Meetings 2024/25

Agendas For Meetings 2024/25

Date of Meetings 2024/2025
8 May (2nd week) Annual Meeting of the Parish Council
5 June     Ordinary Council Meeting 
3 July     Ordinary Council Meeting 
4 September     Ordinary Council Meeting 
1 October     Ordinary Council Meeting 
5 November     Ordinary Council Meeting 
3 December     Ordinary Council Meeting 
2025
4 February     Ordinary Council Meeting 
4 March     Ordinary Council Meeting 
1 April    Ordinary Council Meeting

Utterby Parish Council
Agenda
Tuesday 8 October 2024

Dear Councillor,

You are hereby summoned to attend an Ordinary Meeting of Utterby Parish Council, to be held in Utterby Village Main Road, Utterby, LN11 0TQ on Tuesday 8 October, commencing at 7.00pm

In accordance with the Public Bodies (Admission to Meetings) Act 1960, members of the public and press may attend the meeting. Members of the public wishing to speak during the Open Forum are asked to contact the Clerk in advance of the meeting if possible.

Yours sincerely,

T Shaw

Tony Shaw
Clerk to Utterby Parish Council

3 October 2024    


AGENDA
1.    Apologies
2.    Declarations of Interest
a)    To record declarations of interest in any of the agenda items listed below
b)    To note dispensations given to any member in respect of the agenda items listed below
3.    Adoption of previous minutes from Tuesday 4 September  2024
4.    Open Forum (15 minutes)
5.    District/County Councillor Reports
6.    Clerk’s Report - To receive an update on handover matters
7.    Finance
a)    To approve a Schedule of Payments
b)    To note access to the bank is outstanding and no further financial update is available.
8.    Correspondence
a)    To consider an offer from LCC of a free bag of salt. Grit bins that require top-up need identifying.
b)    To consider a resident letter regarding a highways issue on Church Lane (West).
9.    To consider quotations for repair of the Kissing Gate
10.    To note the date of the next meeting is Tuesday 5 November 2024
 

28th August 2024

NOTICE IS HEREBY GIVEN that the next meeting of Utterby Parish Council, is to be held on:
Wednesday 4th September 2024 at 7.00pm

To be held at Utterby Village Hall, Main Road, Utterby. Councillors are hereby summoned to attend.

 

Maria Vincent

3 Church Walk, South Cockerington, Louth, Lincolnshire LN11 7EE
Tel: 07932 000341, clerk@utterbyparishcouncil.gov.uk 

                                                                                               

There will be up to 15 minutes for the public forum for members of the public to raise any issues. Questions will be dealt with in order of receipt which must be received at least one hour before the meeting (please call or email the Clerk). On completion of the Public Forum, the public will not be able to take part in any of the remaining council meeting. This session may also include the reports from Outside Bodies: ELDC Ward Member and LCC Ward Member.

 

AGENDA
 

      1     Record of Members Present and Apologies

To receive and note apologies for absence which have been given to the Parish Clerk prior to the meeting.
 

     2      To receive any Declarations of Interest on any item on the agenda - in accordance with the requirements of the Localism Act 2011, and to consider any applications for dispensations in relation to disclosable pecuniary interests.

 

     3     Minutes

  1. To approve as correct records the notes of the Parish Council meeting from 3rd July 2024 and the Extra Ordinary Meeting on 6th August 2024 and to authorise the Chairman to sign the official minutes.

 

     4      Council Matters, Actions and Communications

  1. Election of Chairman and Vice Chairman as required.
  2. Co-option of Councillor. Following the presentation by each candidate who wishes to stand for co-option, the Council may move into Closed Session to discuss the co-option candidates.
    To resolve to move into Closed Session in accordance with the Public Bodies (Admission to Meetings) Act 1960 due to the confidential nature of the business to be discussed in relation to the following matters: Co-option of Utterby Parish Councillors.
    Following co-option, new councillors must sign their Declaration of Acceptance of Office.
  3. Chairman’s Remarks.
  4. Clerk’s Update.
  5. Council to resolve on the outline brief for the Personnel Panel (all councillors are members).
  6. New Clerk’s appointment.
  7. To ensure smooth changeover Council to Resolve to allow:
    1. Update land registry c/o address for the Village Green
    2. Change bank mandate so that the new clerk is the administrator on the account and replaces current clerk
    3. Update LALC of new Clerk's details
    4. Notify LCC of change of details for user and pw for Utterby website log in
    5. Change details of Clerk on website and Facebook page
    6. Update the contact details on the domain name register
  8. Calendar of new meeting dates – to discuss any further publicity required.
  9. Consultations to consider: 1) LCC Minerals and Waste Policy Consultation.
  10. To ratify the response regarding the N020036 - Grimsby to Walpole Project – EIA Scoping and Consultation & Regulation 11 Notification:
    Utterby Parish Council ask that the following questions are answered on the ES:

