15th May - APM
Lutton Parish Council Meeting
To be held in Lutton Village Hall
You are hereby requested to attend a meeting of the above Council on 15th May 2023 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. To Receive Declarations Of Acceptance From All Councillors
5. Apologies For Absence With Reasons
6. Declarations Of Interest – To Receive Declarations Of Interest In Accordance With The Localism Act 2011 And To Consider Any Applications Of Dispensation.
7. Resolve On Co-Option Application
8. Signing Of The Minutes – Notes From The Meetings On 12th March 2023.
9. Elect A Personnel Panel
10. Elect Working Parties For The Following
Finance
Allotment
Cemetery
Play & Open Areas
11. Review The Following:
A. Documents & Policies
Policy, Adoption Date, Last Review Date, Review Due Date
Standing Orders, September 2014, July 2022, July 2023
Financial Regulations, June 2014, November 2022, November 2023
Code of Conduct, September 2014, November 2022, November 2023
Communications , April 2015, November 2022, November 2023
Complaints, April 2015, November 2022, November 2023
Data Protection, April 2015, October 2022, October 2023
Data Protection GDPR 2018, May 2018, October 2022, October 2023
GDPR Subject Access Request Procedure, May 2018, October 2022, October 2023
GDPR Data Breach Policy, May 2018, October 2022, October 2023
GDPR Retentions Policy, May 2018, October 2022, October 2023
GDPR Privacy Notices, May 2018, October 2022, October 2023
Discipline & Grievance, October 2022 (New model), , October 2023
Equal Opportunities , April 2015, July 2022, July 2023
Expenses , September 2014, October 2022, October 2023
Freedom of Information , August 2014, July 2022, July 2023
Grant Awarding, April 2015, July 2022, July 2023
Health, Safety & Security (Clerk), August 2015, August 2022, August 2023
Lone Working, August 2015, July 2022, July 2023
Media, April 2015, July 2022, July 2023
Personnel Panel Terms of Reference, August 2015, July 2022, July 2023
Publication Scheme, August 2015, July 2022, July 2023
Recording of meetings , November 2015, November 2022, November 2023
Risk Management Policy, August 2015, July 2022, July 2023
Sickness & Absence , September 2021
New model, October 2022, October 2023
Volunteers Policy & Procedures, October 2019, November 2022, November 2023
Cemetery Fees, October 2014, November 2022, November 2023
Cemetery Guidelines, October 2014, November 2022, November 2023
b. Risk Assessments
Risk Assessment, Adoption Date, Last Review Date , Review Date
Master Risk Assessment, August 2015, July 2022, July 2023
Allotment Rent Payment, April 2015, July 2022, July 2023
Cemetery, April 2015, July 2022, July 2023
Finances, July 2015, September 2022, September 2023
Football Club, April 2015, , As required
Play Area & Field, April 2015, July 2022, July 2023
War Memorial, April 2015, July 2022, July 2023
c. Council Representation On External Bodies
External Body, Representative, Review Date
Blanks Charity, Cllr J Wilkinson & Mr G Woodhouse, May 2023
d. Inventory Of Council Land & Assets
See Asset Register
e. Insurance Cover
11/10/2022 – 10/10/2023 with Hiscox (via Gallagher Insurance) 3 year agreement until 2025.
f. Resolve On Council Membership With Other Bodies
Other Bodies, Review Date
LALC, January 2024
Information Commissioners, November 2023
12. Financial Matters
a. Items for payment under Sec 137: None
b. Accounts for payment
Date, Payee, Item, Chq No, Net
28/03/23, C Matthews, Wages March , BACS, £ 1,116.79
28/03/23, C Matthews, Expenses March , BACS, £ 30.41
31/03/23, Unity Trust Bank, Quarterly charge, BACS, £ 18.00
07/04/23, N J Pacey Landscaping Ltd, Ground Maintenance March , BACS, Net £ 1,110.75, VAT £ 222.15, Gross £ 1,332.90
07/04/23, SHIDB, Allotment Drainage rates, BACS, £ 88.10
07/04/23, C Matthews, Reimburse noticeboard, BACS, Net £ 302.33, VAT £ 60.47, Gross £ 362.80
07/04/23, Laken Inflatables, Bouncy Castle (Coronation), BACS, Net £ 82.17, VAT £ 16.43, Gross £ 98.60
18/04/23, HMRC, Clerk Tax, BACS, £ 231.46
25/04/23, Playdale Playgrounds Ltd, Park equipment, BACS, Net £ 13,046.46, VAT £ 2,609.29, Gross £ 15,655.75
25/04/23, Gallagher Insurance, Additional insurance for new equipment, BACS, £ 80.43
28/04/23, C Matthews, Wages April , BACS, £ 699.60
28/04/23, C Matthews, Expenses April , BACS, £ 30.41
c. Money in
Date, Payer, Item, Pay In Slip No, Net
23/03/23, Riverside Funeral Services, Burial , BACS, £ 170.00
06/04/23, SHDC, Precept, BACS, £ 23,000.00
19/04/23, Parishioner, Cemetery reservation x2, 000029, £ 100.00
25/04/23, Allotment holder, Allotment rent, BACS, £ 932.00
26/04/23, Allotment holder, Allotment rent, BACS, £ 990.00
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 (2022-23)
13. Chairman’s Remarks
14. Police Matters
15. Clerk’s Report
16. Receive Reports From District And County Councillors
17. Correspondence
Unity Trust Bank – Statements
SHDC – Electorate monthly updates
SHDC – Community Newsletters (Circulated)
LALC – Weekly e-updates (Circulated)
ICO - Newsletters (Circulated)
LCC – Town & Parish Council Newsletter (Circulated)
PCSO – Newsletter (Circulated)
PKF Littlejohn – External AGAR External Audit
SHED – Election notices
PCSO D Walker – Newsletter (Circulated)
UK Shared Prosperity Fund – Confirmation of Expression of Interest submitted
18. Planning Matters
Update on previously discussed applications
H12-0232-23 Mr & Mrs Tolliday, Proposed single storey rear extension, Puddingpoke Lane, Lutton à SHDC Decision : Approved
H12-0276-23, S Mears, Occupation of dwelling by persons not employed in agriculture and failure to erect glasshouses prior to occupation of bungalow (Conditions 4 and 5 of H12-0918-88) à SHDC Decision : Approved
Applications:
H12-0236-23 Mr D Mousley, Proposed barn style double garage, approved under H12-0970-19. Modification of Condition 2 to allow amendments to previously approved plans, The Old Vicarage (Comments by 13/04/23)
H12-0289-23 Mr & Mrs E Harris, Change of use of barn to residential dwelling, Red Mayes Farm, Lime Walk. (Comments by 22.04.23)
19. Cemetery Matters
20. Highways & Footways
Update on outstanding matters
To report any new matters
21. Allotment Matters
22. Play/Open Areas
Update on funding applications
Resolve on dog area in park
23. Noticeboards
Update on new board outside St Nicholas Primary School.
24. Events
Update on Easter Bunny visit
Update on Plans for King’s Coronation
25. To Review Findings And Effectiveness Of Internal Audit
26. To Complete Section One - Annual Governance And Accountability Return (AGAR) 2022-23(Circulated)
27. To Complete Section Two - Annual Governance And Accountability Return (AGAR) 2022-23(Circulated)
28. Items For Future Agendas
29. Date Of Next Meeting : 10th July 2023
30. To Resolve on whether the council should move into closed session, on the grounds of confidentiality, for discussion of the following agenda items.
31. To Discuss Staffing And Administration