15th April
Minutes Of The Lutton Parish Council Meeting Held At Lutton Village Hall on 15th April 2019
Presiding over the meeting: Cllr Wilkinson
In attendance: Cllr E Atkinson, Cllr J Atkinson, Cllr E Saxton, Cllr J Wilkinson, Cllr J Reeve, County Cllr P Coupland, District Cllr J Tyrell, District Cllr L Eldridge, 1 public member (child) and Mrs C Matthews (Parish Clerk).
Public Forum
Items raised by public members:
None.
1. Apologies For Absence (with reasons) 42.19
The Council Resolved to accept apologies from Cllr F Bulter.
2. Declarations Of Interest 43.19
Cllr J Reeve declared an interest in Allotments, as he is an allotment holder.
3. Signing Of The Minutes 44.19
Notes from the meetings on 4th March 2019 were taken as read and the council resolved to accept them as minutes.
4. Financial Matters 45.19
Items for payment under Sec 137
None
Accounts for payment
28/03/19, C Matthews, Wages March, s/o, £ 555.15
15/04/19, LALC, Annual subscription, 101660, £ 344.75
15/04/19, SHPVCS, Annual contribution, 101661, £ 368.02
15/04/19, J Chadwick, Ground maintenance, 101662, £ 988.12
15/04/19, ICCM, Annual Subscription, 101663, £ 95.00
15/04/19, SHIDB, Drainage Rates, 101664, £ 71.50
15/04/19, C Matthews, Expenses April, 101665, £ 35.82
The council resolved to make the above payments as put before them.
Money in
14/03/19, Parishioner, Cemetery reservation, 100395, £ 50.00
14/03/19, F E Walton Funeral Services, Burial, EROB & reservation, 100396, £ 320.00
14/03/19, R King Memorials, 2x new memorials, 100397, £ 150.00
Resolve to accept Bank Reconciliation (fourth quarter)
Cllr J Wilkinson checked procedures for payments and receipts, and reconciled accounts with bank statements. As all processes and information reconciled with the Bank Reconciliation the Council resolved to accept it.
Resolve to accept Bank Reconciliation (Year-end)
Cllr J Wilkinson checked procedures for payments and receipts, and reconciled accounts with bank statements. As all processes and information reconciled with the Bank Reconciliation the Council resolved to accept it.
Discuss Budget Report (year-end)
This was discussed briefly. The year-end expenditure is approximately 7% under budget.
Resolve to sign off end of year accounts (2018-19)
All Councillors were given copies of the year’s accounts, bank reconciliations and year end budget. The Council Resolved to sign off the end of year accounts.
5. Chairman’s Remarks 46.19
The Chairman thanked Councillors for their efforts throughout the four year term. The Council has been successful in working on behalf of the parish and has been transparent and communicative throughout. The Chairman thanked District and County Councillors for their continued support, attendance at meetings and financial donations towards village projects.
6. Police Matters 47.19
None.
7. Clerks Report 48.19
All correspondence from the previous meeting has been dealt with and reply’s sent where needed. Additional planning application, added under item 10.
8. Receive Reports From District And County Councillors 49.19
None.
9. Correspondence 50.19
Barclays – Bank statement
SHDC – Electorate monthly update
ICO – Newsletter (Circulated)
SHDC – Community Newsletters (Circulated)
Highways – Road closures (Circulated)
LCC – Planning permission to Peele Community College for mobile classroom
Bowsers – Update Land donation
LALC – News edition (Circulated)
SHDC – Joint Policy Development Panel and Policy Monitoring Panel – Open Spaces Task & Finish Group (Circulated)
Highways – parish drive through/meeting
SHDC – Election notices
PKF Littlejohn – Annual return documents
LCC – Updated Street Lighting Policy
Anglian Water – Water Regulations Compliance Inspection (Cemetery)
SHDC – Statement of Persons Nominated Notice
10. Planning Matters 51.19
Update on previously discussed applications:
H12-0133-19 LCC, erection of mobile classroom, Peele Community College, Little London. SHDC decision: Approved
Applications : (All applications circulated on receipt)
H12-0289-19 Mr Russell, Change of use from agricultural building to dwelling, Adjacent The Grange, Marriots Gate. (Date for comments has passed)
H12-0265-19 R G Barwell, Siting of 2 static caravans to house up to 4 seasonal workers, Dear Love Gate, Lutton. (Date for comments has passed)
H12-0314-19 Mr S Portass, Proposed garage and store, 38 Gedney Road, Long Sutton. (Comments by 18th April) The Council Resolved to make no comment on this application.
