May 2026 Draft Minutes (Annnual Meeting)
Halton Holegate with Halton Fenside Parish Council
Minutes of the Annual Meeting of the Council held at Halton Holegate Methodist Chapel on Thursday 14th May 2026 commencing at 7pm. These are notes of the meeting until approved as a true and accurate record.
Present:
Cllrs D Sisson (Chair), C Holmes (Vice-Chair), S Andrew, C Clare, C Edwards, and T Robson; and Clerk - J Sargent.
1. To elect a Chair of the Council for the forthcoming term of office.
With no other Councillors nominated, it was resolved unanimously to elect Cllr Sisson as the Chair of the Council for the forthcoming term of office.
2. To receive the Declaration of Acceptance of Office of the elected Chair.
The Declaration of Acceptance of Office of Chair to the Council was signed by Cllr Sisson and the Clerk.
3. To elect a Vice-Chair of the Council for the forthcoming term of office.
With no other Councillors nominated, it was resolved unanimously to elect Cllr Holmes as the Vice-Chair of the Council for the forthcoming term of office.
4. To receive the Declaration of Acceptance of Office of the elected Vice Chair.
The Declaration of Acceptance of Office of Vice-Chair to the Council was signed by Cllr Holmes and the Clerk.
5. Public Session
To resolve to suspend the meeting for a maximum of 15 minutes to allow members of the public to make representations or to ask questions.
There were no members of the public in attendance.
Lincolnshire County Councillor M Hume
County Councillor M Hume was not in attendance; no written report submitted.
East Lindsey District Councillor T Taylor
District Councillor T Taylor circulated information via email with Councillors prior to the meeting. Cllr T Taylor was at an ELDC Planning meeting and submitted apologies.
With no further matters, it was resolved unanimously to go into formal session.
6. Chair’s Welcome.
The Chair confirmed the Council was quorate, welcomed all present, and thanked Councillors for their attendance. Cllr Sisson also thanked Councillors for re-electing him as Chair of the Council for another term.
7. Apologies.
Cllrs J Vickers (work commitments) and District Councillor T Taylor (District Council Meeting).
8. Declarations of Interest.
None received.
9. To confirm the minutes of the Council meeting held on Thursday 12th March 2026.
With no matters arising, it was resolved unanimously to accept the minutes from March as a true and accurate record.
10. Finances:
a. To approve the list of accounts submitted for consideration for March.
With no matters arising, it was resolved unanimously to accept the list of accounts submitted for consideration. The Accounts Report included as an attachment to these minutes.
b. To receive an updated Bank Reconciliation for March.
The Clerk provided a bank reconciliation, to keep Councillors up to date on the Council’s financial status, for information purposes only. The Clerk also provided an End of Year Bank Reconciliation which was required for the internal audit. Both Bank Reconciliation Reports included as attachments to these minutes.
c. To approve the list of accounts submitted for consideration for April.
With no matters arising, it was resolved unanimously to accept the list of accounts submitted for consideration. The Accounts Report included as an attachment to these minutes.
d. To receive an updated Bank Reconciliation for April.
The Clerk provided a bank reconciliation, to keep Councillors up to date on the Council’s financial status, for information purposes only. The Bank Reconciliation Report included as an attachment to these minutes.
e. To approve the Schedule of Regular Payments for Financial Year 2026-27.
The Clerk provided a Schedule of Regular Payments for the 2026-27 Financial Year. With no matters arising, it was resolved unanimously to accept the Schedule of Regular Payments list submitted for consideration. The Schedule of Regular Payments included as an attachment to these minutes.
f. To consider a savings account for the Reserves.
The Clerk provided information regarding savings accounts prior to the meeting. Most were aimed at businesses and would have to check whether they would take on a Parish Council. The Unity Trust Bank savings account also requires a current account; there is a charge for the current account which would negate most of the interest earned.
Lloyds Bank, who the Parish Council have a current account with, offer a savings account with an interest rate around 2%. It was resolved unanimously to open a savings account with Lloyds Bank, providing that there are no charges, and to move £12,000.00 into the savings account, keeping around £1,000.00 in the current account. The current account balance to be reviewed in 3 months.
11. To receive a budget review for 2025-26 financial year.
The Clerk provided a budget review for the financial year 2025-26 ahead of submitting documents for the external audit. No questions were raised. The budget review included as an attachment to these minutes.
12. To approve the Annual Governance and Accountability Return (AGAR) for 2025-26:
a. To approve section 1, points 1 - 10 of the Annual Governance Statement for 2025-26.
Cllr Sisson read points 1-10, expressed concern as to whether the Council could mark point 10 as yes as the Internal Auditor marked on the internal control objective (AGAR page 4) that the Council did not comply with proper practices relating to digital compliance.
The Clerk accepted that although this assessment was correct, having a gov.uk email address was not mandated in law, only best practice advice, and that the Parish Council have put in place arrangements for effective IT management in accordance with proper practices so the Council could mark point 10 as yes. It was resolved unanimously to agree to points 1-8 and 10 as yes and mark point 9 as N/A.
b. To approve section 2, Accounting Statement.
The Clerk explained the figures on Accounting Statement. It was resolved unanimously to accept the Accounting Statement and submit to the external auditor. Cllr Sisson signed the AGAR. The Clerk to send to the External Auditor.
