2024-25 Minutes

Potterhanworth Parish Council

Minutes of the Ordinary Meeting of Potterhanworth Parish Council held at The Pavilion, Queensway, Potterhanworth, LN4 2EA on Monday 28 April 2025.

Present:  Chair:  Sarah Copsey

Councillors:  Georgina Blake, Grant Collier and Martin Ott

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

Also in attendance:  Lincolnshire County Councillor Ian Carrington

1 members of the public were in attendance.

Public Forum

Cllr Carrington gave a short briefing on the Local Government re-organisation, with Lincolnshire having submitted a number of bids on how the re-organisation might look, with final bids being submitted in November with a Central Government decision being expected in May-2026.
Cross Street had bene visited and he had taken measurements of the damaged areas.  That had been triaged by Highways and engineers were due to visit shortly.
Park Lane potholes also reported by him.
A proper repair to the path on Barff Road, due to its poor repair being below way below standard, was ongoing.
In local news, Lincoln flats on the waterfront had been declared unsafe by Lincolnshire Fire and Rescue.

At 7:08 Cllr Copsey declared the meeting open.

1.  Election of a Council Chair for the remainder of the Civic Year.
Cllr Collier nominated Cllr Copsey, seconded by Cllr Blake.
Cllr Copsey was willing to be considered.
There were no other nominations.
Action:  Council RESOLVED to approve Cllr Copsey to act as Council Chair for the remainder of the Civic Year, approved unanimously.
Cllr Copsey signed the Declaration of Office as Chair.

2.  To receive apologies for absence and reasons given, i.a.w. Local Government Act 1972, Sch 12, para 40.
Cllr Giles and Cllr Ellis 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 Ellis.
Proposed by Cllr Collier, seconded by Cllr Blake and approved unanimously.

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

4.  Notes of an Ordinary Meeting of the Parish Council held at The Pavillion, Queensway on Monday 31 March 2025 to be approved as Minutes.
Action:  Council RESOLVED to approve notes for the meeting held on Monday 31 March 2025.
Proposed by Cllr Collier, seconded by Cllr Blake and approved by a vote of 3 for and 1 abstention.

5.  Receive a report from the Chair.
The newly appointed Chair had no report but thanked the outgoing Chair, Ami Clarke, for all her hard work and dedication over the years on the Parish Council.

6.  Consider any applications for Councillor Co-Option.
The Notice of Vacancy for Ami Clarke expired 25-Apr-2025.  NKDC have informed me that no valid request for an election had been received, and Potterhanworth Parish Council could now look to fill the vacancy via co-option.
No applications had been received.
The Clerk would look to advertise the vacancy via the website and Facebook.

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7.  Receive reports from the Clerk and Councillors 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.

•  Cllr Copsey reported that the Easter Egg Hunt was very well attend with up to 70 children participating in the event.  The Chequers pub provided the finishing point and they had welcomed all finishers to the pub with many new people coming in and enjoying the venue.

•  Cllr Copsey reported that the litter pick was the most attended in the years she had been involved, with over 25 people helping.  Around 15 sacks of rubbish had been collected and left at the Pavilion car park.  These were collected on the Monday by NKDC Waste Management Operatives.  Thanks went to all involved and to NKDC Waste and Street Scene Manager for a supply of refuse sacks and for arranging the post event collection of the filled litter sacks.

•  Cllr Ott wished, on behalf of the Parish Council, thanks to both Cllr Copsey and Cllr Blake for organizing the two events for the benefit of the village and the residents.

•  Cllr Ott and the Clerk had attended the first Parish and Town Council Forum held at NKDC Offices, Sleaford on Thursday 10-Apr-2025.  The forum covered local Devolution, Local Government re-organisation, Planning changes and the UK Shared Prosperity Fund.  The Clerk had received copies of the PowerPoint presentations which had been circulated to all Councillors.

