Minutes 2026

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 11 March 2026, in Eastville, Midville and New Leake Village Hall.

Present:  Councillors Glyn Nunn (Chair), Simon Thorold (Vice-Chair), Ian Money, Bob Conway, Holly Buckle, Tanya Atkin, James Sweetman, Derek Scott and the Clerk.

Meeting Opened 19:00

1. Public Forum for a maximum of 15 minutes when members of the public may ask questions or make short statements to the council.  Items not on the agenda will not be debated, but if appropriate, will become an agenda item at the next appropriate meeting.  Members of the public are expected to be polite, civil and respectful always during the meeting.

One member of the public attended but didn’t wish to speak.

To receive reports from representatives on outside bodies.

1. District Councillor Dickinson sent her apologies and advised that the East Lindsey District Grant ended 28 February.
2. County Councillor Hume also sent her apologies

2. Apologies for absence: To receive and accept apologies where valid reasons for absence have been given to the Clerk prior to the meeting

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 Nunn declared his interest for the Village Hall item 15 and if requested will leave the room.

4. Notes of the Parish Council meeting held on 11 February 2026.

To resolve as a correct record and to authorise the Chairman to sign the official minutes

5. Financial matters: To resolve as correct and authorise.

1. To receive the cash book and bank reconciliation February 2026.   Councillor Thorold proposed and Councillor Conway seconded, with no objections.
2. Change of Bank Mandate, this has again been requested at the bank and we are waiting for them to update.

6. Internal Council Matters

3. Defibrillator for Eastville, Midville and New Leake Village Hall/Playing Field.

Although there were several difficulties with installing the new defibrillator provided by the British Heart Foundation, it is now fully operational at the Village Hall. The Clerk and Councillors requested that details about the defibrillator be published in the Old Leake News magazine.

4. Village Gates Update

Councillors Money and Sweetman met with highways officials and have been sent paperwork to complete for the next stage. They proposed moving the 30 mph speed limit nearer to the Boston Road railway crossing and will keep working together on this project.

5. Midville Bus Shelter

The Clerk notified council of a grant from Lincolnshire County Council to upgrade bus stops. Councillor Conway will seek quotes for a new roof and guttering.

6. Bench for walk to school Update

The Clerk needs the farmer's permission before pursuing costs and grants for the bench; Councillor Conway will follow up.

7. War Memorial Monument Update

Councillor Conway informed us about the progress of the War Memorial; its placement has now been corrected, but someone still needs to visit and assess any current damage. Although this can be a lengthy and costly process, Councillor Conway is looking into potential grants to help cover expenses.

8. Councillor Money proposed and Councillor Conway seconded the Standing Orders Policy, with no objections.
9. Councillor Money proposed and Councillor Conway seconded the Dignity at work Policy, with no objections.
10. To agree the SLCC Civility and Respect Pledge, by our council signing up to the civility and respect pledge we are demonstrating that our council is committed to treating councillors, clerks, employees, members of the public, representatives of partner organisations, and volunteers, with civility and respect in their role.

All councillors agreed to this, and the Clerk will notify SLCC so they can include our council in the pledge.

11. Councillor Money proposed and Councillor Conway seconded the Online Banking Policy, with no objections.
12. Councillor Money proposed and Councillor Conway seconded the Retention Policy, with no objections.
13. HMRC PAYE Error 2023-2024

The Clerk successfully resolved the council's government gateway for future PAYE use. During this process, it was discovered that an outstanding payment and interest had accrued because the previous Clerk had not been reported as a leaver, causing HMRC to continue estimating her tax obligations. The Clerk sought assistance from the payroll company that succeeded the previous provider after her retirement, but they were unable to help unless the council paid for their services. After a few days of effort, the Clerk reset payroll for that year and entered the leaving details herself. As a result, HMRC cancelled the debt. The Clerk requested a couple of extra hours for this additional work, which was approved—Councillor Conway proposed, Councillor Scott seconded, and it passed.

• HMRC Employer NI Contributions

The Clerk discovered the council's payroll company had mistakenly exempted NI contributions, despite repeated checks. After confirming with HMRC, payroll admitted their error. To prevent future issues, the Clerk will manage payroll using Basic PAYE Tools for 2026-2027. Councillor Conway proposed this, Councillor Scott seconded, and it was approved.

• Update Asset Register for 2026-2027

It was agreed to add:

Defibrillator at £840.00

Defibrillator Cabinet £456.

Two reactive speed signs £5179.98

Memorial Gardens £13610.37

Noticeboard New Leake Bus Shelter.

16. LALC Training 2026-2027

Councillor Sweetman proposed, and Councillor Atkins seconded, that the council utilise LALC's training for the upcoming year. With no objections, it was also agreed that Councillor Conway would undertake the playground inspection, and the Clerk would commence her CILCA qualification, which had previously been allocated in the budget.

7. 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

None

8. Memorial Gardens Project

1. Planters Update

Councillor Money reported the planters are finished, but a cat has disturbed them; the plants were replanted. The council decided to see if there was anyone local that could maintain the Memorial Gardens.

2. Memorial Garden Policy prices for plaques.

The Clerk presented plaque options, and the meeting approved introducing a 15 x 7 inch silver plaque with a cost for residents of up to £55.00. The Clerk will prepare an order sheet to try and eliminate errors.

9. Reactive Speed Sign

The council reviewed recent speed data showing a vehicle traveling at 119 mph outside the school during school hours. Councillor Nunn asked for the data to be forwarded to him for inclusion in the next Old Leake News magazine.

10. Clerk’s reports, outstanding matters and new matters

None to discuss.

11. Highways

The Clerk has reminded County Councillor Hume that we would like some repeat signs.

12. Information, reports and correspondence

13. Payments Schedule: The Responsible Financial Officer and two councillors have reviewed and certified all invoices. Before the meeting, a comprehensive summary of payments—those made since the previous meeting either by delegated authority or prior approval—was circulated to all councillors. Additionally, the Clerk has granted councillors read-only access to scribe so they can view all financial matters.