16th May 2022 - APM
Lutton Parish Council Annual Meeting
To be held in Lutton Village Hall
You are hereby requested to attend a meeting of the above Council on 16th May 2022 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.
Claire Matthews
Clerk to Lutton Parish Council
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 7th March 2022
7. Elect a personnel panel
8. Elect working parties for the following
Finance
Allotment
Cemetery
Play & Open Areas
9. Review the following:
a. Documents & policies
Policy, Adoption Date, Last Review Date, Review Due Date
Standing Orders, September 2014, July 2021, July 2022
Financial Regulations, June 2014, November 2021, November 2022
Code of Conduct, September 2014, November 2021, November 2022
Communications, April 2015, November 2021, November 2022
Complaints, April 2015, November 2021, November 2022
Data Protection, April 2015, September 2021, September 2022
Data Protection GDPR 2018, May 2018, September 2021, September 2022
GDPR Subject Access Request Procedure, May 2018, September 2021, September 2022
GDPR Data Breach Policy, May 2018, September 2021, September 2022
GDPR Retentions Policy, May 2018, September 2021, September 2022
GDPR Privacy Notices, May 2018, September 2021, September 2022
Discipline & Grievance, September 2014, September 2021, September 2022
Equal Opportunities , April 2015, July 2021, July 2022
Expenses , September 2014, September 2021, September 2022
Freedom of Information , August 2014, July 2021, July 2022
Grant Awarding, April 2015, July 2021, July 2022
Health, Safety & Security (Clerk), August 2015, August 2021, August 2022
Lone Working, August 2015, July 2021, July 2022
Media, April 2015, July 2021, July 2022
Personnel Panel Terms of Reference, August 2015, July 2021, July 2022
Publication Scheme, August 2015, July 2021, July 2022
Recording of meetings , November 2015, November 2021, November 2022
Risk Management Policy, August 2015, July 2021, July 2022
Sickness & Absence , September 2021
New model, , September 2022
Volunteers Policy & Procedures, October 2019, November 2021, November 2022
Cemetery Fees, October 2014, October 2019, October 2021
Cemetery Guidelines, October 2014, October 2019, October 2021
b. Risk assessments
Risk Assessment, Adoption Date, Last Review Date , Review Date
Master Risk Assessment, August 2015, July 2021, July 2022
Allotment Rent Payment, April 2015, July 2021, July 2022
Cemetery, April 2015, July 2021, July 2022
Finances, July 2015, September 2019, September 2021
Football Club, April 2015, , As required
Play Area & Field, April 2015, July 2021, July 2022
War Memorial, April 2015, July 2021, July 2022
c. Council representation on external bodies
External Body, Representative, Review Date
Blanks Charity, Mr E Atkinson & Cllr J Wilkinson , May 2022
d. Inventory of council land & assets
See Asset Register
e. Insurance cover
October 2021 – 1 year term with Came & Co. (Axa)
Current year expires 10th October 2022
f. Resolve on Council membership with other bodies
Other Bodies, Review Date
LALC, February 2023
Information Commissioners, November 2022
ICCM, April 2022
10. Financial Matters
Items for payment under Sec 137
19/04/22, E Woodhouse, Reimburse Easter Chocolate, BACS, £ 14.88, £ 2.97, £ 17.85
Accounts for payment
05/03/22, N J Pacey Landscaping Ltd, Ground Maintenance, BACS, NET £ 1,110.75, VAT £ 222.15, GROSS £ 1,332.90
28/03/22, C Matthews, Expenses March, BACS, £ 40.61
28/03/22, C Matthews, Wages March, BACS, NET £ 755.04, VAT £ -19.40, GROSS £ 774.44
31/03/22, Unity Trust Bank, Quarterly banking, BACS, £ 18.00
02/04/22, SHIDB, Drainage rates, BACS, £ 80.09
02/04/22, N J Pacey Landscaping Ltd, Ground Maintenance, BACS, NET £ 1,195.75, VAT £ 239.15, GROSS £ 1,434.90
