2026 Parish Council Minutes

UNADOPTED MINUTES - Ordinary Meeting of the Parish Council - Monday 20th July 2026  

Present: Parish Councillors:  Cllr. J. Roberts (Chair), Cllr. R. James (Vice-Chair), Cllr. A. Horsfield, Cllr. T. Horsfield, Cllr. G. Jago, Cllr. SA. Everatt   Member(s) of the Public (MoP):1. In attendance: District Cllr. P Howitt-Cowan, Clerk: E. Raymond.

 Public Forum   

The Chair opened the public forum.

i. The Chair of the Village Hall Committee updated the meeting on matters arising since May 2026, including its AGM and appointment of committee members, stressing that more members and support are always welcome. The Wallace & Dough pizza van visit was a great success, very well supported by residents and families, raising much-needed funds for the Village Hall, with plans for future visits. Upcoming Village Hall events include an ‘Open Memory Book’ session, Macmillan Coffee Morning, Harvest Supper, Halloween activities, and decorating the village Christmas tree; full details will be published in the Trent Cliffe Gazette. A number of private bookings for the Village Hall have been secured. Planning for May Day 2027 has started, and the Village Hall is seeking more constructive support from the County/District councils than was provided this year regarding road closures and street cleaning.  Members noted the need to promote the event while managing safety, numbers, parking, and related issues. Finances and playpark matters remain largely unchanged. The Clerk will include Village Hall activities and raise awareness of the need for wider support for the Village Hall in the next PC newsletter.

ii. District Cllr. P. Howitt-Cowan updated the meeting on Community Grants, encouraging the PC to apply for suitable grants; and the successful 2026 WL Churches Festival, with plans for increasing the event next year. Views were expressed on the announcement of the Local Government Reorganisation and potential impact on the county. 

iii. The Clerk read a report on behalf of County Cllr. Chris Reeve, with apologies for absence due to another PC commitment. Cllr. Reeve advised of grants available and encouraged PCs to apply with suitable proposals. 

The Chair thanked the public for attending and convened the Parish Council meeting at 7:35 pm. 

11-7-26/27 WELCOME & REMARKS 

12-7-26/27 APOLOGIES FOR ABSENCE – All members present. None received.

13-7-26/27 DECLARATIONS OF INTEREST AND DISPENSATION REQUESTS – None received. 

14-7-26/27 NOTES - To consider and resolve to approve the Minutes of the Annual PC meeting held Monday, 18th May 2026 and to sign as agreed minutes. RESOLVED that Minutes of the Annual PC Meeting be approved and signed as a correct record. 

15-7-26/27 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.  

Actions Arising (from 18/05/2026)

• School Bus Stop: Harpswell Hill. Risk assessments have been undertaken (by LCC/Highways) of three possible options (Harpswell Lane, Middle St. & Hemswell Cliff Post Office). Commercial Director of Stagecoach has since advised no viable solution was identified. “We are still working towards finding a fix for this matter should one be available to us”. District Cllr. P Howitt-Cowan offered to consult with Sir Edward Leigh on this matter. The Chair accepted this offer and expressed his thanks. 
• PC Insurance renewal completed. 3 year LTA. Gallagher Insurance
• Annual Governance & Accountability Review (AGAR). Paperwork completed and returned to external auditor (PKF Little John). Exercise of Public Rights displayed. Confirmation of receipt of Exemption Certificate received from PKF.
• Policies and Procedures updated and published to PC website (ongoing)

Clerk’s Report

• Regular duties, follow-up actions from previous meeting, circulation of relevant news/emails, policy revisions.

Correspondence

• Valuation Office: Clerk has received confirmation that the Small Business Rates Relief (SBRR) still applies to Hemswell Civil Cemetery and that no rates will be charged.  

Responsible Financial Officer (RFO) 

• Financial matters, Annual Governance & Accountability Return. Reconciliation for April-June 2026.

Burial Clerk  

• Payment received for an assignment of Exclusive Rights of Burial Rights. A replacement memorial was installed, in line with policy and procedure, for a child interred in 1964. The family thanked the PC for its help in making the necessary arrangements.
• Weeds have been cleared by hand from and around some graves that are not tended by relatives. The Clerk will cost a proposal to weed-suppress and gravel between some graves in the earliest section of the cemetery, to address the restricted access for grass mowers and the risk of memorial damage from strimming.

RESOLVED to NOTE the Clerk’s Report. 

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

16-7-26/27 a. To review the management and maintenance of the ‘Beck’ including footpath and margins.

Cllr. James provided background on the need to manage/maintain the Beck, which is one of the two recognised Green Spaces in the Neighbourhood Plan (the other being the cemetery). ‘Ownership’ of the Beck was raised, noting previous enquiries by the Clerk with the LCC Commons Registration Authority identified the strip is not registered, and that registration as ‘common land’ is not a viable option for the PC. 

