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 27 October 2025.

Present:  Chair:  John Giles

Councillors:  Georgina Blake, Grant Collier, Lee Davis, Sam Ingall and Martin Ott

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, with Cllr Copsey absent, Cllr John Giles took the Chair.  He welcomed everybody and opened the floor for the public forum.

Public Forum, including reports from County and District Councillors.

Cty Cllr Carrington expressed his regret that once he had delivered his short report, and taken any questions, he would need to leave to attend a second meeting elsewhere.

His first item was to highlight the ongoing survey, asking residents to share their views on the 11 Lincolnshire Recycling Centre.  How often do you visit, what do you recycle, and what could make your experience even better?  Please get involved.  Cllr Ingall asked for greater clarity on opening times and if they may be extended.  Cllr Carrington hoped that would be the case and flagged up the ‘up-cycling’.

Although that a major Potterhanworth worry, he still has concerns over flooding and the recommendations following Babet and Henk are not being pursued as enthusiastically as they should by the County Council.  Better communication between County and local communities for similar events was paramount.

With County now starting to look towards their budget planning, one thing he is concerned about, is protecting monies already set aside for rural roads, with works towards Nocton planned.

Local Government Reorganization was still ongoing and taking up considerable work time for both Lincolnshire County Council and North Kesteven District Council.  The is a feeling that Central Government does not have sufficient capacity to fulfil all the LGR schemes they have set in motion.

D/Cllr Lundgren re-iterated Cllr Carrington’s comments with regard to LGR and the democratic deficit that will be left once the LGR is implemented, especially in rural communities.

Community Grant funding was available but Cllr Ott commented that the criteria was too restrictive, with having to tick so many boxes to be eligible.

There was a consultation ongoing related to the Council Tax Support Scheme which may provide better help for those most in need.

Live and Local had been invited to give a short presentation to support the information given at the last meeting by Cllr Blake (minute ref: 64.a. page 26-2025/2026).  Representative Leslie gave the background of the organisation such as funding being provided from the Arts Council, with some from NKDC.  She gave details on what was on offer, how it could be booked and how much it might cost for each event.  Membership is free, but if an event/act was booked that would cost £400.00, plus a percentage (70%) of any profit made once the £400.00 had been recouped.  This money went back to help fund future Live and Local experiences.  The fee covered flyer and advertising, as well as the act itself.  Other acts could be available for free events, if no entrance fee was charge to the public.  She distributed leaflets etc for Councillors to review.

At 7:35 pm the Chair declared the meeting open.

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

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

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69.  Consider the approval of the notes of the ordinary meeting held at The Pavillion, Queensway, on Monday 29 September 2025 as Minutes.
Action:  Council RESOLVED to approve the notes of the Ordinary Meeting of the Parish Council held on Monday 29 September 2025.
Proposed by Cllr Collier, seconded by Cllr Giles and approved unanimously.

70.  Receive a report from the Chair.
Cllr Copsey had submitted a written report to Cllr Giles.
Village Clean Up - The recent Village Clean Up event, a collaboration between the School, Church, and Parish Council was a great success.  Many families, children, Scouts, and churchgoers took part, with Mr Kennedy (Head Teacher) and school staff planting more than 500 crocus bulbs to create a pathway from the school to the church.  The community worked together to tidy the churchyard, school allotments, orchard, and all the flower beds.  Previously, the Parish Council provided a £500 gardening budget for flowers and compost, and while villagers are happy to maintain the flower beds, they are seeking thoughts on future funding for the necessary materials.  This could be considered when Council set their budget for the next Financial Year.

Over 13 bags of rubbish were collected and thanks to NKDC Waste Management Team for removing them from the Pavilion, post event.

Multi Use Games Area (MUGA) Consultation  As Phase 1, the new play area, was completed it was time to move forward with Phase 2, the MUGA.

