Unapproved Minutes 08 October 2025
Minutes taken by the Parish Council, Mrs Deborah Money, at the Parish Council Meeting of Eastville, Midville and New Leake Parish Council, which was held on Wednesday 08th October 2025, in Eastville, Midville and New Leake Village Hall.
Present: Simon Thorold (Vice-Chair) Michele Baker, Ian Money, Bob Conway, and the Clerk. Derek Scott arrived at agenda item 4. New Co-opted councillors Holly Buckle, Tanya Atkin and James Sweetman.
Public forum for a maximum of 15 minutes when members of the public may ask questions or make short statements to the council.
Two members of the public were in attendance and expressed interest in joining Parish Council.
To receive reports from elected Members of Lincolnshire County Council, and East Lindsey District Council.
a) District Councillor Dickinson sent her apologise and a report before the meeting, which was circulated to all Parish Councillors, and will be published on the parish council website.
b) County Councillor Hume sent her apologies.
The meeting was opened at 1902
1. Chair’s welcome:
With Councillor Nunn not attending this meeting Cllr Thorold took the Chair.
Cllr Thorold welcomed everyone to the meeting.
2. Apologies for absence: To receive and accept apologies where valid reasons for absence have been given to the Clerk prior to the meeting. Cllr Nunn sent his apologies, on a proposal from Councillor Conway, seconded by Councillor Money, and with no objections, it was resolved to accept the reasons given.
3. Declarations of interest: (if any) To receive declarations of interest under the Localism Act 2011 – being any pecuniary interest in agenda items not previously recorded on Members’ Register of Interests.
Councillor Conway has updated his Members’ Register of Interests to reflect his partner’s recent appointment to the Village Hall committee. Additionally, Councillor Conway requested and was granted a dispensation.
No other declarations of interest were made.
4. To co-opt members and witness the signing or acceptance of office.
Cllr Baker asked whether all candidates for councillor positions met the eligibility requirements. During the voting process, two members of the public left the room. Once a vote had taken place and full agreement was reached, the selected candidates filled out the necessary paperwork and had their declarations of interest officially witnessed, by the proper officer.
At 7:10 PM, still during item 4 another member the public arrived at the meeting and showed interest in joining the Parish Council. This person was requested to step out while the council voted. Cllr Baker raised the question of whether a vote was needed, given that the person had previously been a member and resigned. Nevertheless, the vote went ahead, and the council agreed to add the member. The appropriate paperwork was completed, and Cllr Baker signed the declaration of interest.
We welcomed Cllr Holly Buckle, Cllr Tanya Atkin and Cllr James Sweetman.
5. Notes of the Parish Council meeting held on 08th October 2025.
To resolve as a correct record and to authorise the Chair to sign the official minutes.
On proposal from Councillor Money and seconded by Councillor Conway and with no objections, all resolved to accept the minutes as a correct.
6. Financial matters:
a) Treasurers bank £16,508.88 - 30 September 2025
Deposit bank £19,300.15 - 30 September 2025
b) Income:
Incorrect Pension Amount: £3.22
Precept: £8000
c) Transfer of Funds, it was agreed to transfer funds from the deposit to treasures account for the active speed camera once our funds are reduced.
Cllr Baker declared her interest for item 7a and 10b.
d) September Bank Reconciliation. Cllr Thorold checked and agreed as correct the September bank reconciliation.
7. Budget 2026-27 Copies of first draft budget were printed and taken to the meeting.
a) Grass Cutting for the Church, Playing Fields and The Village Hall.
Although Cllr Baker declared an interest prior to this item and indicated she would refrain from speaking, she did participate in the discussion. It was stated that the Parish Council receive complaints about grass cutting, which we must deal with, Cllr Baker explained that, since the Parish Council has been contributing for lawn maintenance for several years, this is why members of the public are directing complaints to Parish Council, she also confirmed these are open churchyards. The Chair requested that the Clerk write to all relevant organisations to confirm whether they will require grass cutting services during the next financial year. The Clerk advised that this had been done for the Church, and no reply had been received. It was then that Cllr Baker advised that correspondence should be directed to her in her capacity as Secretary of the Parochial Church
Council (PCC) and provided her email address for this purpose. The Clerk will contact the organisations and include a copy of the Council’s grant policy with the communication.
A breakdown of the estimated annual cost of the grass cutting is listed below. Councillor’s concerns are that if we do not pay for the upkeep the grass will not be cut. Approximate costs for 2025-2026 are shown below.
Village Hall £445 (20 cuts)
Playing Fields £655 (20 cuts)
St Judes £560 (16 cuts)
Eastville £1200 (8 cuts)
Midville £1200 (8 cuts)
b) Reserves
The current reserves were reviewed and confirmed.
c) Expected expenditure for next year
War Memorial
e) Asset Register
The asset register was updated and agreed.
8. Internal Council Matters
a) Defibrillator
Since the Clerk had not received any correspondence regarding the transfer of the defibrillator at the former Duke Of Wellington PH and given that this model was discontinued in 2018 and its accessories will be discontinued next year (and with replacement costs currently at £543 for the box and £331.20 for new adult and paediatric pads), the council decided not to assume responsibility for this defibrillator. The motion was proposed by Cllr Money and seconded by Cllr Conway and with no objections, it was resolved to not take over the upkeep of this defibrillator. The Clerk has tried to apply for a new free defibrillator for this site from the British Heart Foundation but was informed that their policy applies only to new locations.
