January 2024 Minutes
Sturton by Stow Parish Council met on Wednesday 3rd January 2024 in the Old Schoolroom. The Meeting started at 7.30pm.
Meeting chaired by Vice Chair Cllr Cook
Present: Parish Clerk, Cllr. C. Christie, Cllr Taylor, Cllr. S. Christie, Cllr. Holtby, Cllr Hoyland and Cllr Hawke and 7 members of the public.
Cllr Cook welcomed everybody to the January 2024 meeting.
1. Recording of Meeting
It was noted that no one was recording meeting.
2. Apologies
No apologies. All Councillors in attendance
3. To receive declarations of interests in accordance with the Localism Act 2011.
It was noted by the Clerk that both Cllr Hoyland and Cllr Holtby would have to declare a financial interest when agreeing the Salaries payment at every meeting and abstain from voting.
Cllr Hoyland and Cllr Holtby declared a financial interest in Item 15a i) Salaries. Cllr Hoyland and Cllr Holtby will abstain from voting when this item is discussed.
4. To Elect a new Chairman
Nominations were put forward for Cllr Cook. It was agreed and RESOLVED to elect Cllr Cook as Chairman. Cllr Cook stated that the credit we owe to the former Chairman will be a hard act to follow.
5. Declaration of Office signed
Cllr Cook signs Declaration of Office. Clerk to update WLDC.
6. To elect a new Vice Chairman (if required)
Nominations were put forward for Cllr Hoyland. It was agreed and RESOLVED to elect Cllr Hoyland as Vice Chairman.
7. Declaration of Office signed (If required)
Cllr Hoyland signs the Declaration of Office. Clerk to update WLDC.
8. Meeting opened to the public.
Meeting opened to the public at 7.34pm- One member of public wished to speak.
A resident queried Cllr Butroid to whether re-surfacing of the pavements on Queensway were still on target for being scheduled for early this year.
7.35pm Cllr Butroid addressed the resident and councillors and informed everyone that he has a meeting with Highways to discuss the prioritisation of the re-surfacing of the pavement the following week.
The resident then questioned the position of the proposed Puffin Crossing as at the last meeting it was deemed as being incorrect. Cllr Butroid confirmed that the crossing is proposed to be situated on the dropped kerbs leading to the green, giving sufficient distance from the junction. Cllr Butroid is currently liaising with the LCC regarding the length of the zig zag lines which will be placed either side of the crossing. He stated that crossing has been spoken about for years and for residents to comment through the available sources and the decision will then go to the committee. Letters or support of objection can be emailed to the contact on the public consultation notice.
At 7.36pm another resident asked to speak. Cllr Cook accepted this. The resident spoke to Cllr Butroid stating that the proposed drawing for the recent double yellow lines marked around the Saxilby Road junction was originally incorrect and was not updated with where the actual double yellow lines have been marked. She raised concerns that this could be the case with the zig zag lines and the position of the proposed Puffin Crossing. Cllr Butroid responded saying the drawing is an indicative plan from Highways. He will enquire to whether he can share an up-to-date drawing from the LCC.
Meeting closed to the public at 7.39pm
9. To approve minutes of previous meeting in December 2023.
It was agreed and RESOLVED to approve the December 2023 Minutes.
10. Matters arising from minutes.
Cllr Butroid has updated the council in regard to the proposed Puffin Crossing from the resident’s request at the last meeting.
Cllr Holtby’s paperwork has been sent and received by WLDC. This flagged up incorrect register of interests held by WLDC, which had not been updated from paperwork shared with WLDC after the elections. This issue has now been resolved.
Clerk has contacted LCC about the proposed repositioning of the bus shelter to see if there had been any developments as no recent contact had been made. Clerk was informed that there had been no further information circulated. It was noted that an off-road sport vehicle now resides in the driveway, and it was decided that unless an formal application is received via the LCC then no further update is required.
It has been reported by a resident that cars are parking on the grass area outside the Queensway junction on Saxilby Road churning up the grass. They are driving through spaces in the layby to park on the grass. Clerk to report on Fix my Street.
