May 2025 Parish Council Annual Meeting

Minutes of the Annual Parish Council Meeting held on Tuesday 13th May 2025 
Present: Cllr D Waite, Cllr S March, Cllr P Bryan, Cllr J Slater, Cllr J Cundill, Cllr M Williams  
In attendance: Cllr J Bean (LCC) 
Members of public present: None
Parish Clerk – Mandy Coote
Note: All documents referenced in the Minutes will be made available on the Council’s website  https://north-kelsey.parish.lincolnshire.gov.uk
Minutes
Minute Ref    Item
001/2526    Appointment of Chair and Vice Chair, signing Declaration of Office and Declaration of Interests forms
a) Election for the Chair of the Parish Council
The Parish Council elected the Chair of the Parish Council for the 2025/26 municipal year.
Proposed: Cllr.S.March Seconded: Cllr.J.Slater All in favour
RESOLVED:
Elect that Councillor D Waite as Chair for the ensuing year. Declaration of Office signed

b) Election for the Vice-Chair of the Parish Council
The Parish Council elected the Vice-Chair to the Parish Council for the 2025/26 municipal year
Proposed: Cllr P Bryan Seconded: Cllr D Waite All in favour
RESOLVED:
Elect that Councillor S March be elected Vice-Chair for the ensuing year. Declaration of Office signed
 
c) Councillors
All present Councillors wish to continue for the 2025/26, signed declarations of Acceptance of Office, receipt of the Code of Conduct and Declarations of Interest on record. Councillors aware a new Declaration of Interests form needs completing if circumstances have changed 
002/2526    Welcome from the Chair and Public Questions
Welcome given, no member of public present 
003/2526    Apologies 
To receive and accept apologies and reasons for absence
Cllr J Waite and Cllr R Hunt,
004/2526    Declarations of interest
Declarations of interest received from
Cllr D Waite: agenda item 26 Marquee Hire
Cllr M Williams: Agenda item 32 Planning app WL/2025/00398 
Cllrs J Slater and J Cundill Agenda item 25 Community Association Grant Application 
005/2526    Minutes of the Ordinary Parish Council Meeting held on Tuesday 1st April 2025.
Council to consider approving the minutes as a true and proper record.
Proposed:- Cllr.S.March  Seconded:- Cllr.P.Bryan All in favour who were in attendance at the meeting
RESOLVED:
That the minutes of the meeting be accepted as a true and proper record
006/2526    Police and Crime update
NC09 area information received and circulated. 
Reported crime up slightly but not for North Kelsey and North Kelsey Moor 
Incidents of local vandalism, damaged fencing and wood taken, full planter taken away, residents need to report these incidents. Discussed the benefits/disadvantages of CCTV as deterrent. Community police officer, previously invited to meetings but capacity limited, 
PC Rachel Turner, PC 1066 Turner, Market Rasen and Caistor Community Beat Manager
Neighbourhood Policing Team, 07976946506, Rachel.turner@lincs.police.uk
Lincolnshire Police Headquarters, Deepdale Lane, Nettleham LN2 2LT. www.lincs.police.uk 
007/2526    District and County Council update
New LCC Councillor James Bean, introduction given at Annual Parish Meeting, he is here for residents 
008/2526    Chairman’s update
Nothing not already covered 
009/2526    Parish Councillor updates 
North Kelsey Fair to take place in June, loan of the bunting has been requested 
010/2526    To consider updates from Working Groups
Communications
Newsletter, next issue now scheduled for end of May, to include Chair’s Annual Parish Meeting report. 
Strategic
Nothing to report
Environment
Playing field, Cllr.S.March routine training completed 13/05/25, compliant with annual checks, routine checks daily/weekly, monthly operational. Vandalism has taken place with fencing broken leaving holes in ground, report to police and WhatsApp to communicate problem identified to ensure it is dealt with  quickly. Cllr.P.Bryan to compile checklists/procedure/risk assessments.
Cemetery, headstones still work in progress, water leak is ongoing. Village green no additional report
011/2526    Clerk’s report
ElanCity:- next meeting agenda item 
CIL:- 2024-25 Report submitted, next meeting agenda item 
Holiday:- notified  
Play Park Inspection:- during the week ending Friday 16 May 2025 76824 - North Kelsey Park, LN7 6ES.