What will be the impact on endangered/protected wildlife?

What will be the impact on areas of historical/archaeological significance?

What will be the impact on local agriculture?

Will there be any potential environmental-related population health issues resulting from the proposed pylons being in place?

It is reported that cabling via the seabed is substantially more expensive and yet other links are via seabed, so in the long term is it not more sustainable and better for the environment for seabed cabling to go ahead?

  1. Communications received: Thanks from Utterby Village Hall Chair for both grant and change of meeting day. Letter from Grimsby to Walpole Project.

 

     5   Finance and Budgets

  1. Antivirus software – To Resolve to ratify the decision agreed by councillors to pay for a licence (£7.91) for Norton 360 antivirus having been advised by LALC that Kaspersky was no longer safe due to Russian ownership of company.
  2. Payments - to receive and Resolve to accept payments and to note that two Councillors authorising the payment must check all invoices prior to authorisation, and that the Chair of the meeting must sign the payment schedule. To note that no charge was made by UVH for the hire of the hall for the interview of the Parish Clerk candidate.
  3. Grants – To note that the sum for section 137(4)(a) of the Local Government Act 1972 (the 1972 Act) for parish and town councils in England for 2023/24 is £9.93.  The maximum amount which a council may spend under section 137 in any one year is a prescribed sum per head of the "relevant population". The relevant population is the number of persons on the electoral roll for the town, parish or community on 1 April 2024, this being 226 for Utterby.  This equates to £2,244.18 but Council to note that £500 has already been used as a grant from this fund to date. Current balance of s137 funds £1,744.18. Council also to note that any purchase of a defibrillator will use the power to Life-saving appliances, power to provide life-saving appliances (e.g. life belts, defibrillators) - Public Health Act 1936, s234.
             i. To consider a request from the Village Hall for a 50% donation towards a Christmas Tree again         .in 2024 (limit of £40).
             ii. To consider a request from St Andrew’s Church for a grant. Council to note that having checked with LALC, as from December 2023, Churches can now receive grant funding, with the usual restrictions as per any other community amenity.
  4. Defibrillator purchase and installation – To note the reply from the Utterby Village Hall Committee     following the request to them to allow UPC to install a defibrillator and to resolve on the way forward.  

 

6     Planning Matters

  1. To note permission given to N920009524 south grange permission
  2. Any urgent planning applications to consider or updates.

 

7     Parish Council Amenities (bus shelters, village green, etc)

  1. Verges
  2. Village Green – Email from the Utterby Team
  3. Bus shelters and Telephone Box
  4. Kissing Gates – quotation received
  5. Village Projects
  6. Utterby Voice - feedback

 

8     ELDC/LCC Services (Streetlights, Bins, Highways, Verges, Footpaths, etc)

  1. Footpaths -  reply from LCC regarding complaint.
  2. New speed limit – Council to note that the official public order to change the speed limit to 30mph comes into force on 6th September 2024.
  3. Benson Court – Email from Cllr Mossop
  4. Any urgent issues or updates.

 

9   Notifications

  1. Any notifications to date.

 

10 Date and time of Next Meeting

To note that the next meeting will be TUESDAY  October 1st 2024 at 7pm in the Village Hall, Utterby.

 


30th July 2024
NOTICE IS HEREBY GIVEN that there will be an EXTRA ORDINARY meeting of Utterby Parish Council,  to be held on:
Tuesday 6th August 2024 at 7.15pm
To be held at Utterby Village Hall, Main Road, Utterby. Councillors are hereby summoned to attend.
 
