2026 Minutes

Draft minutes subject to approval at the next meeting.

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Minutes of the Annual Meeting of Pinchbeck Parish Council held at 19:30 on Monday, 18 May 2026, at The Hub, 48 Knight Street, Pinchbeck, PE11 3RU.

Present: Cllr James Avery (Chair), Cllr Emma Beavis, Cllr Andrew Chamberlain, Cllr Toby Hughes, Cllr Samantha Jeffery, Cllr Peter Ruysen, Cllr Ann Savage, Cllr John Smith (Vice-Chair), Cllr Elizabeth Sneath, Cllr Oliver Wood, Mr Robert Smith (Clerk), Ms Nicola Jowett (Administration Assistant).

Absent: Cllr Geoff Garner, Cllr Terry Moore, Cllr Phil Tweddell.

Press & Public: three members of the public.

Unless otherwise stated, actions arising were assigned to the Clerk.

26.085.Election of Chair

It was RESOLVED unanimously to elect Cllr James Avery as Chair for the ensuing year. Cllr Avery signed the declaration of acceptance of office.

26.086.Election of Vice-Chair

It was RESOLVED unanimously to elect Cllr John Smith as Vice-Chair for the ensuing year. Cllr Smith signed the declaration of acceptance of office.

26.087.Attendance and apologies for absence

Members’ attendance was noted. Apologies for absence were received from Cllr Geoff Garner, Cllr Terry Moore, Cllr Phil Tweddell, County & District Cllr Ingrid Sheard and District Cllr Sally-Ann Slade.

26.088.Declarations of interest and requests for dispensation

No declarations of pecuniary interests or other disclosable interests were made. No written requests for dispensation were received.

26.089.Public Forum

In accordance with Standing Orders, the Chair invited representations from members of the public.

A member of the public congratulated Cllr Avery on his election as Chair and commented positively on his fairness in chairing meetings.

A member of the public asked whether the Parish Council was considering the Village of the Year competition, noting that the village had last won the award 27 years previously. The Chair advised that the matter was under consideration, although the Parish Council currently had a number of other matters requiring attention. The point was noted, including the potential value of resident involvement.

No further representations were made, and the public forum was closed.

26.090.Minutes of previous meeting

It was RESOLVED to approve the minutes of the Parish Council meeting held on 27 April 2026, and to authorise the Chair to sign them as a true record.

26.091.Chair’s report

The Chair reminded members of the importance of ensuring that comments made during meetings were accurate, relevant to the business under consideration, and appropriate for inclusion in the public record.

26.092.Clerk’s report / matters arising

01.Planning comments had been submitted to the District Council as previously resolved.

02.There remained two member vacancies which could be filled by co-option.

03.Since the last meeting, a significant proportion of officer time had been devoted to managing information rights requests and associated governance administration. This included issuing responses within statutory deadlines, maintaining appropriate audit trails, and ensuring consistency between Council records, decisions and external communications. Any confidential matters relating to specific requests, outcomes, legal issues or resourcing implications were addressed separately under the confidential agenda item.

In addition, routine governance, meeting administration, policy updates and day-to-day parish work, including responding to residents’ enquiries, had continued.

Work had also been undertaken in respect of cemetery administration, including updating records, processing interments and managing plot reservations.

End-of-year accounting work had been completed, and the Annual Governance and Accountability Return prepared, with submission and publication to take place following the meeting.

26.093.Appointments to committees and working parties

01.It was RESOLVED to approve the existing committee appointments en bloc for the forthcoming year.

02.It was RESOLVED to approve the existing Glebe Field Working Party membership, namely Cllrs Ann Savage, James Avery, Terry Moore and John Smith.

26.094.Representative appointments to outside bodies

01.It was RESOLVED to reappoint Cllr Emma Beavis and to appoint Cllr Ann Savage, as representatives to the Pinchbeck Village Hall Committee.

02.It was RESOLVED to reappoint Cllr John Smith to Boston and South Holland Policing Parish Council Engagement.

