2025 Parish Council Meeting Minutes

UNADOPTED Minutes of the Ordinary Parish Council Meeting Monday 21st July 2025.

Present: Parish Councillors:  Cllr. J. Roberts (Chair), Cllr. R. James (Vice-Chair), Cllr. P. Sutherland, Cllr. G. Jago, Cllr. Andrew Horsfield.  Member(s) of the Public (MoP): 5. In attendance:  District Cllr. P Howitt-Cowan.  Clerk: E. Raymond. 

Public Forum Start 7.00 pm

i.  A resident thanked the PC for its submission to WLDC in support of concerns raised by residents regarding the Planning Application WL/2025/00581, The Hideaway, 12A Weldon Road, Hemswell.

The Chair thanked the public for their attendance and contributions and convened the Parish Council meeting at  7:05 pm.

AGENDA

25/7-25/26       WELCOME & CHAIRS REMARKS  Cllr. Roberts opened the meeting and welcomed everyone.

26/7-25/26 APOLOGIES FOR ABSENCE County Cllr. Chris Reeve sent his apologies for absence and offered his assistance with any matters that may arise from the meeting. All PC members present. 

27/7-25/26 DECLARATIONS OF INTEREST AND DISPENSATION REQUESTS A non-registerable interest was received from Cllr. Andrew Horsfield concerning Agenda Item 7a (Co-option). No dispensation was granted, and it was agreed that Cllr. Horsfield could remain in the meeting room for Item 7a, but could not join the discussion or vote on co-option.

28/7-25/26 NOTES To consider and resolve to approve the Minutes of the Extraordinary Meeting held Thursday, 3rd July 2025, and to sign as agreed minutes. RESOLVED that Minutes of the Extraordinary Meeting held on 3rd July 2025 be approved and signed as a correct record. 

29/7-25/26 REVIEW OF ACTION ITEMS – The clerk summarised actions from the previous meeting/correspondence, highlighting the following: 

• Grassed area on Bunkers Hill in front of the Limestone Farming Ltd. field. Rubbish had been cleared from the gateway by Limestone Farming, but the verge remains overgrown and unsightly. The clerk had requested and received a quote for clearing nettles/thistles from the area. The PC to consider.
• Safety issues concerning the location of the school bus drop-off along Harpswell Hill. To raise again with County Cllr.
• Dog fouling. The clerk advised that WLDC no longer has a dog warden service and, therefore, will continue using social media/notices to encourage residents to report dog fouling via the WLDC website. PC to continue raising public awareness via signage or ultimately seek support from WLDC for CCTV/anti-social behaviour/Public Space Protection Orders.
• Paperwork from Annual PC meeting (May 2025) completed and sent to WLDC.
• PC website updated with policy revisions, insurance renewed, AGAR documents published to website & certificate of Exemption claimed, Exercise of Public Rights displayed.
• Donation paid to All Saints Church, Hemswell for signage (WL Churches Festival).

RESOLVED TO NOTE the review of action items. 

30/7-25/26 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 - Regular duties, follow-up actions from previous meeting, circulation of relevant news/emails, policy revisions, etc.
• Correspondence -
  • WLDC request to reposition street name off Maypole St. (bungalow numbers) ongoing. 
  • Community Grant Expression of Interest (Agenda Item).
  • Mr Stuart Nicolls, CEO Illuminate Care Gp regarding Planning Application, Weldon Rd. 
• Responsible Financial Officer (RFO)  - Financial matters, payment/receipt transactions, bank reconciliations.
• Burial Clerk 
  • Cemetery wooden post supports treated, gates re-painted and re-hung.
  • First phase tree and shrub pruning completed, overgrown grave clearance started.
  • Records updating and ongoing.
  • Memorial safety work – seven memorials identified as Classification 1 (high risk have been staked and banded to prevent injury to visitors and contractors. 
  • Efforts to contact memorial owners/Exclusive Rights of Burial grant holders ongoing. Clerk seeking assistance from residents, funeral directors, etc. for this. 

RESOLVED TO NOTE the clerk’s report.

