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 29 September 2025.

Present:  Chair:  Sarah Copsey
Councillors:  Georgina Blake, Grant Collier, John Giles and Lee Davis (after minute ref: 57. page 22-2025/2026)
In attendance:  Mr Eddie Findlay, Clerk and Responsible Finance Officer
Also in attendance:  D/Cllr Peter Lundgren

3 members of the public was in attendance.

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

Public Forum, including reports from County and District Councillors.

Cty Cllr Carrington was unable to attend and had sent his apologies and had D/Cllr Turner.

D/Cllr Lundgren reported that despite August/September being quiet a period at the District Council, work was continuing on the Central Government Devolution plan.  Another Senior Officer had left.

A number of noise complaints had been received from events held at Hanworth Park which was being looked into by NKDC.

Issues with housing stock within Potterhanworth was also being investigated.

PC Matthew Roberts (Lincs Polic) was on hand to discuss speeding issues and minor vandalism.

The Parish were disappointed by the lack of effort from Lincs Police following the report of vandalism against one of the History Boards (Online Crime Report - DP-32781-25-3232-04, occurrence number 25000521451) were a witness saw individuals throwing stones near the Car Dyke History Board, because they weren’t seen actually hitting the board, no further action was taken.  The witness was not even approached for further comment.  PC Roberts understood the frustration but without the witness seeing stones hit the board, it was deemed as ‘insufficient evidence”.  This was queried twice, but no action was to be taken by Lincs Police.

Perceived speeding in the Village was another matter.  Lincolnshire Road Safety Partnership carried out an Archer Survey and the results would be discussed later in the meeting.

PC Roberts left the meeting.

At 7:30 pm the Chair declared the meeting open.

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

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

54.  Consider the approval of the notes of the ordinary meeting held at The Pavillion, Queensway, on Monday 28 July 2025 as Minutes.
Action:  Council RESOLVED to approve the notes of the Ordinary Meeting of the Parish Council held on Monday 28 July 2025.
Proposed by Cllr Collier, seconded by Cllr Giles and approved unanimously.

55.  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.
The Chair of the Employment Committee presented the notes to be approved as Minutes.
Action:  Council RESOLVED to approve the notes of the Employment Committee Meeting of the Parish Council on Monday 22 September 2025 as Minutes.
Proposed by Cllr Giles, seconded by Cllr Collier and approved unanimously.

Page 21-2025/2026

b.  Consider the following recommendations from the Employment Committee meeting.
i.  Clerk Model Job Description.
ii.  RFO Model Job Description.
iii.  Not to create a retained ‘parish operative contract/job.
Action:  Council RESOLVED to approve the Employment Committee recommendations as listed.
Proposed by Cllr Copsey, seconded by Cllr Giles and approved unanimously.

56.  Adoption of Documents.
a.  Grants and Donation Policy and Application Form.
Council can award grants and donations using s.137 LGA 1972, to groups and organisations, commensurate with the benefit to the residents.  S.137 currently stands at £11.10 per elector.
Action:  Council RESOLVED to approve the presented Grants and Donation Policy and Application Form with the application period being 01-Oct—2025 to 14-Nov-2025 and on a case-by-case basis.
Application period for this year being beginning of October, closing Friday 14-Nov-2025.  With payment being made December 2025/January 2026.
Proposed by Cllr Giles, seconded by Cllr Collier and approved unanimously.

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

c.  Disciplinary Policy (from Employment Committee meeting).
Action:  Council RESOLVED to approve the Employment Committee recommended Disciplinary Policy.
Proposed by Cllr Giles, seconded by Cllr Copsey and approved unanimously.

57.  Consider any applications for Councillor Co-Option.
An application had been received from Lee Davis.
Action:  Council RESOLVED to approve the co-option of Mr Davis.
Proposed by Cllr Cospey, seconded by Cllr Giles and approved unanimously.
Cllr Davis joined the Council tables and signed the Declaration of Acceptance of Office as Councillor and the Register of Members’ Interests - Parish/Town Councillor was taken away for completion.

58.  Receive a report from the Chair.
Cllr Copsey reported that she had met with 3 representatives from various play equipment providers re MUGA installations and was awaiting quotes.
She had met with James Prentice, NHS Social Prescriber, part of the Mental Health Transformation Programme.  They were looking for rural settings to offer guidance on how to deal with depression and loneliness.
She had also met with Mr Ben Kennedy, the new Head of Potterhanworth C of E Primary School.  He was keen to re-introduce the School back to the community and hopes to get the school more involved in local events and organisations.

