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 31 March 2025.

Present:  Chair:  Ami Clarke

Councillors:  John Giles (Vice-Chair), Sarah Copsey and Sue Ellis.
Grant Collier joined as a Councillor after Minute ref: 5.

In attendance: Eddie Findlay, Clerk and Responsible Finance Officer

Also in attendance:  Lincolnshire County Councillor Ian Carrington

3 members of the public were in attendance.

Public Forum

Cty Cllr Carrington spoke with regard to creating closer ties with Ukraine and had signed a reginal partnership with the region of Kherson, a very rural area and big in agriculture.  Similar to Lincolnshire, but on a much larger scale.

LCC are backing local farmers with a business support scheme, offering business advice to individual farmers.

Another scheme “Make it Smarter” aimed at the manufacturing industry and promoting digital technology and AI and how it may help them.

Another extra care facility had been opened up, allowing elderly residents to live semi-independently, this was in West Lindsey but one for North Kesteven was in the pipeline too.

Education – 87% of first choice secondary school places were being granted.

Ring Road – no updates on Central Government’s thinking with regard to the ring road but preparatory work was still being carried out so if Central Government give the go ahead, they would be in a good position to start straight away.

Local Road works work reports had been passed to the Clerk and these had been circulated to all Cllrs.

Cllr Ellis raised the concern over the poor standard of repair of on Barff Road, which Cllr Carrington had taken up with Head of Highways and he had been told “something would be done”.

On behalf of the absent NKDC Councillors he reported that Potterhanworth had been granted funds to retro fit energy efficient works on the local social housing stock.

At 7:12 pm the Chair thanked everybody for their input and declared the meeting open.

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

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

3.  Notes of an Ordinary Meeting of the Parish Council held at The Pavillion, Queensway on Monday 24 February 2025 to be approved as Minutes.
Action:  Council RESOLVED to approve the notes of the Ordinary Meeting of the Parish Council held at The Pavillion, Queensway on Monday 24 February 2025 as Minutes.
Proposed by Cllr Clarke and approved unanimously.

4.  Receive a report from the Chair.
Cllr Clarke thanked the Pavilion Committee for the work on removing the near side hedge and the fencing replacement.  The area was now more open and gave safer views across the play area.
She also welcomed the new Clerk, Mr Eddie Findlay to his first meeting, having started 01-Mar-2025.

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5.  Consider any applications for Councillor Co-Option.
There had been one application received which had been circulated to all Councillors.
Action:  Council RESOLVED to approve appointing Mr Grant Collier as Councillor to Potterhanworth Parish Council.  Cllr Collier signed his Declaration of Acceptance of Office and joined the meeting as Councillor.
Proposed by Cllr Clarke and approved unanimously.
Cllr Collier joined the Council and signed his Declaration of Acceptance of Office.

6.  Receive reports from the Clerk and Councillors in relation to previous 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.

Cllr Copsey reported that the Easter Egg Hunt prizes had been bagged and would be delivered to The Chequers Pub nearer the date.  The clues had all been prepared and would be posted early on Good Friday.  The Chequers would be providing children’s menus.

Cllr Copsey reported that the £1005.86 Youth Club money had been banked as would be ring-fenced as Youth Club money and would be available should a similar venture start.

At the start of 2025, the NS&I accounts received £133.13 interest, taken that to £13,409.76.  The Clerk had written to NS&I to seek guidance on how Council can now access the account as no current Councillors are signatories.  Still awaiting a response.

At the last meeting, the hedge to the rear of the play area had been agreed to be trimmed back as soon as possible.  The work carried out was not as Council had expected, nor in the requested timely manner.  The matter would be discussed under correspondence.

The Clerk reported that the next meeting was planned for Monday 28 April 2025, starting at 7:00pm.

Reviewing the finance for 2024/2025, a duplicate payment of £257.81 was noted.  One to Lindum Group (November 2024), the other to Lindum Fire (January 2025).  The Lindum Fire was the correct one, the Clerk contacted the Lindum Group and they have refunded the payment.

Council had received the Annual Governance and Accountability (AGAR) notification from PKF Littlejohn.

All submission to be with PKF Littlejohn by Tuesday 01-Jul-2025 at the latest.

The Clerk had contacted LALC to ascertain the name of the nominated Internal Auditor and Cathie Nicholl had been appointed.  The Clerk would arrange to meet with them as soon as possible.

* Post meeting note – 07-Apr-2025 had been agreed with the Internal Auditor, at the Clerk’s house.

7.  Financial Matters.

a.  Approve payments made since the last meeting.

Action:  Council RESOLVED to approve the payments made between meetings.
Proposed by Cllr Ellis and approved unanimously.

b.  Approve the payment of invoices etc. as listed on the Payments to be authorised sheet.

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Action:  Council RESOLVED to approve the payments.
Proposed by Cllr Collier and approved unanimously.

c.  Approve the bank reconciliation for February 2025.

The Clerk/RFO reported that at the end of February 2025 the accounts were as follows;

At the start of 2025, the NS&I accounts received £133.13 interest, taken that to £13,409.76.

