18th September
Minutes of the Lutton parish council meeting held in Lutton village hall on 18th September 2023
Presiding over the meeting: Cllr Wilkinson
In attendance: Cllr J Wilkinson, Cllr E Woodhouse, Cllr L Mumbray, Cllr N Whittingham, Cllr A Ludlam, District Cllr Tyrrell, Mrs C Matthews (Parish Clerk) and 1 public member.
Public Forum, Items raised by public:
None.
1. Apologies For Absence with reasons 96.23
The Council resolve to accept apologies from Cllr Richards and County Cllr Coupland.
2. Declarations of Interest – To receive Declarations of Interest in accordance with the Localism Act 2011 and to consider any applications of dispensation. 97.23
None.
3. Signing of The Minutes 98.23
Notes from the meeting on 10th July 2023 were taken as read and the Council resolved to accept them as minutes.
4. Financial Matters 99.23
a. Items for payment under Sec 137:
None.
b. Accounts for payment
Date, Payee, Item, Chq No, Net
05/07/23, Lutton PCC, Reimburse clock winding, BACS, £ 260.00
05/07/23, N J Pacey Landscaping Ltd, Ground Maintenance June, BACS, Net £ 1,232.10, VAT £ 246.42, Gross £ 1,478.52
21/07/23, Lutton PCC, Flower festival grant, BACS, £ 200.00
28/07/23, C Matthews, Wages July, BACS, £ 699.60
28/07/23, C Matthews, Expenses July, BACS, £ 30.41
05/08/23, N J Pacey Landscaping Ltd, Ground Maintenance July & Pest control, BACS, Net £ 1,442.10, VAT £ 288.42, Gross £ 1,730.52
24/08/23, Playsafety Ltd, Annual inspection, BACS, Net £ 113.50, VAT £ 22.70, Gross £ 136.20
24/08/23, Anglian Water, Cemetery Water, BACS, £ 15.73
24/08/23, PKF Littlejohn LLP, AGAR , BACS, Net £ 315.00, VAT £ 63.00, Gross £ 378.00
28/08/23, C Matthews, Wages August, BACS, £ 699.60
28/08/23, C Matthews, Expenses August, BACS, £ 30.41
31/08/23, N J Pacey Landscaping Ltd, Ground Maintenance August, BACS, Net £ 1,232.10, VAT £ 246.42, Gross £ 1,478.52
11/09/23, HMRC, Clerk Tax, BACS, £ 38.40
The council resolved to make the above payments as put before them.
c. Money in
Date, Payer, Item, Pay In Slip No, Net
17/07/23, R King Memorials, Ashes memorial, BACS, £ 50.00
15/08/23, M J Coates, Memorial and ashes memorial , 000032, £ 125.00
18/08/23, Morris & Haynes FS, Ashes internment , 000033, £ 50.00
24/08/23, F E Walton FS, Ashes internment , 000034, £ 50.00
29/08/23, Thornalley Funeral Service, Burial and reservation, BACS, £ 220.00
5. Chairman’s Remarks 100.23
The Chairman reported the Church Flower Festival was excellent, the Church looked lovely and there was good attendance all weekend. A gazebo was set up in the grounds behind the church, where refreshments were served. The church raised approximately £4000.00.
6. Police Matters 101.23
On 19th August, a report was made to the Police as a man was camping on the playing field. The Police attended, however, the man had already gone, therefore, no further action can be taken.
7. Clerk’s Report 102.23
All correspondence from the previous meeting has been dealt with and replies sent where needed.
The VAT Reclaim for the first quarter has been submitted, totally £ 3,539.75.
Additional Planning updates (Item 10)
8. Receive Reports From District And County Councillors 103.23
District Cllr J Tyrell
Lincolnshire County Council underspent by £10m in the last financial year. Last year, Highways did not receive the £12m allocated to them and during the recent elections potholes was the biggest issue raised by public members. As a result, the £10m will be allocated to Highways for pothole repairs throughout the County. Jack is working for some of the £10m to be allocated to SHDC.
Lincolnshire County Council has litter picking packs available: Clerk to contact for a pack.
SHDC are sending a letter to all residents on 25th September with information on the updated routing system for refuse collection. The letter will advise if there are any changes to collection days. Once the new route is in place, SHDC will review the routing system for garden waste collections.
New wheelie bins for cardboard and paper are expected roll out in 2025. Food caddies are also being introduced in 2025.
David and Andy will be shadowing Jack in his role as Environmental Portfolio holder.
