September 2024 Minutes
Sturton by Stow Parish Council met on Wednesday 4th September 2024 in the Old Schoolroom.
The meeting started at 7.09pm following The Best Kept Gardens 2024 award presentation. The Awards were presented to the winners by the Chairman on behalf of this year’s Judges Mr and Mrs Fish.
Meeting Chaired by Cllr Cook.
Present: Parish Clerk, Cllr. S. Christie, Cllr. C. Christie, Cllr. Hoyland, Cllr Taylor, Cllr Holtby and Cllr Hawke and 2 members of the public
Cllr Cook welcomed everybody to the September 2024 meeting
1. Recording of meeting
It was noted that no one was recording the meeting.
2. Apologies
None, All Cllrs present
3. To receive declaration of interests in accordance with the Localism Act 2011
Cllr Hoyland declared a financial interest in Item 11a i) Salaries. Cllr Hoyland will abstain from voting when this item is discussed.
Cllr Holtby declared a financial interest in Item 11a i) Salaries. Cllr Holtby will abstain from voting when this item is discussed.
4. Meeting opened to the public.
The meeting was opened and closed to the public at 7.10pm with no members of the public wishing to speak.
5. To approve minutes of previous meeting in August 2024
It was noted that on agenda item 6- Matters arising, page 55, 14th paragraph reads ‘Awaiting certificate from the Fire Inspection, Clerk has e-mailed to retain a copy.’ It was noted that ‘retain’ needed amending to ‘obtain.” It was agreed and RESOLVED to amend the error and accept the August 2024 meeting minutes.
6. Matters arising from minutes.
It has been concluded that ownership for maintenance of Twitchell surfacing belongs to Highways. More information needed to clarify maintenance over hanging dead tree branches. Chairman to update resident who had previously attended the meeting.
The NP documents have been adopted. Clerk has placed a link on the website. Thanks, given from the Parish Council for the time and efforts to all those involved in completing the review. Clerk to transfer working documents to USB for Stow and Sturton by Stow Clerks to retain.
Agreement for printing is on the agenda
Work for installation of the Puffin Crossing Sturton by Stow: A1500 Tillbridge Road, between B1241 High Street and Saxilby Road, takes place from Monday 23 September for up to five weeks. Daytime temporary traffic signals from 9am to 5pm, weekdays only, for both projects. A five-night road closure will be required in late October to lay the final road surfacing. These will be in place from 7pm to 6am.
Stow Road will be closed from the 5th-18th September for works on drainage and flood alleviation.
Maintenance have been taking place in the parish for the environmental agency.
Fix My Street
Overgrown trees reported by a resident on Saxilby/Queensway junction reported to BT
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
Job Scheduled for uneven manhole cover on the High Street raised at the previous meeting and reported by Cllr Butroid.
Damaged drain cover along Twitchell reported by Cllr Taylor has been fixed
Consultation documents for extending the 30mph limit on Stow Road leading out of the village have been circulated
Communication is ongoing with Anglian Water in regard to the representation made inadequate sewage system and drainage. Communicating with NP representative. Cllr Hoyland has spoken to an AW representative in regard to original correspondence and it was suggested to make further communication with any questions left unanswered.
Environmental Agency suggests Highlighting concerns to West Lindsey and Anglian Water.
Awards and Shields for the BKG have been engraved and presented
WLDC have exhausted all possible avenues and there is no record of the Section 106 agreement ever being signed and completed for the ‘Old Rectory Gardens open space’ Cllr S Christie has volunteered to inspect the minutes to find more information.
The Lottery Application has been submitted. There is a 16-week cycle until we hear of the outcome.
School hedges reported via LCC have been cut back. It was suggested that the maintenance is appreciated and for future cuts behind the seat on Stow Road and on School Lane be cut back further to free the signage on the verge that is hidden by the school hedge. Clerk to liaise with the school.
