30th June 2025 DRAFT
MINUTES of an extraordinary Parish Council Meeting on 30th June 2025
at 10.00aM at Thimbleby village hall.
Present
Councillors Cllr P.Buckingham (Chair), Cllrs C.Bachrati, A.Doody.
Not Present: All Present
In attendance The Clerk, A. Everard.
Members of public present: None There was no period of public participation.
64/25 Welcome statements.
The Chair welcomed everyone and opened the meeting.
65/25 Apologies for absence to be approved if appropriate.
None
66/25 Declarations of Interest and consideration of any requested dispensations.
None
67/25 To adopt the draft minutes from the Parish Council meeting held on 7th May 2025 –
RESOLVED to adopt the minutes and the Chair to sign at the next meeting.
68/25 To consider any matters arising from the previous meeting 7th May 2025 not already on this agenda including Clerk’s Report and actions taken.
The Clerk reported that he still awaited a response to Minutes 31/25 and 47/25a and d about street-naming and Thimbleby Hill; Minute 47/25b that he would try to sort out potential dates with Dyson Farms for a Farm Walk; Minute 47/25c that a letter signed by the Chair and the Clerk had been submitted to Lincolnshire County Council’s Highways Portfolio Holder asking for work to be undertaken on the footpath and a response was imminent for this week’s Parish Council meeting; Minute 48/25 regarding applying for a ELDC Community Grant the application form had been received from Cllr Martin; Minute 56/25 BT consultation regarding the payphone had closed with no comments but BT had assured that ‘free’ calls were being counted.
69/25 To approve the Annual Governance and Accounting Return 2024-25
- To receive, consider and approve cash book income and expenditure 2024-25 statements and asset register for publication.
RESOLVED to approve.
- To receive the Annual Internal Audit Report (if available) and approve publication.
The Internal Audit Report was not available but would be reported at a later meeting.
- To receive, consider and approve the Annual Governance Statement 2024-25 and for the Chair and Clerk to sign.
The Clerk read each statement and it was proposed, seconded and RESOLVED to authorise the Chair to sign the completed form with all statements 1-8 marked ‘YES’. The Council has no Trust
Funds under its management or control.
- To receive, consider and approve the bank reconciliation, variance analysis and the Annual Accounting Statement 2024-25 and for the Chair to sign
The Clerk presented the statements and it was proposed, seconded RESOLVED to approve the Chair to sign the Annual Accounting Statement for 2024-25.
- To approve the dates of electors’ rights to be exercised Tuesday 1st July – Monday 11th August 2025.
RESOLVED to set the dates as 1 July to 11 August 2025.
- To approve the Certificate of Exemption (if applicable) and publication of documents on the parish council’s website to meet obligations specified in the Council’s Publication scheme, Transparency Code and Accounts and Audit Regulations 2015.
RESOLVED not to adopt exemption from a limited review by the external auditor for 2024-25 to ensure full transparency and assurance for members of the parish and local taxpayers.
70/25. To review and consider the following draft policies for adoption;
RESOLVED to adopt the following Standing Orders, Financial Regulations, Code of Conduct, Complaints Procedure; Co-option Policy and Procedure; Health and Safety Policy; Publication Scheme; Staff Appraisal Policy; Equality and Diversity in Employment; Dignity at Work Policy; Pension Policy Statement; Volunteer Policy; Data Breach Policy; IT Policy; Data Protection Policy incorporating data breach procedure and privacy notice; Records Retention Policy; Grant Awarding Policy.
The following policies were deferred for more work to be completed Communication and Engagement Policy; Social Media and Electronic Communications Policy; It was requested that a Noticeboard Policy be drafted for consideration at a later meeting.
71/25. To adopt the Terms of Reference for a) The Staffing Committee b) Finance and General Purposes Committee.
RESOLVED to adopt the Terms of Reference.
72/25. To consider the Summer newsletter contents, preparation and distribution.
RESOLVED to delegate to the Clerk to produce a draft newsletter containing items about the Village Pump and Wall; Payphone and telephone box; FixMyStreet for reporting Highway and footpath issues; Community Volunteers; Dyson Farms – Farm walk; Thimbleby conservation area; and SID average speeds data. If an advertiser was willing to cover the cost of publication the Parish Council would welcome it.
Meeting ended 12.04pm