It was reported by a resident that bollards on Fleets Road opposite the new builds have been knocked over and residents are churning up the grass when exiting driveways. Clerk to report on Fix my Street. More robust bollards are needed.
Fix my Street- There has been no movement regarding the street signs for The Close and Upper Close being replaced. The Lichen on the speed limit sign on Marton Road is under investigation. The hole near the drain cover on Saxilby Road lamppost 3 has been fixed. The sunken drain at the Queensway junction has been reported as investigating.
The Clerk has begun the re-claiming process for the grant received from FCC Funding for the new basket swing.
The new software for the publishing the newsletter has been purchased and the newsletter has been printed and circulated- the invoice for printing is on the accounts.
The pressure washing works have been completed and has made a big difference on the surface areas in the playparks. The invoice will be received for the next meeting.
Grass tenders are to be re-visited on the agenda. A resident has requested that The Allan Close playpark is mowed as opposed to being strimmed. The current strimming leaves behind clumps of grass which makes it difficult for young children to walk on. I informed the resident that we were currently receiving tenders for the grass contract, and dependent on contractor it could be a condition we could incorporate into the contract for this next year.
The Noticeboard for the church yard extension is ready to be collected.
A decision in writing has been sent regarding the offer of potential allotment land.
The Football Club have been notified that they will be gifted the equipment using S137 money when the grants are received in April.
A new padlock has been placed back on Jubilee Wood.
The final precept figure has been submitted and received by WLDC.
The charge card would not allow the clerk to purchase the vouchers from the Chairmans Allowance due to being able to spend them before paying the charge card. Clerk has purchased on expenses instead.
11. Correspondence received.
Playpark inspection sheet, Report from Internal Audit, Street furniture catalogue, Solar Farm invite from Cottam Solar to submit further information.
12. Planning Applications
Planning Applications (Any applications up to date of meeting)
Planning Application- 147710- Stow Park Farm- Request for a scoping opinion for a proposed Solar Farm Development.
It was agreed and RESOLVED to object to the proposed Solar Farm Development due to its conflicts with Sturton by Stow and Stow Neighbourhood Plan. The scoping is inadequate and requires further work.
Planning Application- 147686- Land adjacent to Fleets Road- Application for approval of reserved matters for Plot 5 considering access, appearance, landscaping, layout and scale following outline planning permission 140331 granted 06 February 2020 to erect 5no. dwellings being variation of conditions 3 & 4 of planning permission 141028 granted 14 July 2020 - amendments to landscaping proposals.
It was agreed and RESOLVED to object to the planning proposal on basis of resin materials being non-permeable conflict with the Neighbourhood Plan and water run off could increase flooding/ice on and have an impact on the small ungritted road.
Planning Application-147717- 14 Saxilby Road- Planning Application to erect front porch.
It was agreed and RESOLVED to make a general observation that the Parish Council have no objections to this proposal.
Full comments for the above applications are available to view on West Lindsey planning portal
13. Planning Granted
Application Reference 147478 - Willow Farm, Marton Road - Planning application for extension and alterations, with change of use of land to domestic curtilage.
Planning Application-147583- 4 St Hugh’s Terrace- Planning application for conversion of existing double garage into a granny annex.
14. Other Planning Matters
None
15. Accounts: Online payments to be authorised.
a) Payments agreed i) Salaries-Clerk and expenses/ litter picker/OSR Cleaner/Handyman/PAYE
ii) Pelican Trust Newsletter Printing £115 no VAT
b) Payments to be agreed i) PKF Littlejohn External Audit £252 Including VAT
ii) Fillingham Christmas Trees £496.80 including VAT
iii) Cllr Gilbert Expenses for Cottam Open Floor Hearings on behalf of Sturton by Stow Parish Council £5.40
c) Direct Debits paid Multidata £46.05 (December)
British Gas OSR £34.17 including VAT
British Gas Village green £9.31 including VAT
ID Mobile £23.92 including VAT
Charge Card £108.28- Affinity Publisher 2 £95.99 including VAT (Newsletter software) and £9.29 office supplies (Paper)
d) Monies received English Woodland Grant £166.33
December Multidata reimbursement £46.05
e) Bank Fees Multi Charge Card monthly charge £3 included within charge card total
£18 Quarterly bank charge
Bank Balances following all payments:
C/A £921.01 N-U-C/A £21,315.52 N-U-D/A £568.63 Nat Savings £0
16. Accounts January 2024 summary –circulated.
It was noted that £2.81 interest had been received and a duplicate third-party refund of £144.68 from FCC Funding had been received in error. The clerk has raised this with the FCC and we will need to refund the money back next month. It was agreed and RESOLVED that the accept the January accounts.
