May 14 - Parish Council Meeting - DRAFT
Minutes of the Annual Carlby Parish Council Meeting held on Wednesday 14 May 2025 at 19:30 in the Village Hall
Present: Cllrs. John Bavister, Lesley Sweeting, Chris Barnes, Steve Markham and Karina Neal.
Agenda
25/26-01 Election of Chairman. Cllr. John Bavister was nominated and elected as Chairman for 2025/26 proposed by Cllr. Markham, Seconded Cllr. Sweeting and unanimous in favour-RESOLVED.
a) Cllr. Bavister signed his Declaration of Acceptance of Office.
25/26-02 Election of Vice Chairman Cllr. Steve Markham was nominated and elected as Vice Chairman for 2025/26 proposed by Cllr. Barnes, Seconded Cllr. Sweeting and unanimous in favour-RESOLVED.
b) Cllr. Markham signed his Declaration of Acceptance of Office
25/26-03 Parish Councillors were confirmed as Lesley Sweeting, Chris Barnes, Kimberley Neal & Katrina Neal with 1 vacant seat
25/26-04 Apologies for absence: were received from Cllr. Kimberley Neal this apology was unanimously accepted.
25/26-05 Disclosure of Pecuniary Interests: There were none.
The meeting was suspended to conduct the public forum
25/26-06 Public Forum:
Mallard Pass Solar Farm. Cllr. Bavister had attended a meeting with Quinbrook (Keith Gains & Daniel Feeney) with Rachel Ruffle representing Private Energy Partners [PEP].
Quinbrook exists to implement large energy projects enabling pension funds to channel
their funds into profitable long-term investments which deliver a good return on behalf of
the pensioners whilst also being socially responsible. It would be fair to summarise that Quinbrook are more positive and engaging with the community. There will be a Community Engagement Officer and PEP/Rachel Ruffle who will be their community engagement lead.
Quinbrook are acceptable to creating a Community Benefit Fund and recommend the local community
consider in what form the benefit is provided. It was recognised and tentatively agreed that a new body comprising representatives from the affected parish councils would be formed and act as the conduit for discussions about how the Communities could benefit. Neither side required district or county involved unless there was an issue with regard to the planning approval. It was also felt that other groupings might be appropriate for liaison on other issues such as Biodiversity, transport and traffic management which should involve MP Action Group.
It was agreed that a further meeting of interested parties would meet on 16 July at 18.30 in
Essendine Village Hall to further consider the issues arising.
Action: Cllr. Lesley Sweeting and Jennifer Skeaping supported by the chair will form a working group to get residents opinions.
A leaflet/questionnaire will the sent out to all households ready for feedback on 16 July.
The public forum was closed at 19:47 and the parish council meeting re-commenced.
25/26-07 Minutes of:
a) Parish Council meeting held on 06 March 2025 was presented as a true an accurate record of events after correction of some spelling errors. Proposed acceptance Cllr. Markham, Seconded Cllr. Sweeting (Cllrs. Barnes and Neal abstained due to absence) the remaining voted unanimously in favour-RESOLVED.
25/26-08
a)County and District Councillors
Cllr. Charlotte Vernon
Charlotte had retained her seat at the elections and was welcomed back. Lincolnshire now being under the UK Reform control will see changes. The new ‘Leader Elect’ is Cllr. Shaun Matthews (Louth & Horncastle). Charlotte reassured the meeting that just because her party was now in opposition she will still strive to get things done. There will be changes but at present these are unknown as things were still in the induction stage.
Action: To still chasing the grit bin issue.
Cllr. Penny Robins.
New conservative Group Leader Cllr. Nikki Manterfield who has lots of experience and is very proactive.
Drew attention to the Petition for the Bourne tip regarding the queuing congestions.
She congratulation Charlotte for retaining her seat.
SKProposerty fund outstanding £600 has now been received. Application for this year are not yet up and running again.
Action: to chase the missing Speed indicate plate.
b)Police Reports are received and circulated and made available on website/noticeboard upon receipt.
