered bin’ (not a dog waste bin).
• WLDC Notice of Elections information received from WLDC – County Councillor 1st May 2025.
• Planning Application – 17B Church Street. [See Minute Ref 99-03-24/25.]

Responsible Financial Officer (RFO) 

• Financial accounts, invoices for transaction, budget and financial year end preparations. 

Burial Clerk  Ongoing work to transfer historical written records to a searchable database and update the burial map for Hemswell Civil Cemetery.

The clerk updated members regarding discussions and proposals to provide alternative mechanisms to affix ribbons to the Maypole for the annual celebrations. The clerk described how the majority of villages with tall, fixed Maypoles do not attach ribbons to dance around them (historically only Morris dancers would dance around the pole). Most villages have smaller, moveable poles for ribbon dancing. Villages that do have ribbon dancing around tall Maypoles face similar issues as Hemswell PC regarding safe access, working from ladders, and secure mounting of ribbons, etc. The PC are grateful to the resident who has fixed the ‘belt’ onto the Maypole for many years but felt alternatives should be explored. As previous PC meetings [July 2024 Minute Ref:42-07-24/25 b.] the PC agreed to look at alternative mounting methods including hire of ‘cherry pickers’ which is estimated to be circa £500 pa. 

The clerk stated that PC insurance covers employees, councillors and volunteers for work whilst undertaking business activities, but only subject to a suitable and sufficient risk assessment carried out by a ‘competent’ person. Design of a robust, demountable, ribbon-ring was proposed that could be fitted each year, subject to a risk assessment and use of appropriate work equipment, PPE, ‘banksman’ etc. Members reviewed the proposal and discussed provisional costs, design and timescales for making a suitable ‘ribbon ring’. 

RESOLVED TO NOTE the clerk’s report and to instigate fabrication and mounting of a robust ribbon ring onto the Maypole. ACTION: Clerk to undertake the risk assessment for mounting/demounting the ribbon ring and to liaise with SILO FM for touch-up painting and mounting the ring in time for the first dance rehearsal on 21st April 2025. 

BUSINESS MATTERS FOR CONSIDERATION:

97-03-24/25 a. To review and approve the following PC policies:

i. Scheme of Delegation (V1.2 April 2024)     ii. Equality, Diversity & Inclusion (V1.1 Feb 2024   iii. Communications & Media Policy (V1.0 March 2024)

The Chair confirmed with members that proposed policy revisions/updates were appropriate. Members agreed policies should be updated per marked-up documents and published to the PC website. 

RESOLVED to ADOPT policy revisions and upload to PC website. ACTION: Clerk to add revised policies to PC website and update internal PC policy spreadsheet.

97-03-24/25 b. To review and approve continuation with the LCC Parish Grass Cutting Agreement 2025.

Supporting documents were circulated to members for consideration before the meeting. Members discussed the grassed areas included in the scheme and the financial benefits of remaining in the scheme to help offset the cost of parish grass cutting incurred by the PC.

RESOLVED to CONTINUE with the LCC Parish Grass Cutting Agreement 2025. ACTION: Clerk to complete and return LCC letter of confirmation before 1st April 2025.

97-03-24/25 c. To consider a specification and quotation for repainting the gates and refurbishing the PC bench in Hemswell Civil Cemetery.  The clerk advised members that only one quotation had been received for the works. Members considered the material and labour costs (quotation totalling £912.00) against the purchase of new equivalent items (i.e. replacement bench for the Beck cost £510.00 inc. VAT).  Issues of maintenance costs, longevity, and current use of benches were considered. A member suggested the PC introduce a rolling programme of bench refurbishment/replacement, and whether apprenticeships/volunteer schemes to rejuvenate the benches could be explored to help offset costs. 

After further consideration of the quotation, it was agreed to appoint the contractor to carry out the work, which could be undertaken in late April/May 2025. 

RESOLVED to APPROVE the quotation and appoint the contractor. ACTION: Clerk to contact the contractor and arrange a date for works to commence. 

97-03-24/25 d. To review the existing insurance cover (Pre-Renewal Questionnaire) for the PC Hiscox Insurance policy (renewal due 1st June 2025). Members received copies of the existing three-year LTA schedule of insurance and Pre-Renewal Questionnaire and reviewed the existing cover arrangements. After discussion, members agreed no material changes were required to the schedule and concluded the Pre-Renewal Questionnaire be completed and returned as requested by Hiscox. Renewal payment due 1st June 2025. 

