Full Council Meeting – 15 July 2026

Cllr Darby

Cllr Waddington

Cllr Fleetwood

Cllr Percival

Clerk/RFO to Parish Council- Hannah Woodruff

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Cllr Corbould gave a fire safety announcement.

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Apologies were received by Cllr McTernan, Cllr Clarke and Cllr Bates

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None received.

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A member of the public asked when the grass was going to be cut, noting that the ragwort was worsening. They reported that it was now tall, flowering and getting out of control, and that they had been pulling it up in the cemetery.  Cllr Corbould informed the parishioner that the matter was on the agenda. The parishioner clarified that it was not the grass he was concerned about, but the weeds in the grass.

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a.        The Clerk informed the Council that the minutes of 17^th June 2026, which were circulated in advance, contained some omissions. A revised copy has been provided to the Councillors including the alteration to Minute 25, and  the Council was asked to consider and approve the corrected version.  ACTION: The Council RESOLVED the corrected version of the minutes, were a true and accurate record of the meeting. Proposed by Cllr Fleetwood, seconded by Cllr Clarke and approved by a vote. (5 in favour and 1 abstention)

b.        The Council were asked to approve the minutes of the meeting held on 25^th June as a correct record. ACTION: The Council RESOLVED the minutes, were a true and accurate record of the meeting. Proposed by Cllr Fleetwood, seconded by Cllr Waddington and approved by a vote. (5 in favour and 1 abstention)

c.        Cllr Corbould requested authorisation from the Council to sign both sets of minutes. ACTION: The Council authorised the Chair to sign both sets of minutes. Proposed by Cllr Fleetwood, seconded by Cllr Lintin and approved by a vote. (5 in favour and 1 abstention)

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The Cllr Corbould explained that the Clerk had experienced a heavy workload due to prioritising matters relating to an ongoing employment claim, which was why the minutes for both the full council and extraordinary meetings were received late. It was noted that while this unfortunately happens from time to time, the resulting minutes are thorough and comprehensive.

Furthermore, critical deadlines for the Employment Tribunal and the AGAR (Annual Governance and Accountability Return) had been successfully met. Both matters required an enormous amount of work and reporting, much of which related to events that occurred prior to the Clerk’s appointment.

Cllr Corbould commended the Clerk and on behalf of the Council expressed her sincere thanks to the Clerk for all her dedication and hard work.

The Cllr Corbould thanked Southrey Village Hall for arranging the meeting space for the evening and expressed hope that the Council would meet there at least once a year. Cllr Corbould noted that while the location did not appear to have attracted many parishioners from Southrey, it was nonetheless positive to be present.

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a.        The Clerk reported to the Council that the AGAR was successfully completed and submitted on time by the deadline of 30 June 2026. The AGAR documentation was published on the Council website on 30 June 2026 (with some information possibly published prior to this date). The Notice of Public Rights was also published on the website in accordance with the statutory requirements. This was a joint team effort with Cllr Fleetwood who prepared section 2 of the accounting statements and supported with the website.

The Clerk would like to record appreciation for the support received from Councillors. Councillor Fleetwood has spent considerable time supporting and training the Clerk in relation to the Council’s finances, the use of EasyPC and the burial records. This support has been invaluable in assisting with the transition into the role and ensuring continuity of Council processes.

b.        The Clerk reported on the following correspondence updates:

·        TTRO 17335 Road Closure: The Council has received correspondence regarding a temporary road closure.

Reference: TTRO 17335. Reason for restriction: Signage maintenance. Location of restriction: Main Road between Short Ferry Road and Kingforth Road. Type of restriction: Road closure. Period of restriction: 25 August 2026. Time: 8:30am – 6:30pm.

·        Allotment Enquiry: An enquiry has been received from a local resident regarding an allotment. An updated allotment map is awaited.

·        Memorial Green Volunteer: A resident has contacted the Council wishing to volunteer to assist with tidying the Memorial Green.

·        Small Business Rate Relief: The Small Business Rate Relief Scheme has contacted the Council, and an application has been submitted to secure the available relief.

