17th May - Annual Council Meeting
Lutton Parish Council Meeting
To be held in Lutton Village Hall.
You are hereby requested to attend a meeting of the above Council on 17th May 2021 at 7.00 pm or at the rising of the public forum. The business to be dealt with at the meeting is listed below in the agenda. There will be a 15-minute public forum at 7.00pm when members of the public may ask questions or make a short statement to the Council and your attendance is also requested during this period.
Public Forum, Items raised by public members.
1. To elect a chairman
2. Chairman’s declaration of acceptance
3. To elect a vice chairman
4. Apologies for absence with reasons
5. Declarations of interest – To receive Declarations of Interest in accordance with the Localism Act 2011 and to consider any applications of dispensation.
6. Signing of the minutes – Notes from the meeting on 15th March 2021
7. Elect a personnel panel
8. Elect working parties for the following
Finance
Allotment
Cemetery
Play & Open Areas
9. Review the following:
Documents & policies
(policy name, adoption date, last review date, review due date)
Standing Orders, September 2014, September 2019, September 2021
Financial Regulations, June 2014, September 2019, September 2021
Code of Conduct, September 2014, September 2019, September 2021
Communications , April 2015, June 2019, June 2021
Complaints, April 2015, June 2019, June 2021
Data Protection, April 2015, June 2019, June 2021
Data Protection GDPR 2018, May 2018, -, June 2021
GDPR Subject Access Request Procedure, May 2018, -, June 2021
GDPR Data Breach Policy, May 2018, -, June 2021
GDPR Retentions Policy, May 2018, -, June 2021
GDPR Privacy Notices, May 2018, -, June 2021
Discipline & Grievance, September 2014, September 2019, September 2021
Equal Opportunities , April 2015, June 2019, June 2021
Expenses , September 2014, September 2019, September 2021
Freedom of Information , August 2014, July 2019, July 2021
Grant Awarding, April 2015, June 2019, June 2021
Health, Safety & Security (Clerk), August 2015, August 2019, August 2021
Lone Working, August 2015, July 2019, July 2021
Media, April 2015, June 2019, June 2021
Personnel Panel Terms of Reference, August 2015, July 2019, July 2021
Publication Scheme, August 2015, July 2019, July 2021
Recording of meetings , November 2015, November 2019, November 2021
Risk Management Policy, August 2015, July 2019, July 2021
Sickness & Absence , September 2014, September 2019, September 2021
Volunteers Policy & Procedures, October 2019, -, October 2021
Cemetery Fees, October 2014, October 2019, October 2021
Cemetery Guidelines, October 2014, October 2019, October 2021
Risk assessments
(Assessment name, adoption date, last review date, review due date)
Master Risk Assessment, August 2015, July 2019, July 2021
Allotment Rent Payment, April 2015, March 2019, July 2021
Cemetery, April 2015, March 2019, July 2021
Finances, July 2015, September 2019, September 2021
Football Club, April 2015, -, As required
Play Area & Field, April 2015, March 2019, July 2021
War Memorial, April 2015, March 2019, July 2021
Council representation on external bodies
(External body, Representative, Review due date)
Blanks Charity, Mr E Atkinson & Cllr J Wilkinson , May 2023
Inventory of council land & assets
See Asset Register
Insurance cover
October 2020 – 1 year term with Came & Co. (Ecclesiastical)
Current year expires 10th October 2021
Councils membership with other bodies
(Other bodies, review due date)
LALC, March 2021
Information Commissioners, November 2020
ICCM, March 2021
10. Financial matters
Items for payment under Sec 137
None
Accounts for payment
15/03/21, SHIDB, Drainage Rates, 101816, £ 75.84
22/03/21, HMRC, Clerk Tax 4th quarter, 101817, £ 16.60
22/03/21, C Matthews, Expenses March, 101818, £ 28.53
28/03/21, C Matthews, Wages March , s/o, £ 611.52
29/03/21, N J Pacey Landscaping Ltd, Ground Maintenance , 101819, Net £ 1,110.75, VAT £ 222.15, Gross £ 1,332.90
21/04/21, ICCM, Annual membership, 101820, £ 95.00
