Minutes and Agendas 2025

HELPRINGHAM PARISH COUNCIL 

helpringhamparishcouncil@gmail.com 

helpringham.parish.lincolnshire.gov.uk 

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DRAFT MINUTES FOR MEETING HELD ON WEDNESDAY 9th April 2025 

PRESENT: 

Councillors: Geoff Hotchkin (Chairman), George Frizzell, Will Watts, Chris Taylor 

Clerk/RFO: Judy Pittock 

NOT PRESENT: 

Councillors: Julie Frizzell and Mark Robinson 

TEN MINUTES PUBLIC FORUM 

No members of the public were present. 

1/26 WELCOME REMARKS BY THE CHAIRMAN 

The Chairman welcomed the councillors to the meeting. 

2/26 APOLOGIES FOR ABSENCE 

Apologies were received from Cllr Julie Frizzell (work commitments) and Cllr Mark Robinson (family commitments) and it was resolved to accept these. 

3/26 DECLARATIONS OF PECUNIARY INTEREST & DISPENSATIONS 

No declarations of interest were received. 

4/26 SIGNING OF THE MINUTES 

Following the addition of item 11.3, it was resolved to accept the Minutes of the Parish Council Meeting held on Wednesday 12th March 2025 as true and correct record of the meeting. 

5/26 COUNCIL VACANCY 

The resignation of Robert Spencer as parish councillor had been received. The Clerk had informed NKDC Elections Team and the notice of the vacancy on the Parish Council had been received and displayed on the village noticeboard, the Parish Council website and on social media. The vacancy will be displayed until 17th April 2025. This item will be carried over to the May 2025 meeting. 

The Parish Council expressed their sadness that Rob had decided to step down and extended their thanks for the many years service he has given to the parish. 

Cllr Will Watts submitted his resignation at the meeting stating the next meeting would be his final one. The clerk will inform the NKDC Elections Team of the vacancy. 

6/26 REPORT FROM COUNTY and DISTRICT COUNCILLORS 

Neither County Councillor Andrew Key or District Councillor Russell Jackson were present, however Cllr Jackson had submitted a report which is attached. 

7/26 CLERK’S REPORT ON MATTERS OUTSTANDING 

7/26.1 E/800299 - Planning Enforcement Notice re Covered seating area at Public House, 2 The Green, Helpringham – it was resolved that the Parish Council supported this valuable village asset and the clerk would reply to the Planning Department accordingly. 

7/26.2 Noticeboard refurbishment update – the Parish Council had had a kind offer to complete the refurbishment of the village noticeboard free of charge. It was agreed that the clerk should obtain a price for replacement pinboard. 

7/26.3 The form for the North Kesteven Parish and Town Forum to be held on 10/4/25 had been completed before the meeting to meet the relevant deadline.

7/26.4 To discuss the clerk’s report on adoption of gov.uk email addresses for all councillors.- it was resolved to carry this item over to the next meeting. 

8/26 FINANCE 

8/26.1 It was resolved to accept the bank reconciliation from 1/4/24 to 31/3/25 (attached) and actual v budget figures (attached) to date – this completes the financial year 2024/25. 

8/26.2 It was resolved to accept the bank reconciliation from 1/4/25 to 9/4/25 (attached)  and actual v budget figures to date (attached)

8/26.3 It was resolved to approve payments presented at the meeting totalling £1,577.79 and payment of any invoices received after publication of agenda.

8/26.4 The following receipts since 12/3/25 were noted: 

10/3/25: £15.71 interest on savings account 

1/4/25: £19,500.00 – NKDC Precept 2025/26. 

8/26.5 The following Direct Debit payments that have been made since 12/3/25 were noted: 

8/26.6 Correspondence received from NKDC re annual DD of £53.00 for Garden Waste bin for Hale Road Cemetery was noted. 

9/26 The Council resolved to move into closed session to consider the following confidential matters, in accordance with the Public Bodies (Admission to Meetings) Act 1960. In accordance with regulations any public and press would be required to leave the meeting at this stage, however only Parish Council members were present: 

9/26.1 The Council discussed the allocated bank signatories. It was resolved to carry the matter over until new councillors were appointed. 

9/26.2 The Council discussed the Clerk’s current terms and conditions, and having taken into account confidential information of a personal nature, it was resolved to carry the matter over for further review. 