Internal Audit:- All recommendation implemented
LCC:- Complete Proposal to develop a Mainstream Special Educational Needs and Disabilities (SEND)
012/2526    Parish Matters Updates
Old Railing at village pump resolved, now in place 
Cemetery Water Leak, promised Anglian Water will attend  
War Memorial lettering painting, in progress
Activity Frame Repairs, completed
West Street Car Park, Land registry progress ongoing  
Community Speed Watch, other local councils do not have active groups, lack of volunteers
Playing Field Fencing and Goal Posts, ongoing
    Reviews
013/2526    Review and confirmation of arrangements for insurance cover in respect of all insured risks
Proposed:- Cllr D Waite Seconded:- Cllr.S.March  All in favour 
RESOLVED:
Council confirmed continued insurance arrangements for BHIB – current renewal price £701.27 (last year £708.70)
014/2526    Review of the Council’s and the Clerk’s memberships of other bodies
The Parish Council is currently a member of the Lincolnshire Association of Local Councils (LALC), membership and annual training, runs from April 2025 to April 2026. Information Commissioners Office annual registration renews 21/11/2025
015/2526    Review of Standing Orders and Financial Regulations
Proposed:- Cllr D Waite Seconded:- Cllr.S.March  All in favour 
RESOLVED:
To approve Standing Orders and Financial Regulations 2025-26
016/2526    Review of Existing Council Policies and Procedures
Proposed:- Cllr D Waite Seconded:- Cllr.S.March  All in favour 
RESOLVED:
To approve policies and procedures for 2025-26
•    Risk Management
•    Code of Conduct 
•    Scheme of Delegation
•    TOR Personnel Committee 
•    TOR Working Groups
•    Training and development policy
•    Grant Award Policy
017/2526    Review of Committee Membership
RESOLVED:
To continue Personnel Committee members for the 2025/26 municipal year as follows:
•    Cllr S. March (Chair)
•    Cllr M. Williams (Vice Chair)
•    Cllr J. Slater
 018/2526    Review of Working Group Membership
RESOLVED:
To continue members for the 2025/26 municipal year as follows:
Environment:- Cllr P Bryan, Cllr R Hunt, Cllr J Slater, Cllr S March
Strategic:- Cllr J Waite, Cllr J Cundill, Cllr S March
Communication:- Cllr P Bryan, Cllr J Waite, Cllr R Hunt
Noted Cllrs J Waite, R Hunt and G Harris were not in attendance at the meeting 
019/2526    Review of inventory of land and assets
Council reviewed and noted the list of land and assets of the Parish Council
Noted Litter picking equipment now held by Cllr S March 
020/2526    Councillor Training undertaken
To update clerk with record for all councillor training completed and what is available from LALC 
021/2526    Review of Councillor and Staff Training Needs
Council considered the training needs of councillors and staff in the 2025/26 municipal year, details of courses to be circulated
    Finance
022/2526    Annual Governance and Accountability Return (AGAR) for the financial year 2024/25
All sections were considered by Council
RESOLVED:
(i) Internal Audit completed. Any notary items addressed
(ii) Year end accounts 31 March 2025, (Section 2 of the AGAR) agreed and signed by the
Chair and Clerk
(iii) Annual Governance Statement (Section 1 of the AGAR) agreed and signed by the Chair
and Clerk
(iv) Not exempt from external audit, required documents to be submitted to PKF Littlejohn
(v) Agreed period for the Notice of Public Inspection commencing Tuesday 3rd June 2025
ending Monday 14 July 2025.
023/2526    Payments for approval & Bank Reconciliation
Council to approve the schedule of payments from 01/04/2025-13/05/2025 and to receive bank reconciliation statements
Proposed:- Cllr J Slater Seconded:- Cllr.J.Cundill  All in favour 
RESOLVED:
to approve the following payments and monitoring reports be received.    
