16th May 2022- APM
Lutton Parish Council
Minutes of the Lutton Parish Council Annual Meeting Held in Lutton Village Hall on 16th May 2022
Presiding over the meeting: Cllr Wilkinson
In attendance: Cllr E Woodhouse, Cllr R Phillips, Cllr A Ludlam, Cllr K Jordaan, Cllr J Wilkinson, District Cllr J Tyrell and Mrs C Matthews (Parish Clerk).
Public Forum: Items raised by public:
None.
1. To Elect a Chairman 43.22
It was proposed to re-elect Cllr D Wilkinson as Chairman, this was seconded and resolved.
2. Chairman’s Declaration of Acceptance 44.22
The Chairman signed a declaration of acceptance.
3. To Elect a Vice Chairman 45.22
It was proposed to re-elect Cllr K Jordaan as Vice Chairman, this was seconded and resolved.
4. Apologies for absence with reasons 46.22
The Council resolved to accept apologies from Cllr E Saxton.
5. Declarations of Interest – To receive Declarations of Interest in accordance with the Localism Act 2011 and to consider any applications of dispensation. 47.22
None.
6. Signing of the minutes 48.22
Notes of the meeting on 7th March were taken as read and the Council resolved to accept them as minutes.
7. Elect a Personnel Panel 49.22
The Council resolved to elect Cllrs J Wilkinson, E Saxton, E Woodhouse, R Phillips, K Jordaan & A Ludlam as the personnel panel.
8. Elect Working Parties for the Following 50.22
Finance
Allotment
Cemetery
Play & Open Areas
It was resolved that all Councillors are elected to all working parties.
9. Review the following: 51.22
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
The Council resolved to continue reviewing policies throughout the year.
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
The Council resolved to continue reviewing risk assessments throughout the year.
c. Council representation on external bodies
External Body, Representative, Review Date
Blanks Charity, Cllr J Wilkinson & Cllr E Woodhouse, May 2023
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
The Council resolved not to renew membership with ICCM.
10. Financial Matters 52.22
a. Items for payment under Sec 137
19/04/22, E Woodhouse, Reimburse Easter Chocolate, BACS, £ 14.88, £ 2.97, £ 17.85
b. 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, £ 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
The Council resolved to make the above payments as put before them.
c. 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)
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.
e. 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.
f. Discuss Budget Report (year-end)
This was discussed briefly. The year-end expenditure is approximately 20% under budget.
g. Resolve to sign off end of year accounts (2021-22)
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.
11. Chairman’s Remarks 53.22
The Chairman reported the hedging at the front corner of the cemetery has been removed and new hedging planted and is growing well. New fencing is required to finish the corner off. Chairman to install matching fencing.
12. Police Matters 54.22
None.
13. Clerk’s Report 55.22
All correspondence from the previous meeting has been dealt with and replies sent where needed.
The fourth quarter VAT reclaim for £ 544.30 was submitted and has now been received.
14. Receive Reports from District and County Councillors 56.22
District Cllr Tyrell reported the ‘Youth Shed’ project is going very well, where young people can learn from experienced members of the building trade, such as carpentry and brick laying. Cllr Tyrell is hoping to link the project with Boston College, for young people to move onto learn these skills at college with a reference from Youth Shed.
Spalding recycling centre is conducting a survey to monitor attendance of each day of the week.
Garden waste collections are ongoing in Lutton, Long Sutton and Tydd St Mary.
15. Correspondence 57.22
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 (Item 22)
16. Planning Matters 58.22
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 59.22
a. Resolve on additional inscription application and ashes memorial - R King Memorials
The Council resolved to approve these applications.
18. Highways & Footways 60.22
a. Update on outstanding matters
Standing water at Puddingpoke Lane – LCC allocated works on ‘Fix my Street’ and have begun work.
b. To report any new matters.
None.
19. Allotments 61.22
All allotment rent for the half year October 2021 to April 2022 has now been collected.
20. Play/Open Areas 62.22
Update on Park Project
The Clerk has completed a Lottery Funding application for £10,000. The Council resolved to submit this application with the current letters of support. The Clerk and Cllr K Jordaan to continue working on and submitted applications. Clerk to write to John Hayes requesting letter of support. The Woodland Trust tree’s have been planted and are shooting and growing well. Further larger tree’s to be added in Autumn, once woodland pathways have been cleared.
Update on Village Green fencing and benches at Village Green
New knee rail fencing has been installed at the back of the Village Green. The new benches have been delivered Chairman to stain benches before installation. Cllrs J Wilkinson, E Woodhouse and A Ludlam to confirm location of bench installation.
Resolve on quote for installation of new benches
The Council resolved to accept the quote to install the War memorial bench and the new bench on the Village Green.
Resolve on quote to remove bench at War memorial and break out concrete pad
Quote outstanding – add to next meeting agenda.
Update on Parish Sign repair
The Chairman reported the sign has been repaired and sandblasted. Chairman to paint before its reinstalled.
21. Update on Civic Society Memorial Plaque 63.22
Ongoing.
22. Events 64.22
a. Update on Queen’s Platinum Jubilee Celebration
Cllr Woodhouse and Cllr Ludlam have been working with the owner of The Jolly Crispin to arrange an event there on Sunday 5th June. Posters are being displayed and Councillors have been distributing leaflets. Nearly 50 tickets have been sold to-date. Monies raised through ticket sales will be donated to the Village Hall and the Church. The Church Choir will be singing, and a DJ will be putting on a disco, both free of charge. The Council resolved to purchase the meat and other food required for the barbeque and will also pay for decorations and a bouncy castle. The Council resolved on a budget of £500.00 which can be topped up with District Councillor budget if necessary.
b. Resolve on grant request for Jubilee Celebration
As the Council will be paying for the food and other items, it was resolved not to grant the Jolly Crispin any funds.
23. To Review Findings and Effectiveness of Internal Audit 65.22
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) 2021-22(Circulated) 66.22
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) 2021-22 (Circulated) 67.22
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. Items for Future Agendas 68.22
Noticeboards
27. Date of next Meeting 69.22
16th May - APM
28. To resolve on whether the council should move into closed session, on the grounds of confidentiality, for discussion of the following agenda items. 70.22
n/a
29. To discuss staffing and administration 71.22
None.
There being no more business the meeting closed at 8:10pm.