2026 Minutes

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.	Pinchbeck Parish Council Minutes of the Parish Council meeting held at 19:32 on Monday, 26 October 2026, at Pinchbeck Hub & Library, 48 Knight Street, Pinchbeck, PE11 3RU. DRAFT SUBJECT TO APPROVAL

Present: Cllr James Avery (Chair), Cllr John Smith (Vice-Chair), Cllr Emma Beavis, Cllr Geoff Garner, Cllr Toby Hughes, Cllr Samantha Jeffery (from 19:34), Cllr Terry Moore, Cllr Peter Ruysen, Cllr Ann Savage, Cllr Elizabeth Sneath, Cllr Oliver Wood, Mr Robert Smith (Clerk) and Ms Nicola Jowett (Administration Assistant).

Apologies: Cllr Andrew Chamberlain, Cllr Phil Tweddell and County & District Cllr Ingrid Sheard.

Press & public: Four members of the public were present at the start of the meeting. They left at 19:49.

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

26.180.Attendance and apologies for absence

The Chair opened the meeting at 19:32. Members’ attendance was noted. Apologies for absence were received from Cllr Andrew Chamberlain and Cllr Phil Tweddell. County & District Cllr Ingrid Sheard had also sent her apologies. Cllr Samantha Jeffery arrived at 19:34.

26.181.Declarations of interest and requests for dispensation

No declarations of interest or requests for dispensation were made.

26.182.Public Forum

The public forum began at 19:34 and ended at 19:48. A resident representing a local farming family raised concerns about the proposed National Grid Weston Marsh to East Leicestershire overhead line. He described the potential effects of six pylons and associated works on a farm of approximately 300 acres in 22 fields, including no-till farming, soils, wildlife and future viability.

The resident asked the Council to seek a route farther north. Members discussed the effects on agriculture, biodiversity and residents, undergrounding and the cumulative effects of infrastructure projects. The Chair reiterated the Council’s opposition to the proposed overhead line and explained its role as a consultee.

A farm visit was arranged for Thursday, 29 October 2026 at 10:00, with Cllrs James Avery and John Smith to attend. Cllr Andrew Chamberlain would also be invited. The findings would inform the Stage 2 consultation response due by 3 November. The four members of the public left at 19:49.

26.183.Minutes of previous meetings

It was RESOLVED to approve the minutes of the Parish Council meeting held on 28 September 2026 and the Extraordinary Meeting held on 12 October 2026, and to authorise the Chair to sign them as true records. The motion was proposed by Cllr Emma Beavis, seconded by Cllr Terry Moore and carried.

26.184.Chair’s report

The Chair had no separate report to make.

26.185.Clerk’s report and matters arising

01.Two councillor vacancies remained available for co-option. The Chair intended to publicise the vacancies and invited members to support recruitment. Planning comments had been submitted to South Holland District Council in accordance with previous decisions.

02.Remembrance poppies. Lynn Andrew was again arranging the West Pinchbeck display and had requested 170 ties and 12 replacement poppies. Cllr Terry Moore would coordinate the Pinchbeck installation with assistance offered by Cllr Peter Ruysen and other volunteers. Cllr Oliver Wood also offered help, subject to the date being suitable.

03.Highway grass cutting. The Clerk had asked Lincolnshire County Council whether the agreement signed in March 2026 remained valid under the new portal arrangements or whether a replacement was required. Confirmation had also been sought that the existing arrangement for South Holland District Council to undertake cutting on the Parish Council’s behalf remained acceptable. A response was awaited.

04.Noticeboard deposit recovery. The second instalment had been received. The next instalment was due at the end of October. The repayment arrangement continued to be monitored.

05.Rotten Row Playing Field. The abandoned vehicle had been removed from the car park.

06.Cherry Holt Lane Cemetery. Quotations for making memorials safe following the ICCM inspection were awaited. Grave-owner notification, permanent remedial works, a memorial management policy and future inspection arrangements remained to be progressed.

07.Hub & Library. No further information had been received from Lincolnshire County Council about the proposed new lease. The coffee cart trial was expected to begin on 10 November. Work remained on the small society lottery registration arrangements.

08.Christmas tree. Delivery to Pinchbeck East Primary School was arranged for 25 November, with Cllr Peter Ruysen coordinating sourcing and assistance. Volunteers were sought to help erect the tree. The school had been asked about any proposed lighting upgrade; a response was awaited. E.ON Utility Solutions had been booked to install the lights on 27 November.

