August 2024 Minutes
Sturton by Stow Parish Council met on Wednesday 7th August 2024 in the Old Schoolroom.
The meeting started at 7.30pm.
Meeting Chaired by Cllr Cook.
Present: Parish Clerk, Cllr. S. Christie, Cllr. C. Christie, Cllr. Hoyland, Cllr Taylor and Cllr Hawke and
1 member of the public (LCC member Cllr R Butroid).
Cllr Cook welcomed everybody to the August 2024 meeting
It was noted that no one was recording the meeting.
2. Apologies
Cllr Holtby
3. To receive declaration of interests in accordance with the Localism Act 2011
Cllr Hoyland declared a financial interest in Item 12a i) Salaries. Cllr Hoyland will abstain from voting when this item is discussed.
4. Meeting opened to the public.
The meeting was opened to the public at 7.33pm.
Cllr Butroid updated the council that the Installation of the crossing will begin next month. Notice will be given prior to works commencing.
Cllr Butroid is still chasing a scheduled date for Queensway pavements to be re-surfaced.
No update regarding the maintenance/resurfacing of the Twitchell footpath.
A resident had requested the possibility of reducing the speed limit from a 60mph to a 40mph from the junction of Thorpe Lane to the newly extended 30mph. The resident had also requested that with the success of the speed limit being reduced through Ingelby would it be possible to now lower the speed limit to 40mph from Bransby Crossroads to Saxilby Road to help reduce the speed of traffic entering the village
Cllr Butroid replied that the request regarding Tillbridge Road/Thorpe Lane junction has already been put to the TRO and is awaiting an update. He suggested that a speed limit reduction on Saxilby Road would be unlikely due to there being no houses on the roadside in that area.
Cllr Hawke requested that whilst speed limits are being discussed vehicles regularly speed when entering the village prior to the 30mph on Marton Road and could this area be looked at for a speed reduction of a 40mph buffer to help slow down traffic as they approach the 30mph zone.
The Clerk asked if there had been an update regarding the TRO request on Stow Road. Cllr Butroid stated not that he is aware of, and he would chase this up.
Cllr Butroid highlighted the increasing ASB within the village and has requested the ASB Team to make contact with the Youth Club. He stated the possibility that the youths involved in the ASB perhaps do not attend the Youth Club.
The Clerk shared further reports from residents regarding recent ASB. It was highlighted in the last meeting that youths partake in ASB along the Twitchell footpath damaging property, a recent report to 101 of youths smoking cannabis in the passageway behind the garages at The Old Rectory Gardens and arson incident took place on the land opposite the Recreational Ground a few weeks ago.
The PCSO has conducted a joint visit with Arson Task Force in relation to the fire set just opposite the Recreational Field and removed some cardboard from the area to prevent it being set on fire next time the youth’s visit.
Clerk to liaise with Cllr Butroid with areas of concern within the village and Cllr Butroid will request patrols from the ASB Positive Futures Team. Cllr Butroid reiterated for residents to be vigilant and report ASB via 101.
Cllr C Christie asked Cllr Butroid about the process of receiving updates when reporting overgrown hedges on Fix My Street. Cllr Butroid says that following the area being assessed usually the homeowner would have a visit in person.
The Chairman thanked Cllr Butroid for his updates.
Meeting closed to the public at 7.45pm
5. To approve minutes of previous meeting in July 2024
It was noted that on agenda item 7- Matters arising, page 44, 10th paragraph reads ‘Councillors have pruned lower branches of the trees at a resident’s requests on Old Rectory Park’ It was noted that ‘Old Rectory Park’ needed amending to ‘Old Rectory Gardens.” It was agreed and RESOLVED to amend the error and accept the July 2024 meeting minutes.
6. Matters arising from minutes.
Cllr Cook, Cllr C Christie and the Clerk had a site meeting at the Twitchell Footpath. The conclusions were that the asphalt needing re surfacing as reported by the resident at the last meeting. Over hanging dead tree branches were noticed and that the footpath has joint ownership of three residents covering three sections of the footpath. If possible, the residents could unite in sweeping the autumn leaves and preventing the soil from creeping from the edge of the footpath over the footpath causing mud/hazard.
