13th May APM
Minutes Of The Annual Lutton Parish Council Meeting Held In Lutton Village Hall On 13th May 2024
Presiding over the meeting: Cllr Wilkinson
In attendance: Cllr E Woodhouse, Cllr A Ludlam, Cllr N Whittingham, County Cllr Coupland and Mrs C Matthews (Parish Clerk).
Public Forum Items raised by public:
None.
1. To Elect A Chairman 40.24
It was proposed to re-elect Cllr D Wilkinson as Chairman, this was seconded and resolved.
2. Chairman’s Declaration Of Acceptance 41.24
The Chairman signed a declaration of acceptance.
3. To Elect A Vice Chairman 42.24
It was proposed to re-elect Cllr Woodhouse, this was seconded and resolved.
4. Apologies for absence with reasons 43.24
The Council resolved to accept apologies from Cllr J Wilkinson, Cllr L Mumbray and Cllr R Phillips.
5. Declarations Of Interest – To receive Declarations of Interest in accordance with the Localism Act 2011 and to consider any applications of dispensation. 44.24
None.
6. Signing Of The Minutes 45.24
Notes from the meeting on 11th March 2024 were taken as read and the Council Resolved to accept them as minutes.
7. Elect A Personnel Panel 46.24
The Council Resolved to elect Cllrs J Wilkinson, E Woodhouse, R Phillips, A Ludlam, L Mumbray and N Whittingham as the personnel panel.
8. Elect Working Parties For The Following 47.24
Finance
Allotment
Cemetery
Play & Open Areas
It was Resolved that all Councillors are elected to all working parties.
9. Review The Following: 48.24
A. 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
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 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
Play Area & Field, April 2015, July 2023, July 2024
War Memorial, April 2015, July 2023, July 2024
The Council Resolved to continue reviewing risk assessments throughout the year. The Football Club risk assessment has been removed as it is no longer applicable.
c. Council Representation On External Bodies
External Body, Representative, Review Date
Blanks Charity, Cllr J Wilkinson & Mr G Woodhouse, May 2024
d. Inventory Of Council Land & Assets
See Asset Register. This has been updated to include new park equipment, benches and noticeboards.
e. Insurance Cover
11/10/2023 – 10/10/2024 with Hiscox (via Gallagher Insurance) 3 year agreement until 2025.
The policy has been updated to include new park equipment, benches and noticeboards.
f. Resolve On Council Membership With Other Bodies
Other Bodies, Review Date
LALC, January 2025
Information Commissioners, November 2024
The Council Resolved to continue these memberships.
10. Financial Matters
a. Items for payment under Sec 137:
None.
b. 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
07/05/24, Independent Grab Company Ltd, Garden Waste collections, BACS, Net £ 400.00, VAT £ 80.00, Gross £ 480.00
07/05/24, N J Pacey Landscaping Ltd, Correction to March invoice, BACS, Net £ 97.16, VAT £ 19.43, Gross £ 116.59
c. 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
12/05/24, Allotment Holder, Allotment rent, 000037, £ 867.00
12/05/24, F E Walton FS, Burial and reservation, 000038, £ 220.00
Resolve to accept Bank Reconciliation (fourth quarter)
Cllr E Woodhouse 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.
Resolve to accept Bank Reconciliation (Year-end)
Cllr E Woohouse 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.
Discuss Budget Report (year-end)
This was briefly discussed.
Resolve to sign off end of year accounts (2023-24)
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.
Resolve to update the Clerks wages in-line with updated LALC Pay Scales
The Council Resolved to update the Clerk wages in-line with LALC Scales, back dated to 1st April 2024.
11. Chairman’s Remarks 50.24
The Chairman met with the ground maintenance team to discuss tree safety issue at the park. The trees have now been felled.
The Chairman has met with Playdale to discuss third phase play equipment (Item 20).
The Easter Bunny visit went well and was well attended. The Chairman thanked Cllrs Woodhouse and Ludlam for their efforts in arranging this event.
12. Police Matters 51.24
The Chairman advised digital crime reporting is now available.
13. Clerk’s Report 52.24
All correspondence from the previous meeting has been dealt with and replies sent where needed.
Additional Payments and receipts listed above (Item 10)
14. Receive Reports From District And County Councillors 53.24
County Cllr P Coupland
Cllr Coupland advised potholes on North Drove have been repaired.
Parking issue at St Nicholas Primary School were discussed. White lines are working well, however, parking issues on junctions are causing safety risks. Clerk requested PCSO attend. Clerk to chase. Clerk to write to headteacher to request parents park safely, avoiding junctions.
15. Correspondence 54.24
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 55.24
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 56.24
Resolve on quotes for granite stones
Chairman to confirm direct quote price.
18. Highways & Footways 57.24
Update on outstanding matters
Parking at St Nicholas Primary School – Item 14
To report any new matters.
None.
19. Allotments 58.24
The Clerk reported all but one allotment rent has been collected for the half year to April 2024.
20. Play/Open Areas 59.24
Update on funding applications
The second application to UKSPF was unsuccessful. The Clerk has submitted an application to The National Lottery Awards for All fund and is awaiting an outcome.
Discuss future plans for park project
Discussion around future options. Council to await funding decision before confirming future plans.
Resolve on insurance quote for new equipment
The Council Resolved to accept the updated quote for insurance, to include new equipment pieces installed in phase 2.
21. Community Speed Watch 60.24
Update On Volunteers
Cllr Whittingham advised there are 3 volunteers. Tydd St Mary may be willing to join up and share areas. Deferred to next meeting.
22. To Review Findings And Effectiveness Of Internal Audit 61.24
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 AGAR has been completed by the internal auditor.
23. To Complete Section One - Annual Governance And Accountability Return (Agar) 2023-24 (Circulated) 62.24
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
24. To Complete Section Two - Annual Governance And Accountability Return (Agar) 2023-24 (Circulated) 63.24
The Council completed Section 2 of the AGAR. The Council Resolved to approve of this Section, and it was signed by the Chairman and the Clerk.
25. Items For Future Agendas 64.24
None.
26. Date Of Next Meeting 65.24
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. 66.24
N/A
To Discus Staffing And Administration
None.
There being no more business the meeting closed at 7.45 pm.