2026 Minutes

Draft minutes subject to approval at the next meeting.

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Minutes of the Meeting of Pinchbeck Parish Council held at 19:30 on Monday, 29 June 2026, at The Hub, 48 Knight Street, Pinchbeck, PE11 3RU.

Present: Cllr James Avery (Chair), Cllr Emma Beavis, Cllr Andrew Chamberlain, Cllr Terry Moore, 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 Toby Hughes, Cllr Samantha Jeffery, Cllr Peter Ruysen, Cllr Phil Tweddell.

In attendance: County & District Cllr Ingrid Sheard.

Press & Public: six members of the public.

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

26.111.Attendance and apologies for absence

Members' attendance was noted. Apologies for absence were received from Cllr Geoff Garner, Cllr Toby Hughes, Cllr Samantha Jeffery, and Cllr Phil Tweddell.

26.112.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.

26.113.Public Forum

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

Mr Alan Scott addressed the Parish Council in relation to his garage extension at Starlode Drove and the associated Parish Council land matter. He explained that he had attended to put a name to a face and to make clear that the position had not arisen from any intention to disregard the Parish Council. The Chair thanked Mr Scott for attending and confirmed that further information had been provided to the Clerk that day. The Chair advised that the matter was complex and unusual, and that the additional information would need to be considered before any decision was taken.

County & District Cllr Ingrid Sheard reported that she had provided information to assist the Parish Council and residents in keeping informed about current and forthcoming road works, including the Spalding Active Travel scheme and matters at Enterprise Way. The Chair advised that the information was already on the Parish Council website and would be considered further under highways matters.

A member of the public asked about the former Bell Inn planning application. The Chair advised that this would be considered under the planning item on the agenda.

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

Two members of the public left the meeting at 19:38.

26.114.Minutes of previous meeting

It was RESOLVED to approve the minutes of the Annual Meeting of the Parish Council held on Monday, 18 May 2026, and to authorise the Chair to sign them as a true record.

26.115.Chair's report

The Chair reported that South Holland District Council was moving from bagged recycling and waste collections to wheeled-bin collections. It was understood that bins would begin to be delivered to households from August 2026, with collections from the new bins expected to begin in November 2026.

Members discussed the likely need for clear communication with residents, including those requiring assisted collections and those living in locations where access for standard refuse vehicles may be difficult. It was noted that South Holland District Council was expected to provide further information and that a smaller vehicle would be used for some difficult-access areas. It was also noted that assisted collections were expected to increase significantly and that a specific contact number would be available for residents needing assistance.

The Chair advised that he would prepare a short action plan for the Parish Council to help disseminate accurate information, including website information, posters and signposting to South Holland District Council presentations where appropriate. Cllr Elizabeth Sneath agreed to brief the Chair following a South Holland District Council consultation session.

26.116.Clerk's report / matters arising

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

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

03.The re-declaration of compliance for the Council's pension arrangements had been submitted to The Pensions Regulator on 28 May 2026. A re-declaration of compliance is required every three years.

04.Quarterly defibrillator checks had been undertaken by Annie Wakeford, and the Hub and Library defibrillator had been updated on The Circuit as emergency ready. Replacement pads for the Hub and Library and Baptist Church defibrillators had been ordered, although there was a supply backlog.

05.The notice of public rights and the unaudited Annual Governance and Accountability Return had been published on the Parish Council website.

06.Thanks were expressed to Mr Mark Cocks of We Fix Any for kindly arranging the fitting of a baby changing unit in the disabled toilet at the Hub and Library at no charge to the Council.

07.The Parish Council website had been updated, including councillor details, councillor vacancies, minutes and agendas and additional financial information for the year ending 31 March 2026.

08.Routine governance, meeting administration, policy updates and day-to-day parish work, including responding to residents' enquiries, had continued.

09.Work had continued in respect of cemetery administration, including updating historical records, processing interments and managing plot reservations.

10.Cllr Terry Moore had arranged the repair of the solar charge controller on one of the Council’s Speed Indicator Devices, which was now working correctly.

11.In consultation with the Chair, a new 12-month electricity supply contract for the Hub and Library had been agreed with Yü Energy. Ratification was considered under the quotes item later in the meeting.