17. To agree bank reconciliation
It was highlighted in the Internal Audit that it was best practice to agree the bank reconciliation at every meeting after the accounts have been resolved to agree the accounts. It was agreed and RESOLVED to accept the bank reconciliation produced by Cllr Cook.
At 8.33pm 1 member of the public left the meeting.
18. Banking arrangements-To review agree and update new bank signatories.
It was agreed and RESOLVED that Cllr Cook would replace former Cllr Gilbert on all bank accounts. Paperwork to be completed at the end of the meeting with relevant signatories to witness.
19. To discuss Internal Audit report
The internal audit has taken place, and the report has been received. The website had improved since the last audit and the Clerk has begun to implement areas of improvement and best practice such as; the agreement of bank reconciliation, declarations of interests to be noted at every meeting from Cllr Hoyland and Cllr Holtby, increasing number of Cllrs for the HR Committee and bank Reconciliation. The internal report is placed in the correspondence bag for circulation. It was agreed and RESOLVED to accept the internal audit report.
20. To agree for another Councillor to join the HR Committee
Feedback from the internal audit stated that the HR Committee needs a third representative to keep the meeting quorum excluding Cllr Cook, Cllr Hoyland and Cllr Holtby. It was agreed and RESOLVED to accept Cllr Taylor onto the committee and to replace Cllr Cook with Cllr S Christie.
21. To agree for another Councillor to reconcile the bank account every other month (Excluding Chairman)
Feeback from the internal audit stated that best practice would be for two Cllrs to reconcile the bank alternatively each month. It was agreed and RESOLVED that Cllr Holtby and Cllr S Christie reconcile the bank.
22. To agree the increased cost of ink subscription to £5.49 a month and to place the ink subscription on the charge card for payment to commence after the free trial has ended.
It was agreed and RESOLVED to accept the increased ink subscription and to place the ink direct debit on the charge card for future payments after the free trial has ended.
23. To discuss proposed puffin crossing and canvas public opinion.
At 8.32pm the meeting was re-opened to Cllr Butroid. Cllr Butroid confirmed that the crossing is proposed to be situated on the dropped kerbs leading to the green. If it is moved from the site line it will not be utilised as this is already the tactile route for pedestrians. It is something the residents and council have being asking for. The public consultation is open for the public to comment with support or objections. The council supports the need for a crossing to aid residents in safely crossing the road and also to act as a traffic calming measure.
It was agreed and RESOLVED for the clerk to publicise the public consultation via social media and the council’s website to encourage the public to support of oppose and to contact TRO and ask if there could be an extension.
At 8.45pm the meeting was closed to Cllr Butroid.
At 8.45pm two members of the public left the meeting.
24. To agree to remove or replace the faded 30mph speed watch signs (Approx 10) or alternative community speed watch signage.
Clerk has researched into village speed watch signage. Speed Watch signage placed on the village name sign to be seen when entering the village is not approved by the LCC. Alternative legal signage are the Speed Watch signs that we have or wheelie bin stickers. It was agreed and RESOLVED that the speed watch signs are ineffective. Clerk to liaise with the handy man to see if we have extras Cllr Butroid to source some spare signage. Extra signs can be purchased at a later date if required.
At 8.52 two members of the public left the meeting.
25. To discuss the Greater Lincolnshire Devolution documents and promote consultation process.
8.52pm Meeting re-opened to Cllr Butroid to share insight into the Greater Lincolnshire Devolution. The Greater Lincolnshire Devolution is about creating a partnership between district councils, crime and commissioner and a mayor. It will give greater access to grant money coming into Greater Lincolnshire and give us a stronger voice regionally and nationally. It would be beneficial to support the Greater Lincolnshire Devolution.
