2026 Parish Council Resolved Minutes

Minutes of the Annual Frithville with Westville Parish Council Meeting 
held Tuesday 12th May 2026 at Frithville Primary School, 
West Fen Drainside, Frithville commencing at 7.40pm

PRESENT:    Cllr J Portess presiding as Chairman 
Cllr N Portess            Cllr B Needs        Cllr J Maidens            Cllr S Smith            Cllr C Roberts         Cllr A Crawford 

Clerk – S Knowles

1.     ELECTION OF CHAIRMAN FOR THE FORTHCOMING YEAR 
It was proposed by Cllr Crawford, seconded by Cllr Maidens and resolved that Cllr J Portess should be the Chairman for the forthcoming year. 

2.    TO RECEIVE THE DECLARATION OF OFFICE OF CHAIRMAN OF FRITHVILLE WITH WESTVILLE PARISH COUNCIL 2026/2027
The declaration was signed by Cllr J Portess and witnessed by the proper officer.

3.     ELECTION OF VICE-CHAIRMAN FOR THE FORTHCOMING YEAR
It was proposed by Cllr Crawford, seconded by Cllr Smith that Cllr Roberts should be the Vice-Chairman for the forthcoming year.

4.    PUBLIC FORUM
There were three members of the public present but no questions or  short statements were made during the time allocated:

5.    REPORT FROM ANY OUTSIDE BODIES
ELDC Cllr Jones sent his apologies as he had another meeting to attend and therefore forwarded a report relating to grants available for the Parish Council’s information.

LCC Cllr Matthews sent his apologies due to a prior engagement but did not forward any report or information.

Prior to the meeting, no apologies had been received from ELDC Cllr Ashton or relayed any information.

6.    REMARKS BY THE CHAIRMAN
Cllr J Portess thanked all the Councillors for their vote in confidence in him and thanked them for their support and the clerk for hers.

7.     APOLOGIES FOR ABSENCE AND REASONS GIVEN
Cllr Petchell had forwarded his apologies for absence of which the Parish Councillors were aware of the reason of which it was resolved to accept this reason.

8.     TO RECEIVE ANY DECLARATIONS OF INTEREST IN ACCORDANCE WITH THE REQUIREMENTS OF THE LOCALISM ACT 2011, AND TO CONSIDER ANY APPLICATIONS FOR DISPENSATIONS IN RELATION TO DISCLOSABLE PECUNIARY INTERESTS
No declarations of interest were received.

9.     NOTES OF THE MEETING HELD ON TUESDAY 10th MARCH 2026 TO BE APPROVED AS THE MINUTES AND TO BE SIGNED BY THE CHAIRMAN
It was proposed by Cllr Crawford, seconded by Cllr Maidens and resolved to accept these notes as a true and accurate record.

10.     POLICE MATTERS
Any information relating to this agenda item was deferred to the next meeting.

11.    ANNUAL GOVERNANCE AND ACCOUNTABILITY RETURN (AGAR) 2025/2026
The accounts for the financial year 2025/26 have been completed and reviewed by the Internal Auditor who reports that all this year’s accounts are satisfactory and in line with the guidance and regulations.
a.    To approve the Annual Governance Statement (Section 1 of the Annual Governance and Accountability Return (AGAR) for financial year 2025/2026 and authorise signing by Chairman and Responsible Financial Officer
This section was reviewed, assessed and proposed by Cllr Maidens, seconded by Cllr Smith and resolved to be signed by the Chairman and Responsible Financial Officer.

b.    To approve the Accounting Statement (Section 2 of the AGAR) for financial year 2025/2026 and authorise signing by the Chairman and Parish Clerk
This section was reviewed, assessed and proposed by Cllr Needs, seconded by Cllr Smith and resolved to be signed by the Chairman and Parish Clerk.

c.    To approve the Certificate of Exemption (of AGAR Form 2) for financial year 2025/2026 and authorise signing by Chairman and Responsible Financial Officer
This section was reviewed, assessed and proposed by Cllr Smith, seconded by Cllr Needs and resolved to be signed by the Chairman and Responsible Financial Officer.

12.    TO APPROVE RENEWAL OF THE PARISH COUNCIL INSURANCE
The Parish Council insurance is due to be renewed on 1st June 2026. £519.05, which is an increase of £161.67 to previous year. The clerk relayed that she was trying to obtain additional quotes from other relevant companies. It was thereby proposed by Cllr J Portess, seconded by Cllr Needs that if any other quote was not cheaper than the one already received to go ahead and accept this year’s quote from Zurich Municipal of which the other councillors resolved to accept this proposal.

13.    FINANCIAL MATTERS
a.    Financial Report
Since the last meeting £5325 has been credited to the Community account in regard to the first instalment of the precept and additionally payments of £8.50 for bank fees and £1074 to TJW Services in association with the car par fence renewal has been made, therefore, the balance of the Community account prior to any payments being made is £9,027.25 and the balance of the Reserve account is £11,878.82.

b.    To approve payments to be made

It was proposed by Cllr Needs l, seconded by Cllr Smith and resolved that these payments should be made.

14.     HIGHWAYS
The following Highway matters were discussed:
•    Various hazard points were raised due to vegetation blocking visibility to road users such as Hale Lane and Sargeants Bridge

15.    PLANNING
a.    Report on any Planning application Information/Decisions
There are no Planning Application information or decisions to report

16.    CORRESPONDENCE
The following correspondence has been received:    
•    LCC Town and parish council newsletter March and April 2026
•    Eastern Green Link 3 (EGL 3) and Eastern Green Link 4 (EGL 4) –  Targeted Statutory Consultation under Section 42 of the Planning Act 2008 
•    LALC e-news 24th April and  8th May 2026 
•    ELDC Media Release - East Lindsey District Council invests £1.17m to support Woodland Trust’s purchase of Harrison Woodlands near Louth 
•    ELDC Media Release - Lincolnshire Wolds Outdoor Festival 2026 to launch with Viking themed activity day in Horncastle 
•    ELDC Media Release - East Lindsey District Council secures the future of Horncastle’s Sir Joseph Banks Centre through grants of almost £150,000 
•    Town and Parish news - updates from East Lindsey District Council May 2026 

17.    PARISH MATTERS
a.    War Memorial    
Correspondence had been received  from the War Memorials Trust relating to the information they had received stipulating that the inscriptions on the Frithville’s War Memorial may be difficult to read. After discussion it was decided to try an obtain any grants that would aid in getting this matter rectified.

Other matters discussed:
•    Permission request had been received from Frithville Primary School in using the Playing Field again this year for their Annual Sports Day, which was agreed by the Parish Councillors.
•    As discussed by a resident at the Annual Parish Meeting to look into quotes for a dog bin for Green Lane.

18.    ANY OTHER MATTERS FOR DISCUSSION ONLY
No other matters were discussed.

19.    DATE OF THE NEXT MEETING
The next Frithville with Westville Parish Council meeting is scheduled to be on Tuesday 14th July 2026

There being no further business the meeting finished at 8.20pm