21/04/21, SHPVCS, Annual contribution, 101821, £ 378.22
28/04/21, C Matthews, Wages April , s/o, £ 611.52
30/04/21, N J Pacey Landscaping Ltd, Ground Maintenance , 101822, Net £ 1,110.75, VAT £ 222.15, Gross £ 1,332.90
17/05/21, C Matthews, Expenses April & May, 101823, £ 46.78
Money in
04/03/21, HMRC, Tax Reclaim (first ¾), BACS, £ 2,692.64
22/03/21, R King Memorials, New memorial, 100332, £ 75.00
22/03/21, R King Memorials, Additional inscription, 100333, £ 50.00
22/03/21, Allenby’s Funeral Services, Ashes internment (non-resident), 100334, £ 100.00
12/04/21, Allotment Holder, Allotment rent, BACS, £ 303.20
15/04/21, Allotment Holder, Allotment rent, BACS, £ 932.00
22/04/21, SHDC, Precept, BACS, £ 20,000.00
22/04/21, Allotment Holder, Allotment rent, BACS, £ 990.00
29/04/21, Allotment Holder, Allotment rent, 100335, £ 60.64
29/04/21, Morriss & Haynes, Burial, 100336, £ 170.00
29/04/21, Holbeach Memorials , Additional inscription, 100337, £ 100.00
Resolve to accept Bank Reconciliation (fourth quarter)
Resolve to accept Bank Reconciliation (Year-end)
Discuss Budget Report (year-end)
Resolve to sign off end of year accounts (2020-21)
Update on changing to Unity Trust Banking.
Resolve to update Clerk Standing Order
11. Chairman’s remarks
12. Police matters
13. Clerk’s report
14. Receive reports from district and county councillors
15. Correspondence
Barclays – Bank statements
SHDC – Electorate monthly updates
SHDC – Community Newsletters (Circulated)
LALC – Weekly e-updates (Circulated)
ICO - Newsletters (Circulated)
LALC – News editions (Circulated)
South Holland Neighbourhood Policing Team – Covid update
PFK Littlejohn – AGAR guidance
Lincolnshire Lowland Search & Rescue Charity Donation request (Circulated)
Lincs Police – Suttons Newsletter (Circulated)
Unity Trust – Account enquiry information
16. Planning matters
Update on previously discussed applications
H12-0068-21 Mr T Wiltshire, Erection of propagation building, retrospective (previously under H12-0973-15) SHDC decision: Approved
H12-0069-21 Mr T Wiltshire, Erection of building for germination/testing, retrospective (previously under H12-0972-15) SHDC decision: Approved
H12-0205-21 Pure Leisure Group, Details of landscaping (Condition 3 of H12-0664-19)SHDC decision : Approved
H12-0199-21, Lutton Parish Council, erection of new war memorial, Village Green. SHDC decision : Approved
H12-0252-21 Mr & Mrs Wilkinson, Change of use of part of building to B2 light industrial, Devon Cottage, Lutton Bank. SHDC decision : Approved
H12-1056-20, Mr Cook & Miss Stockdale, Proposed extension, alterations and detached garage, Cock & Magpie Cottage, 18 Gedney Road, Long Sutton. SHDC decision : Approved
Applications
H12-0252-21 Mr & Mrs Wilkinson, Change of use of part of building to B2 light industrial, Devon Cottage, Lutton Bank (Comments by 08.04.21)
H12-0287-21 Mr N Crouch, Erection of garage (retrospective), Newhaven, Lutton Gowts (Comments by 18.04.21)
17. Cemetery matters
Resolve on memorial application and additional inscription application (R King Memorials) (Circulated)
Update on damaged kerb stone.
18. Highways & footways
Update on outstanding matters
Drainage repair works - War Memorial/ Village Green
To report any new matters
19. Allotments
20. Play/open areas
Resolve on date for working party meeting to discuss quotes
21. Civic society memorial application
Update on Planning application
22. Update on waste bin issues
23. To review findings and effectiveness of internal audit
24. To complete section one - annual governance and accountability return (agar) 2020-21 (circulated)
25. To complete section two - annual governance and accountability return (agar) 2020-21 (circulated)
26. Covid regulations update
27. Resolve to rediscuss zoom subscription renewal
28. Items for future agendas
29. Date of next meeting : 12th July 2021
30. To resolve on whether the council should move into closed session, on the grounds of confidentiality, for discussion of the following agenda items.
31. To discuss staffing and administration