25/26-09 To review, agree and adopt the Regulatory Documents (all documents available on the website)
a) Standing Orders – an update was made to 18c-f.
b) Financial Regulations – no amendments made
c) Fixed Asset Register from 2024/25 – was noted
d) Risk Assessment – was reviewed, new email legislation noted.
e) All Policies were reviewed with no amendments. No new policies required.
f) SKDC Code of conduct - noted
Proposal: To resolve and adopt all the regulatory documents shown above. Proposed Cllr. Bavister Seconded Cllr Neal and unanimously voted in favour.
25/26-10 Insurance provision from 1 June 2025 with Clear Councils £696.59(index linked) for a 3 year contract. Was approved and adopted. Propose Cllr. Bavister and Seconded Cllr. Markham all other in favour.
25/26-11 Parish Council meeting dates for 2026 : Tues January 6, Tues March 3th, Wed May 13th, Wed July 8th, Wed September 9th, Tues November 3th
Annual Parish Meeting Thursday 9th April were confirmed and noted.
25/26-12 Finance 2024/25 Year end
i. The audited accounts were formally received, adopted and resolved. Proposed Cllr. Bavister Seconded Cllr. Sweeting and unanimous voted in favour.
ii. The Certificate of Exemption was unanimously adopted and signed by the Chair and Clerk
iii. Annual Internal Auditor’s Report 2024/25 was received and noted.
iv. Internal auditor’s narrative report. None received.
v. Annual Governance Statement (AGAR) 2024-25 was unanimously adopted and signed by the Chair and Clerk.
vi. Accounting statement 2024-25 was unanimously adopted and signed by the Chair
vii. Bank reconciliation 2024-25 was noted.
viii. Explanation of variances was noted
ix. The period of public rights was agreed as Tuesday 3rd June – Monday 14 July 2025.
x. Audit procedures for 2025/26 was confirmed to be Joe Scott.
Proposal: All documentation regarding the AGAR shown above are adopted and agreed. Proposed Cllr. Bavister, Seconded Cllr. Barnes and unanimous vote in favour.
25/26-13 Current Year 2025/26
i. Salary scales for Clerk from the NJC salary scale SCP 23 was confirmed.
ii. Budgetary payments such as Clerk salary, HMRC tax payments, direct debits, bank charges, mowing costs, Insurance staff and councillor expenses if these fall between meeting dates were confirmed.
iii. Financial Report for the period 01 April 2025 to 30 April 2025 with bank statements were presented to the meeting
The Council NOTED income for the month of April of £11,162. The Council RESOLVED to AUTHORISE the expenditure for the month of April totally £180.24 shown on the Agenda. The Financial Report and bank statements were checked by all Councillors prior to the meeting and signed by Cllr. and Cllr.
It was noted that the Clerk had applied for the VAT Refund for 2024/25.
iv. Grant Applications
Proposal: To award a grant to St Stephen’s PCC of £1200 towards grass cutting of the churchyard. Proposed Cllr. Bavister, Seconded Cllr. Barnes and unanimous in favour-RESOLVED.
Proposal: To award a grant to Carlby Bowls Club of £250 towards materials for refurbishment of the toilet and grounds. Proposed Cllr. Bavister, Seconded Cllr. Barnes and unanimous in favour-RESOLVED.
Proposal: To award a grant to the Playing Fields Committee of £1000 towards running
Proposed Cllr. Bavister, Seconded Cllr. Sweeting and unanimous in favour-RESOLVED.
v. Email Domain. It was agreed that the Clerk would research changing Carlby Parish emails address’ to Gov.UK hosting.
25/26-14 Planning
S25/0675 Tree Works at 5 Church Street.
Response: Carlby Parish Council have no objection to this tree work if the SKDC Tree Officer assess' and allows the work. If allowed, we would like to see this being done by a professional contractor.
25/26-15 Correspondence was noted from the agenda
SKDC Local briefing dates just received would be circulated by the Clerk
25/26-16 To receive Items for Future Meetings
The meeting Closed at 21:10