19th October
Minutes of the Lutton Parish Council meeting held electronically on 19th October 2020
Presiding over the meeting: Cllr Wilkinson
In attendance: Cllr J Wilkinson, Cllr K Jordaan, Cllr A Ludlam, Cllr E Woodhouse, Cllr E Saxton, Cllr R Phillips, one public member and Mrs C Matthews (Parish Clerk).
Public Forum Items raised by public:
New war memorial – location of memorial was discussed à Chairman to meet Society member at the green to discuss location options.
1. Apologies for absence with reasons 53.20
None.
2. Declarations of Interest– To receive Declarations of Interest in accordance with the Localism Act 2011 and to consider any applications of dispensation. 54.20
None.
3. Signing of the minutes 55.20
Notes from the meetings on 13th July 2020 were taken as read and the council RESOLVED to accept them as minutes. Paper copy to be delivered to Chairman for signing.
4. Resolve on holding meetings electronically via Zoom 56.20
Due to the current restrictions limiting meetings in person, this was proposed, seconded and Resolved.
5. Resolve on purchasing full Zoom package 57.20
This was proposed, seconded and Resolved.
6. Financial Matters 58.20
Items for payment under Sec 137: None
Accounts for payment
16/03/20, LALC, Annual Membership, 101707, £ 351.94
28/03/20, C Matthews, Wages March, s/o, £ 583.44
31/03/20, G & A Grove, Flail mowing Cemetery Hedges, 101708, £ 247.50 Net, £ 49.50 VAT, £ 297.00 Gross
31/03/20, G & A Grove, Flail mowing Hedges, 101709, £ 180.00 Net, £ 36.00 VAT £ 216.00 Gross
31/03/20, N J Pacey Landscaping, Ground Maintenance 1/12, 101710, £ 1,110.75 Net, £ 222.15 VAT, £ 1,332.90 Gross
06/04/20, SHIDB, Drainage rates, 101711, £ 74.35
28/04/20, C Matthews, Wages April, s/o, £ 595.40
30/04/20, N J Pacey Landscaping, Ground Maintenance 2/12 Pest Control & additional cultivation in park, 101712, £ 1,690.75 Net, £ 338.15 VAT, £ 2,028.90 Gross
01/05/20, C Matthews, Expenses April & May, 101713, £ 69.22
14/05/20, AM Grab Services, Garden Waste Collections, 101714, £ 770.00
14/05/20, Anglian Water, Cemetery Water, 101715, £ 3.68
28/05/20, C Matthews, Wages May, s/o, £ 595.40
29/05/20, ICCM, Annual Membership, 101716, £ 95.00
29/05/20, N J Pacey Landscaping Ltd, Ground Maintenance 3/12 & cemetery Yew pruninG, 101717, £ 1,200.75 Net, £ 240.15 VAT, £ 1,440.90 Gross
28/06/20, C Matthews, Wages June, s/o, £ 595.40
30/06/20, N J Pacey Landscaping, Ground Maintenance 4/12, Tree works, Tree Survey, 101718, £ 1,485.75 Net, £ 297.15 VAT, £ 1,782.90 Gross
30/06/20, Anglian Water, Cemetery Water, 101719, £ 8.08
28/07/20, C Matthews, Wages July, s/o, £ 595.40
28/07/20, Internal Auditor, Internal Audit, 101720, £ 60.00
01/08/20, N J Pacey Landscaping Ltd, Ground Maintenance 5/12, 101721, £1,110.75 Net, £ 222.15 VAT, £ 1,332.90 Gross
01/08/20, HMRC, Clerk Tax, 101722, £ 9.00
01/08/20, C Matthews, Expenses June & July, 100723, £ 51.82
28/08/20, C Matthews, Wages August, s/o, £ 595.40
02/09/20, Anglian Water, Cemetery Water, 101724, £ 13.36
02/09/20, N J Pacey Landscaping Ltd, Ground Maintenance 6/12, 101725, £ 1,110.75 Net , £ 222.15 VAT, £1,332.90 Gross
21/09/20, RoSPA, Annual Playground Inspection, 101726, £ 93.00 NET, £ 18.60 VAT, £ 111.60 GROSS
21/09/20, Came & Co, Insurance, 101727, £ 718.99
21/09/20, N J Pacey Landscaping Ltd, Cemetery hedge height reduction, 101728, £ 1,400.00 Net, £ 280.00 VAT, £ 1,680.00 GROSSross/09/20, C Matthews, Wages September, s/o, £ 595.40
01/10/20, Wayne Francis, Parish Clock Service, 101729, £ 160.00
01/10/20, N J Pacey Landscaping Ltd, Ground Maintenance 7/12, 101730, £ 1,110.75 Net, £ 222.15 VAT, £1,332.90 Gross
01/10/20, HMRC, Clerk Tax, 101731, £ 23.80
01/10/20, C Matthews, Expenses August & September, 101732, £ 37.02
12/10/20, Information Commissioners Office, Annual membership, 101733, £ 40.00
The council Resolved to make the above payments as put before them.