Maria Vincent
3 Church Walk, South Cockerington, Louth, Lincolnshire LN11 7EE 
Tel: 07932 000341, clerk@utterbyparishcouncil.gov.uk    
            


AGENDA

    1    Record of Members Present and Apologies
To receive and note apologies for absence which have been given to the Parish Clerk prior to the meeting.

    2        To receive any Declarations of Interest on any item on the agenda - in accordance with the requirements of the Localism Act 2011, and to consider any applications for dispensations in relation to disclosable pecuniary interests.

    3        Council Matters, Actions and Communications
a)     To resolve to move into Closed Session in accordance with the Public Bodies (Admission to Meetings) Act 1960 due to the confidential nature of the business to be discussed in relation to the following matter: Personnel Panel - Vacancy of Parish Clerk. 
b)    To consider a change in the regular meeting date of Utterby Parish Council.

    4   Finance and Budgets
a)    Payments - to receive and Resolve to accept payments and to note that two Councillors authorising the payment must check all invoices prior to authorisation, and that the Chair of the meeting must sign the payment schedule.


5 Date and time of Next Meeting 
To note that the next meeting is September 4th 2024 at 7pm in the Village Hall, Utterby.

 

26th June 2024

NOTICE IS HEREBY GIVEN that the next meeting of Utterby Parish Council, is to be held on:
Wednesday 3rd July 2024 at 7.00pm

To be held at Utterby Village Hall, Main Road, Utterby. Councillors are hereby summoned to attend.

 

Maria Vincent

3 Church Walk, South Cockerington, Louth, Lincolnshire LN11 7EE
Tel: 07932 000341, clerk@utterbyparishcouncil.gov.uk 

                                                                                               

There will be up to 15 minutes for the public forum for members of the public to raise any issues. Questions will be dealt with in order of receipt which must be received at least one hour before the meeting (please call or email the Clerk). On completion of the Public Forum, the public will not be able to take part in any of the remaining council meeting. This session may also include the reports from Outside Bodies: ELDC Ward Member and LCC Ward Member.

 

AGENDA
 

      1     Record of Members Present and Apologies

To receive and note apologies for absence which have been given to the Parish Clerk prior to the meeting.
 

     2      To receive any Declarations of Interest on any item on the agenda - in accordance with the requirements of the Localism Act 2011, and to consider any applications for dispensations in relation to disclosable pecuniary interests.

 

     3     Minutes

a)To approve as correct records the notes of the Parish Council meeting from 5 June 2024 and authorise the Chairman to sign the official minutes.

 

     4      Council Matters, Actions and Communications

a)Co-option of Councillors. Following the presentation by each candidate who wishes to stand for co-option, the Council may move into Closed Session to discuss the co-option candidates.
To resolve to move into Closed Session in accordance with the Public Bodies (Admission to Meetings) Act 1960 due to the confidential nature of the business to be discussed in relation to the following matters: Co-option of Utterby Parish Councillors.
Following co-option, new councillors must sign their Declaration of Acceptance of Office.

b)Chairman’s Remarks.

c)Clerk’s Update.

d)Clerk’s Vacancy update.

e)Consultations to consider: 1) LCC Rights of Way 2) Renewal of Public Space Protection Order

f)Communications received:

 

     5   Finance and Budgets

a)Payments - to receive and Resolve to accept payments and to note that two Councillors authorising the payment must check all invoices prior to authorisation, and that the Chair of the meeting must sign the payment schedule.

b)Payments for August – To Resolve that a schedule of payments and relating invoices due for August be emailed to all Councillors at the end of July for approval and that these be ratified at the September meeting.

c)Email manager software – To Resolve to ratify the decision agreed by email to pay a one off licence fee for 54.95 GBP less 30% discount for eM Client email manager software which the Clerk has been using as a free version for a year, but which now has to be paid for as a commercial account.

  1. Defibrillator purchase and installation -  To Resolve that the following be approved and sent to Utterby Village Hall Committee (UVH) for the consideration: That Utterby Parish Council request to work in partnership with Utterby Village Hall on the following project. That Utterby Parish Council (UPC) be responsible for the purchase of a defibrillator with heated exterior cabinet (with code to unlock to be considered). That UPC in conjunction with UVH organise a contractor to install the unit. That UPC arrange and pay for Training, Service Agreement (with LIVES), registration with national scheme and signage. That UVH consider paying for the electricity each year (approx. estimate of £50pa), as per report. That UPC organise a flyer that all residents receive notification of the difib with the lock code (if a locked unit is purchased). Costs in the report are estimated general costs and not expected to exceed these. That when the life of the difib has ended (10 years estimated) UPC then have the unit removed or replaced.
  2. To note that notification had been received from the external auditors PKF Littlejohn LLP that they had received and logged the notification of exempt status for the year ended 31 March 2024.

