Minutes of the Annual Meeting of the 26th of May 2026
Minutes of the meeting of Minting and Gautby Parish Council held on the 26th of May 2026 at Minting Village Hall at 7.00pm.
Present: - Cllrs E.B.Clark [EC] chairman and acting clerk, H.Padfield [HP], J.Padfield [JP], W.Hughes [WH], J. Saville [JS], A Cadman [AC], County Cllr N. Oliver, District Cllr W.Gray and 2 members of the public.
7.00 pm Public forum.
Nothing raised
7.05 pm Formal council meeting.
[1] Chairman’s welcome and apologies for absence.
EC informed all present that Cllr J. Stutchfield had tended his resignation from the Parish Council and that he would be sent a thank you letter for his 10 years of service on the PC.
Apologies
Cllr. Bury sent apologies for personal reasons.
Proposed WH Seconded AC Carried unanimously.
[2] Election of officers.
a] Election of Chairman
Cllr.E.C proposed as Chairman
Proposed AC Seconded WH Carried unanimously.
b] Election of Vice-Chairman
Cllr H.Padfield proposed as Vice-Chairman
Proposed WH Seconded AC Carried unanimously.
c] Election of Responsible Financial Officer
Cllr A.Cadman proposed as Financial Officer
Proposed WH Seconded JS Carried unanimously.
[3] Signing of officer’s acceptance forms.
EC, HP and AC signed.
[4] Signing of officer’s security forms.
All forms signed and witnessed by EC
[5] Declarations of interests.
None declared
[6] To confirm, or amend and sign the draft notes of the extra-ordinary meeting of the 31st of March 2026.
Proposed AC Seconded WH Carried unanimously.
[7] Matters arising from the minutes of the meeting.
EC had enquired re-grants to help towards costs for improvement works on the Green flood improvements without success. Suggestion was made to apply for a grant to contribute towards mowing costs for the village church which could add extra funds to the PC budget.
Thanks given to Cllr. Oliver for arranging for the Fire & Rescue service to attend the Parish Meeting.
** Cllr. Oliver then asked and was given time to report back to the PC due to having another meeting to attend locally. (see D/C Reports later in minutes)
[8] Correspondence
All correspondence of note was related to agenda items.
[9] Reports from District/County Councillors, if any.
Cllr.Oliver reported that she had no further information re- the reduction of the speed limit in Top Minting or improvement to Silver St. The Bridleway contract has been agreed with a 9 week lead time waiting for delivery of materials. Information has been sent to the PC re- heating allowance for eligible residents and that that feedback from the Fire-brigade about the Parish Meeting had been very positive.
Cllr.Gray also reported about grants available to eligible residents towards heating oil costs. That ELDC has been giving out grants which included money for the Joseph Banks Museum building and funding for life guards on main beaches for the summer season. Also that the Seaview Colonade building in Sutton on Sea was now being managed by Magna Vitae who would host a variety of activities. He gave an update on Council reorganisation; the new model should be available by May 27th.
Cllr.Gray also agreed, in principle, to provide the PC with a small contribution towards the cost of the new defibrillator subject to meeting required criteria.
[10] Finance
a] To approve payments :-
1] Minting V.H.Committee - hall hire £30.00
2] N-power - kiosk electricity £133.16
3] L.A.L.C. - annual subscription £112.32
4] A.J.Gallagher Insurance £515.59
Proposed HP Seconded JS Carried unanimously.
b] To approve and sign the LALC audit Terms of Reference.
Proposed WH Seconded JP Carried unanimously
[11] To approve and adopt the Annual Governance and Accountability Return 2026 [ if available] comprising:-
a] The Certificate of Exemption
Proposed AC Seconded HP Carried unanimously.
b] The Internal Audit Report
c] The Annual Governance Statement
d] The Accounting Statement.
Note :- b c & d not approved due to incomplete audit at this date.
[12] To sign the Notice of Public Rights.
Proposed WH Seconded JP Carried unanimously.
[13] Planning Matters
a] The applicant who put in application to build on Silver St is appealing against the planning refusal.
b] The Inspector approved in favour of the Appeal Application for change of use at Longlands Farm. The PC agreed that there is nothing further to be done.
[14] Parish Maintenance: to discuss :-
a] Proposed 30 mph limit for Top Minting.
Cllr.Oliver updated, EC has been emailed latest information.
b] Highways Dept. work on the ‘Cornerways’ culvert.
Improvement works to the bridge begin June 1st until July 17th.
d] Proposed PC work to improve The Green culvert.
EC asked for a proposal to make flood reduction works on the Green a priority. Current funding costs were give along with funds available for the PC to use from the current budget. Issues were discussed re- access to properties, parking and public safety. After discussion it was agreed to arrange a meeting with all the residents of the Green to discuss above issues.
In principle the PC will commit to the proposal to prioritise the improvements to The Green culvert if all residents agree.
Proposed WH Seconded JS Carried unanimously.
e] Defibrillators
AC suggested that the Village hall be approached for a contribution towards costs for the defibrillator. Cllr. Gray added that he had been approached by LB re-a donation towards the cost.
[15] Any other business (discussion only) and matters for the next meeting.
AC updated on the drone mapping of Minting Village. The link to access the video information has been made available and it was suggested that this link be put onto the PC website where it will be live for 6 months.
WH asked that at the next PC meeting one of the CERT Team is invited to give a general update and also to clarify insurance indemnity.
A quick extraordinary meeting to be arranged to sign the Annual Governance Report.
Meeting closed at 8:00pm.