Minutes 2025

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Draft Minutes of the Sutton Bridge Parish Annual Meeting of the Parish Council held 19:00hrs Tuesday, 27 May 2025, in the Curlew Centre Bridge Room, Sutton Bridge.

Present:  Cllr Trevor Baldry, Cllr Michael Booth, Cllr Chris Brewis, Cllr Diane Cook, Cllr Tony Judd, Cllr Jeanette Kirby–Fox, Cllr Sue McLaughlin, Cllr Michelle Pitt, Cllr A Scarlett, Mrs. C Smith (clerk), Mrs K Croxford (admin. assistant). County Cllr R Woods (from 19:05hrs)  Absent: Cllr M Middleton, Cllr M Philpott .Members of the Public: Five

Unless otherwise stated, actions are to be undertaken by the clerk.

25.096. It was resolved to elect Cllr Middleton for the year. The clerk would arrange for Cllr Middleton to sign the chair’s declaration of office, which would be witnessed by the clerk.

25.097. It was resolved to elect Cllr S McLaughlin as vice chair for the year. Cllr McLaughlin signed the vice chair’s declaration of office, witnessed by the clerk. In the absence of Cllr Middleton Cllr McLaughlin then chaired the meeting.

25.098. Apologies received from Cllrs Middleton & Philpott.

25.099. It was resolved to re-adopt the Code of Conduct as circulated; all members had signed a copy.

25.100. Cllr M Booth declared an interest in allotment agenda items as a family member was a Council tenant.

25.101. There was no chairs report

25.102. There were no public representations received

19:05 hrs County Cllr R Woods entered the meeting.

25.103. It was resolved to approve the minutes of the 22 April 2025 and 13 May 2025.

25.104. There were no police matters

25.105. Clerks Report

i. Play Area vandalism – the safety matting had been refitted at a cost of £700. The existing CCTV camera in that area had been reviewed with a view to either restoring it to working order or replacing it with a solar powered alternative. Unfortunately, both options presented certain complications and were not straight forward to implement. This may be something for Council to revisit once the Play Zone and Pavilion projects had been completed. 

ii. The Fire Service had left posters in the Memorial Park to try and deter further arson attacks in the area.

iii. Tequila Circus was due to arrive on the 1 June for two weeks.

iv. Speechley’s Land – Solicitors had been in contact to ask for a signatory to confirm four land charges that do not relate to the land in question. Before signing, further evidence had been requested to verify the information prior to the land being registered.

v. The previous request for a dog show in the Memorial Park for May was now not possible and would now be likely to be considered for September. Dates would be investigated. 

25.106. Cllr R Woods reported on the following LCC (Lincolnshire County Council) matters please see appendix 1

25.107. Cllr Brewis reported on the following SHDC (South Holland District Council) matters:

i. Thanks were expressed to Councillor Andrew Woolf for all his service to the Council and the community during his time as Chair of the District Council, he now had stepped down from the role.

ii. Housing matters - a report had complimented on how things had improved with tenants. 

iii. Tree planting in the Memorial Park – a youth member of the public was willing to help with the tree planting in the autumn.

25.108. Cllr Booth reported on the following SHDC (South Holland District Council) matters.

i. Congratulations were expressed to Cllr R Woods on his new appointment with the County Council and welcomed him to the meeting. 

ii. The matter of fly tipping and fires in the area had been brought up at the District Council and it had been asked if the opening times for the Recycling Centre in West Marsh Road, Spalding could be increased from three days to five days, this would be investigated.

iii. The portfolio holder would look into a possible campaign to encourage people to take their litter home.

iv. East Lindsey District Council currently imposes fines of £1,000 for fly tipping. SHDC to look into the possibility of increasing its penalties in line with this. 

v. The Police had closed three shops in Spalding for selling illegal vapes.

vi. Congratulations were given to a member of the public for raising £3,000 for prostate cancer

vii. Cllr Judd reported fly tipping again on the East Bank – Cllr M Booth would forward the information to the district.

