2025-26 Minutes

Potterhanworth Parish Council

Minutes of the Annual Meeting of Potterhanworth Parish Council held at The Pavilion, Queensway, Potterhanworth, LN4 2EA on Monday 27 May 2025.

Present:  Chair:  Sarah Copsey

Councillors:  Georgina Blake, Grant Collier, John Giles and Martin Ott

In attendance:  Mr Eddie Findlay, Clerk and Responsible Finance Officer

3 members of the public were in attendance.

At 07:00 pm the current Chair, Cllr Copsey welcomed everybody and opened the floor for the public forum.

Public Forum

Mr Orton, Chair of the Pavilion Committee had presented a list of suggested costings to erect a wooden structure, over the block paved area, to provide shade/cover for users of the playing field and play area.

Many months had been spent researching pergolas, but these were proving extremely expensive.

He and another member of the Pavilion Committee were prepared to undertake the work, at no cost to the Council, and they were proposing a wooden structure, with a tiled roof, to match the Pavilion.  A representative picture had been circulated.  Council would discuss the matter at Agenda item 12.

He also asked that Council consider work on the old garage, situated just beyond the play area.  This was to be discussed at Agenda item 8.f.

At 7:20 Cllr Copsey declared the meeting open.

1.  Election of Chair for the new civic year.  Signing of Acceptance of Office.
Cllr Giles nominated Cllr Copsey to act as Chair for Potterhanworth Parish Council for the new civic year, seconded by Cllr Collier.
There were no other nominations, and Cllr Copsey was happy to be Chair.
Action:  Council RESOLVED to unanimously approve Cllr Copsey to act as Chair for the coming civic year.
Cllr Copsey took the Chair and thanked everyone for their support and completed the Declaration of Acceptance of Office of Chair.

2.  Election of Vice-Chair for the new civic year.  Signing of Acceptance of Office.
Cllr Copsey nominated Cllr Giles to act as Vice-Chair for Potterhanworth Parish Council for the new civic year, seconded by Cllr Blake.
There were no other nominations, and Cllr Giles was happy to be Vice-Chair.
Action:  Council RESOLVED to unanimously approve Cllr Giles to act as Vice-Chair for the coming civic year.
Cllr Giles completed a Declaration of Acceptance of Office of Vice-Chair.

3.  To receive apologies for absence and reasons given, i.a.w. Local Government Act 1972, Sch 12, para 40.
All Councillors were present.

4.  To receive declarations of interest and to consider dispensation applications in relation to Disclosable Pecuniary Interests.
None declared at this time.

5.  Notes of the ordinary meeting of the Parish Council held at the Pavilion Queensway, Potterhanworth, LN4 2EA on Monday 28 April 2025 to be approved as Minutes.
Action:  Council RESOLVED to defer the approval of the notes due to number of errors on attending Cllrs.
Proposed by Cllr Copsey, seconded by Cllr Blake and approved unanimously.

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6.  Adoption of Documents.
a.  Standing Orders (April 2025).
Action:  Council RESOLVED to defer the approval of the Potterhanworth Parish Council amended version of Standing Orders (2025) due to not all Cllrs having received a copy.
Proposed by Cllr Copsey, seconded by Cllr Giles and approved unanimously.

b.  Financial Regulations (April 2025).
Action:  Council RESOLVED to defer the approval of the Potterhanworth Parish Council amended version of Financial Regulations (2025) due to not all Cllrs having received a copy.
Proposed by Cllr Copsey, seconded by Cllr Giles and approved unanimously.

c.  Risk Management/Assessment Strategy.
Action: The Council RESOLVED approve the presented Risk Management/Assessment Strategy.
Proposed by Cllr Copsey, seconded by Cllr Giles and approved unanimously.

d.  Councillor Co-Option Policy.
Action:  Council RESOLVED to approve the presented Councillor Co-Option Policy.
Proposed by Cllr Collier, seconded by Cllr Blake and approved unanimously.

