Minutes

Minutes of the meeting held Thursday, 28th May 2026 at 7 pm in the Parish Rooms

05/26-1 Election of Chair. Cllr Gillian German was re-appointed as Chair and duly signed the Declaration of Acceptance of Office.

P: MC; S: NGB, All in favour

05/26-2 Election of Vice-Chair. Cllr Mervyn Counter was re-appointed as Vice-Chair and duly signed the Declaration of Acceptance of Office.

P: GG; S: NGB, All in favour

Public Session 

a) Report from ELDC Ward Member. Cllr E Mossop was not in attendance.

b) Report from LCC Division Member.  Cllr Nick Hastings sent his apologies.

c) Public Forum.  One member of the public was present who was a nominee for co-option.

05/26-3 Record of Members Present and Apologies

Present: Cllr Gillian German (GG) (Chair), Cllr Mervyn Counter (MC) (Vice Chair), Cllr Anne McCready (AM), Cllr Nicky Gulley-Brown (NGB), Cllr Tony Coultas (TC), Cllr Ian Appleby who arrived at 7:05 pm and Cllr Lesley Jackson (LJ) who arrived at 7:10 pm.  Cllr Angela Aylett (AA) was also present after being co-opted.

Also present: Mrs Nadine Must (Parish Clerk/RFO) 

Apologies accepted: Cllr Nick Hastings (LCC)

Absent:  Cllr Terry Aldridge (TA)

05/26-4 Chair’s Remarks.  Cllr GP welcomed everyone and thanked her fellow councillors for voting her back in as Chair. 

The Chair reported that the property owner had been in contact again regarding trees in St Bart’s Churchyard overhanging their property.

The Council discussed the matter and noted that the recent tree inspection report had identified no remedial work as being required to the trees concerned. As the churchyard is covered by a Tree Preservation Order (TPO), the Council was not minded to undertake any works.

However, it was resolved that the property owner be granted permission to trim any branches overhanging their property, subject to obtaining the necessary consent from East Lindsey District Council (ELDC).

05/26-5 Declarations of Interest on any item on the agenda.  Cllrs NGB and IA were given dispensation on matters relating to the Parish Rooms and CVV.  The Chair and Cllr AM declared their interest on agenda item relating to St Mary’s Church and the Vice Chair declared his interest on agenda item 05/26-7 being the spouse of the co-option candidate.

05/26-6– Minutes from 28 April 2026 – It was resolved that the draft minutes were accurate and was duly signed by the Chair.

P: AM; S: MC, All in favour

05/26-7 Co-option.  It was unanimously agreed to co-opt Angela Aylett (AA) as parish councillor who duly signed the Declaration of Acceptance of Office.  She participated in the meeting thereafter.  The Clerk to set up a dedicated council email address for Cllr AA.

P: NGB; S: AM, All in favour

05/26-8 Council Matters

a) Annual Review of all Council policies.  The Council reviewed and agreed that all policies were still relevant and no changes required.

P: IA; S: TC, All in favour

b) Actions from previous meeting.  The Clerk’s report was noted.  

i. The Vice Chair will continue to pursue the County Council to restore the streetlight that was damaged.  The telephone line has been reinstated.

ii. The lead flashing repair will be done before Autumn.

iii. The drains at Grange Lane have been repaired and the Vice Chair will monitor the situation.

c) Communications Received.  This was noted.  The Council did not have any specific topic they want LCC Highways to cover for their presentation at the LALC Annual event in July.

d) Tree removal at St Mary’s Church.  There was some uncertainty regarding one of the trees recommended for felling, as it was thought to be situated outside the boundary of St Mary’s Church and therefore may not be the responsibility of the Parish Council. Cllr AA agreed to check the Land Registry records to confirm the boundary position.

The Council agreed to accept the quotation from the tree specialist company, which had provided an itemised cost for each tree proposed for removal, pending confirmation of the boundaries.

P: MC; S: AA, All in Favour

05/26 – 9 Parish Rooms

a) Accessible Toilet Project.  The works start in early June and is expected to be completed by end July.  The draft Contract Agreement was finalised and will be sent to the building contractor for his signature.

05/26 – 10 Finance and Budgets

a) Payments. The following payments were agreed for May 2026

P: IA; S: TC, All in Favour

b) Receipts in between meetings.  Noted

c) Review of end of year Receipts and Payments FY 2025-2026.  All transactions were noted.

d) 2025/26 AGAR Internal Auditor’s report.  The Council noted the comment from the Internal Auditor stating the Council’s records had a good audit trail and congratulated the Parish Clerk for keeping the records in good order.

e) 2025/26 AGAR Annual Governance Statement.  The Council agreed there was a system of internal control for the preparation of the Accounting Statements. The Chair and the Clerk signed the form.

f) 2025/26 AGAR Accounting Statements.  The bank reconciliation, explanation of variances and revised assets register were noted and the Chair signed the form.  The Council noted that the Parish Council could not certify itself exempt because the accounts exceeded the £25k limit.  The AGAR will be sent to the External Auditors for their limited assurance opinion.

P: MC; S: TC, All in Favour

05/26 – 11 Community Amenities and Groups

a) Headstones Laying Safe Working Group.  A St. Barts Working Group has been organised for 31st May to tidy the grounds and lay flat any headstones that may pose a hazard.  The County Council Volunteers Scheme application was finalised and the Chair and Cllr NGB volunteered to coordinate communications with the LCC Volunteer Group.

b) Covenham Reservoir Steps.  No further updates on the meeting request with Anglian Water.

05/26 – 12 ELDC/LCC Services

a) Grange Lane drains.  The works have been completed and the Vice Chair will monitor the situation.

05/26 – 13 Planning Applications considered.

a) 00595/26/FUL| Planning Permission - Extension and alterations to existing dwelling to provide additional living accommodation | Sunnyside Grange Lane Covenham St Bartholomew LN11 0PD.  The Council resolved to support this application.

P: IA; S: TC, All in Favour

b) Any received between agenda close and meeting.  None received.

05/26 – 14 Date of next meeting – Thursday, 30th July 2026, 7pm

The meeting closed at 8 pm.