17th May - APM
Lutton Parish Council
Minutes of the Lutton Parish Council meeting held in Lutton village hall on 17th May 2021.
Presiding over the meeting: Cllr Wilkinson
In attendance: Cllr J Wilkinson, Cllr K Jordaan, Cllr Woodhouse, Cllr A Ludlam, Cllr E Saxton, Cllr R Phillips, District Cllr Tyrell, 1 public member and Mrs C Matthews (Parish Clerk).
Public Forum, Items raised by public:
None.
1. To elect a chairman 44.21
It was proposed to re-elect Cllr D Wilkinson as Chairman, this was seconded and resolved.
2. Chairman’s declaration of acceptance 45.21
The Chairman signed a declaration of acceptance.
3. To elect a vice chairman 46.21
It was proposed to elect Cllr K Jordaan as Vice chairman, this was seconded and resolved.
4. Apologies for absence with reasons 47.21
None.
5. Declarations of interest – To receive Declarations of Interest in accordance with the Localism Act 2011 and to consider any applications of dispensation. 48.21
The Chairman and Cllr Wilkinson declared an interested in planning application H12-0252-21.
6. Signing of the minutes 49.21
Notes from the meetings on 15th March 2021 were taken as read and the council resolved to accept them as minutes.
7. Elect a personnel panel 50.21
The Council resolved to elect Cllrs J Wilkinson, E Saxton, E Woodhouse, K Jordaan & A Ludlam as the personnel panel.
8. Elect working parties for the following: 51.21
Finance
Allotment
Cemetery
Play & Open Areas
It was resolved that all Councillors are elected to all working parties.
9. Review the following: 52.21
Documents & policies
(Policy, 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
The Council resolved to continue reviewing policies throughout the year.
Risk assessments
(Risk Assessment, Adoption Date, Last Review Date, Review 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
Covid-19 (Meetings in Village Hall), May 2021, -, May 2022
The Council resolved to continue reviewing risk assessments throughout the year.
Council representation on external bodies
(External Body, Representative, Review Date)
Blanks Charity, Mr E Atkinson & Cllr J Wilkinson, May 2023
Inventory of council land & assets
See Asset Register. All Councillors given a copy of asset register.
Insurance cover
October 2020 – 1 year term with Came & Co. (Ecclesiastical)
Current year expires 10th October 2021.
Council membership with other bodies
(Other Bodies, Review Date)
LALC, March 2021
Information Commissioners, November 2020
ICCM, March 2021
The Council resolved to end the ICCM membership at the end of this year’s subscription.
10. Financial matters 53.21
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)
Cllr K Jordaan 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 K Jordaan 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 14% under budget.
Resolve to sign off end of year accounts (2020-21)
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.
Update on changing to Unity Trust Banking.
An online application has been submitted for an account. Signatories signed the application form, to be submitted with supporting documents.
Resolve to update Clerk Standing Order
The Council resolved to update the Clerk standing order, in accordance with the employment contract and in-line with scales released from LALC.
11. Chairman’s remarks 54.21
The Chairman gave the below remarks:
I would like to thank all members for their support and dedication during the last year, which has been unprecedented. Lutton PC members have certainly shown their commitment to the village, during such uncertain times, which made a big difference by continuing to support the Council and the Parish.
By helping organise the activities over a difficult Christmas period, and again at easter by walking round the village giving out gifts.
Some members have also been actively picking up rubbish throughout the village, making it a nicer place for all.
As a council we should be proud of our achievements during the year, and I know that over the next year we will do the same.
12. Police matters 55.21
None reported directly to the Council.
The recent newsletter highlighted the ongoing Antisocial behaviour issues in neighbouring areas. The Chairman and District Cllr Tyrell continue to work with police in an effort to reduce this.
13. Clerk’s report 56.21
All correspondence from the previous meeting has been dealt with and replies sent where needed.
The VAT reclaim for the final quarter of financial year has now been submitted, a total of £ 1,292.20 to be reclaimed.
All allotment rents for the half year to April 2021 have been collected.
Additional planning application and decision – see below
14. Receive reports from District and County Councillors 57.21
The Chairman congratulated District Cllr Tyrell on being elected as County Cllrs for The Suttons.
Garden waste collections have begun.
Cllrs would like to install CCTV in the problem areas and will continue to liaise with Lincs Police.
15. Correspondence 58.21
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 59.21
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
H12-1057-20, 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 60.21
Resolve on memorial application and additional inscription application (R King Memorials) (Circulated)
The Council resolved to accept these applications.
Update on damaged kerb stone
Having sought advice, the Council would like to reposition the kerb stone in a safer position. Clerk to request assistance from ground maintenance team.
18. Highways & Footways 61.21
Update on outstanding matters
Drainage repair works – Awaiting to hear if works have been included in the budget and when LCC hope to begin.
Speed limit reduction on Lutton Bank – Consultation has been completed and processes are underway to officially reduce the speed limit to 40MPH.
Green Lane- Members to arrange a date (weather dependant) to clear some overgrown areas, to coincide with Garden Waste Collection.
To report any new matters.
None.
19. Allotments 62.21
None.
20. Play/open areas 63.21
Resolve on date for working party meeting to discuss quotes.
The Council resolved to meet with working party members on Monday 21st June to look at the quotes for new play equipment and agree on final layout for the park and playing field.
21. Civic Society memorial application 64.21
Update on Planning Application
The planning application has been approved. The Council is awaiting news from the Society as to when works will begin.
22. Update on waste bin issues 65.21
A new dog foul waste bin has been installed on Lutton Bank. Awaiting update for new bin installation on Village Green.
23. To review findings and effectiveness of Internal Audit 66.21
The Chairman read the Internal Auditors report, which found the financial records to be in good order with no issues identified. The appropriate section of the Annual Governance and Accountability Return has been completed by the internal auditor.
24. To complete section one - annual governance and accountability return (agar) 2020-21 (circulated) 67.21
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.
25. To complete section two - annual governance and accountability return (agar) 2020-21 (circulated) 68.21
The Council completed Section 2 of the Annual Return. The Council RESOLVED to approve of this Section, and it was signed by the Chairman and the Clerk.
26. Covid regulations update 69.21
Due to the changes in national regulations, the Council will revert to meeting in person. A risk assessment has been made and all regulations will be adhered to.
27. Resolve to rediscuss zoom subscription renewal 70.21
The Council resolved to rediscuss this following the change in online meetings. The Council resolved to continue with a Zoom subscription for one year to ensure the Council is equipped to revert to online meetings, should regulations require the Council to do so.
28. Items for future agendas 71.21
Moles in cemetery.
29. Date of next meeting 72.21
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. 73.21
n/a
31. To discus staffing and administration 74.21
None.
There being no more business the meeting closed at 8.00 pm.