2026 Full Council Minutes

Present

Cllr Corbould

Cllr Clarke

Cllr Darby

Cllr Waddington

Cllr Fleetwood

Cllr McTernan

Cllr Bates

Cllr Lintin

Clerk/RFO to Parish Council- Hannah Woodruff

17 26/27

Fire Safety Announcement

Cllr Corbould gave a fire safety announcement.

18 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 Percival and Cllr Bridgewood

19 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.

20 26/27

Public Participation Item.

No Comments

21 26/27

Minutes of Previous Meetings

The Council were asked to approve the notes of the meeting held on 20th May as a correct record.

The Council RESOLVED the minutes, were a true and accurate record of the meeting. Proposed by Cllr Fleetwood, seconded by Cllr Clarke and approved by a vote. (7 in favour and 1 abstention)

22 26/27

Chair’s Report.

The Chair reported that it had been a particularly busy month for the Clerk. The main issue generating concern amongst parishioners during the past month had related to grass cutting. In addition, work had been undertaken in relation to the ongoing Employment Tribunal Claim, and completion of the internal audit.

The Chair confirmed that the July Full Council meeting would be held at Southrey Village Hall and September’s meeting at Stainfield, as part of the council’s intension to rotate between the villages.

The internal audit report had been received on 16th June 2026. As councillors would require time to consider the report, an additional meeting was arranged for 25th June 2026 at 7.30pm ahead of the statutory deadline.

The Chair also advised that the parish office would be closed the following day and open instead on Friday. There is a notice to that effect on the door of the office.

23 26/27

Clerk’s Report.

The Clerk reported that much of the work since the previous meeting had focused on grounds maintenance, insurance matters, mostly relating to the Employment Tribunal Claim and the internal audit process. As a result, progress on some compliance work had been delayed.

The following updates were received on actions arising from previous meetings:

• Minute ref 8 – Committee Meetings: Due to current reactive workloads and associated deadlines, arrangements for committee meetings have not yet been progressed. These will be scheduled following completion of the next key deadline on 30 June 2026.
• Minute 11(d) – Asset Register: Cllr Darby provided comments on the Asset Register. Cllr Fleetwood and the Clerk undertook a review of the assets within the office and a brief site inspection of storage containers to verify assets. The Asset Register was updated by Cllr Fleetwood. The document was submitted to the Council's insurers prior to renewal and further amended following insurer feedback and subsequent discussion. The final version reflects agreement with the insurer.
• Minute 12(d) – Insurance Renewal: Insurance renewal has been completed and cover is now in place until 31 March 2027. Insurance certificates have been received and are displayed in the Parish Council office.
• Minute 12(e) – AGAR / Audit: A request for an extension to the external audit deadline was submitted and granted, extending the deadline to 31 July 2026. The internal audit commenced on 10 June 2026, and the internal audit report was issued to the Chair on 16 June 2026.
• Minute 12 – Play Equipment: The play equipment has been ordered (21 May 2026) and delivery is awaited.
• Minute 14 – Ward Reports (Volunteers / Grounds Maintenance): Following enquiries regarding the use of volunteers for grass cutting and operation of Parish Council equipment, insurers have confirmed that authorised volunteers may use the ride-on mower and strimmer, provided appropriate risk assessments are in place and operators are assessed as competent, fit and well. Volunteers are covered under the Council's Employers' Liability and Public Liability insurance policies.
• A volunteer authorisation form will be introduced to record authorisation, competency, and fitness. A risk assessment has been completed. The ride-on mower has gone in for its service. A generic risk assessment produced by WorkNest has also been identified, raising further questions regarding site-specific risk assessment requirements and the safe use of the ride-on mower.
• Minute 15 – Co-options (Bardney): A notice for co-options to fill vacancies has not yet been displayed in the village hall notice board this will be actioned. 
• Minute 17 (Confidential) – Employment Tribunal Claim: The ET3 response form was completed and submitted by the required deadline of 10 June 2026.

