2026 Parish Council Minutes

UNADOPTED MINUTES - Annual Meeting of the Parish Council - Monday 18th May 2026 

Present: Parish Councillors:  Cllr. J. Roberts (Chair), Cllr. T. Horsfield, Cllr. SA Everatt   Member(s) of the Public (MoP): 0. Clerk: E. Raymond.  

Members of the public and representatives who attended the Annual Parish Meeting held before the Annual PC Meeting left before the PC meeting commenced, and no public forum session was held.

AGENDA

01-05-26/27 To elect the Chair of the Parish Council and to receive the Chair’s Declaration of Acceptance of Office. Cllr. J. Roberts was proposed and seconded for election as Chair. Cllr. T. Horsfield proposed, Cllr. SA. Everatt seconded. 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.  

02-05-26/27 To elect the Vice Chair and to receive the Declarations of Acceptance of Office. Cllr. R. James was proposed and seconded for election as Chair. Cllr. J. Roberts proposed, Cllr. T. Horsfield seconded.  The motion was unanimously carried in the absence of Cllr. R. James.  RESOLVED to ELECT Cllr. R. James as Vice-Chair of Hemswell PC. Action: Clerk to arrange for Cllr. James to sign Acceptance of Declaration of Office as per PC policy and retain paperwork as per policy.

03-05-26/27 APOLOGIES FOR ABSENCE – Apologies received from Cllr R. James and Cllr. A. Horsfield due to prior commitments. Apologies received from Cllr. G. Jago due to illness. PC accepted the reasons for absence and apologies. All other members were present.  

04-05-26/27 DECLARATIONS OF INTEREST AND DISPENSATION REQUESTS – None received.

05-05-26/27 NOTES - To consider and resolve to approve the Minutes of the Ordinary Meeting held Monday 9th March 2026 and to sign as agreed minutes. RESOLVED that Minutes of the Meeting 9th March 2026 be approved and signed as a correct record. 

06-05-26/27 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.

Action Items (from PC meeting of 09/03/2026)

• School Bus Stop on Harpswell Hill. Ongoing correspondence. Three possible solutions identified by Stagecoach. Harpswell Lane, Middle Street, Hemswell Cliff Post Office. All options require a risk assessment – clerk was advised that details have been passed to the Stagecoach local risk assessment officer to be completed.
• PC policy revisions from previous meeting completed and updated on PC website & internal spreadsheets.
• LCC Parish Grass cutting agreement returned for the current season

Clerk’s Report - Regular duties, follow-up actions, circulation of news/emails, preparation for Annual Accounting & Governance Return (AGAR), set-up of new Speed Indicator Devices.

Correspondence

• Northern Power - minor tree works to protect overhead lines on Brook Street/Dawnhill Lane.  Clerk granted permission for works under the PC Scheme of Delegation.
• Clerk requested replacement of ‘open-top’ bin (bottom of Bunker’s Hill). Lincs Fire Safety & WLDC agreed, and WLDC has replaced it with a covered top black bin.
• FixMyStreet fly tipping reports. 

Responsible Financial Officer (RFO) 

• Financial transactions and bookkeeping.

• VAT refund submission. FY 2025-2026 = £1290.46.
• Internal Audit – provision of accounts and PC documentation. Audit concluded and report received.  
• Cemetery rates – due to the Valuation Office becoming part of HMRC, revaluation has been applied, resulting in possible charges of £750.00 total. Clerk has confirmed PC remains eligible for SBRR and has raised a challenge case with HMRC. Ongoing.

Other - Hemswell May Day celebrations

• Ribbons and floral display mounted (17/04/2026) & removed (06/05/2026). Required 2x hire of 12m trailer mount lifter from Huws Gray, Lincoln. Total cost to PC ~ £290.00 (VAT recoverable).
• Thanks to Richard Brown and Steve Hurst of Aisby for trailer collection and fixing/removal. 
• Display of village May Day celebrations created from Hemswell ‘Memory Books’

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

07-05-26/27 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)

RESOLVED to APPROVE the policies (i-iii and vi) listed above as per marked-up revisions. ACTION: Clerk to publish revised policies and update the PC website and policy spreadsheet. Item vi was discussed separately [Min Ref: 07-05-26/27 e]

07-05-26/27 b.It was agreed to defer the review and approval of any PC policies not listed above, in line with their scheduled review dates or, where appropriate, under the Scheme of Delegation. Members agreed that reviewing policies and procedures on a rolling basis was preferable to reviewing all of them at the Annual PC Meeting and resolved to continue with this approach. RESOLVED to NOTE the arrangements for policy review.