Representation has been made regarding reducing the speed limit entering the village on Marton Road and entering the village on Saxilby road leaving the village. A review of the Saxilby Road and Marton Road has taken place for a buffer limit, unfortunately the areas do not meet the criteria set out in the speed limit policy for a reduction in these areas. It has been suggested to contact Lincolnshire Road Safety Partnership who will be able to advise on any additional measures that could be taken by the Parish Council in relation to the Community Speed Watch.
The materials are ready for the Highways volunteering day to commence 9th September. The materials will be dropped off at Cllr Hawkes address for collection from Balfour Beatty and the highways team.
The new playpark inspection company are scheduling us in for an inspection and life expectancy report.
The AGAR has been returned from the external auditors with no outstanding recommendations. This is on the agenda for acceptance and the notice will be on display via notice board and the website.
10 dog bin signs and two replacement dog bin lids are on the agenda. CIL Money can be used.
Written confirmation has been received of £15,000 agreed section 106 has been reinvested in a 1 year bond with the rest in the current account to then be transferred into the savings account and with the s106 interest extracted to the S106 interest reserve for maintenance for the open spaces.
Grants have been advertised via posters and social media.
Men in Sheds have requested a form.
Awaiting certificate from the Fire Inspection having received two incorrect ones.
I have formally invited Revered Jane Foster-Smith to perform the Remembrance service, and she has accepted. Clerk to contact David regarding service sheets.
Cllr S Christie has met with the Grass Contractor help improve the grass specification with his knowledge and expertise of commercial cuts. A discussion document for grass cutting 25/26 has been created.
The ash tree near the memorial in the church yard extension has been removed as it has been identified as having ash die-back.
Clerk is investigating the Parish Councils eligibility for a Unity Impact Grant £5,000 to provide a positive social impact Neighbourhood Development Fund. This grant funding scheme is part of our UK Shared Prosperity Fund investment programme using funding awarded from the Government.
There is a new fund we want to support local place leaders, such as parish/town councils, charities, community organisations and social enterprises, to develop new projects that align with Neighbourhood Plans and respond to the needs of a community.
7. Correspondence received.
Playpark inspection form- Clerk to circulate electronically.
8. Planning Applications
None
9. Planning Granted
Land at Barker Farm and Land at 31 Tillbridge Road are still pending.
10. Other planning matters
- WATSON PETROLEUM LTD Request for confirmation of compliance with condition 6 (drainage maintenance schedule) of planning permission 132257 allowed at appeal 6 November 2015.
It was discussed that no action was required. Condition 6 is an enforcement put in place by the planning authority and does not require a comment.
11. Accounts: Online Payments to be authorised
a) Payments agreed i) Salaries-Clerk and expenses/ litter picker/OSR Cleaner/Handyman/PAYE
ii) INV 198- Grass cutting (Full) £602.05 including VAT
iii) INV 200- Grass cutting (Full) £602.05 including VAT
b) Payments to be agreed i) Onyx Trophies- Engraving for BKG £115.20 Including VAT
ii) PKF External Audit- £378.00 Including VAT
c) Direct Debits paid Multidata £52.93 (August)
British Gas Village Green New Contract
British Gas Lite- New Contract £25.44 including VAT
ID Mobile £25.80 including VAT
Charge Card- (£170.31) including £3 Charge fee, £9.49 ink subscription, Speed watch supplies £56.44, £27.19 new padlock & £74.19 Highways volunteering day materials. CIL Money
d) Monies received August Multidata reimbursement £52.93
Received withdrawn S106 - UTB - £12,294.77
e) Bank Fees Multi Charge Card monthly charge £3 included within charge card total
Bank Balances following all payments:
U-C/A £49,587.75 U-D/A £918.62 U-S/A £0
12. To agree September 2024 accounts summary –circulated
It was noted that no invoice yet for the Village Green since opening the new contract. Clerk to resubmit the opening numbers to see if an invoice is generated. The grass cutter has now registered for VAT and the received sum of S106 money not reinvested has been received and will be transferred to savings account. The S106 interest will be withdrawn and transferred to the S106 interest reserve to be used for maintenance for the open spaces.
