2025 Minutes – Martin and Martin Dales Parish Council

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September 2025 Minutes

MINUTES OF THE MEETING OF

MARTIN AND MARTIN DALES PARISH COUNCIL

Date and Time: Tuesday 2nd September 2025 7.30pm

Location: Martin Village Hall

Cllrs Present		Cllrs Not Present
Will Jenkins - Chair (WJ)		Bobby Neaum Apologies received
Clare Cowen (CC)		Will Stephenson Apologies received
David Busby (DB)		Stuart Quinn

In Attendance

County Councillor Rob Kendrick (RK)

5 Parishioners 1 Visitor to the parish

Minute Ref	Actions from This Meeting	Action By	Completed
PS	Plastic Liners to be requested for new litter bins	Clerk
PS	Chase up dog poo signs and 40mph	Clerk
5	Standing orders to be updated and agreed to include HR committee emails etc.	Clerk/All
8.2	Signs to be chased from the Road Safety Partnership (RSP)	Clerk
8.3	Parishioner to be trained for park inspection Soil to be ordered and rabbit holes filled	WJ CC
8.4	Parishioner to be trained to inspect defib and code to be removed from cabinet	WJ
8.	Groundwork maintenance schedule be prepared for quotes for the 2026	Clerk
8.6	Update to be given to Council re: woodland carbon credits	WJ
8.7	Schedule/contract to be drafted for January 2026 with options for litter picking	Clerk
8.8	Website review to take place asap	Clerk Webmaster
8.10	Quotes to be obtained for phone to ensure separate number for Parish Council business	Clerk
8.11	Finance group to meet in November for governance and to review fund raising options	All/Clerk
8.14	Bulbs to be ordered	WJ
8.15	Dates to be agreed for appraisal with Clerk – twice a year	DB CC Clerk
8.16	Civility and Respect Pledge to be send again to Council	Clerk
8.17	Guidance on garden fires to be put in newsletter	Clerk
8.18	30 Poppies to be purchased for Remembrance	Clerk
8.19	Christmas Tree to be ordered for end of November	Clerk
8.20	Letter to landowner re: footpath	Clerk
9.1	Transfer sum listed from woodland to current	Clerk
9.1	Transfer sum from current to reserve account to allow for purchase of equipment	Clerk

Minute Ref	Actions Not Closed from Last minutes	Action By	Completed
	Signs	Clerk
	Playpark rabbit holes	CC
	Website – updating continues	CC/WM
	SID	WJ
	Training for Inspections	WJ
	Benches for Martin Dales	SQ
	Facebook	Clerk
	Civility Pledge	All