Invoice Date    Supplier/Payee    Details    Cost
£    VAT
£    Total 
Payment
£
30/04/25    JM Coote Clerk    Salary April 25     411.65        411.65
30/04/25    HMRC    PAYE April 25     102.80        102.80
30/04/25    JM Coote Clerk    Working From Home  April 25    26.00        26.00
30/04/25    Unity     Bank Charges    6.00        6.00
30/04/25    JM Coote Clerk    Expenses April 25 (mileage)    20.70        20.70
09/04/25    WLDC    Defib Butchers Arms    91.67    18.33    110.00
09/04/25    WLDC    Defib Primary School    91.67    18.33    110.00
14/04/25    EKM Ltd    Climbing net repairs to Record play    1112.80    222.56    1335.36
17/04/25    Tony Shaw    Annual Internal Audit Report    130.00        130.00
24/04/25    Ansvar    Annual Insurance Premium    701.27        701.27
25/04/25    MKS Groundcare    Grass Cutting    942.00    188.40    1130.40
04/04/25    Bowls Club    Grant    500.00        500.00
Totals            4136.56    447.62    4584.18
Receipts    Description            
01/04/25    WLDC Precept    £21,900.00        
08/04/25    Cemetery Fees Invoice No 010/2025    £125.00        
15/04/25    CIL ref 147257    £,1820.27        
23/04/25    Cemetery Fees Invoice No 011/2025    £125.00        
25/04/25    Northern Power Grid Wayleave 7-17293/01 Carr Road    15.89        
Bank Balances @ 30/04/2025:- Unity Current £22,895.50 Unity Instant Saver £47,116.73 NS&I £5,963.73 
Noted: Cllr.J.Slater regarding level of reserves
024/2526    Additional Bank Signatory
Proposed:- Cllr J Slater Seconded:- Cllr.S.March  All in favour 
RESOLVED:
To add Cllr.M.Williams as additional signatory, application signed
025/2526    Community Association Grant Application 
Cllr.J.Cundill and Cllr.J.Slater declared an interest 
Proposed:- Cllr.D.Waite Seconded:- Cllr.P.Bryan  Cllr.J.Cundill and Cllr.J.Slater abstain All others in favour 
RESOLVED:
For invoices addressed to NKPC to be accepted payment for Children’s Entertainer and the Well dressing, up to a maximum of £650.00, power to spend under CIL, for Entertainment and Arts 
026/2526    Marquee Hire
Cllr.D.Waite declared an interest 
Proposed:- Cllr.S.March Seconded:- Cllr.P.Bryan  Cllr.D.Waite abstain All others in favour 
The scouts to provide and erect marquee for the June Fair, a donation of £300.00 to be given 
027/2526    WhatsApp Parish Council Group
Proposed:- Cllr.J.Cundill Seconded:- Cllr.S.March – Cllr.J.Slater and Cllr.M.Williams abstained 
RESOLVED:
To set up a group to use end to end encrypted messages for items needing a quick response
028/2526    Bark Chippings
No update, ongoing 
029/2526    Tree Survey
Report still not available 
030/2526    Playing field ditch
Proposed:- Cllr.D.Waite Seconded:- Cllr.S.March All in favour
RESOLVED:
To accept the quote for jetting pipe from Ian Moore Contracting Ltd
Net: - £475.00, VAT: - £95.00, Total: - £570.00
032/2526    Planning applications
WL/2025/00398 Engine House, 
Cllr.M.Williams declared an interest
Application states work not started but it believed it has, check with WLDC
WL/2025/0032 Land West Brambles  no objections
WL/2025/00358 Rohan Cottage  no objections
NKPTA for North Kelsey School planting hedgerow trees on boundary of North Kelsey School Playing field. Council are happy for this to go ahead so long as access is maintained, they are not planted right at edge (so no over hanging), they wish to know exactly how many are to be planted and who is going to maintain them in the future, some sort of agreement needs to be in place.
    Next Ordinary Meeting
033/2526    Items for inclusion on the next Ordinary Meeting agenda
Council is requested to use this opportunity to raise items for future Ordinary Meeting agendas.
Nothing additional
034/2526    Date and time of the next Ordinary Meeting
To confirm date and time of the next Ordinary Parish Council Meeting, is set for Tuesday 3rd June 2025 7.15pm
    To resolve to move into closed session in accordance with the Public Bodies (Admission to Meetings) Act 1960 due to the confidential nature of the business to be discussed in relation to sensitive commercial information for the following item.
035/2526    Clerk/RFO Appraisal 
Proposed:- Cllr.S. March Seconded:- Cllr.J.Slater All in favour
RESOLVED:
To approve recommendations of the Personnel Committee following clerk’s appraisal