May 2026 APC Minutes
Digby Parish Council
Notes of the ANNUAL PARISH COUNCIL MEETING held on Wednesday 13th May 2026 at 7pm, in Digby War Memorial Hall.
Present – Cllr G Garton (GG); Cllr D Green (DG); Cllr K Groves (KG); Cllr M Lewington (ML) and Cllr H Snowden (HS)
In Attendance – Mrs A McDonald, Clerk and Proper Officer.
ANNUAL PARISH COUNCIL MEETING
1. APPOINTMENT OF CHAIRMAN AND SIGNING OF DECLARATION OF ACCEPTANCE OF OFFICE. (26/068)
The outgoing Chairman asked for nominations for Chairman.
It was proposed by KG, seconded by GG and all agreed HS would be the Chairman for the coming year. HS accepted the position and signed the declaration of acceptance.
2. APPOINTMENT OF VICE-CHAIRMAN (if required) AND SIGNING OF DECLARATION OF ACCEPTANCE OF OFFICE (26/069)
It was resolved not to elect a vice-chairman this year.
The meeting was then to be suspended for the public forum and reports from the County and District Councillors.
Public Forum
There were no members of the public present.
District & County Councillors' Matters
Apologies were forwarded from District Councillor Bailey
County Councillor Kendrick had notified the meeting he would be arriving late due another commitment.
The meeting of the full council commenced.
1.Chairman’s Opening Remarks. (26/070)
a) Welcome.
HS welcomed everyone in her new position as Chairman.
2. Apologies for Absence (26/071)
a) Apologies.
Apologies were received and accepted from Cllr J Bourne (JB) due to other commitments. Cllr L Miller (LM) due to illness.
3. Declarations of Pecuniary Interest & Applications of Dispensation (26/072)
a) Declarations of Interest.
None were declared.
4. Signing of the Minutes (26/073)
a) It was proposed by GG, seconded by ML to accept the minutes of the Parish Council
Meeting held on Wednesday 8th April 2026 as a true and accurate record. All agreed.
b) It was proposed by DG, seconded by KG to accept the minutes of the Extraordinary
Meeting of the Parish Council held on Friday 8th May 2026 as a true and accurate record. All agreed
5. Planning Matters (26/074)
a) Planning Applications Received.
Nil received
b) Decision Notices Received.
Nil received.
6. General Parish Matters (26/075)
a) To Appoint Members to Parish Organisations
i) Memorial Hall Committee.
It was resolved ML be appointed as the parish council representative on the village hall committee.
ii) Allotment Association.
It was resolved JB be appointed as the parish council representative on the Allotments Association committee
b) To appoint 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- GG and HS
iii) Finance – KG, LM and ML
c) Annual Review of Policy Documentation
The documentation to be reviewed was made available to the councillors prior to the meeting. It was agreed the following policies were current and all was in order and it was RESOLVED to accept the documentation.
i) Standing Orders – Reviewed May 2026
ii) Financial Regulations – Reviewed May 2026.
iii) Complaints procedure. – Reviewed May 2026
iv) Freedom of Information Publication Scheme
Review schedule of charges for publication – Reviewed 2026
It was proposed by ML, seconded by DG the charges for printed copies to be increased 15p per sheet for black and white, and 25p per sheet for colour. All agreed
v) Data protection Policy – Reviewed May 2026
Action: The Clerk to annotate the review on all the documents and 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) New Defibrillator
The Clerk has ordered the new defibrillator from the British Heart Foundation (BHF) and as soon as it is delivered the council will be notified to then its installation can be planned. Unfortunately, there have been delays in its delivery that the Clerk is chasing with the BHF.
f) Repairs to the Village Hall Footway Lighting.
JB was not at the meeting so no further update was available. This will be carried forward to the next meeting.
g) Annual Parish Meeting.
There were 10 members of the public present and the local groups all kindly provided reports. Two items were discussed in the public forum relating to traffic speed and road safety. One was the request for a digital speed sign and the other was the possibility of providing the white village entrance gates to help indicate to drivers they are entering a village. Both items have been discussed by the council on previous occasions. The cost of the speed sign and deciding its location to be of benefit to many has been an issue, but they can be looked at again.
Action: Digital Speed Cameras and White gates at the village entrances to be an agenda item.
h) Insurance.
The Insurance documents for the parish council had been forwarded to all councillors prior to the meeting for checking. It was agreed all was in order. It was proposed by ML, seconded by GG and all agreed to pay the premium of £657.11.
7. Highways (26/076)
a) Highways Issues.
There were no new highway issues to report.
b) Request for Signage to Prevent Horses using a Local Footway.
Correspondence had been received about horses being walked up a narrow footway. The footway concerned is the responsibility of NKDC. It was agreed to forward the correspondence and request if signage could be erected at both ends of the footway stating horses were not permitted.
Action: The Clerk to forward the correspondence to NKDC.
8. The Village Hall (26/077)
a) Minutes from the Latest Meeting of the Committee,
The minutes of the AGM and the latest committee meeting were forwarded to the councillors. There were no comments.
9. Drainage (26/078)
GG raised to issue that the telemetry device has still not been replaced on North Drain. The Clerk will follow this up and report back at the next meeting.
Action: The Clerk to contact Project Groundwater.
10. Playing Field, Play Areas and Village General (26/079)
a) Monthly Inspection of Play Equipment.
HS carried out the latest inspection. More caps are needed to cover the bolts on the Exercise equipment. They appear to be being removed by the strimmers during the grass cutting.
