May Annual Parish Council Meeting Minutes 2025
Digby Parish Council
Notes of the ANNUAL PARISH COUNCIL MEETING held on Wednesday 14th May 2025 at 7pm, in Digby War Memorial Hall.
PRESENT – Cllrs James Bourne (JB), Gerald Garton (GG) Deborah Green (DG) Karen Groves (KG), Mike Lewington (ML) and Helen Snowden (HS).
In attendance – Mrs McDonald, Clerk and Proper Officer.
ANNUAL PARISH COUNCIL MEETING
1. APPOINTMENT OF CHAIRMAN (25/070)
Nominations for Chair were requested. It was proposed by GG seconded by HS that KG be elected as Chairman. KG accepted the position and the Declaration of Acceptance to Office was signed.
2. APPOINTMENT OF VICE-CHAIRMAN (25/071)
Nominations for Vice-Chair were requested. It was proposed by ML, seconded by JB that HS be elected a Vice-Chair. HS accepted the position and the Declaration of Acceptance to Office was signed.
Action: Clerk to inform NKDC and LALC of the changes.
The meeting was then suspended for the public forum and reports from the County and District Councillors.
The Chair invited the members of public to speak
Public Forum
A resident spoke about the current application for 9 dwellings off North Street and urged the parish council to object to the application regarding the ecology survey and the Highways plan.
District & County Councillors' Matters
GG congratulated Cllr Kendrick on his re-election.
County Cllr Kendrick (RK) explained the latest changes in the council, also, the new plans for bus routes on a Saturday. GG asked when the repairs to the footbridge, on the path from North Street to Harrowby Close, are to take place. RK asked the matter be put in writing to him. GG also asked how the footpath diversion for Footpath No.8 is being dealt with so quickly by planning when the issues with diverting Footpath No.5 have been going on for years and years. RK agreed to look into this.
The Chair thanked everyone for their reports and declared the monthly meeting back in progress
1.Chairman’s Opening Remarks. (25/072)
a) Welcome.
The Chair welcomed everyone to the meeting and gave a vote of thanks from the council to JB for all his time and work as Chairman. JB in turned thanks the council for their support whilst he was in office.
2. Apologies for Absence (25/073)
a) Apologies.
Apologies were received and accepted from Councillor A Barnham (AB) due to work commitments.
3. Declarations of Pecuniary Interest & Applications of Dispensation (25/073a)
a) Declarations of Interest.
HS declared an interest in item 5a.
4. Signing of the Minutes (25/074)
a) It was proposed by HS, seconded by DG and RESOLVED to accept the notes of the Parish Council Meeting held on Wednesday 19th April 2025 as a true and accurate record of that meeting.
5. Planning Matters (25/075)
a) Planning Applications Received.
24/1483/VARCON The Pony Paddock, The Pinfold, Amendment plans for wall, gates, fencing, CCTV, lighting and shipping container.
HS took no part in the following discussion.
This is to be a full planning application and will be assigned a new application number by the planning authority, when the relevant details are submitted to NKDC.
25/0292/FTPATH – Land off Lincoln Road. Digby. Proposal – Section119 of the Highways Act 1980 – Diversion of Digby Footpath No.8.
There were no objections to the proposed diversion, it will now follow the more natural route around the field.
b) Decision Notice Received.
The Springwell Solar Farm application- ongoing. The Planning Inspectorate arranged a meeting on 7th to 9th May in Lincoln for the issues to be presented in person. JB attended and spoke strongly about the potential dangers of fire and pollution getting into the natural aquifer. The next stage is the Infrastructure Planning (Examination Procedure) Rule 2011 – Rule 8. Interested Parties can submit any further information.
6. General Parish Matters (25/076)
a) Appointment of Members to Parish Organisations
i) Memorial Hall Committee.
It was resolved ML be appointed the parish council representative on the village hall committee.
ii) Allotment Association.
It was resolved JB be appointed the parish council representative on the Allotment Association.
b) Appointment of Members to the Working Groups of the Parish Council.
