Minutes of Meeting on 22 Sep 2025
Present: Councillors: Richard Burbidge, Valentino Calabrese, David Haydon, Charles Henriques, (presiding) and Paul Smith.
Residents: Frances Plummer Debbie MacMillan, Mo Nelson
Others: Bernard Champness (Clerk) County Cllr C Vernon
Open Forum
Frances Plummer, Debbie MacMillan and Mo Nelson wanted to address the council on several matters. The first was that an article had been placed in the Three Towers magazine about the Stocks and wanted an update on what was happening and that it would be a shame to lose this and other structures around the village. It was explained that Cllr Robins was looking into this matter as well as the picnic benches/tables and her report was read out. The next matter was about the telephone kiosk, and a request was made that this be placed on the agenda at the next meeting. A willow tree had fallen onto the highway and although the branches were removed to make the highway usable, they had not removed the branches away and it made the area look untidy and out of character with the rest of the village. It was suggested that this be reported on FixMyStreet. The other matter was about the notes of the parish council meetings were not in the Three Towers magazine when other villages were able to do so. Cllr Henriques apologised for not doing this as it was his responsibility, but other matters had prevented him from doing so. They also thought the website needed updating and wanted to place village information on it. County Cllr Vernon explained that it was not possible to have village activities being placed on the website as it was a Gov.uk domain site and these were restrictions as to what was allowed onto the website.
The meeting was formally opened at 19.28
33. Apologies for absence, acceptance of Apologies.
33.1 No apologies were received as all Councillors were present. District Cllr Robins had sent her apologies as she was unwell.
34. Declaration of Interest – To receive Declarations of Disclosable Pecuniary and Other Interests, as set out in Chapter 7 of the Localism Act 2011 and the nature of those interests relating to any Agenda item
34.1 No one declared an interest in any matter that was on the agenda.
35. Minutes of the meeting held on the 7 July 2025 (25-02)
35.1 Resolved: That the minutes of the Meeting of the Parish Council held 7 July 2025 be signed by the Chair as a correct record.
36. Matters to Report
36.1. Cllr Haydon wanted to know if there was any further news on a grant for trees. He was concerned that he had requested that the money to enable new laurel bushes being replaced by the houses on East Green. It was explained that Cllr Robins was looking into this matter, but it was thought that the grant was not available for a project like this as too few were needed. It was agreed the Clerk would chase her on this matter and the matter placed on the agenda for the November meeting.
2. Cllr Haydon asked if the Clerk was happy with the laptop and it was explained that he was, and this matter was on the agenda. He also asked about being able to access the website and the Clerk was surprised that he had still not heard anything as he was sure the lady at LCC had said that she was arranging for him to have access to the website. The Clerk would take this matter up.
3. There used to be a bin at the end of Est Green but although the post was still there but no bin. The Clerk would take this matter up with Cllr Robins
4. The Clerk understood that it was thought that the noticeboard was beyond repair and a new one was considered appropriate. It was agreed he would obtain a quote for a new one and place this matter on the agenda for the next meeting.
37. To receive a report from the County and District Councillors.
37.1. County Cllr Charlotte Vernon said that she did not have anything of substance to report. As she was meeting Highways on the 23 September she was asked if she could check what was going to be done about the state of Bottom Street. She was also asked about the crossroads on the A6121. She explained that she was working closely with our neighbouring parish council, and it was hoped a joint effort might get a satisfactory result.
Cllr Vernon was asked about the meeting organised by LC C about shaping the future of Lincolnshire. She understood that an extra meeting had been arranged and was going to take place un Bourne on 23 September from 10 a.m. to 1 p.m. She explained that it was a presentation not a consultation but still worth while attending.
37.2 District Cllr Penny Robins has sent her apologies and the following report:
* The Community re-paint scheme launches its newest location at Bourne household Waste Recycling centre after a successful rollout across Lincolnshire.
* SKDC approves £240,00 refurbishment of Grantham Meres Leisure Centre
* SKDC has 4 new electric vehicle charging points at Stamford Cattle Market Car Park at the cost of £42,687
* In the coming weeks, full council, and environment OSC will have the opportunity to review and scrutinise Policies related to the mandatory food waste collection rollout in April 2026.
* Good communication has been sent out with bin stickers and press announcements; it may be of interest if the Parish Council keeps a record of which parts of the village are collected on what days to help residents with the transition. If residents are unaware of the dates (residents should have received a letter from SKDC by now) then it can be found online at SKDC or contact them on 01476 406080.
38. Clerks Report and Correspondence received.
38.1 The Clerk had circulated in advance notice of the various e-mails received since the last meeting. If anyone wanted to see any e-mails, they should let him know and he would send it on.
Since the agenda was posted a letter from Save a Life had been received asking us to pick 3 dates which we would like for a session to take part in Witham. Following this it was suggested we ask for either the 18 November, or 25 November or 9 December.
An email from the Clerk at Castle Bytham Parish Council asking if we could supply him with a name of a contractor who cut the grass around the village. We did not have a contractor, and it was all cut by SKDC.