Cllr S Christie has contacted Cllr Butroid and is awaiting correspondence from Highways regarding information on maintenance and information towards the agreement of upkeep and maintenance of the footpath surface. When this has been established next steps will be to engage with homeowners about land ownership.
The confirmation e-mail of approval of NP documents has been received by WLDC
The south gulley at the bottom of The Glebe is flooding the corner and across the road during heavy rainfall- The job has been scheduled but not completed
The investigate works into flooding by the LCC is underway. Clerk has forwarded information to residents that have shown prior interest and to help highlight areas in need of inspection. This has also been shared on social media. No help is yet required of the councillors that have volunteered to assist. If the consultants require this then they will get in touch
No update regarding representation for extending the 30mph limit on Stow Road leading out of the village. Cllr Butroid to enquire with the TRO.
Communication is ongoing with Anglian Water in regard to the representation made inadequate sewage system and drainage.
Environmental Agency suggests Highlighting concerns to West Lindsey and Anglian Water.
Best Kept Gardens Awards were judged Tuesday 6th August by Martin Fish. The results will be shared at the next meeting.
In house training for CEP 2/3 scenarios 25th July @7.30pm delivered by Gordon Bruce was successful and informative. Gordon is going to approach the Lincolnshire Resilience Forum after the summer period for further/in depth training.
Comments regarding planning applications and other planning matters were submitted to the planning department via e-mail due to works on the website.
The materials are ready for the Highways volunteering day. The date has been confirmed as the 9th September 2024.
The new playpark inspection company are scheduling us in for an inspection and life expectancy report. The Rospa report has been cancelled yet we remain on their annual automatic inspection for next year.
The AGAR has been returned from the external auditors with no outstanding recommendations. This will be on the agenda item next month for acceptance
Cllr Hoyland has donated two flash drives required for the retention of the final NP documents when adopted.
Articles for the upcoming newsletter- Men in Sheds Shield presentation and BKG results
Unfortunately, the idea of the 3D printed dog bin lid will not be possible due the measurements being too large for the printer. Clerk to place quote back on next month agenda. Handyman has requested 10 dog bin signs. CIL Money can be used
Interest rates for section 106 monies and Advertising grants to be discussed on the agenda.
ICO Certificate has been received and is displayed on the notice board
A Microsoft Teams meeting with WLDC to discuss S106 monies and its restrictions has taken place. We now understand that the £5,000 capital is ring fenced and its accumulated interest is to be used on the upkeep of the open space on Ashfield only. Whereas the capital £10,000 and interest for the open space/playpark on The Glebe can be spent. The remaining £10,000 for Old Rectory Gardens is yet to be clarified of its restrictions.
Consultation for Updating the Lincolnshire Minerals and Waste Local Plan. Deadline Tuesday 24th September @5pm. As far as we are aware this is not an issue that will have an impact on Sturton by Stow.
Press release for the LNRS farmers, landowners and land managers survey – the survey is live and will close on the 2nd of September. The survey link has been shared on our social media page.
The Bugler will be attending the remembrance service. No update regarding other arrangements. Cllr Taylor to speak with Mr Justham.
Awaiting certificate from the Fire Inspection, Clerk has e-mailed to obtain a copy.
The Grass Contractor has volunteered his knowledge and expertise to come for a meeting and help improve the grass specification. Spring months would be more beneficial to get on top of the grass.
He was unable to fit in the July cut due to weather but will endeavour to cut the extra verge cut in august resulting in two full back-to-back cuts. Council agreed that speaking with the grass contractor when updating the contracts for next years tenders would be very beneficial. Cllr S Christie to meet with the grass contractor.
New padlock purchased for Jubilee Wood, Cllr Hoyland to replace the old padlock. Keys held by the clerk and Cllr Hawke.
A resident has requested whether the digital speed sign on Tillbridge Road could be moved into the newly extended speed limit for vehicles entering the village as a traffic calming measure or to purchase a solar powered speed recorder to be installed in this area.
The council discussed this matter and felt that a second speed sign would cause street clutter at this moment in time and were hopeful that a TRO for a speed reduction to 40mph from the Thorpe Lane Junction to Tillbridge Road would help with this.
