2026 Full Council Minutes

Minutes of the Full Council Meeting of the Parish Council for Bardney, Southrey, Stainfield and Apley held on Wednesday, 16th September 2026 at 7pm in Stainfield Village Hall

Public Forum
There were two members of the public present. 

Meeting commenced at 7.00pm. 

Present    Cllr Corbould 
Cllr Darby
Cllr Waddington
Cllr Clarke    Cllr Lintin
Cllr Percival
Cllr Bates
Clerk/RFO to Parish Council- Hannah Woodruff
    
62 
26/27      Fire Safety Announcement
Cllr Corbould gave a fire safety announcement. 
    
63 
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 Fleetwood and Cllr Bridgwood.
    
64 
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. 
    
65 
26/27    Public Participation Item.
MOP. A member of public, whose property is immediately adjacent to the proposed Traffic Regulation Order, expressed concern about the potential impact of the restriction on them, as long-term residents. The resident stated that, over the last seven weeks, they had regularly observed the area but had seen little evidence of vehicles parking at the location in question.

The resident emphasised that safety was a priority but considered the proposed restriction should be supported by evidence, noting that they could find no evidence of incidents at the junction. They also highlighted, that following a complaint involving a local business, the business was actively managing staff parking; however, vehicles were now parking along Station Road, where the road narrows, potentially displacing the issue.

The resident advised that they had requested photographs and supporting evidence from LCC and Cllr Bridgwood but had not received the information requested. They highlighted that the proposed amendment would significantly impact them by removing the parking outside their property.

The resident requested that the proposal be considered objectively and proportionately, with supporting evidence made available and alternative solutions explored, such as an H bar that provides a visual reference. 
    
66 
26/27    Minutes of Previous Meeting.
The Council were asked to approve the minutes of the meeting held on 16th July as a correct record. ACTION: The Council resolved the minutes, were a true and accurate record of the meeting. Proposed by Cllr Percival, seconded by Cllr Darby and approved unanimously. 
    
67 
26/27    Chair’s Report.
 The Chair welcomed everybody back after a hot dry summer and thanked Stainfield for hosting the meeting, enabling the Parish Council to take it’s meeting to the wider Parish. 

The Chair highlighted the replacement door, which had been funded through a grant from the Parish Council. The new door had been very well received. 

The Chair referred to the Strategic Decision Paper, which had been circulated to Councillors ahead of the meeting, and expressed hope that members had had the opportunity to read it so that meaningful progress could be made. The Chair also highlighted that proposed Committee meeting dates would be circulated.

The Chair noted that the Parish Council was not currently operating at full capacity and highlighted the need to encourage further co-options to fill vacancies, particularly in Apley, Stainfield and Southrey. 

During the Summer, the Chair had been kept informed of planning applications, although nothing of particular significance had arisen. The Chair also reported on forthcoming major works to the Arms Houses. A skip would need to be placed on the Village Green during the works, but assurances had been given that the green would be reinstated to its original condition afterwards. 

The Chair thanked the Clerk for the work undertaken over the summer on governance and compliance matters, including the Risk Register and Health and Safety requirements and acknowledge her handwork in these areas. 

Finally, the Chair reported on the successful football tournament by Bardney Panthers, which had been very well organised and was considered a positive event for the village. The Chair welcomed the collaborative working with Bardney and recognised the benefits the event had brought to the local community. 
    
68 
26/27    Clerk’s Report.
a.    The Clerk reported that their first ashes interment had been completed from start to finish, included the Council attendance at the funeral on 8th September and on a recent allotment tenancy had which had ended and successfully re-let to another resident.

The Clerk informed the Council that the application to LCC Highways for the road closures for the Remembrance Day service on 8th November had been submitted to LCC Highways in early August. However, despite several attempts to make contact, no response had been received to date. 