13. To agree bank reconciliation
It was agreed and RESOLVED to accept the electronic bank reconciliation produced by the Clerk on the account summary sheet. Cllr S Christie and Cllr Holtby to complete hard copy of bank reconciliation after the meeting.
14. To discuss maintenance of dyke at rear of The Glebe & Old Rectory Gardens
Cllr Taylor highlighted that about 100m down from the corner of the ditch it looks although pine trees have been cut and piled, blocking the dyke. He noted this is not on the part of the ditch that the PC are responsible but an issue that could impact on effective drainage.
Cllr S Christie and Cllr Hoyland to inspect the area.
It was the highlighted by Cllr S Christie that the part of the ditch that the PC are responsible for is in need of maintenance. Clerk to contact Mr Deague as per previous years for a quote to cut the grass and remove the debris on both sides of the ditch in preparation for the winter weather.
15. To review, discuss and adopt grass tender specification ready for tendering 25/26
Cllr S Christie met with the grass contractor who has offered his knowledge and expertise in commercial grass cutting having carried out the contract for the last year. Cllr S Christie has created a grass cutting discussion document offering various options for grass cutting contract 25/26. Each option offers different grass cutting frequencies and the option to begin the contract in March and cut more frequent during the spring months. It was agreed and RESOLVED to accept option two. Cllr S Christie to liaise with the clerk in collating previous contract to merge with option 2 of the grass cutting discussion document to present at the next meeting for approval.
16. To agree to advertise grass and hedging tenders for year 25/26
Item deferred.
17. To agree to allocate the July extra grass cut to the end of October
Item deferred
18. To agree cost of x2 replacement dog bin lids at £54 each = £108 plus VAT and 10 vinyl waterproof dog bin stickers at £4.16 each plus VAT and postage and packaging £7.95 plus VAT using CIL money.
It was agreed and RESOLVED to purchase x2 replacement dog bin lids to replace the bin lids at the end of Saxilby Road near the footpath and at the bottom of School Lane as identified on the annual walkabout inspection and x10 dog bin stickers using CIL money.
19. To purchase 4 heating tokens at the cost of £10 from the Village Hall for the CEP Emergency Box
Cllr Taylor declared an interest in this item and abstained from voting. Cllr S Christie did not agree with the purchase and felt that the village hall should provide the coins free of charge as an aid to benefit to the village.
It was agreed and RESOLVED to purchase 4 heating tokens to be kept in the emergency box for instant access when an emergency occurs, and community emergency plan is actioned.
20. To approve and accept notification of the AGAR Section 3
It was agreed and RESOLVED to accept the AGAR Section 3 external auditor report with no outstanding recommendations and publish conclusion of AGAR notification on the notice board and website.
21. To discuss projects for 25/26
The Chairman suggested creating a footpath leaflet outlining walks within the parish with distance/time of routes to distribute with the newsletter. It was proposed to liaise with the wellbeing group for routes to include and possible NHS funding that could help towards printing costs.
A previous suggested projects to reconstruct another gateway on Marton Road to aid traffic calming coming into the village is being carried out as part of the Highways Volunteering Day.
Cllr Holtby requested the purchase of X4 large reuseable plastic poppies at £9.99 each to be mounted at the village entrances as a symbol of Remembrance. Clerk to place on next month’s agenda for agreement. It was agreed and RESOLVED to ask the parishioners for ideas of projects they would like to see in and around the village. Chairman to compose an article to be placed in the newsletter.
22. Best Kept Garden Results
Best small Garden - 10 The Beeches. A small but well filled garden with neatly trimmed hedge, mown lawn and lots of summer colour from seasonal planting, containers and hanging baskets.
Best large Garden - 4 Tillbridge Road. well mown lawns, a selection shrubs and flowers. Lovely Landscape Credit to Roger Parker village gardener for his care and maintenance
Best Business premises - The Tillbridge Tastery- Well maintained planting along the front of the building and colourful summer baskets and containers. The village green in front of the Tastery is also well maintained and enhanced by seasonal containers. Credit to Gary Tindall village gardener for his care and maintenance.
