9th September
Minutes of The Lutton Parish Council Meeting Held At Lutton Village Hall On 9th September 2019
Presiding over the meeting: Cllr Wilkinson
In attendance: Cllr J Wilkinson, Cllr K Jordaan, Cllr A Ludlam, County Cllr P Coupland, 4 public members and Mrs C Matthews (Parish Clerk).
Public Forum
Items raised by public members:
U3A Archery group requested to use the playing field for archery, Agenda item 15.
1. Apologies For Absence (with reasons) 140.19
The Council resolved to accept apologies from Cllr E Woodhouse and Cllr E Saxton.
2. Declarations Of Interest 141.19
Cllr J Wilkinson declared an interest in the ground maintenance tenders as she is friends with the one of company owners whom have submitted a quote.
3. Signing Of The Minutes 142.19
Notes from the meetings on 15th July 2019 were taken as read and the council Resolved to accept them as minutes.
4. To Receive Declarations Of Acceptance From Co-Opted Councillor 143.19
Deferred to next meeting.
5. Financial Matters 144.19
Items for payment under Sec 137
None.
Accounts for payment
15/07/19, C Matthews, Expenses July & August, 101678, £ 60.82
28/07/19, C Matthews, Wages July, s/o, £ 583.44
28/08/19, C Matthews, Wages August, s/o, £ 583.44
02/09/19, Royal Mail, Postage charges Postcard questionnaire, 101679, £ 12.30 Net, £ 2.46 VAT, £ 14.76 Gross
02/09/19, J Chadwick, Ground maintenance, 101680, £ 1,830.85
02/09/19, SHDC , Elections costs, 101681, £ 70.15
02/09/19, Came & Co. , Insurance (Annual), 101682, £ 643.26
02/09/19, RoSPA Play Safety, Annual Park Inspection , 101683, £ 93.00 Net, £ 18.60 VAT, £ 111.60 Gross
02/09/19, Anglian Water, Cemetery Water, 101684, £ 12.07
02/09/19, C Matthews, Expenses September, 101685, £ 30.41
The council resolved to make the above payments as put before them.
Money in
None
Mandate signatures update
Barclays have requested another form to be completed. Chairman and Cllr J Wilkinson signed the document.
6. Chairman’s Remarks 145.19
The Chairman reported the garden waste collection in Lutton was very successful.
7. Police Matters 146.19
PCSO emailed to say there were no incidents to report.
8. Clerks Report 147.19
All correspondence from the previous meeting has been dealt with and reply’s sent where needed. The
Additional correspondence:
New memorial application – added under Item 12.
Bowsers Solicitors – Confirmation of Land donation completion (Richard Busby Way).
9. Receive Reports From District And County Councillors 148.19
County Councillor Coupland advised the parish should see the Highways undertaking ‘top dressing’ locally.
The Chairman advised the Council hasn’t received a report from Highways, following the meeting in June. àCllr Coupland to chase.
10. Correspondence 149.19
Barclays – Bank statement
SHDC – Electorate monthly update
SHDC – Community Newsletters (Circulated)
LALC – Weekly e-updates (Circulated)
ICO - Newsletter (Circulated)
Highways – Road closures (Circulated)
Came & Co – Insurance renewal date information
UA3 Archery Group – Park access (Item 15)
Parishioner – Garden of Remembrance (Item 12)
RoSPA – Annual inspection report (Item 15) (Circulated)
Lincs Police – G Boxhall re: PCSO’s
11. Planning Matters 150.19
Update on previously discussed applications:
H12-0573-19 Mr M Harris, Details of the method of restricting the full opening of the two first sloor windows facing 37 Lime Walk (Condition 4 of H12-0232-13) SHDC decision : Approved
H12-0666-19 Mr N Ratcliffe, Occupation of dwelling by persons not employed in agriculture (Condition 1 of EE158/67) SHDC decision : Approved
Applications : (All applications circulated on receipt)
H12-0803-19 Mrs C Bates, Rear single storey extension, 24 Gedney Road, Long Sutton.
The Council Resolved to make no comment on this application.
12. To Discuss Cemetery Matters 151.19
Discuss planting of Garden of Remembrance
The Council has received a letter from a parishioner highlighting the need for maintenance in the Garden. The Council had previously discussed this and agreed to acquire quotes for winter weathering plants such as heathers . Chairman to get quotes.
New Memorial Application – R King Memorials
The Council Resolved to approve of this application, as the measurements are within those specified on the guidelines.
13. Highways & Footways 152.19
Update on outstanding matters:
Public Footpath Colleys Gate – Lutton Bank – Cllr K Jordaan presented photos of the encroaching hedge. Clerk to forward to Countryside Access.
To report any new matters:
None.
14. Allotments 153.19
Resolve on Farm Business Tenancy Rent Notices
To be discussed in Closed Session.
15. Play and Open Areas 154.19
Postcard Questionnaire Update
The results were briefly discussed.
Working Party meeting to be held on 14th October 2019 at 6pm in the village hall, with councillors and parishioners who have expressed an interest in being involved in the project.
Discuss Archery Group application for group to meet in Park.
The Council has been advised by its insurers that a copy of the groups Liability Insurance and a risk assessment for the activity would be required before the Council can consider approving of the activity.
The Council advised the group members in attendance of these requirements, and requested they do not do any archery in the park until the Council has received and discussed the documents.
7.45pm : Two public members left the meeting.
Update on vandalism in park
The back board of the Basketball hoop has been broken. The Chairman has attended and removed the remaining back board.
Council resolved to purchase a new board, with authority given to purchase a new board below £150.00 before the next meeting.
Discuss Park RoSPA Annual Inspection Report (Circulated)
This was discussed. The basketball board was highlighted and will be replaced.
Resolve on ground maintenance tender March 2020
To be discussed in Closed Session.
16. Update on Painting Face Of Parish Clock 155.19
The PCC submitted the Faculty and are awaiting an update.
17. Pavilion 156.19
Resolve on quote for demolition
To be discussed in Closed Session.
18. Update on dog waste bin issues 157.19
The Clerk has contacted SHDC, who have advised a site visit would be required to advise on replacements and moving of one bin. Awaiting meeting date . Clerk to chase.
7.55pm County Cllr P Coupland left the meeting.
19. Review the following policies & risk assessment 158.19
Standing Orders
Financial Regulations
Code of Conduct
Discipline & Grievance
Expenses
Sickness & Absence
Financial Risk Assessment
These was discussed. The Council resolved mark as reviewed for another year, with agreed revisions.
20. Items for future agendas 159.19
None
21. Date of next meeting 160.19
Monday 14th October 2019
22. To resolve on whether the council should move into closed session for discussion of the following agenda items, on the grounds of confidentiality. 161.19
This was proposed, seconded and resolved.
8pm, two public members left the meeting.
23. To discuss staffing and administration 162.19
Allotments : Resolve on Farm Business Tenancy Rent Notices
The Council resolved to send Rent Notices, using the Land Agent Longstaff.
Pavilion : Resolve on quote for demolition
The Council resolved to accept the quote for demolishment from KG Contractors.
Play/Open Areas : Resolve on ground maintenance tender March 2020
This was discussed at length and three quotes were compared. It was proposed, seconded and resolved to use NJ Paceys for the parish ground maintenance for the new season beginning March 2020.
There being no more business the meeting closed at 8.55 pm.