 

 

6     Planning Matters

a)Any urgent planning applications to consider or updates.

 

7     Parish Council Amenities (bus shelters, village green, etc)

  1. Verges and Village Green
  2. Bus shelters and Telephone Box

c)Kissing Gates

d)Village Projects

e)Utterby Voice

 

8     ELDC/LCC Services (Streetlights, Bins, Highways, Verges, Footpaths, etc)

a)Any urgent issues or updates.

 

9   Notifications

a)

 

10 Date and time of Next Meeting

To note that the next meeting will be September 4th at 7pm in the Village Hall, Utterby.

Please note that there is no scheduled meeting in August.

28th May 2024

NOTICE IS HEREBY GIVEN that the next meeting of Utterby Parish Council, is to be held on:
Wednesday 5th June 2024 at 7.00pm

To be held at Utterby Village Hall, Main Road, Utterby. Councillors are hereby summoned to attend.

 

Maria Vincent

3 Church Walk, South Cockerington, Louth, Lincolnshire LN11 7EE
Tel: 07932 000341, clerk@utterbyparishcouncil.gov.uk 

                                                                                               

There will be up to 15 minutes for the public forum for members of the public to raise any issues. Questions will be dealt with in order of receipt which must be received at least one hour before the meeting (please call or email the Clerk). On completion of the Public Forum, the public will not be able to take part in any of the remaining council meeting. This session may also include the reports from Outside Bodies: ELDC Ward Member and LCC Ward Member.

 

AGENDA
 

      1     Record of Members Present and Apologies

To receive and note apologies for absence which have been given to the Parish Clerk prior to the meeting.
 

     2      To receive any Declarations of Interest on any item on the agenda - in accordance with the requirements of the Localism Act 2011, and to consider any applications for dispensations in relation to disclosable pecuniary interests.

 

     3     Minutes

  1. To approve as correct records the notes of the Annual Parish Council meeting from 8th May 2024 and authorise the Chairman to sign the official minutes.
  2. To note the draft minutes from the Annual Parish Meeting 8th May 2024 and any action required pertaining from it.

 

     4      Council Matters, Actions and Communications

  1. Chairman’s Remarks.
  2. Clerk’s Update.
  3. Following the announcement of General Election to consider if the July PC meeting should be moved the 10th July 2024.
  4. Following notification from ELDC that an election has not been called, to set a date for the co-option of two councillors.
  5. Consultations to consider:
  6. Communications received:
  7. To Resolve to accept the new Model Financial Regulations from NALC 2024
  8. To Resolve that the Clerk implements the Display Screen Equipment checklist (HSE) (2) on an annual basis.

 

     5   Finance and Budgets

  1. To note that the AGAR has been sent by email and received by PKF Littlejohn LLP and that the information is now on the website and PC notice board.
  2. To consider the application for grant funding from Utterby Village Hall.
  3. To consider any implication for the budget Grants including S137.
  4. Payments - to receive and Resolve to accept payments and to note that two Councillors authorising the payment must check all invoices prior to authorisation, and that the Chair of the meeting must sign the payment schedule.
  5. To Resolve to remove the signatory authority of N Makin (resigned as councillor last month) and to have the three currently named signatories Cllr Tina Bryan, Cllr Matthew Wright and Cllr Terry Buckley remain as signatories.

 

6     Planning Matters

  1. Any urgent planning applications to consider or updates.

 

7     Parish Council Amenities (bus shelters, village green, etc)

  1. Verges and Village Green.
  2. Trees.
  3. Bus shelters and Telephone Box
  4. Kissing Gates
  5. Village Projects – To consider a proposal for the installation of a defibrillator.
  6. Utterby Voice distribution

 

8     ELDC/LCC Services (Streetlights, Bins, Highways, Verges, Footpaths, etc)

  1. Any urgent issues or updates.

 

9   Notifications

  1. Any notifications to date.

 

10 Date and time of Next Meeting

To note that the next meeting (TBA) at 7pm in the Village Hall, Utterby.

