2026 Agendas (Full Council)

NOTICE OF THE ANNUAL MEETING OF HECKINGTON PARISH COUNCIL 

Dear Sir/Madam

You are summoned to attend the Annual meeting of Heckington Parish Council to be held in the Parish Council Chambers, St Andrews Street, Heckington on Monday 18 May 2026 at 7.30pm. 

Members of the Press and Public are invited to attend.  All members of the Parish Council are summoned to attend for the purpose of considering and resolving upon the business to be transacted at the meeting, as set out hereunder.

Signed: Heidi Wilson, Clerk & RFO                         Dated: 13 May 2026

AGENDA

The Parish Council may pass a resolution on any agenda item, even if the agenda does not specifically state ‘to resolve to approve’.  This wording ‘to resolve to approve’ in certain circumstances could be interpreted as predetermination.  The parish council have received advice from LALC in relation to this matter.

1. Election of Chair (Declaration of Acceptance of Office)

2. Election of Vice-Chair (Declaration of Acceptance of Office)

3. Councillor Spencer’s Remarks

4. Chair’s Opening Remarks

5. Public Forum 

Fifteen minutes will be set aside for Members of the Public to ask questions or make short statements to the Council.  The Council may choose not to answer any question; a response may instead be given in writing.  Matters raised may be added to an agenda for a future meeting.  Members of the public are welcome to stay for the Parish Council meeting after the public session but are not permitted to speak during the meeting.  

6. Councillors present

7. Apologies

8. To receive any reports of member’s interest, pecuniary or otherwise in relation to the agenda and any dispensations in accordance with the Localism Act 2011

9. Report from the County and District Councillors

a) To receive an update from Councillor Collard in relation to the request to site a bench on the green near Norris Close/Potesgrave Way (if available).

10. Minutes 

a) To resolve to approve the minutes of the Parish Council meeting held on Monday 27 April 2026.

11. Annual Items for Review

a) To resolve to re-adopt the adopted Code of Conduct (2024 NK Model)

b) To resolve to adhere to the pledge made in terms of Civility and Respect. 

c) To resolve to approve Committee/Panels/Working Group membership.

i) Finance Committee (Current membership: Councillor Davison - Chair, Councillor Cocks, Councillor Garlick Councillor Malone, Councillor Spencer and Councillor Wright).

ii) Pavilion Committee (Current membership:  Councillor Wright - Chair, Councillor Davison, Councillor Spencer and Councillor Thorpe).

iii) Staffing Committee (Current membership:  Councillor O’Connor - Chair, Councillor Gower and Councillor Wright)

iv) Cemetery Committee (Current membership: Councillor Gower – Chair, Councillor Cocks, Councillor Garlick, Councillor O’Connor).

v) Events Working Group (Current membership:  Councillor Gower, Councillor O’Connor)

d) New Policy 

To resolve to approve the adoption of the Councillor & employee protocol v1.0.

e) To resolve to approve the re-adoption of all policies to include:

i)   General 

• IT Policy v1.0

• CCTV Policy v1.0

• Complaints Policy v1.0

• Data Protection Policy v1.0

• FOI Policy v1.0

• Privacy Notice v1.0

• Record Retention Policy v1.0

• Safeguarding Policy v1.0

• Subject Access Request Procedure v1.0

• Tree Policy v1.2

• Vexatious Policy v1.1

• Volunteer Policy v1.0

• Health & Safety Policy & Handbook

• Standing Orders v1.3

• Councillor Vacancy Policy v1.2

ii) Cemetery

• Cemetery Committee Terms of Reference v1.1

• Burial Ground Policy v1.1

iii) Events

Events Working Group Terms of Reference v.12

iv) Finance

• Finance Committee Terms of Reference v1.2

• Expenses Policy (Councillors) v1.0

• Expenses Policy (Staff) v1.0

• Finance Reserves Policy v1.4

• Financial Regulations v1.7

• Grant Awarding Policy v1.1

• Risk Register v1.2

• Investment Strategy v1.1

v) Pavilion

• Pavilion Committee Terms of Reference v1.4

vi) Staffing

Dignity at Work Policy v1.0

Disciplinary Policy v1.1

Equality and Diversity Policy v1.0

Grievance Policy v1.1

Performance Improvement Policy v1.1

Training & Development Policy v1.1

Attendance Management Policy v1.0

• Lone Working Policy v1.0

• Staffing Committee Terms of Reference v1.2

12. General 

a) To discuss the status of the draft lease and to further consider whether additional legal advice is required from Chattertons to proceed with the agreement with the CIO. 

b) To receive an update from the Clerk in relation to responsibility for the provision of services in East Heckington. 

c) To receive a proposal from Councillors Cocks and Sexton in relation the purchase of a mower for village-wide grass cutting. 

d) Ratifications:

13. Planning Matters

a) Members noted that there are no new/amended or registered planning applications awaiting decision.

b) Members to note the following planning matters awaiting decision or where a decision has been received since the Parish Council meeting on 27 April 2026 up to 12 May 2026.

c) To note the email from Simon Jakeway dated 6 May 2026 (circulated 8 May) in relation to ENF799960 – Service of Section 215 notice. 

14. Finance

a)    Members to note the bank balances as of 11 May 2026. 

b) Members to note the income received between 16 April 2026 and 11 May 2026. 

c) To resolve to approve the expenditure, including expenditure to be ratified, from 16 April 2026 to 11 May 2026.   The following is an extract from the cashbook edited for confidentiality. 

d) To resolve to approve the year end bank reconciliation dated 11 May 2026.

e) To ratify the following transfers:

f) To review the final internal audit report for the year ending 2025/26 (circulated on 2 May 2026).

This internal audit has been conducted in accordance with SAPPP Practitioners’ Guide - March 2025 - Section 4 ‘Internal Audit’.  It is recommended that a council completes an intermediate mid-year audit which allows any weaknesses in governance and internal controls to be corrected during the financial year and an end-of-financial-year audit. 

Internal audit is the periodic independent review of a council’s internal controls resulting in an assurance report designed to improve the effectiveness and efficiency of the activities and operating procedures under the council’s control. Managing the council’s internal controls should be a day-today function of the council through its staff and management and not left for internal audit. It would be incorrect to view internal audit as the detailed inspection of all records and transactions of a council to detect error or fraud. This report is based on the evidence made available to me and sampling tests undertaken by me and consequently the report is limited to those matters set out below. 

The council is required to take appropriate action on all matters raised in reports from internal and external audit and to respond to matters brought to its attention by internal and external audit. Failure to take appropriate action may lead to further audit enquiries being raised and the external auditor issuing a qualified opinion. 

Report and recommendations

Recommendations from the previous intermediate audit

The council has made substantial progress in addressing the recommendations from the November 2025 intermediate audit. Nearly all actions have now been completed. Two items remain outstanding:

• Registration of all council owned land with HM Land Registry.

• Digitisation of cemetery records to ensure long term resilience and accessibility.

Both items are recognised by the council as ongoing projects requiring time and resource, and work is continuing.

Procurement Compliance – Previous Issue

The previous audit identified that the council had not followed its Financial Regulations in relation to obtaining three quotations for improvement works at the cricket club. This arose from a misunderstanding regarding the nature of the expenditure, which was funded through Section 106 contributions and was in effect a grant to an external organisation.

The council has acknowledged the error and understands that procurement requirements apply irrespective of the funding source or the beneficiary organisation. While the matter cannot be retrospectively corrected, the council has strengthened its internal controls to prevent recurrence and has demonstrated improved compliance in subsequent procurement activity.

Further Recommendations

To continue strengthening governance arrangements, the council may wish to consider adopting an Employee / Councillor Protocol. Such a document would clearly set out the respective roles, responsibilities and expected standards of conduct for officers and elected members, supporting effective working relationships and reinforcing good governance.