12.A report had been received of metal detecting on Parish Council-owned land at Highfields Lane. The Clerk advised that metal detecting on Parish Council land was not permitted without prior express consent. Further reports had also been received of metal detecting and removal of objects from the site. Members noted that unauthorised detecting could involve trespass, theft, damage to land, disturbance of items of potential archaeological interest and health and safety, insurance and liability concerns. The Clerk would carry out further research, including whether any relevant local metal detecting groups should be notified of the Parish Council's position, and would consider signage and any further action, including reporting recurrence to the police where appropriate.

13.A refund of £1,050 was due to Weyman Funeral Service in relation to a recent burial where a purchased plot was not required and ashes were instead interred in a previously purchased grave space for another family member.

26.117.Financial matters

01.May 2026 bank reconciliation and cash book

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

02.Payments to 29 June 2026

It was RESOLVED to approve payments to 29 June 2026, as amended to include the £1,050 refund to Weyman Funeral Service and £100 relating to the Marching Band (Appendix 2).

03.Default judgment - Stephen Thorpe

Following receipt of default judgment against Mr Stephen Thorpe, it was RESOLVED to request a warrant through HM Courts & Tribunals Service, at a cost of £94.00, in respect of the unpaid deposit for the supply and installation of an oak noticeboard, being £562.50 plus costs and interest.

26.118.Recent correspondence

01.Street naming consultation

A South Holland District Council street naming consultation was received in respect of the Ashwood Homes development south of Green Lane and east of Bacons Lane, Pinchbeck. The proposed road names were Bratley Gardens, Jersey Way and Speckle Gate. It was RESOLVED to make no comment.

02.Meridian Solar Farm

Notice of acceptance of the application for a Development Consent Order for the Meridian Solar Farm Project, under section 56 of the Planning Act, was noted. No further comments were to be submitted.

03.National Flood Forum / Lincolnshire Resilience Forum

Correspondence was received from the National Flood Forum and Lincolnshire Resilience Forum regarding community resilience and proposed introductory sessions for the community. Members noted the importance of linking any work with existing community resilience planning. It was RESOLVED that the Parish Council would assist with venue arrangements and community promotion, with the Clerk to respond accordingly.

04.Planning appeal - Green Gables, Holland Chase

Notification was received of a planning appeal against South Holland District Council's refusal of application H14-0232-26 at Green Gables, Holland Chase, West Pinchbeck, relating to the erection of close-boarded fencing. Members noted potential highway visibility concerns but RESOLVED to make no further comment on the appeal.

05.Lincolnshire Minerals and Waste Local Plan

The consultation on the Lincolnshire Minerals and Waste Local Plan was noted. No comments were made.

06.Library statistics

The library statistics were noted. Members commented that the Hub and Library remained a well-used venue.

26.119.Planning applications

01.H14-0585-26 - land north-west of The Chestnuts, Northgate / Surfleet Road area. Erection of an implement store and welfare facility. It was RESOLVED to support the application.

02.H14-0537-26 - Land South of Milestone Lane. Condition compliance - construction management and mud precautions. It was RESOLVED to make no comment.

03.H14-0525-26 - West Pinchbeck Water Treatment Works, Parson Drove. Removal of a hedge. It was RESOLVED to support the application.

04.H14-0532-26 - Land off Bervor Close, Wardentree Park, PE11 3ZN. Construction of a Bio-LNG refuelling station. It was RESOLVED to support the application.

05.H14-0523-26 - The Bell Inn, 33 Church Street. Change of use of former public house to shop (Class E), including part demolition, single-storey rear extension and external works. It was RESOLVED to object to the application on grounds including highway safety, insufficient mitigation of impact on neighbouring amenity and impact on the conservation area, noting that the current application did not appear materially to overcome the previous reasons for refusal.

06.H14-0506-26 - Shop and premises, 42 Knight Street. Change of use of premises to a tattoo studio. It was RESOLVED to make no objection, but to comment that any signage should be discreet and appropriate to the conservation area.

26.120.District Council planning decisions

The following District Council planning decisions were noted.

01.H14-0508-26 - 3 Penway Drive. Extension & render of existing house including alterations - approved under H14-0321-26. Non-Material Amendment. Approved.

02.H14-0321-26 - 3 Penway Drive. Extension & render of existing house including alterations. Full. Approved.

03.H14-0281-26 - The New Chestnuts, Glenside South. Two storey extension including lift. Full. Approved.

04.H14-0144-26 - The Gallops, Dozens Bank. Stables for use with riding school, Retrospective.  Full. Approved.