25.109. Committees and Working Parties.

i. It was resolved to appoint Cllrs Cook, Kirby-Fox, Middleton, Philpott, Scarlett on to the Finance Committee.

ii. It was resolved to appoint Cllrs Judd, Kirby-Fox, Mclaughlin, Pitt, Scarlett on to the Personnel Committee

iii. It was resolved to appoint Cllrs Baldry, Brewis, Kirby-Fox, Mclaughlin, Middleton on to the Open Spaces, Burial and Allotments Committee.

iv. It was resolved to appoint Cllrs Cook, Mclaughlin, Middleton, Philpott, Scarlett on to the New Pavilion Committee.

v. It was resolved to appoint Cllrs Baldry, Kirby-Fox, Pitt onto the Events working party. 

25.110. It was resolved to make the following representations on outside bodies:

i. Allens Charity – Cllr Cook, Philpott, Scarlett

ii. Phillips Charity – Mclaughlin, Middleton

iii. Blanks Charity – Philpott, Cook

iv. Kings Lynn Advisory Group, The Wash & North Norfolk Marine Partnership – Cllr Kirby-Fox 

v. Voluntary car scheme – Cllr Brewis was already a member and would report back  

vi. Lincolnshire Association of Local Councils (LALC) – Cllr Brewis

vii. Suttons Emergency Response Team – Cllrs Booth and Pitt.  

25.111. Financial Matters 

i. It was resolved to approve the April cash book and bank reconciliation.

ii. It was resolved to approve payments to 27 May 2025 as in appendix 2. Cllrs Middleton and Scarlett would authorise bank payments.

iii. Receipts for the year so far £98,813.10 including £96K Precept, £593.13 Allotment rent, £169.97 Bank interest, £1,745 Burial ground fees, Fair £305 and the end of quarter March 25 VAT reclaim of £12,507.05.

iv. It was noted that LGA 1972, s137 expenditure for y/e 31/3/25 of £43.98 was within limit of £10.81 per elector.

v. It was resolved to appoint Cllrs Brewis, Cook, Middleton, Philpott, and Scarlett as bank account signatories.

vi. As the annual internal auditor’s report had not been received agenda items six to ten would be again deferred to the next meeting 

vii. Enquiries would be made for an internal auditor for the financial y/e 31/03/26.   

viii. It was resolved to approve the Councils Annual Investment Strategy 2024-25.

25.112. Feedback from Parish Assembly. 

i. The Parish Assembly was held on the 13 May 2025, discussions were made about the Playzone and the possibility of a loan being considered to cover any shortfall these costs would then be precepted. This was estimated to be around £2.78, although this figure could be less for those residents with properties in lower bands

ii. It was resolved to consider a loan for an amount which would be significant enough to complete the project.

25.113. Fence

i. It was reported that a boundary fence had been vandalised from the Memorial Park through to Tyco Close. It was decided to contact the district planning office for advice and seek quotes for a replacement chain link fence. 

25.114. It was resolved to defer the request for two memorial benches to the Open Spaces/Allotments and Burial Ground committee 

25.115. It was resolved to move the allotment correspondence agenda item into closed session on the grounds of confidentiality. 

25.116. Councillor Surgery

i. Public Toilets – a request to extend the opening times of the toilets had been received. SHDC would be contacted to see if arrangements could be made to open them for longer with the help from the Parish Council. 

25.117. Correspondence 

i. A letter had been received regarding an overgrown hedge on the road from Gedney Drove End/ Lutton Marsh to Sutton Bridge – A copy of the letter would be forwarded to County Cllr R Woods to look into.

ii. Conrad Energy – Large vehicle movements were planned from Sutton Bridge to Walpole over the coming dates: 18 May, 22 May, 22 June, 29 June, 6 Jul and 13 July between the hours of 6am to 19:00hrs dependent on the size of the equipment. 

iii. Temporary Traffic Restriction (TTR) – A17 road closure due to maintenance work on the Cross Keys Bridge from 19:00hrs to 06:00 on the 5 and 6 June 2025. 