Minute Ref	Minute Commentary	Action By
1	Welcome and Public Session Items raised by Parishioners. Parishioner asked questions re: funding to village hall and litter picking – current arrangements explained and on the agenda. Planning Application – No objection from the Council Dog Poo Bin – Bin Liners Requested Plans for shop in the village – a visitor to the village is very interested in opening a shop in the village. Thoughts of the PC and parishioners are being sought over the next few months. The front would not be changed but another door may be used. The suggestion was positively received by those present.	Clerk
2	Co-option None
3	Apologies BN and WS
4	Declaration of Interest None
5	Previous Minutes 1st July 2025 Amendment confirmed on access to emails etc. Proposed: WJ Seconded: DB All Agreed
	Matters Arising Access to emails: It was clarified that access to incoming emails to the Clerk’s email when on leave will be made available by creating an email for which councillor(s) can receive forwarded emails. As suggested by LALC a sealed envelope to be created with access info in the unlikely but possible event of unexpected absence of Clerk. Agreed: A new email account to be created during this time. admin@martinandmartindales-pc.gov.uk. Clerk to create a sealed envelope with access info as detailed above. To be included in standing orders and updated and agreed in May 2026 Proposed: WJ Seconded: CC All Agreed	Clerk
6	County Councillors and District Councillor Remarks Cllr. Kendrick raised 3 points: Volunteer Hours: request can still be considered. Digester: No further information available. Confirmation that the archer survey has been completed and sent through to the Council.
7	Planning Recent planning submissions. Agreed: No comments from the Parish Council
8	Parish Business Items
8.1	Outstanding actions from Previous minutes Detailed above
8.2	Highways A general discussion took place. The archer survey had been completed, received via the Clerk and distributed to the full council. Repairs to the main road through Martin still on the highway’s maintenance plan. Speeding signs have still not arrived and will be chased again.	Clerk
8.3	Playpark The painting has been completed and looking good. The ROSPA report has been undertaken and sent to the full council for comment. Inspection and holes discussed. Agreed: Parishioner to be trained by WJ to undertake inspection of the defib. Councillor to order soil when in stock All agreed	WJ CC
8.4	Defibrillator A general discussion took place. Agreed: Parishioner to be trained by WJ to undertake inspection of the defib. All agreed	WJ
8.5	Grounds Maintenance All good. Quotes to be requested for in November for the next season April 2026-October 2026. Clerk to prepare schedule etc for the November meeting	Clerk
8.6	Woodland WJ reported all funding has been received with the exception of maintenance grant. A general discussion took place with regard to Carbon Credits. Agreed: WJ to clarify and update the Council	WJ
8.7	Litter Picking The Clerk had drafted a working schedule to clarify the arrangement between the PC and the VHC. After a discussion it was decided that the current scenario continues until the end of March without a new agreement. A generic litter picking ‘schedule/contract’ should be drafted for the January meeting and consideration to be given to other options. With regard to the areas to be litter picked, the woodland will not be included. Agreed: Clerk to look into other examples of contracts to start the process and prepare for the January meeting.	Clerk
8.8	Website Clerk to continue to work with the webmaster. A review will take place in due course.	Clerk Webmaster
8.9	Facebook To be agended for the next meeting	Clerk
8.10	Council Phone Separate phone to be purchased after quotes. Clerk to look at options before final decision	Clerk
8.11	Finance Meeting The subgroup to meet in November to meet the governance agreement and look at possible funding available. Open to all councillors.	All
8.12	Martin Dales Trees To be agended for the next meeting	Clerk
8.13	Martin Dales Benches To be agended for the next meeting	Clerk
8.14	Daffodil Bulbs Agreed: WJ to purchase bulbs to the value of £300 Proposed: WJ Seconded: CC All agreed	WJ
8.15	HR Committee A general discussion took place. Agreed: CC and DB to be on the HR committee, a subcommittee without delegated powers. Clerk appraisal to be undertaken twice year. All agreed	CC DB
8.16	Civility & Respect Pledge Clerk to re-send the list of requirements with a view to agree in the November meeting.	Clerk
8.17	Village Fires Concerns have been raised by a parishioner with regard to garden fires in the parish. Agreed: Clerk to put guidance for Parishioners in the newsletter.	Clerk
8.18	Poppies Agreed: 30 large poppies to be purchased at £5 each. Proposed by: WJ Seconded: CC All agreed	Clerk/CC
8.19	Christmas Tree Agreed: Christmas tree to be ordered in time for mid-November and DB to collect as in previous years. All agreed	Clerk/DB
8.20	Donations A general discussion took place which included a possible limit of amounts given in an endeavour to ensure fairness when agreeing donations. Agreed: To be discussed at future meeting to agree allocation and distribution.	All
8.21	Overgrown Footpath Agreed: Clerk to send another letter to the landowner to request cut back
9.	Clerk’s Report – Sent to the full council in advance Resume of key points discussed in the meeting 9.1 Bank Balances Current Account £10299.32 Woodland Account 36136.67 Reserve Account 5929.94 An amount of £5156.27 to be transferred from Woodland to Current a/c being the amount previously spent in registering land and agents’ fees. Transfer an amount from current account to the reserve account in anticipation of purchasing of play equipment in due course which could be expensive. Grants and quotes to be sought. Regular monthly payments due: Grounds Maintenance £320 Clerk’s Salary 380 Clerk’s Expenses 19 2024-2025 Audit The response from the auditor is expected soon. The second AGAR forms submitted to the Auditor within the required time limit have been sent. The second submission of one page was requested due to the initial form not having a second signature box which the chair had to sign (BN) due to the way it printed out. There is no additional cost to the Council due to printing error on form. VAT Return 2024-2025 This has been completed and submitted. Clerk’s Leave and Hours As in previous year, the Clerk will be on extended leave January February (dates to be confirmed). Since 1st April 2025 the Clerk has been logging all hours to ensure that hours are worked and paid for by the Clerk and the Council. All Agreed	Clerk Clerk Clerk Clerk
10.	Agenda items next meeting Martin Dales Benches Mobile Phone Civility Pledge SID Precept 2026-2027 Facebook
	Check submission for Woodland (standing item to avoid omission)
11.	Date time and venue of the next meeting 4th November 2025 7.30pm Martin Village Hall

Minute Ref

Minute Commentary

Action By

Welcome and Public Session

Items raised by Parishioners.

Parishioner asked questions re: funding to village hall and litter picking – current arrangements explained and on the agenda.

Planning Application – No objection from the Council

Dog Poo Bin – Bin Liners Requested

Plans for shop in the village – a visitor to the village is very interested in opening a shop in the village. Thoughts of the PC and parishioners are being sought over the next few months. The front would not be changed but another door may be used.

The suggestion was positively received by those present.

Clerk

Co-option None

Apologies BN and WS

Declaration of Interest None

Previous Minutes 1st July 2025

Amendment confirmed on access to emails etc.

Proposed: WJ Seconded: DB

All Agreed

Matters Arising

Access to emails: It was clarified that access to incoming emails to the Clerk’s email when on leave will be made available by creating an email for which councillor(s) can receive forwarded emails.

As suggested by LALC a sealed envelope to be created with access info in the unlikely but possible event of unexpected absence of Clerk.

Agreed: A new email account to be created during this time.

admin@martinandmartindales-pc.gov.uk.

Clerk to create a sealed envelope with access info as detailed above.

To be included in standing orders and updated and agreed in May 2026

Proposed: WJ Seconded: CC

All Agreed

Clerk

County Councillors and District Councillor Remarks

Cllr. Kendrick raised 3 points:

Volunteer Hours: request can still be considered.