05.H14-1165-25 – Pyewipe Farm, North Drove. Change of use from agricultural to equestrian menage for private and commercial use. Full. Refused.

26.121.Highways matters

The Chair reported that the Spalding Active Travel scheme was underway and that a link to the latest roadworks update had been added to the Parish Council website. The Chair would also promote the information on Facebook where possible, and any further updates received would be shared to keep residents informed.

A resident's correspondence concerning the extent of the reduced speed limit on Surfleet Road was discussed. Members understood that the speed limit extension previously agreed by Lincolnshire County Council may not yet have been fully implemented, and that related speed limit and signage matters at Six House Bank, Glenside South and Northgate also remained outstanding.

Members reported that some new 30mph signs had been erected but remained covered with black bags. County & District Cllr Ingrid Sheard asked that the relevant emails and details be forwarded to her so that she could raise the matter directly with highways officers. The Chair would also be copied into the correspondence.

Cllr Terry Moore reported correspondence from Chris Faulkner regarding a missing post on Spalding Road, opposite number 154. County & District Cllr Ingrid Sheard advised that she would raise the matter during an arranged division walk with the relevant highways officer.

26.122.Community orchard at Blue Gowt Lane

The Clerk reported that a query had been received regarding rules and permitted use of the community orchard and informal recreation area adjacent to Blue Gowt Lane Cemetery. A draft rules of use and management policy had been prepared, confirming that the area was intended for quiet informal recreation, community enjoyment of the orchard setting, biodiversity, responsible dog walking and general wellbeing. Dogs would remain prohibited from the cemetery grounds but would be permitted in the community orchard area subject to proper control and immediate removal of dog waste.

Members discussed the draft policy and signage. It was RESOLVED to adopt the policy subject to amendments to include metal detecting, to require dog waste to be removed from site rather than referring only to the nearest bin, and to include positive wording that fruit may be taken for personal consumption. The policy should be reviewed after six months.

Members discussed access between the orchard area and cemetery. It was RESOLVED that the gate between the orchard and the cemetery should have a combination lock fitted and kept locked.

The Clerk would bring proposed signage wording and costs to a future meeting.

26.123.Hub & Library

01.New lease for the Hub & Library building with Lincolnshire County Council.

The Clerk reported that the draft new lease had not yet been received, although indications had been given that it would not differ materially from the existing arrangements. It was RESOLVED to authorise the Clerk to sign the new lease in consultation with the Chair and Vice-Chair, provided the final terms were acceptable.

02.Use of the Hub by the NHS

Cllr John Smith reported that the NHS licence documentation had not yet been received. It was RESOLVED to delegate authority to the Clerk, in consultation with the Chair and Vice-Chair, to agree the licence and rental schedule for NHS use of the Hub, provided the final terms were acceptable.

03.All Kinds of Everything Fund (AKoE) contribution for summer activities

It was RESOLVED to allocate up to £3,000 of AKoE funding to the Hub's Summer Activities programme.

26.124.Summer Event

Members considered whether to hold an end-of-summer event on the Glebe Field. Members supported, in principle, the idea of a family/community event as a counterpart to the carnival. Possible elements discussed included music, simple games, local charity stalls, food and ice cream vendors, and picnic-style attendance.

It was RESOLVED to explore holding an end-of-summer community event on the Glebe Field and to establish a small working party to develop proposals, including the date, activities, community involvement and practical arrangements.

The working party would comprise Cllr Terry Moore, Cllr John Smith and Cllr Ann Savage, with the Chair, Cllr James Avery, also involved. The first meeting would take place at 2pm on Wednesday, 1 July 2026, at Pinchbeck Hub & Library.

26.125.Quotes for works

01.War Memorial posts and chain-link fencing

Members noted the completed painting of the new posts and chain-link fencing at the War Memorial and commented positively on the transformation of the area. It was RESOLVED to ratify the decision to paint the new posts and chain-link fencing at the War Memorial.

02.Reflective stickers for posts

Members considered whether to purchase reflective stickers for the posts. It was agreed to pause any purchase for the time being and to monitor whether any issue arose before reconsidering the matter.

03.Hub and Library electricity contract

The Clerk reported that the Parish Council's previous electricity supply contract with Yü Energy ended on 16 June 2026. If no renewal had been agreed, the supply would have moved onto Yü Energy's materially higher Freedom Price Plan. Comparative quotations had been obtained through Bionic from Yü Energy, EDF Energy and Valda Energy, with a further quotation obtained directly from Octopus Energy.

