Minutes of Meeting 11 May 2026
Present: Councillors: Charles Henriques, David Haydon, Paul Smith, and Richard Burbidge
Residents: Adam Cooke
Others: Bernard Champness – Clerk, and District Cllr Penny Robins
Open Forum
Although a member of the public was present there was no Public Forum. The meeting was formally opened at 19.20
To elect a Chairperson and to receive the Chairperson’s Declaration of Acceptance of Office and if not then received to decide when it shall be received
1.1 Cllr Henriques was the only nomination and was duly elected as Chair for the forthcoming year.
Declaration of Acceptance of Office for Chairperson
2.1 Cllr Henriques signed the Acceptance of Office which was witnessed and signed by the Clerk
To elect a Vice Chairperson
3.1 Cllr Smith was the only nomination and was duly elected as Vice Chair for the forthcoming year
Cheque signatories and banking arrangements
4.1 Resolved: that all Councillors be cheque signatories. Any two can sign a cheque.
To adopt and/or amend the Standing Orders, Financial Regulations and Risk Assessment
5.1 Resolved The Clerk explained that the Standing Orders had not been amended Resolved: that the Standing Orders be adopted and approved. The Financial Regulations had not been altered, and they were adopted as was the Risk Assessment.
Apologies for absence, acceptance of Apologies
6.1 Apologies were received from Valentino Calabrese (personal). Resolved: that the apologies be accepted.
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
7.1 No one declared an interest in any matter that was on the agenda.
Minutes of the last meeting held on the 2 March 2026 (25-06)
8.1 Resolved: That the minutes of the 2 March 2026 be signed by the Chair as a correct record.
Matters to Report
9.1 Cllr Smith said that there was still a problem with cars parking in front of the Six Bells Public House. When this happened, pedestrians are forced to step into the road to get past. It was suggested that either the area in front was made into a footpath or signage painted onto the surface saying No Parking or Loading Only. It was agreed that Cllr Henriques would draft a letter to Cllr Vernon for the Clerk to send to her, outlining the issue and seeking input from Highways dept.
To receive a report from the County and District Councillors.
10.1 County Cllr Charlotte Vernon had not sent her apologies or a report
10.2 District Cllr Penny Robins gave a report as follows:
I continue to attend meetings and briefings at South Kesteven District Council and remain involved in district-wide matters including budget planning, housing and planning issues,
environmental services, community safety, and ongoing discussions regarding local government reorganisation within Lincolnshire.
Please find below an update regarding the food waste collection scheme and related environmental initiatives which I think you may find interesting/informative.
- Approximately 26% of Lincolnshire’s general waste is made up of unavoidable and edible food waste.
- The anaerobic digestion plan will create electricity and biogas for buses by capturing methane from food waste and reducing greenhouse gas emissions.
- Caddy liners, bags, and packaging are separated from the collected load during processing.
- The current presentation rate is approximately 58%, which appears to be increasing.
- Around 14 tonnes per day of food waste is currently being collected during the working week.
- Residents are reminded that food waste caddies should be left near their bin on collection day and presented at the kerbside. Caddies should not be tucked into porches, hidden
behind hedges, or left outside back doors, as crews may not be able to collect them.
Waste, recycling and fly-tipping
SKDC has been heavily focused on recycling reform and contamination reduction. The council is also introducing more mobile CCTV to tackle fly-tipping
At present, I have no specific district council matters to report. However, I remain available to assist residents and parish councils with any concerns or issues that may arise.
Clerks Report and Correspondence received.
11.1 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.
Planning applications:
12.1 Planning Applications to Approve: there were no plans to approve
12.2 Planning Applications approved: S26/0587 - Proposal: Section 211 notice to reduce height of Lime tree T1 to approx. 14m, reducing 2 primary stems further. Location: Witham Hall Preparatory School Main Street Witham on the Hill.