The Clerk reported on the following correspondence updates:

• West Lindsey District Council: Correspondence had been received regarding forthcoming legislative changes relating to the publication of councillors' home addresses on the Register of Interests. Councillors will be able to opt in if they wish to continue having their home address published. Opt-in forms are available for completion and will be returned to West Lindsey District Council where required.
• WorkNest: WorkNest have confirmed a Health and Safety visit scheduled for 29 June 2026 at 11:00am. The Clerk will attend, and members of the Health and Safety Committee are invited to join. A generic WorkNest risk assessment has also been identified, which had not previously been circulated to the Council. It is anticipated that the visit will include review and updating of health and safety documentation and risk assessments.
• Burials: There will be two ashes internments into existing graves scheduled for 26 June 2026 within Part III of Bardney Cemetery. 
• Parish Online: The Clerk had been in touch with Parish Online and agreed to speak with them at the beginning of July to progress the changeover.
• Notification of a Road Closure: order on B1202 Wragby Road (between Queen Street and Lea Road) with restrictions from 23/07/2026 – 24/07/2026.
• Links with Police: Recent discussion had taken place with Councillors with regarding establishing links with the police to discuss issues within the village. The Clerk to make contact.

Cllr Fleetwood reported on items contained within the Clerk’s report, noting the insurance premium refund of £546 following renewal and update of the Asset Register. Cllr Fleetwood also referred to the scheduled ashes internments on Friday 26th June and it was noted that arrangements would be made for Cllr Corbould to attend, ensuring Parish Council representation.

Cllr Darby agreed to attend the Health and Safety visit scheduled on 29th June at 11.00am and asked for the Clerk to send out the generic risk assessment to him in advance.

Cllr Darby enquired about training opportunities for the Clerk. The clerk reported that training for new Clerks was expected to be available in August 2026, although a date had not yet been confirmed. It was noted further information would be obtained. In addition, it was reported that mentoring arrangements had been established with experienced clerks. The Clerk to Cherry Willingham Parish Council and the Clerk from Greetwell had also offered assistance.

The Vice Chair thanked the Clerk for her professionalism, commitment and additional work undertaken during a demanding period. The Chair noted positive comments made by the internal auditor regarding the internal audit.

The Chair reported that she had attended LALC Chairmanship training and found it informative. It was suggested that the Vice-Chair attend future training if available.

24 26/27

County and District Councillors’ Reports

Cllr Fleetwood reported that the bin collection service had been delayed the previous week due to vehicle punctures and difficulties caused by local road diversions. All outstanding collections had been completed the following day,

25 26/27

Village Grass Cutting and Maintenance

The Clerk reported on the current grass cutting arrangements and the work undertaken to establish an audit trail of previous Council decisions. It was noted that the contractor for the cemetery had originally been contracted only for the cemetery, with subsequent Council decisions extending work to additional areas.

The Clerk informed that the contractor for the cemetery’s public liability insurance and risk assessment had now been obtained and that communication arrangements had been agreed with the contractor.

It was noted that the cemetery contract is paid on a per-cut basis, whilst additional maintenance work is charged on a per-day basis. The Clerk will clarify the contractual arrangements with the contractor.

Due to increasing complaints regarding grass cutting around the village, the Clerk sought an alternative contractor who was able to respond at short notice. Following a site meeting and receipt of a quotation, work commenced to bring the village back to an acceptable standard of maintenance.

The Clerk advised that a decision would be required regarding the future grass cutting arrangements, including the allocation of work between the cemetery and other areas of the parish, to ensure ongoing maintenance allocations.

The Council identified the areas requiring regular maintenance, including:

• the Cemetery; including hedges.
• the Heart of the Village, the memorial, mound and pinfold including hedges and landscaped areas;
• The Churchyard including hedges;
• the Allotments;
• Lincolnshire County Council grass-cutting areas; including Bardney, Stainfield, Southrey and Apley.

It was noted that the contractor, Ian Moore Ltd, provides a broad range of maintenance services, including grass cutting, hedge cutting, tree maintenance, and general handyman work, with the ability to respond to the Parish Council's maintenance requirements.

