12th May APM
To be held in Lutton Village Hall
You are hereby invited to attend a meeting of the above Council on 12th May 2025 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 10th March 2025
7. Elect A Personnel Panel
8. Elect Working Parties For The Following
Finance
Allotment
Cemetery
Play & Open Areas
9. Review The Following:
a. Documents & Policies
Policy , Adoption Date, Last Review Date, Review Due Date
Standing Orders, September 2014, July 2024, July 2025
Financial Regulations, June 2014, November 2024, November 2025
Code of Conduct, September 2014, November 2024, November 2025
Communications , April 2015, November 2024, November 2025
Complaints, April 2015, November 2024, November 2025
Data Protection, April 2015, September 2024, September 2025
Data Protection GDPR 2018, May 2018, September 2024, September 2025
GDPR Subject Access Request Procedure, May 2018, September 2024, September 2025
GDPR Data Breach Policy, May 2018, September 2024, September 2025
GDPR Retentions Policy, May 2018, September 2024, September 2025
GDPR Privacy Notices, May 2018, September 2024, September 2025
Discipline & Grievance, October 2022 (New model), September 2024, September 2025
Equal Opportunities , April 2015, July 2024, July 2025
Expenses , September 2014, September 2024, September 2025
Freedom of Information , August 2014, July 2024, July 2025
Grant Awarding, April 2015, July 2024, July 2025
Health, Safety & Security (Clerk), August 2015, August 2024, August 2025
Lone Working, August 2015, July 2024, July 2025
Media, April 2015, July 2024, July 2025
Personnel Panel Terms of Reference, August 2015, July 2024, July 2025
Publication Scheme, August 2015, July 2024, July 2025
Recording of meetings , November 2015, November 2024, November 2025
Risk Management Policy, August 2015, July 2024, July 2025
Safeguarding Policy, July 2023, July 2024, July 2025
Sickness & Absence , September 2021
New model, September 2024, September 2025
Volunteers Policy & Procedures, October 2019, November 2024, November 2025
Cemetery Fees, October 2014, November 2024, November 2025
Cemetery Guidelines, October 2014, November 2024, November 2025
b. Risk Assessments
Risk Assessment, Adoption Date, Last Review Date , Review Date
Master Risk Assessment, August 2015, July 2024, July 2025
Allotment Rent Payment, April 2015, July 2024, July 2025
Cemetery, April 2015, July 2024, July 2025
Finances, July 2015, September 2024, September 2025
Play Area & Field, April 2015, July 2024, July 2025
War Memorial, April 2015, July 2024, July 2025
c. Council Representation On External Bodies
External Body, Representative, Review Date
Blanks Charity, Cllr J Wilkinson &
Mr G Woodhouse, May 2025
d. Inventory Of Council Land & Assets
See Asset Register
e. Insurance Cover
11/10/2023 – 10/10/2024 with Hiscox (via Gallagher Insurance) 3 year agreement until 2025.