59.  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
Cllr Blake, requested items for the next Sheepwash Times, with the deadline for the next edition is 10-Oct-2025.  She currently has an item on Potterhanworth in wartime and a couple of pieces from the Social Events Working Group.

Cllr Davis was requested to submit some details on himself for both the Sheepwash Times and website.

Cllr Copsey suggested thanks to Autumn Fest and a shout for volunteers for that Committee.

Page 22-2025/2026

Cllr Collier reported that the litter bin outside the play area appeared to be continually overflowing with rubbish.  The Clerk would check with NKDC on the emptying cycle for litter bins.
Play area checks had been carried out regularly and all OK.
Grant funding investigation on the MUGA was ongoing.  An agenda item was required for the October meeting to consider a 10% Council contribution.  Cllr Collier was to provide required wording for agenda item.  A query on whether “third party funding” and Parish Council contributions were the same.

Clerk
Minute ref: 25. page 8-2025/2026 (23-Jun-2025 meeting), the requested Archer Survey via Lincolnshire Road Safety Partnership (LRSP), commenced on the 31-Jul-2025 and continued for a full seven days.  A written report was circulated, which showed that despite a general feeling that most vehicles were speeding, the data did not support that conception. There had been 3 location, Main Road, Station Road and Moor Lane.  Overall, the average speed of vehicles between the 3 sites was a little under 28mph.  The data would be published on the Parish Council website and Facebook.
The LRSP officer provided details on the Community Speed Watch program, details of which had been circulated to all Councillors.  Community Speed Watch is a scheme to allow trained volunteers to address speed concerns in their communities.  This is achieved by volunteers undertaking high-visibility roadside operations to educate speeding drivers, with a view to improving driver behaviour and if required, reporting to the Police, the details of speeding vehicles in specific areas where speed is of concern.
Minute ref: 39. page 14-2025/2026 (28-Jul-2025 meeting), the Clerk had met with a representative form LRSP who confirmed the current Speed Indicator Device (SID) locations.  Two new sites were agreed and they would carry out work to make them available by erecting a post extension and mounting plate on the Potterhanworth village name sign at The Park end of the village, and a mounting plate on a post inside the 30mph zone on Moor Lane.
These have now been fitted and the SID has initially been deployed at The Park end of the village.  A Facebook post had been generated.
3 incidents were noted from the Lincolnshire Police for the month of September.

60.  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 Blake and approved unanimously.

Page 23-2025/2026

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 Giles, seconded by Cllr Copsey and approved unanimously.

c.  Approve the bank reconciliation for July 2025 and August 2025.The bank accounts had been reconciled for the month of July 2025 and August 2025 and at the end of August, stood at £52,888.03.
Action:  Council RESOLVED to approve the bank reconciliation for July 2025 and August 2025.
Proposed by Cllr Giles, seconded by Cllr Copsey and approved unanimously.

d.  Receive the External Audit Section 3 of the Annual Governance and Accountability Report 2024/2025.
It was a requirement of the Annual Governance and Accountability Report that the Notice of Conclusion of Audit be received and published by 30-Sep-2025.  As no report had been received by mid-September the Clerk had asked PKF Littlejohn for an update.  He had today received an Interim report from PKF Littlejohn as follows; “We are unable to complete our review work on the AGAR and supporting documentation as a result of correspondence received in relation to 2024/25 and/or prior years.  Once we have finalised our review and completed any additional work arising from that correspondence, a final report will be provided with the certificate of completion detailing any qualifications and ‘other’ matters.”
The Clerk had prepared the Interim Notice and would post them in the noticeboards this evening.
He would write to PKF Littlejohn to seek the substance of the ‘correspondence received.’
Action:  Council RESOLVED to note the Interim Report.
Proposed by Cllr Copsey, seconded by Cllr Blake and approved unanimously.

e.  Consider appointing an Internal Auditor for FY 2025/2026.
Action:  Council RESOLVED to approve appointing a LALC nominated Internal Auditor for FY2025/2026.
Proposed by Cllr Giles, seconded by Cllr Blake and approved unanimously.