02/04/22, N J Pacey Landscaping Ltd, Replace fencing Village green, BACS, NET £ 1,942.00, VAT £ 388.00, GROSS £ 2,330.40
08/04/22, A.M Grab Services, Remove Cemetery hedging, BACS, £ 400.00
28/04/22, C Matthews, Expenses April, BACS, £ 30.41
28/04/22, C Matthews, Wages April, BACS, NET £ 647.40, VAT £ 3.00, GROSS £ 644.40
08/05/55, N J Pacey Landscaping Ltd, Ground Maintenance, BACS, NET £ 1,110.75, VAT £ 222.15, GROSS £ 1,332.90
08/05/22, C Matthews, Reimburse padlocks , BACS, NET £ 33.32, VAT £ 6.66, GROSS £ 39.98
Money in:
10/03/22, SHDC, District Cllr Grant for benches, BACS, £ 3,000.00
11/04/22, Allotment holder, Allotment rent, BACS, £ 990.00
11/04/22, SHDC, Precept, BACS, £ 23,000.00
25/04/22, Allotment holder, Allotment rent, 000013, £ 61.35
25/04/22, Allotment holder, Allotment rent, 000014, £ 932.00
25/04/22, Morris & Haynes, Ashes internment, 000015, £ 50.00
06/05/22, Allotment Holder, Allotment rent, BACS, £ 306.75
06/05/22, HMRC, VAT Reclaim 4th Quarter, BACS, £ 544.30
13/05/22, Allotment Holder, Allotment Rent, 000016, £ 867.00
d. Resolve to accept Bank Reconciliation (fourth quarter)
e. Resolve to accept Bank Reconciliation (Year-end)
f. Discuss Budget Report (year-end)
g. Resolve to sign off end of year accounts (2021-22)
11. Chairman’s remarks
12. Police matters
13. Clerk’s report
14. Receive Reports from District and County Councillors
15. Correspondence
Unity Trust Bank – Statements
SHDC – Electorate monthly updates
SHDC – Community Newsletters (Circulated)
LALC – Weekly e-updates (Circulated)
ICO - Newsletters (Circulated)
PCSO Bennet – Policing Priority (Circulated)
SHDC Planning Dept – Planning Application s106 contributions
SHIDB – Holbeach Catchment consultation
PFK Littlejohn – AGAR Documents
Lincs Police – Newsletter (Circulated)
Jolly Crispin – Jubilee Celebrations grant request
16. Planning Matters
Update on previously discussed applications
H12-0026-22 Mr N Hefford, Works to Lutton TPO No 1 1959, 84 Garnsgate Rd, Long Sutton : SHDC decision : Approved
H12-0058-22, Mr J Dolman, Erection of rear extension, 77 Marsh Rd, Lutton Marsh : SHDC decision : Approved
H12-0107-22, A Nell & A Gant, Single storey rear extension, external cladding/render and internal alterations, Mon Casita, 41 Lime Walk : SHDC decision : Approved
Applications
H12-0313-22, Mr R Day, Proposed extensions and alterations, Le Jardin, Lutton Bank (Comments by 22.04.22)
H12-0391, S E King Building Contractors Ltd, Change of use of barn to residential, Leamlands Farm, Leamlands Lane (Comments by 08.05.22)
H12-0394-22, S E King Building Contractors Ltd, Proposed barn conversion into dwelling, Leamlands Farm, Leamlands Lane (Comments by 07.05.22)
17. Cemetery Matters
a. Resolve on additional inscription application - R King Memorials
18. Highways & Footways
Update on outstanding matters
Standing water – Puddingpoke Lane
To report any new matters
19. Allotments
20. Play/Open Areas
Update on Park Project
Update on Village Green fencing and benches
Resolve on quote for installation of new benches
Resolve on quote to remove bench at War memorial and break out concrete pad
Update on Parish Sign repair
21. Update On Civic Society Memorial Plaque
22. Events
a. Update on Queen’s Platinum Jubilee Celebration
b. Resolve on grant request for Jubilee Celebration
23. To review findings and effectiveness of internal audit
24. To Complete Section One - Annual Governance and Accountability Return (Agar) 2021-22(Circulated)
25. To Complete Section Two - Annual Governance and Accountability Return (Agar) 2021-22 (Circulated)
26. Items for future agendas
27. Date of next meeting : 11th July 2022
28. To resolve on whether the council should move into closed session, on the grounds of confidentiality, for discussion of the following agenda items.
29. To Discuss Staffing and Administration