Cllr. James listed options for keeping the pathway, verges, and trees ‘managed’ but leaving the natural margins to encourage biodiversity, while balancing the needs of those seeking accessibility along the footpath. The Clerk confirmed that the PC grass-cutting provider is not contracted to mow further into the Beck and along the pathway in order to preserve and enhance biodiversity – a duty placed upon the PC under the Environment Act 2021

A tree survey of the Beck, undertaken in 2024, identified and dealt with urgent tree works, with recommendations to remove ivy around trees deemed susceptible or vulnerable to failure. As a result of the survey, two successful volunteer days were held in August 2024. Members agreed more such volunteer events would help maintain safety and access to the Beck, though employing contractors would reduce dependence upon the regular but small number of ‘community-minded’ individuals who get involved. External contractors would have to be funded by PC as grants are unlikely to be available for assets not owned by the PC. The dredging and revival of the pond along the Beck would be a major undertaking in terms of cost and work and could not be considered at this time. The clerk confirmed that the PC insurance policy covers volunteers involved in PC-organised events.

Cllr. James suggested the work should be prioritised as follows, given the lack of significant rain, heatwaves and effects of climate change upon the undergrowth and trees:

• Install the refurbished bench and bench supports
• Create a dead hedge for habitat and mow open areas 
• Refurbish/replace and register the bat boxes along the Beck
• Cost replacement handrails for the footbridge over the Beck
• Cost and appoint a contractor to undertake hedge laying

RESOLVED to PROMOTE a series of ‘volunteer days’ to undertake general tidying and controlled clearance of ivy from trees identified in the 2024 survey. ACTION: Clerk to review insurance and PC liabilities for the Beck.  Clerk to promote and arrange volunteer days in the coming months, subject to suitable weather conditions and to cost works that will incur expenditure (replacement handrails, hedge laying). 

16-7-26/27 b. To receive an update on traffic data from the vehicle-activated speed signs (VAS) on Middle Street, Hemswell. 

Cllr. T. Horsfield provided data from the two VAS devices installed in April through to 19 July 2026. The figures showed that around one in five vehicles travelling on the B1398 towards Kirton Lindsey exceeded the 50 mph limit, with some exceeding 90 mph. The member had presented the data to LRSP on behalf of the PC, and raised serious concerns about pedestrian safety at the bus stops at the top of Bunker’s Hill, as well as vehicles entering and exiting Bunker’s Hill. The report included statistical analysis of the data collected by the two VAS devices together with supporting information regarding the nature of the road and bus stop crossing points. 

Cllr. T. Horsfield had copied a series of email correspondence with LRSP to the clerk. One reply from LRSP suggested that ‘SLOW’ markings could be added to the road, possibly with 50 mph roundels, but this proposal has yet to be confirmed. Cllr. T. Horsfield was supported by members to press further on this matter, as the data indicate that the VAS devices alone are insufficient as a deterrent and further measures are required to reduce speeding, ideally including enforcement.  The clerk was asked to adjust the range/messages on the VAS devices to ensure they detect all passing traffic and alert drivers sufficiently early. 

RESOLVED to SUPPORT Cllr. T. Horsfield to make further representations regarding speed-reduction measures on behalf of the PC and residents. ACTION: Cllr. T. Horsfield to continue data analysis and reporting. Clerk to review device settings in discussion with Elan City. 

16-7-26/27 c. To agree on the dates for the next meetings of the PC Finance Committee (Oct 2026 and Feb 2027).Cllr Jago, Cllr. T. Horsfield and Cllr. James on Finance Committee. RESOLVED to CIRCULATE dates for meeting. ACTION: Clerk.

16-7-26/27 d. To resolve to approve revisions to the following PC Policies/Procedures:

i. Persistent/Vexatious Complaints Policy (V1.0)  ii. Data Breach (V1.1)  iii. Training & Development Policy (V1.0)  

Members had no revisions or comments regarding the policies for review. 

RESOLVED to APPROVE the policies (i-iii) listed above as per the marked-up revisions. ACTION: Clerk to publish revised policies and update the PC website and policy spreadsheet.

FINANCIAL MATTERS  

17-7-26/27 a. To receive the financial report and approve/ratify payments.  

The RFO report was circulated to members prior to the meeting and summarised as follows:

Unity Trust Bank Accounts: (17 JULY 2026). Current Account: £1429.79, Instant Access Account: £22,100.17.   TOTAL CASH IN BANK £23,529.96

VAT Claim for current FY: £62.16. RECONCILIATION OF ACCOUNTS Reconciliation for period April –June 2026 being undertaken by Cllr. Jago.  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. 

18-7-26/27 PLANNING MATTERS  Matters dealt with under the PC Scheme of Delegation. Appl. WL/2026/00516, Windy Ridge, Hemswell. Planning application for removal of 1no. bird loft and the erection of 1no. holiday let, alongside the change of use of 1no. garage to 1no. holiday let. The Application was considered under the Scheme of Delegation, excluding members who declared Pecuniary Interests, and was returned to WLDC with no objections.

19-7-26/27 DATE OF NEXT MEETINGS – To resolve to agree the date and time of the next Ordinary PC meeting as 21 September 2026, 7:00 pm at the Hemswell and Harpswell Village Hall. 

Meeting closed at 20:18 pm 

UNADOPTED