25th April 2024

NOTICE IS HEREBY GIVEN that the next meeting, the Annual Meeting of Utterby Parish Council, is to be held on:
Wednesday, 8th May 2024 at 7.00pm

To be held at Utterby Village Hall, Main Road, Utterby. Councillors are hereby summoned to attend.

Maria Vincent

3 Church Walk, South Cockerington, Louth, Lincolnshire LN11 7EE -Tel: 07932 000341 clerk@utterbyparishcouncil.gov.uk   
                                                                       
As this is the Annual Meeting of the Parish Council, the PUBLIC FORUM will take place after the election of the Chairman and Vice Chairman. There will be up to 15 minutes for the public forum for members of the public to raise any issues. Questions will be dealt with in order of receipt which must be received at least one hour before the meeting (please call or email the Clerk). On completion of the Public Forum, the public will not be able to take part in any of the remaining council meeting. This session may also include the reports from Outside Bodies: ELDC Ward Member and LCC Ward Member.

AGENDA

1     Elections

  1. Election of Chairman
    i. Chairman to sign the Declaration of Acceptance of Office.
  2. Election of Vice-Chairman – and signing of Declaration of Acceptance of Office.

i. Vice Chairman to sign the Declaration of Acceptance of Office.

 

2     Record of Members Present and Apologies

To receive and note apologies for absence which have been given to the Parish Clerk prior to the meeting.
 

3     To receive any Declarations of Interest on any item on the agenda - in accordance with the requirements of the Localism Act 2011, and to consider any applications for dispensations in relation to disclosable pecuniary interests.

 

4     Minutes:

To approve as correct records the notes of the meetings and authorise the Chairman to sign the official minutes from 3rd April 2024.

 

5     Council Matters, Actions and Communications

  1. Chairman’s Remarks.
  2. Clerk’s Report.
  3. To consider and Resolve if agreed to create an Utterby Councillor/Clerk What’s App group for internal notification information only.
  4. To review and approve the Asset Register.
  5. To consider to Resolve to sign up to the Civility and Respect Pledge (currently we have a statement).
  6. To review and approve the Standing Orders. (changes to contractual amounts).
  7. To review and approve Financial Regulations (changes to contractual amounts).
  8. To review and approve the Code of Conduct.
  9. To review and approve the Complaints Procedure. (change of email address)
  10. Consultations to consider:
  11. Communications received:

 

6     Finance and Budgets

  1. To appoint two councillors to check the quarterly monitoring 4 times per year.
  2. To approve the quarterly monitoring from Dec-end March 24.
  3. To consider the quotations for the Parish Council’s Insurance policy (3 year term) and Resolve to accept the best value for money quotation.
  4. Payments - to receive the list and resolve to accept the payments including that for the insurance company who has been chosen to hold the parish council’s insurance policy.
  5. To complete and resolve to approve the Annual Governance and Accountability Return and give   ``       permission to the Clerk to send it to the auditors, PKF Littlejohn LLP.
    1. Certificate of Exemption
    2. Annual Governance Statement
    3. Accounting Statements
  6. To resolve to approve the bank reconciliation and explanation of variances.
  7. To resolve to approve the Notice of Public Rights and Publication of Annual Governance and                 Accountability Return.
  8. To note the contact information to be sent to PKF Littlejohn LLP.
  9. To note that the Internal Auditor’s report was accepted at the April meeting.

 

 

7     Planning Matters

  1. Any urgent planning applications to consider.
  2. Drainage at the development between Grange Lane and Chapel Lane. 
  3. Update on previous planning permission and any urgent planning issues.

 

8     Parish Council Amenities (bus shelters, village green, etc)

  1. Utterby Village Projects 2024.
  2. Utterby wooden structures.
  3. Verges and Village Green.
  4. Planters.
  5. Bus shelters.
  6. Utterby Voice.

 

9     ELDC/LCC Services (Streetlights, Bins, Highways, Verges, Footpaths, etc)

  1. Benson Court update.
  2. Benson Court wooden benches.
  3. Any urgent issues or updates.

 

10 Notifications

  1. None to date.

 

11 Date and time of Next Meeting - Wednesday June 5th 2024 at 7pm in the Village Hall, Utterby.