October 2024 Minutes
Sturton by Stow Parish Council met on Wednesday 2nd October 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 Taylor, Cllr Holtby, 10 members of the public and Cllr Butroid.
Cllr Cook welcomed everybody to the October 2024 meeting
1. Recording of the meeting.
It was noted that no one was recording the meeting.
2. Apologies
Cllr. Hoyland and Cllr Hawke
3. To receive declaration of interests in accordance with the Localism Act 2011
Cllr Holtby declared a financial interest in Item 13a i) Salaries and an interest in 9a Planning Application WL/2024/00684. Cllr Holtby will abstain from voting when these items are discussed.
Cllr Cook declared a financial interest in item 13b Expenses made at the Chairmans discretion. A power plug attachment for the generator to enable the cleaning of the war memorial.
4. Meeting opened to the public.
The meeting was opened to the public at 7.31pm with two members of the public wanting to speak.
At 7.31pm the first member of the public highlighted concern and possibility of future building on a piece of land off Old Rectory Gardens. Contactors vans have been parking on the land and more recently fencing and a private land notice have been installed.
The Chairman stated that the land borders the side of his own property, and he had noticed the contractors on site. He shared a concern regarding the parcel of land and talked to the contactors on site. The contractors stated that they were under instruction to tidy up the piece of land and make it secure to protect the land from fly tipping and ASB. The contractors highlighted that there is a watercourse running underneath the land and that it was unsuitable for building on.
The member of public shared her thanks for putting her mind at ease.
At 7.35pm the second member of the public highlighted his concern for the position of the puffin crossing. He informed the council that he was led to believe that the crossing would be positioned where the dropped kerb was.
The Chairman expressed that the site drawings are indicative and subject to logistical survey. Given the mishap with the gas pipe earlier in the week. The maps of the location of pipework are not quite as to scale and therefore slight adjustments may have to have been made.
At 7.35pm Cllr Butroid stated that the crossing is within half a meter of the drawings he has seen.
At 7.36pm the resident highlighted his second concern and to bring awareness of water flooding near the kerb on Saxilby Road near the Oak Tree. He emphasised that most vehicles would give the area a wide berth to keep pedestrians dry. Unfortunately, this is not always the case. He noted the drains are in the side of the kerb and not in the road and this could be impacting how the water drains away.
The Chairman checked if the resident was familiar with reporting issues to Fix my Street and suggested reporting via Fix My Street with photos and as much detail as possible for the issue to be investigated by Highways.
The resident agreed and will report the issue on Fix My Street.
At 7.38pm the first resident wished to speak again with issues on flooding near the newly surfaced entrance to Bradshaws. After heavy rainfall she is unable to pass the area on her mobility scooter to the pavement due to the amount of water.
The Chairman expressed that the concern has been discussed before and is in hand with the Highways Department to install a new gulley.
The resident expressed her thanks.
At 7.39pm the meeting was closed to the public.
5. Grants received and noted
At 7.40pm The Chairman invited the grant applicants to present their applications
Two members of the public joined the meeting at 7.39pm
The Chairman of the Sturton District Shed Club represented the Men in Sheds based at Bransby. He stated that the Men in Sheds is open to everybody and all genders. They currently have two units and are in the process of planning permission for a third unit. The third phase is a roof between the two units to allow working outside. The fourth phase is decking to raise the floor level to the height of the entrance eliminating any trip hazards and making the area level to beable to use power tools outside and to make the area look more inviting. In the future the club hope for phase five- to install flagstones along the front.
The Sturton District Shed Club submitted a grant application form for £3000 to help with costs towards phases three and four of their projects.
At 7.45pm a representative of the Recreational Field submitted a grant application form for £5000 towards installing an additional piece of play equipment aimed at younger children and families. The play structure will be installed alongside the spider climbing structure and skate park. There are various designs of diverse equipment including climbing nets to promote challenge and healthy outdoor play. With this in place as well as the football pitch and multi-use games area the recreation ground committee hope to meet different needs of the village when families are accessing the Recreational Ground with children varying in age.