Members noted that the contractor demonstrated the ability to complete a significant amount of work across the village in a single day using a team of operatives and multiple machines, highlighting the benefits of greater capacity for larger grounds maintenance works.

A query was raised regarding the approval of the contractor’s quotation for the emergency grass-cutting works. The Clerk reported that the Chair and Clerk had exercised their delegated authority under Financial Regulation 5.15 to approve expenditure of £1,650 from the Grounds Maintenance and Handyman budget for a one-off village tidy-up. The decision was taken in response to concerns regarding the standard of grounds maintenance and complaints received from residents. The expenditure was within an approved budget heading and enabled prompt remedial action to restore acceptable standards of maintenance. A quotation was obtained from a contractor able to undertake the work immediately, with the cost considered reasonable and representing value for money.

The Council agreed that the existing contractor should be given the opportunity to focus on their current cemetery contract on their return from annual leave.

It was noted that volunteers may only undertake work in areas covered by the Council's insurance and are not permitted to carry out work on highway verges. The Council considered the findings of the recent health and safety inspection of the Parish Council's ride-on mower. It was noted that rollover protection is not available for the existing model. The associated risk assessment will be reviewed to determine whether the mower can continue to be operated safely under appropriate procedures.

The Council discussed responsibility for parish waste bins and agreed that West Lindsey District Council should be contacted to confirm responsibility for each bin. A schedule and location plan of all parish bins will be prepared to assist with this process.

Members agreed to seek quotations from contractors willing to provide a grounds maintenance service for the remainder of the current season (approximately five grass cuts). The Clerk will obtain the quotations and report back to the Council at the next FCM in July for consideration.

Members requested that grounds maintenance expenditure be monitored regularly to ensure it remains within the approved budget. It was also noted that the annual contribution from Lincolnshire County Council for grass cutting is awaited.

In addition, the Council noted that a review of the longer-term provision of grounds maintenance should be undertaken. The review to audit existing council decisions, the use of contractors, the role of the handyman and volunteers, together with maintenance costs and budget provision, to develop a maintenance strategy before the current cemetery contract expires and the wider grounds maintenance included within it, in the absence of a handyman who used to contractually fulfil these areas.

The Clerk will look to develop a longer-term grounds maintenance strategy for consideration by the Council later in the year, including service requirements, procurement options and budget implications, to enable arrangements for the next grass cutting season to be put in place in advance.

Action: The Council RESOLVED to approve that the existing contractor will be given the opportunity to focus on the cemetery maintenance contract and should contractual requirements not be met, the Council would review the position and consider any appropriate action. The Council further agreed, for the Clerk will obtain three quotations for a short-term grounds maintenance contract Part 4 of the cemetery and the wider parish for consideration for at the next Full Council meeting. Proposed Cllr Clarke, seconded Cllr Waddington and all agreed by a unanimous vote.

26 26/27

Finance

1. Approval of Payments Made Since the Previous Meeting

• : The Council RESOLVED to approve the payments made since the last meeting. Proposed by Cllr Waddington, seconded by Cllr Linton and approved by a unanimous vote.

2. Approval of Payments (May-June 26/27 schedule).

Cllr Fleetwood noted that the invoice from Geoff Pacy £200 had been omitted from the payment schedule and to consider the two forthcoming ashes internments to be undertaken by the gravedigger and that the payment should be made within the June payment cycle.

• : The Council RESOLVED to approve the May – June 26/27 schedule, together with the payment of Geoff Pacy and the forthcoming invoice for two ashes internments upon receipt. Proposed by Cllr Clarke, seconded by Cllr Bates and approved by a unanimous vote.

3. Approval of bank reconciliations for May 2026. Cllr Fleetwood reported that the bank balances were as follows:

• : The Council RESOLVED to approve the bank reconciliations for May 2026. Proposed by Cllr Lintin, seconded by Cllr Waddington and approved by a unanimous vote.