It was resolved the following members be appointed onto the following groups
i) Drainage - JB and GG.
ii) Playing field – ML and HS.
iii) Finance - KG and ML.
c) Annual Review of Policy Documentation.
The documentation, to be reviewed, was forwarded to the councillors prior to the meeting. It was agreed the following documentation was current and all was in order and it was RESOLVED to accept the documentation and the recent amendments.
i) Standing Orders – Reviewed May 2025
ii) Financial Regulations – Reviewed May 2025. Latest amendments of April 2025 incorporated.
iii) Complaints procedure. Reviewed May 2025. The Complaints Procedure now needs the new Chairmans details incorporated.
iv) Freedom of Information Publication Scheme. Reviewed 2025
Review schedule of charges for publication. HS agreed to update parts of the FOI scheme and send the amendments to the clerk for distribution and approval. The schedule of charges to remain the same.
v) Data protection Policy – Reviewed May 2025
Action: The Clerk to annotate any changes required to complete the review on all the documentation and update the website.
d) Review the Asset Register.
A copy of the latest register was forwarded to the councillors prior to the meeting. It was agreed it represented the assets held by the council at this time.
e) Renewal of Insurance Policy
All documentation had been forwarded to the councillors prior to the meeting. All agreed it met our requirements and approved the payment of the premium charge of £647.94. It was also proposed by DG, seconded by JB and all agreed to accept the 3-year binding policy.
Action: The Clerk will notify the insurance company.
f) Annual Parish Meeting - Comments from the Meeting.
The draft minutes from the meeting held on 23rd April had been circulated to councillors prior to the meeting. There were no questions or suggestions submitted to the parish council at the Annual Parish Meeting so there were no actions required.
g) Update on the Improvements to the Footpath on Lincoln Road.
Cllr Kendrick still looking in to it for us.
h) Update on VE Day celebrations & consider any grant applications.
The celebrations were reported to go well. There were no requests for any grants.
i) Old Pond Area, North Street, information from Land Registry.
Due to work commitments and time limits this action has not been progressed by the Clerk.
Action: This item will be carried forward to next month.
7. Highways (25/077)
a) Pot Holes or Highways issues.
KG reported a street light out on North Street near the old Methodist Church.
Action: The Clerk will report the light out on FixMyStreet.
b) Update on the LCC volunteer days.
Cllr Kendrick is contacting the officer in charge of the volunteer team.
8. The Village Hall (25/078)
a) Minutes from the latest Meeting of the Committee,
ML reported there was request for the parish council to cut back the tree near the side of the village hall, as it is starting to brush the guttering. It was agreed this will be incorporated into this years tree works in the autumn.
9. Drainage (25/079)
a) Information Update from the Flood Meeting.
LCC confirm there is still the intention to host a ‘flood fair’. However, these are now to be delivered in partnership with the National Flood Forum. We will be notified when they are in a position to start organising venues and potential dates.
10. Playing Field, Play Areas and Village General (25/080)
a) Monthly Inspection of Play Equipment.
HS completed the inspection and a new sign ‘Keep dogs on leads’ is needed for entrance. GG has painted the 5 a-side goal posts and the entrance gate. He also removed the netting from the 5 a-side goals, this now enables the grass cutters better access.
Action: The Clerk to order a new sign.
b) Progress of the Bowls Club Lease.
The inventory still needs to be actioned. JB is looking into this.
c) New Play Equipment Project
None of the quotes and design boards have yet been received from the play companies that have been to the field. HS, ML and KG will chase this. The Table Top sale on 21st June arranged for fund raising for the new equipment is being advertised now. Other fund-raising events are to include hosting a Gin tasting event in July/Aug, a Harvest Supper in the autumn and a Digby’s Got Talent in Oct. It is also hoped to have an event around the Turning on the Christmas lights on 29th November. The details are still to be confirmed on this item.
d) Removal of a Dead Tree in the Playing Field.
The instructions from the insurance company have been received. It was agreed to forward these to the resident to discover whether they can comply, if not the tree will be removed during the autumn maintenance.
