26 May Council Meeting
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Draft Minutes of the Sutton Bridge Parish Annual Meeting of the Parish Council held 19:00hrs Tuesday, 26 May 2026, in the Curlew Centre Bridge Room, Sutton Bridge.
Present: Cllr Trevor Baldry, Cllr Chris Brewis, Cllr Tony Judd, Cllr Janette Kirby–Fox, Cllr Mary Middleton, Cllr Melvyn Philpott, Cllr Michelle Pitt, Cllr Anne Scarlett, Mrs. C Smith (clerk), Mrs K Croxford (admin. assistant). County Cllr R Woods (from 19:10hrs)
Absent: Cllr Booth and Cook Members of the Public: Six
Unless otherwise stated, actions are to be undertaken by the clerk.
26.093. It was resolved to elect Cllr Pitt as chair for the year 2026-27. Cllr Pitt signed the chair’s declaration of office, witnessed by the clerk.
26.094. It was resolved to elect Cllr Kirby- Fox as vice chair for the year 2026-27. Cllr Kirby-Fox signed the vice chair’s declaration of office, witnessed by the clerk.
26.095. Apologies were received from Cllrs Booth and Cook.
26.096. It was resolved to re-adopt the Code of Conduct as circulated; all members had signed a copy.
26.097. There were no declarations of interests.
26.098. Chairs report.
i. Cllr Pitt thanked members for voting for her to be Chair for the forthcoming year and said she had big shoes to fill. On behalf of the Council, she expressed thanks to Cllr Middleton and Mrs McLaughlin for all the hard work they had contributed to the Council.
26.099. Public representations
i. A member of the public reported an incident in the Memorial Park involving a dog off the lead and racial verbal abuse. The clerk would ask if the dog warden could visit the park.
ii. It was asked if Council had heard anything about the hairdressers becoming an off licence. The chair commented that nothing had been heard.
19:10hrs County Cllr Woods entered the meeting.
26.100. It was resolved to approve the minutes of the 28 April 2026, they were signed by the Chair.
26.101. There were no police matters.
26.102. Clerks Report
i. Resignation – Mrs S. McLaughlin had resigned from the Parish Council, and the vacancy had been forwarded to South Holland District Council. SBP should hear by 4 June 2026 if an election has been called; if not, a member could be co-opted at the next Council meeting.
ii. Playzone – A start date had been confirmed as 15 June 2026. A small event in the Memorial Park was to be organised to mark the start of the project, and funders had been invited to attend. The Steering Group had met, and a new job position for 10 hours a week on a two-year contract to manage the Playzone would be advertised in the coming weeks.
iii. Councillor Volunteer Scheme – Following a meeting this morning with County Cllr Woods and an officer from Lincolnshire County Council, areas had been identified where vegetation around the Memorial Park could be cut back. A pathway from Railway Lane North to the Playzone would also be explored, where the volunteer scheme could provide the labour if the Council could provide the materials. The officer would get back to us with further information.
26.103. Cllr R Woods reported on the following LCC (Lincolnshire County Council) matters.
i. He commented that there was not much to report on, only that the last few weeks he had been
helping residents with issues and dealing with potholes. There had been forty potholes along Spendla’s lane in Long Sutton this had now been completed.
26.104. Cllr Brewis reported on the following SHDC (South Holland District Council) matters:
i. He had been with district councillors looking at areas of fly-tipping, especially those at Wingland.
ii. The South East Lincolnshire Partnership was looking at ways to promote tourism within the area.
iii. He had been watering the new hedge plants in the Memorial Park and commented that weeds were now growing around them and choking the new plants; these needed to be removed immediately.
i. Cllr Booth and Cllr Brewis were to provide a grant to help with the maintenance of the outside garden area at the Curlew Centre. This would be paid to the Parish Council so that funds could then be provided to those concerned.
ii. South Holland District Council had released a statement regarding asylum seekers being housed in the new development on the old Bridge Hotel site. This was considered unacceptable, and Cllr Brewis had started a petition to oppose this. The Clerk reported that she believed the group that had opposed the proposed asphalt plant was arranging a meeting concerning the matter.
26.105. 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 Brewis, Judd, Kirby-Fox, Philpott, Scarlett on to the Personnel Committee
iii. It was resolved to appoint Cllrs Baldry, Brewis, Kirby-Fox, Middleton, Philpott on to the Open Spaces, Burial and Allotments Committee.
iv. It was resolved to appoint Cllrs Cook, Judd, Middleton, Philpott, Scarlett on to the New Pavilion Committee
v. It was resolved to appoint Cllr Kirby- Fox, Philpott, Scarlett on to the Playzone Steering group.
vi. It was resolved to appoint Cllrs Baldry, Kirby-Fox, Pitt onto the Events working party.
