12th May - APM
Minutes Of The Annual Lutton Parish Council Meeting Held In Lutton Village Hall On 12th May 2025
Presiding over the meeting: Cllr D Wilkinson
In attendance: Cllr E Woodhouse, Cllr J Wilkinson, Cllr L Mumbray, Cllr A Ludlam, Cllr N Whittingham, Cllr R Philips and Mrs C Matthews (Parish Clerk).
Public Forum, Items raised by public:
None.
1. To Elect A Chairman 40.25
It was proposed to re-elect Cllr D Wilkinson as Chairman, this was seconded and resolved.
2. Chairman’s Declaration Of Acceptance 41.25
The Chairman signed a declaration of acceptance.
3. To Elect A Vice Chairman 42.25
It was proposed to re-elect Cllr Woodhouse, this was seconded and resolved.
4. Apologies For Absence with reasons 43.25
None.
5. Declarations Of Interest – To receive Declarations of Interest in accordance with the Localism Act 2011 and to consider any applications of dispensation. 44.25
None.
6. Signing Of The Minutes 45.25
Notes from the meeting on 10th March 2025 were taken as read and the Council resolved to accept them as minutes.
7. Elect A Personnel Panel 46.25
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 47.25
Finance
Allotment
Cemetery
Play & Open Areas
It was resolved that all Councillors are elected to all working parties.
9. Review The Following: 48.25
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
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 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
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 2026
d. Inventory Of Council Land & Assets
See Asset Register.
e. Insurance Cover
11/10/2024 – 10/10/2025 with Hiscox (via Gallagher Insurance) 3 year agreement until 2025.
The policy has been updated to include new park equipment.
f. Resolve On Council Membership With Other Bodies
Other Bodies, Review Date
LALC, January 2026
Information Commissioners, November 2025
The Council resolved to continue these memberships.
10. Financial Matters 49.25
a. Items for payment under Sec 137:
None.
b. 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 March, BACS, £ 799.96
28/03/25, C Matthews, Expenses March, BACS, £ 30.41
31/03/25, Unity Trust Bank, Service charge, BACS, £ 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
04/04/25, HMRC, Clerk Tax & NI
4th Quarter, BACS, £ 52.20
14/04/25, Internal Auditor, Internal Audit, BACS, £ 100.00
28/04/25, C Matthews, Wages April, BACS, £ 821.28
28/04/25, C Matthews, Expenses April, BACS, £ 30.41
30/04/25, Unity Trust Bank, Service charge, BACS, £ 6.00
12/05/25, Gallagher Insurance, Additional Premium for exercise equipment , BACS, £ 27.18
The council resolved to make the above payments as put before them.
c. 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
01/05/25, Allotment holder, Allotment rent , BACS, £ 990.00
d. 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.
e. Resolve to accept Bank Reconciliation (Year-end)
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.
f. Discuss Budget Report (year-end)
This was briefly discussed.
g. Resolve to sign off end of year accounts (2024-25)
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.
h. 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.
i. Discuss Budget update for 2025-26
This was briefly discussed, with updates to NI contributions and cemetery gates repair costs.
11. Chairman’s Remarks 50.25
The Chairman advised the Dedication Service was brilliant and was very well attended. Representatives from RAF, RAF Air Cadets and US Airforce Lakenheath attended along with veterans.
On Thursday 8th May an event was held in The Jolly Crispin for VE Day, which was also a lovely event.
12. Police Matters 51.25
None.
13. Clerk’s Report 52.25
All correspondence from the previous meeting has been dealt with and replies sent where needed.
Additional Payments and Receipts as listed above (Item 10)
Discussion around gov.uk email addresses for council members.
14. Receive Reports From District And County Councillors 53.25
None. A new County Councillor has been elected.
15. Correspondence 54.25
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 55.25
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 56.25
Resolve on memorial applications x 3
The Council resolved to approve of these applications.
18. Highways & Footways 57.25
Update on outstanding matters
Parking at St Nicholas Primary School – Discussion of ongoing safety concerns. Clerk to write to County Councillor and Highways officer to request update.
Road name sign at Church Lane – SHDC to install replacement in coming months.
To report any new matters.
Parking issue on Lutton Bank – Clerk to raise with Beat Manager
19. Allotments 58.25
The Clerk reported all two payments have been received for the half year rent to April 2025. Two are outstanding. Clerk to chase
20. Play/Open Areas 59.25
Update on Exercise Equipment installation and other park developments
Exercise equipment was installed and is being well used.
Old equipment and rubber surfacing is being removed. Discussion around future use for swings – to be re-painted and new seats purchased.
Update on Village Green fencing
Chairman to remove rotten fencing.
21. Update On New Defibrillator 60.25
BHF funding opens in summer – Clerk to submit application. Council has received support from The Jolly Crispin for a defibrillator to be installed on the external wall. G Woodhouse has volunteered to install the defibrillator once acquired.
22. To Review Findings And Effectiveness Of Internal Audit 61.25
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) 2024-25 (circulated) 62.25
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) 2024-25 (circulated) 63.25
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 64.25
None.
26. Date Of Next Meeting 65.25
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. 66.25
N/A
28. To Discus Staffing And Administration 27.25
None.