Finally, the Clerk, reminded the Council that the formal appointment of the Parish Council’s representatives to the Village Hall Committee had not yet been confirmed by vote. Cllr Lintin confirmed that he was still happy to be the representative. Action: The Council resolved to approve Cllr Lintin as the Village Hall representative. Proposed by Cllr Clarke, seconded by Cllr Corbould and approved unanimously.

b.    The Clerk reported on the following correspondence updates:
Cemetery Maintenance Donation: The Clerk read out a letter from a previous resident donating a sum of £200 towards the upkeep of Bardney Cemetery.
Councillor Community Grants: The Clerk confirmed that Cllr Bridgwood sent the grant information for the  Councillor Community Grants and that a file would be developed and maintained in the office to collate information on available grants and funding opportunities for future reference. 
Portacabin: The Clerk confirmed they had been in touch with the school, with regards to the school re-locating the portacabin. The Clerk confirmed the school are still interested. 
c.    Updates on Actions from Previous Minutes:
Min Ref 8 (Committee Meetings): A potential schedule for the next committee meetings at the beginning of October has now been prepared.
Min Ref 14 (Volunteer Authorization Forms): Volunteer authorisation forms were completed, and a meeting was held with potential supervisor volunteers; however, following advice from the WorkNest health and safety advisor, this process had to be paused.
Min Ref 23 (Parish Online & IT): The transfer to Parish Online is scheduled for the 29th, which also involves email migration. Work towards this will continue over the next couple of weeks.
Min Ref 23 (Police Liaison): Links have been established with the local PCSO and Inspector, who will provide reports as required. Information regarding the Lincs Alert service (recommended for registration) has been included in the meeting packs.
Min Ref 38 (Interim Audit): An interim audit is scheduled to take place toward the end of October.
Min Ref 51 (Inspections & Grass Cutting): The defibrillator and lifebuoy were checked immediately following the July meeting (with further updates provided elsewhere on the agenda). The LCC grass-cutting maps were reviewed as requested, confirming that the area in question is included within the maps.
    
69 
26/27    County and District Councillors’ Reports
a.    No report had been received by Cllr Bridgwood. The Clerk apologised for not bringing Cllr Fleetwood’s report to the meeting but provided a brief update of the report regarding the status of the proposed merger of the Councils. It was noted that merger was currently paused, with no confirmation as to whether it would proceed, be amended or discontinue. Cllr Corbould advised the Council that the election remained scheduled for next May. 
b.    There were no actions for the Council to resolve.
     
70
26/27    Bardney Group Grounds Maintenance.
a.    The Council discussed the locations and maintenance arrangements for defibrillators within the Bardney Group Parish Council area. These included one at the Co-op, maintained by the Co-op; one in Stainfield, maintained by the village hall; one at Kingsthorpe, located on a private resident; two in Southrey, located at the pub and village hall and maintained by those premises; and one at Bardney surgery.

The Clerk updated the Council on the current status of the Bardney Lock defibrillator, which after it had been checked by WLDC’s Defibrillator Service, was taken off the circuit. WLDC also checked the Village Hall defibrillator, which had been off the circuit, and replaced it with a loan device. The Clerk informed the Council, that member of the Village Hall Committee had approached the Council regarding taking on the Village Hall defibrator. 

The Clerk informed the Council of the annual maintenance service provided by WLDC at a cost of £114 per year. This includes quarterly maintenance checks, post deployment servicing, replacement electrode pads and batteries, a loan service, cabinet lock and heater repairs. The Clerk also advised that there may be an opportunity to negotiate the replacement of both defibrillators, as well as the potential relocation of Bardney lock defibrillator to a more suitable location with access to a power supply. The estimated cost of this was £600 to the Council. However, confirmation had not yet been received from WLDC. The Council were positive about the proposals but agreed to defer a decision until confirmation had been received.  
b.    The Clerk provided the Council members with a quotation comparison sheet, with four quotations for the Tree Safety Survey based on price, methodology, scope, deliverables and qualifications. The Council discussed the quotations. 
c.    Action: The Council Agreed quotation 1, based on its comprehensive approach, covering tree safety and the associated maintenance, whilst also providing good value for money. Proposed Cllr Darby, seconded by Clarke and approved unanimously. 
    