·        Worknest: Training for use of the Worknest portal for both the Clerk and Cllr Darby has been booked in.

c.         The following updates were received on actions arising from previous meetings:

·        Minute Ref: 8 – Committee Meetings: Due to current workloads, committee meetings have not yet been scheduled. This will be reviewed when capacity allows.

·        Minute Ref: 14 – Volunteer Authorisation Form: A volunteer authorisation form has now been drafted. This needs to be combined with Councillor Darby’s form and forwarded to the WorkNest Health and Safety Advisor for review.

·        Minute Ref: 15 – Co-options A notice regarding co-options has been displayed on the Village Hall noticeboard.

·        Minute Ref: 23 – WorkNest: A meeting was held with WorkNest on 29 June 2026. Councillor Darby and Councillor Fleetwood attended. A further update will be provided separately.

·        Minute Ref: 23 – Parish Online: The Council has spoken with Parish Online and the project remains on hold. It is anticipated that this will progress around August/September.

·        Minutes Ref:23 – Burials: The two ashes interments have taken place, and all relevant burial information has been updated within the records. This work was completed with Cllr Fleetwood.

·        Minute Ref: 23 – Links with the Police: Contact with the local police team has not yet been made due to current workload pressures.

·        Minute Ref: 25 – Grounds Maintenance Contract: Quotations have been received for the short-term ground’s maintenance contract. Further information will be provided later. A risk assessment for the ride on mower has been completed by Worknest a further update would be provided later. A list of bins has not been submitted to WLDC

·        Minute Ref: 27 – Planning Application: The Planning Department has been informed of the Council’s considerations regarding the Ray’s Warehousing and Distribution Limited planning application.

·        Minute Ref: 37 – External Audit / CiLCA: A letter was submitted to the external auditors, which included information regarding the Clerk’s CiLCA position and the circumstances surrounding the Council’s staffing arrangements. Staff development has now been included as an item within the Internal Audit Action Plan.

·        Minute Ref: 38 – Interim Audit: Contact is still required with LALC regarding whether an interim audit will be undertaken or looked at an audit for councillors to undertake.

·        Minute Ref: 41 – Employment Tribunal: All relevant information relating to the employment tribunal matter has been provided to the Council’s legal advisors. A further update will be provided in the confidential part of the agenda.

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a.        There was no County Council report presented at the meeting. Cllr Fleetwood provided an update relating the local government review for the District Council. He informed the Council that a plan should be in place by the following afternoon, detailing the proposals and timeframes to replace the County and District Councils.

b.        There were no actions for the Council to resolve.

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a.        The Clerk requested information on aspects of maintenance that are no longer being fulfilled. The Clerk highlighted several outstanding maintenance issues that are currently not taking place, including the routine inspections that used to happen, pest control activities, empty litter bins, tendering the flower beds, and checking the defibrillators. Cllr Fleetwood updated the Council on two further issues: the lifebuoy and the speed sign on the entrance into Southrey, which needs to be taken down and recharged, as Cllr Lintin had previously done.

It was highlighted to the Council that while discussions were ongoing to enable volunteers to assist, these remain outstanding issues that need to be addressed alongside others identified in the Health and Safety Audit.

It was noted that the litter bins on the Sustrans footpath had been cleared. Additionally, Cllr Waddington highlighted the large weeds growing outside houses on Station Road; it was clarified that these are not the Council’s responsibility, but rather the responsibility of the District Council.

Questions were raised regarding the responsibilities of the Council with respect to the Sustrans path, it was noted that it does not lie with the Council.

The Clerk suggested that among all the outstanding maintenance issues, the defibrillator and the lifebuoy should be treated as key priorities. It was proposed by Cllr Fleetwood that the defibrillator is checked by a councillor, photographs are taken and sent to West Lindsey District Council to verify, if it was installed by them. Cllr Lintin updated that LIVES provides this checking service in other areas.

Cllr Fleetwood requested that the Clerk also check an area of grass near the platform in Southrey. The Clerk agreed to check the LCC grass cutting maps and if it is not included it was suggested than maybe the Council need to define an area.

b.        The Clerk provided an update on the quotation process, explaining that a total of seven requests for quotations were sent out, and by the close of the previous week, it was anticipated that the Council would receive at least three quotations. However, one of the contractors decided at the last minute not to submit a quotation. Therefore, despite the effort to obtain quotes, the Council were left with just two to consider.