•  The Clerk had met with Cathie Nicholl 07-Apr-2025, who had conducted the intermediate Internal Audit and had submitted her report and checklist which had been circulated to all Councillors.  See minute ref: 8.d. of these minutes.

•  Police Report to end February 2025 for Potterhanworth.  2 Crimes including 1 ‘other theft’ and 1 ‘other crime’.

8.  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 Collier, seconded by Cllr Copsey 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 Collier, seconded by Cllr Copsey and approved unanimously.

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c.  Approve the bank reconciliation for March 2025.
The Clerk/RFO reported that at the end of March 2025 the accounts were as follows;

Action:  Council RESOLVED to approve the bank reconciliation for March 2025.
Proposed by Cllr Collier, seconded by Cllr Copsey and approved unanimously.

d.  Consider the Intermediate Internal Auditor Report and Checklist and subsequent course of action.
Action:  Council RESOLVED to acknowledge receipt of the Intermediate Internal Auditor Report and Checklist and would meet as a Working Group to review the recommendations.
A meeting was planned for Tuesday 06-May-2025.
Proposed by Cllr Ott, seconded by Cllr Copsey and approved unanimously.

e.  Council to review the figures at Section 2 - Accounting Statement for 2024/25, on the Annual Governance and Accountability Report (AGAR) for accuracy.
Action:  Council RESOLVED to that the figures below were correct.

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

f.  Consider the cost of Councillors wishing to attend the LALC Confernece 16-Jul-2025, at Epic Centre, Lincolnshire Showground (LALC e-news 21/03/225, circulated 22-Mar-2025).
No Councillors were available to attend.

g.  Consider the purchase of raised flower beds.
The raised flower beds would be located near the orchard and maintained by the Scouts.
Action:  Council RESOLVED to purchase two raised flower beds from KAD Fibreglass, at a cost of no more than £100.00.
Proposed by Cllr Collier, seconded by Cllr Copsey and approved unanimously.

h.  Consider the cost to obtain duplicate keys for the notice boards and container.
Action:  Council RESOLVED approve the purchase of two additional keys for each noticeboard, post box and container at a cost of no more than £75.00.
Proposed by Cllr Collier, seconded by Cllr Blake and approved unanimously.

i.  Consider additional signatories for the new Unity Trust Bank accounts.
Action:  Council RESOLVED that Cllr Collier be added as signatory for the new Unity Trust Bank accounts.  The Clerk would prepare the Mandate form.
Proposed by Cllr Copsey, seconded by Cllr Blake and approved unanimously.

j.  Consider 3 signatories for the National Savings and Investment Account.
Action:  Council RESOLVED that Cllr Copsey, Cllr Collier and Cllr Blake be added as signatory for the National Saving and Investment account.  The Clerk would prepare the Mandate form.
Proposed by Cllr Giles, seconded by Cllr Ott and approved unanimously.

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9.  Planning Matters.
a.  24/0129/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 at The Moor House, Moor Lane, Potterhanworth.  Approved by NKDC 03-Apr-2025.
b.  25/0247/HOUS – Demolition of conservatory and erection of single storey extension to rear and erection of two storey side extension at Charmont Barff Road.  Comments to be submitted to NKDC by 16-May-2025.
The Council had no comments or objections.

10.  Correspondence.
a.  LALC e-News.  Circulated 07-Apr-2025.
b.  Minor road repairs from Cllr Carrington.  Circulated 19-Apr-2025
c.  NKDC Parish and Town Council Newsletter – April.  Circulated 21-Apr-2025.
d.  LALC e-news.  Circulated 28-Apr-2025.

