May DRAFT Minutes STILL TO BE APPROVED
Draft Minutes of the Annual Meeting of Reepham Parish Council held on Wednesday 13th May 2026 at 7.30pm in Reepham Methodist Chapel
Present: Cllrs D Perkins (Chairman), B Wharton, A Brammer, H Gee, D Davies, Mrs M Vail (Clerk), C/Cllr & D/Cllr T Bridgwood, D/Cllr M Palmer.
Absent: Cllr N Ward
There were three members of the public in attendance.
Meeting started at 7.30pm.
Matters raised by members of the public:
One resident advised their attendance in respect of item 18, fencing at R1 amenity area. A second resident advised their attendance in respect of item 12, bulbs on the green.
1. Election of Chairman and sign the Declaration of Acceptance of Office form:
A proposal was made by Cllr B Wharton that Cllr D Perkins be returned as Chairman. This was seconded by Cllr A Brammer. With no other proposals, it was RESOLVED unanimously that Cllr D Perkins would be returned as Chairman.
The Declaration of Acceptance of Office form was then signed by Cllr D Perkins.
2. Election of Vice Chairman:
The meeting was advised that Cllr B Wharton was stepping down as Vice Chairman. A proposal was then made by Cllr A Brammer that Cllr D Davies be returned as Vice Chairman. This was seconded by Cllr H Gee. With no other proposals, it was RESOLVED unanimously that Cllr D Davies would be returned as Vice Chairman.
3. Election of a Chair for the Planning Committee and Committee members:
A proposal was made by Cllr A Brammer that Cllr B Wharton be returned as Chair for the Planning Committee. This was seconded by Cllr D Davies. It was RESOLVED unanimously that Cllr B Wharton would be returned as Chair for the Planning Committee.
At the proposal by Cllr D Davies, seconded by Cllr H Gee, it was then RESOLVED that
all Committee members for items 3 4 be reappointed to their positions en bloc.
Planning - Cllrs N Ward, D Davies and A Brammer, and one vacancy.
Item for next agenda. Action: Clerk
4. Election of other Committee members (Personnel; Footpaths; Tree Planting; Amenity Areas):
Personnel - Cllrs D Perkins, A Brammer and H Gee reappointed.
Footpaths - Cllrs J Oxby, A Brammer, and N Ward reappointed.
Tree Planting - Cllrs J Oxby, N Ward reappointed, with one vacancy.
Amenity Cllrs D Perkins, J Oxby and H Gee reappointed
5. Confirm Cllr A Brammer as Play area inspector: Confirmed.
6. Appoint Reepham & C W Village Hall member: Cllr H Gee reappointed.
7. Apologies: Cllr J Oxby
8. Councillors to confirm their published Register of Interest Forms are up-to-date:
Confirmations were given that forms were current. These forms need to be updated whenever interests change.
9. Declarations of Interest: None.
10. Minutes of Meeting held on 31 March 2026: At the proposal by Cllr B Wharton, seconded by Cllr D Davies, it was RESOLVED
that the minutes be accepted.
11. Clerk s Report:
Email changeover: two councillors are still to confirm.
Clerk s AL w/c 15th June 2026: noted
12. Correspondence:
To note: WLDC April newsletter, LCC April newsletter: both noted
Action required:
Resident: Cllr Catherine Wilson:
1) request for RPC to provide crocus bulbs for The Green
2) request suggested locations in Reepham where wildflower seeds could be scattered
In respect of the crocus bulbs, in principle, RPC are happy to allow these on the green. Thought needs to be given to the impact of grass cutting. Action: Village Green Committee.
In respect of the wildflower seeds, noted that this has been investigated previously with the WI, and at that time the project died out. Initial preparation and ongoing maintenance must be considered.
Items for next agenda. Action: Clerk
Resident: Cllr Catherine Wilson: suggested a plaque on a bench at The Green:
A different resident has suggested a plaque. The new bench is getting lots of use, and the plaque could be a link to the Green project which Cllr C Wilson was a part of.
Item for next agenda. Action: Clerk
Resident: offer of bookcase for a book swap station in bus shelter:
It was agreed that a bus shelter is not a suitable location and would need LCC s permission anyway. RPC does not own any premises where a bookcase could be housed. The Clerk has already replied to this effect to the resident and has also suggested some possible alternative avenues which the resident could try.
