Minutes and Agendas 2025

HELPRINGHAM PARISH COUNCIL 

helpringhamparishcouncil@gmail.com 

helpringham.parish.lincolnshire.gov.uk/ 

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DRAFT MINUTES FOR THE ANNUAL PARISH COUNCIL MEETING 

HELD ON THURSDAY 15th MAY 2025 

PRESENT: 

Councillors: Geoff Hotchin, Julie Frizzell, George Frizzell, Mark Robinson, Will Watts 

Clerk/RFO: Judy Pittock 

NOT PRESENT: 

Councillor Chris Taylor 

19/26 ELECTION OF CHAIR for 2025/26 

The Clerk took the Chair for this item. Cllr Julie Frizzell proposed, Cllr Mark Robinson seconded and it was unanimously resolved to elect Cllr Geoff Hotchkin as Chair. Cllr Hotchkin accepted the position and signed the Declaration of Acceptance of Office. 

20/26 ELECTION OF VICE CHAIR for 2025/26 

Cllr Geoff Hotchkin proposed, Cllr Mark Robinson seconded and it was unanimously resolved to elect Cllr Julie Frizzell as Vice-Chair. Cllr Frizzell accepted the position and signed the Declaration of Acceptance of Office. 

21/26 PUBLIC FORUM 

It was unanimously resolved to suspend the meeting to allow a period for public participation of up to 10 minutes. However no members of the public were present so the meeting resumed. 

22/26 APOLOGIES FOR ABSENCE 

No apologies for absence had been received by the clerk. 

23/26 CO-OPTION OF COUNCILLOR 

It was resolved that the Clerk would post a notice on the noticeboard and the Parish Council website inviting anyone interested in joining the Parish Council to get in touch before 6th June 2025. 

24/26 DECLARATION OF PECUNIARY INTEREST & DISPENSATIONS IN ACCORDANCE WITH THE LOCALISM ACT 2011 

Updating of the Declaration of Pecuniary Interest and Dispensation forms were not required and there were no declaration of interests for the meeting. 

25/26 COMPLETION OF GDPR COMPLIANCE CHECKLIST BY ALL COUNCILLORS AND CLERK 

The forms were completed and given to the clerk. 

26/26 SIGNING OF THE MINUTES 

It was resolved to accept the Clerk’s notes of the last Parish Council Meeting held on Wednesday 9th April 2025 as true and correct minutes of the meeting. 

27/26 APPOINTMENT OF OFFICERS and REPRESENTATIVES 

27/26.1 It was resolved to appoint Cllr George Frizzell as the Cemetery Officer. 

27/26.2 It was resolved to appoint Cllr George Frizzell as the Conservation Area Officer.

27/26.3 It was resolved to appoint Cllr George Frizzell as the website and social media officer 

27/26.4 It was resolved to appoint the Clerk as the representative for local community group.s. 

28/26 TO RECEIVE REPORTS FROM COUNTY and DISTRICT COUNCILLORS 

The report from District Councillor Russell Jackson is attached. 

29/26 COUNCIL POLICIES and GUIDES 

29/26.1 It was resolved to carry over the review of the Standing Orders to the next meeting. It was resolved to adopt the Financial Regulations and other existing policies. 

29/26.2 It was resolved to carry over the adoption of the following new policies to the next meeting: 

• Grievance 
• Sickness 
• Disciplinary 
• Pensions & Retirement 
• Health & Safety 
• Co-Option 

29/26.3 All councillors signed the sheet confirming receipt of the following Councillor Guides: 

• Good Councillor Guide 2024 
• Good Councillor Guide to Finance 2025 
• Good Councillor Guide to Employment 2023 
• Good Councillor Guide to Cyber Security 2021 

30/26 PLANNING APPLICATIONS 

• 25/0235/RESM 16 Shepherds Lane, Helpringham – the Notice of Decision that planning had been approved was noted. 
• 25/0239/VARCON Rear of 3 & 7 High Street, Helpringham – theNotice of Decision that planning had been approved was noted. 
• 24/0440/VARCON (22/0358/FUL) The Maltings, Station Road, Helpringham – variation to condition 7.- no comments were made.

