15th May APM
Lutton Parish Council
Minutes Of The Annual Lutton Parish Council Meeting Held In Lutton Village Hall On 15th May 2023
Presiding over the meeting: Cllr Wilkinson
In attendance: Cllr J Wilkinson, Cllr E Woodhouse, Cllr L Mumbray, Cllr A Ludlam, Cllr R Phillips, Cllr N Whittingham, District Cllr Tyrrell and Mrs C Matthews (Parish Clerk).
Public Forum Items raised by public:
Community Speed Watch – In order for a group to be established the Council will need to confirm its support in writing. Volunteers will need to be recruited for training and parishioner signatures of support should be gathered.
Clerk to write to Community Speed Watch
1. To Elect A Chairman 42.23
It was proposed to re-elect Cllr D Wilkinson as Chairman, this was seconded and Resolved.
2. Chairman’s Declaration Of Acceptance 43.23
The Chairman signed a declaration of acceptance.
3. To Elect A Vice Chairman 44.23
It was proposed to elect Cllr Woodhouse, this was seconded and Resolved.
4. To Receive Declarations Of Acceptance From All Councillors 45.23
All Councillors signed Declarations of Acceptance
5. Apologies For Absence with reasons 46.23
None.
6. Declarations Of Interest – To receive Declarations of Interest in accordance with the Localism Act 2011 and to consider any applications of dispensation. 47.23
None.
7. Resolve On Co-Option Application 48.23
The Council Resolved to accept the application for co-option. Cllr Whittingham signed a Declaration of Acceptance.
8. Signing Of The Minutes 49.23
Notes from the meeting on 12th March 2023 were taken as read and the Council Resolved to accept them as minutes.
9. Elect A Personnel Panel 50.23
The Council Resolved to elect Cllrs J Wilkinson, E Woodhouse, R Phillips, A Ludlam, L Mumbray and N Whittingham as the personnel panel.
10. Elect Working Parties For The Following: 51.23
Finance
Allotment
Cemetery
Play & Open Areas
It was Resolved that all Councillors are elected to all working parties.
11. Review The Following: 52.23
A. Documents & Policies
Policy, Adoption Date, Last Review Date, Review Due Date
Standing Orders, September 2014, July 2022, July 2023
Financial Regulations, June 2014, November 2022, November 2023
Code of Conduct, September 2014, November 2022, November 2023
Communications , April 2015, November 2022, November 2023
Complaints, April 2015, November 2022, November 2023
Data Protection, April 2015, October 2022, October 2023
Data Protection GDPR 2018, May 2018, October 2022, October 2023
GDPR Subject Access Request Procedure, May 2018, October 2022, October 2023
GDPR Data Breach Policy, May 2018, October 2022, October 2023
GDPR Retentions Policy, May 2018, October 2022, October 2023
GDPR Privacy Notices, May 2018, October 2022, October 2023
Discipline & Grievance, October 2022 (New model), , October 2023
Equal Opportunities , April 2015, July 2022, July 2023
Expenses , September 2014, October 2022, October 2023
Freedom of Information , August 2014, July 2022, July 2023
Grant Awarding, April 2015, July 2022, July 2023
Health, Safety & Security (Clerk), August 2015, August 2022, August 2023
Lone Working, August 2015, July 2022, July 2023
Media, April 2015, July 2022, July 2023
Personnel Panel Terms of Reference, August 2015, July 2022, July 2023
Publication Scheme, August 2015, July 2022, July 2023
Recording of meetings , November 2015, November 2022, November 2023
Risk Management Policy, August 2015, July 2022, July 2023
Sickness & Absence , September 2021
New model, October 2022, October 2023
Volunteers Policy & Procedures, October 2019, November 2022, November 2023
Cemetery Fees, October 2014, November 2022, November 2023
Cemetery Guidelines, October 2014, November 2022, November 2023
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 2022, July 2023
Allotment Rent Payment, April 2015, July 2022, July 2023
Cemetery, April 2015, July 2022, July 2023
Finances, July 2015, September 2022, September 2023
Play Area & Field, April 2015, July 2022, July 2023
War Memorial, April 2015, July 2022, July 2023
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, October 2023
The Council discussed Blanks applications and who can apply (Post 16 Education, Elderly for heating reimbursement. Chairman to advertise in next Newsletter to encourage applications.
d. Inventory Of Council Land & Assets
See Asset Register. This has been updated to include new park equipment, benches and noticeboards.
e. Insurance Cover
11/10/2022 – 10/10/2023 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 2024
Information Commissioners, November 2023
The Council Resolved to continue these memberships.