BUSINESS MATTERS FOR CONSIDERATION: 

31/7-25/26 a. To receive written applications for the office of Parish Councillor for co-option to fill existing vacancies. The Chair thanked Mrs Tracey Horsfield for her interest in becoming a parish councillor and submission of the completed application form. The Chair suspended the meeting (SO 10.a.xiv) to invite Mrs Horsfield to speak. Mrs Horsfield described her background and skills, including the contributions she felt she could offer, in particular her determination to ensure that Hemswell remains a desirable place to live and work. The Chair thanked Mrs Horsfield for her willingness to join the PC and reconvened the meeting. Members voted, by a show of hands, on the proposal to co-opt Mrs Tracey Horsfield to Hemswell PC. An absolute majority of votes cast (as per LGA 1972, sch 12, s 39(1-2)) was recorded, and Mrs Horsfield was duly co-opted. The Acceptance of Office form was signed in the clerk’s presence, and Mrs Horsfield took her seat with council members.  RESOLVED to CO-OPT Mrs Tracey Horsfield to the position of Parish Councillor. ACTION: Clerk to notify and return appropriate completed paperwork to WLDC.

31/7-25/26 b. To consider projects/activities suitable for submission to the WLDC Community Grant Funds. Two provisional expressions of interest have been submitted: i) to design and install accessible access into the Pinfold (seeking circa £5k from WLDC), ii) to continue improvements in the cemetery (seeking circa £1200 funds from WLDC). Members agreed that it would be appropriate to advance improvements to the Pinfold, but that cemetery works should be supported from current earmarked reserves/donations. 

Members were invited to identify other potential projects/events and discussions centred on progressing works along the Beck to improve accessibility for pushchairs/wheelchairs, upgrading handrails on the bridge, installing new bat boxes/nesting boxes, and potentially, to dredge and restore the natural pond that is currently badly overgrown, silted and in poor condition. Members agreed this would be a high-cost project requiring professional contractors and heavy machinery to clear the pond, but it would also be an excellent voluntary/community group project. Projects would need to be supported from PC earmarked funds.  

RESOLVED  that the PC should explore the Pinfold and Beck projects further. ACTION Members to support the clerk in developing outline costings for submission of an expression of interest to the appropriate WLDC Community Grant Scheme. 

On matters of safety, but outside the scope of the WLDC grants, 

i. A member proposed installing a convex traffic mirror on the corner of Dawnhill Lane and Church Street, to reduce the dangers presented by the blind corner to pedestrians and traffic. The RFO suggested this would be affordable from existing earmarked reserves for street furniture, subject to the necessary permissions from LCC/Lincolnshire Road Safety Partnership (LRSP). RESOLVED to seek advice and help from LCC/LRSP. ACTION Clerk to contact LCC/LRSP for advice.

ii. All members and the public raised concerns regarding speeding vehicles on Middle Street (B1398) and the urgent need to protect vulnerable school children crossing the road to/from the bus stop, described as an ‘accident waiting to happen’.  Similar worries were raised for Harpswell Hill. Concerns included the lack of speed monitoring along the B1398, evidence of dangerous overtaking, and a lack of support from LCC when issues were raised by the new PC member.  

RESOLVED to seek advice and help from the County Cllr. including whether the PC Speed Indicator Device can be placed on an appropriate section of Middle Street, or a Speed Watch group set up. ACTION Clerk to raise the matter with the County Cllr/LCC/LRSP.

31/7-25/26 c. To consider updating the PC plaques placed on the bench within Hemswell Civil Cemetery. The clerk explained the background of the three brass plaques, engraved with the names of long-standing members of the PC and placed on the bench in the cemetery. The plaques are now heavily tarnished, difficult to read, and no additional names have been added since the last inscription of Mr. H. Blanchard (year unknown). The clerk advised that the cost to polish, re-letter and add further names would be circa £60-75. Members felt it important that names of all those having served > 10 years on the PC be included, and that once this had been determined, polishing and engraving could be revisited. The clerk explained that the lack of hardcopy records/minutes made this task difficult, but that past councillors and residents may be able to help. RESOLVED to identify members having previously served on the PC (> 10 years) before agreeing to the work. ACTION Clerk and members to seek help from available records and residents to identify names that should be added to the plaques. 

