14th May 2026 Annual Meeting of the Council minutes
Minutes are in DRAFT until approved at the following meeting
Willingham by Stow Parish Council
Minutes of the meeting held on 14th May 2026 at 7.30pm held in Willingham Village Hall
Present: Cllrs D Bingham (Chair), A O'Dell, T Clifton, Q Connell
Absent: M Bates, D Leak
In attendance: L Brooks-Sleight (clerk), Cllr L Mullally WLDC
67/2026 To elect Chairman and obtain signature of Declaration of Acceptance of Office. Cllr Bingham was proposed & seconded & voted and signed the Declaration of Acceptance. Resolved
68/2026 To elect Vice-Chair. Cllr Bates was proposed & seconded & voted. Resolved
69/2026 To receive apologies with reasons. Received from Cllr Bates & Leak, accepted. Resolved
70/2026To record declarations of interest in accordance with the Localism Act 2011 for any listed agenda items below. None received.
71/2026 To review & approve Financial Regulations – no changes, proposed & seconded, approved. Resolved
72/2026 To review & approve the Standing Orders- no changes, proposed & seconded, approved. Resolved
73/2026 To review & approve an Internal Controls HR Data Protection Document- no changes, proposed & seconded, approved. Resolved
74/2026 To review & approve the Data Protection Policy- no changes, proposed & seconded, approved. Resolved
75/2026 To review & approve Cemetery Regulations/Fees- no changes, proposed & seconded, approved. Resolved
76/2026 To review & approve Record Retention Policy - no changes, proposed & seconded, approved. Resolved
77/2026 To review & approve Grievance Policy - no changes, proposed & seconded, approved. Resolved
78/2026 To review & approve Complaints Procedure - no changes, proposed & seconded, approved. Resolved
79/2026 To review & approve Disciplinary policy - no changes, proposed & seconded, approved. Resolved
80/2026 To review & approve Data Breach Policy - no changes, proposed & seconded, approved. Resolved
81/2026 To review & approve Freedom of Information - no changes, proposed & seconded, approved. Resolved
82/2026 To review & approve Subject Access Procedures - no changes, proposed & seconded, approved. Resolved
83/2026 To appoint & approve the HR group members and a Village Hall representative. HR - Cllrs Bingham & Bates proposed & seconded, Village Hall rep - Cllr Connell was proposed & seconded, approved. Resolved
84/2026 To review & update the Councillor allowances, expenses, travel and subsistence Policy statement. Proposed & seconded, Resolved.
85/2026 To review and approve the Co-option Policy & Procedure – no changes, proposed & seconded, Resolved
86/2026 To review & approve the Training Policy – proposed & seconded, Resolved
87/2026 To review & approve the Communications Protocol – proposed & seconded Resolved
88/2026 To appoint an Internal Auditor for year 2026/27 – 2 year agreement with LALC approved 2025/26
89/2026 To review & approve the PC Bank signatories – Cllr Bingham, Leak & Clifton proposed & seconded, Resolved
90/2026 To check all members agree to receive their summons by email and their Register of Interest Forms are up to date – proposed & seconded, Resolved
91/2026 To agree, if necessary, to temporary suspend the meeting for a period of no more than 10mins to allow for public Participation. – no public present
92/2026 To receive any reports from LCC councillor/WLDC councillor/ Police. WLDC Lynda Mullally reported on emails received from a resident re:potholes.
93/2026 The Minutes of the Council meeting held on 9th April 2026 were approved as a true & correct record. Proposed & seconded, Resolved
94/2026 To receive the Clerk’s report
• Willow Trees corner of Grange Lane – email received from ACIS, the trees had to be removed due to honey rot, no other trees will be planted, the area will be kept as grass and the bench will be replaced.
• Paul Wimhurst – emails from residents regarding Hop Gardens potholes and trees on Marton Lane, he will investigate these issues and see what he can find out to help resolve them.
95/2026 To approve the 2026/27 WLDC Defibrillator Maintenance Scheme and the Microsoft 365 annual fee. Proposed & seconded, Resolved
96/2026 Highways -to consider any highways issues & determine any actions required. Cllr Paul Wimhurst hasn’t attended a PC meeting in over a year and current Willingham’s issues not being addressed. Cotgarth Lane has every other pothole marked.
97/2026 Planning -to receive any correspondence/decisions by WLDC and discuss any planning applications.
Ref: WL/2026/00333 Planning application to erect 1no. agricultural building, Park Farm – PC no comments
Ref: WL/2026/00125 Replace Conservatory with extension, Lochearn House, Cotgarth WL granted with conditions
Ref: WL/2026/00422 Erect a straw shed, Park Farm – PC no comments
98/2026 Certificate of Exemption – AGAR 2025/26 Form 2 to consider, approve & sign. Proposed & seconded, approved & signed. Resolved
99/2026 Internal Auditor
a. To receive the Internal Auditors Report 2025/26 and note any comments. Received & noted, no comments.
b. To receive the AGAR Internal Auditors Report 2025/26. Received & noted.
100/2026 AGAR 2025/26
a. Section 1 – Annual Governance Statement 2025/26- completed & approved. Proposed & seconded & signed. Resolved
b. Section 2 – Accounting Statements 2025/26 – proposed & seconded, approved & signed. Resolved
c. To confirm dates of the Notice of Public Rights and Publication of Annual Governance & Accountability Return (Exempt Authority) – noted & confirmed
101/2026 Finance
a. To approve the 31st of March 2026 Bank Reconciliation – proposed & seconded, approved. Resolved
b. The monthly reconciliation of the accounts with the corresponding Bank statements – up to 30/04/2026 with the current account balance of £24,762.97 and the payments listed below were approved. Proposed & seconded, Resolved
Grass contractor - March invoice 625.71
- April invoice (inc cut yew tree) mins61/2026 735.71
Salary April 542.52
Printer ink & paper 44.85
WLDC Defib Scheme 114.00
102/2026 School Trust Fund – to receive any updates.
The clerk had a meeting with the secretary of the trust but didn’t receive the documents. Letter sent to HSBC to request information on the current signatories.
103/2026 Village Newsletter – to receive an update and quotes to print.
Not many village groups/organisations have sent articles, still awaiting quotes for printing. The PC approved for the clerk to place order with the printers, up to £200. Proposed & seconded, Resolved
104/2026 Grange Lane/High St – update on the grassed area/trees. ACIS land - trees removed due to honey rot, not replacing with other trees, will just keep area tidy and replace bench
105/2026 Correspondence (sent prior by email)
NALC Chief Executive Bulletin
Lalc Enews
106/2026 Agenda Items for next meeting (by 4th June) and to take any points from members
Complaint/concerns raised from a resident re: safeguarding/safety of children at the play area with lack of fencing. Questions were raised over annual & monthly inspections, and insurance. Clerk to email the Chair of the Playing Field Committee with the concerns
The date & time of the Annual Council Meeting as Thursday 11th June 2026 at 7.30pm in Willingham Village Hall committee room
The Chair closed the meeting at 9pm