An email regarding the Request under the Freedom of Information Act had been received although circulated to all before the meeting. It was agreed that the email should be acknowledged.
39. Planning applications:
39.1 Planning Applications to Approve: none to note
39.2 Planning Applications approved: none to note
39.3 To note any Planning Applications refused or withdrawn: none to note
39.4. To note any Application appealed or any decision made regarding an appeal: none to note
40. To receive any data from the reactive sign
40.1 Cllr Smith said that he did not have the data, but he had checked to see if there was still a problem with speeding. The sign was placed at the other end of the village which monitored vehicles entering the village. It seemed that quite a number of vehicles were speeding entering the village. He thought that the sign should be moved back to the other end of the village by the public house.
41. To receive an update on The Stocks and picnic tables
41.1 District Cllr Robins had sent an email with an update on the progress she was having with SKDC which is as follows:
I chased the maintenance of the Stocks up and received the following reply
I can advise we have now received a budgetary quotation for the works but are currently awaiting funding identification to enable the repairs. We have been looking into grant funding as an alternative and I will be raising this with our Deputy Chief Exec, Richard Wyles to identify funding to enable works to be undertaken.
With regards to your enquiry in relation to the picnic benches, these are not items I am aware SKDC would usually provide and maintain. Due to this I have asked a member of my team to visit site and investigate the condition of these and who may be responsible for their maintenance.
It was suggested that when work on the Stocks was started the trees also needed lopping.
42. To receive an update on the footpath from the village to the crossroads at the A6121
42.1 It seemed that work had begun on clearing the footpath to the crossroads on the A6121. The work undertaken was to cut back the shrubbery and the grass pushed back but it transpired that the work was far more difficult than expected. As a result, they are going to see about a budget for completing the work.
43. To agree the cost of a laptop supplied by D. Haydon and agree the purchase of Office 365
43.1. Cllr Haydon had supplied the council with a laptop and required a payment of £200. The Clerk said that he was concerned about the transaction as he was worried that it might be considered that this acquisition was for the benefit of Cllr Haydon rather than the council. After considering the matter further it was agreed that this transaction could proceed as the council had considered the risk and were happy with the decision and that the purchase was within the agreed budget of £500.00. It was therefore resolved that we pay D Haydon £200 for the laptop. With regard to Office 365 if this is what the Clerk is able to work with then this should be purchased.
44. To agree the salary, increase for the clerk and for this to be back dated to 1 April 2025
44.1 Notice had been received dated 24 July 2025 that agreement had been reached on rates of pay from 1 April 2025 covering the period between 1 April 2025 and 31 March 2026. The new pay rates each increased by 3.2%. This meant that the increase would be £0.42 per hour and back dated to April 2025. Resolved: that the clerk receive the increase and for this to be back dated to 1 April 2025 which meant that he was now earning £13.47 an hour
45. To discuss “Shaping the future of Your Lincolnshire”
45.1 An invitation from Lincs County Council asking to have their say about shaping the future of Lincolnshire. The County Council and 7 District Councils will be replaced by one new Local Authority, keeping Lincolnshire together. They are holding various events around the County the last one being on 24 September at Stamford Library from 9.30 a.m. to 11 a.m. There is also a survey which can be completed before 29 September. The invitation was noted and if anyone could attend, they would do so.
46. To discuss the new requirement that Parish and Town councils are now advised to use a.gov.uk domain name and dedicated council email addresses
46.1 An email had been received from a company advising that recent and important updates regarding the Annual Governance and Accountability Return (AGAR) and how your council’s digital presence plays a key role in meeting current requirements.
For transparency and accountability, Parish and Town councils are now advised to use a.gov.uk domain name and dedicated council email addresses. This ensures credibility, security, and compliance with guidelines referenced in the AGAR process.
The Clerk sought advice whether it was mandatory and was advised that it is not mandatory that councils have a gov.uk email address, only that they use a domain they have purchased. ORG.UK would also be compliant.
Ther matter was discussed at length with the Clerk explaining the cost and procedure that was encountered by Thurlby Paish Council when they dealt with purchasing a Gov.uk domain for their email. The Clerk with the help of Cllr Haydon would make investigate this matter further for a final decision to be made.
47. To confirm Expenditure
£398.71 – BM Champness (salary July Aug and Sept)
£99.80 – HMCR (PAYE) .bb b bn n
[ ]denotes those payments paid between meetings, which have been approved by the Chairperson and Vice Chairperson of the Parish Council or at a previous meeting but not listed
Payments made by Direct Debit - £
47. 1 It was resolved that the payments be made in addition to the £200 to D Haydon.
48. Any other business – Reminder – by law no decision can be made under this item only information exchanged.
48.1 There being no other business the meeting was formally closed at 21.04
49. The date of the next meeting – to be held on Monday 3 November 2025 at 7.00 p.m. at St Andrew’s Parish Hall, Witham on the Hill