09.Waste collections and defibrillators. Information about the household waste and recycling arrangements commencing on 9 November had been published on the Council’s website. Replacement defibrillator pads had arrived following a supply delay and had been fitted at the Hub and Methodist Chapel. All three Parish Council defibrillators were reported to be emergency ready.

26.186.Financial matters

01.September 2026 bank reconciliation and cash book (appendix 1).

The reconciliation and cash book had been circulated. The Clerk reported a reconciled balance of £280,728.12. It was RESOLVED to approve the September 2026 bank reconciliation and cash book.

02.Payments to 26 October 2026 (appendix 2).

It was RESOLVED to approve the payments listed in the circulated schedules to 26 October 2026, totalling £22,660.08 excluding VAT. No additional payments were presented during this item.

03.Second-quarter budget monitoring to 30 September 2026 (appendix 3).

The Clerk explained the principal variances. Room-hire income was below budget. Farm and garden allotment income remained affected by completion of the new agreements. The £17,250 grant-income variance related to the outstanding PlayZone funding. A minor overspend at Six House Bank car park would be reviewed. Apparent overspends on the voluntary car service grant and subscriptions were affected by the phasing of the budget rather than indicating a full-year overspend. Survey expenditure included investigation of the previously unlocated grave, which had since been found. Cemetery construction expenditure reflected additional works previously approved.

Cllr Samantha Jeffery queried the apparent underspend on professional fees. The Clerk confirmed that further legal costs were expected and would review the position for the next meeting. Members received and approved the monitoring report. No specific budget transfer or additional expenditure was approved under this item.

04.2027/28 budget and precept timetable

It was agreed that the Clerk would prepare a draft budget and arrange a Finance Committee meeting. The proposals would be reviewed through the November and December Council meetings, with the objective of approving the budget and precept in December. An Extraordinary Meeting in January remained a possible fallback if required.

26.187.Recent correspondence

01.Blue Gowt Lane and Two Plank Bridge

The Council considered renewed correspondence seeking support for reopening Blue Gowt Lane and requesting clarification of the statutory basis for the closure or diversion. The Clerk outlined the decisions made in April and September and reported that County & District Cllr Ingrid Sheard had subsequently qualified her earlier understanding of the status of the complaints process.

The Clerk explained that the Council’s options included: taking no further action; seeking factual clarification and relevant documents from Lincolnshire County Council; or making further representations. The Council was not being asked to determine the legal status of the route or the validity of statutory processes. It was RESOLVED by a majority to take no further action. The motion was proposed by Cllr James Avery. Cllr Peter Ruysen stated that he abstained.

02.School admission numbers consultation

The consultation did not concern schools in the area. No response was agreed.

03.LDK Group parking management proposal

Members considered an unsolicited offer of ANPR parking management for Council car parks, described by the company as having no cost to the Council where parking remained free. Members did not wish to explore the proposal or accept the invitation to a Teams meeting. It was agreed that no response was required.

04.Environment Agency monthly information

The September newsfeed from the Environment Agency’s Lincolnshire and Northamptonshire Asset Performance Teams was noted as information available for sharing with residents.

26.188.National Grid Weston Marsh to East Leicestershire project

The Clerk had prepared an initial draft Stage 2 consultation response, linked to the agenda papers, drawing on the Stage 1 objection and subsequent residents’ representations. The draft would be reviewed through the previously agreed Working Party arrangements, taking account of the farm visit under minute 26.182, before circulation to councillors and finalisation for submission by 3 November 2026. No final response text was approved at this meeting.

26.189.Planning applications

Members considered the revised planning briefing and display format. The approach was welcomed as clearer and more efficient. It was suggested that future reports distinguish applications requiring substantive consideration from routine condition-compliance matters. The Council agreed to make no comment on each of the following applications:

01.H14-1011-26 — 4 Birch Close, Pinchbeck: works to trees in Pinchbeck Conservation Area. No comment.

02.H14-0999-26 — The Bell Inn, 33 Church Street, Pinchbeck: details under conditions 9, 10, 20 and 21 of H14-0523-26 relating to construction management, landscaping and tree planting, drainage and contamination. No comment.

03.H14-0985-26 — Land off Stephenson Avenue, Pinchbeck: details under conditions 8, 9, 10 and 11 of H14-1286-25 relating to surface-water disposal, nesting birds, biodiversity gain and a 30-year Habitat Management and Maintenance Plan. No comment.

04.H14-0959-26 — The Granary, North Drove: provision of an air-source heat pump. No comment.

05.H14-0955-26 — Land north-west of The Chestnuts, Glenside South, Pinchbeck: details under conditions 4, 7, 10, 11 and 12 of H14-0585-26 relating to flood risk, ecology, biodiversity gain, habitat management and foul-water disposal. No comment.

