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 23 June 2025.

Present:  Chair:  Sarah Copsey

Councillors:  Georgina Blake, Grant Collier, Martin Ott and Sam Ingalls (after minute ref: 24. page 8-2025/2026).

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

Also in attendance:  Cty Cllr Ian Carrington

3 members of the public were in attendance.

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

Public Forum

MOP 1 – wished to thank the Parish Council for their purchase and installation of the new dog waste bin.  The dog waste bin was located along the right-hand verge as you entered Queensway from Moor Lane.

The Chair reported that a new litter bin had also been purchased, which would replace the current litter bin at the junction of Moor Lane and Queensway.

Cty Cllr Carrington informed the meeting that Councillors were still feeling their way into the new administration following the election.  He was shocked at the at the abolition of the Flood Water Management Committee. Cllr Carrington had proposed a motion for Council asking not to abolish the Committee, which was supported by everybody, apart from Reform Cllrs.  He also requested to the Leader of the Council guarantee that the recommendations of the Flood Water Committee with regard to Storms Henk and Babet had been carried out.  The Leader gave no guarantees and responded that they had been elected to make savings, which is quite disturbing when looking at the damage flooding had caused so recently.

Cross Street potholes needed further investigation as Anglian Water were also due to dig up the road in that area.

With no District Councillors again present, Cllr Carrington gave a precis on Local Government Reorganisation. 

Based on a local news report, Cllr Ott asked Cllr Carrington to confirm whether the Flood Water Committee was being integrated within the Environmental Committee.  He replied technically yes, practically no.  On paper it will have the same responsibilities, but it won’t have the same people attending from District Councils, Internal Drainage Boards, Emergency Services etc.  It was more about management, rather than just emergency response.  He will do all he can to ensure that the flood water management did not get lost.

Cllr Ott asked that future update on Local Government Reorganisations be given to Potterhanworth Parish Council when known.

At 7:15 Cllr Copsey declared the meeting open.

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

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

21.  Consider approval of the notes of the following meetings held at The Pavillion, Queensway, as Minutes.
a.  Ordinary Meeting of the Parish Council on Monday 28 April 2025.
b.  Annual Meeting of the Parish Council, held on Tuesday 27 May 2025.
Action:  Council RESOLVED to approve both sets of notes as minutes for the meetings held on Monday 28 April 2025 and Tuesday 27 May 2025.
Proposed by Cllr Copsey, seconded by Cllr Collier and approved unanimously.

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22.  Adoption of Documents.
a.  Standing Orders (April 2025).
b.  Financial Regulations (April 2025)
c.  Asset Register.
Action:  Council RESOLVED to adopt all three documents listed.
Proposed by Cllr Copsey, seconded by Cllr Blake and approved unanimously.

23.  Receive a report from the Chair.
Cllr Copsey gave a brief report on her vision for the Council moving forward;
Her and the Clerk had arranged to meet, at least once per month, to consider Council matters, such as policies and procedures required.
They could then look to coordinate and promote some “self-help” activities, such as the annual litter picking, the refurbishment of some of the benches and cleaning around the War Memorial.
Cllr Blake had been asked to promote the social side of the village through social media, Sheepwash Times etc.
Cllr Ott and Cllr Collier would look to lead the playing field/car park area refurbishment “working party”.
Discussion on the car park work to be recorded at minute ref: 30.b. page 11-2025/2026.

24.  Consider any applications for Councillor Co-Option.
One application had been received and Samantha Ingall introduced herself to the Council.
Action:  Council RESOLVED to approve the co-option of Samantha Ingall.
Proposed by Cllr Copsey, seconded by Cllr Collier and approved unanimously.

Cllr Ingall joined the Council tables and signed a Declaration of Acceptance of Office and receipt of the Code of Conduct.

25.  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 installed by NKDC on the Queensway verge.
Litter bin has been received by NKDC Waste and Street Scene and NKDC are awaiting confirmation of location.
Contacted Lincolnshire Road Safety Partnership and Potterhanworth had been placed on the list for an Archer Speed Survey, when the equipment became available.
4 reported crimes showing on Police reports for Potterhanworth for April 2025, including anti-social behaviour, theft and violence.

