11th May APCM
Lutton Parish Council Meeting
To be held in Lutton Village Hall
You are hereby invited to attend a meeting of the above Council on 11th May 2026 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.
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. Resolve On Co-Option Application
7. Signing Of The Minutes – Notes from the meetings on 9th March 2026
8. Elect A Personnel Panel
9. Elect Working Parties For The Following
Finance
Allotment
Cemetery
Play & Open Areas
10. Review The Following:
a. Documents & Policies
Policy, Adoption Date, Last Review Date, Review Due Date
Standing Orders, September 2014, July 2025, July 2026
Financial Regulations, June 2014, November 2025, November 2026
Code of Conduct, September 2014, November 2025, November 2026
Communications , April 2015, November 2025, November 2026
Complaints, April 2015, November 2025, November 2026
Data Protection, April 2015, September 2025, September 2026
Data Protection GDPR 2018, May 2018, September 2025, September 2026
GDPR Subject Access Request Procedure, May 2018, September 2025, September 2026
GDPR Data Breach Policy, May 2018, September 2025, September 2026
GDPR Retentions Policy, May 2018, September 2025, September 2026
GDPR Privacy Notices, May 2018, September 2025, September 2026
Discipline & Grievance, October 2022
(New model), September 2025, September 2026
Equal Opportunities , April 2015, July 2025, July 2026
Expenses , September 2014, September 2025, September 2026
Freedom of Information , August 2014, July 2025, July 2026
Grant Awarding, April 2015, July 2025, July 2026
Health, Safety & Security (Clerk), August 2015, August 2025, August 2026
Lone Working, August 2015, July 2025, July 2026
Media, April 2015, July 2025, July 2026
Personnel Panel Terms of Reference, August 2015, July 2025, July 2026
Publication Scheme, August 2015, July 2025, July 2026
Recording of meetings , November 2015, November 2025, November 2026
Risk Management Policy, August 2015, July 2025, July 2026
Safeguarding Policy, July 2023, July 2025, July 2026
Sickness & Absence , September 2021
New model, September 2025, September 2026
Volunteers Policy & Procedures, October 2019, November 2025, November 2026
Cemetery Fees, October 2014, November 2025, November 2026
Cemetery Guidelines, October 2014, November 2025, November 2026
b. Risk Assessments
Risk Assessment, Adoption Date, Last Review Date , Review Date
Master Risk Assessment, August 2015, July 2025, July 2026
Allotment Rent Payment, April 2015, July 2025, July 2026
Cemetery, April 2015, July 2025, July 2026
Finances, July 2015, September 2025, September 2026
Play Area & Field, April 2015, July 2025, July 2026
War Memorial, April 2015, July 2025, July 2026
c. Council Representation On External Bodies
External Body, Representative, Review Date
Blanks Charity, Cllr D Wilkinson &
Mr G Woodhouse, May 2026
d. Inventory Of Council Land & Assets
See Asset Register
e. Insurance Cover
11/10/2025 – 10/10/2026 with Hiscox (via Gallagher Insurance) 3 year agreement 2025 to 2028.
