April 2026 Minutes
The minutes of the Finance, Policy and Personnel Committee held in the meeting room at the Institute 38 Church Street Deeping St James PE6 8HD at 8.00pm on Tuesday 07 April 2026.
Present: Councillors Gilbert, Hosking, Neville, Nickerson, Rose, Shinkins-Hoppe and Stevens.
26.65 To receive apologies of absence.
Apologies had been received and were accepted from Councillors Bowell and Halls
26.66 To receive any declarations of interest.
None declared.
26.67 To adopt the minutes of the previous meeting held on Tuesday 06 January 2026.
Agreed and signed.
26.68 To receive the Clerk’s report.
-All of the actions agreed in respect of the Internal Auditors report have been completed and the Internal Auditor has been advised of the Parish Council’s response
-LALC have advised the office that the webmaster whose services Deeping St James Parish Council use is leaving on 17 April 2026. They are still recruiting so although there will be some interim cover it will not be as many hours or to the previous level. The former Webmaster has offered to support a select few Councils - DSJ Parish Council being one of them. I have asked what the fees and charges would be.
-A Solicitor has been instructed to act on behalf of Deeping St James Parish Council to finalise the deed of variation relating to the incorrect map within the playing field lease. Contact details have been shared with Lincolnshire County Council Legal Services who have undertaken to pay the fees.
-South Kesteven District Council’s Corporate Property Services have confirmed that they are in agreement to the transfer of the land off St Vincent’s Close and also the land at Millennium Wood that is currently leased from them. Draft Heads of Terms are being drawn up for the Parish Councils consideration. Note: the Parish Council will be required to cover their own legal fees to complete this.
-The contribution, valuing £4,354.91, due under the Highway Verges Parish Agreement with Lincolnshire County Council form the financial year 2025 has not been received despite an invoice being issued to them on 25 November 2025. This was followed up on 17 February, 3 March and 12 March 2026 leading to a notification being received on 23 March 2026 advising that the invoice had been cancelled as it did not contain a unique invoice number. I have responded including a unique invoice number however payment has not been received prior to the 2025/26 financial year end it applies to. The Clerk will continue to chase.
-Communication with the Hinckley and Rugby Building Society has confirmed that interest will be paid annually in November. As the Clerk does not have online access year end and a November statement will be requested from one of the signatories.
-The contractor who currently disposes of the green waste has advised that they can no longer provide this service. Discussions are in hand with another provider although finding a secure location is proving challenging.
Update: Prentice Recycling Ltd are now providing a cage which is situated at the Allotment site. The agreement with Bourne Skip Hire has been cancelled and they have collected the 1100ltr wheelie bin from the Cemetery.
26.69 To receive a report of the financial position as at 31 March 2026.
The report was noted by the committee.
26.70 To receive a report on the income and expenditure against budget for the period 1 April 2025 to 31 March 2026.
The report was noted by the committee.
26.71 To receive the bank reconciliations for the period 1 January 2026 to 31 March 2026.
Noted .
26.72 To consider clothing and tool allowance limits for maintenance staff
It was agreed that
- Corporate Polo Shirts, Fleeces, waterproof hi-vis Jackets and Gilets as well as trousers/shorts should be provided on a need basis;
- Personal tools or equipment used for Council work would be repaired/replaced at the discretion of the Parish Clerk (referring to the Chair of the finance policy and personnel committee, if required);
- Personal protective clothing (PPE) to complete tasks would be provided as required and,
- An allowance of up to £50 per annum towards an appropriate pair of work boots/shoes should be made available
26.73 To consider the quotation received from the Local Council Consultancy to complete job evaluations for the office roles.
Following discussions involving some Councillors completing these job evaluations it was RESOLVED to accept the quotation of £900 from Local Council Consultancy as it would provide an impartial opinion from a recognised body independent of Deeping St James Parish Council.
26.74 To consider the updates about absence management, bereaved partners paternity leave, paternity leave and whistleblowing received from the Human Resources Provider and to agree to the Staff Handbook being revised accordingly.
It was RESOLVED to request that Keeping HR Simple should update the staff handbook
It was RESOLVED to move into closed session in accordance with The Public Bodies (Admission to Meetings) Act 1960 due to the confidential nature of the business to be discussed in relation to the following matters
26.75 To receive an update following the recent employee one to ones and consider any action required
Councillor Gilbert provided an update following the employee one to one meetings completed on Tuesday 3 March 2026 and Tuesday 10 March 2026 which included some training needs and issues that were referred to the Allotments and Cemetery Committees for further consideration.
26.76 To consider appropriate salary ranges based on the National Agreement on Pay and Conditions of Service of the National Joint Council for Local Government Services for the Maintenance Workers.
Councillor Gilbert confirmed that this had been raised at the one to one meetings where all Maintenance Workers had confirmed that the were open to further discussion.
It was RESOLVED to move out of closed session
26.77 To note the date of the next meeting – 8pm Tuesday 02 June 2026 (TBC at the annual meeting of the Parish Council on 19 May 2026).