Councillors
Cllr Blake had submitted an article in the Sheepwash Times, due out soon.  The next deadline being the beginning of next month.  She would look to include information on the upcoming Autumn Festival, the “self-help” rejuvenation of village asset, new bins and introduce the new Councillor.  Cllr Ott offered information on behalf of the History Group if Cllr Blake required additional content to fill the article space.
Cllr Collier had carried out his weekly play area checks and cleared the area of branches and other pieces of wood that keeps appearing within the play area.
The cost of the annual inspection was to be investigated as the next annual, independent inspection was due October 2025.  Cost for inspection and service was to be sought.

26.  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 Blake, 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 Blake and approved unanimously.

c.  Approve the bank reconciliation for May 2025.
The Clerk reported that the bank accounts had been reconciled for the month of May 2025.
The end of month balance was £63,791.40, of which £1,986.00 is Community Infrastructure Levy, leaving £61,805.40 as “Council” money.
Action:  Council RESOLVED to approve the bank reconciliation for May 2025.
Proposed by Cllr Collier, seconded by Cllr Copsey and approved unanimously.
Cllr Ott signed of the bank reconciliations for April 2025 and May -2025.

d.  Confirm acknowledgement of Section 1, the Annual Governance Statements in relation to the Annual Governance and Accountability Return 2024/25 Form 3, page 4.
The Councillors gave the required response to all the Assertions.  Where Council answered NO, at Assertions 1, 2, 4, and 6, an explanation would be submitted to the External Auditor.
Action:  Council RESOLVED to accept the responses Annual Governance Statements in relation to the Annual Governance and Accountability Return 2024/25 Form 3, page 4.
Proposed by Cllr Copsey, seconded by Cllr Collier and approved unanimously.

e.  Consider the Accounting Statements, Section 2, in relation to the Annual Governance and Accountability Return 2024/25 Form 3, page 5 and the explanation of variances.
Action:  Council RESOLVED to accept the figures at Section 2 – Accounting Statement for 2024/25, on the Annual Governance and Accountability Return 2024/25 Form 3 and explanation of variances.

Proposed by Cllr Copsey, seconded by Cllr Collier and approved unanimously.

f.  Consider the purchase of an External Hard Drive for independent, safe storage of Council electronic documents.
Action:  Council RESOLVED to approve the purchase of an encrypted external hard drive, up to a value of £80.00 (ex-VAT).
Proposed by Cllr Collier, seconded by Cllr Copsey and approved unanimously.

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g.  Consider quotes of the painting/refurbishment of;
      i.  War Memorial Fence.
Action:  Council RESOLVED to approve the quote of £200.00.
Proposed by Cllr Copsey, seconded by Cllr Collier and approved unanimously.
      ii.  Play area climbing frame and swings.
Action:  Council RESOLVED to approve the quote of £1,100.00.
Proposed by Cllr Copsey, seconded by Cllr Collier and approved unanimously.
      iii.  Benches.
Action:  Council RESOLVED to defer the matter whilst “self-help” was considered.
Proposed by Cllr Copsey, seconded by Cllr Blake and approved unanimously.
      iv.  Bus shelter.
Action:  Council RESOLVED to defer the matter whilst “self-help” was considered.
Proposed by Cllr Copsey, seconded by Cllr Blake and approved unanimously.

27.  Planning Matters.
a.  24/1350/FUL – Construction of new building for farm shop on existing hardstanding at Hanworth Country Park, Station Road Potterhanworth.  Approved by NKDC 28-May-2025.
b.  25/0247/HOUS – Demolition of conservatory and erection of single storey extension to rear and erection of two storey side extension at Charmont Barff Road.  Approved by NKDC 03-Jun-2025.
c.  25/0252/LDEXI – Application for a lawful development certificate for existing residential use of the land and retention and continued occupation of dwelling at Woodmans Lodge Longholt Wood Natural Burial Ground Nocton Fen Lane.  Approved by NKDC 12-Jun-2025.

28.  Correspondence.
a.  24/1350/FUL – Construction of new building for farm shop on existing hardstanding at Hanworth Country Park, Station Road Potterhanworth.  Approved by NKDC 28-May-2025.  Circulated 28-May-2025.
b.  Parish and Town Council Forum – 10 July 2025.  Circulated 02-Jun-2025.
c.  25/0247/HOUS – Charmont Barff Road.  Demolition of conservatory and erection of single storey extension to rear and erection of two storey side extension.  Application approved by NKDC 03-Jun-2025.  Circulated 03-Jun-2025.
d.  NKDC Information on Grants.  Circulated 10-Jun-2025.
e.  LALC e-news 06/06/25.  Circulated 10-Jun-2025.
f.  25/0252/LDEXI - Application for a lawful development certificate for existing residential use of the land and retention and continued occupation of dwelling at Woodmans Lodge Longholt Wood Natural Burial Ground Nocton Fen Lane.  Approved by NKDC 12-Jun-2025.  Circulated 16-Jun-2025.
g.  NK Corporate – Pleasure Boat and Boatman Licensing Policy Consultation.  Circulated 16-Jun-2025.
h.  25/0491/FUL for Navenby and Ref 25/0533/FUL for Coleby Battery Storage Units.  Circulated 16-Jun-2025.