26.190.District Council planning decisions

The circulated District Council decisions were received and noted:

01.H14-0868-26: Adjacent to Howards Yard, Herdgate. Agricultural chill store/pack house. Approved.

02.H14-0848-26: Pinchbeck Hall, 58 Church Street. Tree works in Conservation Area. Approved.

03.H14-0846-26: 17 Spalding Road. Tree works in Pinchbeck Conservation Area. Approved.

04.H14-0731-26: Adjacent to 4 Clay Drove. Three-bedroom self-build dwelling, domestic workshop and garage. Refused.

26.191.Planning consultation arrangements

Members considered the implications of the District Council’s revised planning decision-making arrangements and the need to respond within consultation periods that could fall between Parish Council meetings. The Clerk outlined an advisory Working Party operating through email or Teams, supported by clearly defined delegated authority to the Clerk, as a possible alternative to additional formal committee meetings.

The proposed arrangements would provide for circulation to all councillors, advisory recommendations with planning reasons, defined limits on the Clerk’s authority, referral of substantive disagreement and reserved matters, and recording and reporting of responses.

It was agreed that the Clerk would bring a revised planning policy, scheme of delegation and advisory Working Party terms of reference to the next Council meeting, covering member and public input, email and Teams working, escalation, absence cover and reporting. Members supported a six-month trial once the detailed arrangements had been approved. Clarification would be sought from SHDC on routes and deadlines for seeking gateway consideration. No Working Party or committee was established and no additional delegated authority took effect at this meeting.

26.192.Highways matters

01.The Clerk reported Anglian Water’s notification of water-main replacement at North Drove, Pode Hole, commencing on 2 November 2026 and expected to finish in March 2027. The £1.2 million scheme would install approximately 4.3 kilometres of new pipes. Road closures and diversions were expected via The Delph, Iron Bar Drove and Horseshoe Road, with further information in December about additional works anticipated in January. Anglian Water advised that resident and emergency access would be maintained where safe and practical and advance notice given of temporary supply interruptions.

02.A member reported damage or subsidence around a drain at Dozens Bank, attributed to heavy vehicles passing through the temporary traffic arrangements. The defect had been reported through FixMyStreet and referred by highways’ officers to their operational team. Members discussed responsiveness to highway and fly-tipping reports. No separate expenditure or revised traffic strategy was approved.

26.193.Blue Gowt Lane Cemetery

01.The Clerk reported that Gunns & Roses Ltd had completed the tarmac footpaths. Final engineering details for the first two concrete memorial strips were being developed, with installation timing to follow agreement of the construction package. The approved cost remained £6,076.27 plus VAT; no further variation for the strips had been identified. The existing authority to settle technical details remained limited to the approved scope and cost.

02.Members considered a stainless-steel post and self-closing watering tap at an additional £687.10 plus VAT. It was agreed to retain the original standard brass tap on a wooden post within the existing works. The Clerk would confirm the instruction to the contractor.

26.194.Grounds maintenance contract from April 2027

The Clerk reported that the verge on Spalding Road opposite Hospital Road had been added to the draft specification. Members examined the map covering Market Way and Spalding Road after concern that part of the grassed area was not being cut. The map appeared to include the full L-shaped area. The Clerk would check the current contractor’s coverage and why the area had not been cut.

Members agreed that the Clerk should finalise the presentation of the specification and plans and progress the tender exercise for issue in November, seeking competition and checking the applicable publication arrangements. A response deadline in early to mid-January was discussed, allowing time for a contract to commence on 1 April 2027. Tender evaluation and approval arrangements would return for further consideration. No new contractor was appointed, and no specific new contract duration or evaluation weighting was determined during the discussion.

26.195.Proposed cycle pump track

No further feasibility work had yet been completed. Cllr Elizabeth Sneath described a pump track seen at Blakeney and offered photographs. Cllr Terry Moore referred to examples in Peterborough and Donington. Cllr John Smith suggested possible youth-club involvement in a design exercise. Members also stressed the need to establish a suitable site, indicative costs and funding prospects before raising expectations.

It was agreed to refer the proposal to the Open Spaces Committee to examine possible locations, design ideas, costs and funding and report back to the Parish Council. No commitment to construct a track or incur project expenditure was made.

26.196.Parks, play areas, churchyards and open spaces

01.Works in progress and delegated expenditure

The Rotten Row aerial cableway service, tensioning and commissioning had been completed at £721.12 excluding VAT, within the previously approved estimate. No additional replacement work was required.

