May 2026 AMOTPC & APM
Minutes of the Annual meeting of Kirkby Underwood Parish Council, held in the Village Hall on Monday 18th May 2026.
Present: Chair - J Ashwood, Cllr L Green, Cllr D Dodds, Cllr M Walker, Cllr R Birdsall & Clerk - K Hudson
Apologies - There were none received.
Welcome -
Cllr J Ashwood, the Parish Council Chair, firstly welcomed the public to the Annual meeting of Kirkby Underwood Parish Council which she followed by reading a brief report on the previous year. A copy is attached to these minutes.
Public Forum -
Comments, questions and Queries from Press and Public.
A resident addressed the Parish Council with a prepared statement. A second resident asked a few questions relating to what computer software was used by the clerk, why we were paying for gmail when it is free and whether we could use a “.gov” email instead. Cllr J Ashwood explained that we will discuss Assertion10 later on in the meeting. The resident went on to question what hours the new clerk will be working, which was disclosed as 10 hrs per month, which was more than the previous clerk.
A final question asked was whether the Parish Council would be “self reporting” as some of the minutes are not available for the electors of the village to read. With a change of clerk recently, there are some missing minutes. Cllr R Birdsall suggested we contact the old clerk.
It was then noted that unfortunately Cllr R Birdsall can only stay until 8.10pm.
Annual General Parish Meeting
The Annual General Parish Meeting commenced shortly after 7.00pm.
1. Apologies of absence - there were none.
2. Councillor Acceptance of Office - All Cllrs apart from Cllr D Dodds agreed to stand for another year. Cllr D Dodds resigned but stated that he would continue to empty the dog waste bins but on a voluntary basis going forward. Cllr J Ashwood offered a vote of thanks to Cllr D Dodds.
With Cllr D Dodds resignation, the Parish Council will now advertise the vacancy going forward.
3. Election of Chair - Cllr J Ashwood was reelected as Chair, nominated by Cllr M Walker, seconded by Cllr L Green, 3 approval, Cllr R Birdsall abstained from voting.
4. Election of Vice Chair - Cllr M Walker nominated herself as Vice Chair, seconded by Cllr J Ashwood, 3 approval, Cllr R Birdsall abstained from voting.
5. Councillor Declarations of Interest - forms were given to all councillors to return to the Parish Clerk.
6. Review of delegated authorities - there are none to review
7. Review of Standing Orders - All councillors are governed by Standing Orders and the Code of Conduct.
8. Public Forum for Annual General Meeting -
A resident asked why their previous statement was not considered prior to the reelection of officers, especially their point about rotating the Chair position. Mr D Dodds pointed out that only one person, Cllr J Ashwood, put themselves forward for the position. Cllr J Ashwood agreed that the statement put forward by the resident would be taken on board and discussed at another meeting.
A few “electors” from the village mentioned a few concerns about the previous clerk to which Cllr Martin Hill, said that there was no need for any further discussion.
Mrs K Hudson expressed how appalled she was that we cannot come together as a village and work as one.
It was agreed to move on, and the public forum came to a close. Cllr J Ashwood thanked everyone for their comments.
General Parish Meeting
The General Parish meeting follow on after the Annual General Parish meeting.
1. Apologies of absence - there were none.
2. To approve minutes of Parish Council Meetings; 5th January, 26th January, 16th March & 26th March 2026 - Unfortunately, as no minutes are available for the 5th January, those meetings cannot be approved. Mr M Birdsall said that he had a recording of that meeting which was sent to him from the previous clerk.
26th January - Cllr R Birdsall contested these minutes as no amendment was made with regards to the resignation of the previous clerk. It was declared in a private meeting…Cllr J Ashwood noted that the resignation received was not addressed to all Cllrs and the resignation was verbally informed.
Minutes from 16th & 26th March were signed and approved.
3. To receive the clerk’s report - It was noted by Cllr J Ashwood that there is much work to do.
4. To receive reports from external bodies - Cllr M Hill in brief mentioned that a new administration system is now in place at Lincolnshire County Council, council tax has increased, services available are progressing, good news that after reviewing the evidence submitted by LCC, they have now received some more funding, an extra £33 million for this year, 2027 & 2028. Cllr Hill went on to say that social care uses much of the budget. There is a reorganization of the council with the possibility of abolishing both the District and County Council, combining them as one, a new body is to be put forward. Parish Council Elections are next year, 2027. Cllr Hill mentioned the heating oil scheme which is “means” tested and some will receive £300 towards their heating bills. The road is being resurfaced this week, 21st May. There is more planning ahead for solar farms, wind farms etc…which suggests the countryside is under attack, and there are far too many for the countryside to absorb. An example of this is a new solar farm between Sleaford and Lincoln, covering 3000 acres. Cllr J Ashwood thanked Cllr M Hill for the update.
5. Administrative Matters -
5.1 To a approve a pay increase, when it is finalised by NJC, in line with the contract of Laura Davies, and to agree to make final adjusted payment for the last period she worked in 2026 - three in favour, Cllr R Birdsall abstained.
5.2 To approve salary payment for Katrine Hudson - all in favour.
5.3 To approve the purchase of a new laptop for the Parish CLerk, to the best spec available within budget - the clerk provided 3 different quotations for the same laptop for the Cllrs to see, agreed for the clerk to purchase the laptop - see attached quotations and authorisation.