13. Financial matters
a) Presentation of Accounts for Payment (May):
M Vail May salary 256.13
PAYE May 64.00
Sage payroll, May 13.20 (inc. 2.20 vat)
Festive Lights 98.97 (inc. 16.49 vat)
Tree Generation, Tree survey (The Green) 200.00
(Lottery Grant Funded)
WLDC, Defib Annual maintenance fee 114.00 (inc vat 19.00)
Glendale, 2718 386.72 (inc. 64.45 vat)
TOTAL 1133.02 (inc. 102.14 VAT)
At the proposal by Cllr B Wharton, seconded by Cllr D Davies, it was RESOLVED that these accounts be paid. Action: Clerk, Cllr D Perkins
b) Approve Insurance cover for 2026/27 at 649.60
This is year 2 of a 3-year Long Term Agreement with Clear Councils. Premium in 2025/26 was 644.60. At the proposal of Cllr D Davies, seconded by Cllr A Brammer, RESOLVED to approve the payment of 649.60 for insurance cover for 2026/27. Action: Clerk
c) Audit:
i. Resolve to sign of Certificate of Exemption from External Audit:
At the proposal by Cllr B Wharton, seconded by Cllr D Davies, it was RESOLVED to sign the Certificate of Exemption from External Audit form, and the form was duly signed.
ii. To receive the Internal Audit Report 2025/2026:
This had been circulated. All internal control objectives had been met. At the proposal by Cllr D Davies, seconded by Cllr A Brammer, it was RESOLVED unanimously to receive the Internal Audit Report 2025/2026.
iii. To resolve to approve Section 1- Annual Governance Statement 2025/2026:
The Annual Governance Statement for 2025/26 had been circulated; and was duly confirmed. At the proposal by Cllr D Davies, seconded by Cllr A Brammer, it was RESOLVED unanimously that this be approved and signed.
iv. To resolve to approve Section 2 - Accounting Statements 2025/2026
The Accounting Statement for 2025/26 had been circulated. At the proposal by Cllr B Wharton, seconded by Cllr H Gee, it was RESOLVED unanimously that this be approved and signed.
Action: clerk to complete all audit requirements.
14. Planning Matters
Report from Planning Committee:
WL/2026/00283: 27 Fiskerton Road: proposed front porch extension, rear dormer extension, and garage conversion & extension being variation of condition 2 of planning permission 147077 granted 20 September 2023 - minor changes to the proposed drawings previously approved awaiting decision from WLDC
WL/2026/00359: 24 Fiskerton Road: erection of single storey flat roof rear extension: circulated to the Planning Panel for comments. A no comment submission to WLDC will be made.
Goods Farm Development: nothing to report
CIL monies require spending within 5 years of receipt:
Noted that monies which RPC has received are required to be spent by April and October 2027.
15. Roads and footways
Mellows Close to Manor Rise footpath holding item
Bus shelter for Lincoln bound travellers at the bus stop on Fiskerton Road costs of shelters, resident s formal objection:
A formal objection has been received from a resident; the basis of which is contained within the following points (included with permission of the resident):
* Concern that the proposed back and roof only bus shelter outside our property may not be a suitable location due to the limited width of the existing footway and constrained space available.
* Concern that the shelter, including support posts and rear panel, would be positioned directly in front of our mature boundary hedge, restricting access for regular hedge maintenance, trimming, and removal of cuttings from the pavement side.
* The hedge has been established for approximately 50 years (my father-in-law planted the hedge) and provides important habitat for nesting birds and local wildlife, which should be taken into account.
* Concern regarding highway and pedestrian safety, particularly potential obstruction of visibility for vehicles entering and leaving our driveway and possible restriction of safe pedestrian movement along the footway.
* Concern regarding the overall suitability of such a constrained location for a permanent shelter structure and a request that alternative siting options continue to be explored.
* Request that, before any decision is taken, an indicative scaled siting plan / sketch layout is provided showing dimensions, shelter depth, support post positions, and offset from both the kerb and our hedge boundary.
Noted that the original request for a shelter had originated from D/Cllr C Darcel who had been approached by some residents, and that there are no suitable alternative sites for a shelter. Action: Councillors to view site prior to next meeting. Action: Clerk to invite resident to next meeting.
Passageway from Station Road to Meadows Close - dead tree and fencing concerns: LCC has advised that the tree has been dealt with, though not felled, fence erected and debris cleared from path line. Also, though the roots have caused damage to surface, it is more walkable than before . Action: Clerk to feedback to LCC that path is not walkable .
Proposed 30mph extension at Kennel Lane:
1) advertised by LCC 19th Mar. 2026, deadline for objections was 23rd April
2) if implemented by LCC, consider (with approval of Lincs Road Safety Partnership), the SID location and install of repeater 30mph signs: Noted.
It was reported that the dog bin opposite the play park has a rusted through lid.
Action: Clerk to report to WLDC.
16. Field Footpaths and Bridleways
Reepham /Greetwell PF 131: Delayed works: holding item
Noted that the Parish Council noticeboard from this location requires a new place of storage until it can be re-erected.