10/26 INSURANCE 

10/26.1 A detailed discussion regarding the insurance requirements for the renewal due in June 2025 was held including which assets need to be covered. Information sheets were completed to facilitate the clerk gaining quotes. It was resolved that Cllr Hotchkin would obtain a quote for a replacement value for the Hale Road Cemetery gates for insurance purposes and pass the information on to the clerk. The clerk will obtain quotes for the meeting to be held in May 2025. 

11/26 INTERNAL AUDIT and AGAR 

11/26.1 It was resolved that the clerk would contact the LALC representative to discuss the Councillor’s ongoing concerns about the audit process. 

11/26.2 It was noted that the annual AGAR forms have been received and the clerk will begin preparation for presentation and completion at the June 2025 meeting. 

12/26 STAFF MATTERS 

12/26.1 It was resolved that the Clerk should attend following training sessions and the Parish Council would fund the cost: 

16/4/25 How councils can recruit a more diverse pool of local councillors – online £35.00 incl VAT 

29/4/25 Introduction to VAT (VAT for unregistered councils V126) - online £35.00 incl VAT 

28/5/25 Internal controls – online £35.00 incl VAT 

Date to be confirmed: FOI essentials – online £25.00 plus VAT 

Date to be confirmed: Data Protection essentials – online £25.00 plus VAT 

12/26.2 It was noted that the payroll provider has re-enrolled HPC with the Pensions Regulator. 

13/26 PLANNING APPLICATIONS 

13/26.1 25/0193/TCA – Trees maintenance at various locations around the village. It was noted that this had been decided and no TPO had been served. 

13/26.2 25/0235/RESM – Reserve matters re erection of 2 dwellings pursuant to outline consent 24/1278/OUT 16 Shepherds Lane, Helpringham – no comments were raised. 

13/26.3 25/0236/VARCON – Application to vary condition 3 (materials) and condition 9 (approved plans) re planning permission 22/0448/FUL land to rear of 3 & 7 High Street, Helpringham – no comments were raised. 

13/26.4 24/1363/RESM - Notice of Decision – approved. This was noted. 

14/26 CEMETERY 

14/26.1 Cemetery Officer Cllr G. Frizzell reported that there had been no interments since the previous meeting. There will be an interment on 30/4/25 into plot J12, the ERB for this was purchased on 5/5/22. The invoice for this had been submitted by the clerk and payment has been received. The memorial for plot I37 is ongoing. 

Cllr Frizzell also reported that the Parish Council website is up-to-date. 

15/26 HIGHWAY MATTERS 

To discuss the following Highways matters plus any other issues that of concern: 

15/26.1 Pond release outlet – it was noted the LCC had cleared this on 13/3/25. 

15/26.2 Application for Traffic Regulation Order for parking restrictions around Highgate junction – correspondence had been received stating that an officer had attended the location and observed the traffic conditions. Unfortunately no issues had been seen at that time. It has been requested that the matter is kept open. The Councillors resolved that the clerk should request a site visit with Parish Councillors to discuss the issue further. It was also resolved that the clerk should contact Highways to request the installation of a mirror opposite the junction to aid visibility of oncoming traffic. 

15/26.3 Road through Burton Pedwardine to A17 – the parish councillors expressed their disappointment that LCC Highways had not yet scheduled major reparation work to this road despite having previously informed the Council that this would have been carried out by now. It was resolved that the clerk should request the Highways plan for the road and invite them to attend a Parish Council meeting to discuss it. 

16/26 VE DAY COMMEMORATION 

16/26.1 It was resolved that the commemorative lamp post plaques would be distributed around the village and the soldier silhouette would be placed on the village green. This would be done on 5/5/25. 

17/26 MATTERS AFFECTING THE VILLAGE/CORRESPONDENCE 

17/26.1 The following general correspondence that had been received was noted: 

14/3/25 – Notice of Election for Greater Lincolnshire Mayoral Elections and LCC County Elections to be held on 1/5/25 plus subsequent notices re persons nominated. 

14/3/25 Survey on behalf of the LALC Pay, recruitment and Retention Working Group – for completion by clerks and councillors. 

18/3/25 – Change of street numbering: The Post Office will now be known as Falkirk House, 22 High Street, Helpringham. 

19/3/25 Confirmation received from Helpringham PCC that they are happy with tree maintenance work to be carried out in High Street cemetery. 

18/26 The next meeting will be held on Thursday 15th May 2025 commencing at 7pm with the 

Annual Parish Meeting to be followed immediately by the Annual Parish Council Meeting. 

The meeting closed at 9.12pm.