The TSB accounts stood at £29,286.46 at the end of February 2025, some of which was classed as CIL money and the Clerk would incorporate this amount going forward.

The Mandate Form to add the Clerk to the new Unity Trust Bank had been submitted and would hopefully allow him access to the bank accounts.  The Precept was due to be paid in to the new account next month.

Action:  Council RESOLVED to approve the bank reconciliation for February 2025.

Proposed by Cllr Clarke and approved unanimously.

d.  Consider the circulated Ground Maintenance 1 year contract extension.
Action:  Council RESOLVED to approve the 1 year contract extension of 11% across the board and look to refresh the tender October 2025, to start 01-Apr-2026.
Proposed by Cllr Clarke, seconded by Copsey and approved unanimously.

e.  Council to consider, under best practice, engaging a Bookkeeping organisation to provide payroll services.
Action:  Council RESOLVED to approve engaging Blossom Bookkeeping Ltd to provide payroll service for Potterhanworth Parish Council.
Proposed by Cllr Ellis, seconded by Cllr Copsey and approved unanimously.

f.  Alternative litter bin to be considered, with fixings etc, for Queensway.
Due to the preferred litter bin being unavailable until end of May-2025 at the earliest, Council considered alternatives.
Action:  Council RESOLVED to approve the purchase of the Glasdon Jubilee 110, at a cost of no more than £460.00 (ex-VAT).
Proposed by Cllr Ellis, seconded by Copsey and approved unanimously.

g.  Consider additional Account Users for the British Gas Account.
Action:  Council RESOLVED to Cllr Grant Collier as an additional British Gas Account User.
Proposed by Cllr Clarke, seconded by Copsey and approved unanimously.

h.  Consider the cost of Councillors wishing to attend the LALC Conference 16-Jul-2025, at Epic Centre, Lincolnshire Showground. (LALC e-news 21/03/2025, circulated 22-Mar-2025).
Action:  Council RESOLVED to defer this item until the next meeting to allow for diaries to be checked.
Proposed by Cllr Clarke, seconded by Giles and approved unanimously.

8.  Planning Matters.
a.  25/0227/VARCON - Application to vary condition 2 (tree protection) attached to planning permission 21/0258/FUL - Erection of 10 no. dwellings comprising the erection of 6 no. detached dwellings and 2 semi-detached dwellings, alterations and extensions to a range of barns to form 2 no. dwellings, demolition of a portal framed farm building and removal of existing hardstanding - to allow for additional tree removal.  Location:  Land Between Station Road and Cross Street Potterhanworth.
Comments required to be at NKDC 01-Apr-2025.
Action:  Council RESOLVED to approve the following comments with regard to 25/0227/VARCON in that the Parish Council concur with objections raised by the Tree Officer, dated 07-Mar-2025.
If, despite these objections, trees are allowed to be removed, replacement trees be planted in

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their stead.
Proposed by Cllr Ellis, seconded by Cllr Collier and approved unanimously.

b.  25/0127/HOUS - 1 Brewers Yard Potterhanworth, amended Plan.  Comments required to be at NKDC 03-Apr-2025.
Council had no comments or objections to the application.

c.  25/0252/LDEXI - Application for a Lawful Development Certificate at Woodmans Lodge, Longholt Wood Natural Burial Ground, Nocton Fen.  Comments required to be at NKDC 11-Apr-2025.
Council had no comments or objections to the application.

d.  25/0333/TPO – Mature Sycamore - Remove the lateral branches back to the boundary line (roughly a 3m reduction) to prevent any limbs snapping or shedding on top of the garage roof at 6 Chestnut Close, Nocton, Lincoln, Lincolnshire, LN4 2DJ.
Received due to Joint Neighbourhood Plan.
Council had no comments or objections to the application.

9.  Correspondence.

a.  Latest e-News from NKDC, circulated 16-Mar-2025.

b.  Minor road repairs from Cllr Carrington, circulated 19-Mar-2025

c.  Local Government Re-Organisation update from City of Lincoln Council, circulated 19-Mar-2025.

d.  Local Government re-Organisation update from NKDC, circulated 19-Mar-2025.

e.  LALC e-news, 21/03/25, circulated 22-Mar-2025.

f.  Various emails re hedge cutting concerns from residents.

A response along the lines of The Pavilion Committee requested that the hedge be trimmed back as it was encroaching the trim trail apparatus in the far corner, and the brambles were considered a health and safety hazard near the apparatus, so the Parish Council sought a number of quotes and authorised a contractor, detailing that the work need to be done as soon as possible.  The contractor details where then passed over to the Pavilion Committee, a member from which supervised and directed the work.  The contractor did tell Cllr Clarke that they had carried out nesting checks before the commencement of the work and every day that they were there.  There appears to have been some confusion over completion dates and the depth of work as Council thought the hedge was just getting a trim.  The removal of the mound was not something in the scope of the hedge work and was not something the Parish Council were aware of.

