Edenham, Grimsthorpe, Scottlethorpe and Elsthorpe

Draft Minutes Annual Parish Council Meeting 5th May 2026

Present: Parish Councillors: Mrs P Cranfield (Chairman), Mr A Wilson, Mr D Hawes (Vice Chairman) Mrs A Treacy, and Mrs E Unwin.

In Attendance: Mrs Carole Sands (Parish Clerk).

Public Open Forum : As there were no members of the public present at the meeting, the Chairman closed the open forum.

National & District Council Updates: Not in attendance

Commencement of the Annual Parish Council Meeting

2627/1/1 Acceptance of Office:

1/1/2 Election of Officers: It was RESOLVED by all council members present that Councillor Mrs P Cranfield be appointed Chairman and Councillor Mr D Hawes be appointed Vice Chairman of the Parish Council. Declaration of Acceptance of Office forms were signed.

1/1/3 Declaration of Pecuniary Interest forms: All Councillors to complete the forms and return to the Parish Clerk as soon as possible.

2627/1/4 Apologies for Absence: Councillor Mrs M Avis

2627/1/5 Approval of the Minutes: It was RESOLVED to approve the minutes of the Parish Council meeting 10th March 2026 as a true and accurate record. Proposed by Councillor Mrs A Treacy and seconded by Councillor Mr D Hawes.

2627/1/6 Request for Dispensation: None requested

2627/1/7 Declaration of Interest: Councillor Mr A Wilson agenda item 2627/1/11

2627/1/8 Parish Clerk & Councillors Update from Previous meeting:

1/8/1 Councillor Vacancy: The position continues to be advertised on the Parish Council website, notice boards and in the Three Towers magazine. Anyone resident interested in becoming a Councillor is asked to contact the parish clerk via email: Edenham.pc@gmail.com

1/8/2 Community Street Cleaner Position: The parish clerk confirmed that the advertisement for the vacancy resulted  in one application interested in the paid role. Following discussions the Parish Council members RESOLVED to appoint the person into the role. Council members asked the Parish clerk to set up employee HMRC PAYE for salary payments and letter of confirmation of employment.

2627/1/9 New Parish Council Matters:

1/9/1 Zurich insurance: The members RESOLVED to accept the quote for this financial year 2026/2027 as detailed in the documents sent out prior to this meeting. Annual payment due 1st June 2026.

2627/1/10 Play Area: Internal Inspection report and photographs sent out prior to the meeting to all councillors, members RESOLVED to leave the equipment in place for the time being with a full review planned during the parish council meeting on14th July 26.

2627/1/11 Village Hall: Parish clerk confirmed that there was nothing to report.

2627/1/12 Planning Matters: No new applications to discuss and nothing to report.

2627/1/13 Financial Matters: The income was noted by the council members, the accounts and bank statements were checked and signed by Councillor Mr A Wilson.

               1/13/1 SKDC Precept £3,400.00

               1/13/2 VAT Refund (FY 2025/26) £53.25

2627/1/14 Financial Matters: It was RESOLVED by the Parish Council Members to accept the expenditure as detailed below.

               1/14/1 LALC membership fees £113.86 (payment agreed in March Meeting)

               1/14/2 Lloyd’s bank account fee £12.75 (April, May & June £4.25 per month)

1/14/3 Zurich Insurance (Due 1st June 2026) £423.12

1/14/4 Internal Auditor Fee (FY 2025/26) £100

1/14/5 Salary and HMRC PAYE (Qtr1 June 2026 includes increase of hours worked) estimated £404.56

1/14/6 Parish council admin: £21.09 (inc VAT)

2627/1/15 Financial Matters: The members noted the bank account balances up to 30th April 2026. The accounts, invoices and bank statements were checked by Councillor Mr A Wilson and signed as an accurate record.  

               1/15/1 Community Account £ 6187.09

               1/15/2 Business Savings Account £ 501.75

2627/1/16 Annual Accounts/Internal Audit: The parish clerk circulated the internal audit report to the Council members prior to the meeting. Council members RESOLVED to accept the findings of the report.

2627/1/17 AGAR Exemption Certificate: The parish council members RESOLVED to accept and approve this. Chairman and parish clerk/RFO signed and dated the forms 

2627/1/18 AGAR Section 1 Governance Statement for approval: The parish council RESOLVED to accept and approve this. Chairman and parish clerk/RFO signed and dated the forms.

2627/1/19 AGAR Section 2 Accounting Statements for approval: The parish council RESOLVED to accept and approve this. Chairman and parish clerk/RFO signed and dated the forms.

2627/1/20 Parish Council Policies & Procedures: Nothing to review at this meeting.

2627/1/21 Correspondence: Various have been forwarded to the Parish Councillors prior to this meeting. No further discussions were required on any of the items.

2627/1/22 Next Meeting Date: 14th July 2026

As there was no other business on the agenda the Chairman closed the meeting at 8:30pm