Meeting 2025

Minutes of Kirkby Underwood Parish Council of the General Meeting held on Wednesday 17th September 2025 at 7pm in the Village Hall. 

Present:Chair J Ashwood, Cllr L Green, Cllr D Dodds, Cllr M Walker, Cllr R Birdsall & Clerk L Davies. Members of the public were present. 

Laura Davies, Clerk to the Council                         18th September 2025

Agenda
 Press & Public welcome to observe. Public forum at the end of the meeting
1. Apologies for absence: To receive and accept apologies where valid reasons have been given to the clerk prior to the meeting. 
259. None
2. To receive declarations of interest under the Localism Act 2011, being any pecuniary interest in agenda items not previously recorded on members register of interests. 
260. Cllr Birdsall raised that she would be submitting a new DPI form, does not affect anything on the agenda
3. To approve Minutes of last Council Meeting (May 12th May & Extraordinary 21st August ) (All)
261. The minutes of the previous meetings were unanimously approved as a true record
4. Receive External Group updates 
        4.1 County & District Council Reports - as available
        262. Cllr Hill was not present but had provided a report.
Over hanging hedges are the responsibility of the owner, highways can enforce if the work is not carried out. 
Drains, roads including church lane are the responsibility of highways (apart from sweeping, which is SKDC) issues can be reported via fix my street.
Speeding - the first step is to ask the Road Safety Partnership for an archer survey, which will also raise if there is an issue and then options can be looked into.
        4.2 Village Hall Management Committee
        263. The VHMC chair was present, and explained that this is another way to communicate with the community. As the village is small there are 3 main factors within the village, the PC, the Church and the village hall. Which need to work together to engage the community and not work against each other. This part of the meeting is to feed back to the PC and any community members that are there. It was stated that the village hall is looking at ways to increase the utilisation of the hall. VHMC is looking at the bar area to make it more user friendly, which will enable more functions within the hall. The committee is also looking at making the village more self-sufficient; an application has been made towards solar panels, but has slowed while the ownership is investigated. Looking at creating a 5 year plan.  Would a village/community  skip be possible? 
5.Parish Matters:
5.1 To consider and review the 2 applications to the Merrison fund. 
264. The two received applications were passed for payment. Clerk to action
5.2 To receive quotes towards the maintenance of the pump
265. The quotes received from Cllr Walker, was discussed, as there was very little difference on price. It was agreed that Spencers would be awarded the work to re-paint and provide needed maintenance of the pump. Cllr Walker would arrange for the work to proceed. Clerk to pay invoice once received as  long as it does not exceed the quote. 
5.3 To discuss and review the options of the “Tommy Figure”  as part of the  remembrance project for the village for 2025. 
266. The clerk had circulated the 2 options from the RBL and a third by a metal worker., These were the same versions that had already been purchased by the church & village hall, which agreed not worth duplicating. The other option was to place a regiment on the statue, which then raised which regiment would be placed on, as there are numerous ones that are part of the area. It didn't feel right to pick just the one. The metal work, it was thought to be too small. Cllr Birdsall had found another option, which was a different view, it was a Tommy with a bowed head looking over a cross, this was agreed to be a more fitting tribute. Would look effective on the green.  Action Clerk to order and arrange delivery to Cllr Green. 
5.4 To receive an update on the New Defibrillator
261. Cllr Dodds confirmed that the Margaret Brown Trust had agreed to pay the cost for a new Defibrillator, but not the application for training. It was agreed that the VAT would be reclaimed from the purchase. A cheque would be issued to Kirkby Underwood Parish Council. The clerk is in the process of ordering the new machine. Cllr Green would do the weekly checks on the machine once installed
5.6 To review and discuss the following policies & Documents as per previously circulated
    5.6.1 Standing Orders
    5.6.2 Code of Conduct
    5.6.3 Data Protection
    5.6.4 Disclosure of Public Interest
    5.6.5 Freedom of Information
    5.6.6 Publication Scheme ICO
262. The clerk explained that these were standard LALC issued documents, but it is important that the council understands them. It was agreed that all cllr to have read Standing orders by the next meeting. It was discussed that Assertion 10 needed to be reviewed as the .com email may not be sufficient. Clerk to investigate, but there does seem to be a lot of information and mixed views on this.
6. Financial Reports:
6.1. FY 2025/26 Accounts to date; Approval of expenditure (All)
263. Approval of payments to date has been agreed this was the clerks Salary and the newsletter contributions. 

6.2 To discuss the upcoming budget to form a sub committee for the management of the future budget. 
264. The clerk wishes to create a sub committee to create the budget going forward, as needing to create a 5 year plan, to ensure all costs are met by the precept. Cllr Ashwood & Cllr Walker stepped forward and the cllrs agreed that this would be a positive way forward. As Cllr Green & Cllr Birdsall manage the HR sub committee. 
7. To Receive any Urgent Reports.
265. For the next meeting to discuss village Hall Hires cost, differ from the invoice received.
8.  Public Forum.
266.None