- Minutes 21st November 2025
HACONBY & STAINFIELD PARISH COUNCIL
PARISH COUNCIL MEETING 21 NOVEMBER 2025 AT 7.15 PM
HARE & HOUNDS PUBLIC HOUSE
NOTES – V1
Present: Cllrs R Dixon-Warren (Chairman), B Blackbourn (Vice Chairman), R and J Fielding, D
Sharman and D Winn
Public Forum. Tony Vaughan (Conservative candidate for Aveland Ward by-election 11
December 2025). Engagement with residents highlighted concerns about pylons. Attending to
learn more to represent the community with Continuity, Communication as a Conservative.
DS pleased to receive campaign info through the door which was in touch with Local Concerns and
Needs.
1. Chairman’s Remarks. RDW welcomed all.
Resignation of Clerk. RDW announced the resignation of the Clerk and Proper
Officer, Mrs Wendy Gray, and paid tribute to her steadfast support to the Council since
late 2016. Councillors praised her contribution and agreed that her service be
recognised in a Parish Notice. Recruitment of a successor and other implications to be
discussed at appropriate points in the meeting.
Venue. RDW reminded everyone that the Council meets in the Hare and Hounds
public house in the absence of a suitable alternative, highlighting that alcohol is
prohibited in the meeting room.
Document Format. RDW highlighted LALC’s provision of approved formats for Parish
Council meeting summons, agendas, notes and minutes for use forthwith.
2. Apologies. None.
3. Declarations of Interest and Requests for Dispensations. RDW and DS – members of
the PCC. Dispensation(s) agreed if required.
4. Last Meetings. Draft Minutes of meeting on 11 July – JF proposed, DW seconded,
approved unanimously, informal notes of meeting on 12 September – accepted by
consensus and Notes of Extraordinary Meeting on 31 October – RF proposed, BB
seconded, approved unanimously as Minutes:
5. External Updates. Hear LCC, SKDC, Police and Parish updates.
LCC: no update.
SKDC: RDW updated in absence of District Councillor on Local Government Review,
South Kesteven Draft Design Code Testing and Engagement Phase II.
Police: RDW updated on SK NP Quarterly Priorities October to December
(https://sway.cloud.microsoft/o1KE6QubTxAQEWWk?ref=Link) – priority set is
speeding. Police encourage members of the public to help set priorities online via the
link provided. Action: JF update Parish Council website.
LincsAlert – DW highlighted extensive criminal network disruption across Lincolnshire.
Action: JF add link to Lincolnshire Alert page on Parish Council website.
6. Clerk’s Report. No report provided. Actions: RDW to discuss issues / matters outstanding
with WG, initiate process of recruiting a successor – hopefully locally but can request LALC
assistance in advertising more widely if necessary. Team effort to continue operating as required
in the interim.
7. Financial Matters. WG provided the usual spreadsheet detailing Income and Expenditure
for the year so far. No invoices outstanding but retrospective approval required for invoices settled
below. Council discussed and agreed the need for continued delivery of financial responsibilities
and production and drafting / display of a simple Balance Sheet at year end to provide simple and
full transparency for parishioners. Actions: JF volunteered to take this on and RDW agreed to
arrange handover of documents by WG. DW suggested that AGAR details be included in the
Parish Guide – RDW agreed to consider this as part of review before adoption at Annual Meetings
in April / May 2026.
a. Financial Report. Income / expenditure summary as at 20 Nov 25 provided by WG.
b. Invoices for Payment. Retrospective approval: DS proposed, BB seconded,
unanimous approval.
To For Amount VAT Total
LIVES / Cllr RF Defib pads 178.19 35.64 213.83
Wendy Gray Clerk Salary 243.54 243.54
Wendy Gray Clerk Expenses 50.00 50.00
JK Cutting Services Grass cutting 115.00 115.00
c. Budget 2025/26. Need to consider forecast expenditure and consequent required
income to ensure balanced budget. Main expenditure – Clerk’s salary and expenses,
grass cutting (highways verge and, from May 2026, full cost of closed churchyard 1 ).
Income – Parish land and Precept. Points considered and actions decided:
i. Grass cutting. Action: Discussion and decision required on rolling over current
contracts or putting the work out to tender.
ii. Vacant Parish Land Sections. Action: Advertise to increase income, aim for full
tenancy by March 2026. Policy and Common Law Tenancy / Allotment Tenancy
contracts as detailed in the Parish Guide.
