27 May Council Agenda
Sutton Bridge Parish Council
Meeting Notice & Agenda
Notice is hereby given, and all members of the Council are duly requested to attend the Annual Meeting of the Parish Council to be held 19:00hrs Tuesday, 27 May 2025 in the Bridge Room of the Curlew Centre, Sutton Bridge
Claire Smith
Clerk to Sutton Bridge Parish Council
21 May 2025
AGENDA
1.To elect the chair for the year and to record the signing of their acceptance of office.
2.To elect the vice-chair for the year and to record the signing of their acceptance of office.
3.To receive apologies for absence.
4.To readopt the Council’s Code of Conduct.
5.To receive declarations of disclosable pecuniary and other interests for items included on the agenda.
6.To receive any remarks from the chair.
7.To receive representations from members of the public (5 minutes)
8.To approve the minutes of the meeting held on Tuesday, 22 April 2025 and 13 May 2025
9.To consider any police matters
10.To receive the clerk’s report – outstanding matters not on the agenda.
11.To receive reports from District and County Council Councillors.
01.County Cllr R Woods
02.District Cllrs Booth and Brewis
12.To make appointments to committees and working parties. Link to Draft Structure
01.Finance Committee.
02.Personnel Committee.
03.Open Spaces, Burial Ground and Allotments Committee.
04.New Pavilion Committee.
05.Events Working Party.
13.To make nominations for representatives on outside bodies
01.Allen’s Charity
02.Phillips Charity
03.Blanks Charity
04.King’s Lynn Advisory Group, The Wash & North Norfolk Marine Partnership
05.Voluntary car scheme
06.Lincolnshire Association of Local Councils (LALC)
07.Sutton Bridge emergency response team.
14.Financial matters.
01.To approve the April bank reconciliation and cash book.
02.To approve payments to 27 May 2025, including any late payments notified by the clerk.
03.To note receipts:
04.To note LGA 1972, s137 expenditure for y/e 31/03/25 of £43.98 was within the limit of £10.81 per elector
05.To appoint bank account signatories (current signatory Cllr Brewis, Cook, Middleton, Scarlett, Philpott).
06.To receive the annual internal audit certificate 2024/25 (AGAR page 3 of 6).
07.To receive the final internal auditor’s report for 2024/25 and to resolve on recommendations.
08.Considering each statement in turn, to agree and approve responses to the annual governance statement 2024/25 (AGAR page 4 of 6).
09.To approve the annual accounting statements 2024/5 (AGAR page 5 of 6).
10.To approve the explanation of variance 2024/25.
11.Subject to confirmation of costs, to resolve to appoint LALC as the internal auditor for the financial y/e 31/03/2026.
12.To approve the Council’s Annual Investment Strategy 2025-2026.
15.To receive feedback from the Parish Assembly on 13th May 2025 and consider a loan from SHDC to cover any shortfall in the Play Zone match funding, up to a Maximum of £68,000.
16.To receive a report regarding damage to a fence bordering the Memorial Park and Tycho Close, and consider actions to secure the area
17.To consider separate requests to place two memorial benches in the Garden of Rest.
18.To receive and consider correspondence from an allotment tenant regarding their plot.
19.Councillor Surgery – to note date of the next surgery and consider feedback from the previous surgery, including a request to consider extending the opening of the public toilets at the Curlew Centre.
20.To consider recent correspondence
21.To consider commenting on planning applications to be considered by South Holland District Council
22.To note South Holland District Council planning decisions.
23.To receive Committee and Working Party reports.
01.New Pavilion Committee.
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To note minutes from meeting on 15 April 2025
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To receive report
02.
I. Events
03.Other committee or working party reports.
24.To receive outside body representative reports.
01.Other outside body representative reports.
25.Annual review of the Council’s fees and charges.
01.Cemetery Fees (last increase April 23)
02.Garden allotment fees (need reviewing this year)
26.To note agreements and arrangements with outside bodies.
01.Agreement to April 2026 with LCC to maintain the East Bank picnic site.
02.Rolling annual agreement to undertake highways verge grass cutting on behalf of LCC.
03.Ongoing agreement to provide agency litter picking on behalf of SHDC.
04.Grass cutting agreement to 31/12/25 with Heronwood Landscapes.
05.Farm Business Tenancy Agreements.
06.Garden allotment agreements.
07.Rolling 12-month verbal agreement with the Curlew Centre for the use of the Parish Council office.
08.Long-term insurance undertaking with BHIB to 29/09/25 and Electric Vehicle Insurance to 15/06/25
09.Talk Talk contract for the next 24 months
10.Electric Charging unit agreement with SHDC
11.E Power Trucks Service agreement @£275.00 (2025-26).
27.To note and approve continuing subscriptions.
01.National and Lincolnshire Association of Local Councils (NALC & LALC) @ £831.80 (2025-26).
02.The Society of Local Council Clerks (SLCC) on behalf of the clerk @ £288.00 (2024-25)
03.Institute of Cemetery and Crematorium Management (ICCM) @ £105 (2025-26).
04.Information Commissioner’s Office Data Protection Registration @ £35 p.a. (2025-26)
05.Microsoft 365 Business Standard two-user subscription @ £276.48 (2025-26).
06.Microsoft 365 Business Basic eleven-user subscription @ £646.80 (2024-25).
07.Adobe Acrobat Pro two-user subscription @ £399.36 p.a.
08.Parish On-line Mapping @ £160.00.
09.Domain – suttonbridge-pc.gov.uk @ £110 biennial
10.Scribe Accounts package @ £660.00 (2025-26)
28.Council policies and procedures.
01.To readopt existing policies and procedures
ii.Financial Regulations (revised in accordance with The Procurement Act 2023 and the Procurement Regulations 2024).
iii.Risk Register.
xi.Tree policy.
xiv.CCTV policy.
xviii.Equality policy.
29.To approve the dates of ordinary meetings of the Council for the year, to start at 19:00hrs.
30.To approve the date of the Annual Assembly of the Parish Meeting, 19:00hrs Tuesday 10 March 2026.
31.To approve the date of the annual Propeller Memorial Service 15:00hrs Sunday 7 September 2025
32.To receive representations from members of the public (10 Minutes).
34.To consider a letter to be sent to all holders of exclusive rights of burial concerning existing plots.
35.To consider any quotes for works [confidential, as matters relate to commercial negotiations].
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i. Memorial Park
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ii. Propeller Service Refreshments.
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36.To consider any staffing & administration matters confidential as matters relate to conditions of employment, pending grievance or disciplinary proceedings, or other personal matters].