2025 Parish Council Meeting Minutes

UNADOPTED Minutes of the Annual Parish Council Meeting Monday 19th May 2025

Present: Parish Councillors:  Cllr. J. Roberts (Chair), Cllr. P. Sutherland, Cllr. G. Jago, Cllr. R. James.  Member(s) of the Public (MoP): 3. In attendance: County Cllr. C. Reeve, District Cllr. P Howitt-Cowan. Clerk: E. Raymond. 

Public Forum

i. A resident raised the issue of the deplorable state and appearance of the verges along Bunkers Hill due to debris from recent tree works and litter and rubbish that has been piled in the gateway of Limestone Farming Company for some considerable time. The area outside the gate is also reported to be used for dumping grass cuttings and other rubbish. Members discussed the cause of the problem and agreed to follow up on the matter with the appropriate bodies to arrange for litter and debris to be cleared and tidied. 

ii. The District Council raised concerns over the safety of the children crossing the road from the school bus stop on Harpswell Hill to the layby on the opposite side. This has been a long-standing issue, and the County Councillor was asked whether the bus could stop in the layby, where parents are waiting in their cars, to avoid the risk of crossing a busy road part-way up a hill. The County Councillor indicated this was a matter that could be investigated. 

iii. A member raised the matter of dog waste, which regrettably has again become a problem in the village, with fouling reported along the Beck and on local footpaths. Dog mess is the most unacceptable and offensive type of litter on our streets, and the PC reported it will use notices and social media to make clear it is a legal offence to fail to clear up after a dog and to fail to carry an ‘appropriate device’, i.e., a dog waste bag. The PC will contact WLDC to request targeted village patrols by a dog warden and encourage residents who witness dog fouling to report directly to the District Council. Fixed penalty notices can be issued, ultimately prosecuting those who do not clear away dog fouling. Residents were encouraged to report dog fouling via the WLDC website https://www.west-lindsey.gov.uk/communities-safety/community-safety/dog-fouling

The Chair thanked the public for their contributions and convened the Parish Council meeting at 7:33 pm.

AGENDA

07-5-25/26 To elect the Chair of the Parish Council and 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. J. Roberts duly signed the Declaration of Acceptance of Office. RESOLVED to ELECT Cllr. J Roberts as Chair of Hemswell PC. Action: Clerk to retain paperwork as per policy.

08-5-25/26 To elect the Vice Chair and receive the Declaration of Acceptance of Office. Cllr. R. James was proposed and seconded for election as Vice-Chair. The motion was unanimously carried and Cllr. James duly signed the Declaration of Acceptance of Office. RESOLVED to ELECT Cllr. R. James as Vice-Chair of Hemswell PC. Action: Clerk to retain paperwork as per policy.

09-5-25/26 APOLOGIES FOR ABSENCE – Apologies received from Cllr. A. Horsfield for absence due to a prior engagement. PC accepted apologies and the reason for absence. All other members were present. 

10-5-25/26 DECLARATIONS OF INTEREST AND DISPENSATION REQUESTS – None received.

11-5-25/26 NOTES - To consider and resolve to approve the Minutes of the Extraordinary Meeting held Thursday, 17 April 2025, and to sign as agreed minutes. RESOLVED that Minutes of the Extraordinary Meeting held 17 April 2025 be approved and signed as a correct record.

12-5-25/26 REVIEW OF ACTION ITEMS –The clerk summarised actions from the previous meeting/correspondence, highlighting the following: 

• A risk assessment has been made should it be necessary to use ladder access to mount the ribbon ring to the Maypole rather than by Cherry Picker/lifter.
• The Maypole painting and ribbon ring attachments have been completed and fitted. 
• PC policy revisions from previous meetings have been completed and posted to the PC website. 
• The PC insurance renewal questionnaire had been agreed upon and returned to the broker. 
• Planning application responses on behalf of the PC had been written and returned to WLDC.
• PCC grant application paperwork for grass cutting support has been completed per policy.
• The new bench had been placed along the Beck. Permanent fixing arrangements are ongoing, as is the installation of the new noticeboard for the civil cemetery.  

RESOLVED to NOTE the review of action items.

13-5-25/26 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 meetings, relevant news/email circulation, policy revisions, co-option arrangements, and the first 2025 PC newsletter issued. 

Correspondence

• Requested WLDC to reposition street name off Maypole St. (bungalow numbers). Permission is being sought from the VH Committee to move the sign higher and affix it to the playground perimeter fence.
• Application for a donation toward PCC Churches Event (Item 8h).

Responsible Financial Officer (RFO) 

• Financial matters, year-end tasks, preparation for Annual Governance & Accountability Report (Item. 9) 

Burial Clerk  

• Correspondence and visit to Hemswell Cemetery regarding a request for internment of ashes and purchase of burial plots.
• Work is ongoing to transfer historical written information to an updated burial map and create a new searchable database for Hemswell Civil Cemetery. The clerk to contact those holding reservations/Exclusive Rights of Burial where interment in specific plots is no longer possible. 

RESOLVED to NOTE the review of action items.

BUSINESS MATTERS FOR CONSIDERATION:

14-5-25/26 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)

RESOLVED to APPROVE the policies (i-iii) listed above per marked-up revisions. ACTION: Clerk to publish revised policies and update the PC website and policy spreadsheet.

14-5-25/26 b. To review the PC insurance provision and quotation and resolve to authorise renewal. Members discussed the quotation, noting the slight annual fee increase (£4.99). The clerk advised the LTA policy expires June 2026 and that quotations will be sought from existing and other providers before Sept/Oct 2025, when the Finance Committee meet to discuss the next FY budget. RESOLVED to APPROVE the payment of £472.71 to renew the annual insurance policy. ACTION: Clerk to arrange payment and liaise with Gallagher for renewal documents and publish/update on the PC website as appropriate. 