H12-0374-19 Mr & Mrs Spoor, Extention & alterations, Caris Brooke, Charters Lane (Comments by 3rd May) The Council Resolved to make no comment on this application.
11. To Discuss Cemetery Matters 52.19
Discuss Hedge & Ground Maintenance
The Chairman spent several hours at the cemetery while the hedge cut by flail mower and to clear the road of any cuttings. Several parishioners visited the cemetery or were walking past during that time and all were in support of the hedge cutting as it has been overdue.
The yew tree behind the gate on Lowgate is restricting access. Clerk to request J Chadwick cuts back and reshapes.
The leylandii hedge along the east boundary will need cutting back in height, by approximately half.
12 .Highways & Footways 53.19
Update on outstanding matters:
Standing Water at Marriots Gate & Puddingpoke Lane reported (ref SHC792406) – Fixed.
Hedging encroaching on Lutton Bank – this has been reported several times. County Cllr Coupland to discuss with Highways.
To report any new matters:
None.
13. Allotments 54.19
The Clerk has received a request to send allotment rent via BACS. This was discussed and the Council resolved to accept BACS payments, with a request to the allotment holder to notify the clerk when payment has been sent.
14. Play/Open Areas 55.19
Postcard Questionnaire Update
The postcards have been printed. Defer to next meeting with new council to appoint working party to deliver the cards.
Old Church Lane Parishioner enquiry
The Clerk has received a complaint regarding this lane (also known as Green Lane) as the grass has not been cut and it has become impassable. Clerk to confirm with Highways it is their responsibility and will be added to their grass cutting schedule.
Discuss the intended use of land being donated at Richard Busby Way
This was discussed. The Council takes responsibility for the land and its upkeep, once the current agreement with the previous owner comes to an end (November 2019). The Council intends to maintain the area as it is, as an open green.
15. Update On Parish Clock 56.19
Resolve on scaffolding quotes
The Council received three quotes. The Council resolved to accept the quote from TT Scaffolding Ltd provided it is confirmed nothing is to be fixed to the church structure and all exposed poles facing the church wall will be covered with plastic caps to prevent any contact damage.
The church has appropriate security in place to protect the building whilst the scaffolding is in place.
Resolve on repair and clock face painting quotes
The Council has received a new quote for the face to be painted and for the hands to be repaired. The Council resolved to accept this quote and would like an annual maintenance plan to be discussed once the repairs are complete.
16. Pavilion 57.19
Discuss quotes for demolition
The Council has received one quote. Clerk to chase remaining quotes.
It was discussed that a Waste Certificate Notification (WCN) will be required. It was suggested any hardcore could be used for the new cemetery path extension.
Discuss quote for electric supply removal
The Council resolved to accept the quote from Western Power.
17. Resolve On Whether To Join LALC Training Scheme April 2019-2020 58.19
This was discussed. The Council Resolved to renew its membership to the LALC training scheme.
18. To Review Findings And Effectiveness Of Internal Audit 59.19
This was discussed. The internal audit found all processes to be effective and all financial accounts to be in order. The appropriate section of the Annual Governance and Accountability Return has been completed by the internal auditor.
19. To Complete Section One - Annual Governance And Accountability Return (AGAR) 2018-19 (circulated) 60.19
The Council completed Section 1 of the AGAR. The Council resolved to approve of this Section and it was signed by the Chairman and the Clerk.
20. To Complete Section Two - Annual Governance And Accountability Return (AGAR) 2018-19 (circulated) 61.19
Deferred to next meeting due to missing information.
21. Items For Future Agendas 62.19
None.
22. Date Of Next Meeting 63.19
13th May 2019 7pm – Annual Parish Meeting
23. To resolve on whether the council should move into closed session for discussion of the following agenda items, on the grounds of confidentiality. 64.19
n/a
24. To Discus Staffing And Administration 65.9
None.
There being no more business the meeting closed at 8.20 pm.