It was considered that the future arrangements of the Best Kept Gardens change to an entry-based system whereby parishioners can enter the street facing garden to be judged.
23. To agree to purchase Christmas Trees Village green
It was considered to reconfigure the flagpole hole on the village green to provide easier access when installing the village Christmas tree.
It was agreed and RESOLVED to purchase x12 smaller trees (10 to be reamed to 50mm) and the village green tree from Fillingham Trees as previous years. Clerk to make an appointment for the Chairman to choose the village tree.
24. To review and discuss the Quarterly budget
The Quarterly budget was reviewed and discussed. A virement was suggested from grants paid to grass. It was agreed and RESOLVED to accept quarterly budget.
It was suggested to arrange a finance discussion for Wednesday 23rd October 7.30pm to create a discussion document in preparation for the draft budget.
25. To agree printing cost of the adopted Neighbourhood plan £9 + VAT per copy. (Approx 10-15 copies)
It was agreed and RESOLVED to purchase 4 copies of the Neighbourhood Plan document (Two hard copies per council) as both Parish Councils are happy to access the Neighbourhood Plan online.
26. To discuss arrangements for Christmas Light Switch on and Christmas display competition
Arrangements for the Christmas Display competition was discussed to trial an entry-based system whereby parishioners can enter their Christmas display to be judged. Article to be placed in the newsletter, online and via the notice board. Clerk to ask a representative of Scampton Parish Council to judge this year. It was agreed and RESOLVED to judge the Christmas displays on Saturday 14th December at 7pm.
It was agreed and RESOLVED to ask Reverend Jane Foster-Smith to switch on this years lights at our annual Christmas Light Switch on held on the village green on Saturday 7th December at 4pm.
27. Reports from local organisation.
Village Hall- The Village Hall has gained some new members on the committee.
Jubilee Wood- Autumn/Winter Programme is taking place to schedule in the next working party.
Speed watch – Speed watch have received their items agreed last month and send thanks for their resources.
Youth Club- There has been stable attendance and have enjoyed events such as watching the euros and introducing the new Y6’s. This was a success with 37 attending. Alton Towers trip booked for the 7/9/24 which the youths are looking forward to.
At 9.40pm two members of the public left the meeting
28. General maintenance in the Parish
Cllr Holtby highlighted that there is a War Memorial Trust that distributes grants to have the war memorial cleaned.
It was noted that streetlights on the footpath from Fleets Road to Ashfield are being covered by the trees causing low visibility on the darker nights. Cllr Hawke volunteered to inspect the trees.
It was highlighted that the last house before the entrance to the footpath on The Glebe has vegetation creeping into the path of the footpath. Clerk to ask handyman to cut back.
It has been noticed that a building is under construction at the back of The Old Rectory. Scale and size could be a concern. Cllr Hoyland and Cllr S Christie to investigate.
29. Update on Scampton
No update regarding Scampton. It was noted that the change of government will have an impact of decisions moving forward.
30. Update on Solar Farms.
A formal application for the Battery Storage for Willingham by Stow as discussed
WL/2024/00662 PP/2024/00298 LAND AT WILLINGHAM BY STOW FARM MARTON ROAD WILLINGHAM BY STOW GAINSBOROUGH DN21 5BH
Planning application for the installation and operation of a Battery Energy Storage System (BESS) with ancillary infrastructure and landscaping and biodiversity enhancements.
It was discussed not to submit a comment due to the application not residing in our Parish boundary.
Representation made from Gate Burton Energy Park, which was consented on the 12th July has offered to attend a meeting and respond to questions and answers. Clerk to accept offer and arrange a meeting to begin at 7pm for questions and answers the parishioners may have.
31.Items to be noted for the next meeting
Revisit deferred item Grass and Hedge Tenders
Revisit Remembrance items and wreath costs
Revisit issuing an extra grass cut at the end of October if required.
Meeting closed at 10.00pm. Smoke alarm tested and passed.