Annual Parish Meetings

Draft Minutes of the Annual Parish Meeting held Thursday, 3 April 2025 at 7:14pm in the Parish Rooms

1.Welcome. Cllr Gillian Pollard (GP) as Chair of Covenham Parish Council presided over the meeting.   There were nine other parishioners present at the meeting including members of the Parish Council. The Parish Clerk, Mrs Nadine Must took the minutes.

2.To receive the previous minutes held 30th May 2024.  Cllrs L Jackson and A McCready proposed and seconded respectively the accuracy of the minutes and was duly accepted by those present at the meeting. The Chair signed the minutes.

3.Report of the Chair of Covenham Parish Council (CPC).  The Chair thanked everyone for attending.  Cllr GP reported that the annual parish meeting is not a council meeting but an annual event for residents to come together and an opportunity to raise any issues relating to the village; to hear reports from the different voluntary groups and institutions active in the parishes; as well as giving the Parish Council a chance to report on the business transacted during the last 12 months.

MEETINGS.  The Parish Council continues to meet bi-monthly.  She thanked all her fellow councillors for continuing to give their time and efforts they put in for the benefit of the village.  Attendance has been good and meetings have taken place when scheduled.

She also thanked the Parish Clerk on behalf of the Parish Council for all the clerk’s work.  It had been a very challenging year. The general administration and communications between meetings worked very well, the accounts are all in order and acknowledged that it would have been a struggle without the parish clerk’s efforts.

PUBLIC PARTICIPATION.  Quite a number of residents have attended the meetings. All residents are welcome to attend the meetings and raise issues they want the parish council to address or provide any feedback.  The Parish Council continues to liaise with the district and county councils and other agencies that have direct responsibilities on the issues residents normally have.  Both our ELDC and LCC Ward members have been regular attendees and given us their updates, which we are grateful for.

COUNCILLORS AND VACANCIES.  Four residents were co-opted as parish councillors during the year but the council also had three resignations.  There are currently eight parish councillors but the full complement is 11, so three seats are vacant.  She welcomed anyone interested in helping out and has some time to attend the meetings, to approach any of the parish councillors or contact the parish clerk for further information. The Council will really welcome new faces, fresh ideas and young blood and skills to bring to the council. 

POLICIES.  The Standing Orders ad Financial Regulations were reviewed to ensure legal procedures are followed and the council aims for best practice.

All parish councillors have a dedicated email address purely for parish council business which complies with legislation.

The Council continues to be a member of the Lincolnshire Association of Local Councils and signed up to the annual training scheme. Some of the parish councillors have availed of the training sessions available and hope to attend more.  The Parish Clerk attends the annual meetings to represent the council.

PLANNING.  There were five planning applications from properties in the village, two applications relating to Tree Preservation Orders and one national scoping consultation for an offshore wind farm.

The Council is really passionate in opposing the Grimsby to Walpole National Grid Upgrade. It is hoped that lobbying by the Member of Parliament, both County and District Councils and all the parish councils affected will urge the government to rethink the current route. The Parish Council will continue to monitor the project and do whatever is necessary.

THE PARISH ROOMS.  The lease agreement between Covenham Village Volunteers and the Parish Council was finally completed in August. CVV now has a five-year lease.  They have been very successful in getting grants to upgrade the facilities and they have already done a great job in making the Parish Rooms more comfortable and have many more plans to make the rooms accessible to all in the future.

The Council has agreed to purchase the outbuilding behind the Parish Rooms from the neighbouring property and it is hoped to apply for grant funding for the purchase costs in order to build a toilet for the disabled.

The Council continues to hire a gardening contractor to maintain the closed churchyard at St Mary’s. An annual grant is given to St Bartholomew’s Heritage Trust to help with the upkeep of the churchyard.

AMENITIES.  The Parish Council needs help in providing evidence to secure the Reservoir Steps as a public right of way. Pictures or articles taken along the steps as far back as the millennium or even earlier would be helpful.  User evidence forms need to be completed and submitted to Lincolnshire County Council in order for them to investigate. There is an online form and paper copies available. The more evidence gathered showing the steps used for many more years would be even better.

