Opening and Welcome
The Chair, Cllr. Arthey, opened the meeting and thanked all for attending. The statement on reporting at meetings of the parish council was taken as read.
Apologies of Absence
- To receive apologies of absence – there were no applicable apologies of absence.
Declaration of Members Interest
- To receive declarations of registrable, other and non-registerable interests as detailed in Appendix B of the LGA Model Code of Conduct Model Code of Conduct 2020 – Cllr. Arthey declared an “other registerable” interest for agenda item 9ii. There were no other declarations of interests.
- There were no declarations of gifts of hospitality received exceeding £50.
- There were no requests for dispensations for the agenda under discussion.
Minutes of Previous Meetings
- To approve the minutes of the following Council Meeting: 15th January 2025 - the meeting agreed that the circulated minutes, were a true and accurate record of the meeting that took place, and agreement was forthcoming for the Chair to sign the minutes, aif.
Public Forum
(maximum 10 minutes)
- To receive a report from County Councillor James Finch – Cllr. Finch was invited to submit his report in which he commented or drew the meeting’s attention to the following: a copy of the written report submitted can be seen at Appendix A
- Devolution versus local government review – two different processes.
- Timelines for devolution given.
- 18th March – SCC cabinet to debate matters relating to the proposal to be submitted to the government.
- Mayor to oversee both Suffolk and Norfolk on strategic matters – detail not yet known.
- Libraries – shared the situation that he was able to share but would be unable to give anything further.
- Budget – increased.
Questions:
- Budget to fight for one Suffolk? There will be cost implications for both county and district. Government will give some funding.
- Will council tax be reduced? Doubtful given the costs that are continually rising.
- How independent will the leader be? Will there be an issue with local democracy in particular national infrastructure projects. Streamlining decisions from government as opposed to devolving democracy.
- To receive a report from District Councillor Leigh Jamieson – Cllr. Jamieson was invited to submit his report in which he commented or drew the meeting’s attention to the following: a copy of the written report submitted can be seen at Appendix B
- Devolution – Districts are all working together and feel that a single unitary is too big. Take away the local from local councillor.
- Large wards – too large to be serviced properly. – 3 unitaries / 2 unitaries –3 - BDC/MSDC/West versus Greater Ipswich including Woodbridge and Hadleigh and East Suffolk – 2 - unitaries west and east.
- Elections – postponed until 2026.
- Budget – difficult and BDC faces a fiscal challenge over the coming year.
- Consultation notification – changes to planning notifications for neighbouring properties.
- BMSDC – good building control service – won an award.
Questions:
- NHS alignment - will there now be a move from East Suffolk to West Suffolk?
- Waveney – NHS stays with Norfolk it is assumed, but under government matters it aligns with Suffolk Coastal.
- Local Elections – postponed until 2026.
- To receive comments from the public on the agenda as published – the clerk reported that no matters had been raised.
Parish Matters
- Climate Awareness / climate emergency –
- to receive an update / information on climate related issue coming forth – the thermal imaging project had been made available to the village with 5 dwellings taking up the offer. All who used it had been very enthusiastic and thought it had help them understand heat loss in their own dwellings.
- Community Energy Regeneration – for scale of the operation from which Lindsey would benefit from, the kit is not currently available. This is likely to change as the take-up expands. He confirmed that he was still involved in the Heat Bildeston project.
Statutory Matters
- To review and adopt the Council’s Policies and Procedures - Papers - Review of Policies and Procedures 2025 – council confirmed that it had reviewed the above polices and noted that there were no legislative changes requiring amendments. As such it resolved that the council would adopt them with a review date of March 2026 confirming that they are updated, fit for purpose and that it agrees to adhere to them as written, aif.
Planning Matters
- To consider the following planning applications: there were none pending at the time of the summons being served. However all noted that an extra meeting would be called to discuss the following application:
- DC/25/01063 - Full Planning Application – Erection of 2 no. crop storage buildings, new vehicular access from Priory Hill, concrete pad/yard, 1.8 high security fencing and associated works. Location: Seagers Cottage, Kersey Road.
