2025 Parish Council Meeting Minutes

UNADOPTED Minutes of the Ordinary Parish Council Meeting Monday 15th September 2025. 

Present: Parish Councillors:  Cllr. J. Roberts (Chair), Cllr. R. James (Vice-Chair), Cllr. G. Jago, Cllr. A. Horsfield, Cllr. T. Horsfield.  Member(s) of the Public (MoP):6. In attendance:  District Cllr. P Howitt-Cowan.  Clerk: E. Raymond.  

Public Forum Start 7.00 pm

The Chair opened the public forum and welcomed Natalie Masters (NM) (Head of Education) and Rob Wardale (RW) (Operations Manager) from the Illuminate Care Group to answer questions raised by MoP and the PC. 

i. A resident asked how many young people would be attending the property, for what duration and where they would be travelling from.  NM advised the house would accommodate four young people, 09:30-14:30 daily, term time only. Short-term respite would be available, but not residential stays. Learners were described as requiring 1-1 guided education, autistic, but not as having behavioural issues. Children would be 11-16 yrs of age, but those as young as 8 years could be accommodated, supported by four staff members, plus one extra staff if needed. NM advised that children would not be allowed to walk around the village unaccompanied. NM advised the facility was designed to offer specialist education in a homely atmosphere, teaching english, maths, life skills (e.g., cooking, gardening) together with walks/local trips out. 

ii. A resident asked about car journeys in response to ‘trips out’. NM explained that children would be collected in two staff cars to bring them to the property. RW explained that travel and journeys would be optimised to reduce traffic and reflect a normal school travel day, with the primary function being ‘home-based’ education. 

iii. A resident questioned how the proposed number of staff and learners travelling to/from the property could be accommodated in two cars. NM explained these would be two 7-seater vehicles. The resident disputed the planning application description of access via a ‘private drive’ as it is a ‘shared drive’ used by existing neighbours.  

iv. Residents expressed concern at the lack of transparency and inconsistencies in the planning application, and RW stated the company wished to be open and transparent. NM explained that tenders have been submitted to LCC, Notts CC, and others to fund the specialist education provision. 

v. A resident asked why The Hideaway is considered suitable for the planned change of use. RW indicated it was a lovely property ideally suited for a peaceful, quiet setting for specialist education. In response to a question regarding possible social services involvement, RW explained that trained staff would be expected to deal with any issues should they arise. 

vi. A resident asked if WLDC had already approved the change of use application. NM/RW stated the decision is still pending. NM and RW were asked why Illuminate Care Gp. is advertising for staff if the decision is pending, and RW explained this was normal company policy. NM explained the purpose and need for the ‘sensory room’ offering lighting, music and a safe play area for autistic children.

vii. The Chair enquired about the existing number of Illuminate Care Gp. sites and services in the area, including the role of its holding companies and property developers. When asked about the requirement for Ofsted registration, NM/RW advised that an Ofsted application is in progress. RW acknowledged Illuminate Care Gp. is a business venture, but stressed the company wished to keep children at the heart of a community.

viii. A council member asked about planned use outside of term time.  NM explained it could be used for respite at other times of the year outside of the 38 weeks per typical school year. The member asked for clarification with NM explaining it would be available for families whose children attend the school, but that no tenders had yet been submitted for this aspect of the business. The member asked why the company website specifically names The Hideaway facility, given that change of use is pending, and that the website describes the property for use by children excluded from mainstream education. NM explained exclusion can result from autism and not just behavioural issues. 

ix. A council member asked the company representatives what would happen to the property if a successful tender bid was not awarded.  RW said this would be the decision of Illuminate Care Gp. CEO and that there were no plans for the property to become a House in Multiple Occupation (HMO). 

The Chair concluded the open forum, requesting that Illuminate Care Gp. be more transparent and consistent in the details provided in the planning application and website to allay the fears and frustration of residents that were evident during the discussion. The Chair asked if Illuminate Care Gp. would share its business plans for the business. NM/RW indicated they would relay the questions and views from the meeting to the CEO and offered to hold another open day at the property if this would be of help. 