It was agreed and RESOLVED to make the public aware of the consultation to have their say. Clerk to advertise on social media and the council’s website. Public consultation closed on 29th January 24
Meeting closed to Cllr Butroid at 9.00pm
26. To discuss tenders and appoint a new contractor for grass and hedge contracts 24/25
Two tenders have been received. Decision deferred to the next meeting following the agreement
At 9.03pm a member of the public left.
27. To discuss and accept the AGAR external Report feedback.
It was noted that figures mileage had been included in the wrong box on the 22/23 AGAR. Boxes 4 and 6 should read £9,618 and £34,194 (respectively) and to restate Boxes 4 and 6 in next year’s prior year comparatives if appropriate. It was noted that Section 2 Boxes 2 and 3 restatements were not made in accordance with the prior year external auditor report regarding the 2021/22 AGAR. It was agreed and RESOLVED to accept the AGAR external report feedback. Clerk to reinstate amended figures in the next AGAR 24/25.
28. Results from the Christmas light display competition.
1st 47 Saxilby Road- “There was lots of colour all evenly placed around the garden hedge.”
2nd 1 Millers Court - “There was a traditional Christmas scene with reindeer and decorated tree looking like a photo frame being bordered by a string of lights around the house.”
Many thanks to the Chair of Willingham by Stow Parish Council for judging the competition.
29. To review OSR Fire risk assessment
The OSR Fire risk assessment was discussed and completed. The review highlighted that an additional fluorescent door sign and additional signing for an evacuation point for the pub carpark is needed. It was agreed and RESOLVED that the OSR Fire risk assessment had been reviewed.
30. Reports from local organisation.
Cllr Cook gave feedback from an online networking session with Lincolnshire Police and other parish councils. The biggest concern raised by the majority of Parish Councils was speeding through villages. South West Gainsborough are the highest area for crime.
Speed watch- Clerk received an e-mail from the new Beat Manager for the area. The Beat Manager is networking with Village Speed watch groups. I have put her in touch with our new speed watch co-ordinatior so that she can join a session.
Jubilee Wood- The Sycamore trees have been felled by Bransby Horses Home and will be replaced. A work party has not been able to take place as the area is bogged by the heavy rain.
Village Hall- The Village Hall has had a deep clean. A new heater is going to be fitted and a new hob is needed. The stage floor is going to be painted. The Xmas Market was a success. WI was successful selling refreshments. The next market will be the 6thJanuary 2024.
31. General maintenance in the Parish
The gulleys on School Lane and the High Street are still blocking with heavy rainfall. Clerk to report on Fix my Street. Clerk to report churned up grassed areas on Saxilby Road/Queensway junction and Fleets Road leading down to the Recreational Ground.
Clerk to report OSR Door for the handyman to look at as keys keep getting stuck and it is becoming difficult to lock. The collapsed drain on Fleets Road has been cleared, sleeved and the gap has been bridged.
Could available Cllrs meet to take down the village tree on Saturday 6th January 2024 at 9.30am. Clerk to contact Mr Tindall for assistance.
The TPO tree felled on a 5 day notice last year on Fleets Road will be replaced with an Oak tree and replanted early this year.
Cllr Christie has gathered quotes for playpark works at Allan Close. If these works are completed then this Playpark will have no outstanding areas in need of action from the recent ROSPA report.
32. Update on Scampton
Cllr Cook is due to attend a teams meeting on the 9th and 11th January 2024 with the Home Office.
Response to the ExA 1 Questions from West Burton have been submitted. There is a flyer from Cottam Solar for further comments to be made if required in the correspondence bag.
34. Update on Neighbourhood plan.
The Neighbourhood plan is near the end of the review process to bring it in line with the CLLP.
35. Items to be noted for the next meeting.
Probation review
Grass Tender
Quotes for the Playpark.
Meeting closed at 10.00pm
Smoke Alarm tested and passed