It was agreed that the Clerk would contact the Village Hall committee to inquire about installing a defibrillator on their premises. If a response is received before the next meeting, the Clerk will begin the British Heart Foundation application form.
Cllr Sweetman reiterated the need to identify a more central alternative location for all residents in Midville.
b) School Visit
Cllr Money discussed trimming the tree that shades the new solar reactive speed sign with the Executive Head and Head Teacher at New Leake Primary School, they agreed for the caretaker to take care of it. However, by 6th October, the tree was still not trimmed. Cllr Money will check again on 10th October, and if it's still not done, an alternative location for the sign will be considered.
The school is also interested in assisting with planting in the Memorial Gardens when the time comes.
c) Bank Mandate
To avoid delays in future bank payments, Cllrs Money and Conway will be added to the bank mandate. Cllr Money specified he will not authorise the Clerk’s salary.
d) Wreath
Cllr Nunn was responsible for locating a wreath that had been purchased in a previous year. As he was absent from the meeting, the clerk will follow up with him directly. Cllr Conway asked who would be laying the wreath, he was advised it was laid by the Chair.
9. Planning: Town and Country Planning Act 1990. To consider and make observations on all planning applications received and to note planning approvals, refusals, enforcement complaints and appeal decisions advised by the district council. To include those received from the date of this notice and the day on the meeting.
No planning to discuss.
Memorial Gardens Project
a) Update on project
Cllr Money reported on the project's development, and Cllr Scott volunteered to create soldier silhouettes for the gardens. Cllr Baker instructed that the contractors cannot park on the memorial grass or the concrete area at the front.
b) Plaque for Midville remembrance.
Cllr Baker has provided missing names for inclusion on a new memorial plaque, as the church does not wish it to be moved from inside the building, the plaque will be placed at the rear fencing and will now commemorate soldiers from Eastville, Midville, and New Leake.
Cllr Money volunteered to source pricing options for either a brass or slate plaque.
c) Benches
Benches have now been finished and are ready to be returned to the Memorial Gardens, once the paving slabs have been laid.
d) Wreath
This was discussed in agenda item 8d).
10. Speed Sign
The reactive signs have been delivered, and Cllr Money is awaiting confirmation of an installation date from the highways department. He requested that the camera boxes be retained in accordance with our terms and conditions should returns become necessary, and Cllr Scott has agreed to store them.
11. Newsletter
Update regarding the newsletter template for Eastville, Midville, and New Leake: The plan is to prepare a newsletter for distribution before Christmas. Cllr Conway suggested including the Village Hall event calendar on the reverse side. Cllr Thorold will arrange approximately 600 photocopies. Initially, these copies will be delivered by hand. Cllr Conway and the Clerk will work together for the initial setup.
12. Clerk’s reports, outstanding matters and new matters
a) Martins Law – Lalc free webinaire.
21st October 1200-1315 there is a free webinar available the link for this webinar, has previously been sent to all Parish Councillors and will be forwarded to new Councillors. Cllr Money has expressed interest in attending this.
b) An email was received from an individual who has just set up a company in Stickney this will be kept on record for future contact.
13. Highways
a) Re: Corporation Culvert, Midville Road, New Leake, LINCOLNSHIRE
The anticipated start date for this scheme is the 16th February 2026 and is to last 4 weeks on site. Due to the location of the culvert and the nature of the works a road closure will be needed. The proposal is to close the area of carriageway that they will be working on and create a short diversion route. All Councillors were sent a more details via email
b) Repeater Signs
Having attended the police forum Cllr Conway advised that these signs are available at £20 per sign or free of charge from our County Councillor. The Clerk has emailed Cllr Hume and she has replied to say she will look into this.
c) Cllr Money advised about future road closures within Old Leake when Anglian Water lay their new pipework.
14. Information, reports and correspondence
a) Police Forum Feedback
Cllr Conway was present at the previous meeting, where various matters were discussed. The repeater signs have already been addressed in agenda item 14b.
b) Winter Salt Bag Request
The Clerk will check if we can get a free 1-ton bag for winter. If members of the public can also report any grit bins that are less than half full or damaged on Fix My Street.
16) Payments Schedule: All invoices listed have been examined, verified and certified by the Responsible Financial Officer. To verify payments made since the last meeting under delegated powers or previously approved.
a) Spusu £5.00 DD
b) Scribe £37.20 DD
c) HP Instant Ink £14.99 DD
d) Staff Costs £569.16
e) Taxing Times £27.60
f) Lucy Lawns £315.00
g) Cloud Nest £167.97 DD
h) SLCC £140.00
i) Timbersource Ltd £392.87
j) Simon Dennis £300.00
k) ElanCity Speed Radar £6215.98
These were proposed as correct by Cllr Thorold and seconded by Cllr Conway.
17) Matters for next agenda
Village Planters
Bench for school parents.
18) Next meeting: Wednesday 12 November 2025
Meeting Closed 2041