29.  Training.
a.  Receive a report from Cllr Blake and Cllr Collier on their attendance at recent training sessions.
Cllr Blake and Cllr Collier had both recently completed Councillor Induction and Refresher Training, Cllr Blake via Zoom and Cllr Collier face to face.  Both found the training interesting and informative and would recommend it to all.
b.  Receive a report from Cllr Copsey on her attendance at a recent training session.
Cllr Copsey had attended, via Zoom, new Chair training which she felt had helped her understand her role within Council.
c.  Consider training events for Councillors.
The latest training list was due to be circulated by LALC Friday 27-Jun-2025.

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30.  Playing field facilities and car park drainage.
a.  Receive an update on the facilities planned for the playing field.
With the approval of the Green Barn Timber invoice for the pergola, it had been arranged that Mr Orton (Pavilion Committee) who had volunteered to construct the structure, could arrange for the delivery of the timber as and when he was ready to start work.
The other items would be purchased as required.
b.  Consider any quotes received regarding car park drainage works.
The original quote was 3 times higher than expected, but this did include the drainage and levelling of the car park.  Cllr Copsey had asked for it to be broken down into smaller projects as the priority was resolving the drainage issue.  An additional quote had been sourced, for just drainage along the side of the side court/carpark, running to the ditch over the far side.  This showed a more realistic cost.
Action:  Council RESOLVED to defer the matter until further investigation and discussion with LCC, and others had been undertaken.
Proposed by Cllr Copsey, seconded by Cllr Collier and approved unanimously.

31.  Meeting dates.
a.  Next meeting is the planned for Monday 28-Jul-2025.
b.  Consider a change of date for all future meeting from the last Monday of a month, to the fourth Monday of a month.
The Clerk had raised the issue as that when the last Monday was also the last day of the month, payments approved in one month, weren’t paid until the next month and made monthly reconciliation a little tricky, with the issues being exacerbated when the last day of March 2025 was also the last day of the FY.
Action:  Council RESOLVED that as the last Monday of the month was well known within the village and a one off change of date could be considered if that situation arose again.
Proposed by Cllr Copsey, seconded by Cllr Collier and approved unanimously.

32.  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 the recommendations from the Employment Committee from the recent meeting held on Friday 20-Jun-2025;
      i.  Consider matters relating to role holder recruitment and performance.
      ii.  Considerations and recommendations for the full council.
Action:  Council RESOLVED to go into Closed Session to discuss the matter listed above.
Proposed by Cllr Copsey, seconded by Cllr Blake and approved unanimously.

This part of the meeting closed 8:45 pm.

The meeting continued in the absence of press and public at 8:45pm.

(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 the recommendations from the Employment Committee from the recent meeting held on Friday 20-Jun-2025.
      i.  Consider matters relating to role holder recruitment and performance.
The Employment Committee approved the LALC provided job description Clerk/RFO and the Committee Chair would look to meet with the Clerk on a regular basis to cover performance appraisal discussions.
The Employment Committee now had a copy of the Clerk contract and had requested timesheets be provided to the Committee Chair .  The Clerk had confirmed he completed monthly timesheets and these were already attached to his payslips in the Financial Records.

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They had set a number of dates for the remainder of the civic year, being Monday 22-Sep-2025, Monday 17-Nov-2025 and Monday 16-Mar-2026.
Action:  Council RESOLVED to approve the recommendations as per above.
Proposed by Cllr Blake, seconded by Cllr Collier and approved unanimously.

      ii.  Considerations and recommendations for full Council.
Action:  Council RESOLVED to approve the Grievance Policy as recommended by the Employment Committee.
Proposed by Cllr Ott, seconded by Cllr Collier and approved unanimously.

The meeting closed at 9:05 pm

Signature:  Original Signed

Printed Name:  Cllr John Giles

Date:  28 July 2025

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