Digester: No further information available.

Confirmation that the archer survey has been completed and sent through to the Council.

Planning

Recent planning submissions.

Agreed: No comments from the Parish Council

Parish Business Items

8.1

Outstanding actions from Previous minutes

Detailed above

8.2

Highways

A general discussion took place. The archer survey had been completed, received via the Clerk and distributed to the full council.

Repairs to the main road through Martin still on the highway’s maintenance plan.

Speeding signs have still not arrived and will be chased again.

Clerk

8.3

Playpark

The painting has been completed and looking good.

The ROSPA report has been undertaken and sent to the full council for comment.

Inspection and holes discussed.

Agreed: Parishioner to be trained by WJ to undertake inspection of the defib.

Councillor to order soil when in stock

All agreed

8.4

Defibrillator

A general discussion took place.

Agreed: Parishioner to be trained by WJ to undertake inspection of the defib.

All agreed

8.5

Grounds Maintenance

All good. Quotes to be requested for in November for the next season April 2026-October 2026.

Clerk to prepare schedule etc for the November meeting

Clerk

8.6

Woodland

WJ reported all funding has been received with the exception of maintenance grant. A general discussion took place with regard to Carbon Credits.

Agreed: WJ to clarify and update the Council

8.7

Litter Picking

The Clerk had drafted a working schedule to clarify the arrangement between the PC and the VHC. After a discussion it was decided that

the current scenario continues until the end of March without a new agreement. A generic litter picking ‘schedule/contract’ should be drafted for the January meeting and consideration to be given to other options.

With regard to the areas to be litter picked, the woodland will not be included.

Agreed: Clerk to look into other examples of contracts to start the process and prepare for the January meeting.

Clerk

8.8

Website

Clerk to continue to work with the webmaster.

A review will take place in due course.

Clerk Webmaster

8.9

Facebook

To be agended for the next meeting

Clerk

8.10

Council Phone

Separate phone to be purchased after quotes. Clerk to look at options before final decision

Clerk

8.11

Finance Meeting

The subgroup to meet in November to meet the governance agreement and look at possible funding available. Open to all councillors.

All

8.12

Martin Dales Trees

To be agended for the next meeting

Clerk

8.13

Martin Dales Benches

To be agended for the next meeting

Clerk

8.14

Daffodil Bulbs

Agreed: WJ to purchase bulbs to the value of £300

Proposed: WJ Seconded: CC

All agreed

8.15

HR Committee

A general discussion took place.

Agreed: CC and DB to be on the HR committee, a subcommittee without delegated powers.

Clerk appraisal to be undertaken twice year.

All agreed

CC DB

8.16

Civility & Respect Pledge

Clerk to re-send the list of requirements with a view to agree in the November meeting.

Clerk

8.17

Village Fires

Concerns have been raised by a parishioner with regard to garden fires in the parish.

Agreed: Clerk to put guidance for Parishioners in the newsletter.

Clerk

8.18

Poppies

Agreed: 30 large poppies to be purchased at £5 each.

Proposed by: WJ Seconded: CC

All agreed

Clerk/CC

8.19

Christmas Tree

Agreed: Christmas tree to be ordered in time for mid-November and DB to collect as in previous years.

All agreed

Clerk/DB

8.20

Donations

A general discussion took place which included a possible limit of amounts given in an endeavour to ensure fairness when agreeing donations.

Agreed: To be discussed at future meeting to agree allocation and distribution.

All

8.21

Overgrown Footpath

Agreed: Clerk to send another letter to the landowner to request cut back

Clerk’s Report – Sent to the full council in advance

Resume of key points discussed in the meeting

9.1 Bank Balances

Current Account £10299.32
Woodland Account 36136.67
Reserve Account 5929.94

An amount of £5156.27 to be transferred from Woodland to Current a/c being the amount previously spent in registering land and agents’ fees.

Transfer an amount from current account to the reserve account in anticipation of purchasing of play equipment in due course which could be expensive. Grants and quotes to be sought.

Regular monthly payments due:

Grounds Maintenance £320

Clerk’s Salary 380

Clerk’s Expenses 19

2024-2025 Audit

The response from the auditor is expected soon. The second AGAR forms submitted to the Auditor within the required time limit have been sent.

The second submission of one page was requested due to the initial form not having a second signature box which the chair had to sign (BN) due to the way it printed out.

There is no additional cost to the Council due to printing error on form.

VAT Return 2024-2025

This has been completed and submitted.

Clerk’s Leave and Hours

As in previous year, the Clerk will be on extended leave January February (dates to be confirmed).

Since 1st April 2025 the Clerk has been logging all hours to ensure that hours are worked and paid for by the Clerk and the Council.

All Agreed

Clerk

10.

Agenda items next meeting

Martin Dales Benches Mobile Phone Civility Pledge

SID Precept 2026-2027 Facebook

Check submission for Woodland (standing item to avoid omission)

11.

Date time and venue of the next meeting

4th November 2025 7.30pm Martin Village Hall

Meeting finished 9 pm