25.118. Planning Applications

i. Cllr Brewis declared an interest as a member of the planning committee and did not participate in the vote.

ii. H18-0445-25: Bould Minerals and Polymers, West Bank, Sutton Bridge. Details of soakaway the disposal of surface water (condition of H18-0310-23). No comment

iii. H18-0428-25: New House Nursery, Hospital Drove, Long Sutton. Removal of agricultural occupancy (condition 5 under H18-0910-89). It was resolved to support

iv. H18-0416-25: Adjacent to 37 New Road Sutton Bridge. Details of existing & proposed site and floor levels (condition 3 H18-1043-23). No comment 

v. H18-0398-25: Bridge Hotel, 4 Bridge Road, Sutton Bridge. Details of means of surface water disposal (condition 3 of H18-0463-24) No comment 

25.119. Planning Decisions

i. H18-0331-25: Betula Wharf, Sutton Bridge. Eection of Dwelling. Approved

ii. H18-0314-25: Adj 185 Avenue Farm Road, Sutton Bridge. Proposed barn conversion. Approved 

iii. H18-0240-25: Bridge Hotel, 4 Bridge Road, Sutton Bridge. Change of use Class 1 to Class 3. Refusal

iv. H18-0193-25: New House Nursery, Hospital Drove, Long Sutton. Occupation of dwelling by persons not employed in agriculture. Approved. 

25.120. Committee and Working Party Reports 

01. New Pavilion

i.   The minutes from the meeting on the 15 April 2025 were noted.

ii.  The clerk reported that the Pavilion Committee did not meet this month, she would contact   South Holland District Council regarding the loan.

02. Events

i.   Cllr Pitt reported that the VE Day 80 joint event with St Matthews Church and Sutton Bridge Constitutional Club had gone well, it was nice to see so many people had supported it. 

03. There were no other committee and working party reports. 

25.121. There were no outside body representative reports. 

25.122. Annual Review of Council’s fees and charges

i. Cemetery Fees. It was resolved to increase fees by 5% and round up to the nearest £5.00 if necessary.

20:25 hrs Cllr M Booth and Cllr Judd left the meeting.

ii. Garden Allotment Rent. It was resolved to give tenants notice of a rent review for 2026/27. 

20:27 hrs Cllr Booth and Cllr Judd returned to the meeting.

iii. Publications Scheme Charges. It was resolved for the charges to remain the same as last year.

20:31hrs Cllr R Woods left the meeting. 

25.123. Annual Review of the Council’s fees and charges.

i. Agreement to April 2026 with LCC maintain the East Bank picnic site.

ii. Rolling annual agreement to undertake highways verge grass cutting on behalf of LCC.

iii. Ongoing agreement to provide agency litter picking on behalf of SHDC.

iv. Grass Cutting agreement to 31/12/25 with Heronwood Landscapes

v. Farm Business Tenancy Agreements

vi. Garden allotment agreements 

vii. Rolling 12-month verbal agreement with the Curlew Centre for the use of the Parish council office

viii. Long -Term insurance undertaking with BHIB to 29/09/25 and Electric Vehicle Insurance to 15/06/25

ix. Talk Talk contract for the next 24 months.

x. Electric Charging unit agreement with SHDC

xi. E Power Trucks Service agreement @ £275.00 (2025-26)

xii. It was resolved to approve all Council’s fees and charges en bloc.

25.124. Subscriptions

       i. National and Lincolnshire Association of Local Councils (NALC & LALC) @£831.80 (2025-26)

ii. The Society of Local Council Clerks (SLCC) on behalf of the clerk @ £288.00 (2024-25)

iii. Institute of Cemetery and Cremation Management (ICCM) @ £105 (2025-26)

iv. Information Commissioners Office Data Protection Registration @ £35 p.a. (2025-26)

v. Microsoft 365 Business Standard two user subscription @ £276.48 (2025-26)

vi. Microsoft 365 Business Basic eleven -user subscription @ £646.80 (2024-25)

vii. Adobe Acrobat Pro two-user subscription @ £399.36 (2025-26)

viii. Parish On-Line Mapping @ £160.00

ix. Domain -suttonbridge-pc.gov.uk @ £110.biennial

x. Scribe Accounts package @ £660.00 (2025-26)

xi. It was resolved to approve all continuing subscriptions en bloc. 

