2025 Parish Council Meeting Minutes

DRAFT MINUTES OF HEYDOUR with AISBY and OASBY PARISH COUNCIL

ANNUAL PARISH COUNCIL MEETING

Wednesday 14th May 2025 at 7.00 pm in Heydour Parish Hall

Cllrs Present: Cllrs Ballaam, Kennedy, Peace (Chair), Smallwood, and Sylvester

In attendance: D. Cllr Trotter, R. Boden (clerk) and 3 members of public.

AGENDA for the ANNUAL PARISH COUNCIL MEETING.

25029. To elect a Chairman of the Council and sign the Declaration of Acceptance of Office. Cllr Ballaam proposed Cllr Peace for the position of Chairman. This was seconded by Cllr Sylvester. It was resolved that Cllr Peace be elected as Chairman of the Council and that the Delegation of Acceptance of Office to be signed.

25030. To elect a Vice Chairman of the Council and sign the Declaration of Acceptance of Office. Cllr Sylvester proposed Cllr Ballaam for the position of Vice Chair. This was seconded by Cllr Smallwood. It was resolved that Cllr Ballaam be elected as Vice Chair of the Council and that the Delegation of Acceptance of Office to be signed.

25031. To suspend Standing Orders to allow members of the public to raise questions and to receive reports. It was resolved to suspend Standing Orders.

25032. Members of the Public to raise questions or concerns. Following the Annual Parish Meeting, held on the 13th May, an update was given regarding ‘BESS’. The total acreage had been increased from 22 hectares to 37 hectares, raising the total battery units from 736 to 920.

The interconnecting ‘Viking Link’ that will connect the East Coast to Melton Mowbray is beig built.

25033. To receive a report from the County Councillor. Non received

25034. To receive a report from the District Councillor. Cllr Trotter gave her report. SKDC will be holding events on the 17th and 23rd of June to deliver information regarding the reorganisation of the structure to a Unitary Authority. These will be held at SKDC offices between 7pm-8.30pm, and invites should be sent out shortly. The District Elections due in 2 years may be pushed back.

There is a Food Bank available, and the public can make contact with both welfare officers and financial officers.

Lincolnshire Police, after a recent inspection, have been put in special measures and need to improve. More money will be given to them.

25035. To return to Standing Orders to conduct Council Business. It was resolved to return to Standing Orders.

25036. To receive and accept apologies for absence. It was resolved to accept apologies for absence from Cllr Caldwell.

25037. To receive Declarations of interest for items within the agenda. Cllr Peace declared an interest in item 24, due to a planning application in his name.

25038. To approve the minutes of the meeting held on 12 March 2025 and for the chair to sign. It was resolved to approve the minutes of the meeting held on the 12th March 2025 and for the chair to sign.

25039. To review amended Standing Orders (Copy sent in Cllr pack but also on website). Standing Orders have been amended due to The Procurement Act 2023 and The Procurement Regulation 2024. It was resolved to accept the Standing Orders for Heydour Parish Council.

25040. To review amended Financial Regulations (Copy sent in Cllr pack but on website). Financial Regulations have been amended due to The Procurement Act 2023 and The Procurement Regulation 2024. It was resolved to accept the Financial Regulations for Heydour Parish Council. 

25041. To approve Insurance for Year 2024-25

a) Community Action Suffolk (Ansvar) £416.98 (£275.51 last year)

b) Zurich £448.00

c) Clearview – would not quote due to internal competition. 

It was resolved to remain with Ansvar for the next insurance period.

25042. Finances: 2024/25

a) To receive a report of payments, made between meetings, in the financial year 2024/25

Financial Year End 2024 – 2025 balance £4,388.69

Annual Gross Income - £48,992.13

Annual Gross Expenditure - £48,000.42

It was resolved to accept the report of payments received between the meetings, in the financial year 2024/25

25043. AGAR 2024/25: To finalise the accounts for the year 2024/25

a) End of Year: Cash book and bank reconciliation as of 31st March 2025. It was resolved to accept the End of Year: Cash book and bank reconciliation as of 31st March 2025.

b) To receive the Internal Auditors report. It was resolved to receive and accept the Internal Auditors report.