f.  Consider the replacement of the out-of-date defibrillator pads and battery located at 23 The Park.
Following a review of the 3 defibrillators under the responsibility, the one located at 23 The Park was found to have out of date pads and battery.
Action:  Council RESOLVED to approve the purchase of replacement iPAD SP1 Battery & Pads Bundle, at a cost of no more than £270.00 (ex-VAT).
Proposed by Cllr Copsey, seconded by Cllr Blake and approved unanimously.

g.  Consider an annual gratuity towards electric used for the defibrillator cabinet located at 23 The Park.
It was unclear on what previous arrangements had been agreed and whether it was a one off payment or whether it was to be an ongoing annual charge.
Action:  Council RESOLVED to investigate the old minutes to see what was originally decided.
Proposed by Cllr Copsey, seconded by Cllr Giles and approved unanimously.

Page 24-2025/2026

h.  Consider the purchase of a Christmas Tree.
A tree, in the region of 18’-20’ was to be sourced, at a cost of around £300.00.  Fillingham Trees were suggested.  Ideally delivery would be required.
Action:  Council RESOLVED to approve up to £300.00, (ex-VAT) for a tree.
Proposed by Cllr Cospey, seconded by Cllr Giles and approved unanimously.

i.  Consider the purchase of new Christmas tree lights.
Action:  Council RESOLVED to approve the purchase of new coloured lights, up to a value of £300.00 (ex-VAT).
Proposed by Cllr Copsey, seconded by Cllr Giles and approved unanimously.

j.  Consider the purchase of shorter handled litter pickers.
Action:  Council RESOLVED to defer the matter and seek borrowing for the next litter pick.
The items was to be considered when setting the next budget for FY 2026/2027.
Proposed by Cllr Copsey, seconded by Cllr Blake and approved unanimously.

k.  Confirm previous resolution to purchase Microsoft Office 365.
Minute ref:0006, 16-Dec-2024, resolved to purchase two Microsoft Office 365 accounts and utilise the services of an independent IT provider to set-up, manage and ensure the safe transfer of data.
Action:  Council RESOLVED to continue the purchase of just one Microsoft Office 365 licence.
Proposed by Cllr Giles, seconded by Cllr Copsey and approved unanimously.

l.  Consider the purchase of some A2 sized 30mph repeater signs.
Action:  Council RESOLVED to purchase 3 A2 sized 30mph repeater signs.
Proposed by Cllr Collier, seconded by Cllr Copsey and approved unanimously.

61.  Planning Matters.
a.  25/1119/HOUS – 2 Station Cottages Station Road Potterhanworth – Extension and alterations to single storey roof to create covered terrace with installation of pitched roof and alterations to outbuilding to create covered BBQ area and veranda (part retrospective).  Comments required at NKDC by 18-Oct-2025.
No comments, nor objections from the Parish Council.

b.  25/1189/TCA – T1 - Cherry tree – fell, Potterhanworth Old Post Office, Middle Street, Potterhanworth.  Comments required by 16-Oct-2025.
No comments, nor objections from the Parish Council.

62.  Correspondence.
a.  Town and Parish Council update (LCC).  Circulated 29-Jul-2025.
b.  HW Lincolnshire (Health Watch).  Circulated 31-Jul-2025.
c.  Rural Service Network Weekly News.  Circulated 31-Jul-2025.
d.  LALC e-news and training bulletin.  Circulated 01-Aug-2025.
e.  LALC Training “Preparing for Internal Audit - Workshop.  Circulated 08-Aug-2025.
f.  Planning – 25/0898/FUL B and C Express, Station Road.  Circulated 13-Aug-2025.
g.  Planning – numbering of 2 new build residential dwellings, Station Road.  Circulated 13-Aug-2025.
h.  LALC e-news 11/08-25.  Circulated 18-Aug-2025.
i.  LCC, new Community Resilience Newsletter.  Circulated 20-Aug-2025.
j.  NKDC Planning - 25/0964/HOUS - alterations to existing windows and doors - 17 Church Lane, Potterhanworth.  Circulated 21-Aug-2025.
k.  Town and Parish Council Update from LCC.  Circulated 28-Aug-2025.
l.  NK Parish and Town Council Forum.  Circulated 04-Sep-2025.
m.  NKDC Planning 25/1119/HOUS – 2 Station Cottages Station Road Potterhanworth.  Circulated 25-Sep-2025
n.  NKDC Planning (Tree Officer) 25/1189/TCA – T1 fell Cherry Tree at Old Post Office, Potterhanworth.  Circulated 26-Sep-2025.