07-05-26/27 c.   To review the Parish Council insurance provision, review quotations, and resolve to authorise renewal. Members discussed the renewal quotation from Gallagher and a new quotation obtained from Zurich. The Zurich policy was simpler, asset- and liability-focused, and had a lower premium than Gallagher's renewal quote, but was not available with a 3-year LTA. Members agreed the broader multi-section policy from Gallagher was more comprehensive and, importantly, included governance risks and was available as a 3-year LTA. The increase from the last FY premium was £7.30 and the renewal schedule included new speed signs and increased equipment cover. RESOLVED to APPROVE the payment of £480.01 to Gallagher (3-year LTA) to renew the PC insurance policy. ACTION: Clerk to arrange payment and liaise with Gallagher for renewal documents and publish/update on the PC website as appropriate.

07-05-26/27 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)

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 APPROVE the itemised membership/subscriptions for the current FY. ACTION: Clerk to administer as appropriate.  

07-05-26/27 e. To agree to review and revise the Parish Council’s Asset List (V3.0 May 2024).

The clerk explained the purpose of the PC asset register, which currently lists assets valued at £12787.33 (net), how assets are valued (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.  

07-05-26/27 f. To identify and agree on the membership of the Finance Committee.

Cllr T. Horsfield agreed to remain a member of the Finance Committee. Clerk to confirm the position of Cllr. R. James and Cllr. G. Jago and approve the ToR under the Scheme of Delegation. RESOLVED to DETERMINE the position of councillors re membership of the PC Finance Committee. ACTION: Clerk to contact Cllrs. James and Jago, and report back to PC.

07-05-26/2  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. Members confirmed the schedule was still suitable and agreed ordinary PC meetings would be held on 20 July 2026, 21 Sept 2026, 16 Nov 2026, 18 Jan 2027, 15 March 2027 and 10 May 2027. 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.  

FINANCIAL MATTERS 

08-05-26/27 a. To receive the financial report and approve payments. Receipts and payments summary for the period 9 March – 14 May 2026.  Please note this period crosses the year-end for 2025-2026. 
Current Account: £3752.13    Instant Access Account: £12,922.37   TOTAL CASH IN BANK = £25,749.29

RECOVERABLE VAT £0.00 RECONCILIATION Cllr. Jago undertook reconciliation for the FYE for the period April 2025 - March 2026 in preparation for the AGAR submission (< 1 July 2026). 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. 

08-05-26/27 b. To receive and approve the Annual Governance and Accountability Return 2025/2026 documents. 

Draft accounts, bank reconciliation statements and financial overview reports were circulated to members before the meeting, including the Internal Auditor report for the financial year 2025/2026.

08-05-26/27 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. 

08-05-26/27 b ii. Accounting Statements: including review of S137 spend & Bank Reconciliation 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 £80.00 for the FY. RESOLVED to publish Accounting Statements, Sct 2. to the PC website. ACTION: Clerk. 

08-05-26/27 b iii. 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. 

08-05-26/27 b iv. Explanation of Variances Variances of 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. 

08-05-26/27 b v. Exercise of Public Rights The notice is to be displayed for the period commencing Wednesday, 3 June 2025 and ending on Monday, 14 July 2025. RESOLVED to publish the Notice of Exercise of Public Rights on the PC website. ACTION: Clerk. Exercise of Public Rights to be displayed with documents available for inspection by appointment with the clerk between Wednesday 3 June 2026 to Tuesday 14 July 2026 inclusive.

08-05-26/27 b 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. 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 2025/2026 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.  

09-5-26/27 PLANNING MATTERS – WL/2026/00365, Millfield, Middle Street, Hemswell, Gainsborough, DN21 5TS. Garage Building. RESOLVE  that the PC had no objections to the application and that it be considered under the PC Scheme of Delegation. ACTION: Clerk to return to WLDC on behalf of Hemswell PC by the deadline of 25/05/2026. 

10-5-26/27 DATE OF NEXT MEETING – To resolve to note the date and time of the next Parish Council Meeting - Monday 20thJuly 2026, 7:00 pm.  

UNADOPTED