The Council was presented with a contractor comparison table to support with their consideration of the quotations for grass cutting and other outstanding maintenance works. The Clerk highlighted that they had requested further outstanding maintenance works to be included within the quotations, incorporating the LCC grass cutting areas in Apley, Southrey and Stainfield, the hedges and the additional areas within St Lawerence’s Churchyard not previously cut.

It was noted by the Clerk that the Churchyard had been highlighted as an issue during the Health and Safety walk around by Worknest, who advised that it should be maintained at a level accessible to the public. In addition, the presence of sheep within the Churchyard was highlighted as a risk due to the area being open to public access. Cllr Corbould highlighted that the area to the right of the Church had been left as a conservation area.

c.        Action: The Council Resolved to approve Ian Moore Contracting’s quotation based on their ability to deliver the full specification requirements – including the LCC-contracted areas, which enables a single contractor to complete the scopes of work and also their previous experience of delivering ground services for Bardney Group Parish Council. Proposed by Cllr Fleetwood, seconded by Cllr Corbould and approved by a unanimous vote.

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There were no items a, b, and c or d due to a clerical error with the agenda. The finance paper was prepared and presented by Cllr Fleetwood. He informed the Council of recent receipts and highlighted a repayment of £1000 returned to the Council from the Bowling Club following their disbandment from last year’s grant given by the Council. This had not yet been received in the bank. Cllr Corbould will thank them for repaying it.

Cllr Fleetwood briefed the Council on the bank receipts in July 2026.

Cllr Fleetwood updated the Council on the outstanding sales invoices in July 2026.

d.        Approval of Payments Made Since the Previous Meeting.

Delegated Authority – Ride-on Mower Service Payment. The Clerk highlighted that the Clerk and Chair had authorised payment in accordance with the delegated authority provisions within the Finance Regulations in which to agree the CG Transport invoice prior to the agreement of the Full Council. The invoice was received shortly after the Council meeting held on 19 June 2026. Due to the timing of the invoice, the need to settle payment with the supplier, and the fact that the works had already been completed. The supplier is a local business, and delaying payment until the next scheduled Council meeting would go over the payment due date and considered unreasonable due to the completed works and the operational requirement for the mower.

e.        Approval of Payments (June – July 26/27 schedule).

The Clerk highlighted the need to include the hire of Southrey village hall at £30.00 and potentially Nic Barker’s burial services within the payments for the June-July schedule and Cllr Fleetwood informed the Council that the NEST figures would be calculated prior to the next meeting.

Action: The Council RESOLVED to approve the payments since the last meeting and the June – July 26/27 schedule of payments. Proposed by Cllr Corbould, seconded by Cllr Lintin and approved by a unanimous vote.

f.          Approval of bank reconciliations for June 2026. Cllr Fleetwood reported that the bank balances were as follows:

A budget paper was presented to the Council maintaining a three-month period. Cllr Fleetwood briefed the Council  that the Handyman expenses/salary was now seen within the grass cutting, spending remains under budget, and  extended an offer for Councillors to visit the office to inspect the accounting system. Cllr Corbould asked which St Andrew’s Church was being referred to within the budget. It was noted that St Andrew’s in Apley was still open and St Andrew’s in Stainfield had the war memorial. Cllr Fleetwood agreed to look into it.

Cllr Darby asked if the motor mileage rate had been increased. Cllr Fleetwood confirmed that local government was still at 0.45p per mile. The Council would wait till there was a directive from LCC or LALC  with regards to any changes.

Action: The Council RESOLVED to approve the bank reconciliations and budget for June 2026. Proposed by Cllr Percival, seconded by Cllr Darby and approved by a unanimous vote.

g.         Action: The Council agreed and ratified Section 2, Assertion 11 of the Annual Governance Statement and Accountability Return. Proposed by Cllr Corbould, seconded by Cllr Robin and agreed unanimously.

