2025-26 Minutes

Potterhanworth Parish Council

Minutes of the Ordinary Meeting of Potterhanworth Parish Council held at The Pavilion, Queensway, Potterhanworth, LN4 2EA on Monday 23 February 2026.

Present:  Chair:  Sarah Copsey
Councillors:  Grant Collier, Lee Davis and John Giles
In attendance:  Mr Eddie Findlay, Clerk and Responsible Finance Officer
Also in attendance:  Cty Cllr Ian Carrington and D/Cllr Peter Lundgren

3 members of the public were in attendance.

At 07:00 pm, Cllr Copsey welcomed everybody and opened the meeting.

106.  To receive apologies for absence and reasons given, i.a.w. Local Government Act 1972, Sch 12, para 40.
Cllr Ott, Cllr Blake and Cllr Ingall were unable to attend and their reasons were made known to the Council.
Action:  Council RESOLVED to approve the reasons for absence from Cllr Ott, Cllr Blake and Cllr Ingall.
Proposed by Cllr Copsey, seconded by Cllr Giles and approved unanimously.

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

108.  Consider the approval of the notes of the ordinary meeting held at The Pavillion, Queensway, on Monday 19 January 2026 as Minutes.
Action:  Council RESOLVED to approve the notes of the Ordinary Meeting of the Parish Council held on Monday 19 January 2026.
Proposed by Cllr Copsey, seconded by Cllr Collier and approved unanimously.

109.  Receive a report from the Chair.
Cllr Copsey met with the Head Teacher, Mr Ben Kennedy last week to discuss road safety amongst other topics.  She was hoping to introduce Mr Kennedy to Ellie Pickle, with a mind that the School and The Chequers be more cohesive and mutually supportive and maybe allow some School Staff to use the pub car park Monday to Thursday, which would reduce the number of cars from the main road.
They spoke about past campaigns with LRSP and PCSOs – mini police and Mr Kennedy said he would investigate this as he is concerned about how fast lorries come through the village.
It was explained that Potterhanworth used to have a Lollypop person, something else he would look to explore.
Mr Kennedy was keen to get volunteer readers into school to help listen to young readers and it was suggested the Over 60s Club might be interested.  A soup/choir day was suggested with pupils encouraged to bring grandparents to school.
Christmas Tree – Nigel Sardeson has kindly offered to source the village tree this year; he will let us know the cost.
Community Champions - Potterhanworth Parish Council has submitted a bid for the Potterhanworth Scouts to be Community Champions at the CoOp.

110.  Receive reports from the Councillors and Clerk 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.

Councillors
Nothing from the Councillors present.

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Clerk
Following a request from a resident, the Clerk had arranged a meeting with Lincolnshire Road Safety Partnership re the B1178 and B1188 junction, following a recent spate of accidents.  The meeting was planned for Friday 06-Mar-2026.  Cllr Carrington has also offered to be in attendance.
Emails expressing thanks had been received by the Clerk from Citizens Advice and St. Andrew’s Church, and the Over 60s on their recent Grant awards.  Nothing heard from Autumn Festival or Scouts.
Note for PKF Littlejohn submitted as per Chair’s report last month and they had confirmed what figures to use for the next AGAR.
5 Police reports were showing on the Lincolnshire Police Crime Map (Washingborough & Metheringham).
Next NKDC Parish and Town Council Forum is planned for Tuesday 17 March 2026, starting at 10:00am until noon, in the Civic Suite at NKDC Offices.  Anybody wishing to attend, please let the Clerk know as soon as possible.

111.  Public Forum.  Including reports from the County and District Councillors.
Cty Cllr Carrington reported that reactive speed signs are very effective and the rotation of the Parish Council Speed Indicator Device (SID) would prove very beneficial over time.
The condition of the road surface at the junction of Station Road and Main Road had been reported in and he was awaiting a response.  He was also concerned over the growing number of complaints he was receiving over the poor standard of repair being undertaken, with potholes reappearing very rapidly, at the same spot.  He had requested data on what repairs were being done and what repairs were being re-visited time and time again.  This was supported by all.
He also stated that he had a meeting set at 10:00am on 06-Mar-2026, with the Clerk, a Lincolnshire Road Safety Partnership (LRSP) representative and a resident, over safety concerns of the junction at the B1178/B1188, follow a recent spate of collisions at the junction.
He gave details on the broad brush transport scheme for SEND children and was hoping to refine the fairness and cost to ensure a better service for those most in need.
The County Council Budget meeting was the longest he’d ever known, a little over 8 hours.  The bottom line is a Council Tax increase, with a reduction in core services.  Despite counter proposal to freeze Council tax and ring fence £10M into road repairs the County Budget was voted through.