Money in:
20/03/20, Lincs Co-op Funeral Services, Burial , 100314, £ 170.00
06/04/20, R King Memorials, New Memorial, 100315, £ 75.00
27/04/20, SHDC, Precept, BACS, £ 24,000.00
01/05/20, Allotment Holder, Allotment Rent, BACS, £ 301.95
05/05/20, Allotment Holder, Allotment Rent, BACS, £ 742.50
01/06/20, Parishioner, Cemetery reservation , 100316, £ 25.00
01/06/20, Allotment Holder, Allotment Rent, 100317, £ 60.40
01/06/20, F E Walton Funeral Services, Burial & reservation (non-residents), 100318, £ 440.00
01/06/20, Allotment Holder, Allotment Rent, 100319, £ 699.00
01/06/20, Allotment Holder, Allotment Rent, 100320, £ 650.25
04/07/20, Parishioner, 2 x cemetery reservations, 100321, £ 100.00
06/07/20, HMRC, Reclaimed VAT, Direct, £ 1,103.51
11/08/2, Parishioner, Cemetery reservation, BACS, £ 50.00
21/09/20, Lincs Co-op Funeral Services, 2x ashes plot burial, 100322, £ 100.00
21/09/20, Morriss & Haynes Funeral Services, Ashes burial (non-resident), 100323, £ 100.00
21/09/20, R King, New memorial, 100324, £ 75.00
21/09/20, R King , Ashes memorial, 100325, £ 50.00
Resolve to accept Bank Reconciliation (fourth quarter 2019-20)
All members received and checked electronic copies of accounts, bank statements and reconciliations. All payments and receipts accounts reconciled with bank statements and the Council Resolved to accept it. Paper copies to the distributed to signatory for signing.
Resolve to accept Bank Reconciliation (Year-end 2019-20)
All members received and checked electronic copies of accounts, bank statements and reconciliations. All payments and receipts accounts reconciled with bank statements and the Council RESOLVED to accept it. Paper copies to the distributed to signatory for signing.
Discuss Budget Report (year-end 2019-20)
This was discussed briefly. The year-end expenditure is approximately 7% under budget.
Resolve to sign off end of year accounts (2019-20)
All Councillors were sent copies of the year’s accounts, bank reconciliations and year end budget. The Council Resolved to sign off the end of year accounts. Paper copies to the distributed to signatory for signing.
Resolve to accept Bank Reconciliations (first & second quarters 2020-21)
All members received and checked electronic copies of accounts, bank statements and reconciliations. All payment and receipt accounts reconciled with bank statements and the Council Resolved to accept them. Paper copies to the distributed to signatory for signing.
Discuss Budget Reports (first and second quarters 2020-21)
This was discussed briefly.
Resolve to update Clerk standing order to be in line with updated LALC pay scales
The Council Resolved to update the Clerk’s standing order to be in-line with LALC’s updated pay scales.
7. Chairman's Remarks 59.20
None.
8. Police Matters 60.20
None.
9. Clerk's Report 61.20
All correspondence from the previous meeting has been dealt with and reply’s sent where needed.
The AGAR has been submitted.
All allotment rents due in April were collected.
The Parish Clock has been serviced.
10. Receive reports from District and Country Councillors 62.20
None.
11. Correspondence
Barclays – Bank statements
SHDC – Electorate monthly updates
SHDC – Community Newsletters (Circulated)
LALC – Weekly e-updates (Circulated)
ICO - Newsletters (Circulated)
LALC – News edition (Circulated)
Highways – Road closures (Circulated)
PKF Littlejohn – AGAR updates
SHDC – Planning updated re Covid-19
LCC – Corona Virus advice (Circulated)
LALC- Gov.UK Covid-19 Update
SHDC – Democratic Services Letter re Ministries of Housing, Communities and Local Government
PCSO Bennett – Holbeach Police Station information (Circulated)
Wickstead – Playground quote
UA3 – grant application postponed
RoSPA – Confirmation of Park Annual Inspection (August)
Parishioner – Verge cutting
Parishioner Garden Allotment enquiries x2.
