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 24 November 2025.

Present:  Chair:  Sarah Copsey

Councillors:  Georgina Blake, Grant Collier, 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 floor for the public forum.

Public Forum, including reports from County and District Councillors.

Cty Cllr Carrington gave an update on the proposed Local Government Reorganisation, speaking from both a County Council and a North Kesteven District Council point of view.  All Lincolnshire proposals were to be submitted to Central Government by the end of November, with a final decision being made by them in “the Summer of 2026”.  This had already slipped from March 2026.

Police and Crime Commissioners were to be discontinued, which was greatly appreciated by the majority of those present, with some of their remit being taken up by Mayors.  Cllr Ott asked who would be a point of contact for concerns, that have recently gone to the PCC.  That would either be a Mayor, or where there is no Mayor, a Committee would be formed.

Andrew Crookham had become the Chief Executive and was now in post at LCC.

A household recycling survey was available online and Cllr Carrington implored everybody to submit comments.

He gave a brief outline of future SEND funding and how it can encompass older children.

At 7:25 pm the Chair declared the meeting open.

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

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

80.  Consider the approval of the notes of the ordinary meeting held at The Pavillion, Queensway, on Monday 27 October 2025 as Minutes.
Action:  Council RESOLVED to approve the notes of the Ordinary Meeting of the Parish Council held on Monday 27 October 2025.
Proposed by Cllr Ott, seconded by Cllr Collier and approved unanimously by a vote of 3 for and 2 abstentions (both not present at meeting).

81.  Receive a report from the Chair.
On Remembrance Sunday, the Chair laid a Poppy Wreath on behalf of Potterhanworth Parish Council, saying it was a privilege to attend.  The event, organised by the Church for both residents of Potterhanworth and Nocton went smoothly and the Clerk was asked to send a letter of thanks to the Parochial Church Council and Christopher Woodcock.

Thursday 27-Nov-2025 is the presentation evening, for the NKDC Community Champions Awards.  Neil Reynolds and Claire Butler will be attending on behalf of the Beer Festival Committee who were nominated by the Parish Council.

A thank you to Cllr Blake, who had agreed to submit a Wreath on behalf of the Parish Council for the St. Andrew’s Church Christmas Fair Wreath Competition.

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A thank you also to Cllr Collier for all his work in preparing and submitting the FCC Grant Application.  He will update everybody at minute ref: 68, page 38.

As Chair of the Parish Council, she was now a member of the Culfrey Trust Committee and gave details on the role of the Charity.  Cllr Ott questioned if it could be promoted better and be brought up to date so more relevant in this day and age.

As part of the Church Nativity Event on Saturday 13 December 2025, there would be a play featuring Joe Carpenter and Son’s.  In conjunction with the Church, POTCOM are working together to create a whole village event, to include a Singalong around the Christmas Tree, including The Jammers, hopefully a school choir and Badukes.  Then into the Church for the Nativity followed by refreshments.

82.  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 gave her usual request for Sheepwash Times articles.

Cllr Collier had carried out his regular play area checks and again commented on paint chipping away from the recently painted climbing frame.  Cllr Copsey was meeting the person who painted it in relation to another job and would ask him to check.

Clerk

Purchase of new Christmas Tree lights done and brought to meeting.  3,000 multi-colour lights and 3 strings.  The tree was due to be delivered and erected by Nigel Sarderson around 28-Nov-2025.

The Clerk had chased LRSP as to the outstanding delivery of the 30mph signs.  They would delivered ‘imminently’.

83.  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 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 Copsey, seconded by Cllr Ingall and approved unanimously.

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c.  Approve the bank reconciliation for October 2025.
The bank accounts had been reconciled for the month ending 31-Oct-2025, which stood at £48,564.24.
Action:  Council RESOLVED to approve the bank reconciliation for October 2025.
Proposed by Cllr Copsey, seconded by Cllr Collier and approved unanimously.

d.  Receive the completed External Audit Section 3 of the Annual Governance and Accountability Report 2024/2025.

The Final Report form PKF Littlejohn had been received with the following matters noted;

The AGAR was not accurately completed before submission for review.  Please ensure that amendments are corrected in the prior year comparatives when completing next year’s AGAR:

Section 2, Box 5 is incorrect due to a typographical error and should read £874.

