2024-25 Minutes

Potterhanworth Parish Council

Minutes of an ordinary meeting of Potterhanworth Parish Council held at The Pavilion, Queensway, Potterhanworth, LN4 2EA on Monday 24 February 2025.

Present:  Chair:  Ami Clarke

Councillors:  John Giles (Vice-Chair), Georgia Blake, Sarah Copsey, Sue Ellis and Martin Ott

Also in attendance:  Lincolnshire County Councillor Ian Carrington and North Kesteven District Councillor Peter Lundgren

5 members of the public were in attendance.

Public Forum

D/Cllr Peter Lundgren reported that the leaders of all the Greater Lincolnshire councils had met today and agreed to work together on proposals for what local government reorganisation could look like for our county.  The Government has made clear its intention to change all remaining two-tier local authority areas in England and replace county and district councils with new unitary authorities.

Mayoral Elections were due to take place 01-May-2025, which gave the area additional funding but he feared it would mean less representation for the many rural communities throughout Lincolnshire.

C/Cllr Ian Carrington re-iterated that the Mayoral Elections were due to take place 01-May-2025, as would the County Council Elections.  Speaking with regard to the proposed unification, there was no known timescale due to the sheer number of two-tier local authority areas they are looking to unify.  The best estimates are that Central Government has capacity to deal with around 2-3 unifications per year.  The extent of the borders is as yet unclear.  Government has said a maximum of 500,000 people in an authority, so that would require two, so would it be split North/South or East/West?  Other Ministers have suggested 300,000, which would then mean 3 separate Unitary Authorities.

The Budget had been finalised at 2.99% and County Council would again be dipping into Reserves but did not go to the maximum of 5%.

A new Flood Reserve had been agreed which would provide direct help to those affected in future.  He spoke also of the recently published Flood Report and proposed changes to how events are managed.

Further representations had been made regarding the Ring Road and the need for it to be completed.

At 7:16 pm the Chair thanked everybody for their input and declared the meeting open.

1.  Open Meeting.
The Chair opened the meeting by informing everybody that at the extra-ordinary held on Friday 14 February 2025, they had appointed a new Clerk and Responsible Finance Officer, Mr Eddie Findlay, to the Parish Council, they looked forward to him starting 01 March 2025.  He was introduced to the meeting as he was in the audience.

2.  To receive apologies for absence and reasons given, i.a.w. Local Government Act 1972, Sch 12, para 40.
All Councillors were present.

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

4.  Meeting Notes to be approved as Minutes.
a.  Notes of the ordinary meeting of Potterhanworth Parish Council held at The Pavilion, Potterhanworth on Monday 20 January 2025 to be approved as Minutes.
Action:  Council RESOLVED to approve the notes of the ordinary meeting of Potterhanworth Parish Council held on Monday 20 January 2025 as Minutes.
Proposed by Cllr Clarke and approved unanimously.

b.  Notes of the extra-ordinary meeting of Potterhanworth Parish Council held at The Pavilion, Potterhanworth on Friday 14 February 2025 to be approved as Minutes.
Action:  Council RESOLVED to approve the notes of the extra-ordinary meeting of Potterhanworth Parish Council held on Friday 14 February 2025 as Minutes.
Proposed by Cllr Clarke and approved unanimously.

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5.  To receive an update from the Council liaison regarding The Playing Field Management Committee.

The Committee had met at the end of January and Cllr Giles had given them an update on the Council staffing situation and confirmed that the Playing Field Committee accounts had been submitted and had asked for a ‘back-up’ from them to assist with finance in the future, which they would consider.

He gave details on how planning applications could be promulgated and this would be covered as a later agenda item.

The ongoing drainage issue was also discussed.

The Committee were looking to take on responsibility for the Lindum Fire Contract, as well as the Portable Appliance Testing (PAT), including holding the paperwork and financial payments as of 01 April 2025.

The refurbishment of the tennis court area and potential extension was covered, and the use of CIL money to assist in the purchase of the planned pergola.  New quotes might need to be obtained.

The letter box had finally been accessed, and a number of damp postal items had been retrieved.  This letter box would be used as the postal address for the Parish Council going forward.

With changes to the responsibilities for fire appliances and PAT testing, grass cutting etc. a review of the Terms of Reference should be carried out to ensure clear lines of responsibilities are shown between the Parish Council and the Playing Field Management Committee.

6.  To discuss a Village Easter Egg Hunt and agree any funding required.

Cllr Blake and Cllr Copsey had put together a walking Tresure Hunt, which would be available to families over Good Friday, Saturday and Easter Sunday, ending at The Chequers, where prizes would be given out.