At 7.47pm the Village Hall Treasurer and representative highlighted projects needing immediate attention which are taking place in the village hall. Due to complaints about the condition of the floor from groups using the hall immediate action is taking place as the floor requires maintenance which involves sanding, sealing and re polishing, this work has been quoted at £3275. The kitchen needs maintenance and quotes received are approximately £2000. A part refurb of the kitchen has been quoted at around £7000 and includes replacing the worktops, cupboard doors and draws. The Village Hall are submitting a grant for £3500, which would cover 50% of the funds towards the part refurb of the kitchen.
The representative understands that grants have an impact on the precept which the Parish Council applies for and expressed that the village hall offers concession rates to the parishioners of Sturton by Stow. He also informed the Parish Councillors that when considering their grant application from the village hall along with its extra documentation to take into consideration that various bodies advise the village hall to hold funds in their account of two and half times their turnover which equates to around £30,000.
At 7.54pm a youth leader representing the Youth Club submitted a grant for £4000. The Youth Club offers a safe place for young people two nights a week. Following the success of the latest Alton Towers trip which enabled 25 members of the youth club to enjoy a day at Alton Towers for a small contribution with the cost being heavily subsidised by the Youth Club enabling the trip to be offered to all of the youths and not excluding financially. The youth club would love to offer more of these trips to the young people as they are very much enjoyed.
Organised big trips such as Alton Towers costs around £1000 and smaller trips such as go karting, jump inc are around £500.
The Youth Club kitchen needs a freshen up. Being a shared building equipment that we think we have to hand can go missing. We would like to purchase an air fryer, new cutlery/ crockery and new BBQ, the cost to cover this would be approximately £500.
Running costs form part of our application such as the cost of the lease of the building, internet and we would like to purchase a lockable cabinet to keep paperwork organised in our office. Alongside this we would like to refurb the pool table. This is very loved piece of equipment and is in need of maintenance. The quotes for these projects are £800 and £300.
Lastly, we tend to run in house activities to give the young people a great time. This can cover anything to a bouncy castle, to a rodeo bull or even a gladiator duel. These nights are thoroughly enjoyed and looked forward too. Quotes for in house activities are around £400.
At 7.57pm Lynda Mullally joined the meeting.
At 7.58pm the newly appointed Chair of FOSSA and representative submitted a grant application form for £1500 to support wellness and wellbeing of children within school ranging from 4-11 years.
The FOSSA representative gave thanks for previous grants received from the PC including funding towards the library refurb and trim trail. A successful grant will enable resources and books to be purchased creating the foundation of support to help children first setting into school to those preparing for their transition to secondary school. Installing a buddy bench and large planters and materials have been suggested as a sensory area to support the wellbeing of the children. The aesthetics of the project will be funded for by FOSSA and a selection of year 5’s have applied to become Wellbeing Champions to help improve the wellness and wellbeing. They will be working closely with FOSSA to share their ideas and to enable them to have an input and a sense of ownership to the project. FOSSA will endeavour to support the children at the school and appreciate any support from the Parish Council. Any support is greatly received, and FOSSA will be raising money through various events for the school for this ongoing project to extend the wellness and wellbeing support throughout the school long term.
Agenda item 5 was closed at 8.02pm and 8 members of the public left.
6. To approve minutes of previous meeting in September 2024
It was agreed and RESOLVED to approve the September 2024 minutes with no amendments.
7. 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 received from the printers. Clerk to pass on two hard copies and USB of the working documents to the Stow Parish Council Clerk.
Work for the crossing was delayed by a week to Monday 30th September and is now underway for up to four weeks. Parking at the Tastery will be accessible for local businesses.
At 8.09pm Cllr Butroid informed the council that weekly meeting is taking place for updates and arrangements for deliveries to both the shop and the Tastery.
The clerk highlighted that a resident from The Close/Eastfield is concerned about the safety of pedestrian’s speed of traffic using The Close/Eastfield as a rat run whilst the crossing is being installed. He had suggested some signage to slow the traffic down could help or for future safety to make the route a no through road.
Cllr Butroid agreed that the road could benefit from some temporary signage whilst the works are taking place and will source some slow down/reduce speed signs. In relation to the no through road, this has been discussed before and was not favourable with the residents.
