2026-27 Parish Council Meeting Minutes

Open Forum

The meeting was formally opened at 19.04

  26.          

Apologies for absence, acceptance of Apologies

26.1

All Councillors were present, so no apologies were received.

26.2

Apologies had been received from County Cllr Charlotte Vernon and District Cllr Penny Robins

  27.          

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

27.1

No one declared an interest in any matter that was on the agenda.

  28.          

Minutes of the annual meeting held on 11th May 2026 (26-01) and to note the special meeting to be held on the 22 June 2026 (26-02)did not take place due to works being carried out in the Hall.

28.1

Resolved: That the minutes of the Annual Meeting on 11 May 2026 be signed by the Chair as a correct record. It was noted that the special meeting scheduled for the 22 June 2026 did not take place due to hall renovations taking place.

  29.          

Matters to Report

29.1

1. A question was asked about waste bins being left outside properties permanently rather than being stored discreetly. The Clerk explained that there was no general law in the UK that requires bins be stored out of sight and that it was down to the local authority to legislate. It is recommended that any perceived issues are resolved by discussion with the owner/occupier, but if necessary a local authority has the power to take enforcement action. The Clerk also mentioned that he had been notified by SKDC that as a result of the continuing hot weather collections would start at 5.30 a.m. It was agreed that a message would go out on the village WhatsApp group to this effect, although it was felt that Parish Council matters as a rule should not be communicated in this way.

2.  It was reported that the Six Bells management would be happy to support attempts being made by the Parish Council to have the lay-by in front of the pub restored to a footpath or use restricted for deliveries only. It was suggested the Clerk write to the Cllr Charlotte Vernon, asking her to approach Highways dept. The Clerk mentioned that the County Councillor for Thurlby would be meeting on the 4 August with 2 Officers from Highways dept to review various issues and would invite Cllr Vernon to attend so any issues in Witham could be addressed at the same time.

3. The state of the footpath from the village to the crossroads on the A6121 was reported last year and Highways dept had responded by saying the problem was bigger than they had envisaged and would come back at a later date to carry out more extensive remedial work. It is now a year later and nothing has been done and the condition of the footpath is further deteriorated. This would also be referred to Cllr Vernon to look into.

4. Although scaffolding has been placed around the Stocks, nothing further has happened for some time now. The Clerk would ask Cllr Robbins to request an update on the current scheduling for the repair works. The Colley Weston slates have been removed from the roof and there was concern that they might be replaced with a cheaper alternative material.  Cllr Henriques pointed out that the listed status of the Stocks should prevent this but the Clerk would seek clarification via Cllr Robbins.

  30.          

To receive a report from the County and District Councillors.

30.1

County Cllr Charlotte Vernon had sent her apologies but not a report.

30.2

District Cllr Penny Robins had sent her apologies but not a report.

  31.          

Clerks Report and Correspondence received.

31.1

The Clerk had circulated advance notice of the various e-mails received since the last meeting. If anyone wanted to see any e-mails, he would forward on request.

  32.          

Planning applications:

32.1

Planning Applications to Approve: there were no plans to approve

32.2

Planning Applications approved

S26/0912 - Proposal: Non-material amendment to planning permission S22/0273 for omission of 17 degree pitched rood to part of proposed single storey rear extension and erection of stone parapet, with flat roof behind resulting in a lower overall roof height at Acorn House Main Street

S26/0703 - Proposal: Section 211 Notice to remove (T1) Silver Birch tree to ground level

due to roots damaging the wall at Bay Cottage Main Street

S26/0529 - Proposal: Submission of details reserved by condition 3 (scheme of archaeological investigation) of planning permission S25/1960 at Castle Barn Main Street
S26/1052 - Proposal: T1 - Raise crown of Red Maple tree 3.5m to match the higher

side at the back at The Anvils Main Street

32.3

To note any Planning Applications refused or withdrawn: none to note

32.4

To note any Application appealed or any decision made regarding an appeal:  none to note

  33.          

To receive any data from the reactive sign

33.1

 Cllr Smith did not have any new data to report on as the sign was still working and he had not had to remove it to charge the battery.

To discuss the financial support of the upgrade of the Parish Hall which will include:

- The replacement of the Kitchen

- The repair and redecoration of the Hall, Entrance Hall and WC’s 

- Replacement of the flooring throughout the whole building.

34.1

Prior to the meeting the Clerk had sent an email to all Councillors with a guide to declaring interests under the LGA Model Code of Conduct 2020. The reason being that 3 members of the Council were either members of the hall management committee or trustees. However it was felt by all Councillors that there was no interest to declare as this did not constitute a personal pecuniary interest. It was purely in the interest of the village for them to discuss and vote on any decision to be made. The Clerk had a different view but could not interfere with that decision as he could not force anyone to declare an interest.

The Clerk explained that as at the end of May 2026 there was £11,296.19 in the current account and £3,090.71 in the deposit account. This made a total of £14,386.90. This sum included the donation of £2,500 given to the Parish Council last year as well as the Precept for 2026/27. A reserve balance should be maintained to ensure there were sufficient funds to meet any unforeseen eventualities that might occur. Generally that should be about the same amount as the annual precept. The Council had hoped to purchase a new noticeboard which would cost about £2,000. Cllr Haydon and Cllr Calabrese were asked to see if they could refurbish the current noticeboard to make it useable for a further period.

It was generally felt that it would be appropriate to apply the £2,500 donation already received to this project.  A further £1,500 would also be added to meet the request by the hall management committee for £4,000 towards the refurbishment works.  Cllr Henriques proposed that this additional amount should be funded over the next two years via an increase in the precept, in order to restore the balance of the reserve account.

Resolved: that a grant of £4,000 be given to the Village Hall Management Committee on the basis that the reserve account balance be restored in the sum of £1,500 by increasing the annual precept by £750.00 for the next 2 years.

The Clerk was asked to notify Manthorpe Parish Council of the resolution as they had agreed to match this donation.  In the meantime it was still appropriate to pursue any alternative source of funding that Cllr Vernon might be able to suggest.

  35.          

To receive an update on the Audit

35.1

The Clerk was able to report that advertising the Audit had started on the 3rd June 2026 and would end on the 14th July 2026. In the meantime, a letter had been received from the External Auditor PKF Littlejohn LLP that they had received and logged the notification of exempt status for the year ended 31st March 2026 submitted by Witham-On-The-Hill Parish Council.  Accordingly, no review needs to be performed and no auditor’s certificate and report will be required, or any other closure documentation, will need to be issued for this reporting year.  Unless they receive any correspondence from local electors during the period for the exercise of public rights that requires them to make contact, we won’t hear from them again this year, except to follow up on any outstanding fees.

  36.          

To confirm Expenditure

£6.90 – B M Champness (postage)

[  ]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 - £

36. 1

It was resolved that all the payments be made

  37.          

Any other business – Reminder – by law no decision can be made under this item only information exchanged.

37.1

There being no other business the meeting was formally closed at 20.11

  38.          

The date of the next meeting – to be held on Monday 7 September 2026 at 7.00 p.m. at St Andrew’s Parish Hall, Witham on the Hill