14-5-25/26 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)

Members agreed that the services provided by LALC are important for members, staff, and the PC and that as all items had been costed and budgeted for, membership/subscriptions listed above should continue. RESOLVED to APPROVEthe itemised membership/subscriptions for the current FY. ACTION: Clerk to administer as appropriate. 

14-5-25/26 d. To review the Parish Council’s Asset List. The clerk explained the purpose of the PC asset register, currently holding assets valued at £6862, how assets are valued when added to the register (asset value versus insurance value) and the importance of reviewing and updating the register. The clerk informed members the asset register had been reviewed as part of the Internal Audit and AGAR to create V3.1 April 2025. Members were asked to notify the clerk of any damage or deterioration of assets to ensure the register is updated. RESOLVED to NOTE that the asset register is accurate and current. ACTION: Members and Clerk. 

14-5-25/26 e. To agree on the members of the Finance Committee and approve the associated Terms of Reference. Cllrs. Jago, Sutherland and James agreed to remain members of the Finance Committee and approved the ToR. RESOLVED to APPOINT three councillors to the Finance Committee. ACTION: Clerk to update associated Terms of Reference on the PC website. 

14-5-25/26 f. To agree to defer the review and approval of PC policies not listed above, including those for Hemswell Burial Authority, according to the date written/approved or produced under the Scheme of Delegation. Members agreed that reviewing policies/procedures on a rolling programme was a better arrangement than reviewing all at the Annual meeting and resolved to continue with this approach. RESOLVED to NOTE the arrangements for policy review.

14-5-25/26 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. Members confirmed the schedule was still suitable and agreed ordinary PC meetings would be held on 21 July, 15 September, 17 November, 19 January 2026, 16 March 2026, and 18 May (TBC). EO and Committee meetings will be arranged as needed. RESOLVED to NOTE the date, time and place of forthcoming PC meetings. ACTION: Clerk to check availability of Village Hall for meeting dates and add details to PC website/noticeboard. 

14-5-25/26 h. 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. Members had received copies of the application, and the clerk described the reusable nature of the boards, feedback from the event that commented on good signage and the grant could be made under LGA 1972, s 144 (Power to encourage visitors/promote tourism). Members commented that the printed boards represented good value for money and agreed to award the application, noting that the PC would appreciate more interaction/reporting from the PCC on church events and activities.

FINANCIAL MATTERS

15-5-25/26 a. To receive the financial report and approve payments. The RFO report was circulated to members before the meeting. 

Unity Trust Bank Accounts: (18/05/2025)      Current Account: £5041.72    Instant Access Account: £19,887.10

Total Cash in Bank £24,919.82

A VAT refund of £717.07 was received on 9/5/2025 and will be transferred to the Instant Access Account to accrue interest as part of Earmarked Reserves.

RECONCILIATION OF ACCOUNTS Reconciliation for the FY end was undertaken by Cllr. Jago 23/4/2025 and included within the Internal Audit in preparation for AGAR.

CIL for the FY end was £261.47; this amount being carried from the previous FY. The PC has submitted the CIL report to WLDC.

S137 Expenditure was reported as £1000.00 (net) for the FY 2024-2025.

15-5-25/26 b. To receive and approve the Annual Governance and Accountability Return (AGAR) 2024/2025. Draft accounts and statements were circulated to members and the Internal Auditor before the meeting.

15-5-25/26 b i) Annual Internal Audit Report The Internal Auditor Report was received and noted as completed with all objectives marked as ‘YES’ (except those N/A). RESOLVED to publish the IA Report to the PC website. ACTION: Clerk.

15-5-25/26 b ii) Annual Governance Statement (Sct. 1) All members reviewed and approved the governance statements read by the RFO. The Chair and Clerk signed and dated the document. RESOLVED to publish the Annual Governance Statement, Sct 1. to the PC website. ACTION: Clerk.

15-5-25/26 b iii) Accounting Statements: including review of S137 spend. The statement sheet was signed and dated by the RFO before being presented to members with an explanation of the figures. The statement was signed and dated by the Chair. s137 expenditure was highlighted in the accounting spreadsheets as £1000.00 for the FY. RESOLVED to publish Accounting Statements, Sct 2. to the PC website. ACTION: Clerk.

15-5-25/26 b iv) Bank Reconciliation The RFO presented the year-end bank reconciliation, verified as a true and accurate record. RESOLVED to publish the bank reconciliation sheet to the PC website. ACTION: Clerk.

15-5-25/26 b v) Explanation of Variances Variances of ³ 15% on specific accounting figures must be reported. The RFO highlighted variances with supporting explanations. RESOLVED to publish the explanation of variances to the PC website. ACTION: Clerk.

15-5-25/26 b vi) Exercise of Public Rights The notice is to be displayed for the period commencing Tues, 3 June 2025 and ending on Mon, 14 July 2025. RESOLVED to publish the Notice of Exercise of Public Rights to the PC website. ACTION: Clerk.

15-5-25/26 b 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 2024/2025 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 the external auditor no later than 30 June 2025 and publish to the PC website. 

16-5-25/26 PLANNING MATTERS  None received.

17-5-25/26 DATE OF NEXT MEETING – To resolve to note the date and time of the next Parish Council Meeting as Monday 21 July 2025, 7.00 pm. 

Meeting concluded: 8:10 pm

UNADOPTED