- To note the following planning applications determined by the local planning authority: none received.
- Council to consider whether it might be appropriate to develop a neighbourhood plan for either Lindsey or to consider the merits of creating a plan with neighbouring parishes – the meeting noted the invitation from James Cartlidge, MP, to attend a meeting in Sudbury on 21st March to discuss how Babergh and he as MP could support those wishing to progress a neighbourhood development plan. All were encouraged to attend to learn more. The meeting discussed whether it would be more beneficial for Lindsey to consider a stand-alone neighbourhood plan, or whether it should join forces with other councils. If council was minded to look at a neighbourhood plan, it was agreed that it would be advantageous to have BMSDC come to talk in more detail rather than attend a generic meeting. It was agreed that the council should seek to use a neighbourhood plan to set up a systematic way to have control over the location, manner in which the village is developed; type of development, protection of certain characteristics etc. It was agreed that the Clerk would speak to Paul Bryant at BMSDC to discuss the possibility of attending a further meeting to discuss the production of a Neighbourhood Development Plan.
- BMSDC - Adoption of the Babergh and Mid Suffolk District Councils Joint Local Development Scheme – March 2025 – council noted the adoption including information the councils’ strategy for guiding development over the period to 2044.
Financial Matters
- To consider schedule of receipts received and payments made since the last meeting – Paper A – all confirmed receipt of Paper A (details can be seen at Appendix C) noting that no receipts had gone through the account since the last meeting. Payments that had been made covered the direct debit to HMRC for 3rd quarter of PAYE due.
- To consider and approve the verified items awaiting authorization as per the schedule submitted – Paper B - all confirmed receipt of Paper B (details can be seen at Appendix C) - having reviewed the paper submitted, all approved the payments awaiting authorisation for settlement via online transfer, aif.
- To consider the Council's financial position to date – Paper C – Council noted the reconciled position of £10,406.20 once the accounts awaiting payment had been settled, aif. Cllrs. Corcoran and Howe confirmed that they had verified the position against the bank statements and cashbook. (Details can be found at Appendix C). A review of the council’s reserves indicated that some CIL reserves had an expiry date of April and October 2026 which would be spent if the stone setts to the remaining triangles in the village were carried out in a timely manner. All noted the earmarked reserve for the council election fund which would be called upon at the next council elections as there would be no split with the district council (assuming that Devolution came about).
- To consider the council budget versus actual statement to 15th March 2025 – Paper D – all reviewed the submitted paper noted that there could potentially be a small overspend for the year subject to final accounts approval.
- To note confirmation of the precept served on the Charging Authority to be levied on the parish of Lindsey - £6,127 which will be paid to the Parish in two instalments, 50% in April 2025 and 50% in September 2025. This precept gives the Parish a Council Tax Band D amount of £63.76. This is an increase of 4.82% on 2024/25.
Year-End Processes for the Year Ending 31st March 2025
- To consider the following as part of the Council’s Year-End Process:
- To review the Council’s Financial Risk Assessment for the year 2024-25 – Paper E - 12.03.2025 - council, having reviewed the above risk management procedures, confirmed that they were in practice by the parish council and that there were no regulatory or contractual issues that may impact on the council for which a further risk assessment was required. It was resolved to approved and adopt the risk assessment for the year ending 31 March 2025, aif.
- To review the Council’s Risk Management Strategy for the year 2024-25 – Paper F - council reviewed the narrative document on the risks faced by the parish council as part of its risk management process and acknowledged that it had taken appropriate steps to manage the risks and where able it has brought in an insurance service from an external body to transfer the identified risk. It was resolved to adopt the statement in its entirety, aif.