10.  Change of Meeting Dates.

a.  Consider a change of date for the 12-May-2025 Annual Meeting of the Parish Council.
Due to the Clerk being unavailable, he had requested this date be changed.
Action:  Council RESOLVED to move the date of the Annual Meeting if the Parish Council.  Date to be confirmed with the Pavilion, subject to availability and then circulated to all Cllrs.
Proposed by Cllr Clarke, seconded by Copsey and approved unanimously.

b.  Consider a change of date for the 30-Jun-2025 Ordinary Council Meeting.
Due to a previously booked holiday the Clerk was unavailable for the planned 30Jun-2025 meeting.
Action:  Council RESOLVED to leave the June meeting date as planned.  The Clerk would prep the documents and one of the Cllrs would take the notes.
Proposed by Cllr Giles, seconded by Cllr Clarke and approved unanimously.

11.  Date for Litter Pick to be confirmed.
The date for the Litter Pick was confirmed as Saturday 12 April 2025 and would be in conjunction with the Scouts.  The planned meeting point was at the War Memorial at 10:30am.
The Clerk had contacted NKDC and had received a generic risk assessment for the activity.
NKDC no longer hold litter picking equipment but could supply black bags and can remove any collected rubbish the next working day (Monday 14 April 2025) with a collection point in the Pavilion car park.
The Clerk would purchase gloves and had a Risk Assessment to be considered.

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12.  Receive an update on the current arrangements for the installation of the new pergola.
Council require additional quotes based on an amended design, to incorporate a similar roof line of the Pavilion, with two gable ends, 5.5m2.
Quotes would be chased.

13.  Monthly Risk Assessment.
The hedge cutting around the play area had exposed some barbed wire in the far corner.  This would be removed the following day.
* Post meeting note.  Barbed wire removed 01-Apr-2025.

14.  Training.  Consider training events as provided by LALC and others.
The Clerk had circulated the latest training programme from LALC.  Cllr Collier asked to be considered for the Councillor Induction Training at Woodhall Spa, 28-May-2025.

15.  Consider dissolving current Parish Council Facebook page and creating a new version.
The Clerk reported that he had the password for one account but had found another Potterhanworth Parish Council page.
Action:  Council RESOLVED to defer the matter until Cllr Blake was available.
Proposed by Cllr Clarke, seconded by Cllr Giles and approved unanimously.

16.  Consider submitting an Asset of Community Value Intention to Bid Form.
Action:  Council RESOLVED to submit an Asset of Community Value Intention to Bid Form with regard to the Chequers Pub.
Proposed by Cllr Copsey, seconded by Cllr Ellis and approved unanimously.

17.  Receive an update from Cllr Copsey re sports facilities, car park and office container.
Cllr Copsey, Cllr Collier and Cllr Ott met the previous week and rather than undertaking an extension to the current Pavilion, purchasing a steel office container (fireproof) was to be considered, and if agreed, could be placed round the rear of the current Pavilion and there was already an electrical supply in place.  This would then be a Council Depository for Council and Village History archiving.
Funding via LCC, for Highways assistance to lower the level of the car park by around 30cm, which would alleviate flooding of the tennis courts.

18.  Consider setting up a Communications Group.
Cllr Ott had submitted a report with regard to the numerous avenues of communication in and around the village, and to clarify who has responsibilities for the different methods.
Action:  Council RESOLVED to set up a Communications Working Group to include Cllr Ott, Cllr Blake and Cllr Collier.
Proposed by Cllr Clarke, seconded by Cllr Ellis and approved unanimously.
The Clerk would look to draft a Council Communication Policy, to include Social Media.

19.  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.  Clerk contract matters.

b.  Cleaner contract matters.

c.  Consider the need for employing a part time Parish Operative (Handyperson).

Action:  Council RESOLVED to go into Closed Session to consider the above-mentioned items.

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

This part of the meeting closed 8:35 pm.

Cllr Copsey left the meeting at 8:38 pm.

The meeting continued in the absence of press and public at 8:38 pm.

(Not for publication by virtue of section 100A(4) of the Local Government Act 1972, the items being of a confidential nature.)

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Confidential Minutes.

a.  Clerk contract matters.
Action:  Council RESOLVED to approve the proposed changes with regard to the Clerk and working from home allowance.
Proposed by Cllr Giles, seconded by Cllr Ellis and approved unanimously.

b.  Cleaner contract matters.
Action:  Council RESOLVED to approve the increase in salary in line with their statutory requirements.
Proposed by Cllr Giles, seconded by Cllr Clarke and approved unanimously.

c.  Consider the need for employing a Part Time Parish Operative (Handyperson).
Action:  Council RESOLVED to defer this item to allow time for Councillors to consider Terms of Reference /Job Description.
Proposed by Cllr Clarke, seconded by Cllr Giles and approved unanimously.
In the interim, the Clerk and Cllr Collier would take up weekly play equipment inspections.

The meeting closed at 9:00 pm

Signature:  Original Signed

Printed Name:  Cllr Sarah Copsey         

Date:  28 April 2025

~ END ~

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