71
26/27    Finance
There was no items a, b, c and d on the agenda due to a clerical error on the agenda. The finance paper was prepared and presented by Clerk. 

The Clerk briefed the Council on the bank receipts in July 2026.
Lincoln Co-op    Burial     525.00
Bardney Bowl    Grant    1000.00
    Total     1525.00

The Clark updated the Council on the outstanding sales invoices in July 2026.
Cremated Remains Plot    SO10895CEM11     525.00
Office Portacabin    SO10890    300.00
Ashes Interment    SO10894CEM13    525.00
Ex-Parishioner    Donation    200.00
    Total    2525.00

d.    Approval of Payments Made Since the Previous Meeting.
Wave    Water    8.40                 
Blue Blossom    Grass Cutting    1119.20
Southrey Village Hall    Room Hire    30.00
Salaries    Salaries inc overtime    1870.21
Unity Bank    Service charge    7.00                          
Bardney Village Hall     Office Rent    300.00
Harmony Business    Payroll    20.00
Blue Blossom    Grass Cutting    1119.00               
Ian Moore    Grass Cutting    1476.00
Wave    Water    93.67
Salaries    Salaries and Overtime    1750.55
Unity Bank    Service Charge    7.00
Harmony Business    payroll    20.00
SLCC    Clerk Training    168.00
Worknest    Insurance    90.09
L&D Pest Control    Pest Control    113.00
NEST    Pension    113.89
Worknest    H&S services    4305.90
    Total    12589.11
The Clerk informed the Council that the grass cutting invoice, totalling £1,476, was higher than the orginal quotation presented at the July Full Council meeting, and within the contract drawn up. The discrepancy arose from a misunderstanding of the quotation, as the Clerk had assumed that the additional £150 for the additional Churchyard cuts were included within the quoted total when it was not. The Clerk clarified that this misunderstanding would not have affected the Council’s decision to appoint the contractor, as the decision was based on the contractor’s ability to deliver the full scope of the required works. 
The Clerk highlighted the use of the delegated authority under Finance Regulations 5.15 to authorise pest control works on health and safety grounds following the discovery of a wasps’ nest in the Cemetery. The Clerk also noted an £80.00 omission of payment to the Pestinator for the removal of two wasps’ nests in the allotments under the same regulation 5.15. 
The Clerk informed the Council that ILKA training course had been paid for, in accordance with the Internal Audit Action Plan approved by the Council in July meeting (minute 54), with the subsequent agreement of the Chair and Vice-Chair. 
The Clerk also advised the Council that the annual commitment for the Worknest contracts runs until 2028, and a payment of £4305.90 was due by 15th September and so subsequently paid before the Full Council meeting.
e.    Approval of Payments (September 26/27 schedule). 
Ian Moore    H&S Containers     768.00
Ian Moore    Grass Cutting    1205.00
Cllr Fleetwood    Milage    74.48
Cllr Fleetwood    Equipment    71.00
Cllr Fleetwood    Software/Virtual Phone    131.22
Salaries inc 3.3% rise    To be confirmed    
HMRC    To be confirmed    
    Total    2251.00

The Clerk highlighted an error on the payment approval sheet, which incorrectly stated July. The error was noted for correction.
The Clerk highlighted that the Clerk and Chair had authorised payment in accordance with the delegated authority provisions within the Finance Regulations 5.15 due to the health and safety risk posed by the area outside the containers. Unknown liquid substances had accumulated in the area, which was accessible. the area outside the In addition, a letter from Lincolnshire County Council highlighting the trees on Church Lane as a health and safety risk. The Clerk, also wanted to make the Council aware that some sandbags had been discarded within the tidying up of the area due to damage. 
The Clerk also highlighted that Ian Moore’s, grass cutting invoice included the additional areas cut for the football tournament. The Clerk also confirmed that Cllr Fleetwood’s expenses had been amended from £133.22 to £131.22. 
f.    Approval of bank reconciliations for August 2026. The Clerk reported that the bank balances were as follows: 
Main Account            911.45
Savings Account    144,616.37
    