e.  Complaints Policy.
Action:  Council RESOLVED to approve the presented Complaints Policy.
Proposed by Cllr Copsey, seconded by Cllr Collier and approved unanimously.

f.  Terms of Reference for Employment Committee and confirm Members.
Action:  Council RESOLVED to approve the presented Terms of Reference for Employment Committee and confirmed Cllr Giles, Cllr Ott and Cllr Collier as Members.
Cllr Blake was reserve.
Proposed by Cllr Copsey, seconded by Cllr Giles and approved unanimously.

g.  Confirm use of NKDC Members Code of Conduct and sign as having received a copy.
Action:  Council RESOLVED to confirm use of NKDC Members Code of Conduct and those present would sign as having received a copy.
Proposed by Cllr Copsey, seconded by Cllr Blake and approved unanimously.

7.  Receive reports from the Clerk and Councillors in relation to the minutes and other Council matters.
No resolutions may be passed under this item but requests for matters to be placed on the next agenda can be made.
Dog waste bin received by NKDC 19-May-2025.  They have asked for location to be installed?  Email sent 20-May asking for location.
*  Post meeting note, the Chair highlighted a preferred location along Queensway verge.
Still awaiting news on litter bin.  Where is that supposed to be going?

The Clerk had negotiated an extension to the deadline for using the remaining £1,986.00.

1 crime showing on Police reports for Potterhanworth for March 2025.

Councillors
Cllr Blake reported that she had submitted the first Council article to The Sheepwash Times, covering the Litter Pick, upcoming Beer Festival and Church Plant Sale.
The next deadline is 10-Jun-2025 and will include details on the Annual Parish Meeting and the speakers involved.  A precis would be forwarded to the Clerk for Facebook and the website.

Cllr Collier had carried out weekly play area checks and other than odd holes being dug in the ground, which he fills in.  The climbing frame requires painting (see agenda item 11.).

8.  Financial Matters.
a.  Consider the cost of Parish Council Insurance Renewal with Zurich.
Action:  Council RESOLVED to accept the quote, noting the current Long Term Agreement ends May-2027 and other quotes should be sought prior to this date.
Proposed by Cllr Copsey, seconded by Cllr Collier and approved unanimously.

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b.  Approve payments made since the last meeting.

Action:  Council RESOLVED to approve the Payments made since the last meeting.
Proposed by Cllr Copsey, seconded by Cllr Collier and approved unanimously.

c.  Approve the payments of invoices etc. as listed on the Payments to be Authorised sheet.

Action:  Council RESOLVED to approve the Payments to be Authorised.
Proposed by Cllr Copsey, seconded by Cllr Giles and approved unanimously.

d.  Approve the bank reconciliation for April 2024.
The Clerk reported that the bank accounts had been reconciled for the month of April 2025.
The Precept of £29,000.00 had been received into the Unity Trust Bank Account.
The end of month balance was £69,983.07, of which £1,986.00 is Community Infrastructure Levy, leaving £67,997.07 as “Council” money.
Action:  Council RESOLVED to approve the bank reconciliation for April 2025.
Proposed by Cllr Collier, seconded by Cllr Copsey and approved unanimously.

e.  Consider the Internal Auditor Report for the Annual Accountability and Governance Return 2024/2025 Form 3 page 3.
Action:  Council RESOLVED to accept the report and where currently working towards fulfilling the recommendations suggested.
Proposed by Cllr Copsey, seconded by Cllr Collier and approved unanimously.

f.  Review of the budget and consider ring-fencing monies for projects.
At the end of FY2024-2025, Council had £42,954.03 and the Chair was looking to ‘ring-fence’ some of this towards projects for this and subsequent coming years.
The Clerk advised that ‘best practice’ is for a Council to hold 3-6 months (of Precept amount) as Unmarked Reserves.  Everything else should be “ringfenced”.
Action:  Council RESOLVED to accept the budget and to ‘ring-fencing’ amounts as follows;
£16,000.00 for playing field works (to include shaded area structure, garage refurbishment and fire-proof storage for parish records),
£5,000.00 for general village refurbishments (War Memorial fence repaint, benches repaint and climbing frame repaint),
£12,000.00 for MUGA and car park refurbishment.
£33,000.00 in total now ‘ring-fenced’.
Proposed by Cllr Copsey, seconded by Cllr Blake and approved unanimously.