26.106. It was resolved to make the following representations on outside bodies; the clerk would look into the membership for the Blanks and Phillips charity:
i. Allens Charity – Cllr Cook, Philpott, Scarlett
ii. Blanks & Phillips Charity – it was agreed to confirm how many places were SBPC nominated places and confirm nominations at the next meeting.
iii. Kings Lynn Advisory Group, The Wash & North Norfolk Marine Partnership – Cllr Kirby-Fox
iv. Voluntary car scheme – Cllr Brewis
v. Lincolnshire Association of Local Councils (LALC) – Cllr Brewis
vi. Sutton Bridge Emergency Response Team – Cllrs Booth and Pitt
vii. Sutton Bridge Youth Group – Cllr Brewis.
26.107. Financial Matters
i. It was resolved to approve the April cash book and bank reconciliation.
ii. It was resolved to approve payments to 26 May 2026 as in appendix 1. Cllrs Kirby- Fox and Scarlett would authorise bank payments.
iii. Receipts for April were noted as in appendix 2.
iv. It was noted that LGA 1972, s137 expenditure for y/e 31/3/26 of £201.62 was within limit of £11.10 per elector.
19:40hrs A member of the public left the meeting.
v. It was resolved to appoint Cllrs Brewis, Cook, Middleton, Philpott, Scarlett and Kirby-Fox as bank account signatories.
vi. The annual internal audit certificate for 2025/26 was received (AGAR page 3 of 6)
vii. The final auditors report for 2025-26 had been received, it was resolved to approve.
viii. Considering each statement in turn, it was resolved to agree and approve responses to the annual governance statement 2025-26 (AGAR page 4 of 6). The dates for the exercise of public rights would be 3 June to 14 July 2026.
ix. It was resolved to approve the annual accounting statements 20205-26 (AGAR page 5 of 6)
x. It was resolved to approve the explanation of variances 2025-26.
xi. It was resolved to appoint LALC as an internal auditor for the financial y/e 31 March 2027
xii. It was resolved to approve the Councils Annual Investment Strategy 2026-27.
26.108. Lime Street and Prince’s Park.
i. The Clerk reported that the Council’s solicitors had not yet heard from SHDC solicitors and were chasing them up. They had advised that the searches had proved difficult, with the local provider identifying lots of small areas that had been sold off around the property. The solicitor advised that, as these were not included in the land purchase, searching all these areas would not be practical and would be extremely costly. They therefore felt this was unnecessary and it would not be undertaken.
ii. A member of the public reported that the Prince’s Park grass had not been cut, this had been reported to SHDC, and it had now been done.
26.109. LIVES
i. It was proposed to offer a £300.00 donation to support LIVES Community Responders; however, this proposal was withdrawn. It was then resolved to donate £250.00 to support LIVES so that other groups could still benefit from any surplus money remaining in the grants budget.
26.110. Youth Football
i. A request had been made for a volunteer led community initiative called ‘After Hours’ which worked with young people from the age of 10 to 17 to play football, stay active and get off the streets. The aim was to run sessions four days a week in the park from 17:30 to 19:00 hrs.
20:00 hrs Standing orders were suspended to allow a member of Sutton Bridge United Football Club to speak on the agenda item.
ii. Mr D Earth commented that this was a good idea and would help SBUFC with the possibility of further recruitment for a youth football team.
20:03 hrs Standing orders were reinstated, and a member of the public left the meeting.
iii. It was resolved to hold a meeting with ‘After Hours’ to discuss this further. Cllrs Middleton, Cllr Judd, and Mr D Earth would attend the meeting.
26.111. Councillor Surgery
i. The next Councillor Surgery was on the 13 June 2026, Cllrs Judd and Cllr Pitt. It was reported that the last Councillor Surgery had no members of the public attend, Cllr Kirby – Fox would do an updated list of dates for the forthcoming year.
26.112. Correspondence
i. TSB – A letter from TSB bank had been received informing that as from 1 May 2026 they were part of the Santander Group.
ii. LCC – Lincolnshire County Council had requested a list of our Parish Council meeting dates as part of their commitment to strengthen engagement with town and parish councils. The clerk had forwarded the list.
iii. Touring Photography Exhibition – It was noted that a request had been made to use the Memorial Park on Sunday 14 June 2026 from 14:30 to 16:30 hrs for a touring photography exhibition showing photos of teenage life from 1960 to the present day.
iv. Circus – Tequilla Circus would be arriving on Sunday 31 May 2026.
26.113. Planning Applications
i. Cllr Brewis declared an interest as a member of the planning committee and did not participate in the vote.
ii. H18-0459-26: Whitehouse Farm, Grange Road, Terrington St Clement, PE34 4HQ, Single Storey front infill extension. It was resolved to support.
iii. H18-0441-26: Sutton Bridge Memorial Park, Sutton Bridge, PE12 9SD. Details of surface water drainage strategy (condition 6 of H18-1242-25). No comment
26.114. Planning Decisions
i. H18-0301-26: 4 Grange Farm, Cocklehole Road, Terrington St Clement, PE34 4HH: Proposed single storey and first floor side extension. Approved
ii. H18-0275-26: Sutton Bridge Memorial Park: Details of biodiversity gain plan and written 30-year habitat management and maintenance plan. Approved
iii. H18-0266-26: 27 Wrights Lane, Sutton Bridge. First floor extension. Approved
iv. H18-0191-26: Gunthorpe Road Solar Farm, Land south of Gunthorpe Road, Walpole Marsh PE14 7JH. Details of written scheme of investigation (condition 7 of H18-1274-25) Rejected.
