Draft Minutes - Annual Meeting of the Parish Council
Minutes of the Annual Meeting of the Parish Council held Monday, 18 May 2026 at 7:08 pm in the Committee Room at Legbourne and Little Cawthorpe Community Centre.
PART A
2026/05-1 Election of Chair. It was RESOLVED to re-appoint Cllr Madeleine Exley as Chair and duly signed the Declaration of Acceptance of Office.
P: DH; S: PM, All in Favour
2026/05-2 Election of Vice-Chair. It was RESOLVED to re-appoint Cllr Paul Maw as the Vice- Chair and duly signed the Declaration of Acceptance of Office.
P: DH; S: SC, All in Favour
Public Session.
There was one member of the public at the meeting and made no comment.
LCC Cllr T Catton did not attend and did not submit any report
ELDC Cllr Adam Grist did not attend and did not submit any report.
PART B
2026/05-3 Record of Members Present and Apologies.
Present: Cllr Madeleine Exley (ME) (Chair), Cllr Paul Maw (PM) (Vice-Chair), Cllr Shaun Cole (SC) and Cllr David Harrison (DH)
Also present: Mrs Nadine Must (Parish Clerk).
2026/05-4 Chair’s Welcome and Remarks. Cllr Exley was happy to be reappointed as Chair but added that she may miss some meetings because of personal commitments.
The Annual Parish Meeting went well, and thanked councillors for their efforts in distributing the agenda and survey ahead of the meeting. The survey results is for discussion at this meeting.
The Scam and Fraud Protection session in July will require leaflet distribution to households to promote the event. It may also be an opportune time to advertise councillor vacancies and any other issues for residents’ information.
The Chair circulated a council vacancy poster for consideration which was approved.
Reimbursement for expenses was discussed. The Chair had personally paid for the leaflets advertising the APM and the refreshments for the event. It was agreed that any future expense should be reimbursed.
The Chair gave warm thanks to Cllr Shaun Cole who will be resigning after this meeting. Cllr Cole’s knowledge, challenge and contributions have been an invaluable help, not just to the Chair but to the team as a whole! It is hoped that he will reapply in the future.
A brief update was made at the end of the meeting referencing the “Litter Picking Champion” article, on behalf of the parish council, placed in the newsletter, with regard to a child in the village who spent time in her Easter holiday break, picking up litter, accompanied by her mum.
2026/05-5 Declarations of Interest on any item on the agenda. None
2026/05-6 Minutes from 10 March 2025. It was RESOLVED that the minutes of the meeting was an accurate record. The Chair signed the minutes.
P: PM; S: SC, All in Favour
2026/05-7 Council Matters
a) Annual Review of Policies. The Council reviewed all its current policies and agreed that the documents were still relevant. The Clerk to renew all policies on the council website.
1) Standing Orders
2) Financial Regulations
3) Code of Conduct
4) Publication Scheme
5) Complaints Procedure
6) Privacy Policy
7) Recording and Filming of council meetings policy
8) Co-option policy
9) Planning policy
10) Safeguarding Policy
P: PM; S: SC, All in Favour
b) Appointment of representative to Legbourne and Little Cawthorpe Community Centre. Cllr ME will continue to represent the parish council.
c) Actions from previous meeting. Noted.
d) Correspondence Received. Noted.
e) Residents Survey Results. The Council noted the survey results, which identified road safety as a significant concern for residents. It was agreed that an additional Speed Indicator Device be purchased, funded either from general reserves or available grants.
Bus services and public transport were generally considered satisfactory, although concern was raised regarding the timing of services between the village and Louth.
Support was expressed for the refurbishment of the white gates. It was agreed to apply for ELIF funding to replace the existing wooden gates with recycled plastic alternatives. The Clerk will obtain quotations.
A suggestion was made to establish the Water Pump monument as a focal point within the village. It was agreed that a structural survey be commissioned to assess maintenance requirements and inform future improvement works.
