11th May 2026
Lutton Parish Council
Minutes Of The Annual Lutton Parish Council Meeting Held In Lutton Village Hall On 11th May 2026
Presiding over the meeting: Cllr E Woodhouse
In attendance: Cllr A Ludlam, Cllr R Philips, Cllr P Smith, County Cllr N Carey, District Cllr J Tyrrell, three public members and Mrs C Matthews (Parish Clerk).
Public Forum: Items raised by public:
Parking at Primary School – safety concerns are ongoing, with parking covering driveways and junctions. Police advised they cannot take actions without parking restriction lines in place. Consultation for parking restrictions currently with Lincs CC, who are taking more time to consider objections which came in after consultation deadline. Lincs CC Committee will meet to decide in June.
County Cllr Carey supports the consultation and hopes it will be approved and the work completed during the summer school holidays. Lutton PC also submitted support for the consultation.
Await Lincs CC Committee decision in June.
Speeding continues to be an issue in the village. Previously, parishioner discussed speed indicator signs were with the former County Councillor P Coupland. Multiple efforts have been made by the Council over the past few years to set up a Community Speed Watch group, but a lack of volunteers has prevented it from going ahead.
1. To Elect A Chairman 38.26
It was proposed to re-elect Cllr D Wilkinson as Chairman, this was seconded and resolved.
2. Chairman’s Declaration Of Acceptance 29.26
Deferred to next meeting.
3. To Elect A Vice Chairman 40.26
It was proposed to re-elect Cllr Woodhouse, this was seconded and resolved.
4. Apologies For Absence with reasons 41.26
The Council resolved to accept apologies from Cllr D Wilkinson, Cllr L Mumbray and Cllr N Whittingham
5. Declarations Of Interest – To receive Declarations of Interest in accordance with the Localism Act 2011 and to consider any applications of dispensation. 42.26
None.
6. Resolve On Co-Option Application 43.26
The Council resolved to accept the application for co-option. Cllr P Smith signed a Declaration of Acceptance.
7. Signing Of The Minutes 44.26
Notes from the meeting on 9th March 2026 were taken as read and the Council resolved to accept them as minutes.
8. Elect A Personnel Panel 45.26
The Council resolved to elect Cllrs E Woodhouse, R Phillips, A Ludlam, L Mumbray, P Smith and N Whittingham as the personnel panel.
9. Elect Working Parties For The Following 46.26
Finance
Allotment
Cemetery
Play & Open Areas
It was resolved that all Councillors are elected to all working parties.
10. Review The Following: 47.26
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
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 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
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 D Wilkinson &
Mr G Woodhouse, May 2027
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 2026
The Council resolved to continue these memberships.
11. Financial Matters 48.26
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
05/05/26, Eco Property Solutions, Garden waste collections, BACS, £ 400.00, £ 80.00, £ 480.00
The council resolved to make the above payments as put before them.
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, £ 200.00
27/04/26, F E Walton, Burial, BACS, £ 220.00
27/04/26, Allotment holder, Allotment rent, BACS, £ 932.00
11/05/26, SHDC, District Cllr Grant, BACS, £ 1000.00
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. The year-end budget was at 91%.
g. Resolve to sign off end of year accounts (2025-26)
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 2026.
12. Chairman’s Remarks 49.26
Council members extend their best wishes to the Chairman for a speedy recovery.
The Church gates and front Cemetery gates have been repaired and re-painted and look very good. The side cemetery gates will be done in the coming weeks. It was agreed to purchase fence paint to re-fresh the front cemetery fence.
13. Police Matters 50.26
None.
14. Clerk’s Report 51.26
All correspondence from the previous meeting has been dealt with and replies sent where needed.
Additional Payment as listed above (Item 11)
Additional memorial application.
Flag of the Fens – The Council resolved to support the endorsement of the Flag of the Fens.
15. Receive Reports From District And County Councillors 52.26
Cllr J Tyrrell shred information on Welland Homes, a private housing company who rents out approximately 500 homes. The funds raised support SHDC charities such as Citizens Advice and South Holland in Bloom.
The TENs licence has been updated to allow 18 events to be held, an increase from 12.
Garden Waste collections are ongoing.
Garden Waste recycling scheme – 2000 new bins have been distributed.
Waste – Wheelie Bins for the county have been delayed until October 2026.
County Cllr N Carey confirmed he will update us on the consultation developments for parking lines at the school.
Discussion on making an area of Puddingpoke Lane one-way. Clerk to share photos/information with Cllr Carey.
Road closure on Blackbarn Road 12th -14th May for cabling works.
16. Correspondence 53.26
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 54.26
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 – date for comments has passed.
18. Cemetery Matters 55.26
Resolve on memorial applications x2 M J Coates and additional application from R King Memorials.
The Council resolved to approve of these applications.
19. Highways & Footways 56.26
Update on outstanding matters
Parking at St Nicholas Primary School – Await LCC Committee decision on parking restriction lines.
Puddingpoke one-way – Clerk to send photos and information to Cllr N Carey
To report any new matters.
Damaged railings at Richard Busby Way/Barholme Avenue – reported to Fix my Street, repairs to be completed within 90 days.
Marriotts Gate – hedging is encroaching. To be reported on Fix my street.
20. Allotment Matters 57.26
Resolve on Allotment holder tree query
The Council resolved to approve of the dwarf fruit trees being planted.
21. Play/Open Areas 58.26
Update on park developments
The ground repair works have been completed. Cllr Woodhouse to install cable ties above swings.
Clerk to acquire quotes for new swings and shelter and for slide to be re-painted.
22. To Review Findings And Effectiveness Of Internal Audit 59.26
The Clerk 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) 2025-26 (circulated) 60.26
The Council completed Section 1 of the AGAR. The Council resolved to approve of this Section, and it was signed by the Cllr Woodhouse and the Clerk
24. To Complete Section Two - Annual Governance And Accountability Return (Agar) 2025-26 (circulated) 61.26
The Council completed Section 2 of the AGAR. The Council resolved to approve of this Section, and it was signed by the Cllr Woodhouse and the Clerk.
25. Items For Future Agendas 62.26
Noticeboard, park quotes and trees, hole on village green, hedges on Marriotts Gate and Ropers Gate.
26. Date Of Next Meeting 63.26
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. 64.26
N/A
28. To Discus Staffing And Administration 65.26
None.
There being no more business the meeting closed at 8.05 pm.