27th September
Minutes of the Lutton Parish Council meeting held in Lutton village hall on 27th September 2021.
Presiding over the meeting: Cllr Wilkinson
In attendance: Cllr J Wilkinson, Cllr E Woodhouse, Cllr A Ludlam, Cllr E Saxton and Mrs C Matthews (Parish Clerk).
Public Forum, Items raised by public:
None.
1. Apologies for absence with reasons 98.21
The Council resolved to accept apologies from Cllr K Jordaan and District Cllr Tyrrell. Cllr R Phillips did not attend.
2. Declarations of Interest – To receive Declarations of Interest in accordance with the Localism Act 2011 and to consider any applications of dispensation. 99.21
Cllr E Saxton declared an Interests in item 4(a) as he is a member of Lutton PCC, Item 9 (i) as he is a member of the Village Hall Committee and item 15 as he is a member of the Civic Society.
3. Signing of the minutes 100.21
Notes from the meetings on 12th July 2021 were taken as read and the council resolved to accept them as minutes.
4. Financial matters 101.21
a. Items for payment under Sec 137
01/09/21, Lutton PCC, Flower Festival Grant, BACS, £ 150.00, £ 150.00
b. Accounts for payment
Date, Payee, Item, Chq No, Net, VAT, Gross
28/07/21, C Matthews, Wages July, s/o, £ 611.52
11/08/21, N J Pacey Landscaping Ltd, Ground Maintenance June, BACS, Net £ 1,110.75, VAT £ 222.15, Gross £ 1,332.90
11/08/21, LALC, Zoom subscription, BACS, Net £ 99.92, VAT £ 19.98, Gross £ 119.90
11/08/21, N J Pacey Landscaping Ltd, Ground Maintenance July, BACS, Net £ 1,110.75, VAT £ 222.15, Gross £ 1,332.90
11/08/21, C Matthews, Expenses July, BACS, £ 52.97
28/08/21, C Matthews, Wages August, s/o, £ 611.52
01/09/21, RoSPA Play Safety Ltd, Annual Inspection, BACS, Net £ 93.00, VAT £ 18.60, Gross £ 111.60
01/09/21, N J Pacey Landscaping Ltd, Ground Maintenance & Pest Control August, BACS, Net £ 1,210.75, VAT £ 242.15, Gross £ 1,452.90
01/09/21, C Matthews , Expenses August, BACS, £ 40.29
01/09/21, PFK Littlejohn LLP, External Audit, BACS, Net £ 200.00, VAT £ 40.00, Gross £ 240.00
01/09/21, Anglian Water , Cemetery Water, BACS, £ 12.04
c. Money in
Date, Payer, Item, Pay In Slip No, Net
11/08/21, Morriss & Haynes , Burial, 000001, £ 170.00
11/08/21, Morriss & Haynes, Ashes burial, 000002, £ 100.00
d. Update on online banking
The Unity Trust online banking is working well. The previous Barclays account has now been closed.
5. Chairman’s Remarks 102.21
The Chairman visited the annual Flower Festival, which was fantastic. £4,475.00 was raised.
6. Police matters 103.21
None.
7. Clerk’s report 104.21
All correspondence from the previous meeting has been dealt with and replies sent where needed.
The AGAR has now been completed.
8. Receive reports from District and County Councillors 105.21
None.
9. Correspondence 106.21
Barclays – Bank statements
Unity Trust Bank – Statements
SHDC – Electorate monthly updates
SHDC – Community Newsletters (Circulated)
LALC – Weekly e-updates (Circulated)
ICO - Newsletters (Circulated)
LALC – News editions (Circulated)
Lincs Police – Consultation on the Police & Crime Plan (Circulated)
Lutton Village Hall Committee – Update on Hall & Grant request (Circulated)
Highways – Road Closures (Circulated)
Parishioner – Temporary US Memorial
LPP – Flower festival grant request (Circulated)
PKF Littlejohn – Audit Conclusion
RoSPA – Play area inspection report (Circulated)
NALC – Annual Report 2020-2021 (Circulated)
SHDC – Fly tipping of garden waste (Circulated)
10. Planning Matters 107.21
Update on previously discussed applications
H12-0592-21 Mr & Mrs G Berry, Dormer extension and alterations, 36 Lowgate Lutton : SHDC decision : Approved
H12-0562-21, Mr E Harris, Details of noise insulation measures and mechanical ventilations (Conditions 5 & 6 of H12-0580-20): SHDC decision : Approved
H12-0695-21 Mr & Mrs Taylor, Porch extension, 4 Richard Busby Way, Lutton: SHDC decision : Approved
H12-0776-21, S Anderson & J Dewsberry, Change use of barn to residential (re-submission of H12-0666-20), Lutton Garnsgate : SHDC decision : Approved
H12-0814-21, Mr A Nell, Works to Lutton Tree Preservation Order No 5 2002, 41 Lime Walk : SHDC decision : Approved
Applications
None.
11. Cemetery matters 108.21
None.
12. Highways & Footways
a. Update on outstanding matters
Drainage works at Church and Village Green – Works have been completed.
Clerk to write to Highways to thank them for the excellent standard of work completed.
Clerk to get quotes for new benches to replace bench removed during works.
Clerk to get quote for current bench to be raised up to meet adjacent new tarmac area.
Garden waste fly tipping – SHDC have advised to report each incident as fly tipping, under usual method.
b. To report any new matters.
None.
13. Allotments 110.21
None.
14. Play/open areas 111.21
a. Discuss Park project updates.
Following the meeting with the Ground Maintenance Team and advice taken on the car park, woodland and dog areas of the park, the Council RESOLVED on the updated layout for the park project.
b. Update following meeting with Ground Maintenance Team
The Chairman and Clerk had a very positive meeting with Adam Quant, of NJ Pacey Landscaping. All areas of ground maintenance were visited for review. Discussion also included recommendations for long term tree replacement and the new woodland area for the park. à Quotes and recommendations to be provide by N J Paceys in the coming weeks.
c. Discuss RoSPA Annual Inspection Report
This was briefly discussed. No areas requiring immediate action.
Civic Society memorial application 112.21
The increased quotes for the memorial are causing concern. The Council discussed adding a plaque to the blank panel of the current war memorial, instead of the whole new memorial, should the Society wish to accept this alternative.
16. Update on waste bin issues 113.21
The old bins are due to be removed.
17. Resolve on insurance renewal policy 114.21
After some discussion, the Council resolved to accept the offer from Pen Underwriting.
18. Resolve to adopt updated Sickness & Absence policy 115.21
This was proposed, seconded and resolved.
19. Review the below policies: 116.21
Data Protection Policy
GDPR Data Protection 2018
GDPR Subject Access Request Procedure
GDPR Data Breach Policy
GDPR Retentions Policy
GDPR Privacy Notices
Disciplinary & Grievance Policy
Expenses Policy
These was discussed. The Council resolved mark as reviewed for another year, with agreed revisions.
20. Items for future agendas 117.21
Cemetery Plots available
Christmas Tree
21. Date of next meeting 118.21
15th November 2021.
22. To resolve on whether the council should move into closed session, on the grounds of confidentiality, for discussion of the following agenda items. 119.21
n/a
23. To discus staffing and administration 120.21
None.
There being no more business the meeting closed at 8.00 pm.