Public consultation documents for the reduction of the speed limit on Stow Road have been received and displayed on the website, social media and soon to be on the notice boards. Parishioners on social media are showing mixed reviews to its necessity and possible alternatives.
Fix my Street
Due to a residents concern the clerk has re-reported missing sign at the entrance to Bransby Village from Saxilby Road.
The south gulley at the bottom of The Glebe is flooding at the corner and across the road during heavy rainfall. A job has been scheduled but not completed
The job scheduled for the manhole cover on the High Street reported by Cllr Butroid has been fixed.
Parish Council needs to re connect with both Anglian Water regarding the representation made inadequate sewage system and drainage and highlighting concerns to West Lindsey District Council as suggested by the Environmental Agency.
The Lincolnshire Road Safety Partnership should be beable to advise on any additional measures that could be taken by the Parish Council in relation to the Community Speed Watch. Regarding a 40mph buffer coming into the village on Saxilby Road of which a 40mph buffer did not reach the criteria.
The Highway’s volunteering day has taken place. Thanks, has been expressed via e-mail to the Balfour Beatty Team and LCC volunteers. Thank you to Muriel and Cllr Hawke for storing the supplies and Cllr Hoyland for keeping an eye out and lending an extendable to brush to aid cleaning the tops of the bus shelters.
The bus shelters have been washed and painted yet residue on the bus shelters remains. It could be that it was missed or very difficult to remove. Clerk to task the Handy man.
The gateway is in place and has been acknowledged by Torksey Parish Council who have asked for details to install a new gateway in their parish.
The stump and vegetation behind the OSR have been maintained by Cllr Hoyland.
10 dog bin signs and Dog bins lids have been received and are in place
Both correct certificates from the Fire Inspection have been received and are in place.
The clerk has formally invited Revered to switch on the lights at the Christmas switch on, she has accepted and will arrive 3.45pm.
Cllr S Christie and clerk have created new grass specifications for agreement on agenda
The Parish Council is not eligible for the Unity Impact Grant £5,000 mentioned at the last meeting as this is a charity based grant.
Cllr S Christie has confirmed there is no Section 106 Agreement in place for the open spaces at Old Rectory Gardens despite us having a copy of a Draft Agreement. He has located a "Transfer of Land Contract" between the developer and the Parish Council for the maintenance of the Public Open Space, Play Area and Play Equipment on Old Rectory Gardens with an agreed sum of £10,000 being paid to the Parish Council. When investigated further, a signed copy of the "Transfer of Land Agreement" has been found which was completed in October 2004.
On reading the Agreement it does appear that the land was transferred with full title guarantee and sets out conditions and rights in perpetuity though cannot see any restrictions for using the Interest or Capital.
We can only assume the money has previously been treated as if it was S106 to build up interest for maintenance.
It was suggested that a policy is drawn up to set out clear guidelines regarding the expenditure of this money.
A further reference to this is in the Minutes of October 2004 Minute 14 which confirms the opening of the above bank account and sets out the sums of monies as - Ashfield £5000. The Glebe £10000, Old Rectory Gardens £10000. It has been confirmed that only the capital of Ashfield S106 £5000 is ringfenced.
A resident has highlighted concerns about the overgrown hedges of the Quaker Ground. I have passed on contact details for the Quaker representative.
The newsletter has been printed and ready for distribution.
Chris and Cllr Hawke trimmed smaller branches to let the light through on the footpath from Ashfield to Fleets Road-. This area as already has also been highlighted by a resident.
Cllr Taylor approached resident and highlighted the concern who will see the area is maintained.
Cllr Christie and Hoyland inspected the branches placed near the ditch on the footpath. The branches have now fallen into the ditch and although not PC owned, if blocked this could have an impact on flooding and drainage. Cllr Hoyland to speak with nearby residents.
Cllr Hoyland and Cllr Cook attempted the cleaning of the memorial and will return with better equipment.
Under the Chairmans discretion a power plug adapter to be used with the generator has been purchased.
Cllr Hoyland and Cllr Cook to return to the war memorial prior to Remembrance Day service.