31/26 FINANCE 

31/26.1 It was resolved to accept the RFO’s financial report and bank reconciliation from 1/4/25 to 15/5/25 and actual v budget figures to date (attached). 

31/26.2 It was resolved to approve the payments presented at the meeting totalling £1,536.26: 

31/26.3 The following receipts since 9/4/25 were noted: 

31/26.4 It was resolved to accept the following Direct Debit payments for 2025/26 

The following Direct Debit payments that have been made since 9/4/25 were noted: 

Cllr Julie Frizzell informed the Parish Council that she had received a refund from RBLI for the VE Memorial items that had not been received, and that she will forward the refund to the Parish Council bank account. Along with the refund the RBLI had also sent a flag and some lamppost signs which can be used for remembrance Sunday as an apology for the mix up with the order. 

31/26.5 Following discussion about the existing bank mandate, it was unanimously resolved that the clerk should continue with changing the bank used by the Parish Council from Lloyds to Unity Bank and that online banking and payments be set up. The mandate would continue to require two signatories for any payments.. 

31/26.6 It was resolved that the CIL receipts for the 2024/25 would be used to purchase a new litter bin for the playing field and two benches to replace the two by the school which require renewing. The clerk was authorised to proceed with placing these orders. 

31/26.7 It was resolved to join the LALC training scheme for 2025/26. 

31/26.8 It was resolved to purchase a replacement pinboard for the village noticeboard from Greenbarnes Ltd at a cost of £192.52 plus VAT. 

32/26 It was resolvd to move into closed session to consider confidential matters in accordance with the Public Bodies (Admission to Meetings) Act 1960. In accordance with regulations any public and press are required to leave the meeting at this stage. 

32/26.1 Three quotes had been received for the insurance renewal for 2025/26 and it was resolved to accept a three year contract with Ansvar Insurance. This new policy will commence on 1/6/25 

32/26.2 It was resolved to pay the clerk for the extra hours required to support the addition work required by the annual audit. 

33/26 CEMETERY 

Cllr George Frizzell reported that there had been one interment to plot J12 since the last meeting and that the Memorial headstone for plot I37 is still ongoing and with the stonemason. 

The Memorial headstone from plot J34 has been removed for an additional memorial inscription and will be refixed by the stone mason on completion of the works. 

A request had also been received for an additional family interment into plot S18, and it was resolved that the relevant Deed and invoice would be issued for this interment to take place. 

34/26 HIGHWAY MATTERS 

• Burton Pedwardine – Scredington Road and White Cross Lane - road closure for repairs 14/5/25-27/5/25 and 21/5/25-4/6/25 – this was noted 
• Burton Pedwardine road to A17 – it was resolved that a letter should be sent to the Mayor to highlight the ongoing issue with the state of this road. 
• It was noted that the 30mph sign near Ambler House had become obscured by the hedge. This had been reported on FixMyStreet and an enforcement notice had been issued to cut back the hedge. 
• Clerk to contact Highways about putting up a concave mirror opposite the Highgate junction to improve visability for vehicles exiting the junction. 
• It was agreed that the clerk should arrange an onsite meeting with the Road Traffic Regulations Officer to discuss the Highgate junction. 

35/26 MATTERS AFFECTING THE VILLAGE/CORRESPONDENCE 

• NKDC – street numbering, land at 16 Shepherds Lane, Helpringham – this was noted. 
• It was agreed that Cllr Will Watts should remain as the Parish Council liaison for the proposed reservoir. 

36/26 Date and time of the next meeting Tuesday 10th June 2025 commencing at 6pm. 

The meeting closed at 8.50pm.