The Chair thanked the public and representatives from the Illuminate Care Group for their attendance and contributions and convened the Parish Council meeting at  7:45 pm. 

AGENDA

36/9-25/26 WELCOME & REMARKS The Chair, Cllr. Roberts opened the meeting and welcomed everyone. 

37-9/25/26 APOLOGIES FOR ABSENCE – Apologies were received and accepted from Cllr. Sutherland. All other PC members present. Apologies were sent by District Councillor Chris Reeve due to another local meeting. Cllr. Reeves included information regarding Agenda Item 9b. (Planning Application) in his capacity as County Councillor.  

38-9/25/26 DECLARATIONS OF INTEREST AND DISPENSATION REQUESTS – None Received.

39-9/25/26 NOTES - To consider and resolve to approve the Minutes of the Ordinary Meeting held Monday, 21st July 2025, and to sign as agreed minutes.  RESOLVED that Minutes of the Ordinary Meeting held on 21st July 2025 be approved and signed as a correct record.  

40-9/25/26 CLERK’S REPORT INCLUDING REVIEW OF ACTION ITEMS– To receive the clerk’s report including review of action items and update of correspondence/communications and outstanding matters and items dealt with under the Scheme of Delegation.  

Action Items

• Bunkers Hill grass cutting and clearing along the verge has been completed. 
• Safety at the bus stop on Harpswell Hill continue to be a concern for residents. Clerk to raise with County Cllr.
• Paperwork submitted to WLDC for co-option of Cllr. T. Horsfield to the PC.
• Outline submission for PC Community Grants – awaiting feedback
• Blind corner of Dawnhill Lane/Church St. Clerk raised concern with LCC who have advised that fitting of convex ‘safety’ mirrors on roads is no longer permitted. Clerk has requested advice for other possible measures – awaiting feedback. 
• Cemetery Bench Plaques – members and clerk continue to seek names of long-standing PC members. 
• The Hideaway Planning Application - PC comments submitted to WLDC planning Application WL/2025/00581.

Clerk’s Report

Clerk to PC - Regular duties, follow-up actions from previous meeting, circulation of relevant news/emails, policy revisions including update Burial Regulations (under Scheme of Delegation).

Correspondence

• Mr. Stuart Nicolls, CEO Illuminate Care Gp. regarding Planning Application, Weldon Rd. 
• Quickline Communication. Requests to remove overhead fibre cable from in front of Maypole – ongoing.
• Meeting and correspondence with Mr Graeme Butler, LRSP – Radar Speed Signs (Agenda Item 6a).

Responsible Financial Officer (RFO)  - Financial matters, bank reconciliations.

Burial Clerk  

• Visits to the cemetery and correspondence regarding the issue of Exclusive Right of Burial (EROB), 
  the erection of a new memorial and memorial repair.
• Memorial safety work continues – seven memorials staked and banded.
• Efforts to contact memorial owners/Exclusive Right of Burial grant holders ongoing, Clerk is seeking assistance from residents, funeral directors, etc. 
• New noticeboard mounted with cemetery plan and notices displayed. 

RESOLVED TO NOTE the review of action items and clerk’s report. 

BUSINESS MATTERS FOR CONSIDERATION: Supporting documents circulated ahead of the meeting. 

41-9/25/26a. To consider the installation of two permanently mounted, solar-powered Radar Speed Signs on the northern and southern side of the bus-stop/junction with Bunker’s Hill on the B1398. Members had reviewed the most recent Archer survey data, Elan City brochure and quote, supporting evidence (where available) on the long-term effectiveness of speed radar signs and information provided by LRSP regarding the proposed location of the signs. Members discussed the cost-benefit of installing the devices against the likelihood of reducing speed to improve the safety for those crossing to the bus stop and entering/exiting the village of Hemswell. The total cost for 2no. Evolis Vision Solar Version, with remote connection for data collection, and two permanent mounting posts would be £7726.58 inc VAT, of which £1221.10 would be recoverable VAT. 