03.It was RESOLVED to reappoint Cllr Geoff Garner to the South Holland Voluntary Car Service.

Cllr John Smith left the meeting at 19.46.

26.095.Financial matters

01.April 2026 bank reconciliation and cash book

It was RESOLVED to approve the April 2026 bank reconciliation and cash book (Appendix 1).

02.Payments to 18 May 2026

It was RESOLVED to approve payments to 18 May 2026, totalling £14,210.01 excluding VAT (Appendix 2).

03.LGA 1972, s.137 expenditure

It was noted that LGA 1972, s.137 expenditure for y/e 31/03/2026 was £1,693.92 excluding VAT. The applicable expenditure limit, based on 4,878 electors at £11.10 per elector, was £54,145.80. The expenditure was therefore within the Parish limit.

04.Bank mandates and account signatories

The Clerk reported that historic signatories were being removed from the Barclays mandate where appropriate.

It was RESOLVED to confirm the Barclays and Unity Trust bank mandates and account signatories, subject to the removal of former signatories where appropriate, and to add Cllr John Smith to the Barclays and Unity Trust bank mandates.

05.Existing variable direct debits

It was RESOLVED to approve the existing variable direct debits, including those relating to the Information Commissioner’s Office, BT, HM Land Registry, Everflow Limited, Better Waste, Croner Limited and Yü Energy.

06.Continuing subscriptions

The Clerk summarised the Parish Council’s continuing subscriptions and recurring services, including domain, Microsoft, cemetery, accounting, mapping, banking, professional membership, Hub and Library and licensing subscriptions. It was noted that QuickBooks and Norton antivirus had been cancelled.

It was RESOLVED to approve the continuing subscriptions, reported as totalling approximately £8,252.00.

07.Financial Regulations

The Clerk reported that the Financial Regulations remained aligned with the current NALC model financial regulations and that only a minor housekeeping amendment was proposed to the VAT wording.

The approved VAT wording was: “The RFO shall ensure that VAT is correctly recorded in the Council’s accounting records. VAT repayment claims shall be made quarterly where practical, and at least annually at the end of the financial year.”

It was RESOLVED to adopt the Council’s Financial Regulations with the amended VAT wording.

08.Risk Register

The Clerk reported that the Risk Register had been reviewed and updated for 2026/27. Amendments strengthened the Parish Council’s approach to insurance, asset management, investments, procurement, VAT, information rights, data protection, digital systems, cemetery management, land and property management, business continuity and councillor training. It was noted that quarterly budget reviews should be undertaken where possible, with full Council review where a Finance Committee meeting could not be held.

It was RESOLVED to adopt the Council’s Risk Register, subject to minor typographical and formatting amendments.

09.Final internal auditor’s report for y/e 31/03/2026

The Clerk reported that the final internal auditor’s report was satisfactory, with no outstanding matters identified. The Chair thanked the Clerk and Administration Assistant for their work reflected in the audit outcome.

It was RESOLVED to receive and approve the final internal auditor’s report for y/e 31/03/2026.

10.Annual internal audit certificate y/e 31/03/2026

The annual internal audit certificate y/e 31/03/2026 (AGAR page 3 of 6) was noted and received.

11.Annual governance statement y/e 31/03/2026

The Chair read each assertion in the annual governance statement in turn. The Parish Council considered each statement and approved the responses. Assertions 1 to 8 and 10 were answered “Yes”; assertion 9, relating to trust funds, was marked “Not applicable”.

It was RESOLVED to approve the annual governance statement y/e 31/03/2026 (AGAR page 4 of 6).

12.Annual accounting statements y/e 31/03/2026

The Clerk reported that a debtor correction had been made following the previous meeting, and that the corrected accounting statements now reconciled as required.

It was RESOLVED to approve the annual accounting statements y/e 31/03/2026 (AGAR page 5 of 6).

13.Explanation of variances y/e 31/03/2026

The Clerk summarised the required explanations of variances. Staff costs had increased by 16%, primarily due to backdated overtime as pension, increased pensionable staff positions and increased employer National Insurance contributions. Total other payments had decreased by 28%, largely due to reduced new cemetery construction costs, offset in part by increased legal fees and Hub and Library refurbishment costs. Remaining variances were within tolerable levels.