8. Planning Matters. The Council discussed S25/2078 (refurbish an existing shed space into
a living space with kitchen capabilities to form annexe). No objections were raised. Action:
RDW to inform SKDC.
9. Correspondence. No briefing on general correspondence. Specific correspondence:
LCC 18 November – Community Resilience Link. Second edition of Lincolnshire
Community Resilience News available on LCC on Lincolnshire Resilience Forum and
LCC websites.
Lincs Alert 18 November – general agreement to broadcast these emails. Action: JF to
post link on Parish Council website.
SKDC Notification of 2026-27 Parish Precept Requirement 21 November – requirement
to inform SKDC by 16 January 2026. Action: decide at next Parish Council meeting
before 15 January.
10. Parish Matters. Reports, discussion and action:
a. National Grid Pylons Project. National Grid Pylons – application for Order granting
Development Consent for Weston Marsh to East Leicestershire, a Nationally Significant
Infrastructure Project now in pre-application stage. Much wider than just local villages.
Ecological and environmental surveys initiated – letters being issued to landowners
offering money for land. Council awaits electronic copies of letters and related
documentation, particularly Land Ownership Plans in the Parish. SKDC appears
unlikely to get involved and make a difference, so response down to Parish Councils
working together with individuals, supported by constituency MPs.
a. At a site visit on 14 October 2025, SKDC confirmed that the closed churchyard is well-maintained and is in
a fit condition for hand over from PCC to Parish Council. PCC and Parish Council agreed that this take
place in May 2026, when Parish Council will assume full responsibility for maintenance of the closed
churchyard.
b. Challenge Correspondence – 2024/25 Annual Governance and Accountability
Return (AGAR). Council considers that it has corrected the issues raised – final
checks against requirement and advice from LALC. A large bill from PKF Littlejohn LLP
could be expected. from this. Response to PFK Littlejohn to be drafted, approved and
sent. Response to highlight apparent discrepancy in data sent as required and
acknowledged, but listed as not sent in correspondence.
c. Role Based Email Accounts. Deadline for activation 31 March 2026. Council
members must have role-based email accounts hosted on an official, authority-owned
domain, such as @parishcouncil.gov.uk or @parishcouncil.org.uk by mid-March 2026.
This practice is essential for professionalism, security, and legal compliance, as it
prevents data loss when staff change and helps meet GDPR requirements. Personal
accounts like Gmail or Outlook are no longer compliant. It was agreed that Council
members need to be briefed and trained in implementing this. Action: RF volunteered
to research costs and process.
d. Parish Land. 7 acres available for rent. Tidying up needs doing over the winter.
Members agreed on the need for a Parish Land ‘walkabout’ to familiarise new members
and confirm / identify work done / required. Action: agree a date.
e. Parish Website. RDW thanked JF for overhauling and updating the Parish Council
website. JF confirmed that it is now 99% up to date.
f. Parish Community. RDW asked for any thoughts on community activities and what the
council should or can do for the community.
Act of Remembrance at the Haconby ‘green’ – really well attended, format appears
to work for churchgoers and non-churchgoers alike, good to see RAF personnel in
parade dress uniform.
Main Street water leak – RF raised concerns about safety when frozen. RDW
confirmed that he raised this with LCC and Anglian Water (AW) and was assured of
AW’s intent to complete repairs by the end of November.
Parish Maintenance. Community expenses:
o Bus Shelter. BB reported that he taken professional advice. Cost of repairs
necessary estimated at around £800. RDW acknowledged that these repairs are
long overdue and suggested that a formal quote be obtained, with which all
agreed. Action: BB.
o Stainfield Notice Board. RF has ordered a replacement (71cm x 51cm lockable
waterproof noticeboard, which can display 4 x A4 sheets) which should arrive on
28 November. BB offered to assist with fixing it to the wall. RDW to notify
occupants of the house prior to the notice board going up and to arrange
reimbursement of RF expenditure (£121.98). Routine Parish Council expense –
BB proposed, DW seconded, unanimously approved.
11. Closed Session. Council agreed no requirement to move into closed session.
12. Date of Next Meeting. Provisional date Friday 9 January 2026 – Councillors to confirm or
propose alternative date(s) before 15 January. Venue TBC – Hare and Hounds not available. DS
offered to host in his private home. Action: RDW to check rules on Parish Council meeting in a
private home.
Afternote: confirmed date Friday 2 January 2026 in DS private home.
Meeting ended at 20:47 hrs.