18 May 2026 - Annual Meeting of the Parish Council
To: All Members of Hemswell Parish Council
You are hereby summoned to attend the Annual Meeting of Hemswell Parish Council, to be held on Monday 18th May 2026 commencing at 7.00 pm in the Hemswell and Harpswell Village Hall, Maypole Street, Hemswell. The business to be dealt with at the meeting is listed in the agenda.
E. Raymond, Responsible Officer. 12.05.2026
The meeting is open to the public, who may submit questions or written statements to the Clerk by noon on the day of the meeting. At the Chair’s discretion, and prior to the start of the PC meeting, there will be a public participation session of up to 30 minutes, during which members of the public may ask questions or make short statements, each lasting up to 5 minutes. Invitations to receive reports have been extended to County & District Cllrs., PCSO, Village Hall Committee (and external agencies and sub-committees as appropriate) and will be heard during this session.
Matters raised during the public participation session may not necessarily be discussed at this meeting, but may be answered by post or email, or added to a future agenda. Members of the public are expected to remain polite, civil, and respectful at all times during the meeting.
AGENDA
1. To elect the Chair of the Parish Council and to receive the Chair’s Declaration of Acceptance of Office.
2. To elect the Vice Chair and to receive the Declarations of Acceptance of Office.
3. APOLOGIES FOR ABSENCE – To receive and accept valid reasons for apologies for absence, these having been submitted to the clerk before the meeting.
4. DECLARATIONS OF INTEREST AND DISPENSATION REQUESTS – To receive declarations of interest in accordance with the Localism Act 2011 concerning matters in this agenda and to consider requests for dispensations.
5. NOTES - To consider and resolve to approve the Minutes of the Ordinary Meeting held Monday 9th March 2026 and to sign as agreed minutes.
6. CLERKS REPORT INCLUDING REVIEW OF ACTION ITEMS – To receive the clerk’s report including review of actions and update of correspondence/communications and outstanding matters and items dealt with under the Scheme of Delegation.
7. BUSINESS MATTERS FOR CONSIDERATION:
a. To review and approve the following policies and documents:
i. Standing Orders (V2.3 May 2025)
ii. Financial Regulations (V2.1 May 2025)
iii. Code of Conduct (WLDC V1.0 May 2025)
iv. Hemswell PC Finance Committee Terms of Reference (V1.0 May 2025)
v. Hemswell PC Asset Register (V3.1 April 2026)
vi. Burial Policy/Fee (V1.3 Aug 2025)
b. To agree to defer the review and approval of PC policies not listed above, according to review date or suitable for review under the Scheme of Delegation.
c. To review the Parish Council insurance provision, review quotations, and resolve to authorise renewal from June 2026 onwards.
d. To review and approve the PC’s membership/subscriptions to external agencies:
i. LALC membership (£195.00 budgeted)
ii. LALC Internal Auditor Service (£180.00 budgeted)
iii. Information Commissioner’s Office Registration Fee (£52.00)
iv. WLDC Green Waste Bin (£50.00)
e. To agree to review and revise the Parish Council’s Asset List (V3.0 May 2024).
f. To identify and agree membership of the Finance Committee.
g. To review and agree on the date, time and place of forthcoming PC meetings, commencing the third Monday of July 2026 (20th July 2026) and bimonthly thereafter.
8. FINANCIAL MATTERS
a. To receive the financial report and approve payments. Previous FY summary
b. To receive and approve the Annual Governance and Accountability Return 2025/2026 documents:
i. Annual Internal Audit Report
ii. Accounting Statements: including review of S137 spend & Bank Reconciliation
iii. Annual Governance Statement
iv. Explanation of Variances
v. Exercise of Public Rights - proposed Monday 3 June 2026 ending on Tuesday 14 July 2026
vi. Certificate of Exemption Form 2. To resolve to declare that the authority is exempt from the requirement for a limited assurance review for the purposes of the Annual Governance and Accountability Return 2025/2026 and to approve the signing of the certificate of Exemption Form 2.
9. PLANNING MATTERS – WL/2026/00365, Millfield, Middle Street, Hemswell, Gainsborough, DN21 5TS. Garage Building. To be considered under the PC Scheme of Delegation.
10. DATE OF NEXT MEETING – To resolve to note the date and time of the next Parish Council Meeting - Monday 20th July 2026, 7:00 pm.