May 2026 Minutes
MINUTES OF OLD SOMERBY ANNUAL PARISH COUNCIL MEETING
HELD MONDAY 11 May, 2026 7pm at THE ROPSLEY VILLAGE HALL
PRESENT: Cllrs: Nigel Percy (Vice-Chairman), Cllr Vron Stephens, Cllr Peter Burrows and Parish Clerk David Holmes. Also present 3 members of the public.
1. ELECTION OF CHAIRMAN: Cllr Vicky Lowndes had given her apologies for this meeting which were accepted. Proposed Cllr Stephens that Cllr Lowndes be re-appointed Chairman
fIseconded by Cllr Burrows - Motion carried unanimously. It was also agreed that Cllr Percy would chair this meeting.
2. ELECTION OF VICE-CHAIRMAN; Proposed Cllr Burrows that Cllr Percy be re-elected; seconded Cllr Stephens. Motion carried.
3. PUBLIC FORUM: During the Public Forum a member of the public indicated that he could not locate tonight’s agenda on the Council’s website. The Clerk said that the Webmaster had recently retired and he had requested that a member of staff at LALC put it up on the Website. The Clerk to investigate after the meeting. Two other members of the public ask about the acquisition of the Piece of land. Please see 8 c). The couple were so informed.
4. APOLOGIES: Cllr Betty North had given her apologies due to illness: Her explanation was noted and accepted. The Internal Auditor had also sent his apologies.
5. DECLARATIONS OF PECUNIARY INTERESTS/APPLICATIONS FOR DISPENSATIONS:
Cllr Vron Stephens declared a Pecuniary Interest in item 7 d) - Noted.
6. REVIEW OF OTHER APPOINTMENTS and existing policies and procedures.
a) Lead Councillor Finance: Cllr Burrows agreed to stand again and he was unanimously so appointed; b) Internal Auditor: Nick Craft had indicated his willingness to continue in this post on a pro bono basis as before. Proposed Cllr Percy, Seconded Cllr Stephens and carried;
c) Review of Neighbourhood Plan: The Clerk has prepared a Report which he read to the Councillors. He had spoken to a member of the team at SKDC dealing with this issue. He had been informed that the SKDC are in consultation in respect of on-going needs for Housing (including Affordable Housing). It will be several months before its conclusion. Accordingly, the Clerk was informed by that staff member he could see no good reason at this time for any amendments to our Neighbourhood Plan. Proposed by the Chairman that the review be delayed accordingly Seconded by Cllr Burrows and carried.
7. APPROVAL OF MINUTES: The Minutes of the meeting held 2 February, 2026 had been circulated. Their acceptance was adjourned until the next meeting to verify an issue raised by a member of the public.
ACTION: Clerk. POST MEETING NOTE: It was clear the alleged missing Item in question was in fact been quite clearly recorded on the minutes as published.
8. CLERK AND COUNCILLORS’ ACTIONS AND UPDATES/LATEST.
a) Community Emergency Plan: The Plan was almost complete awaiting final approval from the LCC Team dealing with this issue. It was noted that as the Fox and Hounds Public House remained closed there may need to be an alternative venue sought in cases of emergency for parishioners to assemble. The local Church was also shown as a possible venue but there were no Toilet facilities. It maybe that going forward that could change. Other possible venues were discussed. ACTION: Cllr Percy to complete the CEP as far as he is able and report back.
b) School Lane Flooding issue. The Clerk reported that he had heard from the LCC and he had been informed that following their investigations they now regarded the issue as closed. Noted.
c) The Piece of Land in Middle Path: The Clerk reported that the finalisation of the long delayed process was held up awaiting input from the Solicitors acting for the land owner. The land owner had agreed to gift the area in question to the Parish Council so the reason for the delay was not known. ACTION: The Clerk to enlist the intervention of local SKDC Councillor Sarah Trotter to assist. A grass cutting quote from the current parish grass cutter for an additional £15 per cut for this piece of land was approved. ACTION: The Clerk:
There will be another Public Meeting when the issue is settled.
d) Report of recent Parish Walk: Cllr Stephens has organised this event which was a success. A number of local people had joined in and the consensus was it should be repeated: ACTION Cllr Stephens:
f) Fox and Hounds latest: Cllr Percy had made enquiries but was unable to find any information to report and the pub remained closed with the lease on offer:
g) The 6 Bungalow Site: The Clerk reported that he remained unaware of any progress in enforcement by the joint action of LCC and the SKDC Noted.