f. Resolve On Council Membership With Other Bodies
Other Bodies, Review Date
LALC, January 2025
Information Commissioners, November 2024
10. Financial Matters
a. Items for payment under Sec 137: None
Accounts for payment
Date, Payee, Item, Chq No, Net, VAT/TAX, Gross
04/03/25, N J Pacey Landscaping, Ground Maintenance February & Pest control, BACS, £ 1,429.16, £ 285.83, £1,714.99
24/03/25, Broxap Street Furniture, Equipment installation, BACS, £ 2,460.00, £ 492.00, £ 2,952.00
24/03/25, Broxap Street Furniture, Picnic benches, BACS, £ 1,188.00, £ 237.60, £ 1,425.60
24/03/25, Broxap Street Furniture, Exercise equipment, BACS, £ 6,412.00, £ 1,282.40, £ 7,694.40
28/03/25, C Matthews, Wages February, BACS, £ 799.96, , £ 799.96
28/03/25, C Matthews, Expenses February, BACS, £ 30.41, , £ 30.41
31/03/25, Unity Trust Bank, Service charge, BACS, £ 6.00, , £ 6.00
04/04/25, N J Pacey Landscaping, Ground Maintenance March, BACS, £ 1,329.16, £265.83, £ 1,594.99
04/04/25, SHIDB, Allotment rates, BACS, £ 100.62, , £ 100.62
04/04/25, HMRC, Clerk Tax & NI
4th Quarter, BACS, £ 52.20, , £ 52.20
14/04/25, Internal Auditor, Internal Audit, BACS, £ 100.00, , £ 100.00
28/04/25, C Matthews, Wages April, BACS, £ 821.28, , £ 821.28
28/04/25, C Matthews, Expenses April, BACS, £ 30.41, , £ 30.41
30/04/25 Unity Trust Bank, Service charge, BACS, £ 6.00, , £ 6.00
Money in
Date, Payer, Item, Pay In Slip No, Net
20/03/25, Parishioner, Ashes internment, BACS, £ 50.00
11/04/25, Richard King Memorials, Ashes internment & stone placement, BACS, £ 100.00
17/04/25, HMRC, VAT Reclaim 4th Quarter, BACS, £ 3,220.32
25/04/25, Allotment holder, Allotment rent, BACS, £ 932.00
25/04/25, SHDC, Precept, BACS, £ 30,800.00
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 (2024-25)
Resolve to update the Clerks wages in-line with updated LALC Pay Scales
Discuss Budget update for 2025-26
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 & Training Bulletins (Circulated)
Rural Services Network – Newsletter (Circulated)
J Whitbourn – Community Speed Watch Training information
SHDC – Election Notices
Lincs Police South Rural NPT – Problem Solving Meeting Agenda (Circulated)
Highways – Notification of roadworks (Circulated)
PKF Littlejohn – AGAR External Auditor Instructions
Long Sutton & District Civic Society – Memorial Dedication Service (Circulated)
Highways – Notification of roadworks (Circulated)
Highways – Notification of roadworks (Circulated)
16. Planning Matters
Update on previously discussed applications
H12-0183-25 National Grid, Remove section of LB overhead network & install new freestanding pole with a transformer, Grange Farm, North Drove : SHDC Decision : Approved
H12-0042-25 Mr & Mrs Gant, Proposed single storey extension, 20 Ropers Gate, Lutton : SHDC Decision : Approved
H12-0161-25 G H Hoyles Ltd, Details of existing and proposed boundary treatments (Condition 7 of H12-0581-24), Fenland Dog Park, Monmouth Lane, Lutton : SHDC Decision : Approved
H12-0264-25 Bowmer & Kirkland and Department of Education, Details on construction specification (Condition 4 of H12-0310-24) : SHDC Decision : Approved
H12-0027-25 Mr M Ludlam Increase number of children from 16 to 25 In connection with current child minding business (Modification of Condition 3 of H12-0598-22) and siting of a log cabin in association with business, 2 School Lane, Lutton : SHDC Decision : Rejected
Applications:
H12-0290-25 Mr & Mrs Phillips, Proposed first floor extension forming bedroom/ en-suite / ironing room, alterations to lower roof and changes to ground floor windows, 30 Marriots Gate, Lutton. (Comments by 23/04/25)
17. Cemetery Matters
Resolve on memorial applications x 3
18. Highways & Footways
Update on outstanding matters
To report any new matters
19. Allotment Matters
20. Play/Open Areas
Update on Exercise Equipment installation and other park developments
Update on Village Green fencing.
21. Update On New Defibrillator
22. To Review Findings And Effectiveness Of Internal Audit
23. To Complete Section One - Annual Governance And Accountability Return (AGAR) 2024-25 (circulated)
24. To Complete Section Two - Annual Governance And Accountability Return (AGAR) 2024-25 (circulated)
25. Items For Future Agendas
26. Date Of Next Meeting : 14th July 2025
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