3rd October
Lutton Parish Council
Minutes Of the Lutton Parish Council Meeting Held In Lutton Village Hall On 3rd October 2022.
Presiding over the meeting: Cllr Wilkinson
In attendance: Cllr A Ludlam, Cllr J Wilkinson, Cllr E Woodhouse, Cllr K Jordaan, Cllr R Phillips, Cllr E Saxton, 7, District Cllr Tyrrell, District & County Cllr A Newton and Mrs C Matthews (Parish Clerk).
Public Forum, Items raised by public: None.
1. Apologies for Absence with reasons 92.22
None.
2. Declarations of Interest – To receive Declarations of Interest in accordance with the Localism Act 2011 and to consider any applications of dispensation. 93.22
Chairman and Cllr E Saxton declared an interest in Item 17 – Flower Festival Grant request, as they are both involved with the Festival.
3. Signing of the Minutes 94.22
Notes from the meetings on 11th July 2022 were taken as read and the Council Resolved to accept them as minutes.
4. Financial Matters 95.22
a. Items for payment under Sec 137:
None.
b. Accounts for payment
30/06/22, HMRC, Clerk Tax/NI, BACS, £ 9.00
30/06/22, Lutton PCC, Clock winding reimbursement, BACS, £ 260.00
05/07/22, N J Pacey Landscaping Ltd, Ground Maintenance June, BACS, NET £ 1,110.75, VAT £ 222.15, GROSS £ 1,332.90
28/07/22, C Matthews, Wages July, BACS, NET £ 647.40, NI -£ 3.00, GROSS £ 644.40
28/07/22, C Matthews, Expenses July, BACS, £ 47.98
01/08/22, N J Pacey Landscaping Ltd, Ground Maintenance July, BACS, NET £ 1,110.75, VAT £ 222.15, GROSS £ 1,332.90
16/08/22, SHPVCS, Annual contribution, BACS, £ 408.00
16/08/22, RoSPA, Annual inspection, BACS, NET £ 94.50, VAT £ 18.90, GROSS £ 113.40
16/08/22, N J Pacey Landscaping Ltd, Install benches/sign, BACS, NET £ 250.00, VAT £ 50.00, GROSS £ 300.00
28/08/22, C Matthews, Wages August, BACS, NET £ 647.40, NI -£ 3.00, GROSS £ 644.40
28/08/22, C Matthews, Expenses August, BACS, £ 36.39
07/09/22, Anglian Water, Cemetery Water, BACS, £ 13.79
07/09/22, N J Pacey Landscaping Ltd, Ground Maintenance July, BACS, NET £ 1,110.75, VAT £ 222.15, GROSS £ 1,332.90
20/09/22, PFK Littlejohn LLP, AGAR, BACS, NET £ 200.00, VAT £ 40.00, GROSS £ 240.00
28/09/22, C Matthews, Wages September , BACS, NET £ 647.40, NI -£ 3.00, GROSS £ 644.40
28/09/22, C Matthews, Expenses September, BACS, £ 36.39
c. Money in
22/07/22, Grange Farm Community Fund, Park Funding Grant, BACS, £ 2,500.00
22/07/22, Parishioner, Internment fee, BACS, £ 50.00
28/07/22, HMRC, Reclaimed VAT 1st Quarter, BACS, £ 1,512.51
29/07/22, Lottery Community Fund, Park Funding Grant, BACS, £ 10,000.00
15/08/22, Co-op Funeral Services, Burial, 000017, £ 170.00
15/08/22, F E Walton Funeral Services, Burial, 000018, £ 170.00
08/09/22, Co-op Funeral Services, Ashes internment , 0000019, £ 50.00
d. Resolve to accept Bank Reconciliation (1st 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.
5. Chairman’s Remarks 96.22
The Chairman acknowledged the sad news of the Queen’s passing.
Recently, SHDC Employee Angela Newton passed away unexpectedly. Angela will be sorely missed.
The old bench from the war memorial has been re-stained and is ready to be re-positioned on the village green.
The Civic Society will be covering the cost of a new tarmac base and another Remembrance bench at the War Memorial.
Cllr E Woodhouse has donated three Christmas trees, two of which have been planted in the park and one on the Village Green.
The recent garden collection was the most popular to date. It is great to see the service so well received.
6. Police Matters 97.22
PCSO Bennet has changed areas and will no longer be covering Lutton. The new PSCO is Dave Walker.
7. Clerk’s Report 98.22
All correspondence from the previous meeting has been dealt with and replies sent where needed.
The AGAR has been completed.
Additional Planning (Item 10) and additional Allotments (Item 13).
8. Receive Reports From District And County Councillors 99.22
The site for a new reservoir has been confirmed as Helpringham.
The Waste contract for South Holland is coming to an end next year and is currently out to tender.
DC Tyrrell is hoping to join the Market Traders Association.
The Youth Shed made a bench, which has now been installed outside the Scout Hut and has been well received.
In the DC Newsletter, Teddy donations are being requested for the Santa visit this year.
