Notes - Parish Council Meeting - 7th May 2025
Chair: Jon Mold (JM)
Parish Councillors: Ian Taylor (IT), Graham Johnson (GJ) Diane De Halle (DDH)
Members of the public: 2
District Councillor: Daniel Simpson
County Councillor: Not present
1. To elect a Chairman for the forthcoming year and receive their Declaration of Acceptance of Office – RESOLVED Councillor Jon Mold to be re-appointed as Chair of the Parish Council for the forthcoming year. Declaration of acceptance form received for JM (Clerk to retain in file).
2. To elect a Vice Chairman for the forthcoming year and receive their Declaration of Acceptance of Office – RESOLVED there would be no Vice Chair appointed for the forthcoming year.
3. Chairman’s remarks – none.
4. Apologies for absence and reasons given – none received.
5. Declaration of interests and requests for dispensations - To receive declarations of interest in accordance with the Localism Act 2011 and to consider granting dispensation(s), as per written requests received by the proper officer, to councillors under section 22 of the Act – none declared.
6. To confirm and sign the minutes of the meeting held on 12th March 2025 - RESOLVED to accept the Minutes from the previous meeting as a correct record and signed by the Chair.
7. To receive reports from the Clerk and Councillors on matters outstanding – noted.
8. To receive reports from District and County Councillors
District Councillor Daniel Simpson gave a brief update on the recent May elections. There will be a community grant available from May and this will be doubled to £4k. Lincolnshire Police have been given additional support resulting in PCSO’s remaining with no redundancies. ELDC Grassroot and Lincolnshire Wolds grants are available – all noted. Parking under review in Louth. West Ashby have white gates and nice signage in and out of the village – JM will look into this and pick up with ELDC highways/planning departments. Bend on Butt Lane discussed – JM to pick up with ELDC highways on options available.
9. To receive an overview of the issues reported to highways by Councillors since the last meeting and agree any action – noted and discussed 1 on fix my street for junction of Butt Lane/Shop Lane.
10. To consider planning applications/correspondence received:
a – Tree Preservation Order: Asterby, 1972 (801), Tree(s): W1. Application Reference No: 0031/25/TPA (04.04.25) PROPOSAL: W1 – mixed hardwoods consisting mainly of beech, ash & sycamore – T1 & T2 on plan (Ash) to be removed, although since application, T1 has been withdrawn.
LOCATION: ASTERBY FARM, ASTERBY END, ASTERBY, LINCOLNSHIRE
• Pending / RESOLVED “No comments” to be submitted
11. To consider correspondence received since the last Parish Council meeting:
Ref |
From |
Correspondence |
Action |
|
A |
Lincs against needless destruction (LAND) |
Email 07.03.25 with details and poster on campaign on the pylons across Lincolnshire – requested text format for website (not received). |
Posters for notice boards |
B |
ELDC |
Email 18.03.25 – Event details on Lincolnshire Wolds Outdoor Festival: 17th May to 1st June. |
Added to website Added to Newsletter |
C |
ELDC Elections |
Email 14.03.25 Notice of election received for notice boards. |
Added to notice boards Link added to website |
|
D |
Linc Assoc of Local Councils |
Email 14.03.25 – survey request on pay, recruitment and retention working by 22.4.25. |
Date passed |
|
E |
Resident |
Email 19.03.25 – blocks on verge and damage to verge on T junction of Watery lane and Top Lane; pot hole near entrance to building site (since email – blocks removed / reported pot hold on fix my street and now repaired along with another). |
Discussed with no further action |
F |
PKF Littlejohn |
Email 25.03.25 – confirmation email with instructions on submitting annual audit for 24-25. |
See Finance |
Ref |
From |
Correspondence |
Action |
|
G |
Bonnier Books UK |
Email 24.03.25 – confirmation we can use a ‘letter to loved ones’ in the Newsletter as a tribute to VE Day. |
No further action |
H |
Call Connect services |
Email 28.03.25 – details on Easter bus services. |
Added to website |
|
I |
Lloyds Bank |
Email 29.03.25 – confirmation on receiving online business banking. Approval granted via email 31.03.25. |
For JM & Clerk See Finance |
J |
Lincolnshire Communication Foundation |
