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 30 March 2026.

Present:  Chair:  Sarah Copsey

Councillors:  Georgia Blake, Grant Collier, John Giles, Sam Ingall and Martin Ott

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

Also in attendance:  Cty Cllr Ian Carrington

1 member of the public were in attendance.

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

125.  To receive apologies for absence and reasons given, i.a.w. Local Government Act 1972, Sch 12, para 40.
Cllr Davis’s absence was noted.

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

127.  Consider the approval of notes from the Ordinary meeting held at The Pavillion, Queensway, on Monday 23 February 2026 as Minutes.
Action:  Council RESOLVED to approve the notes from the Ordinary Parish Council meeting, held on Monday 23 February 2026 as minutes.
Proposed by Cllr Copsey, seconded by Cllr Giles and approved unanimously.

128.  Receive a report from the Chair.
Village Clean Up
This was the best turn out yet, with well over 30 people, about 10 families – there were 26 bags of rubbish from around the village and there was a team also doing a clean-up at the school and Church who collected an additional 10 bags.  There were lots of cakes and refreshments donated by St Andrews and Rachael Eades.  The gathered litter was left at the Pavilion, and these were taken away by North Kesteven District Council Waste Teams.  The Parish Council thanked NKDC.
Community Champions – Potterhanworth Parish Council has submitted a bid for the Potterhanworth Scouts to be Community Champions at the Co-Op.
Bus Shelter – the side opposite the pavement side, part way down Nocton Road, from the Church.  The Chair was looking to apply to the bus company to install a small up and over, to provide a little bit of shelter from rain.
The Chair had attended an NHS Connects Community Event.  Information leaflets would be displayed on the Pavilion noticeboard.  One individual was Paul Drury, Lincolnshire Armed Forces Covenant Community Officer.  It was suggested he be invited to the Annual Parish Meeting.

129.  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
No comments from any Councillors.

Clerk

•  The Clerk, along with Cllr Carrington and a resident, met with a representative from the Lincolnshire Road Safety Partnership (LRSP) at the B1178 and B1188 junction on Friday 06-Mar-2026.
LRSP were understanding of the concerns raised and informed us of junction signage improvement plans already authorised.  This will involve replacing all the current warning and speed signs and replacing them with new yellow backed warning signs.  Having SLOW

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painted on the road was suggested and he would take that back for consideration.
The latest Archer survey from late January 2026 was sent to the Clerk and circulated to all Cllrs.

•  The static speed warning signs (A2 size) in both 30mph and 40mph had been received as had some additional wheelie bins stickers.  This were handed over to the Councillors.

•  Invoice received from PAT Test UK, re PAT Testing of 29 items (up to 20 items @ £90.00) and additional 9 items @ £0.87 per item, totalling £117.40.  Work was completed on 12/02/2026.  Council not notified that work was being requested and Council just presented with Invoice for paying.  It has previously been commented that the Pavilion Committee would be taking over this payment.  Sought clarification 18-Mar-2026 and 29-Mar-2026.
Invoice not presented to Council for payment at this time.

•  3 Police reports were showing on the Lincolnshire Police Crime Map (Washingborough & Metheringham), up to end of January, 1 x Public Order, 1 x Anti-Social Behaviour and 1 x Drugs.

130.  Public Forum.  Including reports from the County and District Councillors.
Cty Cllr Carrington was on the Environmental Scrutiny Committee was growing concerned over the lack of scrutiny that seemed to be shown by the majority party, especially over flooding concerns.  He was also pushing for the introduction of solar panels on all suitable Council buildings.
He was concerned over the poor state of a number of roads and junctions within Potterhanworth and was continuing to call in below standard repairs.  Cllr Ott asked for the direct contact details for County Council officials who are responsible for the local highways.

131.  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 Giles, seconded by Cllr Copsey and approved unanimously.

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 Blake and approved unanimously.

c.  Approve the bank reconciliation for February 2026.
The bank accounts had been reconciled for the month ending 28-Feb-2026, which now stood at £38,706.46.
Action:  Council RESOLVED to approve the bank reconciliations for February 2026.
Proposed by Cllr Copsey, seconded by Cllr Giles and approved unanimously.

d.  Consider the business proposal from Harmony Business Support Services (formally Blossom Bookkeeping Ltd) to continue to provide payroll services.
Action:  Council RESOLVED to approve the proposal from Harmony Business Support Services.
Proposed by Cllr Copsey, seconded by Cllr Giles and approved unanimously.

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e.  Receive the Intermediate Internal Auditor Report.
The report had been received and circulated to all Councillors Sunday 29-Mar-2026.
The report contained some recommendations for Council consideration.  Most of them are relating to adopting more policies and implementing procedures around the new assertion 10 data compliance and they thanked the Clerk for his time during the audit and highlighted his professionalism and dedication to ensuring the Council complies with legislation and governance.  They could see both he and the Council had put a lot in place since his appointment in March 2025.
Action:  Council RESOLVED to accept the report and the Chair and Clerk would arrange to meet to go through it in more detail.
Proposed by Cllr Giles, seconded by Cllr Copsey and approved unanimously.