26.115. Committee and Working Party Reports
01. New Pavilion
i. Cllr Middleton reported that The Rt Hon. Sir John Hayes was due to meet with the Football Association in Parliament on 16 June 2026. As the Council had not been invited to this meeting, Mr C. Brandon King was contacting them to find out the reason. A letter had now been received from the Football Association, which had not been positive in helping with funding for the new pavilion.
ii. Following a visit to Coventry to visit a further contractor recommended by the FF, it was felt that the units resembled a shipping container, it had pillars throughout the space, and the flooring had aluminium strips at the joins, these features caused concern for utilising the space. When asked whether this was the only method of joining the flooring, the contractor confirmed that it was. It was felt that the quality of the building was not as good as other examples that had been viewed.
iii. Cllr Middleton would contact them to explain that the project had not yet gone out to tender, but they would be advertised on the Government website contract finder when funding was secured.
02. Open Spaces, Burial and Allotments
i. It was resolved to defer the consideration of the changes to the Garden of Rest Rules and Regulations to the June meeting to allow members of the public to attend.
03. Playzone Steering Group
i. The clerk reported that following a meeting with members of active Lincolnshire and the FA they had worked through the job description for a new member of staff to manage the new Playzone. A small event would be held in the park on the 15 June to mark the start of the project.
ii. An agreement had been received from Clubspark for the security gate and software for the new Playzone. This set out the cost and terms of the agreement which included:
supply and installation £4640.00, yearly maintenance cost of approx. £600.00 and call out charges. As there was no mention of any guarantee period this would be further investigated. It was resolved to sign the agreement.
04.There were no other committee and working party reports.
26.116. Outside body representative reports
i. Youth Club – Cllr Brewis reported that this was moving forward and that the school would be distributing letters to gain local support.
26.117. Annual Review of Council’s fees and charges
i. Cemetery Fees. It was resolved to increase fees by 5%.
ii. Garden Allotment Rent. It was resolved to increase to £35.00 for a full plot p.a
iii. Publications Scheme Charges. It was resolved for the charges to remain the same as last year.
26.118. Annual Review of the Council’s fees and charges.
i. Agreement to April 2027 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 31/12/26 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 29/09/26 and Electric Vehicle Insurance to 15/06/26
ix. Talk Talk contract for the next 24 months.
x. Electric Charging unit agreement with SHDC
xi. E Power Trucks Service agreement @ £275.00 (2026-27)
xii. It was resolved to approve all Council’s fees and charges en bloc.
26.119. Subscriptions
i. National and Lincolnshire Association of Local Councils (NALC & LALC) @£857.56 (2026-27)
ii. The Society of Local Council Clerks (SLCC) on behalf of the clerk @ £298.00 (2025-26)
iii. Institute of Cemetery and Cremation Management (ICCM) @ £110 (2026-27)
iv. Information Commissioners Office Data Protection Registration @ £52 p.a. (2025-26)
v. Microsoft 365 Business Standard two user subscription @ £276.48 (2026-27)
vi. Microsoft 365 Business Basic eleven -user subscription @ £728.64 (2025-26)
vii. Adobe Acrobat Pro two-user subscription @ £479.28 p.a.
viii. Parish On-Line Mapping @ £192.00
ix. Domain -suttonbridge-pc.gov.uk @ £120.biennial
x. Scribe Accounts package @ £792 (2026-27)
xi. It was resolved to approve all continuing subscriptions en bloc.
26.120. Council 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. 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.
26.121. Policies
i. It was resolved to adopt the Expenses Policy for Councillors noting the amendment to the increase in mileage to 0.55 per mile and £10.00 for allowance for refreshments.
ii. It was resolved to adopt the Gifts and Hospitality Policy noting the amendment to report to the clerk.
26.122. It was resolved to approve the date of the Annual Assembly of the Parish Meeting, 19:00hrs Tuesday 30 March 2027
26.123. It was resolved to approve the date of the annual propeller Memorial Service 15:00hrs Sunday 6 September 2026
26.124. Public Participation.
i. A member of the public asked if a written letter opposing the asylum seekers in the old Bridge Hotel site would be helpful, the chair commented that anything at this point would indeed be helpful.
26.125. It was resolved to move into closed session in accordance with the Public Bodies (Admission to Meetings) Act 1960 s.1(2).
20:48 hrs Four members of the public and Cllr Kirby Fox left the meeting.
26.126. Quotes for work
i. It was resolved to approve the quote for the Propeller Service refreshments
20:50 hrs Cllr Kirby- Fox entered the meeting.
ii. It was resolved to delegate authority to the clerk to liaise with the chair regarding the cutting back of weeds and vegetation in the Memorial Park.
26.127. Staffing & Administration Matters
i. The clerk reported that a new laptop would need to be purchased for the new member of staff.
The chair closed the meeting at 21:01hrs.