Given the high capital cost and impact on the level of reserves in the short term, members were concerned about the affordability of this purchase and whether it would provide a long-term and measurable change in driver behaviour and speed reduction on the section between the bus stops and Bunker’s Hill on the B1398.  

The clerk advised that grant funding might be available to support the purchase and was being followed up with WLDC. Members voted on the proposal, and it was agreed that the purchase could be supported, but that a grant should be pursued before placing an order. RESOLVED to PURCHASE two Elan Evolis Radar Speed Signs, subject to further efforts to secure grant funding before placing an order. ACTION Clerk to follow up with WLDC and other funding sources and to report back to PC. 

41-9/25/26b. To discuss and resolve to accept the revised fee structure and ToR for LALC’s internal audit service. 

The clerk advised members of an increase in fees for the Internal Audit service provided by LALC, including the option for a two-year agreement. Members agreed that the service represents good value and resolved to continue with the new fee structure and a two-year agreement.  RESOLVED to CONTINUE with the Internal Audit service provided by LALC and sign for a two-year agreement. ACTION Clerk to complete paperwork and return to LALC. 

41-9/25/26c. To review and resolve to adopt an Information Technology (IT) & Cybersecurity Policy to comply with the SAPPP Practitioners’ Guide 2025. The clerk circulated a draft policy for consideration by members and explained that councils are expected to have a tailored IT policy to meet the recommendations of the Smaller Authorities Proper Practices Panel (SAPPP) – Practitioner’s Guidance 2025. Members agreed the policy was appropriate. Members have completed and returned the PC IT/UK GDPR Compliance Checklist. RESOLVED to ADOPT the proposed Information Technology (IT) & Cybersecurity Policy. ACTION Clerk to add to PC website and to update policies spreadsheet. 

41-9/25/26d. To review and resolve to accept revisions to Hemswell PC:

i. Grant and Donation Policy        ii. Financial Reserves Policy.  Updates to the policies were reviewed by members and agreed as appropriate. The clerk explained that the value of grants and the level of reserves for 2026/27 will be discussed at the Finance Committee meeting in October. RESOLVED to ADOPT the updated the Grant and Donation and Financial Reserves Policies.  ACTION Clerk to update the PC website and policies spreadsheet. 

42-9/25/26 FINANCIAL MATTERS   To receive the financial report and approve/ratify payments.  The RFO report had been circulated to members, and a summary presented at the meeting. Receipts and payments summary for the period 19 July – 12 September 2025 Bank Account Balances as follows: Current Account: £1287.53.   Instant Access (Savings) Account: £20,706.89   TOTAL CASH IN BANK = £21,994.42

Expenditure for the period 19 July – 12 September included regular staff costs, grass cutting services, PAYE, village hall hire and bank service fees. Additional expenditure against grass cutting of £125.00 was made for cutting and clearing work along the verge at the bottom of Bunker’s Hill. Income for the same period included fees for the repair of an existing memorial, the erection of a new memorial, and the purchase of an Exclusive Right of Burial (EROB) for a grave space in Hemswell Civil Cemetery. Income from the Civil Cemetery will be moved to the Cemetery Capital Project EMR before the next reconciliation period. 

Earmarked Reserves (EMRs) currently stand at £9311.20. VAT currently stands at £33.16 in the current FY. 

RECONCILIATION OF ACCOUNTS Reconciliation of the current and instant access account for the period July-Sept 2025 will be undertaken first week of October. EXPENDITURE OVER £100.00 Transparency Code for Smaller Authorities (DCLG 2014) requires Hemswell PC to publish a list of all payments over £100 (NET). Details of these payments can be found on the Parish Council website.

RESOLVED to NOTE the RFO report as a true and accurate record.