Information has been passed onto school regarding the depth of future hedge cutting behind the seat on Stow Road and School Lane to free signage immersed into the hedge.
Handy man has cleared creeping vegetation from The Glebe, cleaned the slide covered in bird faeces in the Village Hall playpark and fitted the replacement dog bin lids and labels.
Many Thanks to Cllr Holtby who has re positioned the shields and King’s portrait in OSR.
Couple of bookings are coming up for the OSR in the next few months. FOSSA AGM and Stow Church for October and January
There was a concerned resident highlighting felled trees leading into Bransby Village from Saxilby Road and questioning verge cutting. This concern has been dealt with.
Capps island Flood Alleviation has been completed.
Closure of file correspondence from Bridge Mc Farland following registering of the Recreational Ground. It was suggested to forward a copy of the correspondence to the Recreation Field representative.
Following authorisation from the PC. The Hedge around the junction Bransby/Tillbridge Road has been lightly trimmed by Bransby Home for Horses.
Cllr Cook attended the National Planning Policy Framework teams meeting. Which included a presentation about the Government's consultation to change the National Planning Policy framework. Potentially removing the need for Neighbourhood Plans. NALC will collate views and submit a consultation response to the Government on behalf of the local council sector in England. Cllr Cook to report findings at the next meeting.
Cllr Cook will choose the Christmas Trees on the 8th October at 2pm. 12 small trees as per previous years (10 reamed to 50mm) and 1 chosen village tree (Approximately 18ft). Delivery for Friday 6th December.
Cllr Tayor volunteered to assist with delivery.
Would we like to submit a formal response for the Lincolnshire design code consultation it began on the 10th September and runs for 6 weeks. The Design Code will form an overarching design framework for Central Lincolnshire for new development to follow, underneath which more detailed rules could be prepared for specific areas or sites. These could be prepared by the Local Planning Authority, a developer or local communities through a Neighbourhood Planning Group.
At 8.33pm Cllr Butroid explained that the design code is to help standardised estate building and trying to get the district councils on board to think about what they approve.
Greater Lincolnshire devolution has the support of the new Government, and it will now progress through its final political stage.
8. Correspondence received
Clerk and Council direct, Playpark Inspection Sheet and a Thankyou card from Stow Parish Council to be circulated to all those involved in the NP review.
9. Planning Applications
Application WL/2024/00684- Bransby Home of Rest for Horses- Planning application for the siting of converted container to be used for multiple purposes.
It was agreed and RESOLVED to make the following general observation of having no objections to this planning application.
Application WL/2024/00743- 8 Upper Close- Proposal: Planning Application for Conversion of garage and alterations to dwelling.
It was agreed and RESOLVED to make the following general observation of having no objections to this planning application.
Application Number: WL/2024/00712- 31 Red Roofs- Proposal: Single Storey Extension to Rear & Detached Double Garage
It was agreed and RESOLVED to make the following general observation of having no objections to this planning application.
10. Planning Granted
None.
Outstanding Planning Applications
WL/2024/00100- Land at 31 Tillbridge Road and WL/2024/00395 -Land at Barker Farm are still pending a decision
11. Other planning matters
Cllr Christie and Cllr Hoyland assessed the structure being built on Rectory Park. Upon inspection Cllr S Christie and Cllr Hoyland were not concerned with the size and that it is within its limitations however there has been a concern from a resident that an inspection hatch for the ditch is situated on the land near the location of the building under construction. There is a possibility that it may have been covered.
It was agreed and RESOLVED to highlight the concern to WLDC planning department to confirm whether the hatch still exists or to confirm if authorisation has been granted to alter or re locate the inspection hatch.
As clarified in agenda item 4, concern for a parcel of land off Old Rectory Gardens as recently has fencing and a private land notice have been installed. The land has been made secure and there are no future plans for building as the land is unsuitable for building on as there is a watercourse running underneath the land.
12. To agree a cost of up to £70 for Remembrance Day supplies including x4 plastic poppies, wreath, RBL donation and x6 tablecloths and refreshments for after the ceremony.
It was noted that Cllr Holtby has acquired a wreath that requires the Sturton by Stow logo printing and laminating to place in the middle of the wreath prior to the service.
