13th May - 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 13th May 2024 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 meetings on 11th March 2024.
7. Elect A Personnel Panel
8. Elect Working Parties For The Following
Finance
Allotment
Cemetery
Play & Open Areas
9. Review The Following:
Documents & Policies
Policy, Adoption Date, Last Review Date, Review Due Date
Standing Orders, September 2014, July 2023, July 2024
Financial Regulations, June 2014, November 2023, November 2024
Code of Conduct, September 2014, November 2023, November 2024
Communications , April 2015, November 2023, November 2024
Complaints, April 2015, November 2023, November 2024
Data Protection, April 2015, September 2023, September 2024
Data Protection GDPR 2018, May 2018, September 2023, September 2024
GDPR Subject Access Request Procedure, May 2018, September 2023, September 2024
GDPR Data Breach Policy, May 2018, September 2023, September 2024
GDPR Retentions Policy, May 2018, September 2023, September 2024
GDPR Privacy Notices, May 2018, September 2023, September 2024
Discipline & Grievance, October 2022 (New model), September 2023, September 2024
Equal Opportunities , April 2015, July 2023, July 2024
Expenses , September 2014, September 2023, September 2024
Freedom of Information , August 2014, July 2023, July 2024
Grant Awarding, April 2015, July 2023, July 2024
Health, Safety & Security (Clerk), August 2015, August 2023, August 2024
Lone Working, August 2015, July 2023, July 2024
Media, April 2015, July 2023, July 2024
Personnel Panel Terms of Reference, August 2015, July 2023, July 2024
Publication Scheme, August 2015, July 2023, July 2024
Recording of meetings , November 2015, November 2023, November 2024
Risk Management Policy, August 2015, July 2023, July 2024
Safeguarding Policy, July 2023, , July 2024
Sickness & Absence , September 2021
New model, September 2023, September 2024
Volunteers Policy & Procedures, October 2019, November 2023, November 2024
Cemetery Fees, October 2014, November 2023, November 2024
Cemetery Guidelines, October 2014, November 2023, November 2024
Risk Assessments
Risk Assessment, Adoption Date, Last Review Date , Review Date
Master Risk Assessment, August 2015, July 2023, July 2024
Allotment Rent Payment, April 2015, July 2023, July 2024
Cemetery, April 2015, July 2023, July 2024
Finances, July 2015, September 2023, September 2024
Football Club, April 2015, , As required
Play Area & Field, April 2015, July 2023, July 2024
War Memorial, April 2015, July 2023, July 2024
Council Representation On External Bodies
External Body, Representative, Review Date
Blanks Charity, Cllr J Wilkinson & Mr G Woodhouse, May 2024
Inventory Of Council Land & Assets
See Asset Register
Insurance Cover
11/10/2023 – 10/10/2024 with Hiscox (via Gallagher Insurance) 3 year agreement until 2025.
Resolve On Council Membership With Other Bodies
Other Bodies, Review Date
LALC, January 2024
Information Commissioners, November 2023
10. Financial Matters
Items for payment under Sec 137: None
Accounts for payment
Date, Payee, Item, Chq No, Net, VAT/TAX, Gross
19/03/24, Playdale Playgrounds, Park equipment second half , BACS, Net £ 15,875.14, VAT £ 3,175.03, Gross £ 19,050.17
28/03/24, C Matthews, Wages March , BACS, £ 741.20
28/03/24, C Matthews, Expenses March , BACS, £ 36.91
31/03/24, Unity Trust Bank, Quarterly charge, BACS, £ 18.00
01/04/24, SHIDB, Drainage rates, BACS, £ 95.15
01/04/24, N J Pacey Landscaping Ltd, Ground Maintenance March , BACS, Net £ 1,232.10, VAT £ 246.42, Gross £ 1,478.52
01/04/24, HMRC, Clerk tax 4/4, BACS, £ 69.60
09/04/24, C Matthews, Reimburse stationery, BACS, Net £ 33.98, VAT £ 6.80, Gross £ 40.78
24/04/24, N J Pacey Landscaping Ltd, Tree works at Park, BACS, Net £ 2,100.00, VAT £ 420.00, Gross £ 2,520.00
24/04/24, Internal Auditor, Internal Audit, BACS, £ 100.00
28/04/24, C Matthews, Wages April, BACS, £ 775.00
28/04/24, C Matthews, Expenses April, BACS, £ 37.21
Money in
Date, Payer, Item, Pay In Slip No, Net
19/03/24, Gedney Wind cluster fund, Park funding, BACS, £ 5000.00
25/03/24, Richard King Memorials, Additional inscription, BACS, £ 50.00
08/04/24, HMRC, VAT Reclaim 4th quarter, BACS, £ 4,004.29
18/04/24, SHDC, Precept, BACS, £ 28,000.00
19/04/24, Allotment Holder, Allotment rent, BACS, £932.00
19/04/24, Allotment Holder, Allotment rent, BACS, £ 990.00
Resolve to accept Bank Reconciliation (fourth quarter)
Resolve to accept Bank Reconciliation (Year-end)
Discuss Budget Report (year-end)
Resolve to sign off end of year accounts (2023-24)
Resolve to update the Clerks wages in-line with updated LALC Pay Scales.
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)
Rural Services Network – Newsletter (Circulated)
LCC – Town & Parish Council Newsletter (Circulated)
SHDC – Levelling up Consultation (Circulated)
PKF Littlejohn – AGAR information
UKSPF – Outputs queries
Woodland Trust – Update on application
Grimbsy to Walpole Section 172 Notices (Circulated)
UK Community Renewals – park policy updates
Awards for All – application confirmation
UKSPF – Outcome decision
16. Planning matters
Update on previously discussed applications
H12-0096-24 Mr O S O’Brien, Extension to existing garage, 30 Gedney Road, Long Sutton: SHDC Decision : Approved
Applications:
H12-0168-24 Mr T Wiltshire, Agricultural preparation building (retrospective), The Smallholding, Green Dyke. (Comments by 13/04/24)
H12-0310-24 UALS, Demolition of existing school buildings and redevelopment to provide a new three storey building for educational purposes, 84 Little London (Comments by 01/05/24)
17. Cemetery matters
Resolve on quotes for granite stones
18. Highways & footways
Update on outstanding matters
To report any new matters
19. Allotment matters
20. Play/open areas
Update on funding applications
Discuss future plans for park project
Resolve on insurance quote for new equipment
21. Community speed watch
Update on volunteers
22. To Review Findings And Effectiveness Of Internal Audit
23. To Complete Section One - Annual Governance And Accountability Return (AGAR) 2023-24 (Circulated)
24. To Complete Section Two - Annual Governance And Accountability Return (AGAR) 2023-24 (Circulated)
25. Items For Future Agendas
26. Date of next meeting : 15th July 2024
27. To resolve on whether the council should move into closed session, on the grounds of confidentiality, for discussion of the following agenda items.
28. To discuss staffing and administration