PLANNING MATTERS relating to The Hideaway, 12A Weldon Road, Hemswell DN21 5UG.

43-9/25/26a. Outcome of delegated planning decision: Application WL/2025/00581. 2no. additional external doors, fencing, and outbuilding. Determined with conditions. RESOLVED to NOTE the outcome of the delegated planning matter as determined with conditions. 

43-9/25/26b. Planning Application WL/2025/00872 Planning application for change of use from residential to alternative educational provision with respite. Members reflected on the questions and discussions raised during the public forum regarding the proposed change of use. County Councillor Chris Reeve had provided comments on access to the property, and members were asked to provide their individual responses to the clerk for collation and PC agreement for submission to the WLDC before the deadline of 29th September 2025.  

RESOLVED that members SUBMIT their views to the clerk for collation and agreement. ACTION Clerk to prepare PC response to WLDC before the deadline of 29th September 2025.

44-9/25/26 REPRESENTATIVE REPORTS - Invitations to receive reports extended to County & District Cllrs., Village Hall Committee, and other external agencies and sub-committees as appropriate. 

i. Village Hall Committee Report The clerk read the report submitted by Mr William Barker (Chair, Village Hall Cmttee.) as follows: 

“Since the last report to the Parish Council we have continued to reflect on the findings from the Survey which highlighted many short and medium term building faults. There are many areas requiring remedial work including the roof, brickwork, guttering and glazing. The flat-roofed kitchen needs major refurbishment. To address these faults will require a considerable amount of additional funding. We continue to consider these implications in our committee. This is an old building which, in the past, was well used by members of the villages for all manner of activities. These days there is considerably less call for the use of the hall. May Day and the upkeep of the children’s park remain our significant focus. That said the committee members have organised a number of events including:• Games Nights on 12th September, 10th October and 14th November (The first was a great success despite the Pizza Van loosing a wheel as it journeyed up the A1)• MacMillan Coffee Morning on 27th September for the charity.• Harvest Supper in conjunction with the village Church on 3rd October.• Halloween Refreshments for those getting scared going round the village.• Wreath Making on 15th December”. 

The clerk advised that details of events are available on the village/PC social media.  A member echoed the concerns over the likely cost and amount of work to put the hall in good order, especially given the under-utilisation of the hall as a community resource. 

ii. District Councillor Report – Paul Howitt Cowan

• The Cllr. expressed the hope that Hemswell and Harpswell Village Hall would consider a submission to WLDC for grant funding but recognised that the committee needs to address its priorities regarding the future of the hall.  
•  The Cllr. reported £200k had already been committed to projects together with support for installing defibrillators in the area – some of which had already been used in emergency situations to save lives. 
• WLDC has received a £5m Home Grant.
• The meeting was advised that consultations are currently running on the 2026/27 budget, car parking and Local Tax Support. See https://www.west-lindsey.gov.uk/council-news/2025/08/council-seeks-views-how-its-car-parks-are-managed-operated
• The Cllr. updated the PC on the new executive membership of WLDC. See https://www.west-lindsey.gov.uk/council-news/2025/09/council-unveils-new-administration-group-cross-party-leadership
• The meeting was informed about the planned local government reorganisation which will see the removal of WLDC and how reorganisation may affect parish councils with the likelihood of PCs joining with other parishes to form ‘hubs’. 
• The meeting was advised of the dates for the WL Churches Festival AGM (10am 24/09/2025, Nettleton Village Hall) and the 2026 Conference (10am 18/03/2025, Hemswell Court).

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

45-9/25/26 DATE OF NEXT MEETING – The date and time of the next Parish Council Meeting was agreed as Monday 17th November 2025. 7:00 pm.  The clerk advised a meeting of the PC Finance Committee will take place on Monday 20th October. 6:30pm Clerk to arrange agenda and supporting documents. 

Meeting closed 8:30 pm.

UNADOPTED