It was RESOLVED to approve the explanation of variances y/e 31/03/2026.

14.Appointment of internal auditor for y/e 31/03/2027

The Parish Council considered the appointment of the internal auditor for the financial year ending 31 March 2027, including the independence, competence and effectiveness of the internal audit arrangements.

It was noted that LALC provides internal audit services to local councils and operates auditor rotation arrangements, so that the same auditor would not ordinarily carry out more than three consecutive annual audits for the same council.

It was RESOLVED to reappoint Lincolnshire Association of Local Councils as the Parish Council’s internal auditor for the financial year ending 31 March 2027.

26.096.Recent correspondence

01.Pinchbeck Hub Dementia Week, forming part of Dementia Action Week, was noted.

02.Information relating to the Weston Marsh community consultation was noted. Members were advised that comments were required by 22 May 2026 if any response was to be made.

03.Information from the Office of the Police and Crime Commissioner regarding recruitment of volunteers for the Independent Custody Visiting Scheme was noted.

04.A request to endorse the Flag of the Fens was considered. No resolution to endorse the flag was made.

05.It was noted that Burmour Construction had kindly agreed to sponsor the YMCA charge of £6,363.28 for providing youth services, to be paid directly to the YMCA. It was agreed that a letter of thanks should be sent.

26.097.Planning applications

01.H14-0455-26: Brylane Travel Ltd, Glenside, PE11 3NH. Retrospective change of use from general industrial (Class B2) to storage and distribution (Class B8). It was RESOLVED to object to the application due to the increased heavy vehicle and bus traffic on unsuitable local/rural roads. The Parish Council considered that such use would be more appropriately located on an industrial estate or other more suitable employment site.

02.H14-0454-26: Sunnyside, Langhole Drove, PE11 3XP. Two-storey side extension and single-storey utility extension. It was RESOLVED to support the application.

03.H14-0451-26: Milestone Lane, PE11 3XX. Development of 63 houses with vehicular access from Surfleet Road. Modification of condition 2 to allow amendments to previously approved plans. It was RESOLVED to make no comment.

04.H14-0437-26: 34 Rotten Row, PE11 3RH. Demolition of existing single storey rear extension & erection of single storey rear extension including internal alterations. It was RESOLVED to support the application.

05.H14-0401-26: Houghton Produce, Fengate Road, PE11 3NE. Demolition of agricultural building and erection of four dwellings, including new access and change of use of agricultural land to residential. Modification of conditions 2 and 3. It was RESOLVED to make no comment.

06.H14-0391-26, Land Off Bervor Close, Wardentree Park, PE11 3ZN. LNG Station for the refuelling of trucks. It was RESOLVED to support the application as it considered the location to be appropriate employment land.

26.098.District Council planning decisions

01.H14-0294-26: Land East of Surfleet Road. Condition Compliance. Approved.

02.H14-0224-26: 14 Forge Crescent, PE11 3TN. First floor side extension & alterations. Approved.

03.H14-0132-26: Adj. 4 Clay Drove, Pode Hole, PE11 3NB. 3 bed self-build dwelling, domestic workshop and garage. Refused.

26.099.Highways matters

01.The Chair reported that a further highways walk-around relating to Milestone Lane and associated road damage was scheduled for 2 June 2026, following completion of the road closure works. The purpose was to inspect whether remedial works had been carried out properly and to identify any outstanding repairs required.

02.It was noted that the pothole/crater on Rotten Row had been repaired, but that a significant pothole at the top of Northgate remained a concern and was causing vehicles to swerve.

03.The Chair reported that the proposed extensive double-yellow-line restrictions on Knight Street had been refused and that updated proposals had been requested.

26.100.Quotes for works

No quotes for works were considered in open session.

26.101.Fees and charges

01.It was noted that cemetery fees and charges had been approved at the February meeting under minute 26.040.