132.  Planning Matters.
a.  None received.

133.  Correspondence.

a.  HWLincs Newsletter.  Circulated 06-Mar-2026.

b.  NK e-News.  Circulated 06-Mar-2026.

c.  LGR Programme (LCC).  Circulated 06-Mar-2026.

d.  NKDC e-News NK.  Circulated 06-Mar-2026.

e.  LALC e-News and Training Bulletin.  Circulated 06-Mar-2026.

f.  LCC Town and Parish Council update.  Circulated 11-Mar-2026.

g.  NKDC Parish and Town Council Newsletter - March 2026.  Circulated 23-Mar-2026.

h.  LALC E-news 20/03/26.  Circulated 23-Mar-2026.

i.  NKDC Empty Homes.  Circulated 25-Mar-2026.  I have requested paper copy posters.

j.  NKDC Activities and Events for Young People.  Circulated 25-Mar-2026.

134.Pavilion/playing field facilities.
a.  Receive a report from Cllr Giles, on the recent Pavilion Committee Meeting.
Pergola – a start/build date was dependent upon weather and Keith Orton and Harold Bourne’s availability.
Hedge – Council have been asked to consider the complete removal of the hedge along the back and side due to the profusion of bramble and other safety concerns.  This would require budget consideration for FY 2027-2028.
Internal – to help reduce damage to paint work, the Committee were considering acrylic sheets along the lower part of the walls.
Hire costs – these were felt to be very competitive compared to other similar local venues and there were no plans to implement a two tier pricing structure.

b.  Receive an update from Cllr Collier, on the submitted Grant application and a course of action going forward.
The Caloo plans had been shown to the Pavilion Committee.  They have suggested putting an empty pipe underneath when they dig up the MUGA so possible electric could be put underneath for improved lighting etc.  This suggestion might have been received too late to be incorporated within the planned works.
Action:  Council RESOLVED to approve the Chair, Cllr Copsey act as signatory and Cllr Grant Collier to act as POC & Project Manager.
Proposed by Cllr Giles, seconded by Cllr Collier and approved unanimously.

c.  Consider the request via email, from Lincolnshire Emergency Planning and Business Continuity Service to include the Pavilion for use as a rest centre in the event of an emergency.
Action:  Council RESOLVED to approve the use of the Pavilion, for use as a rest centre in the event of an emergency, as requested by Lincolnshire Emergency Planning and Business Continuity Service.  Cllr Giles would notify the Pavilion Committee of this action.
Proposed by Cllr Copsey, seconded by Cllr Giles and approved unanimously.

d.  Consider the quotes to re-instate the sunken safety surface under the Titan and the purchase of a replacement mats and pins.
Action:  Council RESOLVED to approve the estimate from Nick Rossington (around £400.00), and agreed to purchase replacement mats (9), with pins and cable ties from Online Playgrounds at a cost of no more than £400.00, inc delivery.
Proposed by Cllr Copsey, seconded by Cllr Giles and approved unanimously.

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135.  Receive a report from Cllr Giles on the recent Employment Committee Meeting, held on Monday 16 March 2026 (excluding the Confidential items).
Cllr Giles précised the circulated meeting notes.
Meetings planned for Monday 14 September 2026 and Monday 15 March 2027.  Suggest one early January to consider any salaries implications prior to the budget being set.

136.  Working Groups updates.
a.  Receive a report on behalf of the POTCOM Working Group.
The Community Cuppa started March 17th, which was well attended, next one due 21 April 2026.
Potter Plodders/ Wellbeing walks launching in 03-May-2026.  Three different walks available with a regular date being the third Saturday of each month.
The craft groups are well attended.  Currently just completed the clay tile workshop.
Garden/ wild spaces
The Garden, where the plants were donated by Sue Battle and is looking lovely.  Many thanks to Tina Sarderson, Karen Sharples, Pia Foster and Emma Boardman.
Cllr Copsey met with Christ Hospital Endowment, who have given £500 towards planning free events for children in Potter, during holiday time.
School
The school are supporting with publicising all events.

137.  Consider a course of action with regard to the distribution area of 30mph stickers, for affixing to wheelie bins.
The various speed limit stickers for wheelie bins were shared amongst those Councillors willing to assist in the distribution to properties along Nocton Road, Station Road, Moor Lane and Potterhanworth Booths.
The Clerk reminded everybody that the stickers were for wheelie bins only, and not for displaying permanently elsewhere.

138.  Meeting Dates.
a.  Confirm the date for the next full Council meeting.
The next meeting of the Parish Council was planned for Monday 27-Apr-2026.

139.  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 approval of the notes of the Employment Committee Meeting held at the Pavilion, Queensway, on Monday 16 March 2026 as Minutes.
Action:  Council RESOLVED to go into Closed Session to discuss the matters listed above.
Proposed by Cllr Copsey, seconded by Cllr Giles and approved unanimously.

This part of the meeting closed 8:40 pm.

The meeting continued in the absence of press and public at 8:40 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 approval of the notes of the Employment Committee Meeting held at the Pavilion, Queensway, on Monday 16 March 2026 as Minutes.
Action:  Council RESOLVED to approve the notes of the Employment Committee Meeting held at the Pavilion, Queensway, on Monday 16 March 2026 as Minutes.
Proposed by Cllr Giles, seconded by Cllr Copsey and approved unanimously.

The meeting closed at 8:50 pm.

Signature:  Original Signed
Printed Name:  Cllr Sarah Copsey
Date:  27 April 2026

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