2025 - Parish Council Meeting Documents

Present: The Chair G Mahoney, Cllr C Wood, Cllr J Denton, Cllr A McNulty, Cllr R Yates, County Councillor R Litchfield, District Councillor Rob Leadenham and Mrs J Bratton (Clerk/Responsible Financial Officer). 

 

1 To elect the Chairman of the Council and receive the Chairman’s Declaration of Acceptance of Office – Cllr G Mahoney was nominated by Cllr C Wood for the position of Chairman of the Parish Council.  This was seconded by Cllr J Denton and unanimously agreed.  The Chairman signed the Declaration of Acceptance of Office.

 

2 To receive apologies for absence and reasons given – Cllr Chris Warby and District Councillor Pam Bosworth.

 

3 To receive declarations of interest on any item on the Agenda under The Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012 of the Localism Act 2011 – none.  

3.1 Disclosable Pecuniary Interest Forms - Cllrs Mahoney, Wood and Denton’s DPI forms were all up to date.  The Clerk is waiting to hear from Cllr Warby.

 

4 Appointment of Vice-Chair – Cllr Chris Warby was nominated as the Vice Chair by Cllr C Wood which was seconded by Cllr J Denton and the appointment was unanimously agreed.   

 

5 To receive written applications, consider and approve co-option of new member/s to the Parish Council

5.1 The Chair informed the meeting that Alec McNulty’s written application had been considered by the Parish Councillors and that he had fulfilled the criteria to become a Parish Councillor.  He filled in the Declaration of Acceptance of Office and was duly co-opted to the Parish Council. Clerk Action: to send a copy of the Disclosable Pecuniary Interest Form for completion and return to the Clerk.

5.2 Rachel Yates had sent her written application which had been considered by the Parish Councillors. The Chair confirmed that she was eligible to join the Parish Council.  Rachel Yates completed the Declaration of Acceptance of Office form and was duly co-opted to the Parish Council. Clerk Action: to send a copy of the Disclosable Pecuniary Interest Form for completion and return to the Clerk.

 

6 Notes of the last meeting held on 13 March 2025

The notes of the meeting held on the 13 March 2025 were approved as being a true record and were signed by the Chairman. 

 

7 Correspondence

7.1 To and from KOMPAN regarding the updated quotation for the repair of the seesaw and matting for the pedestrian access gate to the play area of £1963.63. Copy emails were received regarding installation on the 6 June and a time to be confirmed.  Clerk Action: to pass on the information via the Village Email.

7.2 To Elizabeth Houlden requesting a poster of the dates of the Mobile Library Service.  This had been received and was placed on the notice board and in the phone kiosk.

7.3 Notice of Election of County Councillors and a Combined County authority Mayor for the Greater Lincolnshire Combined County Authority.

7.4 To and from the owner of Sedgebrook Manor regarding putting down woodchips on the entranceway to the Recreation Field.  The owner would prefer to leave the pathway as it is. 

7.5 From Rowan regarding the Information Request regarding the ditches /dykes on Village Street/Allington Road.  See Highways 9.2.

7.6 LCC sent details of temporary restriction on Allington Road from 30 April 2025 to 1 May 2025 – road closure for Railway bridge maintenance.

7.7 Confirmation from The Circuit (the National Defibrillator Network) that the details had been updated with the replacement parts of our defibrillator being installed.

7.8 A Remittance Advice from SKDC for the Community Cleaner Grant of £463.32.

7.9 Allington News issue for April May.  Deadline for next issue was the 16 May 2025 and a report had been submitted.

7.10 From District Councillor Rob Leadenham regarding VE Day Celebrations with an offer of a lamp of peace, plaque and VE Day flag from the SKDC Belvoir Ward funding.  The offer was taken up.  The District Councillor was thanked.

7.11 From the Clerk at Allington PC with an invitation for residents/councillors to attend a development meeting with the Haworth Group relating to the planned development for Gonerby Lane on the 23 April at 7.15 in Allington Village Hall.

7.12 A reminder from HSBC that they are reducing their interest rates from 1.68% gross to 1.56 gross wef 29 April 2025.

7.13 A parishioner had reported the problems caused by an unplanned road closure on Village Street on the 8 April 2025.  This was passed to County Councillor Mark Whittington and subsequently Rowan Smith (the Local Highways Manager – West, LCC).

7.14 SKDC sent the Notice of Poll for the Election of a County Councillor for Grantham Barrowby Electoral Division to be held on 1 May 2025 together with the Statement of Persons Nominated for the Election of Mayor to the Greater Lincolnshire combined County Authority also to be held on the 1 May 2025.

7.15 SKDC sent details of funding available for tree planting.

7.16 A parishioner was unable to attend the meeting on the 23 April 2025 at Allington Village Hall re the Harworth Development, Gonerby Lane, Allington and had sent concerns to be passed on. See – Planning item 9.

7.17 District Councillor Rob Leadenham sent an update from South Lincs Citizens Advice and details of Community Speed Watch training session.

7.18 The Upper Witham Drainage Board send their Land Drainage Rate Demand of £10.74 in respect of year ending 31 March 2026.