RESOLVED to SUBMIT the Pre-Renewal Questionnaire to continue with existing schedule and insurance cover. ACTION: Clerk to return the completed questionnaire before deadline of 1st April 2025. 

FINANCIAL MATTERS 

98-03-24/25 a.   To receive the financial report and approve/ratify payments.  Receipts and payments summary for the period 19 January- 15 March 2025

Unity Trust Bank Account: Balances as follows: (15 March 2025)

Current Account:                                                 £2889.09

Instant Access (Savings) Account:          £16,775.77          TOTAL CASH IN BANK = £19,664.86

Expenditure over Jan – March 2025 included regular staff costs, purchase of a recycled plastic bench and signage for the Beck, membership fees for LALC, internal auditor fees, village hall hire and bank service charges. Invoices for repainting of the Maypole, staff salary and expenses will be settled before the end of current financial year (31st March). The precept of £10k for 2025-2026 is due 1st April 2025. Income of £633.18 received for backdated rates rebate for Hemswell Civil Cemetery. 

Payments for approval/ratification as below:

Earmarked Reserves currently stand at £9783.20

VAT against non-business expenditure currently stands at £188.57. The claim will be submitted at the end of the current financial year. 

RECONCILIATION OF ACCOUNTS for the period of Nov 2024 – Jan 2025 was undertaken by Cllr Jago in February 2025.

EXPENDITURE OVER £100.00 The 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. 

PREPARATION FOR YEAR END – Annual Governance & Accounts Report will be prepared for presentation at the May Annual PC Meeting.

98-03-24/25 b.    To consider an application for a grant from the PCC toward the cost of grass cutting in All Saints churchyard. Members reviewed the application under the terms and conditions of its Grant/Donation Policy and the agreed budget figure for this FY. Members agreed the PC should adhere to the budgeted figure, as it had for the Village Hall Committee application. The clerk encouraged any eligible organisations to approach the PC early when seeking grants/donations as per the terms of its Grant/Donation policy.  

RESOLVED to AWARD a grant of £500.00 to the PCC from this FY. Expenditure to be recorded against LGA 1972, s137. ACTION: Clerk to issue Grant Award letter to the PCC and arrange payment. 

RESOLVED to ACCEPT the Financial Report as a true and accurate record. 

99-03-24/25 PLANNING MATTERS To discuss Planning Application WL/2025/00206 to erect 1no. dwelling, Old Blacksmiths Forge, 17B Brook Street, Hemswell. Documents available via: https://westlindsey-publicportal.statmap.co.uk/horizoNext/publicportal/planningapplications/149229

Members had access to planning documentation ahead of the meeting and the Chair sought individual views from members.  The Chair concluded that while the PC identifies and acknowledges the public concerns and feedback from the residents of Hemswell regarding the aesthetic of the proposed building, it has no material grounds on which to object to Application WL/2025/00206. 

RESOLVED to SUBMIT the PC response to WLDC before the consultation deadline. ACTION: Clerk to submit response on behalf of Hemswell PC. 

100-03-24/25 REPRESENTATIVE REPORTS Invitations to receive reports extended to County & District Cllrs., PCSO, Village Hall Committee (and external agencies and sub-committees as appropriate). 

William Barker, Chair of Village Hall Committee, gave a short report stating that financial circumstances are unchanged from the previous report. VH Accounts have been submitted for FY 2023-24 and the accounts for 2024/5 will be submitted on time. The damp in the VH has been addressed and hopefully will resolve as the fabric of the building dries out. The VH committee is focussing on planning for May Day and seeking support from community. An article and flyer will go out with the April edition of the Trent Cliff Gazette. The YMCA organisation is supporting the VH with forward planning, policies, etc. 

The clerk provided a summary of the local police report for Hemswell and details of forthcoming events in April. 

101-03-24/25 DATE OF NEXT MEETINGS To resolve to note the date and time of the next meetings as follows:

• Annual Meeting of the Parish - Monday 19th May, 6:30 pm
• Annual Meeting of the Parish Council – Monday 19th May, 7:00 pm.

Meeting Closed: 20:09