Page 25-2025/2026

63.  Pavilion/playing field facilities.
a.  Receive an update on the shaded structure planned for the playing field.
The material had been ordered and paid for.  The individuals who had volunteered to construct the structure where just waiting to the material to be delivered to a safe storage location before work could commence.

b.  Consider a course of action with regard to the tennis courts/car park drainage issues.
Action:  Council RESOLVED to defer this item to the next meeting.
Proposed by Cllr Copsey, seconded by Cllr Collier and approved unanimously.

c.  Consider a course of action with regard to the safer surfacing and ground under the Titan play equipment in the play area.
The Council would seek quotes to reinstate level ground under the Titan play equipment and relay the safer surfacing tiles.

d.  Consider a course of action in relation to the garage at the playing field, to either repair or replace.
The repair of the garage had previously been agreed by the Parish Council (minute ref: 8.f. page 3-2025/2026).  The Pavilion Committee had repaired the roof of the garage, but ‘up and over’ door required replacing.
Action:  Council RESOLVED to approve the quote from LGDR for no more than £1,100.00 (inc VAT).  Cllr Giles would contact LGDR to arrange.
Proposed by Cllr Giles, seconded by Cllr Copsey and approved unanimously.

Action:  Council RESOLVED to approve suspending Standing Orders (3.x.), to allow the meeting to continue beyond the 2 hour limit in Standing Orders.
Proposed by Cllr Copsey, seconded by Cllr Giles and approved unanimously.

64.  Working Group Updates.
a.  Receive a report from the Social Village Events Working Group.
A number of gatherings had been undertaken and planning for groups and activities was gathering pace, with the likes of a running group (Potter Trotters) a walking group (Potter Plodders) and a gardening group (Potter Potters) all with liaising with James Prentice @ NHS Connect).
Cllr Blake would look to invite Live and Local to come and give a presentation on what they can offer for Summer 2026, such as an outdoor cinema experience.
They will also look at setting up monthly activities, which will be run by local villagers- wreath making, decorating mugs, painting tiles etc.  They will be writing to the Culfrey Trust to try and get two sponsored places per course.
A possible spring time activity, possibly in conjunction with the Beer Fest Committee, possible ideas are barn dance, line dance, October fest or silent disco.
They are working with Rachel Eades- re COOP sponsored coffee mornings- Community Cuppa.
Cllr Copsey had been in contact with the School and Church regarding the upcoming Village Clean up Day, a Christmas sing a long and a summer project run by the school.
Also speaking to Christs Memorial Hospital re funding for free Children’s activity days.

65.  Meeting dates.
a.  Next meeting of the full Council is planned for Monday 27-Oct-2025.

66.  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.  Review of potential financial expenditure for salaries for FY 2025/2026 (from Employment Committee Meeting, Minute ref: 51.b. page 20-2025/2026-EC).
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.

Page 26-2025/2026

This part of the meeting closed 9:20 pm.

The meeting continued in the absence of press and public at 9:20 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 a course of action with regard to the Car Dyke History Board.
Following on from the discussion with the Police Representative it was felt that Council had done all they could to press the Police to investigate further.

b.  Consider a course of action with regard to the acts of petty vandalism in and around the play area.
The Pavilion had provided a still image of the area covered by the CCTV facing the play area which provided very good coverage so if any further petty vandalism was noted then footage could be obtained from the Pavilion CCTV.

c.  Review of potential financial expenditure for salaries for FY 2025/2026 (from Employment Committee Meeting, Minute ref: 51.b. page 20-2025/2026-EC).
The Employment Committee had reviewed the current budget expenditure for salaries, and it was noted that an overspend would occur.  This was due to the additional hours approved for 3 months whilst the Clerk undertook work for the AGAR etc and that the increase in the minimum wage and statutory Local Government Services pay settlement had not been factored in when setting the budget for FY 2026/2027.

The meeting closed at 9:30 pm

Signature:  Original Signed

Printed Name:  Cllr J Giles

Date:  27 October 2025

~ END ~

Page 27-2025/2026

Page intentionally
left blank

Page 28-2025/2026