At the Autumn Festival, a consultation was held to discuss future plans for the old tennis courts and skateboard ramps, focusing on incorporating a MUGA.  Three proposals were submitted by HAGS, Caloo, and Wicksteed, with images available for review and 69 participants in attendance.  All attendees supported having both a MUGA and tennis court, with 13 specifically wanting to keep the tennis court.  The Pavilion floodlights may be used to extend facility hours.

Residents enthusiastically suggested a walking netball team, a basketball tournament, and five-a-side football teams for both adults and children.  NHS Community Connect is also interested in launching a walking football team and using the facilities for social prescribing.

This was a very positive outcome from the village, expanding on the original ‘Potter on the Move” survey.

Christmas Tree  Nigel Sardeson had sourced a Christmas tree for the village this year.  It would be around 18ft and was planned to be in place by 28-Nov-2025.

NKDC Community Champions  Potterhanworth PC has submitted an entry for the Beer Festival Committee to NKDC’s Community Champions and the Beer festival committee have been shortlisted and are in contact with NKDC.  They are delighted for nomination.

71.  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 again requested any items for the Sheepwash Times to be sent to her as soon as possible.

Cllr Collier asked about the litter bin near the play area.  The Clerk had contacted NKDC and according to their maps there should be two bins, and they confirmed that that location was emptied weekly.  As this issue was over the summer holidays, it may be that an additional bin be considered.

During his weekly inspection he noticed that some of the recent painting, had started to chip and asked if the contractor could be directed to check and touch up as required.

Mole traps were in place within the play area and along the fence line, but concern was raised over the inadvertent activation of a trap by individuals.

Cllr Ingall asked if any other locations could be used to site the SID.  The Clerk would check with the Lincolnshire Road Safety Partnership.

Cllr Ott offered to obtain a quote to replace the damaged History Board.  This would be available for the next meeting.

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Cllr Ott, Ralph Wilford and the Clerk had spent some time in the Pavilion loft earlier that evening to try and locate some missing archived Minutes.  A number of old minute books were found and Ralph would now catalogue these and get them scanned.

Clerk

Minute ref: 60.i. page 25-2025/2026.  Purchase of new Christmas Tree lights can now go ahead as I was awaiting confirmation of what size of tree was expected from Thonock Estate near Gainsborough.  A tree of around 18ft will be available.

Minute ref: 60.k. page 25-2025/2026.  Purchase of Office 365 can now go ahead as new email address from Parish Online.  Email address will be clerk@potterhanworth-pc.gov.uk

Minute ref: 60.l. page 25-2025/2026.  Order for three A2 sized 30mph signs from Lincolnshire Road Safety Partnership had been placed and the Clerk was awaiting the Invoice for payment.

The next NKDC Parish and Town Forum was planned for 06-Nov-2025, from 10:00am to noon.  Anybody wishing to attend on behalf of Potterhanworth Parish Council was to contact the Clerk as soon as possible.

72.  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.

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 Blake and approved unanimously.

c.  Approve the bank reconciliation for September 2025.
The bank accounts had been reconciled for the month ending 30-Sep-2025, which stood at £51,359.07.
Action:  Council RESOLVED to approve the bank reconciliation for September 2025.
Proposed by Cllr Giles, seconded by Cllr Collier and approved unanimously.

d.  Review the 6 month financial expenditure for FY 2025/2026 against the planned budget.
Expenditure was higher than anticipated on a number of lines but as the original budget was limited in scope as payments had been made, new lines had been added so next year’s budget would provide better analysis.  Items such as Insurance were one off payments so would not reoccur in the current FY.
Action:  Council RESOLVED note the current budget expenditure and would continue to monitor expenditure prior to setting next year’s budget.
Proposed by Cllr Giles, seconded by Cllr Blake and approved unanimously.

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e.  Receive the completed External Audit Section 3 of the Annual Governance and Accountability Report 2024/2025.
Following last month Interim report from PKF Littlejohn stating they had been unable to complete the review on the AGAR as “a result of correspondence received in relation to 2024/25 and/or prior years”.  The Clerk had asked them to expand on the nature of the “correspondence” to which they responded that it was now closed as the information we had already submitted, answered the query.  The final report was hastened twice and last week the Clerk received two queries from them the original submission.