At 8.47pm at the Chairmans discretion Cllr Cook opened the meeting to Cllr Mullally who wished to speak. Cllr Mullally offered to purchase the Remembrance Day supplies of up to £70 with her Councillor Initiative Funding. It was agreed and RESOLVED to accept the generous request with thanks. Clerk to liase with WLDC. It was agreed and RESOLVED for the clerk make additional purchases for supplies required for Remembrance Day inclusive of a remembrance spray or memorial cross for Cllr Cook to lay at the Thorpe le Fallows service and a donation to the RBL.
13. Accounts: Online Payments to be authorised
a) Payments agreed
i) Salaries-Clerk and expenses/ litter picker/OSR Cleaner/Handyman/PAYE
ii) INV 206- Grass cutting (Mid) £306.85 including VAT
iii) INV 215- Grass cutting (Full) £602.05 including VAT
iv) JRB Enterprise- (CIL Money)- x2 dog bin lids and x10 labels £189.06 including VAT
v) The Pelican Trust- Newsletters £116 and NP printing £43.20 including VAT
vi) The Village Hall- x4 Heating Tokens £8
b) Payments to be agreed
i) Cllr M Cook expenses £7.95 Power plug socket adapter
c) Direct Debits
Multidata £52.93 (September)
British Gas Village Green New Contract- £244.43 including VAT
British Gas Lite- New Contract- In credit £14.30 (No invoice generated)
ID Mobile £25.80 including VAT
Charge Card- (£38.46) including £3 Charge fee, £5.49 ink subscription, £7.74 (Remembrance Day supplies- tablecloths), £8.25 + £13.98 cleaning supplies
d) Monies received September Multidata reimbursement £52.93
e) Bank Fees Multi Charge Card monthly charge £3 included within charge card total
£18 Quarterly Service Charge
Bank Balances following all payments:
U-C/A £47,207.26 U-D/A £924.98 U-S/A £0
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14. To agree October 2024 accounts summary –circulated
It was noted that item 13b (i) was purchased at the Chairmans discretion to aid maintenance of the War Memorial.
It was noted that the Unity Instant Access Savings Accounts interest rate is reducing from 2.75% to 2.60% via correspondence from the bank.
It was noted that the British Gas OSR Lite account is in credit due to the smart reader not sending readings. The clerk has been liaising with British Gas Lite regarding the village green account. The accounts opening figures supplied by British Gas from the previous contract were incorrect. Due to this an incorrect invoice of £244.43 has been generated. To rectify the issue British Gas Lite requires two photos of the meter taken a week apart to prove usage before consulting the previous supplier to amend opening figures. Paperwork has also been submitted by the clerk proving the amended bill and the correct figures documented by British Gas as the previous contract ended.
The received sum of S106 money not reinvested and interest received last month remains S106 interest reserve. The interest will be used for maintenance for the open spaces.
It was noted that Cllr Holtby voted against the purchase of village hall heating tokens. It was agreed and RESOLVED to agree October 2024 accounts.
At 9.03pm two members of the public left.
15. 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 to complete hard copy of bank reconciliation after the meeting.
16. To agree cost of £100 plus VAT from Mr Deague for dyke maintenance at rear of The Glebe & Old Rectory Gardens
It was agreed and RESOLVED to accept the quote of £100 plus VAT for dyke maintenance at rear of The Glebe & Old Rectory Gardens in preparation for the winter months.
17. To discuss and agree opening an additional savings account with the current bank and moving former £27,032.37 NS & I Savings to a savings account with 2.60% interest with current bank account.
It was agreed in principle to transfer up to £27,032.37 to the new savings account. It was agreed and RESOLVED to defer this agenda item for discussion at the financial meeting and for the clerk to get clarification on the withdrawal notice required from the savings account if the funds were transferred.
18. To review, discuss and adopt grass tender specification calendar year or financial year layout ready for tendering 25/26
The grass tender specification document with the amendment of incorporating option 2 of grass cutting frequency as agreed at the previous meeting was discussed. It was agreed and RESOLVED to adopt the grass tender specification document with a financial year format.