9. LOCAL COUNCILLORS UPDATES: Cllr Sarah Trotter had given her apologies for this meeting. She had forwarded a report to the Clerk. Copy attached.
Cllr Vernon had also been in touch with the Clerk and had also given her apologies.
Her report was to follow.
11. FINANCE:
a) FINANCIAL STATEMENT: The Clerk has circulated a copy of the latest Financial Statement to the Councillors prior to the meeting. Cllr Burrows, the Lead Councillor Finance, the Internal Auditor and the Clerk had all signed off that report. It was accepted by the Councillors. ACTION: Clerk - Copy Attached. Also attached Report by Internal Auditor and a report concerning Question 5 of the AGAR returns Section 1.
b) ANNUAL GOVERNANCE AND ACCOUNTABILITY RETURN – (AGAR).
The Councillors then considered each of these annual forms in turn –i) The Certificate of Exemption had been signed by the Clerk and was countersigned at the meeting by the Chairman; ii) Section 1 The Annual Governance Statement was then considered and completed; Signed off by the Chairman and the Clerk; iii) Section 2 Accounting Statements had been completed by the Clerk on 9 May 2026 and it was agreed and signed off by the Chairman; iv) The Annual Internal Audit Report had been signed off by the Internal Auditor on 30 April 2026 and was signed off by the Chairman;
ACTION: The Clerk to publish the required forms in June as is the required practice;
c) Parish Clerk’s Expenses and Re-imbursements for the financial year to 31 March 2026 totalled £260.89. They had been examined and signed off before the meeting by Cllr Burrows. AGREED. An issue about a small difference in a total was resolved post meeting,
d) Change of email address for the Clerk. The Clerk was now using the new email as shown on today’s Agenda. Councillors to let the Clerk have details of their new email addresses which will be for Parish Council business only. ACTION: Councillors.
NOTE: The Parish Council required all correspondence for the Parish Council to be sent in the first instance to the Parish Clerk.
e) Insurance renewal; AGREED - cheque for £320.42 in payment was signed by Councillors.
f) Funding application from Parochial Church Council. Deferred as council was not quorate;
g) Review of Assets: The recent review of Assets had indicated some action was required:
i)The Bus Shelter required Notices warning of Asbestos. A quote to be obtained to encapsulate the Asbestos ACTION: Cllr Burrows; ii) The Clerk had in hand the refurbishment of the Notice Board and seat near the Bungalows. The other Notice Board near the Old Post Office on the Main Road required more extensive renovation. ACTION: The Clerk.
h) LALC Summer Conference: The Clerk and any Councillor were authorised to attend.
12 PLANNING: a) S26/0043 Cold Harbour; The Clerk reported that this application had been approved conditionally on the 30 April 2026 by the Planners. b) S25/1301 The Conifers School Lane; An appeal by the Resident to the Inspectorate had been successful.
13. CORRESPONDENCE INCLUDING ITEMS FOR INF0RMATION ONLY: a) The LALC Webmaster had resigned and a replacement had not yet been found; b) SKDC “DO NOT KNOCK” - These notices were available from the SKDC to help keep vulnerable older people safe at home (address available from the Clerk); c) LCC – Get help with Heating Oil Costs. Notices had been published by the Clerk around the village; d) “Foster Care Fortnight”- LCC are urgently recruiting Foster Carers for local children;
14. DATE AND TIME OF NEXT MEETING: The next Parish Council meeting was fixed for Monday 10 August, 2026 7pm. Venue to be announced.
THE MEETING CLOSED AT 20.49.