Minutes of the Council Meeting Held in Lindsey Village Hall

Minutes of the Council Meeting held on Wednesday 10^th September 2025 in Lindsey Village Hall, Church Road, Lindsey which commenced at 7.35pm.

In attendance: Cllrs. C Arthey (in Chair), R Corcoran, M Hainsworth, B Howe, J Moore and A Sturgeon, District Councillor L Jamieson and Mrs V Waples, Parish Clerk.

The Chair asked all to take a quiet moment to remember Councillor Ruth Howe who had recently passed. The Council's condolences were offered to Cllr. B Howe and the family. Details of the funeral were discussed amongst members.

The Clerk confirmed the process that would need to be followed due to the casual vacancy that had now arisen, and confirmation was given that the Clerk would advise Babergh District Council of the vacancy by the end of the week.

1. 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 read by the Clerk. The Chair opened the meeting and thanked all for attending.

2. Apologies of Absence

To receive apologies of absence – there were no applicable apologies of absence as all were present.
Apologies of absence were noted from County Cllr. Finch.

3. 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 – there were no declarations of interests submitted.
There were no declarations of gifts of hospitality received exceeding £50.
There were no requests for dispensations for the agenda under discussion.

4. Minutes of Previous Meetings

To approve the minutes of the following Council Meeting:

Council Meeting of 23^rd July 2025 - the meeting resolved that the circulated minutes were a true and accurate record of the meeting that took place, and resolved for the Chair to sign the minutes, which was undertaken in accordance with prevailing legislation, aif.

5. Public Forum

(maximum 10 minutes)

To receive a report from County Councillor James Finch – Cllr. Finch’s written report was taken as read: a copy of the written report submitted can be seen at Appendix A. There were no questions / issues raised by Councillors for onward submission.
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.
- LGR
- Emergency accommodation
- Electrical recycling banks
When questioned as to the issue relating to the disposal of disposal vapes and how this might be accommodated, he agreed to research and report back at the next meeting.
To receive comments from the public on the agenda as published – the clerk confirmed that no matters had been raised by the public.

6. Parish Matters

Climate Awareness / climate emergency – to receive an update / information on climate related issue coming forth – Cllr. Sturgeon reminded all that whilst the council had declared a climate awareness emergency, the council as a whole had achieved little although individually actions may have been taken. Thermal imaging had taken place but this has resulted in zero carbon being saved. Following recent research, it was queried as to whether a smaller turbine, producing energy for a localised area might be more appropriate for the community. Heating Bildeston were keen to assist with any such endeavours. Information received suggests that the community of Lindsey could be a contributor to the grid and could achieve the government’s ambition for locally produced electricity to be retained and used locally. Cllr. Sturgeon agreed to share information with Cllr. Moore for both to review and report back to the council at a later meeting.
To determine whether council would like to run a further thermal imaging project during the winter of 2025-2026 – it was agreed that this had been exhausted during the previous times the camera had been borrowed.
To receive a progress report on matters relating to:
- Traffic calming and appropriate signage on the A1141 in the vicinity of Canada Cottages and Hollow Trees Farm Shop – it was noted that an update was awaited from County Cllr. Finch on this matter.
- Traffic calming on C720 between Church Road to Lindsey Tye – it was noted that an updated was still awaited from County Cllr. Finch on whether the area had been assessed prior to the consideration of the deployment of vehicle activated signs and whether there were other traffic calming measures that could be introduced in this area.

7. Statutory Matters

In light of the changes to the Practitioners’ Guide 2025 with regards to the Annual Governance Statement Assertion 10 – Digital and data compliance, the following actions were taken by the council:

Adopt an IT Policy (Paper entitled IT Policy) – the meeting resolved to adopt the written IT Policy (subject to spelling corrections), ensuring that it a policy covering IT equipment and data for authority business.
Confirm that the council has in place a Data Protection Policy (Paper entitled Data and Information Security Policy 2025) – it was confirmed that council had in place a policy to cover data handling and sharing.
Confirm that the council has in place appropriate technical and organisational measures to protect personal data (See Data and Electronic Retention Policy) – it was confirmed that the council had an appropriate policy in place for the storage of personal data.
Confirm that the Clerk has carried out a GDPR risk assessment on the control measures in place to ensure compliance with Data Protection Legislation – it was noted and confirmed that the Clerk, as the council’s appointed Data Protection Officer, had undertaken data impact assessments to analyse, record and review the control measures in place for the protection of personal data and the manner in which personal data is held to protect if from breaches.

