2026 Annual Parish Meeting

Minutes of the Annual Meeting of the Parish Council for Bardney, Southrey, Stainfield and Apley held on Wednesday, 20th May 2026 at 7pm in Bardney Village Hall

Public Forum
There one member of the public present. Cllr T Bridgwood was present.

Meeting commenced at 7.00pm

Present    Cllr Corbould (Chairman after minute ref: 02-2026/27)
Cllr Clarke
Cllr Darby
Cllr Waddington
Cllr Percival
Cllr Fleetwood    Cllr McTernan
Cllr Bates
Clerk/RFO to Parish Council- Hannah Woodruff
    
1 26/27    Fire Safety Announcement
Cllr Corbould gave a fire safety announcement. 
    
2 26/27    Election of Chair. To elect the Chair of the Council for the forthcoming year 2026 - 2027
To receive the Chair’s Declaration of Acceptance of Office.

The Council RESOLVED to elect Cllr Mary Corbould as Chairman. Proposed by Cllr Fleetwood, seconded by Cllr Clarke and was unanimously agreed.

Declaration of acceptance of office signed by Cllr Mary Corbould and co-signed by the Clerk.
    
3 26/27    Election of Vice-Chair. To elect the Vice-Chair of the Council for the forthcoming year 2026 – 2027

The Council RESOLVED to elect Cllr Kirstie Clarke as Vice-Chair. Proposed by Cllr Percival, seconded by Cllr Fleetwood and was unanimously agreed.
    
4  26/27    Apologies for Absence. To receive and accept apologies where valid reasons for absence have been given to the Clerk prior to the meeting.
Apologies were received by Cllr Linton, and Cllr Hares’ absence was noted.
    
5 26/27    Declarations of Interest. To receive declarations of interest under the Localism Act 2011 – being any pecuniary interest in agenda items not previously recorded on Member’s Register of Interests. 
None received. 
    
6 26/27    Public Participation Item.
No Comments
    
7  26/27    Minutes of Previous Meetings
The Council were asked to approve the notes of the meeting held on 15th April as a correct record. It was noted by Cllr Mary Corbould that Minute 26-78 had been incorrectly numbered and should read 26 – 75. 

The Council RESOLVED the minutes, subject to the amendment, were a true and accurate record of the meeting. Proposed by Cllr Frank Bates, seconded by Cllr Barry Percival and agreed by a unanimous vote.
    
8 26/27    Committee Membership for the Coming Year. The Council were asked to consider committee membership for 2026-2027.
a.    To consider Councillors to act as Members of the Allotment Committee. Action: The Council agreed to approve Cllrs Bates, Fleetwood, Linton and Clarke to act as Members of the Allotment and Cemetery Committee.
b.    To consider Councillors to act as Members of the Personnel and Review and Health and Safety Committee. Action: The Council agreed to approve Cllrs Percival, Clarke, Bates Waddington and Corbould to act as Members of the Personal and Review and Health and Safety Committee. 
c.    To consider Councillors to act as Members of a Finance and Policy and Procedures Committee. Action: the Council agreed to approve Cllrs Darby, Fleetwood and Percival to act as Members of the Finance and Health and Safety Committee. Cllr Waddington agreed to act as a Member of the Finance and Policy and Procedure Committee and was proposed by Cllr Fleetwood, seconded by Cllr Clarke. 

Action: The Chair sought the agreement of the Council to approve the membership of the standing committees and future meeting dates, with dates to be arranged by the Clerk and the terms of reference to be reviewed by each committee. The Council AGREED
    
 9 26/27    To Consider Council Representatives to Local Outside Bodies.
a.    Bardney Village Hall. Action: The Council to approach Cllr Linton to continue to act as a Council representatives on Bardney Village Hall Committee. 
b.    Kitchens General Charity. Cllr Corbould confirmed that the Council the Kitchens Charity no longer required Council representatives on the committee.
c.    Peter Handcock Trust. Action: The Chairman sought the agreement of the Council to approve Cllr Fleetwood and Ruth Lane to act as Council Representatives on the Peter Handcock Trust. The Council AGREED.

Action: The Chairman sought the agreement of the Council to confirm the continuation of those representatives to committees who were elected in 2023 and who are currently midway through their term of office. The Council AGREED.
    