Transaction spot checks

Three additional transaction checks were undertaken during this audit. No issues were identified. The Clerk/RFO continues to maintain accurate, well organised financial records, providing a clear audit trail from council decision making through to invoice payment. This reflects a strong and consistent approach to financial administration.

The council has made significant and commendable progress in strengthening its governance framework and internal control environment. Regular bank reconciliations, transparent financial reporting and up to date policies are now firmly embedded.

Heidi’s work in addressing both internal and external audit recommendations has been particularly noteworthy. The volume of improvements required was substantial, yet the Clerk/RFO has implemented changes swiftly, effectively and with clear attention to best practice.

Given the progress achieved, the council’s recent discussion about applying for the Local Council Award Scheme is well timed. Pursuing accreditation would be an appropriate way to recognise the improvements made and to benchmark the council’s governance standards against sector expectations.

Recommendations regarding the Annual Governance Statement 2025-26 

The requirements to state ‘Yes’ for each assertion is described in Chapter One Practitioners Guide 2025-26. 

-End of Internal Auditor’s Report-

g) Annual Governance and Accountability Return (2025/26) Form 3.

i) Page 1 of 6 Front Cover

ii) Page 2 of 6 Completion check list

iii) Page 3 of 6 Internal Audit Report 2024/25 (Internal Audit, dated 1 May 2026) 

iv) Page 4 of 6 Annual Governance Statement 2024/25 (to be signed and dated by the Chair and RFO)

Members are to agree on the responses ‘Yes’ or ‘No’ to the following questions:

1. We have put in place arrangements for effective financial management during the year, and for the preparation of the accounting statements. 

2. We maintained an adequate system of internal control including measures designed to prevent and detect fraud and corruption and reviewed its effectiveness. 

3. We have assured ourselves that there are no matters of actual or potential non-compliance with laws, regulations and Proper Practices that could have a significant financial effect on the ability of this authority to conduct its business or manage its finances. 

4. We provided proper opportunity during the year for the exercise of electors’ rights in accordance with the requirements of the Accounts and Audit Regulations. 

5. We carried out an assessment of the risk facing this authority and took appropriate steps to manage those risks, including the introduction of internal controls and/or external insurance cover where required. 

6. We maintained throughout the year an adequate and effective system of internal audit of the accounting records and control systems.

7. We took appropriate action on all matters raised in reports from internal and external audit. 

8. We considered whether any litigation, liabilities or commitments, events or transactions, occurring either during of after the year-end, have a financial impact on this authority and, where appropriate, have included them in the accounting statements. 

9. Question 9. Is relevant to Parish Council’s as sole managing trustees.  For this authority, the appropriate response is N/A. 

10. We have put in place arrangements for the effective IT and data management in accordance with proper practices during the year under review. 

v) Page 5 of 6, Section 2 – Accounting Statements for 2025/26 (to be signed and dated by the Chair and RFO).  Members to resolve to approve the accounting statements for 2024/25.

vi) Page 6 of 6 External Auditor’s Report and Certificate 2025/26.

vii) To reconfirm the dates of the Public Rights Inspection Period.

15. Correspondence 

a) To note an email from Katie Atkin, Major Projects Relationship Lead for Anglian Water Reservoir Projects dated 29 April 2026 in relation to the proposed Lincolnshire Reservoir (circulated on 30 April 2026). 

16. Date and time of the next meeting/s

Committees

Finance Committee Meeting – Thursday 11 June 2026 (subject to change)

Staffing Committee Meeting – TBC

Cemetery Committee Meeting TBC

Parish Council

Monday 29 June 2026

Monday 27 July 2026

Monday 24 August 2026

Monday 26 October 2026

Monday 30 November 2026

Annual Parish Meeting

May – Thursday 28 May 2026, Parish Council Chambers (no guest speaker scheduled) 

17. Questions from the public (if the Chair permits)

18. Closed Session

a) To resolve to approve implementation of the vexatious policy.