The state of the benches will be inspected for any repairs required. The assets register was updated to add the bench at Davy Close.
f) Extended warranty for Evolis SID. The Council rejected the warranty offer.
P: ME; S: PM, All in Favour
g) Parish Council Insurance. The amended quotation which itemised the Pumping Station Monument and increased precept and wage roll was approved.
P: SC; S: DH, All in Favour
2026/05-8 Finance and Budgets
a) Payments. The Council resolved to accept the following payments for May 2026. The LALC Annual Training Scheme fee was not required. A budget allocated for training will be sufficient if and when required.
 |
P: PM; S: DH, All in Favour
b) Review of End of year Receipts and Payments 2025-2026. Noted and approved.
c) 2024-2025 AGAR. The Council noted the Internal Auditor’s report.
d) 2024-2025 AGAR. The Council reviewed and approved the Governance Statement.
e) 2024-2025 AGAR. The Council reviewed and approved the Accounting Statements and all other supporting financial records.
f) The Council approved the Certificate of Exemption. The Chair and Clerk both signed the relevant forms for submission to the external auditor and for publication on website.
P: DH; S: PM, All in Favour
2026/05 – 9 Planning Applications considered
a) 00666/26/FUL | Extension and alterations to existing dwelling to provide additional living accommodation. | West View, Poplars Lane. The Council resolved to support this application.
b) 00492/26/FUL | Extension and alterations to existing dwelling to provide additional living accommodation. | Rookery Nook Station Road. The Council resolved to support this application.
c) Planning Appeal - 00037/26/PIP Application for Permission in Principle for the erection of up to 4no. dwellings. Land Adjacent Abbey Lodge Planting Side Little Cawthorpe. The Council resolved to submit an objection to the Planning Appeal Service in support of the grounds submitted by Little Cawthorpe Parish Council.
d) Planning Appeal - 03185/25/FUL Planning Permission - Erection of a dwelling, entrance gates and pillars and excavation of land to form a wildlife pond. Furze Meadow Furze Lane. The Council did not have any additional comments to submit on the planning appeal.
e) It was noted that the Stopping Order has been confirmed with reference to Riverside, Mill Lane, Legbourne (ref. 03657/25/FU) after amended drawings were submitted based on the Council’s observations submitted to the Department of Transport.
2026/05 – 10 Community Initiatives.
a) East Lincolnshire Railway Petition for re-opening. The petition was considered and the Council decided not to support this appeal.
b) Burglary on Station Road in April 2026. It was reported that the incident occurred during daylight hours, with access gained via the field behind the property. Police attended the scene and subsequently issued a social media appeal, including an image of a man they wish to identify in connection with their enquiries.
c) Bus shelter refurbishment. This will be done imminently.
d) SID speed statistics 27 Feb to 13 Apr 2026. It was noted that the data showed that 96% of all incoming and outgoing traffic adhered to the speed limit. It was agreed that the Chair will do a summary report of the statistics and get it published in the newsletter for residents’ information.
e) Community Centre Updates. It was noted that:
The Scarecrow Trail is back this year running for 10 days from the 20th to 30th August with the theme Hero’s and Villain’s. The Awards ceremony will be held on 30th August at the Queen’s Head Pub.
The Annual General Meeting was held on the 12th May. It was reported that the Community Centre will be the venue of a large private event at the end of June
The main event is the Funflatable Days to be held on three consecutive Wednesdays starting 29th July and are now open for bookings. They will be pleased to get as many volunteers to help out.
Car boots sales are up and running and the next quiz night is on 12th June.
2026/05 – 11 ELDC/LCC Services
a) Househams Lane drainage. No update.
b) Legbourne Picnic Site. No update
c) It was noted that 30mph road markings have been painted at both entrance approaches to the village.
2026/05– 12 Agenda items for next meeting scheduled 13 July 2026
The meeting closed at 8:40 pm.
Signed __________________________________ (Chairman) Date: ______________