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 19 January 2026.

Present:  Chair:  Sarah Copsey

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

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

No members of the public were in attendance.

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

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

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

94.  Consider the approval of the notes of the ordinary meeting held at The Pavillion, Queensway, on Monday 24 November 2025 as Minutes.
Action:  Council RESOLVED to approve the notes of the Ordinary Meeting of the Parish Council held on Monday 24 November 2025.
Proposed by Cllr Copsey, seconded by Cllr Collier and approved unanimously.

95.  Receive a report from the Chair, including a report of the communications with PKF Littlejohn re the Annual Governance and Accountability Report (AGAR).
Cllr Copsey had spoken to PKF Littlejohn for clarification and explained that during FY 2022/2023, the Parish Council completed a successful bid to replace and update the play area at Potterhanworth.  After going through the tendering process the overall cost was covered by £91,410.00 (Grant - contributed by FCC Communities Foundation) and £9,826.58 contributed by Potterhanworth Parish Council.  The play equipment was actually purchased and installed during FY 2023/2024 but was missed off the assets on the AGAR 2023/2024, so our new Clerk added it for AGAR 2024/2025, but incorrectly called it a gift.  They had advised to submit a supporting statement to that effect which would be included on the Potterhanworth file for future reference.

Once the new equipment is added to the insurance then the statement will be sent to PKF Littlejohn.

Joe Carpenter and Son’s Nativity play was held on Saturday 13-Dec-2025.  It was a successful evening, with about 100+ villagers in attendance, the children sang, the choirs and ukeleles sang and played, it was a well-attended lovely ‘warm’ village event.

The Church’s Nativity and refreshments were also well attended - big thanks to Rob Manfield of Steep Hill wines, who donated 10 litres of spiced cider, the PC who donated mulled wine and the PCC who donated homemade festive treats.  The School, Church, POTCom and the Parish Council were all well represented and happy how we could move forwards and make the event even better next year.

Garage door - This has all been replaced.

Wood for Shelter - This is currently being stored in the Beer Festival lockup, with the Beer Festival bar now being stored in an external facility.

Cllr Blake joined the meeting at 7:15pm.

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96.  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 Ingall raised concerns about perceived speeding issues and if additional static signs could be purchased.  These would be discussed further at minute ref: 98.j.  She also suggested stickers for the sides of wheelie bins.  The Clerk would investigate this with NKDC Councillors.

Cllr Ott queried whether speed bumps could be considered, but these would only be considered by LCC, if the speed data supported the need, which the last speed survey did not meet.

Clerk

Between October and November, 5 Police incidents are logged, 1 x theft, 3 x violence, 1 x Other.

97.  Public Forum.  Including reports from the County and District Councillors.
No members of the public, or County and District Councillors were present.

98.  Financial Matters.
a.  Consider any Grant Applications received.
Action:  Council RESOLVED to approve Grants as follow’s
i.  £500.00 to 1st Potterhanworth Scouts.
ii.  £250.00 to Potterhanworth Over 60’s Club.
Proposed by Cllr Copsey, seconded by Cllr Blake and approved unanimously.

b.  Approve payments made since the last meeting.

Action:  Council RESOLVED to approve the Payments made since the last meeting.
Proposed by Cllr Collier, seconded by Cllr Copsey and approved unanimously.

c.  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 Ingall, seconded by Cllr Davis and approved unanimously.

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d.  Approve the bank reconciliation for November and December 2025.
The bank accounts had been reconciled for the months ending 30-Nov-2025 and 31-Dec-2025, which now stood at £44,153.86.
Action:  Council RESOLVED to approve the bank reconciliations for November 2025 and December 2025.
Proposed by Cllr Copsey, seconded by Cllr Giles and approved unanimously.

e.  Consider the engagement of a Lincolnshire Association of Local Councils (LALC) Internal Auditor.
Action:  Council RESOLVED to approve appointing a LALC Internal Auditor.
Proposed by Cllr Copsey, seconded by Cllr Blake and approved unanimously.

f.  Consider annual membership to LALC and the Annual Training Scheme.
Action:  Council RESOLVED to approve both memberships.  The cost to be included in next year’s budget.
Proposed by Cllr Copsey, seconded by Cllr Blake and approved unanimously.

g.  Consider the Pavilion accounts ready to be submitted to the Charity Commission, as Trustee.
Action:  Council RESOLVED to approve the accounts from the Pavilion Committee.  The Clerk would submit the figures to the Charity Commission.
Proposed by Cllr Giles, seconded by Cllr Copsey and approved unanimously.

h.  Consider the additional cost to add the new play area equipment to the Council Insurance policy.
Action:  Council RESOLVED to approve the amount to add the new play area equipment.
Proposed by Cllr Copsey, seconded by Cllr Giles and approved unanimously.

i.  Consider the cost for a replacement Car Dyke History board, if required.
Action:  Council RESOLVED to defer the item until Zurich had responded to the numerous requests for clarification on whether a claim could be made.
Proposed by Cllr Ott, seconded by Cllr Copsey and approved unanimously.

j.  Consider the cost for additional static speed signs from Lincolnshire Road Safety Partnership.
Action:  Council RESOLVED to approve the purchase of 6 x 40mph signs and 4 x 30mph static signs, no more than £220.00 excluding VAT).
Proposed by Cllr Blake, seconded by Cllr Copsey and approved unanimously.

k.  Consider and agree the budget and subsequent Precept demand for FY2026-2027, subject to any additional costs at Agenda item 14.a.
Action:  Council RESOLVED to approve the budget (including the Grounds Maintenance quote from Krinkels UK) and subsequent Precept demand as shown below, meaning a 4.86 % increase.

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

99.  Planning Matters.
a.  Nothing received.

100.  Correspondence.
a.  NK – Parish and Town Council Newsletter.  Circulated 19-Jan-2026.

101.  Pavilion/playing field facilities.
a.  Consider the recently received Play Area Inspection Report.
A majority of the inspection reports risks as being Low, or Very Low.  The only Moderate Risk was the uneven surface under the Titan swings set.  This had already been identified by Cllr Collier and quotes had been received to re-instate the ground, once the weather improved.

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102.  Working Groups updates.
a.  Receive a report on behalf of the POTCOM Working Group.
Community Cuppa, via the Co-Op community fund, will start at the Pavilion on the third Tuesday in March, the third Tuesday each month.
First of the Crafty Potters events have happened.  2 sessions of mono printing run by Karen Sharples and a mug printing design evening, which will be run by Denise Nicholson.  The printing had 14 villagers.  Advertising is via Facebook, noticeboards and word of mouth.  The School is also helping to advertise and Cllr Ingall suggested approaching The Chequers Pub and Hanworth Park.  The Culfrey Trust have offered to support villagers attend who are on Pension or Universal credit.  LALC have advised the Parish Council on how to fund manage any donation from The Culfrey Trust.
Also being considered were events such as a Barn Dance, May Pole Dance or a Silent Disco, in conjunction with the School.

103.  Consider a Councillor taking on the responsibility of the Speed Indicator Device.
Cllr Giles and Cllr Davis volunteered to take on responsibility for charging and moving the SID.

104.  Meeting Dates.
a.  Confirm the date for the next full Council meeting.
The next meeting of the Parish Council was planned for Monday 23-Feb-2026.

105.  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 any additional budget requirements with regard to Staffing costs prior to setting the final budget/precept demand for FY 2026/2027.
Not required as no changes required for Staff costs within the previously circulated Budget.

The meeting closed at 8:30 pm.

Signature:  Original Signed

Printed Name:  Cllr Sarah Copsey

Date:  23 February 2026

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