7. Correspondence received.
County news, Playpark inspection form, sausage rolls/mince pie form for Remembrance Day and Information about the consultation of minerals and waste.
8. Planning Applications
No Planning Applications
9. Planning Granted
Land at Barker Farm and Land at 31 Tillbridge Road are still pending.
10. Other planning matters
A resident has raised a concern regarding an additional static caravan at 81 Saxilby Road. The Clerk has liaised with the planning department who highlighted that the permission that was granted lapsed on 14th September 2023. If works have commenced and the static is in use by the applicants for a temporary period whilst undertaking the approved works, this would not normally be an issue. However, can see no reason for two statics to be in place on the site. An enforcement breach can be reported if required. It was suggested to not report as works on the bungalow are still being completed.
LCC considering closing Highways Depot in Sturton by Stow. It was discussed that if the land was going to be developed then a clause would have to state that in line with the Neighbourhood Plan the new builds must be affordable housing.
At 8.06pm Cllr Butroid was invited to update the council.
Cllr Butroid stated that there is not, yet a new site located. The process could take 3-4 years and if the LCC sell to a developer then clauses can be added into selling agreement for affordable housing/green space etc.
Meeting closed to Cllr Butroid at 8.11pm
11. To purchase batteries for the speed radar gun, a new click counter and a pack of 12 biro pens and for speed watch sessions up to a cost of £30 and two bags to protect the SW signs £10.48 + VAT each and £19 + VAT for delivery.
It was agreed and RESOLVED to purchase the items on behalf of speed watch.
12. Accounts: Online Payments to be authorised
a) Payments agreed
i) Salaries-Clerk and expenses/ litter picker/OSR Cleaner/Handyman/PAYE
ii) INV 184- Grass cutting £501.71 no VAT
iii) INV -190- Fortnightly Grass cutting £255.71 no VAT
iiii) INV 191- Grass cutting July £501.71 no VAT
b) Payments to be agreed i) Mr Ibbotson - Speed watch Expenses £8.50
c) Direct Debits paid
Multidata £52.93 (July)
British Gas Village Green New Contract (Not received)
British Gas Lite- New Contract £23.97 including VAT
ID Mobile £25.80 including VAT
Wave (Anglian Water) £64.88 no VAT
Charge Card- (£133.42) including £3 Charge fee, £5.49 ink subscription, B Knight & Son materials for Highways Volunteer Day £115.93 including VAT (CIL Money) and £9 Morrisons- cleaning supplies
d) Monies received July Multidata reimbursement £52.93
e) Bank Fees Multi Charge Card monthly charge £3 included within charge card total
Bank Balances following all payments:
U-C/A £40,083.77 U-D/A £918.62 U-S/A £0
13. agree August 2024 accounts summary –circulated
It was noted that the Village Green Invoice for British Gas Lite hasn’t been received since switching contracts. The 20p overpayment to the litter picker last month had been redacted on this month’s pay and that CIL money has been used to purchase the gateway materials for the Highways Volunteering Day.
14. To agree bank reconciliation
It was agreed and RESOLVED that the bank reconciliation had been completed by Cllr S Christie.
15. To discuss lottery funding application and agree quoted options for The Glebe multi play replacement
The lottery funding application was discussed to apply for part funding of both projects from the National Lottery and to top up with other funding if accessible and borrow from the S106 money capital if needed. It was agreed and RESOLVED to accept the quote for the stand alone Multi Play Unit replacement on The Glebe costing £18,268.66 including VAT.
16. To discuss options for maturing bond for August 2023
It was agreed and RESOLVED to reinvest £15,000 of the maturing bond into a 1-year bond at 5.06% and to transfer the interest to the S106 reserves pot and the £10,000 capital to the new instant savings account. To aid funding of the new Multi Play Equipment if required.
17. To review Grant application form and Grant Aid Policy
It was discussed to make the following amendments to the Grant Aid Policy.
To redact the word ‘of projects’ in the - Application section- 9th paragraph.
To redact ‘at the Annual Meeting of Sturton by Stow Parish Council’ from the last sentence on the last page of the policy.