Parishioner – Volunteering to maintain Garden of Remembrance
LCC- Recycling Centre Information (Circulated)
PKF Littlejohn – AGAR Information (audit)
Parishioners - Airfield Complaints
SHDC environmental – Airfield information
HMRC - VAT Claim confirmation
LALC – New Model Code of Conduct Consultation
LALC – Clerk pay scales
LALC – Annual report (Circulated)
Parishioner – Bonfires concern
SHDC environmental – Bonfires letter
Came & Co – Insurance renewal documents
RoSPA – Annual Playground Inspection (Circulated)
LCC – Licensing Policy Consultation (Circulated
Highways – Traffic Regulation Order information (Item 14)
Longstaff – Farm Business Tenancy updates (Item 15)
LCC- Admissions Policy Consultation (Circulated)
Came & Co – Insurance renewal documents
12. Planning Matters 64.20
Update on previously discussed applications:
H12-0067-20, Mr P Congreve, Proposed extension, Smiths Farm, Poplar Lane, Lutton. SHDC decision : Approved
H12-0970-19, Mr Mousley, Proposed barn style double garage, The Old Vicarage, Lutton. SHDC decision : Approved
H12-0227-20, Mrs C Hyden, Change of use from “part bed & breakfast/part residential” back to full residential, Garnsgate Hall, Lutton Garnsgate. SHDC decision : Approved
H12-0391-20 Mr A Hefford, Proposed extensions and alterations, 84 Garnsgate Rd, Long Sutton. SHDC decision : Approved
H12-0910-20, Mr & Mrs S Laker, extension and alterations, Oakwood Marriots Gate. SHDC decision : Approved
H12-0581-20 Mr & Mrs Thurgood, Proposed extensions under H12-0085-20, amendment to include additional bathroom window. SHDC decision : Approved
H12-0426-20 Mr T Godfrey, Single Storey rear extension, The Bungalow 53 Marriots Gate, Lutton. SHDC decision : Approved
Applications:
H12-0580-20 Hallgate Timber, proposed conversion of sales area to dance studio, Lime Walk (Circulated, comments by 20.08.20)
H12-0666-20 S Anderson & J Dewsberry, Change of use of barn to residential, Lutton Garnsgate (Circulated, comments by 12.09.20)
H12-0767-20 Mr & Mrs Woodhouse, Single storey extension to dwelling, 23 Lowgate, Lutton (Circulated, comments by 16.10.20)
H12-0798-20 Mr & Mrs Taylor, Erection of timber pre-fabricated single storey annexe for ancillary use to the main dwelling, 67 Limewalk, Lutton. (Circulated, comments by 21.10.20)
The Council RESOLVED to make no comment on this application.
13. Cemetery Matters 65.20
Update on hedge works – The works to half the height of the hedging along the east boundary of the cemetery has been completed.
14. Highways and Footways 66.20
Update on outstanding matters
Speeding – SHDC Consultation Traffic Regulation Order - New Speed Limit on Lutton Bank – Consultation ongoing.
Damaged BT lid opposite school – currently being repaired.
To report any new matters
None.
15. Allotments 67.20
Resolve on Garden Allotment parishioner applications
The Council discussed the garden allotments. The neighbouring allotment holder is going to cultivate the area used for garden allotments, at this point the council will contact those on the waiting list.
Update on Farm Business Tenancy Agreements
The Clerk reported the Land Agent has received all signed agreements, with the new agreed rate à Copies to be sent to Clerk.
16. Play and Open Areas 68.20
Resolve on works to improve ground at War Memorial and benches.
The Council Resolved to accept the quote to improve the ground next to the war memorial, which should also reduce standing water under the benches.
RoSPA play equipment assessment (Circulated)
This was discussed. The main concerns highlighted were concerning algae making the surfaces slippery, which have since been cleaned. Cllrs Ludlam & Woodhouse have visited the park in the last few days and found the equipment and surfaces to be clean.
17. Civic Society Memorial Application 69.20
Discuss location of memorial
Chairman to meet with Society representative at the village green to discuss locations.
18. Update on waste bin issues 70.20
Ongoing. New person in role at SHDC, Chairman to request Tony Ball pass on quotes and information.
19. Items for future agendas 71.20
Tree Survey Report
Play equipment quotes (x2)
20. Date of next meeting 72.20
Electronically - 30th November 2020
21. To Resolve on whether the council should move into closed session, on the grounds of confidentiality, for discussion of the following agenda items. 73.20
n/a
22. To discuss staffing and administration 74.20
None.
There being no more business the meeting closed at 7.35 pm.