17. Conservation area
Village Green project update including finances, cherry tree:
The arboricultural advisor s report on the cherry tree has been received and includes some recommendations. Some rot has been identified. A life expectancy of 10+ years was reported. Action: Clerk to obtain quotes for recommended works.
18. Amenity areas
Play Area inspections play area surfaces, roundabout repainting:
Birds are fouling on the slide and climbing frame. The repainting is scheduled (weather dependent) for end May/start of June 2026.
Fencing, boundary definition at R1 - consider quotes:
Noted that the resident had obtained three quotes for fencing on behalf of the parish council to allow him to approach companies whom he would be happy with. The Clerk had also obtained a quote to satisfy auditor requirements, which would be an independent yardstick; confirming the robustness of the quotes.
The Chairman explained all quotes received, with one being identified as best value for price and service from Greenwoods at 1391.67 + vat for a fence only, no gravel board. At the proposal by Cllr A Brammer, seconded by Cllr B Wharton, it was RESOLVED to accept the quote from Greenwoods at 1391.67 + vat.
Standing Orders closed at 8.16pm to allow the resident to speak.
There then followed a discussion with the resident concerning a gravel board which retains the resident s land; being higher than the amenity land at R1. The Chairman noted that the S106 does not mention a gravel board, and that the gravel board had been installed by the previous owners of the resident s property.
Noted that whilst the Section 106 monies are funding the replacement of the fence, there is little benefit for parishioners over and above installing simple boundary markers.
The resident was asked if he would contribute financially towards the fence for wire mesh netting for which he was asking permission to attach to the fence. The resident suggested a bit of give and take as he had trimmed back the hedge for 15 years.
Standing Orders resumed at 8.25pm.
Noted that there were two aspects to consider:
1) That of the gravel board
2) That of the wire mesh netting. Noted that RPC can only support what it is legally entitled to do. Anything else must be treated as a separate matter.
Standing Orders were suspended at 8.29pm to allow the resident to speak. The resident confirmed that he was happy to fund an independent gravel board ie one which did not fix to RPC s fence in any way. After discussion, it was agreed between RPC and the resident that the gravel board should be fixed in place by pegs into the ground between the RPC fence posts. The pegs would be on RPC ground, although the gravel board itself would be on the resident s land. The gravel board and pegs would be the property of the resident. Action: Cllr D Perkins to produce a drawing to illustrate the arrangement.
Standing Orders resumed at 8.35pm
During the above, at 8.31pm, D/Cllr M Palmer and one resident left the meeting.
The wire mesh netting was then considered. At the proposal by Cllr A Brammer, seconded by Cllr B Wharton, it was RESOLVED to decline permission for this to be attached to RPC s fencing.
Standing Orders were suspended at 8.40pm to allow the resident to speak. When asked if he would like to retain the old fence wood, the resident replied that he would, and he confirmed that the contractor could leave the old fence wood on his land.
Standing Orders resumed at 8.41pm
Trees/vegetation
Vegetation behind Manor Rise, TPO mapping holding item
Protection of fences etc Action: Councillors to meet behind Manor Rise one Sunday morning before next meeting to review.
Trees for Streets scheme Station Road was suggested. Action: Clerk
Condition of two trees in grass area on left side of Mellows Close:
The arboricultural advisor has inspected these two trees and advised that they are over 200 years old and were possibly part of a hedge at one point. Regarding the branch on the floor, branches will die and fall as part of nature, and the advice is that there is no need or benefit in taking any action but to let nature take its course.
Railway work scheduled for 2nd Feb 2026 Network Rail advised that they had cleared their side of the fencing only, as they are not responsible for the path side of the fence. They advise contacting the local authority for clearance of vegetation on the path side.
Councillors agreed that the comment about Network Rail clearing their side should be challenged, as it clearly has not been cleared away from the fence. Action: Cllr D Davies to obtain photos for Clerk to submit. Action: Clerk
19. Business for next agenda: None.
20. Date of next meeting: Tuesday 30th June 2026, 7.30pm, Methodist Chapel
21. Resolve to move to Closed Session as the following item contains information
of a confidential nature:
At the proposal by Cllr D Davies, seconded by Cllr H Gee, it was RESOLVED to move to Closed Session as the following item contains information of a confidential nature.
C/Cllr & D/Cllr T Bridgwood, and residents left the meeting at 8.44pm.
22. To consider any applications received for the vacancies of parish councillor:
One application had been received. After consideration, RESOLVED to appoint
Philip Matier to the vacancy created by the resignation of Cllr Mark Doughty.
Mrs Michelle Vail, Parish Clerk/RFO 9 June 2026