2025 Parish Council Meeting Minutes

UNADOPTED Minutes of the Ordinary Parish Council Meeting Monday 17th November 2025.  

Present: Parish Councillors:  Cllr. J. Roberts (Chair), Cllr. G. Jago, Cllr. P. Sutherland. Member(s) of the Public (MoP):4. 
In attendance:  County Cllr. Chris Reeve, District Cllr. P Howitt-Cowan, Clerk: E. Raymond.   

Public Forum  

The Chair opened the public forum 

i. A resident raised concerns over the Planning Application for The Hideaway and the change from ‘outbuilding’ to ‘sensory room’ and asked whether other changes to the application are likely to continue. The resident asked why the consultation response submitted by the PC on the WLDC planning portal had been recorded as ‘neutral’ when the contents clearly did not reflect this position. The clerk will check the classification of responses used by WLDC planning department.

ii. A resident voiced the sense of frustration felt by the community at how the applicant and WLDC have dealt with The Hideaway planning application, particularly the sense that ‘creeping’ changes are being used to achieve the applicant’s desired outcome. 

iii. Residents discussed other facilities/properties in the region run by the company and whether at some point, the Hideaway is likely to become a residential home, rather than an educational provision with respite. 

The Chair thanked the public, County and District Councillors for their attendance and contributions and convened the Parish Council meeting at 7:10 pm. 

AGENDA

46-11/25/26     WELCOME & REMARKS The Chair, Cllr. Roberts opened the meeting and welcomed everyone.  

47-11/25/26     APOLOGIES FOR ABSENCE – Apologies were received and accepted from Cllr. A. Horsfield and Cllr. T. Horsfield Sutherland. Apologies were received after the meeting from Cllr. James.  All other PC members present. 

48-11/25/26     DECLARATIONS OF INTEREST AND DISPENSATION REQUESTS – None received.

49-11/25/26     NOTES - To consider and resolve to approve the Minutes of the Ordinary Meeting held Monday 15th September 2025, and to sign as agreed minutes. RESOLVED that the Minutes of the Ordinary Meeting held on 15th September 2025 be approved and signed as a correct record.   

50-11/25/26     CLERK’S REPORT INCLUDING REVIEW OF ACTION ITEMS– To receive the clerk’s report on correspondence/communications and outstanding matters and items dealt with under the Scheme of Delegation. 

Action Items  

• Correspondence with the County Councillor re safety concerns over the bus stop on Harpswell Hill.
• Update on the purchase of two Radar Speed Signs along the B1398. The WLDC Community Grant application was not yet decided due to the overwhelming number of applications to the scheme. Update due in December. The clerk shared comments from Cllr. T. Horsfield regarding the use of data from a speed sign in Brattleby to help obtain a new lower speed limit through the village. 
• Return of paperwork to appoint a LALC Internal Auditor agreement (2-year option).
• IT/Cybersecurity Policy, Councillor Allowances and Expenses Policy and other updates posted to the PC website.
• Planning Application WL/2025/00872 The Hideaway. PC comments submitted to WLDC Planning.

Clerk’s Report - Regular duties, follow-up actions from previous meeting, circulation of relevant news/emails, Cllr. Allowances and Expenses Policy (under Scheme of Delegation), Remembrance displays in the village.

Correspondence

• WLDC Grant Application – awaiting response.
• WLDC Precept application forms – Estimate to be returned by 21/11/2025.
• Discussions with the appointed Internal Auditor to agree evidence required and timescales for mid-year audit.

Responsible Financial Officer (RFO) - Budget & precept preparations with members of PC Financial Committee, financial transactions/bookkeeping. 

Burial Clerk 

• Confirmation of claim for Small Business Rate Relief scheme.
• Updates to the cemetery map and records, including details of an interment of ashes in an existing plot. 
• Memorial safety work continues with erection of a new memorial, re-affixing of two memorials and permission granted for a renovation of a memorial.
• Associated correspondence and invoicing. 

Personal Report The clerk advised members of an SLCC Exemplary Award 2025 for her Certificate in Local Council Administration (CiLCA) having gained Exemplary in all five units, and appointment as an SLCC Recognised Trainer for CiLCA, working with Lincolnshire Association Local Councils (LALC). The chair, members and MoPs offered their congratulations on these achievements. 