Action: The Clerk to forward the information.
e) Renaming Forget-me-Knot Way to the Snicket.
GG asked if the footpath link from the Pinfold to Church Street could be renamed either the Jitty or the Snicket. After some discussion it was felt the expense that would be incurred would be of no benefit as there had not been any complaints from the residents. A vote was taken, there were 4 votes for the name to remain and 2 votes against. At this time, the footpath will remain known as Forget-Me-Knot Way.
11. Allotments (25/081)
a) Updates from the Allotment Committee.
JB reported the summer social is being arranged in June and is open to all the village to attend, and, all the plots are taken at the moment.
b) Update on Allotment Field Rent.
The field rent for 2024-25 has now been paid in full.
The invoice for allotments rent will be sent out this month.
12. Finance (25/082)
a) Bank Balances and Approval of the Bank Reconciliation, and, Review the Reserves.
The bank balances were reported as :-
PC General Account –33,249.10
Allotment Account – 6,782.98
Mary Gresswell Trust – 5.58
The bank reconciliation was approved and the reserve for the coming year was approved.
b) Income Received.
Allotment field rent - £270.00
Table Top Event - £7.00
c) Approval of Payments.
It was proposed by HS, seconded by DG and all agreed the following payment were made.
Lloyds bank charges 4.25
Salaries/expenses/HMRC 971.41 +VAT 7.88 = 979.29
Witham Internal Drainage Board - rates 81.83
External Audit
e) Annual Governance and Accountability Returns (AGAR) for 2024-25
i) Internal Control System
The Internal Auditor has completed had signed off the AGAR Form 3, confirming the council has complied, and has in place all the relevant procedures and controls of internal control of its finances
ii) Section 1. Annual Governance Statement 2024/25
The items of the Annual Governance Statement were read out by the Clerk and it was RESOLVED the Governance Statement be approved. The document was signed and dated by the Chairman and the Clerk
iii) Section 2. The Accounting Statements 2024/25
Copies of the completed Accounting Statement and the explanation of the variances had been forwarded to the Councillors prior to the meeting. The Statement had been signed by the RFO
iv) Approval of the Accounting Statement for 2024/25
It was RESOLVED to approve the accounting statement. The Chairman signed the statement.
v) Commencement Date for the Exercise of Public Rights.
The RFO confirmed the dates of the Exercise of Public Rights will be from 3rd June to 14th July. The notices will be posted on the noticeboard and the website before the end of this month.
Action: The Clerk to publish on the noticeboard and website, Section 1 and 2 of the AGAR and the Commencement Date for the Exercise of Public Rights.
e) Appointment of the Internal Auditor for 2025/26.
Ms Weaver has agreed to remain as the internal auditor. GG proposed and honorarium be given for the work completed by the internal auditor. After discussion it was proposed by ML, seconded by KG and agreed a sum of £30.00 be given. This amount will be reviewed annually.
13. Correspondence (25/083)
a) LALC Newsletter - Distributed to all councillors. Clerk to attend JADU training in May
b) NKDC Newsletter - Distributed to all councillors
c) A Resident notified the council about overhanging trees on Church Street and the communication with the owner of the trees.
It was confirmed this was not a parish council matter, this was a private matter between 2 householders.
d) NKDC - Invite to NK Parish and Town Council Forum 10th July at the NK offices. The Clerk and HS to attend.
14. Dates of Future Meetings (25/084)
Parish Council Meetings for 2025 – Second Wednesday of the month – 11th Jun, 9th Jul, 13th Aug, 10th Sep, 8th Oct, 12th Nov and 10th Dec
15. Any Business to Note for the Next Agenda (24/085)
Set a date for the Village Asset inspection.
Planning sub-committee.
Gov.uk Address
Village Hall Garden.
16. Closed Session (25/086)
For confidential items in accordance with the Public Bodies Act 1960.
This item was not required.
21.10hrs – There being no further business the chairman declared the meeting closed.