S26/0558 - Proposal: 5 Day Notice for the removal of diseased tree. Location: Cleeve Acre, Bottom Street, Witham on the Hill,
12.3 To note any Planning Applications refused or withdrawn: none to note
12.4 To note any Application appealed or any decision made regarding an appeal: none to note
To receive any data from the reactive sign
13.1 Cllr Smith said that he had downloaded the data from the sign but for some reason it was corrupted and therefore was unable to give a report. Cllr Haydon asked why we persevered with the sign as we had no information and nothing was being put onto the website. He said that he would change what was on the website suggesting people that wanted any information should contact Cllr Smith. Cllr Smith said he was happy with that as there was very little change in the data collected. He hoped he would have been able to have a more detailed report to share with the Council at the next meeting.
Audit of 2025/26 Accounts
14.1 To approve the Annual Governance Statement 2025-26, Resolved: that the Annual Governance Statement 2025-26 be approved after answering the required questions
14.2 To accept the Accounting Statement 2025-26 as a true record. Resolved: That the Accounting statements be accepted as a correct record.
14.3 To sign and approve the Exemption certificate. Resolved: that the Exemption Certificate be signed by the Chair and submitted for Audit.
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.
15.1 This item had been requested to be put onto the agenda by Cllr Haydon. He explained that work on the Village Hall was required, and it was estimated that the total cost of the renovations would be in the region of £30,000. He and several residents supported the view that the Parish Council should contribute towards this and mentioned the donation of £2,500 made last year, which could potentially be used. Cllr Burbidge said that the Village Hall Committee had received a similar donation from the same benefactor. He was asked if the Hall Committee had applied from funding from any other sources as it was felt this was a sensible course of action to take. District Cllr Penny Robins said that she would also make enquiries into sources of funding and mentioned there would be a meeting at Baston Village Hall on Wednesday 13 May 2026 from 6 – 8 p.m which would be of help. This was a free to attend, council funding workshop for voluntary and community groups, which will discuss an improved community grant scheme from South Kesteven District Council. Cllr Robins was happy to introduce the hall committee to a lady named Carol who would also be able to help with various aspects of seeking funding. The Clerk pointed out that there was a technical conflict of interest because two Parish Councillors were also members of the village hall Committee and as such should be declaring an interest, but that still left the remaining three Councillors to make an independent decision. He also mentioned that there might be a possibility for the Council to seek a loan from the Public Works Loan Board, which would be a long-term loan repayable over a number of years out of the annual precept. He would find out more information and circulate this. It was agreed that in principle the request for a contribution towards the refurbishment costs would be favourably considered and that it would help if a detailed specification of the works could be presented to the council. The matter would remain on the agenda for future meetings until a decision could be reached.
To consider and agree the Insurance cover and whether we wish to include or remove anything from the schedule
16.1 The Clerk had provided details of the Insurance cover that Zurich were providing, and it was agreed that it was in order and that we were adequately insured
To confirm Expenditure
£197.55 – Zurich Municipal (Insurance premium)
£386.88 – B M Champness (salary for April May and June)
£96.60 – HMRC (PAYE)
[ ]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 - £
Since the agenda was posted another invoice had been received as follows:
£210.00 - D Thornburn (audit fee
17. 1 It was resolved that all the payments be made
Any other business – Reminder – by law no decision can be made under this item only information exchanged.
18.1 Cllr Haydon asked about the new noticeboard. Cllr Henriques said that he had approached Mr Allsop in Castle Bytham for a quote, but it appeared that his response had not reached the Clerk. Cllr Henriques said he would follow this up and look into what had gone wrong.
18.2 Cllr Haydon said that the goal net on the Green was in a very poor condition and needed replacing. He wanted to know if the Parish Council would fund this and Cllr Henriques confirmed that the Council paid for the existing one which had probably served ten years. It was agreed that Cllr Haydon should get a price for a new net.
18.3 There being no other business the meeting was formally closed at 20.45
The date of the next meeting – to be held on Monday 6 July 2026 at 7.00 p.m. at St Andrew’s Parish Hall, Witham on the Hill