D/Cllr Lundgren was pleased to hear the cooperation with the school and the pub to alleviate traffic issue on Main Road.  A number of local road closures was exacerbating traffic coming through Potterhanworth.

A member of the Pavilion Committee suggested the removal of the hedge that surrounded the final part of the hedge that bordered the play area.  It was suggested the matter be discussed at the next Pavilion Committee meeting (planned for 02-Mar-2026) and then brought back to the Council to be considered for inclusion in future budget planning.

112.  Financial Matters.
a.  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.

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b.  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.

c.  Approve the bank reconciliation for January 2026.
The bank accounts had been reconciled for the month ending 31-Jan-2026, which now stood at £40,567.42.
Action:  Council RESOLVED to approve the bank reconciliations for January 2026.
Proposed by Cllr Copsey, seconded by Cllr Davis and approved unanimously.

d.  Consider the cost for a replacement Car Dyke History board, if required.
Zurich Insurance that the current policy did not include the History Boards.  A full review of the insurance requirements would be required before the next cover period.
Action:  Council RESOLVED not to replace the damaged Car Dyke History Board.
Proposed by Cllr Copsey, seconded by Cllr Giles and approved unanimously.

e.  Consider allowing the Parish Council Bank account to be used to hold money from the Culfrey Trust to help pay towards certain POTCOM activities.
Cllr Copsey gave brief details on the reasons for the Culfrey Trust grant and that it would be used to allow qualifying individuals the ability to access certain POTCOM activities.  It would be kept as a ring-fenced line within the Council accounts.
Action:  Council RESOLVED approve the use of Parish Council bank account to hold money from the Culfrey Trust to help pay towards certain POTCOM activities.
Proposed by Cllr Copsey, seconded by Cllr Collier and approved unanimously.

f.  Consider the quotes to trim the play area hedge.
Action:  Council RESOLVED to approve the quote of £160.00 to trim back the hedge which surround the play area and remove the arisings.  Work to be undertaken by the end of the week.
Proposed by Cllr Copsey, seconded by Cllr Giles and approved unanimously.

113.  Planning Matters.
a.  25/0898/FUL - Change of use to existing first floor to create 3no apartments at B And C Express Station Road Potterhanworth.  Application REFUSED by NKDC 05-Feb-2026.
b.  26/0168/TPO - T1 - Ash tree, reduce the height of the crown by 2m, and the width of the furthest lateral branches at 3 The Park, Potterhanworth, LN4 2EB.  Comments required by 06-Mar-2026.
The Council had no comments, nor objections to this TPO application.

114.  Correspondence.
a.  LALC e-News.  Circulated 23-Jan-2026.
b.  Town & Parish Council Forum (LCC).  Circulated 30-Jan-2026.
c.  National Highways & Transport (NHT) Survey (LCC).  Circulated 30-Jan-2026.
d.  NKDC e-News NK.  Circulated 06-Feb-2026.
e.  Application 25/0898/FUL B And C Express Station Road Potterhanworth.  Refused by NKDC 05-Feb-2026.  Circulated 06-Feb-2026.
f.  Town and Parish News (LCC).  Local Government Reorganisation Survey.  Circulated 06-Feb-2026.

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g.  Supporting Residents with Sight or Hearing Loss (NHS via LALC).  Circulated 06-Feb-2026.
h.  Local Government Reorganisation in Greater Lincolnshire (NKDC).  Circulated 06-Feb-2026.
i.  Harmony Business Support (currently Blossom Bookkeeping Ltd).  Circulated 11-Feb-2026.
j.  26/0168/TPO.  Tree works application from NKDC.  Circulated 16-Feb-2026.
k.  LALC update on Remote meetings and proxy voting.  Circulated 17-Feb-2026.
l.  NKDC Parish and Town Council Newsletter.  Circulated 20-Feb-2026.
m.  Unity Trust Bank.  Increase in Financial Services Compensation Scheme (FSCS) deposit amount protection limits from £85,000 to £120,000.  Circulated 23-Feb-2026.
n.  LALC e-News 20/02/26.  Circulated 23-Feb-2026.