One was in relation to a NO response to Assertion 4 regarding the provision for the exercise of public rights.  Additional information had now been provided.

The second query was an error inputting a figure and typed a 9, instead of an 8.

The Clerk has asked WHY these have only just been raised, as these are basic queries, which should have been raised not long after initial submission, which was 24-Jun-2025.

f.  Consider a payment towards electricity used for the defibrillator cabinet located at 23 The Park.
Action:  Council RESOLVED to approve a payment of £50.00 and would look to contact the resident to discuss ongoing payments.
Proposed by Cllr Giles, seconded by Cllr Blake and approved unanimously.

g.  Consider the new contract with British Gas for supplying electricity for the Pavilion
Action:  Council RESOLVED to approve the new contract terms, starting 23-Mar-2026, the day after the current contract expires.
Proposed by Cllr Collier, seconded by Cllr Blake and approved unanimously.

73.  Planning Matters.
a.  25/0964/HOUS – Alterations to existing windows and doors at 17 Church Lane Potterhanworth.  Approved by NKDC 15-Oct-2025.

b.  23/0151/FUL – street numbering on land at Plough Hill, Potterhanworth Booths, Lincoln, Lincolnshire, LN4 2AU.  For information only.

74.Correspondence.
a.  Town and Parish Council update (LCC).  Circulated 02-Oct-2025.
b.  HW Lincolnshire (Health Watch).  Circulated 02-Oct-2025.
c.  Town/Parish Council Survey – Central Lincolnshire Sports Facilities Study.  Circulated 02-Oct-2025.
d.  LCC Notification of Temporary Traffic restriction.  Circulated 03-Oct-2025.
e.  NKDC Planning – 25/0964/HOUS 17 Church Lane.  Circulated 15-Oct-2025.
f.  LALC e-news.  Circulated 15-Oct-2025.
g.  NKDC Flourishing Communities Grant (FCG) will support community sector organisations with projects designed to make communities healthier, safer and more inclusive.  Circulated 15-Oct-2025.
h.  NKDC Parish and Town Council Newsletter.  Circulated 18-Oct-2025.
i.  23/0151/FUL – Street Numbering, land at Plough Hill, Potterhanworth Booths.  Circulated 22-Oct-2025.
j.  Local Resident looking to organising a football match, possibly at the Sports Field.  Circulated 27-Oct-2025.  It was suggested this should be aimed at the Pavilion Committee.

75.  Pavilion/playing field facilities.
a.  Receive an update on the playing field garage door replacement.
An order had been placed after the last meeting to replace the door and work was due to be completed “imminently”.  Once the garage was secure, the materials for the shaded area would be brought to site and work would commence when weather allowed.

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b.  Consider the commitment from the Parish Council with regard to a financial contribution towards any grants funding achieved, and any ongoing maintenance cost, with regards to a new Multi-Use Games Area (MUGA).
Action:  Council RESOLVED  that they confirmed from their previous budget setting that a funding commitment of 10.75% (max £12,000.00) towards the MUGA/Tennis Court project/grant application.  Council already carries out weekly inspections of the play park and equipment and will of course continue to do so, extending these checks to cover any new installation.  A Councillor was to attend inspection training in the near future.
Proposed by Cllr Collier, seconded by Cllr Ott and approved unanimously.

c.  Receive a report with regard a resolution of the ongoing drainage issues at the tennis court and Pavilion car park.
This was now hoped to be included within the MUGA Grant Funding, on top of which, an application had been submitted to the Beer Festival for a contribution (£3,000.00 approx.)

76.  Working Group Updates.
a.  Receive a report from the Village Social Events Working Group.
Funding for Live and Local would be considered when setting the budget for next year’s budget.

77.  Meeting dates.
a.  Next meeting of the full Council is planned for Monday 24-Nov-2025.

The meeting closed at 8:40 pm

Signature:  Original Signed by Cllr Copsey

Printed Name:  Cllr Sarah Copsey

Date:  24 November 2025

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