Action: The Clerk to order more bolt cap covers.
b) Update on the Ruskington Lions using the Football Pitch.
The Clerk had forwarded to the manager, the rate for using the pitch from Aug 26 to Jun 26 and he agreed all was in order. He is currently speaking to the Bowls Club regarding using their facilities.
c) Update on the progress with the Bowls Club lease.
Still to be progressed.
d) Update on street light No.1 on Beck Street still being unserviceable.
LCC have confirmed this light belongs to NKDC. It has totally failed and needs replacing. It is reported that it is hoped funding will be available to replace the light this year.
Councillor Kendrick (RK) arrived
20.21hrs - The Chairman closed the meeting and invited Cllr Kendrick to speak.
Cllr Kendrick reported Metheringhams community speed watch team are completing their training. He also spoke of proposed road safety improvements in the local area and confirmed the information about the street light Beck Street.
GG asked RK if he could find out why the Telemetry device has not been replaced on North Drain as promised and is there to be a 40mph speed restriction from Digby to Ruskington. RK agreed to look into these matters and will report back via the Clerk.
RK had nothing further to report and left the meeting.
20.35hrs – The Chairman declared the meeting back in session.
e) New Play Equipment Grant – Update on the progress
Since the Extraordinary meeting held on the 8th May, all the required paperwork with the latest proposal has been submitted to the FCC for consideration. It is hoped the updated proposal is approved and the grant is released.
f) Village Hall – Brown Bins.
It appears to bins are being filled by garden waste not generated from the village hall garden. The bins have now been locked behind the gated area at the hall. As there is no one person responsible for the garden it was agreed a system of dealing with the bins will need to be discussed with the users. It will need joint co-operation. The situation will continue to be monitored.
Action: The Clerk to liaise with the users.
11. Allotments (26/080)
a) Updates from the Allotment Committee.
As JB was not present, there was no report available.
12. Finance (26/081)
a) Bank Balances and Approval of the Bank Reconciliation
The bank balances were reported as:-
PC General Account £35,520.98
Allotment Account £5,204.18
Mary Gresswell Trust £ 5.58
The bank reconciliation was approved.
b) Income
No income was received during the last month.
c) Approval of Payments.
It was proposed by KG, seconded by GG and all agreed the following accounts be paid.
Salaries/Expenses 886.50
Lloyds bank charges 4.25
Insurance premium 657.11
MalcFirth – parish grass cutting 615.60
British Heart Foundation – New Defibrillator 1,718.00
P&P Tree Services 3,108.00
Digby Village Hall – Room hire Nov to Apr 105.00
Witham Drainage 85.52
GG proposed a sum of £15.00 be paid to Digby PCC for the kind use of the church for the extraordinary meeting. All agreed
PCC –EO Meeting 15.00
It was also confirmed the wages and expenses from April were approved by all.
External Audit
d) Internal Audit
The Clerk confirmed the internal auditor, has in the last month, checked the end of year accounts and has completed and signed the AGAR so the council can now complete the AGAR for 2025-26.
e) Annual Governance and Accountability Returns (AGAR) for 2025-26
i) Internal Control System.
The Internal Auditor has completed and signed off the AGAR Form 3, confirming the council has complied, and has in place all the relevant procedures and controls for the internal control of its finances
ii) Section 1. Annual Governance Statement 2025/26
The items of the Annual Governance Statement were read out by the Clerk and it was RESOLVED the Governance Statement be approved. The form was signed and dated by the Chairman and the Clerk.
iii) Section 2. The Accounting Statements 2025/26
Copies of the completed Accounting Statement and the explanation of the variances had been forwarded to councillors. The statement had been signed by the RFO.
iv) Approval of the Accounting Statement for 2025/26
It was RESOLVED to approve the accounting statement. It was signed and dated by the Chairman.
v) Commencement Date for the Exercise of Public Rights.
The RFO confirmed the dates for the Exercise of Public Rights will be from 3rd June to 14th July. The notice will be posted on the noticeboard and on 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 2026/27.
It was agreed Sue Weaver remain as the internal auditor. ML proposed and honorarium of £50.00 be given for the work completed by the internal auditor over the year, this was seconded by DG and all agreed.
13. Correspondence (26/082)
a) LALC Newsletter - Distributed to all councillors.
b) NKDC Newsletter - Distributed to all councillors
c) County and District Cllrs Newsletter – Distributed to all councillors
d) Nationwide National Allotment Society Council Survey – Completed by the Treasurer of the Digby Allotments Association.
e) NKDC Change of process on managing works on trees in a Conservation Area.
f) NALC – Webinars by Security Industry Authority on Section12 Martyns Law Guidance Consultation.
g) LCC – Notification of Foster Care Fortnight – 11-24 May
h) Environment Agency Newsletter – What are flood risk management systems
i) Office of Police and Crime Commissioner – Looking for volunteers to join the Independent Custody Visiting Scheme
14. Dates of Future Meetings (26/082)
Parish Council Meetings for 2026 – Second Wednesday of the month – 10th Jun, 8th Jul, 12th Aug, 9th Sep, 7th Oct, 11th Nov, 9th Dec.
15. Any Business to Note for the Next Agenda (26/083)
Set a date for the Village Asset inspection.
Hedges and trees overgrowing footpaths.
16. Closed Session (26/085)
For confidential items in accordance with the Public Bodies Act 1960.
This item was not required.
21.00hrs – There being no further business the Chairman declared the meeting closed.