115.  Pavilion/playing field facilities.
a.  Receive an update, if any, on the recently submitted Grant application.
Additional information had been requested by the Grant awarding body, all of which had been supplied to them within their preferred timeline.

116.  Working Groups updates.
a.  Receive a report on behalf of the POTCOM Working Group.
Following a meeting on 24-Feb-2026, it was confirmed that the Community Cuppa would start 17-Mar-2026, in the Pavilion, for 2 hours, from 10:00am.  This is sponsored by the CoOp, and will be run by Sue Ellis, Denise Nicholson and Amanda Crombie.
The craft groups are well attended, Watercolour is fully booked next week, we have had mug decorating and mono printing.  Sue Ellis is working very hard to fill these courses and provide a broad range of events.
Garden/ wild spaces - we are hoping to create our first wild garden week beginning 03-Mar-2026, supported by Mrs S Battle and Nigel Laing.

b.  Consider a date for the next Community Litter Pick.
Saturday 28-Mar-2026 was the preferred date, which would coincide with the running of The Great British Spring Clean from 13–29 March, which is the UK's largest annual mass-action environmental campaign organized by Keep Britain Tidy.  Under the "Love Where You Live" theme, it urges volunteers to collect litter in and around their local area.
Action:  Council RESOLVED promote Saturday 28-Mar-2026, starting at 10:30am, at the War Memorial.
The Clerk would arrange with NKDC to pick up the collected rubbish from the Pavilion car park on Monday 30-Mar-2026.
Proposed by Cllr Copsey, seconded by Cllr Collier and approved unanimously.

117.  Consider a course of action with regard to the distribution area of 30mph stickers, for affixing to wheelie bins.
The Clerk had obtain approximately 400, 30mph stickers, and 75, 40mph stickers, which can be applied to the sides of household wheelie bins.
Once received, Councillors would approach residents along the B1178, Station Road and B1202, Moor Lane, Main Road and Nocton Road.  Residents would need to be informed that the stickers were for wheelie bins only and not to be used as a permanent, static speed sign.
Action:  Council RESOLVED to approve approaching residents along the B1178, Station Road and B1202, Moor Lane, Main Road and Nocton Road.
Proposed by Cllr Copsey, seconded by Cllr Collier and approved unanimously.

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118.  Meeting Dates.
a.  Confirm the date for the next full Council meeting.
The next meeting of the Parish Council was planned for Monday 30-Mar-2026.
b.  Confirm the date of the next Employment Committee Meeting.
The next meeting of the Employment Committee was planned for Monday 16-Mar-2026.  Cllr Giles would confirm with the Pavilion Committee.
Cllr Giles confirmed that the Clerk was required to attend.
c.  Consider a date, and format, for the 2026 Annual Parish Meeting, to be held between
01-Mar and 01-Jun.
A number of dates were considered and due to the Bank Holidays and the Clerk’s other work commitments, Tuesday 05-May-2026 was proposed.
Action:  Council RESOLVED to approve Tuesday 05-May-2026, if available, as the date for the Annual Parish Meeting.  The format was to be similar, with local groups being invited to give short updates, with POTCOM being asked to give a longer, more in depth talk.
Proposed by Cllr Copsey, seconded by Cllr Collier and approved unanimously.

119.  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 current expenditure incurred on behalf of the Pavilion.
b.  Consider the draft Agreement for the Defibrillator installation at 23 The Park Potterhanworth.
Action:  Council RESOLVED to go into Closed Session to discuss the matters listed above.
Proposed by Cllr Copsey, seconded by Cllr Collier and approved unanimously.

This part of the meeting closed 8:10 pm.

The meeting continued in the absence of press and public at 8:10 pm.

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

Confidential Minutes.

a.  Consider current expenditure incurred on behalf of the Pavilion.
Action:  Council RESOLVED to note the expenditure and to make it known what costs the Parish Council covered to ensure the Pavilion remained viable, and continued to provide the exceptional venue for local residents.
Proposed by Cllr Cospey, seconded by Cllr Collier and approved unanimously.

b.  Consider the draft Agreement for the Defibrillator installation at 23 The Park Potterhanworth.
Action:  Council RESOLVED to approve, in principle, the draft Agreement for the Defibrillator installed at 23 The Park, Potterhanworth, subject to confirmation from LALC.
Proposed by Cllr Copsey, seconded by Cllr Collier and approved unanimously.

The meeting closed at 8:40 pm.

Signature:  Original Signed

Printed Name:  Cllr Sarah Copsey

Date:  30 March 2026

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