25.125. Council Policies and procedures

 i. Standing Orders

ii. Financial Regulations (revised in accordance with The Procurement Act 2023 and The Procurement Regulations 2024)).

iii.    Risk Register

iv. Complaints Procedure

v. Freedom of Information policy 

vi. Data Protection policy

vii Privacy Policy for Customer Contact

viii. Model Publication Scheme

ix. Document retention policy

x. Grant awarding policy

xi. Tree policy

xii. Councillor vacancy and co-option policy

xiii. Recordings at meeting policy

xiv. CCTV policy

xv. Planning Policy

xvi Policy for dealing with the press/media.

xvii. Sickness & absence policy

xviii Equity policy

xix. Disciplinary & grievance procedure

xx. Child protection & vulnerable adults safeguarding policy

xxi. It was resolved to readopt all Councils policies and procedures en bloc with amendments made to Standing Orders and Financial Regulations as circulated.

25.126. It was resolved to approve the dates of the ordinary meetings of the council for the year noting the change of date for the April meeting now to be on the 21 April 2026 

25.127. It was resolved to approve the date of the Annual Assembly of the Parish Meeting, 19:00hrs Tuesday 10 March 2026 

25.128. It was resolved to approve the date of the annual propeller Memorial Service 15:00hrs Sunday 7 September 2025

25.129. Public Participation.

i. A member of the public asked if a member of the Council could be a representative on the new Sutton Bridge Youth Centre committee. Cllr A Scarlett confirmed she was willing to represent the Council. Cllr M Booth confirmed that he had started to work with the group

ii. It was questioned if Cllr Booth could merge the raising awareness of fly tipping /litter and whom to report it to. Problems with residents leaving rubbish out early and the problems it caused in the area were reported.

iii. Cllr Kirby Fox reported there were ten houses in Tyco Close effected by the damaged fence.

25.130. It was resolved to move into closed session in accordance with the Public Bodies (Admission to Meetings) Act 1960 s.1(2).

20:47 hrs Five members of the public left the meeting. 

25.131. Allotment Correspondence (agenda number 18). Cllr M Booth declared an interest and did not participate in the vote.

i. It was resolved to allocate the plot to a further tenant on the waiting list following circumstances reported. 

25.132. It was resolved to send a letter to all holders of exclusive rights concerning existing plots.

25.133. Quotes for work

i. It was resolved to authorise the clerk, in consultation with the Chair or Vice-Chair, to approve work in the Memorial Park for the spraying of weeds around the boundary

ii. It was resolved to approve the quote for the refreshments for the Propeller services @ £8.50 per head.

25.134. Staffing & Administration Matters 

i. The clerk reported on staffing matters.

The chair closed the meeting at 21:07hrs

Appendix 1 

County Councillor Report to Sutton Bridge Parish Council -Councillor for The Suttons Division Date: 27 May 2025 

Introduction to me, a little bit about my background. 

 1. Lincolnshire County Council Full Council Meeting – 23 May 2025 

Leadership Appointments: 

At the Full Council meeting on 23 May 2025, Lincolnshire County Council appointed a new Leader, Deputy Leader, and Executive. Details of these appointments can be found on the Lincolnshire County Council’s official Facebook page.   

Meeting Documentation: 

The full webcast of the meeting, along with associated documents, is available for public viewing on the Lincolnshire County Council’s website. 

I have been appointed as vice-chairman to the Audit committee & placed on the pensions committee and the environment committee. 

  2. Local Developments in Sutton Bridge 

King Charles III England Coast Path Expansion: Three additional sections of the King Charles III England Coast Path have been opened in Lincolnshire, enhancing accessibility to the county’s coastline. This expansion includes a 124-mile-long walking route from Sutton Bridge to Barton-upon-Humber, offering unique wildlife walks and promoting tourism in the area.    

I have confirmed my support for a bus stop clearway on Bridge Road, opposite the junction to Falklands Road. There were concerns raised about the bus stop being regularly obstructed by parked cars in the layby, which has resulted in elderly and vulnerable residents not being able to access the bus from the high kerb. The clearway will ensure unrestricted access for scheduled bus services by prohibiting the stopping, waiting and loading of any vehicle except a bus. The clearway will be in operation between the hours of 6am to 9pm. 

3. Upcoming Events 

 D-Day 80 Commemoration: Sutton Bridge Parish Council is hosting an event on 6 June 2025 to commemorate the 80th anniversary of D-Day. The event will feature singing and the lighting of the beacon of peace.  Do you need anything from me? 

 Conclusion: I am available to discuss any of these points further and welcome any questions or concerns the Parish Council may have. 

  Prepared by: Robbie Woods 

County Councillor for The Suttons Division