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a.        The Clerk outlined that the Health and Safety audit was the general risk assessment emailed to all Councillors prior to the meeting. It was noted and that this document had not previously been formally agreed by the Council, as it had been missed in an inbox from the previous Clerk. The Clerk stressed that the Health and Safety audit forms the Council’s action plan and that the Council urgently needs to formally agree to it, noting that Councillor Darby was supporting with the audit.

b.        Councillor Darby provided an update on the risk assessments from Worknest, confirming they were correct and reasonable. However, without the training the Clerk and himself were unable to implement them.

c.        The Clerk highlighted the need for further risk assessments for future parish council activities, including the memorial event (which involves a road closure) and the Bardney Panthers tournament weekend on 30th August. Worknest had advised the Council that a risk assessment must be completed and completed close to the event. The Clerk notified the Council of their upcoming absence, and Cllr Darby agreed to carry out the risk assessment on their behalf.

ACTION: The Council agreed to accept these items a, b and c, acknowledging progress had been made and with an understanding more work was still to be done. Proposed Cllr Fleetwood, seconded Cllr Darby and agreed unanimously.

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a.        The Clerk updated the Council on the internal audit action plan, highlighting key priorities within the action plan including the Health and Safety Action Plan, the Complaints Policy and the Risk Register. In addition, staff development has been added prioritising ILKA training for the Clerk, which is to be undertaken by October and also includes the LALC training for New Clerks.

b.        Cllr Fleetwood commented on the document, providing feedback on its layout and suggested that it gives a clear guide on the way forward. He expressed he was happy to progress it.

c, d.  ACTION: The Council agreed to adopt the Action Plan and progress against the action plan will be reviewed quarterly by the Council.

Proposed by Cllr Fleetwood, seconded by Cllr Percival and agreed unanimously.

Nags Head Hotel, 1 Abbey Road: WL/2026/00565 to change of use of Public House with flat to 3 no. residential flats.

Cllr Fleetwood declared an interest in the matter due to his position as Chair of West Lindsey District Council Planning Committee. The Council considered the following planning application and had no comments to make.

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Cllr Percival confirmed they would inspect overgrown hedges encroaching on footpaths starting in August and report their findings back to the Clerk.

Cllr Lintin reported a complaint regarding disturbance caused by an individual performing aerobatic manoeuvres with a microplane over the airfield close by.

Cllr Fleetwood had nothing to report.

Cllr Waddington reported a decrease in anti-social behaviour along the water railway, noting this may be linked to fewer boats mooring in the area. However, speeding by cyclists remains a serious issue; Cllr Waddington noted almost being knocked down by three cyclists, warning that someone will eventually get hurt. Cllr Corbould acknowledged this as an anti-social behaviour concern

Cllr Darby had nothing to report at this time.

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Cllr Darby requested that the Council look at Tree Management within a future agenda item. The Council previously proceed with trimming trees on the green and the mound to establish a maintenance plan, which the Council should continue with, and to include the Pinfold within it.

Cllr Darby also requested that the Council review the Clerk’s contract with regards to overtime hours worked.

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a.        The Employment Tribunal Claim.

b.        Staff Overtime Hours.

Action: The Council RESOLVE to go into a closed session in accordance with the Public Bodies (admissions to Meetings) Act 1960, as amended by section 100 of the Local Government Act 1972. Proposed by Cllr Fleetwood, seconded by Cllr Lintin and a unanimous vote.

This part of the meeting closed at 8.15pm

The meeting continued in the absence of the press and public at 9.00

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a.        The Council received a detailed update from the Clerk relating to the ongoing legal matter.

b.        Members discussed the potential financial implications with regards to the claim. However, the Council is still awaiting a decision from its legal insurers regarding the claim.

c.        The Clerk to continue to communicate with the legal representatives. No decisions were required further to the update.

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The Clerk updated the Council on the overtime hours worked. Action: The Council Approved the staff overtime hours. Proposed by Cllr Fleetwood, seconded by Cllr Corbould and agreed unanimously.

Meeting Closed at 8.45pm

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Wednesday 17^th September 2026 at 7.30pm.