5.4 To approve the disposal of old office equipment (PC & printer) as no longer being fit for purpose - agreed, however there is an element of cost to cover the printing costs moving forward.
5.5 To discuss the acquisition of a prepaid debit card, to act as petty cash, for the parish clerk - the clerk noted that as she is also treasurer for both the Village Hall and Church, this was inappropriate due to “conflict of interest.”
5.6 To agree the disposition of all paperwork relating to the period of employment of Laura Davies by Kirkby Underwood Parish Council - Cllr R Birdsall stated that she had confidential papers that she will pass onto the new clerk in a sealed envelope.
6. Finance Matters -
6.1 To authorise payment of LALC fees for membership and training for 2026 - all in agreement.
6.2 To review insurance premium - it was brought to the councils attention by Cllr J Ashwood that the Parish Council was overpaying for the insurance and she subsequently, after a recommendation, had a quotation from Zurich, which is far less expensive than what we had been paying - all in agreement to go with Zurich.
6.3 To authorise payment for use of scribe software - all in agreement.
6.4 To authorise payment for Google for email - this is a direct debit.
6.5 To authorise any payments for Microsoft 365 - as a council we do not have or use this software package.
6.6 To agree the disposition of residual monies from SKDC grant for VE Day 2025 - Cllr R Birdsall will sort this out as there is £255 left over. All agreed.
7. Audit Matters -
7.1 To review the asset register - this needs amending as there is one road sign missing, we need to remove the printer and add the new laptop and the defibrillator. It was mentioned that we could add the Village Hall as a “zero” asset as the Parish Council are trustees.
7.2 To discuss Assertion 10 - Cllr J Ashwood gave a brief overview of this new programme that is available at an additional cost of £500 -£600 per year. It would need to be added to the precept. (Cllr R Birdsall left the meeting) It is not at the moment compulsory to have this Assertion, it would give more control on media, website and email. Maintaining the website - look to officiate someone to do it?
7.3 To review terms and conditions for the internal auditor - Paul Ross has agreed to audit the accounts, terms and conditions have been written along with outlines of what is expected. Agreed
7.4 To review the internal audit 2025/26 AGAR - no outline from the AGAR available.
7.5 To consider and review AGAR 2025/26 - unable to do as no AGAR as yet.
8. Financial Reports -
8.1 FY 2026/27 accounts to date; approval of expenditure to date - undergoing.
Parish Business -
9. To approve grants for Seniors’ meal, Christmas tree, Village Hall Support - £50 for seniors’ meal, £60 Christmas tree - agreed to vote for another time.
10. To approve any applications to the Hospital Transport (Merrison) Fund - the Council have received an application from a resident for approval. Approved.
11. To discuss the future of the Bede Fund - ongoing.
12. To discuss the bus shelter - it was mentioned that the wood underneath the roof needs attention, obtain quotes, but nothing major.
13. To discuss issues relating to Church Lane - repairs have been done, and the ingress of the bushes is in hand, Cllr L Green to speak to landowner.
14. To discuss speed notices within the village - the speed notices on lamp posts were provided by Community Speed Watch which is part of Lincolnshire Road Safety Partnership. Cllr L Green to was one near her home. Cllr M Hill has washed the others. They have to be placed within the village boundaries and they are only advisory. Speeding through the village remains a problem, maybe discuss at a “village meeting” as 20% of villagers live outside of 30mph limit…carry forward to next meeting.
15. To receive any urgent reports - there were none.
16. To set dates for future General and other meetings - 2026/27;
Monday 15th June 2026
Monday 5th October 2026
Monday 11th January 2027 (to include discussing the precept)
Monday 17th May 2027 AGM
Public Forum -
A question was raised as to how a resident got an audio copy of the meeting on 5th January 2026. The resident had contacted the previous clerk privately. The missing minutes, the new clerk will try to recover.
A resident asked where the old minutes were as well as what was happening with the TPO issue - it is still ongoing as there were some discrepancies on the SKDC website, and we are waiting for them to come back with a further detailed plan.
The council was asked if there is a training budget for the new clerk, which there is and as soon as LALC advises of the training courses, the new clerk will go on them.
The council was also asked when electors of the village will be able to see a detailed budget.
Drains in Stainfield Road, Cllr M Hill mentioned that they are still blocked and he has asked the contractors when they will be cleared?
Tip in Bourne - Cllr M Hill mentioned that as Rutland and Peterborough are now not allowing those from Lincolnshire to use their tips, there are more users coming from both Stamford and Market Deeping to use the tip in Bourne. This is causing problems with queuing etc…
Cllr J Ashwood mentioned about the possibility of having a skip once a year for the village to use however it would need to be strictly monitored.
A resident mentioned about the metal pipe that has been laying in the ditch on Callans Lane for a while, that Anglia Water are now coming out to put it back where it should be.
It was asked if the spare bench could be placed outside the Church gates, for use by those who may be attending a funeral or wedding. She appreciates that there are two benches nearby, but you have to go across the grass which may be wet on occasions. An idea that the Parish Council will take on board.
A resident mentioned that there now is a leak outside Mr G Hooper’s house which he has added to “Fix My Street” as well as speaking to Anglian Water.
Cllr J Ashwood thanked everyone for attending and the meeting closed at 8.45pm.
Next meeting - Monday 15th June 2026 at 7pm
Katrine Hudson
Clerk to Kirkby Underwood Parish Council