- To review and approve the Asset Register for the year ending 31st March 2025 – Paper G – having reviewed the risk register produced by the Clerk, the meeting resolved that the register represented fairly the assets under the control or remit of the parish council for ownership and maintenance for the year ending 31st March 2025, aif.
- To review and agree the effectiveness of Internal Control for the year 2024-2025 – Paper H – having reviewed the Statement of Internal Controls, council resolved that the controls currently in place were effective and appropriate for Lindsey Parish Council in its management of public finances and that its system of internal control was sound and provided an adequate foundation to mitigate the risks associated with the operation of public money, aif.
- To review the effectiveness of Internal Audit for the year 2024-2025 – Paper I - council, having reviewed internal audit in terms of independence, competence, proportionality and effectiveness (refer to Appendix A), resolves that it has complied with its duty under the 2015 Regulations and met the standards of audit provision, aif.
- To confirm the appointment of the Council’s Internal Auditor for the year ending 31st March 2025 – Paper J – see Appendix B – Draft Audit Plan – council resolves that, having regard to the Audit Plan as per Appendix A, Mr Trevor Brown CPFA be appointed to carry out the internal audit on Lindsey Parish Council at a maximum cost of £175 plus pro rata travelling expenses at £0.45 pence per mile. It is anticipated that the audit will take place in late April 2025. The work planned to be completed is as per Appendix B, aif.
- To receive indicative year-end figures for the year ending 31st March 2025 – Paper K – council noted the indicative figures for the year which showed a carried forward balance of £10,406.20. It was confirmed that the final accounts would be presented to full council at the meeting schedule for 14th May 2025.
Correspondence: To Consider / Note the Following
- Ministry of Housing, Communities & Local Government – Norfolk and Suffolk Devolution consultation - Establishing a Mayoral Combined Authority across Norfolk County Council and Suffolk County Council – closing date 13th April 2025. At this stage, council had no comments to raise on this matter and did not wish to respond to the consultation.
- BMSDC – Spring Litter Picks – council to consider the contents of the letter regarding litter picks. It was noted that Cllr. Moore regularly carried out local litter picks and encouraged all to carry out such tasks within their locality. Council discussed the issue of the amount of litter that was collecting in the verges of the A1141 and the inherent dangers for those trying to clear the rubbish that had accumulated. The clerk agreed to discuss with the district council as to who had the responsibility for cleaning the verges along the A1141.
- BMSDC – to note all monthly bulletins are emailed to councillors for their perusal.
- SALC – to note the next Babergh Area Forum is scheduled for 1st April, online, to commence at 7.00pm.
- SALC – council confirmed that all weekly news bulletins are emailed to Councillors for their perusal. Councillors to contact the Clerk if there are any items of interest / training courses they wish to attend.
- Enhanced Partnership Passenger Group meeting of 08.01.25 – council confirmed receipt of the minutes from this meeting which had the mandate to provide a collaborative approach for community initiatives for improving passenger transport.
Clerk’s Report
- To receive an update on the improvements to the two triangles near the Rose Pub – nothing to report as a start date was still awaited. The clerk and Cllr. Sturgeon confirmed that they would continue to chase the approved contractor.
- To discuss further remedial works to the village sign – all were in agreement that the sign require extensive renovation in terms of painting and renovation to the frame in which the sign sat. It was queried as to whether the works could be split with different parties undertaking the work required. The Clerk agreed to do a call-out to other clerks via SALC to see if similar works had been commissioned. Cllr. Hainsworth agreed to enquire whether such work could be commissioned locally.
Parish Councillors’ Reports
There were no reports on village issues received from Councillors.
Date of Next Meeting
All meetings will take place in the Village Hall, Church Road, Lindsey.
- To note the Annual Parish Meeting is scheduled for 14th May 2025 to commence at 7.00pm.
- To note the next meeting will be the Annual Council Meeting which is scheduled for 14th May 2025 to follow the Annual Parish Meeting.
Close of Meeting
There being no other business the Chairman declared the meeting closed 9.12pm