9. Correspondence 104.23
Unity Trust Bank – Statements
SHDC – Electorate monthly updates
SHDC – Community Newsletters (Circulated)
LALC – Weekly e-updates (Circulated)
ICO - Newsletters (Circulated)
Rural Services Network – Newsletter (Circulated)
LCC – Town & Parish Council Newsletter (Circulated)
UK Shared Prosperity – GRASSroots grant programme
PFK Littlejohn LLP – AGAR Conclusion report
Parishioner – Tree works enquiry
Lets Move Lincolnshire Connect 2023 – Registration information
10. Planning Matters 105.23
Update on previously discussed applications
H12-0188-23, G H Hoyles Ltd, Details on fencing (Condition 3 of H12-0577-23), Monmoth Lane, Lutton Gowts: SHDC Decision : Approved
H12-0586-23, Mr & Mrs Wyatt Grainge, Proposed read and side extensions, Picardy, Lutton Bank. : SHDC Decision : Approved
H12-0514-23, Mr M Penta, Erection of boundary fence (retrospective), 20 Gedney Road, Long Sutton: SHDC Decision : Approved
H12-0559-23 Mr M Penta, siting of static caravan to be used as annexe to main dwelling, 20 Gedney Road, Long Sutton: SHDC Decision : Approved
H12-0523-23, Mrs C Hyden, re-build brick boundary wall, patio area and installation of sewage treatment plant, Garnsgate Hall, Lutton: SHDC Decision : Approved
H12-0525-23, Mrs Hyden, re-build boundary wall and patio area, Garnsgate Hall, Lutton : SHDC Decision : Approved
H12-0632-23 Mr & Mrs Robinson, two storey rear extension, front porch and internal alterations, 14 Barholme Ave, Lutton : SHDC Decision : Refusal
Applications
H12-0632-23 Mr & Mrs Robinson, two storey rear extension, front porch and internal alterations, 14 Barholme Ave, Lutton. (Circulated - comments by 9th August 2023)
H12-0687-23 Multiflora Flowers Ltd, Construction of 5,360 sq mt glasshouse together with fresh water storage lagoon, Monmouth Lane, Lutton Gowts (Circulated – comments by 25th August 2023)
11. Cemetery Matters 106.23
Update on bench for cemetery
The Chairman has installed the bench. The Chairman will visit the cemetery to remove ivy in the coming weeks, to tie in with the garden waste collection lorry at the end of the month.
Update on gate repair works on Lowgate
Highways have marked out the road and verge area on Lowgate and Dear Love Gate. Once these groundworks have been completed, the gates will be removed, to make any adjustments for the new tarmac and to repaint. The sidegate on Dear Love Gate will also be repainted.
12. Highways & Footways 107.23
Update on outstanding matters
Parking – a complaint has now been made directly to Anglian Water (as they own them). Awaiting response.
To report any new matters.
Parking at St Nicholas Primary School – previous plans for parking restrictions were shelved as parishioners no longer wanted them, however, some parishioners have recently complained about parking issues again. County Cllr Coupland is investigating whether parking restrictions can be placed outside of the bungalows opposite the school only.
Tree on Village Green - some residents have commented on the walnut tree overhanging the path on Richard Busby Way. These works were highlighted in the recent tree survey and have been scheduled for completion in October.
Hedge on Puddingpoke Lane – Parishioner owned hedge has overgrown the verge edging, preventing cars from moving over to allow cars to pass. The issue was added to Fix My Street but sent back as it is the residents responsibility to trim the hedge.
Car parking on Puddingpoke Lane – a resident is parking on the lawn of a property which should only be accessed by cars from Richard Busby Way. Clerk to confirm if this restriction is in the planning application.
Lutton Garnsgate/Gedney Road triangle – The area is very overgrown, as it is no longer maintained by Long Sutton in Bloom. The issue has been logged on Fix My Street – awaiting response.
13. Allotments 108.23
Resolve on allotment rent from October 2024
To be discussed in Closed Session.
14. Play/open areas 109.23
Update on funding applications
This initial application to UKPFS was unsuccessful. Further information has been shared around the allocation of funding and a new branch of the scheme has been offered to Parish Councils called GRASSRoots, which will be capped at £24,999.00. The Clerk has submitted an application with a updated quotes from play equipment providers. District Cllrs J Tyrell and D Wilkinson have donated £2000 for match funding. The Clerk will continue to submit applications.
Resolve on Ground Maintenance Tender
To be discussed in Closed Session.
Discuss RoSPA Annual Inspection Report
The report was discussed. There were some loose bolts and splinters highlighted on the new equipment : Clerk to request Playdale attend to resolve.
15. Noticeboards 110.23
Update on new noticeboard at Primary School.
The Chairman has installed the new noticeboard.
16. Update On Community Speed Watch Group 111.23
Ther Clerk has contacted Gedney and Sutton Bridge Parish Councils to suggest joining groups. Sutton Bridge group is recently formed and is recruiting volunteers but may be open to sharing areas.
Cllr Whittingham has recruited 3 volunteers and is identifying locations where the speed recording could take place.
17. Resolve On Insurance Renewal Policy 112.23
The Council resolved to accept the renewal quote. The clerk will discuss insurance of the Civic Society War Memorial Bench with the Society.
18. Review the below policies and risk assessments: 113.23
Data Protection
Data Protection GDPR
GDPR Subject Access Request Procedure
GDPR Data Breach Policy
GDPR Retentions Policy
Discipline & Grievance Policy
Expenses Policy
Sickness & Absence Policy
Finance risk assessment
These was discussed. The Council resolved mark as reviewed for another year.
19. Events 114.23
Resolve on Christmas tree and requirements for Santa visit
The Chairman will purchase the Christmas tree for the village green and aim to have it up the first weekend of December. The Santa visit will follow the same route as last year. The Council resolved a budget of £200.00 to provide refreshments and will discuss using the Church again with the PCC.
20. Items For Future Agendas 115.23
None.
21. Date of next meeting 116.23
13th November 2023
22. To Resolve on whether the council should move into closed session, on the grounds of confidentiality, for discussion of the following agenda items. 117.23
This was proposed, seconded and resolved.
7:45 District Cllr Tyrell and 2 public members left the meeting.
23. To Discus Staffing and Administration 118.23
None.
Allotments
The Council discussed whether notice should be given to allotment holders with Farm Business Tenancy Agreements. If given, the rent could be reviewed from October 2024. The Council resolved to give Notice, through the Land Agent.
Ground Maintenance Tender
This was discussed. The Council resolved to accept the quote from N.J Pacey Landscapers for a three year term from March 2024.
There being no more business the meeting closed at 8:00 pm.