The Clerk advised the dates of the period for the exercise of public rights during which electors and interested persons may exercise rights relating to the annual accounts will commence on Wednesday 3rd June 2026 ending on Tuesday 14th July 2026.
13. To receive a copy of the End of Year Internal Audit Report.
The Clerk provided a copy of the End of Year Internal Audit Report, included as an attachment to these minutes. Cllr Sisson ran through the points made by the internal auditor, which suggested alterations to the agenda in order to provide more information and increase transparency, and to put more information relating to the accounts on the website.
The Clerk advised the minutes were sent to LALC to put on the website, but the webmaster resigned so other employees at LALC were updating websites until a new webmaster is appointed. The Clerk also confirmed that all financial transactions were posted on the website.
Cllr Holmes suggested putting all meeting information on website for improved transparency. Cllr Sisson asked the Clerk seek advice from LALC.
Cllr Edwards queried what residents would do who don’t have access to the internet. Cllr Sisson suggested including a note on the agenda for residents to contact the Clerk if they would like a paper copy of meeting information.
14. To consider the insurance renewal quote.
Cllr Sisson advised of a slight increase in renewal quote. It was resolved unanimously to accept the renewal quote.
15. To receive reports from:
a. The Chair
Cllr Sisson circulated a written report prior to the meeting via email, included as an attachment to these minutes and added the current year’s salary settlement is yet to be agreed between LGA and Local Council bodies, and no further suggestions have been received for a location for the waste bin has been donated to Spilsby’s Recreation Ground Committee.
b. The Clerk
No report.
16. To receive notification of any planning permissions, refusals, withdrawals, or amendments.
a. To receive an update on the proposed Halton Road Housing Development.
The planning application is now being handled by Andy Booth at ELDC as the case officer.
b. NSIP - Ossian Transmission Consultation
Cllr Sisson advised that Ossian have now been given permission to connect to the grid in Aberdeen.
Cllr Robson left the meeting at 8:05pm.
17. To receive an update on highways, footpaths, and road closures.
a. Issues to be reported or already reported to fix my street.
Cllr Sisson advised that the footpath 214 opposite the Methodist Chapel will have some maintenance works in the near future to improve it.
Cllr Holmes reported a sign at the bottom of Station Road is being hidden by an overgrown tree.
b. Parking issues on Station Road.
Cllr Sisson reported that the school are in the process of appointing a new head teacher but there are no further updates. The Clerk to write to the Primary School to request their Traffic Management Policy. Cllr Sisson to follow up with LCC.
Cllr Edwards reported that an area of Halton Road had been resurfaced but potholes had not been filled before the resurfacing. The Clerk advised reporting to fixmystreet so the contractors return to correct the mistakes.
18. To receive an update on the Mid-Year Audit jobs.
The Clerk circulated a report with Councillors prior to the meeting, detailing all jobs have been completed. Regarding the use of .gov.uk emails, the proposed email address had been submitted for approval from Government, which takes 5-7 days to received confirmation. The Clerk to update Councillors once approval has been received.
19. To consider policies for review:
a. Standing Orders
b. Financial Regulations
c. Scheme of Delegation
d. Code of Conduct
e. Reserve Policy
f. Risk Management Policy and Risk Register
The Clerk circulated all policies with Councillors prior to the meeting. The Clerk confirmed that points listed in bold in are set out in legislation. It was resolved unanimously to adopt the policies. The Clerk to research whether the Financial Regulations need amending now a Reserve Account has been agreed and bring back to Council if required.
20. To consider updated Terms of Reference for review:
a. Personnel and Staffing Committee
b. Grievance Committee
The Clerk circulated Terms of Reference with Councillors prior to the meeting. It was resolved unanimously to adopt the updated Terms.
21. To appoint members to Committees of the Council:
a. Personnel and Staffing Committee
It was resolved unanimously to appoint Cllrs Clare, Holmes, and Robson.
b. Grievance Committee
It was resolved unanimously to appoint Cllrs Andrew, Edwards, and Vickers.
22. To appoint members to serve as the Parish Council’s representative to outside bodies:
a. Halton Holegate and Alice Audley Jackson Trust
It was resolved unanimously to appoint Cllr Sisson as the Parish Council’s representative on the Halton Holegate & Alice Audley Jackson Trust.
23. To appoint members to serve on additional responsibilities groups:
a. Agriculture, Water and Wildlife management including Tree Warden.
It was resolved unanimously to appoint Cllr Vickers.
b. Development and Planning
It was resolved unanimously to appoint Cllr Andrew.
c. Footpaths
It was resolved unanimously to appoint Cllrs Clare and Edwards.
d. Finance
It was resolved unanimously to appoint Cllr Sisson.
e. Safeguarding Lead
It was resolved unanimously to appoint Cllr Clare.
f. Website
It was resolved unanimously to appoint Cllrs Edwards and Robson.
24. To consider agenda items for the next meeting
None suggested.
25. To confirm the date of the next meeting as Thursday 9th July 2026.
The date of the next meeting was confirmed as Thursday 9th July 2026.
With no further comments, Cllr Sisson closed the meeting at 8:42pm.