9.  Planning Matters.
a.  25/0227/VARCON – land between Station Road and Cross Street, Potterhanworth.  Approved by NKDC 30-Apr-2025.
b.  24/0966/FUL – Nocton Farmyard, Cyclone Way, Nocton.  Approved by NKDC Planning 15-May-2025.

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10.  Correspondence.
a.  25/0227/VARCON – land between Station Road and Cross Street, Potterhanworth.  Approved by NKDC 30-Apr-2025.  Circulated 02-May-2025.
b.  Parish and Town Council Forum – 10 July 2025.  Circulated 16-May-2025
c.  Notification of Temporary Traffic Regulation TTR011871.  Circulated 16-May-2025.
d.  NKDC Parish and Town Council Newsletter.  Circulated 16-May-2025.
e.  24/0966/FUL – Nocton Farmyard, Cyclone Way, Nocton.  Approved by NKDC 15-May-2025.  Circulated 16-May-2025.
f.  Notification of Temporary Traffic Regulation TTRO/TTR011434.  Circulated 16-May-2025.
g.  Email from resident re Speeding within village 30mph zone.  Circulated 21-May-2025.
h.  Rural Services Network Newsletter (21 May 2025).  Circulated 21-May-2025.
i.  LALC e-news 23/05/2025 and may Training Bulletin.  Circulated 26-May-2025.
j.  Email from St Andrew’s Church.  Circulated 26-May-2025.
k.  Town and Parish Council Newsletter from LCC.  Circulated 27-May-2025.

11.  Consider seeking quotes for the following painting jobs;
a.  War Memorial fence.
b.  Benches x 3 – Queensway, Main Road (Junction with Station Road) and War Memorial.
c.  Climbing frame at Play Area.
Action:  Council RESOLVED to get quotes, which Cllr Copsey would pursue.
Proposed by Cllr Blake, seconded by Cllr Collier and approved unanimously.

12.  Receive an update on the search for a suitable structure to provide shade for the blocked paved area.
Update from Mr Orton received under Public Forum.
Action:  Council RESOLVED to approve the plan and budget presented by Mr Orton.
Cllr Giles would approach the suggested suppliers to see how best to proceed, with ordering and paying for goods.  Costs would be in the region of £4,000.00, including VAT.
Proposed by Cllr Giles, seconded by Cllr Copsey and approved unanimously.

13.  Confirm the date of the next meeting.
The next meeting was confirmed as Monday 23 June 2025.

14.  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.  Clerk contract matters – Probationary Period.

Action:  Council RESOLVED to go into Closed Session to consider the above mentioned item.
Proposed by Cllr Giles, seconded by Cllr Copsey and approved unanimously.

This part of the meeting closed 8:50 pm.

The meeting continued in the absence of press and public at 8:55 pm.

(Not for publication by virtue of section 100A(4) of the Local Government Act 1972, the items being of a confidential nature.)

The Clerk left the meeting at 8:55 pm.

Confidential Minutes.

a.  Clerk contract matters – Probationary Period.
Action:  Council RESOLVED that the Clerk had successfully completed the probationary period.
Cllr Giles, would arrange to meet with the Clerk to discuss the role going forward.
Proposed by Cllr Giles, seconded by Cllr Collier and approved unanimously.

The meeting closed at 9:10 pm

Signature:  Original Signed

Printed Name:  Cllr Sarah Copsey

Date:  23 June 2025

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