The AGAR was not accurately completed before submission for review.  Please ensure that amendments are corrected in the prior year comparatives when completing next year’s AGAR.

Information received from the smaller authority indicated that gifted assets during the year were not recorded in the fixed asset register at a nominal value of £1, as stated in the Practitioners’ Guide.

Cllr Ott strongly objected and disagreed to the way this particular matter was expressed as he believed the report was factually incorrect as the play equipment was not a gift but from a grant and a Council paid contribution (£9,826.58).  The grant was in tax year 2023/2024 an dshoudl not have been covered in this report.  All payment procedures had been correctly followed but the Clerk explained that as nothing had been added, asset wise, to the previous AGAR for that period, he had included it on the current reporting period and had incorrectly called it a “gift”, which was now being questioned.  Cllr Copsey offered to speak to PKF Littlejohn.

Section 1, Assertion 5 has been incorrectly completed.  Information received from the smaller authority highlights that risk management arrangements were not reviewed and approved by the authority as a whole during the year.  As a result, this assertion should have been answered ‘No’.  This is consistent with the Internal Auditor’s response to Internal Control Objective C.

Other matters not affecting our opinion which we draw to the attention of the authority:

The smaller authority has confirmed that it has not complied with the governance Assertions in Section 1, Boxes 1, 2,4 and 6, but it has provided the appointed auditor with an adequate explanation for non-compliance and details of the actions necessary to address weaknesses identified.

In the completion of the Annual Internal Audit Report, and their detailed report, the internal auditor has drawn attention to significant weaknesses in relation to Internal Control Objectives A, B, C, D, E, H, I and M.  The smaller authority must ensure that action is taken to address these areas of weakness in a timely manner.

We received challenge correspondence in relation to the 2024/25 AGAR which we considered before completing our work.  The authority will receive an invoice in relation to this additional work.

Action:  Council RESOLVED to note receipt of the Section 3 of the Annual Governance and Accountability Report 2024/2025.
Proposed by Cllr Copsey, seconded by Cllr Blake and approved by a vote of 4 for and 1 against.

e.  Consider any Grant Applications received.
Grant applications had been received from;
i.             Autumn Festival Committee
ii.            Citizens Advice
iii.           St. Andrew’s Church
Action:  Council RESOLVED to approve Grants amounts as follows;
i.             £400.00 to Autumn Festival Committee.
ii.            £100.00 to Citizens Advice.
iii.           £750.00 to St. Andrew’s Church.
Proposed by Cllr Ott, seconded by Cllr Copsey and approved unanimously.

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f.  Consider the cost for a replacement Car Dyke History Board.
Action:  Council RESOLVED to defer the item until a response had bene received from the Council’s Insurance provider.
Proposed by Cllr Ott, seconded by Cllr Copsey and approved unanimously.

g.  Consider a donation towards refreshments at the Church Nativity Event on 13-Dec-2025 using LGA 1762 s145, power to provide entertainment.
Action:  Council RESOLVED to provide up to £200.00 towards refreshments for the Church Nativity Event on 13-Dec-2025 using LGA 1762 s145, power to provide entertainment.
Proposed by Cllr Copsey, seconded by Cllr Collier and approved unanimously.

h.  Consider any quotes received with regard to levelling and re-installing the safer surfacing under the Titan play equipment.
Action:  Council RESOLVED to defer the item as Council were still awaiting quotes.
Proposed by Cllr Copsey, seconded by Cllr Collier and approved unanimously.

i.  Consider projects for consideration (including costings) for when preparing and setting the FY2026-2027 budget for the precept demand.
A gardening budget and funding to replace a couple of litter bins were put forward.  Other items would be suggested outside of the meeting.

84.  Planning Matters.
a.  25/1119/HOUS – 2 Station Cottages, Station Road Potterhanworth.  Approved by NKDC 07-Nov-2025.