Although EDF Energy and Octopus Energy were marginally cheaper, remaining with Yü Energy was considered the lower-risk and most prudent option because of the proximity of the contract end date, the risk of delay in switching suppliers and the substantially higher cost of the Freedom Price Plan. The new fixed contract was approximately £342.91 per annum higher than the previous contract, excluding VAT and levies, but avoided the materially higher Freedom Price Plan costs.

It was RESOLVED to ratify the Clerk's decision, made in consultation with the Chair, to enter into the new 12-month electricity supply contract with Yü Energy for the Hub and Library.

26.126.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, land matters, staffing matters and/or personal data.

County Councillor Ingrid Sheard and four members of the public left the meeting at 20:34.

Confidential session

The Council considered the confidential items listed on the agenda. Confidential detail relating to legal advice, negotiation positions, land matters, information rights case-management, staffing matters and personal data is recorded separately in the confidential minute and is not included in the public minutes.

26.127.Information rights requests relating to Glebe Field matters

The Council received an update on recent information rights requests relating to Glebe Field matters, including internal review outcomes and an Information Commissioner's Office matter. Legal advice and detailed case-management information were considered and are recorded in the confidential minute.

26.128.Parish Council land matters

01.The Glebe Field

The Council received a confidential update on the Glebe Field, including recent correspondence, legal advice and the current position relating to notices concerning occupation and use of the land. It was RESOLVED to delegate authority to the Glebe Field Working Party to instruct the Council’s solicitors as required in relation to Glebe Field matters and to agree any necessary responses or further steps arising from legal advice.

02.PlayZone

The Council received an update on the PlayZone project and noted that no further substantive information had been received. The matter would remain under review.

03.Leaveslake Drove

The Council received an update following an exploratory meeting with The Spalding Utd Youth Foundation concerning Leaveslake Drove Playing Field. No decision was made and no commitment was given in relation to any future lease, licence, grant-funded development or use of the site. The Clerk would obtain further information and, where appropriate, seek legal advice before reporting back to the Council.

04.Starlode Drove

The Council received an update on the Starlode Drove land matter. Further information had been received from Mr Alan Scott and would be reviewed before the matter was brought back to the Council for consideration. Existing authority for the Clerk to instruct solicitors remained available if required.

05.Farm tenancies and garden allotments

The Council received an update on farm tenancies and garden allotments. It was noted that the agricultural land letting arrangements and the retention of land for garden allotment use would be progressed. 

It was RESOLVED that the Open Spaces Committee be delegated authority to review the tenders and to accept the most advantageous tender or tenders, having regard to the advice of the Council’s land agent and subject to the Council’s standing orders and financial regulations, at its meeting on 7 September 2026. It was further RESOLVED that the tender deadline be amended to 21 August 2026.

26.129.Confidential quotes for works

There were no confidential quotes to consider.

26.130.Staffing and administration matters

01.Mileage allowance

It was RESOLVED that authorised employee business mileage shall be reimbursed at the HMRC approved mileage rate applicable at the time of travel, with effect from 6 April 2026, and that relevant staff contracts be updated to remove references to NJC mileage rates and refer only to HMRC approved mileage rates.

02.Staff use of powered equipment

It was RESOLVED that staff shall not use powered equipment, including grass strimmers, on Parish Council land unless the activity has been authorised in advance and appropriate risk assessments, training, PPE, equipment checks and insurance arrangements are in place. Staff shall not use personally owned powered equipment for Parish Council work unless expressly authorised by the Council and unless the Council is satisfied that the equipment is suitable, properly maintained and covered by appropriate insurance arrangements. Where those arrangements are not in place, such work shall be undertaken by a suitable external contractor.

The Clerk would review the matter and report back with any recommendations for a staff equipment-use procedure, if required.

03.Staff holiday pay arrangements

The Council noted the Clerk's review of staff holiday pay arrangements. It was RESOLVED that rolled-up holiday pay shall only be used where a worker meets the statutory definition of an irregular-hours worker or part-year worker under the Working Time Regulations 1998, as amended. It was further RESOLVED that regular-hours part-time staff shall have their holiday entitlement recorded in hours and shall be paid holiday pay when holiday is taken, rather than by way of rolled-up holiday pay. Where rolled-up holiday pay is used for eligible workers, the holiday pay element shall be shown separately on the relevant internal itemised pay statement.

The Chair closed the meeting at 21:57.