Tree work at St Mary’s churchyard had been awarded to BM Arboriculture for £3,085 under the Clerk’s delegated authority, within the approved budget and following discussion with Cllr Terry Moore. The tap at Cherry Holt Lane Cemetery had been replaced for £142.95 excluding VAT. Forty cases of dog-waste dispenser bags had been purchased for £872.80 excluding VAT within the agreed budget.

02.Car park and orchard signs

The Administration Assistant outlined quotations for three signs: Rotten Row car park, the orchard side of the new cemetery and Six House Bank car park. Members considered supply and installation options, cost and vulnerability to vandalism. It was RESOLVED to approve option 3 in the circulated report: Sign Design for the signs, Sign Trade Supplies for steel posts and fixings, and J.A.C for installation, at £1,421.73 excluding VAT. The motion was proposed by Cllr James Avery and carried.

03.Litter-bin capacity and servicing

Concern was raised about the small bin at the top of Church Walk adjoining Church Street and a bin near the church, which were reported to be regularly overflowing. Members discussed capacity, servicing hours and possible household-waste misuse. The issue would be examined through future Open Spaces and budget discussions. No replacement-bin purchase or additional staffing expenditure was approved.

26.197.Remembrance Sunday arrangements

Members noted progress for 8 November. Lincolnshire County Council had approved the road closures and traffic management plan under TTRO 18977. The approved overall closure window was 10:00–12:30, with roads intended to reopen between the separate parade and Act of Remembrance closures. A possible discrepancy on an advance warning sign would be checked if a photograph showed a different time.

Resident-notification letters had been printed, and Cllr Terry Moore would deliver them. He was also coordinating the band, marshals and the search for an officiating representative, which remained outstanding. Radios and the wreath were available. The Chair would lay the Council’s wreath.

The event timetable required final coordination following discussion of a later parade start. Volunteers were asked to attend at 09:30. Cllrs Oliver Wood and Peter Ruysen confirmed availability, and other members offered assistance. The final operating timetable, resident information and closure arrangements would be kept consistent. No additional expenditure outside existing budgets was approved.

Cllr John Smith temporarily left the meeting at 20:48 and returned at 20:49.

26.198.Exclusion of press and public

It was RESOLVED, under section 1(2) of the Public Bodies (Admission to Meetings) Act 1960, to exclude the press and public during item 26.199 because publicity would be prejudicial to the public interest by reason of the confidential legal advice and commercially sensitive information to be considered. The meeting entered confidential session at approximately 20:54. The members of the public present at the start had already left at 19:49.

26.199.Parish Council land matters

01.The Glebe Field

The Council considered the update, draft Heads of Terms and legal advice concerning the proposed agreement with Pinchbeck Utd Ltd in confidential session.

It was RESOLVED unanimously, under Standing Order 26(a), to suspend Standing Order 7(a) and the seven-clear-days’ notice requirement in Standing Order 9(b), solely for item 26.199(i), to enable reconsideration of the lease or licence terms agreed on 12 October 2026. The suspension was confined to this item.

It was RESOLVED by a majority to approve a revised financial basis for the proposed agreement. The detailed terms and resolution are recorded in the confidential meeting notes.

It was RESOLVED to authorise Cllrs James Avery and John Smith, in consultation with the Council’s solicitors, to negotiate the remaining matters. The resulting agreement would return to the full Parish Council for acceptance or rejection before completion. The Clerk would communicate the decisions and facilitate further instructions. No authority was given to complete the agreement without that further approval.

Members supported seeking an agreed joint public statement once agreement had been reached. No statement wording was approved.

02.PlayZone

Cllr John Smith would meet project representatives on 28 October to seek progress on the project and funding. Further information would be obtained about experience of a similar project. No new expenditure or land commitment was approved.

03.Leaveslake Drove

No further progress was reported. The position was noted.

04.Starlode Drove

The Clerk would follow up the outstanding correspondence. No new terms or expenditure were approved.

05.Farm tenancies and garden allotments

The Council received an update on preparation of the farm tenancy agreements and associated land arrangements. It was RESOLVED unanimously to approve the outstanding arrangements on the basis recorded in the confidential meeting notes and to authorise the Clerk, in consultation with the Chair and land agent, to settle non-material drafting, plan and administrative amendments and complete the agreements within the approved terms. Any material variation would return to Council. No land disposal was approved.

Members requested that Hub & Library access arrangements be considered at a future Open Spaces Committee meeting. No equipment purchase or installation expenditure was approved.

The Chair closed the meeting at 21:34.