Grant Application Form- to redact the word projects from ‘List main reasons for expenditure projects’ and to redact the headings project1/2/3/4. It was also agreed to remove the request for the minutes of the last AGM and the organisation’s current constitution of rules from the back of the last page. It was agreed and RESOLVED to make these amendments to both documents and to request the minutes of the last AGM and the organisation’s current constitution of rules to any new local organisations that may apply.
18. To agree to advertise for grants 24/25
It was agreed and RESOLVED to advertise the grants via all notice boards, website and social media.
19. To review Statement of General Safety Policy
It was agreed and RESOLVED that the General Safety Policy was reviewed with no amendments.
20. To review Hourly paid Staff Sickness Absence Policy
It was agreed and RESOLVED that the Hourly paid Staff Sickness Absence Policy was reviewed with no amendments.
21. To review Clerk Sickness Absence Policy
It was agreed and RESOLVED that the Clerk Sickness Absence Policy was reviewed with no amendments.
22. To review Lone Working Policy
It was agreed and RESOLVED that the Lone Working Policy was reviewed with no amendments.
23. To discuss and agree wreath options
This item was deferred until the next meeting due to not having a reply from the RBL. Cllr Taylor suggested speaking with Cllr Holtby about the purchase of a wreath.
24. To discuss and agree quote for cleaning the Cenotaph/War Memorial within the churchyard extension.
It was agreed and RESOLVED to not accept the quote for cleaning the Cenotaph/War Memorial within the churchyard extension and to instead organise a small work party. Cllr Hoyland and Cllr Cook volunteered to clean the Cenotaph on the 6th September 10am. Clerk to inform the Youth Club of the work taking place and that their usual assistance will not be needed this year.
25. To discuss and agree whether to enrol in further CEP Training provided by the LRF.
It was agreed in principal if the fees are reasonable to enrol in further in dept CEP Training led by the LRF. Recent training highlighted for the Clerk to amend flow chart and place in all noticeboards and for Cllr Taylor to obtain a couple of heating tokens to place in the CEP box.
26. Reports from local organisation.
Speed Watch- Speed Watch training took place on 24/07/2024 in the OSR. This was a success, and the Speed Watch Co-ordinator Paddy has recruited 4 more volunteers.
Village Hall- Following recent reports in the media, Legislation regarding Control of people in a public building could be updated and affect the use of the Village Hall and its operations of for a capacity of 100 people of more. It could be that new legislation could have more of an impact on private venues. The Hairdresser is on maternity leave and aims to be back in January.
The market is showing a decrease in numbers.
27. General maintenance in the Parish
The drain cover outside 32 High Street on the pavement is becoming a trip hazard. Clerk to report on Fix my street
Tree on the corner of Queensway Junction near the dog bin has been reported by a resident as needing maintenance to reduce its capacity as the crown is almost reaching the cables overhead.
The Stump behind the OSR is beginning to re grow and the ivy needs removing from the OSR gutter as it is being to outgrow the trellis. Cllr Cook to speak with resident requesting maintenance and Cllr Hoyland to inspect the stump.
The school hedge is encroaching on the verge on Stow Road. The area will be assessed by the school caretaker over the summer holidays. It was also highlighted that the school hedge on School Lane also needs cutting back to allow the grass cutter to maintain the verge. Cllr Butroid to report via his contacts, Clerk to supply photos.
28. Update on Scampton
At 9.32pm Cllr Butroid was invited to update the council on Scampton. The Home Office has been in contact with the LCC as to how the LCC will provide statutory duties i.e. bus routes from the site. It was noted that the change of government will have an impact of decisions moving forward.
Meeting closed to Cllr Butroid at 9.34pm
29. Update on Solar Farms.
The clerk has registered the parish council on the Tillbridge Solar through the examination process.
The new Secretary of State for Energy and Net Zero Approved Gate Burton Energy Park. 7000 Acres will be speaking with both Lincolnshire County Council and West Lindsey District Council to find out their response and if they will appeal. It was noted that a compulsory purchase order notice has been displayed on lamp posts in the village.
30. Items to be noted for the next meeting
Revisit deferred item 23 wreath options
BKG Results
Purchase of Xmas Trees
Projects for next year
Christmas competition and Light Switch on arrangements
Grass and Hedge Tenders
Meeting closed at 9.42pm. Smoke alarm tested and passed.