10 26/27    Council Meeting Dates 26/27. To agree the dates of Parish Council Committee meetings for 2026-2027.
a.    Full Council Meeting Dates. The Chairman proposed that Full Council Meetings would be held on the third Wednesday of each month, with the exception of August and December, unless the need arises, with meetings to commence at 7.00pm. Dates to be confirmed: 

Wednesday 17th June 2026
Wednesday 15th July 2026
Wednesday16th September 2026
Wednesday 21st October 2026
Wednesday 18th November 2026 
Wednesday 20th January 2027
Wednesday 17th February 2027
Wednesday 17th March 2027
Wednesday 21st April 2027
Wednesday 19th May 2027

b.    Other Committee Meetings. As AGREED in agenda item 08- 2026/27

ACTION: The Chairman sought the agreement of the Council to agree the dates of the Full Council Committee meetings for 2026 – 2027, with the understanding that the May Annual Meeting of the Council would remain a watching brief, as it falls within a District Council election year. The Council AGREED.
     
11 26/27    To consider the adoption of the following;
a.    Standing Orders (Updated by NALC 2025, England). The Clerk updated the Council on the main changes to the NALC 2025 Standing Orders and practical implications to the Council and the alteration made to Section 19b. Cllr Darby noted the absence of a specified time under Section 1(t) of the Standing Orders.

Action: The Council RESOLVED to approve the amended Standing Orders updated by NALC 2025, England with the additional change to para 19 (b) from Full Council Meeting to the P&R Committee and with the inclusion of 5 minutes within section 1(t). Proposed by Cllr Fleetwood. Seconded by Cllr Clarke and approved by a unanimous vote.

b.    Financial Regulations (updated by NALC 2025, England).  The Clerk updated the Council on the main changes introduced by NALC 2025 Financial Regulations and the practical implications to the Council. Cllr Darby queried section 4.5 and proposed a change from November to October to reflect the Council timescales. Cllr Darby also queried section 4.11 and the need to include ‘relevant committees’ where committees do not currently have delegation powers within their Terms of Reference. The chair temporarily suspended the meeting to allow Cllr Bridgwood to address the Council in Cllr Bridgwood clarified the rationale behind leaving the relevant committees within section 4.11. The chairman reinstated the meeting. Cllr Darby deferred 4.11 and stated that the delegation of the P&R should be looked into. Cllr Darby queried 5.6 the £30,000 thresholds relating to due diligence with the gap between the two thresholds set out in Sections 5.8 (£3,000) and 5.6 (£30,000).  Cllr Darby proposed section 5.6 to be reduced to £20,000. The proposal was seconded by Cllr Waddington. Action: The Council RESOLVED to approve to the Financial Regulations, incorporating the amendment to section 4.5 and retaining section 5.6 without amendment. Proposed by Cllr Fleetwood, seconded by Cllr McTernan and approved by a vote (6 in favour, 1 against, 1 abstention). 

Action: The Council RESOLVED to adopt the Financial Regulations updated by NALC 2025. Proposed by Cllr Clarke, seconded by Cllr Bates and approved by a unanimous vote.

c.    Code of Conduct (WLDC Code of Conduct adopted by Bardney Group Parish Council in November 2021) The Clerk informed the Council that it is good practice to review the Code of Conduct annually and whenever new councillors are elected or appointed, or when former councillors rejoin the Council.

Action: The Council RESOLVED to adopt the Code of Conduct. Proposed by Cllr Clarke, seconded by Cllr Percival and approved by a unanimous vote.

d.    Asset Register. Cllr Fleetwood updated the Council that the current Insurance policy was due for renewal and that the last review of the Asset Register had taken place in 2023.  He advised that items had been updated, including the removal of a mower, and that the necessarily depreciations had been accounted for. The Clerk also highlighted that the Asset Register had been identified as an outstanding item on the external audit of 2024/2025. Cllr Darby raised concerns regarding the accuracy of, and discrepancies within, the Asset Register and considered it to be a false declaration in its current form. Cllr Clarke proposed that Cllr Darby forwards the amendments he had highlighted to the Clerk. Cllr Darby agreed to do so. Cllr Fleetwood explained the Asset Register was an evolving document. 

Action: The Council RESOLVED to adopt the register as it stands, with a view to carrying out a full audit in the near future. Proposed by Cllr Clarke, seconded by Cllr Bates and approved by a vote. (6 in favour, 1 against and 1 abstention).
    