Email 01.04.25 – details on grants available – closing date 13.06.25. |
JM to look into this for Parish Council |
|
K |
YMCA Lincolnshire |
Email 04.04.25 – asking to provide details on local organisations / put up poster on notice board. |
No further action |
L |
ELDC Tree Planning |
Email 08.04.25 – Planning application against tree preservation 0031/25/TPA |
See Planning Item 10 (a) |
|
M |
Linc Assoc of Local Councils |
Email 07.04.25 – Request for information on storing hard copies of Parish and Town Council documents. Records need to be sent on line going forwards / need to review location of Asterby & Goulceby’s documents. |
Clerk to locate old files previously stored at Manby & look at ‘uploading’ |
N |
ZURICH insurance |
Email 16.04.25 – insurance renewal received. |
See Finance |
|
O |
ELDC Elections |
Email 17.04.25 – notices for notice boards on forthcoming elections 1st May. |
Added to notice boards Link added to website |
P |
ELDC |
Email 24.04.25 – receipt for payment of precept. |
See Finance |
|
Q |
Goulceby Church |
By hand 30.04.25 – Posters for the Garden Open Day being held on Sunday 1st June 2025. |
Notice Boards / Pub Circulate locally |
R |
The Parish of the Asterby Group |
Email 1.4.25 – newsletter for May/June 2025. |
Add to Website |
12. To review and agree the following policies for the Parish Council:
-
Standing Orders (annual) / Code of Conduct (annual) / Financial Regulations (annual)
-
Risk Register Log / Schedule (annual)
RESOLVED to approve 4 revised policies – Clerk to update files and website.
13. Financial matters:
a) To resolve to agree that Asterby and Goulceby Parish Council meets the AGAR exemption criteria and wishes to be an exempt authority, not subject to external audit limited assurance review for the year 2024/2025 (deadline Tuesday 1.7.25)
b) To consider and resolve to approve the Annual Internal Audit report / Notes to report
c) To consider and resolve to accept the Annual Governance Statement
d) To consider and resolve to accept the Annual Accounting Statements and Annual Bank Reconciliation
e) To consider and resolve to accept the Explanation of Variances – pro forma
f) To receive an updated list of Assets (Appendix 1)
g) To receive an updated bank reconciliation from RFO for 24/25 and 25/26 (Appendix 2) and corresponding bank statements
h) To consider and resolve to accept the Public Notice period to commence Tuesday 3rd June to Monday 14th July – Notice dated Friday 30th May – covering a period of 30 working days
RESOLVED to accept all documents a) to h); Clerk to submit AGAR exemption/contacts to PKF Littlejohn for 24- 25 by 30th June and to upload all relevant documents (including revised Asset register) to website; JM to add public notice to notice boards on 30th May.
i) To review insurance for 25/26: only 2 quotes received for £451 and £340.67 – due 1.6.25 – RESOLVED to
accept Zurich’s quotation for £340.67 (including revised asset list).
j) Update on Lloyds online banking – RESOLVED to commence online banking with JM and Clerk as current
users / IT and GJ to remain as cheque signatories (along with JM and Clerk) and test dual signatory system.
k) To consider and approve payments/income due including: Annual Insurance Renewal 16.04.25 – £340.67 Zurich; Lloyds bank service charges 22.4.25 - £4.25; Independent Auditor 01.05.25 - £40; Flowers & compost 7.5.25 - £60.50 (GJ expense); Receipts: VAT claim receipt 08.04.25 - £31.41 (24-25); Precept from ELDC 28.04.25 - £4,078.34. RESOLVED to accept all payments / receipts.
14. To agree items to be included in the next newsletter – RESOLVED JM to advise (include Parish Council grant information again).
15. To confirm the dates and agenda items for the next meeting – RESOLVED next meeting will be held on Thursday 4th September 2025 / venue to be confirmed.
16. To resolve to go into closed session for the next item – RESOLVED to enter closed session.
17. To review the hours for the Clerk – RESOLVED hours for Clerk will reduce from 3 hours to 2.5 hours with effect 1st April 2025. New quarterly rate will be £483.60 (previous £580.32). JM to prepare revised standing order.
18. To resolve to return to open session and close meeting – RESOLVED to re-enter session.
Meeting closed 8pm
Appendix 1 - not available in this format
Appendix 2 - not available in this format
Financial Matters - not available in this format