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

BUSINESS MATTERS: Supporting documents circulated ahead of the meeting. 

51-11/25/26a. To consider and approve the PC budget for the FY 2026/2027 be set at £12,314.00 as per the Budget and Precept Report. 

The Chair reported that the PC Finance Committee, chaired by Cllr. Jago made a detailed line-by-line scrutiny and review of the current budget, including predicted expenditure and income for the next financial year. Members noted the only income for the PC is Hemswell Civil Cemetery, and therefore looked for possible cost savings, which are limited given that the major outgoings are staff salary, grass cutting and grants/donations. 

The budget figure for the FY 2026/2027 of £12,314.00 was considered accurate and reasonable and agreed by all members present. The chair summarised the discussion with the following figures:

Predicted Expenditure:              £14,469.00 

Predicted Income:                     £2155.00 (excluding the precept)

Budgeted Requirement:            £12,314.00

RESOLVED TO ACCEPT AND APPROVE the proposed budgeted requirement for the FY 2026/2027 as £12,314.00. 

51-11/25/26b. To consider and approve the PC Precept demand for the FY 2026/2027 and to submit the Precept Estimate to WLDC by Friday 21 November 2025.  

The RFO presented a budget comparison table from 2020/21 to 2025/26, including the amount drawn from PC reserves to offset the proposed precept demand. The RFO explained the WLDC tax base (estimated at £129.41 for Hemswell) and how it affects each property band. The Chair of the PC Finance Committee stated that continuing to draw from PC reserves to off-set the precept demand was no longer viable and that increasing the precept was vital to maintain and build sufficient reserves to allow the PC to undertake planned projects and meet foreseeable requests for financial support from parish groups – especially if the planned purchase of the two speed radar signs proceeds.

The RFO presented the percentage precept increase required to meet the agreed budgeted requirement and the impact upon each of the property bands within the parish, recognising it was important to report the precept not just in % terms but as a weekly/per annum increase. Members discussed the options presented and, while expressing reservations about the level of increase, acknowledged it was necessary to allow the PC to move forward with projects and support for community groups, given its limited source of income and budgeted expenditure.. 

Members agreed to request a precept of £12,200.00 for the FY 2026/2027, a percentage increase of 22.22% on the current £10k precept. This equates to a weekly increase of £0.33 (£17.00 p.a) for a ‘D’ band property. For an ‘A’ band property – the majority of properties in the parish - this would result in a weekly increase of £0.22 (£11.33 p.a.). Note: These figures are estimates until WLDC finalise the tax base for Hemswell. 

RESOLVED TO APPROVE a precept demand of £12,200.00 for the FY 2026/2027. ACTION. Clerk to complete and return the precept estimate form to WLDC by the deadline of 21 November 2025.  

51-11/25/26c.To resolve to monitor the allocation of funds in the PC General and Earmarked Reserves in line with the PC Financial Reserves Policy via the Finance Committee and Scheme of Delegation. 

The RFO explained the codes and value of current Earmarked Reserves and the need to reallocate funds at the end of the current FY. 

RESOLVED to AGREE that the Finance Committee and the clerk’s delegated powers be used to monitor the allocation and level of funds in Earmarked and General Reserves. ACTION. Clerk to monitor and report to full PC as appropriate. 

52-11/25/26 FINANCIAL MATTERS  To receive the financial report and approve/ratify payments.  

Receipts and payments summary for the period 13 September – 15 November 2025 Bank Account Balances as follows: Current Account: £3346.74.  Instant Access (Savings) Account: £17,824.14.  TOTAL CASH IN BANK £21,170.88

Earmarked Reserves stand at £9208.98 and General Reserves stand at £11,922.54.

Expenditure for the period 13 September- 15 November 2025 included regular staff costs, grass cutting services, email domain and bank service fees, PAYE, renewal of Information Commissioner’s Office registration, village hall hire and staff expenses for the period July – Sept 2025 including purchase of materials for cemetery works. 

Income for the same period included bank interest, fees under the LCC Parish Agreement (grass cutting) and administrative fees for arranging the transfer of Exclusive Right of Burial and memorial works.

RECONCILIATION OF ACCOUNTS Reconciliation of the current and instant access account for the period July-Sept 2025 to be undertaken mid November. VAT currently stands at £36.84 in current FY. 

