Annual council Meeting minutes 13th May 26
SWABY GROUP PARISH COUNCIL
MINUTES OF THE ANNUAL COUNCIL MEETING
HELD 13TH MAY 2026
Present: Cllrs Gilpin, Hanson, Gibson, Dransfield, Cooper & Bailey
1. ELECTION OF CHAIRMAN
It was proposed (Cllr Bailey), seconded (Cllr Dransfield) that Cllr Gilpin remain as Chairman. Cllr Gilpin indicated his acceptance and as there were no further nominees it was resolved that Cllr Gilpin be elected as Chairman for the forthcoming civic year.
2. DECLARATION OF ACCEPTANCE
Cllr Gilpin signed his Declaration of Acceptance which was counter signed by the Clerk as Proper Officer to the Council.
3. ELECTION OF VICE CHAIRMAN
It was proposed (Cllr Hanson), seconded (Cllr Gibson) that Cllr Bailey remain as Vice Chairman. Cllr Bailey indicated his acceptance and as there were no further nominees it was resolved that Cllr Bailey be elected Vice Chairman for the forthcoming civic year.
4. APOLOGIES
Apologies and valid reasons for acceptance were received from Cllrs Wright, Millburn, Young, Start and Taylor and these were accepted.
5. DECLARATIONS OF INTEREST
There were none
6. MINUTES OF THE MEETING HELD 11TH MARCH 2026
It was resolved that the Chairman sign these as a correct record of that meeting.
7. UPDATES
Benches and notice board repairs request sent to Louth Mens Shed again.
Cllr Gilpin updated on the litter pick which was another success, with some interesting finds.
Cllr Gibson reported that the damaged dog bin had been replaced along with the sign.
Discussion on a recent meeting in Aby where assistance for heating oil costs was raised.
8. FINANCE
a) Accounts for payment
It was resolved that the following accounts be paid:
Clerks Salary & PAYE for April/May, including back pay £415.16
LALC subs £111.62
Zurich Insurance £272.81
b) End of year balances
The end of year balance sheet was noted with carry forward to 26/27 year figure of £5114.02, of which £589 was ring fenced for elections and £275.00 for the VETs scheme, leaving available funds of £4250.02 before the precept was received.
Land rent for 26/27 was handed to the Clerk by Cllr Gilpin
c) AGAR Audit forms
The Clerk advised that the books, minutes and invoices were still with the Internal Auditor, who had checked figures but not yet signed the form. The form and any notes would be circulated to members as soon as it was received. Due to the timescale in requiring the AGAR to be submitted and displayed it was agreed that the Chairman sign the forms as presented. It was therefore resolved that the Chairman sign the following:
i) Certificate of Exemption
ii) Governance Statement
iii) Accounting Statement
9. POLICIES
These had been circulated and it was resolved that the following be noted without amendment:
Standing Orders (NALC version); Risk Assessment; Financial Regulations; Asset List (to replace the old version with the benches marked on map); Data Protection; Code of Conduct; Planning; Staffing and IT Policy.
It was noted that the Risk Assessment might need amending in the future to include for events such as Litter Picks and the Data Audit is to be looked at further.
10. CORRESPONDENCE
National Grid update newsletter – noted
11. PLANNING
Application 471/26 – Driby Manor – change use building to vehicle store.
After discussion it was resolved that the Parish Council, whilst raising no objection in principle, would request the following conditions be imposed on any approval, either under planning legislation or under a separate S106 agreement:
1. All vehicles stored in the building must either be owned by or leased to the Applicant.
2. If the Applicant sells, leases or otherwise parts with possession of all or any part of the building the permission granted will automatically terminate.
3. There will be no lighting external to the building.
4. No part of the building will be occupied by anyone other than the Applicant whilst the permission exists.
5. There will be no repair of vehicles carried out in the building.
6. The building will only be accessed between the hours of 8am and 6pm Monday to Saturday both inclusive.
7. The building will not be accessed at all on any Bank Holiday.
8. The Applicant will prior to the permission coming into force provide motor vehicle passing places to highways standard adjoining the public highway between the building and the A16, the number and position of such to be determined by the local Highways Authority.
12. ANY OTHER MATTERS GENERAL DISCUSSION/NEXT AGENDA
Cllr Bailey advised that the quarry had recently been used by motorsport organisation, and had made enquiries with the Health & Safety Executive regarding the safety of using this site for such a purpose. General quarry discussion to be on next agenda.
Question on when Remembrance Day wreaths could be removed, it was agreed after 6 months.
13 DATES OF MEETINGS 26/27
These were agreed as 15th July; 16th September; 11th November; 13th January; 10th March and 12th May.
14 CONFIRM DATE OF NEXT MEETING
Confirmed as 15th July
There being no further business the meeting closed at 8:10pm