Minutes 2025

Present:                       Cllr Martin Smith, Cllr Lucy Robb, Cllr Hannah Weston-Smith , Cllr Robert Broadbent, Cllr Christopher Clark

Also Present:               Nicky Bush (Clerk),

Public Forum:              Five residents

Meeting started 7.00 pm

25/254  Election of chair

Cllr LR proposed and Cllr RB seconded Cllr MS as chair.  Cllr MS accepted, and it was resolved that she would be the chair for the coming year.

25/255  Receipt of chair’s declaration of acceptance

Cllr MS completed the declaration of office for chair.

Action: Clerk to update details on the parish website

25/256  Election of a vice-chairman

Cllr LR proposed and Cllr CC seconded Cllr HWS as vice chair.  Cllr HWS accepted, and it was resolved that she would be the vice chair for the coming year.

25/257  Receipt of vice chair’s declaration of acceptance

Cllr HWS completed the declaration of office for vice chair.

Action: Clerk to update details on the parish website.

25/258  Apologies for absence and reasons given

None.

25/259  Approval of the accounts for the year ending 31st March 2025

The Clerk presented the final accounts for 2024- 25, and confirmed the internal audit had taken place and would be discussed under the main meeting agenda. Cllr MS signed the final accounts.

Action: Accounts to be uploaded to the website.

25/260  Appointment of representatives

CCTV/Pavilion  -  Cllr HWS and Cllr CC

Play equipment/Allotments  -  Cllr LR and Cllr RB

Defibrillator  –  Clerk

Village green/Grass cutting  –  Cllr MS

Environment and Neighbourhood planning  –  Cllr MS

Road Safety  -  Cllr HWS

Action: Update website to reflect this

25/260  Review and adoption of standing orders

The clerk presented revised standing orders in line with LALC’s latest model regulations issued in April 25. Key changes are to section 14, code of conduct and section 18, procurement on large contracts. The only other change on the model regulations was changing Chairman to Chair which the Council had done in the previous standing orders. Cllr MS proposed, Cllr LR seconded, and all agreed that the standing orders be adopted.

Action: Clerk to upload on the website

25/261  Review and adoption of financial regulations

The Clerk presented revised Financial Regulations in line with the most recent update from LALC released in April 25.  The banking arrangements currently in place are in line with these regulations. Cllr MS proposed, Cllr LR seconded, and all agreed that the financial regulations be adopted.

Action: Clerk to upload on the website.

25/262   Review of inventory of assets

The clerk presented the asset register as at 22-05-25 which includes the Pavillion.  It was resolved that the clerk would upload the up-to-date register to the website.

Action: Clerk upload the revised asset register to the website

25/263  Review and confirmation of arrangements for insurance cover in respect of all insured risks

The current insurance is in place until 07/07/25 so no renewal has been received at yet. Once the renewal comes through the clerk will send out details

Action: Clerk to check insurance renewal and send out details to all councillors

7.25 pm meeting recommenced

25/264 Chair’s remarks.

Cllr MS confirmed that we had a good turnout for the Annual Parish meeting and that the presentation has been circulated via facebook, at present 6 responses have been received from residents.  He would like to include awards each year and this would be discussed at a meeting later in the year.

25/265 To receive any declarations of interest in accordance with the Localism Act 2011.

Cllrs HWS and MS declared an interest in item 24 – Grants, Cllrs MS and RB declared an interest in planning application S25/0753

25/266 Draft minutes of the meeting held on 20-03-25 to be confirmed and signed as minutes.

It was resolved to accept the above notes as minutes.  They were confirmed and signed by the chair.

25/267 Financial matters: Accounts for payment and budget figures, including report, up to 16.05.25.

In addition, an invoice has come in for repairs to the noticeboard for £330.00 and for the printing of the leaflets for the annual Parish meeting for £38.53,

Bank Balances

Lloyds Treasurers account     £ 17,053.35

Lloyds Savings account            £  11,071.05

Natwest account                      £     991.99

It was resolved to accept the accounts for payment including the two additional invoices and transfer £12,000.0 of the precept to the savings account.

The clerk stated that no bank statement has been received from the Nat west since Cllr Lack resigned and discussed closing down this account and transferring the remaining balance to the Lloyds account, now that the precept and litter grant are being received in the Lloyds account.  It was resolved that Cllr HWS and the Clerk would arrange this.

The actual expenditure was reviewed against the budget to date with 93% income received and 10% spending.  Bank reconciliation was checked and signed by Cllr LR

It was discussed that it would be better to have a 3rd signatory on the accounts and resolved that Cllr MS would be added.

Action: Clerk to arrange for payments to be made, make transfer, contact Cllr HWS regarding closing of the Natwest account and add Cllr MS as a signatory to the Lloyds account.