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 financial report as a true and accurate record. 

53-11/25/26 PLANNING MATTERS relating to The Hideaway, 12A Weldon Road, Hemswell DN21 5UG.

Planning Application: WL/2025/00872 WLDC update on the planning application for change of use from residential to alternative educational provision with respite and re-consultation issued 11/11/2025.

The Chair provided an update from Russell Clark of the WLDC Planning department advising that the live planning application may be referred to the planning committee, and if so, it is unlikely to be heard earlier than the planning meeting of 10/12/2025 or 07/01/2026. The Chair outlined the change in terminology in the re-consultation application issued 11/11/2025, from the erection of an outbuilding/garden room to the erection of a sensory room.

District Cllr. Paul Howitt-Cowan gave an overview of key aspects of planning law re: a planning committee meeting versus a delegated planning decision, stressing the importance of ‘material’ considerations.  County Cllr. Reeve updated the meeting about the Morton settlement categorisation (a medium village) and whether this might be relevant to the planning application at Hemswell (categorised as a small village) in terms of the lack of facilities/services in Hemswell. 

The Chair and members debated whether potential ‘conditions’, i.e., operating outside normal hours, could be placed upon the residence and whether such conditions could be enforced.  The District Cllr. advised that often conditions fail because they cannot be enforced.  Members echoed the concerns of the MoP at the meeting including whether 24-hour care/residency will be applied for, business viability, licensing requirements. 

RESOLVED to NOTE concerns raised by members and the community and to monitor the planning application progress and supporting documentation. 

54-11/25/26 REPRESENTATIVE REPORTS - Invitations to receive reports extended to County & District Cllrs., Village Hall Committee, and other external agencies and sub-committees as appropriate. For information only. 

• The District Cllr. reported that the WLDC Community Grant scheme has closed due to the number of applications received but is expected to re-open in 2026.  The 2026 WL Churches Festival is in planning. Scampton is again being looked at, but the District Cllr. is not party to ongoing discussions. The WLDC Precept process is ongoing, and the District Cllr. commented on the number of WLDC properties that have fallen behind in rateable value. 
• The County Cllr. updated the meeting on the forthcoming LCC meeting to discuss Tillbridge Solar and a possible judicial review of the planning process. The County Cllr. felt a review would not necessarily stop the planning application but might delay it.  A full LCC meeting will be held regarding the proposed Local Government Review when a decision will be made on the options for reorganisation. The County Cllr. discussed the Harpswell Hill bus safety issues with a proposal for a tarmac hard-standing to create a safer place for passengers to wait before crossing the road. Members and residents discussed the matter, including whether the bus travelling through the village was a viable alternative option. The question was raised as to whether the ‘bus stop’ is an approved/designated bus stop or an informal stop requested by passengers/their parents. The Chair thanked the County Cllr. for his time in looking at possible solutions and agreed to seek further information, including whether it is a designated stop, before taking the matter further.  
• Communication had been received from the PCC with a request to support the cost of grass cutting in the churchyard. The application form and supporting guidance to be provided by the clerk.
• Village Hall Committee report provided by Mr William Barker. The report is available at the end of the minutes. 
• The clerk provided the meeting with the crime map/report for September 2025 showing one ‘other’ category crime. Forthcoming events were promoted, including wreath-making at the Village Hall on 15th December and plans to start a Hemswell ‘living advent calendar’.
• Relating to the possible purchase of two speed signs and their significant impact upon the budget, a resident made members aware of the recent theft and damage to speed radar signs in Saltfleetby, with reports that batteries are being stolen from the devices for e-scooters, although LRSP have stated the batteries would be incompatible. See:https://www.bbc.co.uk/news/articles/cvg79n4ypmno

DATE OF NEXT MEETINGS –

55-11/25/26a. The date and time of the next Parish Council Meeting was agreed as Monday 19th January 2026, 7:00 pm. 

55-11/25/26b Members RESOLVED to CHANGE the date of the March 2026 ordinary meeting from Monday 16th March to Monday 9th March 2026, 7:00pm. ACTION Clerk to update PC website/media and publish revised date for March 2026 meeting. 

Meeting Closed: 8:10 pm.

UNADOPTED