31/7-25/26 d. To agree on the date for a meeting of the Finance Committee for budget and precept planning (Oct 2025). Meeting to be held remotely if appropriate.  RESOLVED to send a poll with dates for the next meeting of the Finance Committee. ACTION Clerk to arrange poll and meeting during w/c 13th or 20th October 2025.

32/7-25/26 FINANCIAL MATTERS  To receive the financial report and approve/ratify payments. The Financial Report had been circulated to members ahead of the meeting. 
Unity Trust Bank Accounts: (18/07/2025)  Current Account: £2389.97   Instant Access Account: £20,706.89. TOTAL CASH IN BANK £23,096.67

Expenditure for 19 May – 18 July 2025 included regular staff costs and expenses (inc. ink cartridges, homeworking, land registry search fee and PC domain name purchase (hemswellparishcouncil.org.uk)), grass cutting, cemetery tree and shrub work, donation to All Saints Church for signage (Churches Festival) and bank charges. Income for the same period included bank interest and fee for the transfer of an Exclusive Right of Burial.

VAT Claim of £31.36 in current FY.   

RECONCILIATION of bank accounts for April-July 2025 undertaken by Cllr. Sutherland.

Earmarked Reserves of £9,783.20 remain healthy but will require adjustments in the current FY to maintain target balances.

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

33/7-25/26 PLANNING MATTERS   The clerk provided an update on Application WL/2025/00581, 12A Weldon Road, Hemswell, stating the PC response had been submitted to WLDC on 10th July 2025. Correspondence had since been sent to the Chair and clerk by Mr Stuart Nicoll, CEO Illuminate Care Group, 17th July 2025 that included information from the pre-application submitted to WLDC. The email reiterated the company’s intention to use the property as an alternative educational provision for up to five young people who require a therapeutic learning environment. Outbuilding will be a sensory room. 

The chair summarised elements from Mr Nicoll’s email and invited the public to share their updates or comments on the summary information. The clerk told members the email had been acknowledged on behalf of Hemswell PC, advising Mr Nicoll that the PC will wait until a decision is made by the WLDC Planning Officer. A decision is anticipated in the first week of August, if it is made as a delegated decision.

34/7-25/26 REPRESENTATIVE REPORTS - Invitations to receive reports were extended to County & District Cllrs., Village Hall Committee members and church wardens. 

District Cllr. Paul Howitt-Cowan welcomed the new councillor, Tracey Horsfield to the PC. The District Cllr. Provided a brief summary from his July 2025 report, including the possible closure of Hemswell Cliff school due to structural issues with the building. The report is available on the PC website: https://hemswell.parish.lincolnshire.gov.uk/parish-information/district-councillor-reports-2025/2

Village Hall Mr William Barker, Chair, gave a short report as follows:

• A building survey undertaken DMP, Chartered Building Surveyors and Property Consultants (East Riding) has identified several maintenance issues with the Village Hall. Although nothing of major concern was identified, the range of issues that need to be prioritised and actioned is likely to be costly. 
• The VH Committee has considered the medium and long-term financial position of the hall. Whilst the hall continues to benefit from grants awarded during COVID, the outgoings (inc. maintenance, utility bills, repairs and grass cutting to the play area) exceed the income raised by May Day, this being the major funding raising event for the VH. Despite improved social media and general advertising, use of the hall has diminished. Mr Barker advised that further thought and approaches to funding providers were needed to secure the future of the hall and stressed the importance of community support and input. The clerk will provide details/links to the current WLDC Grant opportunities. 
•  Future events include:    
  • ‘Twilight Games’ for young and old, from 5:30 – 7:30 pm on 12 Sept, 10 Oct and 14 November. 
  •  MacMillian Coffee Morning on 27 Sept.
  • Halloween Refreshments on 31 Oct.
  • Christmas Wreath making on 15 Dec. 

Please look out for more details on the noticeboards/social media. 

The Chair thanked the District Councillor and Chair of the VH Committee for their reports. 

35/7-25/26 DATE OF NEXT MEETING – To resolve to note the date and time of the next Parish Council Meeting - Monday 15th September 2025. 7:00 pm.   

Meeting Closed 8:26 pm 

UNADOPTED