c) Annual Governance and Accountability Return: Section 1, Governance Statement. To approve and for the Chairman and Clerk to sign. It was resolved to approve the Annual Governance and Accountability Return: Section 1, Governance Statement and for the Chairman and Clerk to sign.

d) Annual Governance and Accountability Return: Section 2, Accounting Statement. To approve and for the Chairman and Responsible Finance Officer to sign. The Responsible Finance Officer has already signed and dated the document. It was resolved to approve the Annual Governance and Accountability Return: Section 2 and for the Chairman to sign. 

e)Analysis of Variances. To approve the variances. It was resolved to accept the Analysis of Variances.

f) Notice of the period for the exercise of public rights and other information required by Regulation 15 (2), Accounts and Audit Regulations 2015. To approve the dates Tuesday 3rd June – Monday 14th July 2025. It was resolved to accept the dates Tuesday 3rd June – Monday 14th July 2025 as the period for the exercise of public rights and other information required by Regulations 15 (2), Accounts and Audit Regulations 2015.

25044. Finances 2025/26

a) To receive a report of payments, made between meetings, in the financial year 2025/26

 It was resolved to accept the report of payments made between meetings, in the financial year 2025/26.

b) To note the payment from SKDC for the precept of £7,950.00 has been received on 3/4/25. It was noted the payment from SKDC for the precept of £7,950 had been received on the 3/4/25.

c) To note the payment from SKDC for the community cleaner grant of £463.32 has been received on 17/4/25. This gives a total of £11,815.83 on the 9/5/25. It was noted the payment from SKDC for the community cleaner grant of £463.32 on the 17/4/25. This gives a total of £11,815.83 on the 9/5/25.

d) To review and consider approval of bank reconciliation. (Copy sent in Cllr pack). It was resolved to approve the bank reconciliation.

e) To consider the appointment of the Internal Auditor for the financial year 2025- 26. It was resolved to appoint LALC as the Internal Auditor for the financial year 2025-26.

 f) To consider and review the Asset Register. It was resolved to accept the Asset Register.

25045. To review policies listed below:

a) Risk Register. It was resolved to accept the Risk Register.

b) Risk Register (Financial). It was resolved to accept the Risk Register (Financial).

c) Health & Safety policy. It was resolved to accept the Health & Safety policy.

25046. Internal Audit Recommendations: To receive an update on:

a) Security Compliance Checklist. All Cllrs have been issued and signed the security compliance checklist.

b) HR committee to conduct clerk’s appraisals. Cllrs discussed the need to form a HR committee to conduct the clerk’s appraisal. The clerk is happy to continue without a HR committee for her appraisal, as all Cllrs are communicated with. The Chair is happy for any of the Cllrs to attend if they would like.

c) ICO certificate on the website. The ICO certificate is on the website

d) Land registry of the playground. It was discussed and the Cllrs do not have answers. The clerk will contact Millennium Green.

25047. Clerk’s report. To receive updates between meetings. Most updates have already been discussed, but the new website is now live.

25048. To discuss the Playground installation. The clerk has been on the recent playground inspection course and is conducting weekly playground checks. A sign has been ordered, and as soon as it starts raining, grass can be ordered, as the Council doesn’t have water available.

25049. To receive an update on the Aisby Sewerage System. Cllrs, the clerk, and members of the public walked around the village on the 2/3/25, and notes of the meeting have been received from the EA. To be placed on the next meeting.

25050. To receive an update on Quickline Broadband. Quickline has already been installed in the villages and members of the public who have connected are happy with it.

25051. To discuss the Foxdale Battery Storage System. The Council has received information from SKDC that it has now been allocated a number  S25/0859 for an Environmental Impact Assessment Screening.

25052. Planning matters: 

a) New – To discuss the planning applications received from SKDC

 Cllr Peace offered to leave the room, though the other Cllrs were happy for him to stay. The Council resolved that they had no comments on the planning application.

b) Current

S24/1781 – The Croft, Ancaster Lane, Oasby – Approved Conditionally 

S24/1782 – Land Adjacent to The Croft, Ancaster Lane, Oasby – Awaiting Decision

S25/0314 – Trees outside The Old Forge on the Village Green – Approved

S25/0434 – 85 Village Street, Oasby – Approved

25053. Date and time of next meeting 9th July at 7.00pm.