7.19 SKDC had sent a Monthly Update report for the Electoral Register.

7.20 Invitation from SKDC regarding Local Government Reorganisation Briefings – Tuesday 17 June and Monday 23 June – 7 pm to 8.30 pm at St Peters Hill Grantham.  The District Council encouraged attendance as there will be changes.

7.21 Allington Parish Council had sent an invitation to join a Steering Group with all affected Parish Councils relating to the proposed Haworth development. The councillors would make a decision by email regarding a date.  

 

8 Public Forum – None.

           

9 Highways  

9.1 Meeting on the 24 March with Lincs CC Mark Whittington, Route Manager of National Highways Phil shaw, to discuss Safety issues on the A52 and works going forward for the junctions from the A1 onto the A52. The Chair had attended the meeting.  There will be a three-way traffic light system with more lanes on the A52 at the A1/A52 south junction at Barrowby; the junction is the 34th worst junction on the National Highway’s list.  The Woolsthorpe by Belvoir crossroads is the 100th worst junction.  The red line system and new surfaces installed on the Aslockton, Bottesford and Bingham junctions has certainly calmed everything down.  There would have to be housing development, or some major fatalities, before anything can happen regarding the Sedgebrook junction.  District Councillor Action: to arrange an Archer Survey for Allington and Sedgebrook.

 

9.2 LCC – Freedom of Information regarding ditches/dykes on Village Street/Allington Road – following Rowan Smith’s email and Richard Fenwick’s report to the Annual Parish Meeting, none of the ditches on Village Street are documented anywhere stating they are under the ownership of, or dedicated to LCC and they have not acquired them for any road schemes with their maintainable area.  It was noted the verges are wider and they taper down to the White House Nursery.  It is possible that, in the 1960s/70s, the Department of Transport could have bought the extra land to do some junction improvements.  The two ditches do not feed into anywhere.  They may have been used for highway purposes and filled in for development.  The landowner under Riparian Ownership are responsible for cleaning out the ditches.  Following recent S19 investigations by the Lead Local Flood Authority the drainage system should have been identified.  The Parish Council requested a copy of the drainage system, but this has not been received.  Anglian Water do have the maps but they have to be paid for and they are in sections.  The DC recommended looking at the “digdat” utilities system online which gives details of underground assets.  He informed the meeting that a new development, leading to water moving, had caused flooding in the centre of Grantham.  The water has to go somewhere.  Clerk Action: to locate the S19 investigation correspondence and forward to the County Councillor requesting him to take it up with the Lead Local Flood Authority on our behalf.

 

10 Planning –  

10.1 Harworth Development, Gonerby Lane, Allington – meeting held at Allington village Hall on 23 April 2025.  The Chair attended.  The Clerk had received an invitation for the Parish Council to join forces with Great Gonerby, Allington to form a Steering Committee.  Concern was raised about the additional traffic going through the village – Allington Road is already a relief road when there are any accidents.  The Chair will send photographs of the bridge flooding and Village Street to the District Councillor.

 

11 Recreation Field

11.1 Updated quotation from KOMPAN for the repair to the seesaw and matting to be installed at the pedestrian gate access to the play area.  See Correspondence, Item 7.1. 

11.2 The Chair had attended a Play Inspection Course at Washingborough and reported there were no problems at the Recreation Field.  There had been a lady in the children’s Play Area with her dog and she took exception to one of the villagers who took her to task.  

 

12 Footpaths – an overgrown hedge was reported to the Chair on Abbey Lane.  The house in question had been sold so it was agreed to see what the new householder decides what to do with the hedge.

 

13  The Green – the birds back and they are around The Green.  The tree is looking really good – it hasn’t been watered either.  Cllr Denton will be filling the planters within two weeks.

13.1 The phone kiosk – it was noted it could do with a coat of paint; the Clerk has details of the correct paint colour.  Cllrs McNulty and Yates will look into painting it in the summer.  Councillor Denton will ask her husband the steps he took when it was painted previously. Cllr Wood had noticed that Allington’s phone kiosk has a defibrillator fitted inside and still had their “telephone” signs around the top of the kiosk.  Clerk Action: to look through previous correspondence regarding our offer of selling our defibrillator signs.

 

14 Annual Appointment of a Safe-guarding Officer (Child and Vulnerable Adult Welfare and   Safeguarding Policy and Procedures) – Chairman Gill Mahoney was appointed as the Safe-guarding Officer for YE 2026.

 

15 To review the following:

15.1 Financial Regulations – for review and adoption – following a review, it was unanimously agreed to adopt the Financial Regulations. Clerk Action: to upload the document to the website.

15.2 Risk Assessment 2025 (for review and adoption) – further to a review, it was unanimously agreed to adopt the Risk Assessment 2025.  Clerk Action: to upload the document to the website.

15.3 Standing Orders 2025 (for adoption) – it was unanimously agreed to change item “t” under Rules of Debate in Meetings which is on page 7 of the Standing Orders “excluding motions moved under standing order item 1 (r) the contributions or speeches by a councillor shall relate only to the motion under discussion and shall not exceed “10” minutes without the consent of the chair” from 10 minutes to 5 minutes.  Following the amendment to 5 minutes, it was unanimously agreed to adopt the Standing Orders.  Clerk Action: to make the changes and to upload the document to the website.

