Minutes 2025

CLAXBY PARISH COUNCIL

Draft Minutes of the Meeting of the Parish Council held on 6th May 2025 at 7.20 p.m.

Present: Cllrs D Lofthouse (Chair), B Hunter (Vice chair), J Lofthouse, J Pilbrow, C Saywell, R de Smit, 

Also present: D Beer (Clerk)

Minute ref: 06/05/25

1.  To elect a chair. 

David Lofthouse was proposed, seconded and duly elected.

2.  To elect a vice chair.

Brian Hunter was proposed, seconded and duly elected.

3.  Apologies for Absence. None.

4.  To receive declarations of interest in accordance with the Localism Act 2011. None

5.  To approve minutes of the meeting held on 11th February 2025.

Minutes were approved and duly signed.

6.  Chair & Council’s Comments and matters arising from the minutes. 

• Mole traps were now deemed unnecessary as the soil has been spread by the grass cutters.
• Clerk was asked to follow up on the planning infringement issue.
• Clerk’s contract needs to be reviewed in the light of publication of new contract template. (Action: view new contract, discuss at next meeting). 

7.   Clerk’s Report on outstanding matters.

• Clerk had contacted footpaths to ask them to improve the ground in the footpath in Boggle Lane particularly at the gate and by the bridge. It is on their list of jobs. So far, they have repaired the handrail as requested earlier in the year.
• LCC Highways Volunteers Scheme were asked to clear footpaths, paint swings and add cable ties, and clear the drain gulleys on Normanby Rise. Ellie Baker has reported the blocked gullies to Highways and we await their response.
• The contract with Octopus Energy for village hall supply was renewed on a fixed term for 18 months at £105.19 p.m. from 19/5/25. Other quotes from British Gas and EDF were more expensive. (Electricity costs this year were £1659.79 (E-on in April then Octopus from May.) Projected costs on new tariff, assuming same usage: £1262.26.
• It had been reported that the litter bin on St Mary’s Lane had not been emptied for a while. The clerk contacted WLDC and was told this was because the road had been blocked by builders’ lorries, but it was on the schedule for the next collection. 
• Clerk spoke with Anglian Water who are very aware of the problems of the burst water mains, and say that this has highlighted the need for a replacement of the whole water main in the near future.

8.  WLDC and LCC Councillor updates. None.

9.  Finance:

(a) Balance of accounts: There is £9479 in the current account. The clerk recommended moving £6000 into the savings account.  This was approved by the full council.

(b) Accounts for Payment 

Payments by direct debit

Unity Feb service charge £6.00 (28/2/25)

Unity March service charge £6.00 (31/3/25)

Unity April service charge £6.00 (30/4/25)

Wave £61.48 (1/3/25)

EE – April (broadband) £39.45

EE - May broadband £39.45

ICO £47.00 (17/4/25)

Octopus Energy £102.46

By prior approval

A J Williams £300 (March grass cutting)

AJ Williams £300 (April grass cutting)

To pay from Unity Account

D Beer £347.17

HMRC £78.00 

Refund of VAT to Village Hall account £111.62

Cassells £126.00

(c) Review and adopt updated Financial Regulations: Adopted 

(d) Annual return for the year ended 31 March 2025

• Execute Annual Governance Statement 
• To approve statement of account. 

The above were approved and signed. Accounts will now be sent to external auditor as turnover figures are over the £25,000 threshold.

• Execute review of internal audit – Councillors were happy with the current auditor and voted to continue with the same next year.

10. Policies and documents:

a) Review and approve Standing Orders – Resolved to approve.

b) Resolve to adopt Code of Conduct for All Councillors. Resolved and approved. Declaration to be signed at next meeting.

• Councillors’ responsibilities. Add to next agenda for discussion having reviewed document

11.  Planning applications: WL/2025/00419

Planning application for demolition of existing garage & pole barn, and erect   single storey portal framed storage building & garage. Heathfield Farm Park Road.

No objections. No comments to be made.

12.  Correspondence: 

• a letter from a relative of a parishioner offering to donate a memorial bench for the community field. (Action: clerk to write to them and ask them to suggest a suitable bench, and suitable wording – the suitability (e.g. longevity, durability, maintenance) to be discussed by the Council before purchase).
• A letter from E-on saying we are due a refund for EBRS discount 22/23
• Letter from Anglian Water confirmation the conversation with the clerk, explaining the problem with the mains and stating that it is now on their schedule to replace the entire main.

13. Insurance – end of 3-year contract. Agree to continue with Zurich.

14. Environment Group:

The chair of the newly formed Environmental Group, Rosie de Smit, gave her report:

• 5 members of the village have expressed an interest in some or all activities.
• Proposal to have a litter picking/ sign cleaning morning one Saturday during the summer. This to be no more than 2 hours followed by suitable seasonal refreshments e.g. Tea, coffee, Bacon butties or ice-cream to encourage participation. On review there is not a lot of litter at the moment.  The litter picking session may hopefully encourage more regular action.
• Grit bins need checking.
• Pavements – these to be cleared by LCC voluntary scheme
• Road gutters have been swept by LCC
• Non emptying of waste bin (St Mary’s Lane and Community Field) reported to LCC (by parish clerk)
• Normanby Rise blocked gully reported to LCC (see item 7)
• Additional ‘matting’ on the footpath between Boggle Lane and Normanby Rise requested.  New woodwork needed beyond the bridge. (Clerk agreed to follow this up)

15. Safeguarding: 

• Agree and resolve to accept Safeguarding Policy – it was agreed to adopt the policy with a few small changes. (Action: Update Policy and circulate, update Appendix A, to be approved at next meeting.) 
• Safeguarding declaration to be signed at next meeting.

• Appoint a safeguarding lead: David Beer agreed to take on this role as he has the necessary training and is DBS checked.

16. Emergency Plan – appoint EPGATL and EPGTL: David Lofthouse agreed to    take on the role of team leader, with Brian Hunter agreeing to be assistant TL.

17. Recruitment of Councillor. There is still a vacancy for one Councillor.

18. Report from Village Hall Committee: Councillors noted the report. View report here.

19. Report from Community Field Committee:

• View report here.
• Safety inspections: ROSPA are on a rolling contract for safety inspections. They are also the cheapest option. It was agreed to continue with ROSPA.

20. Date of next meeting: Tuesday 5th August at 7.30 p.m.

Meeting closed 9.17 p.m.