11.  Receive an update on the current arrangements for installing the new pergola.
No update had been received.

12.  Communication Working Group report.  Consider the recommendations as follows;
a.  Potterhanworth Parish Council website posts to be done by the Clerk.
The Clerk had signed up for 3 website ‘back-office’ training sessions with the LALC WebMaster.
Action:  Council RESOLVED have the Clerk act as Website administrator.
Proposed by Cllr Collier, seconded by Cllr Copsey and approved unanimously.

b.  Monthly article to be sent for inclusion to the Sheepwash Times.
A monthly article of 400 words, to be submitted by the 10th of each month.
Action:  Council RESOLVED that Cllr Blake would be the subscriber on behalf of Potterhanworth Parish Council.
Proposed by Cllr Collier, seconded by Cllr Copsey and approved unanimously.

c.  Projection of Potterhanworth Parish Council via Facebook.
Action:  Council RESOLVED approve the Clerk and Cllr Blake act as Admin for the Parish Council
Facebook page and would look to utilise it more.
Proposed by Cllr Collier, seconded by Cllr Copsey and approved unanimously.

13.  Training.  Consider training events as provided by LALC and others.
The Clerk is due to undertake JADU Website training as follows;
02-May-2025 – Agendas & Minutes- how to post them on the website, via Zoom.
09-May-2025 – Announcements & News Items - how to use them, via Zoom.
16-May-2025 –Homepages - what they are and how to build them, via Zoom.
Cllr Blake is attending, Cllr Induction and Refresher Training 08-May-2025, via Zoom.
Cllr Collier is attending Cllr Induction 28-May-2025 at Woodhall Spa.
The latest LALC e-news had been circulated 28-Apr-2025 so Councillors could review the current training sessions on offer.

14.  Receive an update re sports facilities, car park and office container.
Cllr Copsey had met a representative from LCC in relation to the Councillor Volunteer Scheme application submitted with regard car park flood mitigation work.
LCC understood the issues and would instruct relevant engineers to visit, then the application would be considered against others.

15.  Monthly Risk Assessment.
Cllr Collier had taken on the role of Play Area inspections and the mole issue seems to have abated for now.
Nothing else reported.

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16.  Meeting Dates.
a.  Date for the Annual Parish Meeting (Electors/Residents meeting) planned for Monday 19-May 2025.  The Chair would provide a list of local organisations and the Clerk would invite them all to give a short presentation.  Tea, coffee and light refreshments would be available afterwards.

b.  Next Council meeting is the Annual Meeting of the Parish Council, planned for Monday 26-May-2025.
The Clerk had booked the Pavilion with Mr Holmes, from 7:00pm.

c.  Consider a change of date for the June 2025 Ordinary Council Meeting to comply with the submission dates for the Annual Governance and Accountability Report (AGAR).
Due to the AGAR last date for submission being 01-Jul-2025, the Clerk was requesting bringing the meeting forward to allow the Clerk time to complete and submitted the required paperwork.
Action:  Council RESOLVED to approve the change of meeting date from 30-Jun-2025, to Monday 23-Jun-2025.
Proposed by Cllr Copsey, seconded by Cllr Collier and approved unanimously.

17.  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 – additional weekly hours for a short period.
b.  Consider the need for employing a part-time Parish Operative.
Action:  Council RESOLVED to go into Closed Session to discuss the matter listed above.
Proposed by Cllr Copsey, seconded by Cllr Blake and approved unanimously.

This part of the meeting closed 9:00 pm.

The meeting continued in the absence of press and public at 9:00 pm.

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

Confidential Minutes.
a.  Clerk contract matters – additional weekly hours for a short period.
Due to end of year workload and Internal Auditor recommendations, the Clerk requested Council consider allowing additional weekly hours for a short duration.
Action: Council RESOLVED to approve an additional 5 hours per week, if required.  To be reviewed increase the Clerk’s hours to 15 hours, for 3 months (31-Jul-2025).
Proposed by Cllr Ott, seconded by Cllr Copsey and approved unanimously.

b.            Consider the need for employing a part-time Parish Operative.
Action:  Council RESOLVED to defer the matter for a further month to consider whether a parttime Parish Operative was required.
Proposed by Cllr Copsey, seconded by Cllr Collier and approved unanimously.

The meeting closed at 9:15 pm

Signature:  Original Signed by Cllr Sarah Copsey

Date:  27 May 2025

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