NEWSLETTER.  The Parish Council published two newsletters during the year, a Christmas 2024 and a Spring 2025 edition.  However, the parish council agreed to cut the budget for the newsletter in order to keep the precept at its current level.  It will only be published once a year.  The Chair reminded attendees that there is a parish council website and details of meetings and other matters can be found there.  Minutes and meetings are also posted in the village and church notice boards.

Lastly the Chair thanked all for coming along tonight and hoped they find the annual parish meeting valuable and reminded everyone that they are welcome to attend the parish council meetings or get in touch with any of the councillors to report any issues.

4.Financial Report for FY2024/25 by Mrs Nadine Must, Responsible Finance Officer. The RFO provided a PowerPoint presentation of accounts for the financial year.  The Council receipts for the year was £17,683 which included bank reserves and precept.  The estimated budget spend was £15,766 but the full and final payments only amounted to £12,625. The general contingency fund and the S137 allowance were not used. 

The Annual Governance and Accountability Return forms will be sent to the internal auditor and the report will be considered and approved at the Parish Council meeting in May.  The Council expects to certify itself Exempt from a limited assurance review based on receipts and payments below £25,000. 

For the Financial Year 2025/26, the Council submitted a precept of £9,206 which was the same as the previous year.  Expected receipts are £15,929 with a spending budget of £15,155.

5.Report from East Lindsey District Council (ELDC).  Cllr Edward Mossop (Ward Member) was not in attendance and did not send a report. 

6.Report from Lincolnshire County Council (LCC). Cllr Alex Hall reported LCC is funding advice sessions for county farmers in the light of a series of government policies that have affected the sector.  Those interested in either impartial one to one advice or taking part in a group workshop can express an interest.  The sessions are coordinated by the Business Lincolnshire Growth hub which provides business support information covering all sectors and growth stages.  Targeted advice is delivered by Savills, the industry experts and local land agents.

£1m of additional funds have been allocated to help residents who have been flooded recently.  The Property Flood Resilience scheme will be spent on helping residents to install property flood resilience measures such as flood barriers to doors and passive resistant air bricks.  Each eligible household can be awarded up to £5000.

Cllr Hall was incredibly pleased to have secured £95,000 from the county council to have the road on Newbridge Lane resurfaced to a high-quality standard. If he is re-elected in May, he will work hard to get further investment for roads and footpaths in Covenham.

There was no further news regarding the Pylons but a second consultation is expected this year.

He thanked everyone in the parish for their great work and strong community spirit.

7.Report of Covenham Village Volunteers (CVV) by Nicky Gulley Brown, the Chair.  Nicky reported that there have been many positive changes for the Group.  They secured a five-year lease on the Parish Rooms and received their first funding from Grass Roots UKSP which allowed them to install central heating, a new storage shed and updated tables and chairs which made the rooms more comfortable, sociable and fit for purpose.

They welcomed the support of a Community Development Officer who guided and advised them on further funding opportunities. They have now secured a second grant from Grass Roots which will be used to improve access to the building including installing new doors and ramps, raising floors for better mobility and refurbishing the kitchen.

The community activities continue to grow.  Social gatherings are now held monthly, alongside village walks, fitness classes, book club, camera club, history talks, craft sessions and the ever-popular café where visitors enjoy delicious cakes. A free jacket potato lunch is available throughout April made possible the bye ELDC Social Isolation Fund.

CVV is in the process of becoming a registered Charitable Incorporated Organisation (CIO). They have a dedicate team of eight trustees who work tirelessly to bring social events to the parish along with running and renovating the parish rooms.  She also thanked a fantastic group of micro-volunteers who support various events and tasks when available.

CVV has introduced a 100 Club to help sustain financial stability ensuring that CVV can cover the costs of the lease if some of their events don’t generate a profit.

Lastly, Nicky welcomed feedback and support.  Any suggestions or help will be much appreciated.