15.4 Updated Asset Register 2024-2025 – for agreement – no additions – this was unanimously approved and the Clerk to upload to the website.

15.5 Child Protection Policy – following a review there were no changes to the policy.  This was unanimously approved and would be noted on the website.

15.6 Equality and Diversity Policy - following a review there were no changes to the policy.  This was unanimously approved and would be noted on the website.

15.7 General Privacy Notice – following a discussion about “Transfer of Data Abroad” it was unanimously agreed that as we are no longer in the European Union, this to be changed to “International Data Transfers” and the paragraph updated.  Clerk Action: to alter the notice and upload to the website.

15.8 Media Policy – following a review “Twitter” was replaced by “X” (formerly Twitter)“ - there were no further changes to the policy.  This was unanimously approved and was updated on the website.

15.9 Records Retention Policy - following a review there were no changes to the policy.  This was unanimously approved and would be noted on the website.

 

16  Finance (The Clerk) – 

16.1.1 Details of income and outgoings since the last meeting held 15 March 2025 – verification of Bank      Statement and Bank Reconciliation as at the 5 May 2025.  Cllr Denton verified the cash book and bank account documentation.

16.1.2 Vat Return – the Clerk had calculated the Vat to be reclaimed of £484.90.  This to be completed following the Internal Audit.

16.1.3 Internal Audit – Extraordinary Meeting to be arranged for the completion of the Annual Governance and Accountability Return (AGAR) for the year 31 March 2024/25 – LALC had not allocated an Internal Auditor until a week ago.  The Internal Auditor will be able to complete the audit by the 26 June.  Clerk Action: to book the Social Club as soon as the audit has been completed.

16.2 Review of Financial Commitments

16.2.1 The Clerk will be standing down as of the 30 September 2025 and will hand in her formal notice in due course.  This will mean that the Parish Council will have to consider possibly purchasing software, a laptop, new printer, employing a payroll administrator, employing LALC to update the website depending on her replacement.  Clerk Action: to look out her Job Description.

16.2.2 The amount to transfer to the deposit account towards replacement play equipment – it was unanimously resolved to transfer £3000 to the deposit account.  Clerk Action: to arrange the transfer.

The net cost of the repair to the seesaw will be transferred from the deposit account at the appropriate time.

16.2.3 To set aside money in the deposit account for general reserve – it was resolved to transfer the brought forward figure from the 1 April 2025 of £733.33.  Clerk Action: to arrange and to highlight this amount in the accounts.

16.3 Play Inspection Company – to confirm the inspection of the play equipment for next year only.

16.4 Parish Council Insurance Renewal – insurance policy with Clear Councils expires 31 May 2025 – the Long-Term Undertaking expires 1 June 2026 – it was agreed to renew the policy.  Clerk Action: to arrange payment.

16.5 Payments List for authorisation

INVOICE/ PAYSLIP REF	NAME	PAYMENT FOR	BREAKDOWN OF AMOUNT/DETAILS	£
16.8.1	SLCC	Membership Fees	For 2025/26	110
16.8.2	Community Cleaner	Pay for April	Basic pay £109.20	108.60
16.8.3	Clerk	Pay for April	Basic pay £445.20 + £27 for light/heat/internet	383.20
16.8.4	P E Hempstead & sons	Grass cutting	For March 2025	282.48
16.8.5	G Statham	Amazon	Purchase of St George’s Flag	16.96
16.8.6	Community Cleaner	Pay for May	Basic pay £109.20	108.60

16.8.7	Clerk	Pay for May	Basic pay £445.20 + £27 light/heat/internet	383.20
16.8.8	Clear Councils	Insurance	Local Councils Insurance Renewal	630.12
16.8.9	Upper Witham Internal Drainage Board	Land Drainage Rates	For the Recreation Field	10.74
16.8.10	P E Hempstead & Sons	Grass cutting	For April 2025	282.48
16.8.11	Clerk	Pay for June	Basic pay £445.20 + £27 light/heat/internet	383.20
16.8.12	Community Cleaner	Pay for June	Basic pay £109.20	108.40
16.8.13	HMRC	PAYE	¼ ending 30 June 2025	281.69
16.8.14	Cartridge Save	Stationery	Ink cartridge and 2 reams of A4 paper	50.72

 

All the payments were unanimously approved, and the payments list signed by all the Parish Councillors.

16.6 Review of Bank Mandates – Currently Cllr J Denton and the Clerk authorise and arrange online payments with Vice Chair C Warby and Cllr C Wood being on the mandate.  Cllr C Wood will be leaving the Parish Council following July’s meeting and the Clerk in September so they will need to be taken off the mandate.  Clerk Action: to put on the agenda of September’s meeting.

 

16 Items for the next meeting?  

16.1 Roles of Parish Councillors

16.2 Richard Fenwick/his replacement to attend July’s meeting – County Councillor Richard Litchfield will speak with Richard Fenwick and will update us.

 

17 Extra-Ordinary Meeting – date to be arranged.

  

Date of the next meeting:  10 July 2025