85.  Correspondence.
a.  NK – Partnerships Team Grant Opportunities.  Circulated 04-Nov-2025.
b.  LCC Avian Flu (Confirmed) near Swineshead.  Circulated 04-Nov-2025.
c.  LCC Avian Flu (Confirmed) near Donington.  Circulated 04-Nov-2025.
d.  NKDC Planning, notification of decision for 25/1119/HOUS 2 Station Cottages.  Circulated 12-Nov-2025.
e.  LALC eNews.  Circulated 12-Nov-2025.
f.  NK Parish & Town Council Forum.  Circulated 12-Nov-2025.  Presentation slides from 06-Nov-2025 event.
g.  LALC e-news 21/11/2025.  Circulated 23-Nov-2025.
h.  NKDC Parish and Town Council Newsletter.  Circulated 23-Nov-2025.
i.  LCC Survey “County Views”.  Circulated 24-Nov-2025.

86.  Pavilion/playing field facilities.
a.  Receive an update on the proposed Multi-Use Games Area (MUGA) and car park drainage.
Three quotes had been received and considered.  One being discounted as it was too expensive, with Caloo being the preferred choice and it was their quote/plan that had been included in the FCC grant application.  A decision would not be known until March 2026.

b.  Receive an update on a potential fireproof Secure container for Parish Council Archives.
This was still being investigated depending on where the containers where to be stored.
The loft was a consideration but how fireproof would the containers be if the Pavilion was engulfed in flames.

87.  Working Group updates.
POTCOM had recently met.  The PCC has now joined, as have 3 new members of the village. Applying for Community Cuppa, via the Co-Op Community Fund.  Exploring opening in the Pavilion, so there may be two events a month.

a.  Consider the cost for engaging with Live and Local for 2026 events.
Action:  Council RESOLVED to engage with Live and Local for 2026 and would include funding in the FY2026-2027 budget.
Proposed by Cllr Blake, seconded by Cllr Copsey and approved unanimously.

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b.  Consider receipt of a potential Culfrey Trust donation to assist participation in Craft events organising by POTCOM.So some residents who received benefits etc. were not financially disadvantaged from attending some of the proposed Craft events, it was being suggested that the Culfrey Trust give a grant to the Parish Council, which could then be used to make the small payments for the attendance fee.  Discussion ranged between how would the Parish Council know who was in receipt of qualifying benefits and would they be paying for people outside the remit of the Culfrey Trust mandate.
The matter would be investigated with LALC.

88.  Consider a Councillor taking on the responsibility of the Speed Indicator Device.
Action:  Council RESOLVED to defer the item as all Councillors were not present to consider the proposal.
Proposed by Cllr Collier, seconded by Cllr Copsey and approved unanimously.

89.  Receive a report from Cllr Ott on the ongoing water leak on Barff Road and consider a course of action.
Cllr Ott expressed his frustration over the apparent ineptitude of Anglian Water when dealing with the ongoing water leak on Barff Road.  This had been reported multiple times but the leak still persisted.  Work that was supposedly planned for Friday 21-Nov-2025 had not yet happened.  As this fell outside the purview of the Parish Council, Cty Cllr Carrington would look to hasten LCC Highways to see if they could chase up Anglian Water due to the potential damage being caused to the road surface with the running water and the recent freezing weather.

90.  Consider the request from Cllr Ott re reviewing the Remembrance Sunday event.
Cllr Copsey, in her Chair report had clarified that as it was a Church organised event, which the Parish Council just attended, there was no review required.

91.  Meeting Dates.
a.  Consider a date for the next full Council meeting.
The next meeting of the Parish Council was planned for Monday 26-Jan-2026 (subject to confirmation of the date Precept demands were required to be submitted to NKDC.

* Post meeting Note.  NKDC require Precepts to be submitted by Friday 23-Jan-2026 so the next meeting will be brought forward to Monday 19-Jan-2026.

b.  Consider dates for Council meeting through 2026.
Action:  Council RESOLVED the following dates for Ordinary full Parish Council Meeting through 2026.  All meeting are, at present planned on a Monday evening, starting 26-Jan-2026, although this may need to move depending on when NKDC require Precept demand;  23-Feb-2026;  30-Mar-2026;  27-Apr-2026;  18-May-2026 Annual Meeting of the Parish Council);  22-Jun-2026;  27-Jul-2026;  28-Sep-2026;  26-Oct-2026 and 23-Nov-2026.
A date for the Annual Parish Meeting was still to be considered.
Proposed by Cllr Collier, seconded by Cllr Copsey and approved unanimously.

The meeting closed at 8:45 pm.

Signature:  Original Signed by Cllr Copsey

Printed Name:  Cllr Sarah Copsey

Date:  19 January 2026

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