12. Financial Matters 53.23
a. Items for payment under Sec 137:
None.
b. Accounts for payment
Date, Payee, Item, Chq No, Net
28/03/23, C Matthews, Wages March , BACS, £ 1,116.79
28/03/23, C Matthews, Expenses March , BACS, £ 30.41
31/03/23, Unity Trust Bank, Quarterly charge, BACS, £ 18.00
07/04/23, N J Pacey Landscaping Ltd, Ground Maintenance March , BACS, NET £ 1,110.75, VAT £ 222.15, Gross £ 1,332.90
07/04/23, SHIDB, Allotment Drainage rates, BACS, £ 88.10
07/04/23, C Matthews, Reimburse noticeboard, BACS, Net £ 302.33, VAT £ 60.47, Gross £ 362.80
07/04/23, Laken Inflatables, Bouncy Castle (Coronation), BACS, Net £ 82.17, VAT £ 16.43, Gross £ 98.60
18/04/23, HMRC, Clerk Tax, BACS, £ 231.46
25/04/23, Playdale Playgrounds Ltd, Park equipment, BACS, Net £ 13,046.46, Vat £ 2,609.29, Gross £ 15,655.75
25/04/23, Gallagher Insurance, Additional insurance for new equipment, BACS, £ 80.43
28/04/23, C Matthews, Wages April , BACS, £ 699.60
28/04/23, C Matthews, Expenses April , BACS, £ 30.41
c. Money in
Date, Payer, Item, Pay In Slip No, Net
23/03/23, Riverside Funeral Services, Burial , BACS, £ 170.00
06/04/23, SHDC, Precept, BACS, £ 23,000.00
19/04/23, Parishioner, Cemetery reservation x2, 000029, £ 100.00
25/04/23, Allotment holder, Allotment rent, BACS, £ 932.00
26/04/23, Allotment holder, Allotment rent, BACS, £ 990.00
D. Resolve to accept Bank Reconciliation (fourth quarter)
Cllr J Wilkinson 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 J Wilkinson 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 (2022-23)
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 bank mandate
The Council Resolved to remove K Jordaan and add A Ludlam and E Woodhouse to the mandate.
13. Chairman’s Remarks 54.23
The Chairman welcomed new members.
The Chairman met with Lincolnshire Highways Area Officer to review issues within the parish. (Item 20)
The Chairman’s newsletter was delivered to parishioners and was well received. The Chairman thanked Cllr Woodhouse for helping deliver them.
14. Police Matters 55.23
PCSO newsletters regularly circulated.
The Chairman contacted PCSO Walker to report youths antisocial behaviour in the park, however, he was advised the PCSO did not have time to attend.
15. Clerk’s Report 56.23
All correspondence from the previous meeting has been dealt with and replies sent where needed.
The VAT Reclaim for 4th quarter 2022-23 has been submitted, totalling £3,491.91.
Resolve on updating the bank mandate (Item 12)
Additional planning decision (Item 18)
16. Receive Reports From District And County Councillors 57.23
District Cllr J Tyrell
The Chairman congratulated DC Tyrell on his re-election.
DC Tyrell advised he now holds the portfolio for Environmental Services for SHDC, covering bins, car parks, street cleaning, Pride.
The Spalding Flower Parade was very successful with the Men’s Shed float raising £650.00.