02.It was RESOLVED that Hub room hire charges remain unchanged at £15.00 per hour, and that Parish Council photocopying charges remain unchanged at 15p per A4 sheet and 25p per A3 sheet for black and white copies.

26.102.Current agreements and arrangements with outside bodies

It was noted that current agreements and arrangements with outside bodies included the Lincolnshire County Council grass cutting agreement and the Hub lease, both of which had been approved earlier in the year.

26.103.Policies and procedures

The Clerk advised that the Parish Council’s policies and procedures were available on the Parish Council website, and that the Financial Regulations and Risk Register would be updated following approval at the meeting. Members were invited to raise any policy concerns during the year so that individual policies could be brought back to a future meeting if necessary.

The recording of meetings policy was discussed briefly. The Clerk advised that the Chair’s opening script, including health and safety and recording notices, would be provided for future meetings.

It was RESOLVED to readopt the Parish Council’s existing policies and procedures en bloc.

Cllr John Smith returned to the meeting at 20.34.

26.104.Dates of Parish Council ordinary meetings for the forthcoming year

It was RESOLVED to approve the following ordinary meeting dates for the forthcoming year: 29 June 2026, 27 July 2026, 28 September 2026, 26 October 2026, 30 November 2026, 14 December 2026, 25 January 2027, 22 February 2027, 29 March 2027 and 26 April 2027. It was noted that there would be no ordinary meeting in August 2026, that the 27 July 2026 meeting would be held at West Pinchbeck Village Hall, and that the Annual Parish Council Meeting was expected to be held on 17 May 2027, subject to the election timetable.

26.105.Annual Assembly of the Parish Meeting

It was RESOLVED to approve the date of the Annual Assembly of the Parish Meeting as 18:00 on Monday, 15 March 2027.

26.106.Exclusion of press and public

It was RESOLVED that, in accordance with the Public Bodies (Admission to Meetings) Act 1960 s.1(2), the public and press be excluded from the meeting for the following items on the grounds that publicity would be prejudicial to the public interest by reason of the confidential nature of the business to be transacted, namely confidential negotiation positions, legal/complaints matters and/or personal data.

The members of the public left the meeting at approximately 20:37.

Confidential session

26.107.Information rights requests

01.A notification from the Information Commissioner’s Office (ICO), received on 6 May 2026, was noted. The notification stated that a complaint from Pinchbeck Utd Ltd, submitted by one of its directors, had been accepted by the ICO as eligible for formal consideration in relation to the Parish Council’s handling of a request under the Freedom of Information Act 2000. No further information had been received.

02.The clerk provided an update on recent Freedom of Information Act requests received from Pinchbeck Utd Ltd, including two requests for internal review relating to Parish Council refusals under section 14(1) of the Act.

26.108.Parish Council land

01.The Glebe Field

The Parish Council noted receipt of correspondence from Pinchbeck Utd Ltd relating to an event proposed to be held by “Pinchbeck United Sports Bar” at the Glebe Field on 20 June 2026.

It was RESOLVED to make no determination in respect of the proposed event until legal advice had been received, and to delegate authority to the Clerk, in consultation with the Chair, Vice-Chair and/or the Glebe Field Working Party, to respond to the correspondence and associated documentation following receipt of that advice.

A meeting with Counsel and the Glebe Field Working Party had been arranged for mid-June, to be held at Roythornes.

02.PlayZone

No further communication about the PlayZone had been received.

03.Leaveslake Drove

Since the Parish Council’s response, no further communication from Spalding United Juniors Football Club had been received.

04.Starlode Drove

A meeting had been arranged with Longstaff on 15 June to discuss this matter.

05.Farm tenancies and garden allotments

A meeting had been arranged with Longstaff on 15 June to discuss the letting of land and other relevant matters.

In the meantime, Longstaff would commence drafting letting particulars.

26.109.Confidential quotes for works

There were no confidential quotes for works to be considered.

26.110.Staffing and administration matters

There were no staffing and administration matters to be considered.

There being no further business, the Chair closed the meeting at 20.57.