12 26/27    Finance
a.    To consider and approve payments since the last meeting.
Blue Blossom – Grass Cutting    £                       1,818.70
Admin     £                       13.60

b.    To consider and approve payments on the April-May 26/27 schedule.
Blue Blossom     £                                  1,538.00
Blue Blossom    £                                  1,119.00
St Lawerence Church Clock    £                                      174.00
Salaries    £                                          TBC
Ansvar – Insurance Premium    £                                  2,246.00

c.    To consider the bank reconciliations for April 2026. Cllr Fleetwood reported that the bank balances were as follows: 
Main Account           £                                            1,791.00
Savings Account    £                                        161,354.47
    
Unpresented payments    £                                                      0.00
    £                                        163,145.47

Action: The Council RESOLVED to approve the payments made since the last meeting, the payments on the April – May 26/27 schedule and the bank reconciliations for May 2026. Proposed by Cllr Corbould, seconded by Cllr Percival and approved by a unanimous vote.

d.    Insurance Renewal. The Clerk informed the Council that the Council’s insurance policy is due for a renewal to ensure continuous cover. The renewal premium was £2,246.00; however, a revised quotation is due as the original offer had expired after 30 days. The Clerk outlined the Council’s procurement considerations under the Financial Regulations require that value for money is demonstrated, which would normally include obtaining alternative quotations where appropriate. However, in this instance: there is insufficient time to obtain alternative quotations before the renewal date, and delaying renewal would risk a lapse in insurance cover and the need to ensure continuous cover is essential for the protection of the council assets and liabilities. It was recommended that council: renew the existing insurance policy with the same insurer at a cost of approximately £2,300, note that the alternative quotations have not been obtained due to insufficient time available before renewal, that the decision is made in the interests of maintaining continuous insurance cover and represents value for money in the circumstances and that comparative quotes will be obtained next year.

Action: The Council RESOLVED to agree to renewal of the insurance cover with the existing insurers. Proposed by Cllr Darby, seconded by Cllr Fleetwood and agreed a unanimous vote.

e.    AGAR. The clerk informed the Council that following a conversation with LALC regarding the timing of the Internal audit, it had been advised to contact the Council’s external auditors, PKF Littlejohn LLP, to discuss the possibility to delay to the external audit submission. The Clerk called the external auditors on 19th May 2026 and was informed that, should the Council wish to request an extension, the request must be submitted in writing. The auditors advised that they could grant a revised submission deadline of 31st July 2026. The clerk advised the Council of the considerations outlined by the auditors and recommended that the Council: request an extension to the external audit deadline to 31st July, that they would liaise with LALC regarding the internal audit and seek a confirmation date and to review the Councils current position in relation to the AGAR to determine whether it be possible to complete and submit the document by the deadline of the 30th June 2026.

Action: The Council RESOLVED to request the delay of the external audit to 31st July 2026. Proposed by Cllr Darby, Seconded Cllr Fleetwood and the Council agreed.

f.    To Confirm the Banking Arrangements and the Bank Signatories. Cllr Corbould outlined to the Council that currently Cllr Fleetwood is currently the administrator of the Council’s bank account and that this role would be transferred to herself and, in time, to the Clerk. It was confirmed the bank signatories are Cllr Percival and Cllr Corbould. An application has also been submitted for Cllr Clarke; however, due to delays at the bank, this has not yet been processed. Cllr Fleetwood suggested the possibility of appointing additional signatories so that, should somebody be away or unavailable to authorise a transaction than there would be a wider pool of authorised persons available. 

Action: The Council RESOLVED to confirm the banking arrangements as they currently stand. Proposed by Cllr Fleetwood, seconded by Cllr Waddington and agreed with a unanimous vote.

Play Equipment. Cllr Fleetwood updated the Council of the recent quote received for the Play Equipment. He highlighting that the Council have previously agreed a budget of £17,000 plus VAT towards the play equipment, although there was some uncertainty if it needed to be a separate agenda item.  The quotation received was priced for £16, 595.11. It was noted within the quotation, due to market volatility, the price had increased by 3% within the previous few days, from £16,111.00 to £16, 595.11.  Cllr Fleetwood advised that consultations had taken place with the school and Village Hall and the quotation was within the budget previously agreed by the Council. The Chairman confirmed that the budget allocation for the play equipment had already been approved by the Council.