Unpresented payments    0.00
    145,527.82

Action: The Council Resolved to approve the financial items in d, e and f. Proposed by Cllr Darby, seconded by Cllr Percival and approved by a unanimous vote.

g.    A budget paper was presented to the Council, the Clerk noting that the earmarked reserves were not fully presented within the budget documentation and that further work was required to clarify and incorporate the allocation of earmarked reserves 
h.    The Clerk updated the Council on the draft budget timeline, as outlined in the Council’s Financial Regulations, and the advised that WLDC anticipated draft budget deadline to be at the end of November. In order to fulfil the requirements of the Financial Regulations, each Committee would have to agree their budget requirements by the end of October to inform the preparation of the draft budget. The Clerk proposed a series of meeting dates for the Council to consider and agree. The Council agreed the proposed dates, as detailed below. 
Personal and Review and Health and Safety Committee on Monday 28th October at 6.30pm.
Allotment and Cemetery Committee on Thursday 8th October at 1pm.
Finance and Policy Committee – To be agreed at a later date.
        
72
26/27    Governance and Risk Management
a.    The Clerk presented the Risk Register, highlighting areas marked red that required the Council’s attention. The Clerk explained that some areas had changed to green, as the required areas had been consistently achieved over recent months, whereas these had not been in place when the Clerk came into post in May. Some areas marked amber reflected actions that the Council was now undertaking but had not yet demonstrated consistently over a sustained period. The Council discussed areas of concern, including communication with parishioners, particularly through social media, Facebook and the Bardney Noticeboard. Action: The Council approved to adopt the Risk Register. Proposed by Cllr Darby, seconded by Cllr Clarke and agreed unanimously.
b.    Councillor Darby provided an update on the Health and Safety Audit and Action plan highlighting that it is still a work in progress, with 59 audit observations being reviewed and allocated to relevant areas. It was explained that the original audit prioritised actions by timescale, which did not adequately reflect the severity of the risk, particularly those relating to potential risks to life. Cllr Darby explained that he is working through the audit, with several straightforward actions already addressed and a number of mitigations implemented, including the risk assessments and volunteer forms. The review remained ongoing, with further consideration required to determine appropriate mitigation measures and then the post mitigation following their implementation. Discussions with the Clerk would also be required to assess workload and establish realistic timescales for implementing the outstanding actions. 
c.    The Council considered the draft Complaints Policy. Cllr Darby highlighted the absence of the appeals process within the policy. On this basis, the Council decided to defer the approval and adoption of the policy until the next Full Council meeting. 
    
73 26/27    Traffic Regulation Order.
The Council considered the proposed Amendment Order relating to parking restrictions near the junction on Station Road. The Council started to debate and consider the TRO. During the discussion, it was agreed that proceedings should be temporarily suspended to enable further public involvement and clarification of the matters under consideration. Action: The Council agreed to suspend the meeting at 8.36pm Proposed by Cllr Darby, seconded by Cllr Clarke and agreed unanimously.  The Clerk updated the Council that the formal consultation regarding the TRO had been circulated to the Council for consideration on 24th June. The consultation had been inadvertently overlooked by the Clerk during the preparations for the AGAR. The Clerk subsequently updated the Council of Cllr Bridgwood’s response in relation to the TRO. Cllr Bridgwood noted concerns that parking  in that area was in contravention of Highway Code Rule 243. This contravenes  Highway Code Rule 243 (GOV.UK), you must not park opposite or within 10 metres (32 feet) of a junction, unless it’s an authorised parking space.