19. To review, discuss and adopt hedge tender specification ready for tendering 25/26
The hedge tender specification was reviewed and amendments of an additional cut to the playpark hedge and St Hughs hedge were agreed. It was also agreed to amend the time of year in which these cuts take place. The first cut was amended to between the 1 September and 31 October and the second cut to commence between the 1 January
and end of February. Cllr S Christie has also included a tender form for this years tender.
It was agreed and RESOLVED to accept the amendments and adopt the hedge tender specification document.
20. To agree to advertise grass and hedging tenders for year 25/26
It was agreed and RESOLVED to advertise grass and hedging tenders for year 25/26
21. To agree to allocate the July extra full grass cut to the end of October
It was agreed and RESOLVED that this cut was no longer required and could be used as an early cut in March if required.
At 9.39pm a member of the public left the meeting.
22.To agree to send thanks to the neighbourhood plan representatives for their help and dedication in revising the Neighbourhood Plan up to the cost of £25.
It was agreed and RESOLVED to send card of thanks to both Neighbourhood Plan Representatives. Clerk to send on behalf of the PC.
23. To discuss tree maintenance in the village hall playpark (Trees overhanging play equipment and birds are defecating onto the equipment below)
It was agreed and RESOLVED to collect quotes for advice and tree maintenance in the playpark behind the village hall to resolve the birds defecating on the play equipment. It was suggested to contract contractor who has maintained the trees the previous year and current grass contractor.
24. To discuss projects for 25/26
The clerk highlighted previous ideas of projects that had been highlighted such as the gate post which was fixed at Jubilee Wood was inspected on the annual walkabout by Cllr Hawke and noted that it had limited life.
Bins/sack holders on bus shelter (particularly on Saxilby Road) CIL MONEY could be used £80 plus vat per bin. Unfortunately, they would not fit in the bus shelter and would have to be installed on the bus stop pole if allowed.
Sand bin on Saxilby Road.
Matting in the playpark needs levelling out. A contractor called Horizons has been recommended by Kompan. It was agreed and RESOLVED to defer discussing projects to the financial meeting prior to the draft budget.
25. Reports from local organisation.
Village Hall- Updates have been covered in the grant application of work/maintenance for improvements to the village hall.
26. General maintenance in the Parish
It was noted that the vegetation creeping through the fence of the last property on The Glebe has not been completely removed. Clerk to send photo the handyman to show the affected area.
Upon accessing the village hall playpark, the clerk had noticed the gap in the wet pour around the roundabout. The area needs compacting with soil and seed to eliminate trip hazard.
Clerk has asked the handyman to pin down mat near the junior swings that had been noticed.
Village Green Electric box hinge requires maintenance. Cllr Hoyland to inspect with Cllr Taylor.
It was suggested that remodelling the village green after the crossing has been installed may help for the electric box to be repositioned and become more accessible as well as having a separate hole for positioning the Christmas tree.
27. Update on Scampton
The Government announced that the former RAF Scampton will no longer be used to house asylum seekers. WLDC still hope for heritage site.
28. Update on Solar Farms. To discuss statement for feedback if required.
Clerk has accepted the offer for a Gate Burton representative attending a meeting for questions and answers with parishioners. Date to be scheduled when Gate Burton finalise their delivery plans.
A representative from the Willingham, by Stow Battery storage has offered to meet for a briefing on their application
Cottam Solar Project approved- 7000 acres hopes the WLDC and LCC will appeal
Tillbridge Solar Project- A letter from the Examining Authority (ExA) that has been published on the National Infrastructure Planning website. The letter is an invitation to the Preliminary Meeting for the above application (the ‘Rule 6’ letter) which will be held on 15 October 2024, 10:00am, both in person at Thonock Park or virtually via teams
At the Chairmans discretion Cllr Mullally was granted to speak to the council
At 10.03pm Cllr Mullally highlighted that in recent events of ASB within the village could the Parish Council reiterate to residents to report ASB to ACIS if being caused by a tenant of ACIS or the police. Unfortunately reporting on social media does not get the help required.
Meeting closed at 10.06pm. Smoke alarm tested and passed.