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, 26 May 2026 in the Bridge Room of the Curlew Centre, Sutton Bridge
Claire Smith
Clerk to Sutton Bridge Parish Council
19 May 2026
clerk@suttonbridge-pc.gov.uk
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, 28 April 2026
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 existing structure
01. Finance Committee.
02. Personnel Committee.
03. Open Spaces, Burial Ground and Allotments Committee.
04. New Pavilion Committee
05. Playzone Steering group.
06. Events Working Party.
13. To make nominations for representatives on outside bodies
01. Allen’s & Blanks Charity
02. Phillips Charity
03. King’s Lynn Advisory Group, The Wash & North Norfolk Marine Partnership
04. Voluntary car scheme
05. Lincolnshire Association of Local Councils (LALC)
06. Sutton Bridge emergency response team.
07. Sutton Bridge Youth Club
14. Financial matters.
01. To approve the April bank reconciliation and cash book.
02. To approve payments to 26 May 2026, including any late payments notified by the clerk and note the two members authorising bank payments.
03. To note receipts for April 26:
04. To note LGA 1972, s137 expenditure for y/e 31/03/26 of £201.62 was within the limit of £11.10 per elector
05. To appoint bank account signatories (current signatories Cllr Brewis, Cook, Middleton, Scarlett, Philpott, Kirby-Fox).
06. To receive the annual internal audit certificate 2025/26 (AGAR page 3 of 6).
07. To receive the final internal auditor’s report for 2025/26 and to resolve on recommendations.
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08. Considering each statement in turn, to agree and approve responses to the annual governance statement 2025/26 (AGAR page 4 of 6).
09. To approve the annual accounting statements 2025/6 (AGAR page 5 of 6).
10. To approve the explanation of variance 2025/26.
11. Subject to confirmation of costs, to resolve to appoint LALC as the internal auditor for the financial y/e 31/03/2027.
12. To approve the Council’s Annual Investment Strategy 2026-2027.
15. To receive an update on the conveyancing of Lime Street and Princes Park
16. To consider a request from LIVES for support
17. To consider a request from a local group of volunteers to use the Park for a Youth Football project
18. Councillor Surgery – to note date of the next surgery and consider feedback from the previous surgery.
19. To consider recent correspondence
20. To consider commenting on planning applications to be considered by South Holland District Council
21. To note South Holland District Council planning decisions.
22. To receive Committee and Working Party reports.
01. New Pavilion Committee.
I.
To receive report
02. Open Spaces, Burial and Allotments
I. To consider recommendations from the committee on changes to the rules and regulations
03. PlayZone Steering Group
i. To receive and consider the agreement with Clubspark for the gate and security software
04. Other committee or working party reports.
23. To receive outside body representative reports.
01. Other outside body representative reports.
24. Annual review of the Council’s fees and charges.
01. Cemetery Fees (last increase April 25)
02. Garden allotment fees (need reviewing this year)
03. Publication Scheme Charges.
25. To note agreements and arrangements with outside bodies.
01. Agreement to April 2027 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 31/12/26 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 29/09/26 and Electric Vehicle Insurance to 15/06/26
09. Talk Talk contract for the next 24 months
10. Electric Charging unit agreement with SHDC
11. E Power Trucks Service agreement @£275.00 (2026-27).
26. To note and approve continuing subscriptions.
01. National and Lincolnshire Association of Local Councils (NALC & LALC) @ £857.56 (2026-27).
02. The Society of Local Council Clerks (SLCC) on behalf of the clerk @ £298.00 (2025-26)
03. Institute of Cemetery and Crematorium Management (ICCM) @ £110 (2026-27).
04. Information Commissioner’s Office Data Protection Registration @ £52 p.a. (2025-26)
05. Microsoft 365 Business Standard two-user subscription @ £276.48 (2026-27).
06. Microsoft 365 Business Basic eleven-user subscription @ £728.64 (2025-26).
07. Adobe Acrobat Pro two-user subscription @ £479.28 p.a.
08. Parish On-line Mapping @ £192.00.
09. Domain – suttonbridge-pc.gov.uk @ £120 biennial
10. Scribe Accounts package @ £792.00 (2026-27)
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27. Council policies and procedures.
01. To readopt existing policies and procedures
i. Standing Orders.
ii. Financial Regulations
iii. Risk Register.
iv. Complaints procedure.
v. Freedom of Information policy.
vi. Data protection policy.
vii. Privacy Policy for Customer Contact.
viii. Publication Scheme.
ix. Document retention policy.
x. Grant awarding policy.
xi. Tree policy.
xii. Councillor vacancy and co-option policy.
xiii. Recordings at meetings policy.
xiv. CCTV policy.
xv. Planning policy.
xvi. Policy for dealing with the press/media.
xvii. Sickness & absence policy.
xviii. Equality policy.
xix. Disciplinary & grievance procedure.
xx. Child protection & vulnerable adults safeguarding policy.
02 To adopt the following policies
i.
Expenses Policy for Councillors
ii.
Gifts and Hospitality
28. To approve the date of the Annual Assembly of the Parish Meeting, 19:00hrs Tuesday 30 March 2027.
29. To approve the date of the annual Propeller Memorial Service 15:00hrs Sunday 6 September 2026
30. To receive representations from members of the public (10 Minutes).
31. To resolve to move into closed session on the grounds of confidentiality in accordance with the Public Bodies (Admission to Meetings) Act 1960 s.1(2)
32. To consider any quotes for works [confidential, as matters relate to commercial negotiations].
i.
i. Propeller Service Refreshments.
ii.
33. To consider any staffing & administration matters [confidential as matters relate to conditions of employment, pending grievance or disciplinary proceedings, or other personal matters