25/268 Planning:

Proposed extension for 30mph speed limit on A15 Bourne road

It was resolved that the Councillors were in support of this change

S25/0753  1 Sleaford Road, Folkingham

The council resolved that they are in support of this application

Action: Clerk to feedback to planning department

25/269 Correspondence

Email received from resident regarding parking blocking lane outside village hall

During an event, not for the first time, cars were parked on both sides of the road blocking it off for larger vehicles and resident concerned that emergency vehicles would not have been able to get through. Following discussion, it was resolved that the clerk would write to highways to ask if double yellow lines could be put in on the Millenium Green side

Email received from resident regarding recent accident and preventative/safety measures for future

Extension of 30mph has already been put forward by Lincolnshire County Council, resident has also asked that bollards be put in for safety reasons as this is the second time this has happened and if any of their family members had been in the garden at the time then there could have been dire consequences.  It was resolved that the council will approach Highways and Martin Hill with regards to this

Email received from resident regarding the grass cutting frequency, quality of work and current costs

It was resolved that the resident be invited to attend the next Parish Council meeting to discuss this and information requested be sent out.

Action: Clerk to respond to residents, contact highways regarding the possibility of double yellow lines being put in and barriers where the accidents have occurred.

25/270 Clerks report.

25/271 Updates from LCC/SKDC

None

25/272 Agreement and signing of the external audit report for 2024-2025

1. Review internal audit report.

The clerk presented the internal auditors report and the Chair’s report to the councillors and updated on the progress against the actions.It was proposed to accept the Internal Audit report by Cllr MS, seconded by Cllr LR and agreed by all.

2. Review and agree Annual Governance Statement

The clerk read out each statement on the Annual Governance Statement, and all statements were agreed.This document was then duly signed by the Clerk and Cllr MS

3. Review and agree Accounting Statements.

The clerk presented the accounting statement. It was proposed to accept the Accounting Statement by Cllr HWS, seconded by Cllr CC and agreed by all.This Accounting statement was then duly signed by Cllr MS.

4. Review explanation for variances and reserves and reconciliation between box 7 & 8 in section 2.

The clerk presented the Explanation of variances and reconciliation between box 7 & 8 in section 2 to the Cllrs. It was proposed to accept the both documents by Cllr HWS, seconded by Cllr MS and agreed by all.

5. Agree and sign certification of exemption.

It was resolved to complete the certificate of exemption, which was then signed by NB (RFO) and Cllr MS (Chair)

Action: Clerk to publish audit report on website and in the noticeboard and to submit exemption certificate to external auditors

25/273 Playing field

Pavilion/CCTV –

The clerk confirmed she has received an email from Ropsley Colts as they are looking for additional pitches and would like to discuss using ours as an additional pitch

It was resolve that rather than having a working party that a contract cleaner be used and once this is complete get all elements of compliance in place.  Clerk to obtain quotes for the cleaning and compliance checks

Allotments

Cllr LR confirmed that she has been to check the allotments following on from feedback from other users about lack of use.  There are three at present that do not appear to be being used, 1, 6 and 9. It was resolved that the tenants would receive a 30-day notice letter as per the allotment agreement.

The condition of the fencing was also discussed, and it was resolved to price up for new posts for the fencing.

Play area

Cllr LR has now had confirmation on the funding for the new benches in the paly area. A provisional date has been received for the end of July, but Cllr LR is still awaiting a revised quotation for installation.  She is therefore going to try and get two additional quotes in the hope of getting them installed as soon as possible.

Action: Clerk to send 30-day notice letters to tenants with regards to unused allotments, obtain quotations for cleaning and compliance for the pavilion

25/274 Neighbourhood Plan

Nothing more to discuss at this point

Action: None

25/275 Tree Management - Quotation

The Clerk confirmed that she has received a quotation of £1,650.00 plus VAT from Charrington Tree Services for removal of 5 Ash trees and remedial works on two others. 

It was resolved to agree the.

Action: Clerk to notify Charrington Tree Services

25/276 Grant application - Orchard Millenium Green – Folkingham Feastival

Orchard Millenium Green have requested a community grant of £500 towards Folkingham Festival

It was resolved to agree the grant as the event would be well received by all residents.

Action: Clerk to make donation

25/277 Emergency Plan

The Clerk discussed the emergency plan, and it was suggested that the village hall and the old school be the community places of safety and community incident room. With sandbags and cones stored in the village hall car park. It was resolved that the clerk would put posts on social media and website asking for willing volunteers to assist in an emergency.

Action: Clerk to contact Village Hall and Old School for the information required for the Emergency Plan and advertise for volunteers.

25/278 Other village matters.

Skip Hire – it was resolved that the skip be booked if available, clerk to confirm booking date and produce poster for advertisement.

Action: Clerk to book and advertise skip

25/279 Co-option of Councillor

Mrs Kathy Farley applied to become a councillor and she subsequently completed the necessary paperwork

Action: Clerk to update website, notify SKDC and liaise with Kathy to set up an email address and send out dates for New Councillor training.

To resolve on whether the Council will move into closed session to consider the following two confidential staffing and legal matters in accordance with the Public Bodies (Admission to Meetings) Act 1960.

It was resolved to go into a close meeting and the public were asked to leave the meeting at this stage.

25/280 Agree advertising and criteria for vacancy for clerk/RFO

The advertisement for the Clerk/RFO was agreed and date for applications to be received by 30-06-25. It was resolved that this would initially be advertised locally and not on LALC unless we have no response.

Action: Clerk to publish advertisement on the website, social media and noticeboard.

24/180 Date of next meeting: 

10 July 2025 7.00 pm

Meeting Closed 8.45 pm

Signed:                                                                                       (In the chair)