9. Correspondence 100.22
Unity Trust Bank – Statements
SHDC – Electorate monthly updates
SHDC – Community Newsletters (Circulated)
LALC – Weekly e-updates (Circulated)
ICO - Newsletters (Circulated)
SHDC – Flower Parade Insurance
Woodland Trust – Successful Tree Pack Application
Gedney Wind Cluster – Grant Application
The National Lottery Community Fund -Grant Application
LCC Highways – Road Closures
LCC TRO – Marriotts Gate Consultation (Circulated)
Lincs Police – Lincolnshire Police Neighbouring Policy Survey
RoSPA – Annual Inspection Report (Circulated, Item 14)
PCSO Bennett – Parks/Open Spaces complaints
Lincs Reservoir Projects – Investment into 2 new reservoirs (Circulated)
PFK Littlejohn – AGAR
Unity Trust Bank – Changing Rates
SHDC Licensing – Charitable Collections Policy Consultation (Circulated)
Parishioner – Village Hall car park enquiry
Lutton PCC – Flower Festival Grant request
Playdale Playgrounds – Site visit confirmation
PCSO Bennett – Change of beat areas
SHDC – Launch of Community Lottery for South Holland, Boston and East Lindsey
Lincs Reservoir Projects –New reservoirs further information (Circulated)
PKF Littlejohn – Completion notice
10. Planning Matters 101.22
Update on previously discussed applications
H12-0529-22, UALS, Demolition of existing modular classrooms and replace with double single storey modular classroom, Little London (Circulated - Comments by 23.06.22): SHDC decision : Approved
H12-0681-22, Mr K Cutten, Proposed extension and alterations, 13 Puddingpoke Lane (Circulated - Comments by 02.08.22) : SHDC decision : Approved
H12-0684-22, S Yardley & S Morris, Demolition of old store/kennel and erection of single storey extension and rebuild car port to create garage, 87 Garnsgate Road (Circulated – Comments by 09.08.22) : SHDC decision : Approved
Applications
H12-0892-22, Mrs C Hyden, Installation of Solar Panels to roof of garage, Garnsgate Hall, Lutton Garnsgate. The Council resolved to make no comment on this application.
11. Cemetery Matters 102.22
a. Cemetery Applications
R King Memorials - Additional inscription application (Coe)
R King Memorials - Ashes memorial (McGee)
Lincs Co-Op FS – Additional inscription (Grace)
The Council Resolved to give approval for these applications.
b. Discuss Memorial Stability testing and Resolve on repair quote
The memorial stability test was completed on 11th July 2022. Three memorials were found to need repair. Awaiting repair quote : deferred to next meeting.
c. Working Party for cemetery works
The Chairman would like to arrange a working party to clear ivy and tidy some areas of the cemetery. Date to be confirmed.
12. Highways & Footways 103.22
a. Update on outstanding matters
None.
b. To report any new matters.
Gravel on Colleys Gate is causing issues : Cllr J Wilkinson to report on Fix My Street.
13. Allotments 104.22
a. Resolve on Allotment allocation following tenant notice
The tenant of two half acre plots has given notice. As the land only amounts to one care, the Council Resolved to offer the tenancy to the neighbouring allotment holder.
b. Resolve on Farm Business Tenancy Rent from October 2023
The Council Resolved to keep rates at the current level, therefore, no notice will need to be served to FBT tenants for 2023.
14. Play/Open Areas 105.22
a. Resolve on Park Equipment quote (Phase 1 of park project)
The Clerk met with an alternative play equipment provider today, Playdale, and as a result, the Council Resolved to wait for a quote for comparison, before resolving on purchasing any equipment.
b. Update on Parish Sign repair
The sign has now been repaired and reinstated, with much positive feedback from parishioners.
c. Update on benches at War Memorial and Village Green
The new benches have been installed and have been well received.
d. Discuss RoSPA Annual Inspection Report (circulated)
This was discussed, with no immediate action required.
15. Noticeboards 106.22
The Council Resolved To Purchase A New Noticeboard For The Village Green From The Same Company Which Provided The New Benches. : Clerk To Write To District Cllrs To Request Funding Support.
16. Resolve On Flower Parade Float 107.22
The Council Resolved to sponsor the Men’s Shed Flower Parade Float, with a donation of £500.00, to ensure Lutton is represented at the South Holland event.
17. Resolve On Flower Festival Grant Request 108.22
The Council Resolved to make a donation of £200.00.
18. Resolve on Insurance renewal policy 109.22
The Council resolved to accept the renewal price for three years with Hiscox.
19. Resolve On Council Representation On External Bodies 110.22
a. Blanks Charity
The Council resolved to appoint Cllr J Wilkinson and Mr D Speed as representatives for this Charity.
20. Resolve On Royal Mail Forwarding Service Costs 111.22
The Council resolved on 6 months forwarding service when the Clerk changes address.
21. Review The Below Policies And Risk Assessments: 112.22
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
Sickness & Absence Policy
The Council Resolved to adopt the updated Disciplinary and Grievance Policies. The Council assessed the remaining policies and Resolved to mark as reviewed for another year.
22. Items For Future Agendas 113.22
Cemetery – Bench quotes
Christmas Event – Christmas Tree / Santa Visit
Yew trees in Cemetery – quote to cut back further
Park – Trees/ woodland area
18. Date Of Next Meeting 114.22
28th November 2022
19. To Resolve on whether the council should move into closed session, on the grounds of confidentiality, for discussion of the following agenda items. 115.22
N/A
20. To Discus Staffing And Administration 116.22
There being no more business the meeting closed at 8:00 pm.