The Council acknowledged the guidance provided by Highway Code Rule 243, which advises drivers not to park opposite or within 10 metres of a junction. However, the Council felt that any proposed restriction should be supported by appropriate evidence demonstrating the need for intervention. The Council noted that, based on the information currently available, it was unaware of any accidents at the junction. Concern was expressed that introducing a No Waiting at Any Time restriction could displace parking elsewhere in the village, particularly towards the narrower sections of Station Road, where additional parked vehicles could create further highway safety concerns. The Council were informed about a local business had been parking in the area and, following a recent complaint regarding staff parking, had sought alternative arrangements. Members expressed concern that these arrangements could lead to increased parking pressures further along Station Road and noted that the duration of these changes was unclear. The Council also understood that the business had parking available to the rear of its premises and had previously used alternative arrangements, including parking at the village hall, which should be considered as potential solutions. The Council also questioned how the proposed Amendment Order would be enforced. As an alternative to a No Waiting at Any Time restriction, the Council agreed that an H-line marking could be considered, as this could provide the necessary visibility at the junction while minimising the potential displacement of parking elsewhere in the village. Action: Following the public’s involvement and clarification provided, the Council agreed to reconvene the meeting at 8.50pm. Proposed by Cllr Corbould, seconded by Cllr Darby and agreed unanimously.

The Council continued to debate the proposed Amendment Order emphasising the need for further evidence to justify the proposed restriction and concerns that the restriction could simply displace parking elsewhere and expressed support for the local resident’s objection to the proposed order. 

Action: Following the debate, the Council agreed they had a clear direction and objected to the Amendment Order on the grounds discussed above. Proposed by Cllr Darby, seconded by Cllr Clarke and agreed unanimously. 
    
74 26/27    Planning Matters. The Council was made aware of the following application:
Application Number: WL/2026/00740 Valid Date: 14/08/2026 Proposal: Planning application for a single storey side extension to form a garage. Location: TOP FARM, SHORT FERRY ROAD, STAINFIELD, MARKET RASEN LN8 5JL.

The Council considered the following planning application and had no comments to make.
      
75 26/27    Ward Reports. To receive reports from Councillor Members.
Cllr Waddington discussed the provision of signage for road closures by LCC and suggested a consistent approach to the placement of road closure signs should be adopted across Lincolnshire, as this did not seem to be happening within the Bardney area, as the lack of consistent signage had caused a great deal of inconvience. The Chair suggested that the matter be raised as a complaint with LCC. Cllr Bates explained advance signage arrangements may differ in the cases of emergency road closures, citing the emergency closure of the bridge on 28th September as an example.

Cllr Waddington also raised concerns regarding the inappropriate use of electric wheelchairs and suggested that the matter should be brought to the attention of the PCSO. 

Cllr Lintin raised concerns regarding the scaffolding positioned on the corner of Queens Street, noting the absence of warning signs. The Council considered the situation to present safety risk and agreed a complaint should be made to the contractor. 
76
26/27    Items for Future Agendas. The Council were asked to consider any matters for future agendas.
Action: The Council resolved to suspend the Standing Orders to continue the meeting. Proposed Cllr Clarke, seconded Cllr Lintin and approved by a unanimous vote.
    
77 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.
b.    Staff Overtime Hours.

Action: The Council resolved that any future agenda item for inclusion on the agenda must be submitted to the Clerk in writing due and 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 Darby, seconded by Cllr Waddington and a unanimous vote.

This part of the meeting closed at 9.00 pm
The meeting continued in the absence of the press and public at 9.00pm
    
78 
26/27    Confidential Minutes
a.    The Council received an update from the Clerk relating to the ongoing legal matter. 
b.    The Members discussed where suitable training could be sourced to help ensure that’s lessons were learnt from the process and that there is knowledge and understanding within the Council to navigate employment-related issues effectively. Potential sources include Good at the Councillors Guide, LALC, potential webinars and ACAS. 
c.    There was no decisions or actions for the Council to agree.
    
79  
26/27    Staff Overtime Hours. 
The Clerk updated the Council that they had found the overtime agreement. Action: The Council agreed to adopt the agreement into the Clerks current contract of employment. Proposed by Cllr Darby, seconded by Cllr Clarke and agreed unanimously. 
    
80
26/27    Strategic Decision Document.
a.    The Council reviewed and considered the Draft Strategic Document.
b.    Due to time constraints the Council were not able to consider and approve part 3 of the Strategic Decision Document. 
Meeting Closed at 9.50pm
81
26/27    Date of Next Meeting.
Wednesday 21st October 2026 at 7.00pm.