8.Annual report from the Monthly Lunches by Gillian Pollard (GP).  Over the last year, the monthly lunches have continued to be a success and have seen some new faces as well as regulars. The average number of attendees is 20 but have had 24 or more on occasions, enjoying the homemade soups and puddings and also chatting and catching up with friends.

The lunches are held on the first Wednesday of the month except in January and when it coincides with the Harvest Supper.  Advanced booking is expected to ensure enough food is prepared but last-minute reservations may be accepted.

There is no charge to the meal but donations are gratefully received to cover the cost of the food as well as the hire of the Church which started this year due to the rising electricity costs.   This year donations have exceeded expenses and they have invested in new crockery and cutlery.  They also manage to donate to charity.  The Ark animal charity was the chosen beneficiary this year.

Gillian recalled that the monthly lunch idea was first suggested not long after the Covid restrictions were lifted to provide not only homemade food but also a place for people to come and start meeting up again.  With Anne McCready as the other organiser, the lunches have done really well.  The next lunch is scheduled on 7th May with doors opening from 12:15pm and hoped to see as many people.

9.Report of Eleemosynary Charity by Mr Ernest McCready (EM), Treasurer and Trustee.  No applications were received for any financial assistance and EM reported that any request or application is treated in the strictest confidence. The Charity is not able to accept third party requests but are prepared to allow applicants to be accompanied by a friend/relative at a meeting with the Trustees whose names and contact details are list in the parish council newsletter and posted in the village and church notice boards.

Legal action was considered to recover the unpaid rent of land owned by the Charity. However, the Trustees decided to write off the debt as the cost of litigation would have cost more than the projected rent income.  Fortunately, there is now a new tenant and rent income has resumed

EM has agreed to continue for another four-year term as a Trustee and Treasurer as no volunteer came forward to take on the role.

10.Annual report of St Bart’s Heritage Trust.  It was reported that the plastic sheeting used as temporary roof was damaged last December. A planning application is due to be submitted to ELDC for a corrugated iron as a temporary measure until funding for a more permanent solution can be funded. No events can be organised until such time the surrounding area is made safe.

11.Annual report of St Mary’s Church reported by Anne McCready Churchwarden & DCC Secretary.  Monthly Holy Communion/Morning Prayer continued throughout the year thanks to the retired clergy and lay readers who have taken the services. These services is also a social event ending with refreshments for a chat and catch up.

A new electoral roll has been created and numbers increased to 25. No wedding nor baptisms were held but an interment in the village cemetery was held after a funeral service.

Most of repairs identified in the 2016 Quinquennial inspection were completd except for some work on the tower but has been organised.  The latest inspection took place 24th March and the report is awaited.

The five-year electrical inspection and annual PATS testing were completed in February and a fire risk assessment is due to be signed off by the PCC.

A variety of events were held including another successful Open Gardens, Mad Hatters Tea Party, Harvest Celebrations with the produce sent to Fotherby House and SENS, Charity Bingo Night also for SENSE and a Christmas Fair.  Last year’s Caroll Service saw more attendees.  The Church also took part in the Lincolnshire Wolds & Coast Festival which was a successful weekend.

The first event of this year which started in March was the Pudding night and will be followed with the Family Bingo in April and a talk by Claire Ballantyne about her time spent as Post Mistress in Antartica in May.  Other organised events include Chocolate Tasting in June and Open Gardens in July.

The Church continues to host two groups on a regular basis, the weekly Phoenix Singers and the monthly lunches.

The cemetery hedges and garden are regularly maintained but the churchyard hedges took some time to be trimmed.

Lastly, she thanked all those who helped or attended the events with proceeds going toward church finances.

12.Open Forum. There were a number of items raised.

a.The Birketts Lane post holding the bin had been damaged and needed to be reported to ELDC

b.The open ditch outside Ambleside continues to be a concern as another incident involving a vehicle occurred.  Options to cover the ditch had been rejected by the responsible authority (LMDB) and erecting bollards would not be effective and may be an ongoing financial drain on Council resources.

The meeting closed at 8:15pm.