Action: The Council RESOLVED the motion to accept the quote and to place the order on 21st May 2026. Proposed Cllr Corbould, seconded Cllr Percival and a unanimous vote. 
    
13 26/27    Planning Matters. The Council was made aware of the following applications:
a.    Jordan Dorset Ryvita: WL/2026/00419 to erect plant equipment including 3 ammonia containers, a ramp, providing operational access for deliveries, 2 storage containers, CIP Water Storage.
b.    9 Abbey Road: WL/2026/00403 for proposed demolition of existing outbuilding and construction of a new outbuilding. 
c.    Late application came in on 14.5.2026. 47 Todd Way: WL/2026/00439 for proposed extension to dwelling. Cllr McTernan declared an interest within the application.

The Council considered the follow planning applications and had no comments to make.  Councillors noted difficulties in assessing information via the planning portal. Cllr Fleetwood suggested emailing Russell.clarkson@west-lindsey.gov.uk who may assist the councillors regarding the portal.
    
14 26/27    Ward Reports. To receive reports from Councillor Members.
Cllr Waddington raised on-going concerns regarding the traffic, parking on pavements and speeding on Silver Street. He advised he had recently encountered an issue involving a motorbike being ridden along the river walkway and had reported the matter to the police. The police advised that they were unable to take action due to difficulties accessing the area because of the chicane. The Chairman stated situation should be continued to be monitored.  

Cllr McTernan asked what had happened to the bus shelter on the playing fields. Cllr Fleetwood highlighted that this matter was for the Village Hall Committee.

Cllr Clarke reminded the councillors of the grass-cutting situation she had raised at the Annual Meeting of the Electors. 

Cllr Fleetwood sought clarification from the Parish Council regarding the use of to operate the Parish mower. He noted that the mower is insured and suggested that volunteers could be utilised to undertake the grass cutting, particularly the orchard and allotment areas, as the Council’s grass cutting contractor would be unavailable for two weeks in June. He noted that grass-cutting was becoming an issue in the village and that there were several volunteers, including one individual who was particularly competent in operating the mower. The Clerk confirmed that confirmation would need to be sought from the Council’s insurer and that a suitable risk assessment must be completed. The Clerk advised that the Council would need to be aware of the dates on which the work was undertaken.

Cllr Percival raised concerns regarding overgrown hedges within the village that were obstructing footpaths and highways. It was agreed that the relevant Parishioners would be approached in the first instance with a request address the issue. Cllr Percival agreed to provide the clerk with the relevant details, and the Clerk would issue the notices.

Cllr Corbould updated the Council regarding the Silverpoon Kits. There are five kits available, of which two have already been allocated. It was agreed that: Cllr Clarke would give one to Frosted Senior Rescue for its Open Day Tea Party. Cllr Bates would bake one kit for the Dog Show to be offered as a raffle prize and one kit would be donated to the Veterans’ Breakfast.

Cllr Fleetwood raised the on-going grass-cutting issue and the need to discuss the matters relating to the handyman. The Chairman advised that a closed session would be required in order for the Council to consider the matter.  
    
15 26/27    Co-options to fill vacancies on the Bardney Group Parish Council.
There had been no applications to consider.  Notices would be placed on the Village Hall noticeboard.
    
16 26/27    Date of next meeting.
Wednesday 17th June 2026.
    
17 26/27    To resolve to move into a closed session in accordance with the public bodies (admission meeting) act 1960 due to the confidential nature of the business to be discussed in relation to the following matters:
a.    The Employment Tribunal Claim.

Action: The Council RESOLVE to go into a closed session in accordance with the Public Bodies (admissions to Meetings) Act 1960, as amended by section 100 of the Local Government Act 1972. Proposed by Cllr Corbould, seconded by Cllr Darby and a unanimous vote.

This part of the meeting closed at 8.35pm
The meeting continued in the absence of the press and public at 8.35pm

Confidential Minutes
a.    Employment Tribunal Claim – Discussions around the claim and deadlines outlined within the claim. 

Action: The Council RESOLVED to contact the insurance company on the 21st May 2026, before the bank holiday and start the process to seek legal services. Proposed Cllr Clarke, seconded Cllr Darby and a unanimous vote.

Meeting closed at 9.00pm.