17. Correspondence 58.23
Unity Trust Bank – Statements
SHDC – Electorate monthly updates
SHDC – Community Newsletters (Circulated)
LALC – Weekly e-updates (Circulated)
ICO - Newsletters (Circulated)
LCC – Town & Parish Council Newsletter (Circulated)
PCSO – Newsletter (Circulated)
PKF Littlejohn – External AGAR External Audit
SHED – Election notices
PCSO D Walker – Newsletter (Circulated)
UK Shared Prosperity Fund – Confirmation of Expression of Interest submitted
18. Planning Matters 59.23
Update on previously discussed applications
H12-0232-23 Mr & Mrs Tolliday, Proposed single storey rear extension, Puddingpoke Lane, Lutton : SHDC Decision : Approved
H12-0276-23, S Mears, Occupation of dwelling by persons not employed in agriculture and failure to erect glasshouses prior to occupation of bungalow (Conditions 4 and 5 of H12-0918-88) : SHDC Decision : Approved
H12-0236-23 Mr D Mousley, Proposed barn style double garage, approved under H12-0970-19. Modification of Condition 2 to allow amendments to previously approved plans, The Old Vicarage : SHDC Decision : Approved
Applications
H12-0236-23 Mr D Mousley, Proposed barn style double garage, approved under H12-0970-19. Modification of Condition 2 to allow amendments to previously approved plans, The Old Vicarage (Comments by 13/04/23)
H12-0289-23 Mr & Mrs E Harris, Change of use of barn to residential dwelling, Red Mayes Farm, Lime Walk. (Comments by 22.04.23)
19. Cemetery Matters 60.23
There is some hedging remaining from the last Woodland Trust pack. The Chairman and volunteer will plant on the east boundary of the cemetery, to fill a gap.
20. Highways & Footways 61.23
Update on outstanding matters
Parish drive-through with Highways:
Cemetery gate issue of standing water is on the Highways list for repair (kerbs and drains to be installed with new tarmac up to the gate).
Puddingpoke standing water – the road has been marked up for further repair.
Puddingpoke layby at school – The Chairman suggested the layby is extended to the drain, with additional drains to prevent standing water. Highways will add this to the repair list.
Lutton Bank encroaching trees – Highways advised they will only clear 1 meter from the road, however, land owners will be contacted to complete the works due to budget restrictions.
To report any new matters.
None.
21. Allotments 62.23
The Clerk reported all but one allotment rent has been collected for the half year to April 2023.
22. Play/Open Areas 63.23
Update on funding applications
The application to UK Prosperity Fund was submitted in March. The Council has been advised to expect an update in early Summer.
Resolve on dog area in park
This was discussed, however, there are concerns about fouling. The area would need to be enclosed. The fenced area with old equipment would be ideal, however, the equipment needs to be removed. The Council Resolved to re-discuss once equipment removed.
23. Noticeboards 64.23
Update on new board outside St Nicholas Primary School
The delivery of the new noticeboard has been delayed : Clerk to chase.
24. Events 65.23
Update Easter Bunny visit
The Easter Bunny went very well with lots of parishioners gathered on the village green to meet. The Chairman thanked Cllr Woodhouse and helpers for arranging this event.
Update on King’s Coronation
The Coronation event was very successful, with lots in attendance and lovely weather. The event raised £536.00 which will be donated to the Village Hall. The Chairman thanked members and parishioners for organising the event.
25. To Review Findings And Effectiveness Of Internal Audit 66.23
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.
26. To Complete Section One - Annual Governance And Accountability Return (Agar) 2022-23(circulated) 67.23
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
27. To Complete Section Two - Annual Governance And Accountability Return (Agar) 2022-23(circulated) 68.23
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.
28. Items For Future Agendas 69.23
Old photo graphs of the village for the next newsletter.
29. Date Of Next Meeting 70.23
10th July 2023
30. To Resolve on whether the council should move into closed session, on the grounds of confidentiality, for discussion of the following agenda items. 71.23
N/a
31. To Discus Staffing And Administration 72.23
None.
There being no more business the meeting closed at 8:00 pm.