4. Quote from contractor re grass-cutting and other outstanding maintenance. Members considered this agenda item within agenda item 26.
5.  Asset Register. The Council considered the updated Asset Register. Members were advised that the register had been updated to reflect current asset values and the location of assets known. Items that could not be located have been recorded as ‘location unknown’ and the register will continue to be updated as further information becomes available.  It was noted that the portacabin remains on the register pending its removal.
6. : The Council RESOLVED to approve the Asset Register. Proposed by Cllr Clarke, seconded by Cllr Lintin and approved by a vote. (7 in favour and 1 abstention).
6. Annual Governance and Accountability Return. The Council agreed to defer to the following meeting.

27   26/27

Planning Matters. The Council was made aware of the following applications:

1. The Cedars, 60 Wragby Road: WL/2026/00509 for front extension including replacement of roof, removal of conservatory and erect lounge extension and side garage extension. The Council considered the following planning application and had no comments to make.
2. Rase Warehousing and Distribution LTD: WL/2026/00537 to erect an additional storage and distribution warehouse, extensions to existing office accommodation and car parking, provision of ancillary service buildings, formation of hard standing and earth bunds, surface water drainage and attenuation infrastructure, access works, landscaping and security fencing. Action: The Council considered the following planning application and would like to raise concerns with WLDC Planning department around the extra traffic the potential application will bring.

• Standing Orders were suspended at 8.56pm for the duration of the discussion to allow the Council to consider Agenda items 28,29, 30 and 30. The suspension of Standing Orders was agreed unanimously.

28 26/27

Ward Reports. To receive reports from Councillor Members.

Cllr Waddington discussed concerns raised regarding incidents of anti-social and disorderly behaviour within the parish, including reports of threatening behaviour. It was noted that residents contacted the police, and Cllr Waddington expressed concerns regarding the response received.

 The Chair agreed that the matter should be raised to the police and that further communication should take place to discuss the on-going concerns and seek appropriate support.

Cllr Darby reported that the police had encouraged residents to continue reporting incidents of crime and anti-social behaviour, as reporting data was essential in evidence demand for additional policing resources.

No reports from Cllr Bates

No reports from Cllr McTernan.

Cllr Clarke advised members of her intensions to stain and repair the lychgate planters and at the village green and would review the existing plants within the planters before purchasing any additional ones and assistance from other Cllr Lintin would be provided as required. Cllr Darby informed the council he had maintained the rose beds that morning. Cllr Clarke suggested that Cllr Lintin and themselves would exchange numbers to enable communication and risk assessments be carried out by the Clerk with relation to the work being carried out.

Cllr Corbould reported a tree on the corner of Church Lane requiring trimming, as it is encroaching onto the highway. It was asked that this could be incorporated into the maintenance programme. The matter was raised following a report from a parishioner.

Cllr Fleetwood reported on the Council to consider the neighbouring Parishes of Southrey, Stainfield and Apely that also contain planters maintained by the Parish Council. It was suggested that, if the planters are to be maintained in Bardney, consideration should also be given to maintaining those other areas where possible. It was noted additional volunteers may be required.

Cllr Lintin reported that the leak on Abbey Road had finally been repaired. That he had reported it on 6th May 2026, and that the repairs had been completed the previous day to the meeting.

No report from Cllr Darby

29 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:

1. 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 Fleetwood and a unanimous vote.

This part of the meeting closed at 9.00pm

The meeting continued in the absence of the press and public at 9.00pm

30 26/27

Confidential Minutes

Employment Tribunal Claim. The Council received an update on the ongoing legal matter. Members were advised that the Council is awaiting a decision from its legal insurers regarding legal representation. The clerk noted the forthcoming court deadlines and the agreed that the matter requires further consideration once the insurers’ response has been received.

The Council agreed the matter would be considered further at the Extraordinary Meeting on 25th June 2026.

Meeting closed at 9.15pm.

31 26/27

Date of Next Meeting.

Thursday 25th June 2026 at 7.30pm.