The clues would be positioned early on Good Friday.

A flyer, with the Treasure Hunt, would be required to be inserted in The Grapevine, by 20 March 2025, and they requested funding of up to £100.00 to have the flyers printed and to purchase some small Easter Eggs as prizes.

Action:  Council RESOLVED to approve funding of up to £100.00 to cover the cost of Treasure Hunt flyers and Eggs.
Proposed by Cllr Copsey and approved unanimously.

7.  To agree a communication method(s) to let residents of the parish know how they can access, view and comment as a member of  the public, on published NKDC planning application.
Any resident can access the NKDC Planning Portal, at any time https://www.n-kesteven.gov.uk/planning-building/planning/planning-applications/planning-online  

NKDC also allow for residents to sign up to receive a weekly Planning newsletter, showing all the application going through NKDC.  Details on how residents can sign up for this could be circulated.

Cllr Copsey suggested that the Parish Council provide that service, on behalf of residents via Facebook and the website, utilising the skills of Cllr Blake.

Cllr Ott felt this should be restricted to larger, potentially contentious, applications.

8.  Playpark hedge – To resolve the immediate maintenance of the hedge.

One quote had been received and circulated, whilst two others had come in that evening so the Chair was unable to share the quotes.

Action:  Council RESOLVED that due to time constraints in getting the hedge cut, the best value for money, and availability, should be accepted and the hedge cut as soon as possible, and to include the cuttings to be removed.
The Chair would confirm the costs at the next meeting.
Proposed by Cllr Ellis and approved unanimously.

9.  Planning Matters.
a.  25/0127/HOUS – replacement garage with office space above and replacement windows and doors on existing house.  1 Brewers Yard Potterhanworth Lincoln Lincolnshire LN4 2FX.
Council had no comments or objections.

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b.  24/1406/VARCON– Application to vary conditions 12 ( tree protection), 21 (obscure glazing to bathrooms) and 22 (approved plans) attached to planning permission 23/0151/FUL - Construction of 4 no. dwellings.  Plough Hill Farm, Potterhanworth Booths, LN4 2AU.
As this was a variance of condition from the developer not to use obscured galls in the bathrooms, Council had no comments or objections.

c.  24/1456/HOUS – erection of a single story detached workshop and store.  Priory Cottage 3 Abbey Hill Wasps Nest, Nocton Fen Lane, Nocton, LN4 2AY.
Council had no comments or objections.

d.  25/0129/HOUS – erection of single storey rear extensions and retrospective creation of additional vehicular access with associated gates to front of property. Existing vehicular access to be retained.  The Moor House, Moor Lane, Potterhanworth, LN4 2DZ.
Council had no comments or objections.

10.  Financial Matters
a.  To note the current bank balance.
Action:  Council RESOLVED to the note the current bank balance as £28,707.61.
Proposed by Cllr Clarke 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 as shown.
Proposed by Cllr Clarke and approved unanimously.

c.  To note accounts that have been paid.

Action:  Council RESOLVED to approve the Payments as shown.
Proposed by Cllr Clarke and approved unanimously.

d.  To resolve creating a new administrator for Unity Bank.
There are currently two bank accounts, TSB and the new bank, Unity Trust.  The Precept was to be paid into Unity Trust and the TSB eventually closed.
Current signatories on Unity Trust are Cllr Clarke, Cllr Copsey and Cllr Giles.
Action:  Council RESOLVED to approve setting up the new Clerk/RFO as the Unity Bank Administrator.
Proposed by Cllr Clarke, seconded by Cllr Copsey and approved unanimously.

There is also a National Saving and Investment Account, but no current Member is aware of the login details, or who might be a signatory.  This would need to be investigated as soon as possible.
A potential extra-ordinary meeting might be required to discuss the budget and what saving might need to be set aside.

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11.  Monthly Risk Assessment.

Cllr Ellis commented that the Fix My Street action on the pavement on Barff Road had been repaired, but they had repaired the wrong area, and the health and safety risk was still present.  C/Cllr Carrington asked to be copied in and he would pursue it if required.

Dates for the Annual Litter Pick were discussed, with either Saturday 05 April or Saturday 12 April being the preferred dates.  It was suggested the Scouts be contacted to deconflict with them, as happened last year.  Cllr Copsey volunteered to speak to the Scouts.

The next meeting was planned for 31 March 2025.

The meeting closed at 8:05 pm

Signature:  Original Signed

Printed Name:  Cllr Clarke

Date:  31 March 2025

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