f. Resolve On Council Membership With Other Bodies
Other Bodies, Review Date
LALC, January 2027
Information Commissioners, November 2025
11. Financial Matters
a. Items for payment under Sec 137: None
b. Accounts for payment
Date, Payee, Item, Chq No, Net, VAT/TAX, Gross
28/03/26, C Matthews, Wages March, BACS, £ 842.40
28/03/26, C Matthews, Expenses March, BACS, £ 30.41
31/03/26, Unity Trust Bank, Service charge, BACS, £ 7.00
01/04/26, HMRC, Clerk Tax/NI March, BACS, £ 72.78
02/04/26, N J Pacey Landscaping, Ground repair works in park, BACS, £ 850.00, £ 170.00, £ 1,020.00
02/04/26, N J Pacey Landscaping, Ground maintenance March, BACS, £ 1,362.39, £ 272.48, £ 1,364.87
02/04/26, Steel Creation, Church gates repair/ repaint, BACS, £ 600.00
06/04/26, SHIDB, Allotment rates, BACS, £ 105.14
07/04/26, C Matthews, Reimburse signs, BACS, £ 22.47, £ 4.50, £ 26.97
20/04/26, Steel Creation, Cemetery front gates repair/ repaint, BACS, £ 1,500.00
28/04/26, C Matthews, Wages April, BACS, £ 861.64
28/04/26, C Matthews, Expenses April, BACS, £ 30.41
30/04/26, Unity Trust Bank, Service charge, BACS, £ 6.00
01/05/26, HMRC, Clerk Tax/NI March, BACS, £ 69.69
05/05/26, N J Pacey Landscaping, Ground maintenance April, BACS, £ 1,408.71, £ 281.74, £ 1,690.45
05/05/26, Internal Auditor, Internal Audit, BACS, £ 100.00
c. Money in
Date, Payer, Item, Pay In Slip No, Net
09/04/26, HMRC, VAT Reclaim 4th Quarter, BACS, £ 831.60
17/04/26, SHDC, Precept, BACS, £ 35,000.00
22/04/26, Thornalley Funeral Services, Ashes internment & memorial installation, BACS, £ 200.0
27/04/26 , Peter Barnes FS, Burial, BACS, £ 220.00
27/04/26, Allotment holder, Allotment rent, BACS, £ 932.00
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 (2025-26)
h. Resolve to update the Clerks wages in-line with updated LALC Pay Scales
12. Chairman’s Remarks
13. Police Matters
14. Clerk’s Report
15. Receive Reports From District And County Councillors
16. 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)
LCC – LGR Town & Parish Councils Virtual Events (Circulated)
Highways – Temporary traffic order (Circulated)
National Grid – EGL E & EGL 4 Community update (Circulated)
Highways – Temporary traffic order (Circulated)
National Grid – Grimsby to Walpole community update (Circulated)
National Grid – EGL E & EGL 4 Targeted Statutory Consultation (Circulated)
PKF Littlejohn – AGAR instructions.
17. PLANNING MATTERS
Update on previously discussed applications
H12-0139-26 Bowmer + Kirkland & Department of Education, Details of external lighting (Condition 17 or H12-0310-24), UALS : SHDC Decision: Approval
H12-0170-26 Mr Butler, details of biodiversity gain plan and boundary treatments (BNG condition and condition 4 of H12-0930-24) : SHDC Decision: Approval
H12-0209-26 Bowmer + Kirkland & Department of Education, Demolition of existing school buildings and redevelopment t provide three storey building for educational purposes, revised internal vehicular and pedestrian circulation routes, sports and informal recreational spaces, landscaping, drainage, paring areas and all associated works approved under H12-0310-24 : SHDC Decision: Refusal
H12-0140-26 Bowmer + Kirkland & Department of Education, details of boundary treatments, including those associated with MUGA, schedule of fencing levels, heights & materials (condition 11 of H12-0310-24) : SHDC Decision: Approval
H12-0089-26 Mrs W Morris, Works to Lutton Tree Preservation Order No.3 1992. : SHDC Decision: Approval
Applications:
H12-0338-26 Bowmer + Kirkland Department, Demolition of existing school buildings and redevelopment to provide a new three storey building for educational purposes (Use Class F1), revised internal vehicular and pedestrian circulation routes (including creation of revised vehicular drop off / pick up areas for buses and cars), sports and informal recreational spaces, landscaping, drainage, parking areas (including temporary parking provision during the construction phase) and all associated works - Approved under H12-0310-24. Modification of condition 4 to amend wording to enable new school building to be occupied prior to the new MUGA being completed, 84 Little London. Comments by 09.05.26
18. Cemetery Matters
Resolve on memorial applications x 2 M J Coates
19. Highways & Footways
Update on outstanding matters
To report any new matters
20. Allotment Matters
Allotment holder tree query
21. Play/Open Areas
Update on park developments
22. To Review Findings And Effectiveness Of Internal Audit
23. To Complete Section One - Annual Governance And Accountability Return (AGAR) 2025-26 (circulated)
24. To Complete Section Two - Annual Governance And Accountability Return (AGAR) 2025-26 (circulated)
25. Items For Future Agendas
26. Date Of Next Meeting: 13th July 2026
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