8. Planning Matters

To consider the following planning applications: none at time of serving
To note the following planning applications determined by the local planning authority:
- DC/24/05496 – Refusal of planning permission for the conversion of timber framed barn into a 3 bedroom dwelling house. Insertion of windows and doors as required. Traditional timber stairs and access balcony. Barn on land to the east of Rose Green Road.
- DC/24/05497 – Refusal of Listed Building Consent for the conversion of timber framed barn into a 3 bedroom dwelling house. Insertion of windows and doors as required. Traditional timber stairs and access balcony. Barn on land to the east of Rose Green Road.
- DC/25/02699 – Planning permission for the erection of two-storey and single-storey extensions and alterations. Change of use of part of agricultural land to residential curtilage.
- DC/25/03209 – Approval for a non-material amendment in relation to DC/24/03276 - To remove Condition 20 (Biodiversity Net Gain) and replace with self-build compliance condition. Amend description to 'Erection of 1no. self-build building (following demolition of barn)'. Location: Rose Barn, Rose Green Road.
- DC/25/03359 - Discharge of Conditions granted for DC/24/03276 - 12 (Construction Management Plan), 16 (Landscaping Scheme) and 18 (Materials). Location: Rose Barn, Rose Green Road.

9. Correspondence: To Consider / Note the Following

Sudbury and South Suffolk Citizens Advice – to note the invitation to the Sudbury & South Suffolk Citizens Advice AGM, Wednesday, 1 October 2025 @ 2.00 pm – all noted the invitation.
SALC – Local Government Reorganisation – all noted the communications that had been circulated on this matter.
BMSDC – Town and Parish Updates – council confirmed all monthly updates are emailed to Councillors for their perusal.
SALC – to note 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.

10. 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 D) noting that two receipts had gone through the account since the last meeting: the settlement of VAT in the sum of £841.40 and the second half of the precept in the sum of £3,063.50. Payments that had been made between meetings as shown on Paper A (details can be seen in Appendix D) covered the direct debit to HMRC (£123.40) for 1^st quarter of 2025-2026 PAYE due and settlement of the account for the installation of the stone setts (£5,048.40).
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 D) - 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 £212.65 once the accounts awaiting payment had been settled, aif. Councillors Corcoran and Hainsworth confirmed that they had verified the position against the bank statements and cashbook. (Details can be found at Appendix D).
Council to ratify the implementation of the local government services pay agreement 2025 for the Clerk (sole employee of the council) backdated to 1^st April 2025 (Confidential paper) – the meeting resolved to retrospectively approve the implementation of the local government services pay agreement 2025 for the Clerk (sole employee of the council) backdated to 1^st April 2025.
To consider the council budget versus actual statement to end of September 2025 – Paper D – all reviewed the submitted paper noting the slight overspend for the year, in the main due to increased administrative costs.

11. Clerk’s Report

To discuss further remedial works to the village sign – Cllrs. Arthey, Sturgeon and Howe confirmed that they had recently reviewed the sign, inspected the bolts holding the sign in situ and ascertained that the sign could be removed. It was suggested that remedial work might need to be undertaken to the top bolts but this would be considered at a later date once the sign was removed. Cllr. Arthey confirmed that he had approached a local artist, Suzanne Perry of Brett Gallery, who would be prepared to review and ascertain whether they would be in a position to paint the sign once removed from the post. Cllr. Arthey confirmed that he would follow this up and obtain a formal quotation.

12. Parish Councillors’ Reports

Stone setts at Lindsey Tye – dislodged sett at The Old Forge triangle. The Clerk agreed to contact the contractor for remedial repairs. Mix too dry or too lean. Haunch needed to cement in the loose stone.
Minor / low level thefts in Lindsey – 2 No. at the Community Farm (tools), 1 at a residential premise (tools) and 1 at a residential premise (household goods).
Elm Cottage – is it paying council tax? The Clerk was asked to ascertain the status of the property.
Lighting of Beacon for Remembrance Sunday confirmed as 9^th November – risk assessments would be undertaken.
Hedge at White Rose – Cllr. Sturgeon agreed that he would liaise with the homeowner and express the parish council’s concerns over the lack of visibility at this junction due to the overgrowth of the hedgerow.
Maple Tree on triangle by Village Hall – Cllr. Moore, as Tree Warden, agreed to review and suggest the best course of action.

13. Date of Next Meeting

All meetings will take place in the Village Hall, Church Road, Lindsey.

To note the next meeting is scheduled as 26^th November 2025 – all noted the confirmed date.

14. Close of Meeting

There being no other business the Chairman declared the meeting closed 20.44pm.