29-Sep-2025 Agenda for Ordinary Meeting
Potterhanworth Parish Council
Agenda & Meeting Notice
Dear Sir/Madam,
I hereby give you notice that a meeting of Potterhanworth Parish Council will be held on Monday 29 September 2025, starting at 7pm, at The Pavillion, Queensway, Potterhanworth LN4 2EA.
Members of the public and press are welcome to attend, and a Public Forum session will be available prior to the commencement of the meeting for a maximum of 20 minutes, which will include reports from County and District Councillors, if available. Alternatively, questions or short statements can be submitted to the Clerk in advance of the meeting via email potterhanworthparishclerk@gmail.com .
All Members of the Parish Council are summoned to attend for the purpose of considering and resolving upon the business to be transacted at the meeting, as set out hereunder.
Please note, the meeting will be recording to allow for correct minute taking and the recording will be delated once the Minutes have been approved.
Signed: A E Findlay
Clerk to the Parish Council
24 September 2025
Agenda
1. To receive apologies for absence and reasons given, i.a.w. Local Government Act 1972, Sch 12, para 40.
2. To receive declarations of interest and to consider dispensation applications in relation to Disclosable Pecuniary Interests.
3. Consider the approval of the notes of the ordinary meeting held at The Pavillion, Queensway, on Monday 28 July 2025 as Minutes.
4. Committee Report.
a. Receive a report on the Employment Committee Meeting held on Monday 22 September 2025 and approve the notes of that meeting as Minutes.
b. Consider the following recommendations from the Employment Committee meeting.
i. Clerk Job Description (from Employment Committee Meeting, Minute ref: 49.b. page 19-2025/2026-EC).
ii. RFO Job Description (from Employment Committee Meeting, Minute ref: 49.c. page 19-2025/2026-EC).
iii. Retainer contract for a Parish Operative (from Employment Committee Meeting, Minute ref: 50. page 19-2025/2026-EC).
5. Consider the adoption of the following policy documents.
a. Grants and Donation Policy and Application Form
b. Records Retention Policy.
c. Disciplinary Policy (from Employment Committee Meeting, Minute ref: 49.a. page 19-2025/2026-EC).
6. Consider any applications for Councillor Co-Option.
7. Receive a report from the Chair.
8. Receive reports from the Councillors and Clerk in relation to previous minutes and other Council matters, including Police Reports and items of risk.
No resolutions may be passed under this item but requests for matters to be placed on the next agenda can be made.
9. Financial Matters.
a. Approve payments made since the last meeting.
b. Approve the payment of invoices etc. as listed on the Payments to be Authorised sheet.
c. Approve the bank reconciliation for July and August 2025.
d. Receive the External Audit Section 3 of the Annual Governance and Accountability Report 2024/2025.
e. Consider an Internal Auditor for FY 2025/2026.
f. Consider the replacement of the out-of-date defibrillator pads and battery located at 23 The Park.
g. Consider an annual gratuity towards electric used for the defibrillator cabinet located at 23 The Park.
h. Consider the purchase of a Christmas tree.
i. Consider the purchase of new Christmas tree lights.
j. Consider the purchase of some shorter handled litter pickers.
k. Confirm previous resolution to purchase Microsoft Office 365.
l. Consider the purchase of some A2 sized 30mph repeater signs.
10. Planning Matters.
None received to date.
11. Correspondence.
Current list circulated.
12. Pavilion/playing field facilities.
a. Receive an update on the shaded structure planned for the playing field.
b. Consider a course of action with regard to the tennis court/car park drainage issues.
c. Consider a course of action with regard to the safer surfacing and ground under the Titan play equipment in the play area.
d. Consider a course of action in relation to the garage(s) at the playing field, to either repair or replace.
13. Working Group updates.
a. Receive a report from the Village Social Events Working Group.
14. Meeting Dates.
a. Confirm the next full Council meeting as planned for Monday 27-Oct-2025.
15. To resolve to go into closed session in accordance with the Public Bodies (Admissions to Meetings) Act 1960, as amended by Section 100 of the Local Government Act 1972 to discuss the following matters.
a. Consider a course of action with regard to the Car Dyke History Board.
b. Consider a course of action with regard to the acts of petty vandalism in and around the play area.
c. Potential financial expenditure for salaries for FY 2025/2026 (from Employment Committee Meeting, Minute ref: 51.b. page 20-2025/2026-EC).