2024 Minutes

Sturton by Stow Parish Council met on Wednesday 7th February 2024 in the Old Schoolroom. The Meeting started at 7.30pm.

Meeting chaired by Vice Chair Cllr Cook 

Present: Parish Clerk, Cllr Taylor, Cllr. S. Christie, Cllr. Holtby, Cllr Hoyland and Cllr Hawke and 11 members of the public.

Cllr Cook welcomed everybody to the February 2024 meeting.

1. Recording of Meeting

It was noted that no one was recording meeting. 

2. Apologies

It was noted that Cllr C Christie would be late joining the meeting.

3. To receive declarations of interests in accordance with the Localism Act 2011.

Cllr Hoyland declared a financial interest in Item 15a i) Salaries. Cllr Hoyland will abstain from voting when this item is discussed.

Cllr Holtby declared a financial interest in Item 15a i) Salaries. Cllr Holtby will abstain from voting when this item is discussed.

Cllr Holtby declares an interest in Item 38 Clerk to report member of staffs’ probation review. Cllr Holtby will be asked to leave the room when this item is discussed in closed session.

4. Meeting opened to the public.

Meeting opened to the public at 7.32pm- Four members of public wished to speak.

 The first resident highlighted a concern of anti-social behaviour within the Eastfield area of the village, particularly youths using the bench located on the corner of Eastfield/ Tillbridge Road Junction. Youths have been using the bench to access and sit on the top of hedge to the property behind. The resident asked that the bench be relocated to The Glebe playpark.

The Chairman responded to the resident that the PC would have to consider that if the bench was relocated there is a concern that the anti-social behaviour could also be relocated to another area of the village. The Chairman informed residents that first the anti-social behaviour should be raised with the police to see what support they can offer along with the concern for costings to fund the potential relocation.

At 7.36pm another resident requested to speak. Cllr Cook accepted this. The resident highlighted the significant damage to the hedge and trellis behind and the expense it is costing to repair the damage caused by the youths using the bench to access the top of the hedge. The resident offered to cover expenses to re-locate the bench if cost to the Parish Council would be an issue. The resident added that other residents not in attendance were also experiencing damage to their properties.

At 7.38pm a resident highlighted that there seemed to be an issue with youths in and around the Eastfield area with fence panels and chain link fences damaged.

At 7.39pm a further resident bought to the attention a burglary which had commenced within the village with video evidence of the perpetrators.

At 7.40pm a resident offered CCTV footage around the shop if it would help identify youths responsible for criminal damage.

The Chairman acknowledged that anti-social behaviour is an issue that needs to be addressed and to encourage all incidents and the video to be reported to the police. He ensured the residents that he would make contact with the Police Inspectorate for guidance and support in dealing with anti-social behaviour.

At 7.41pm A resident raised concern to agenda item 8 b) Planning Application 147813. The resident highlighted the effect the planning application would infringe on privacy on his property and for this to be taken into consideration when discussing the application.

At 7.42pm a resident raised that the Village Hall is experiencing anti-social behaviour. Youths are accessing the car park at the rear of the village hall out of hours through a hole in the hedge. He added that the WI had meetings disturbed by youths and damage has been caused to drainpipes. The Village Hall Committee would like to install CCTV cameras outside.

Cllr Hoyland bought attention to GDPR that the cameras would have to be angled correctly and have a notice.

At 7.45pm a resident expressed his thanks for the repaired sunken drain reported on Fix My Street. He added that it is illegal to misuse CCTV data and suggested that a member of the Parish Council along with a member of the Village Hall Committee watches the footage weekly for anti-social behaviour. He is also stated how CCTV on the playpark could be useful in case of accidents and ensured council that the CCTV legalities had been fully researched.

The resident then queried Cllr Butroid about current parking for the council houses on the left-hand side on Saxilby Road before turning into Queensway. The are huge dents in the ground where the cars have been parked and a resident is now choosing to park on the other side of the road to avoid getting stuck. Prior to the new buildings on Queensway there were garages available. He suggested an underlay in which the grass can grow through to offer a harder standing area to park.

Cllr Butroid responded to the resident that this area has been looked at before and It could be explored again. Perhaps Acis should provide parking for their tenants.

The resident then raised the revised public consultation with Cllr Butroid that the zig zag lines are still showing on the new diagram to still be marked outside of the shop.

Cllr Butroid informed the resident that he has raised this with the department on multiple occasions and has requested that the zig zag lines be shortened. Cllr Butroid also informed the residents that Highways have no objection to moving the bench so long as the pavement is left in good condition.

Meeting closed to the public at 7.50pm

5. To approve minutes of previous meeting in January 2024.

It was noted that that last sentence at the bottom of page 93 read as ‘A new padlock has placed back on Jubilee Wood’ and should be amended to ‘A new padlock has been placed back on Jubilee Wood’ It was agreed and RESOLVED to amend this sentence and approve the January 2024 Minutes.

6. Matters arising from minutes.

There has been revised public consultation documents and a new drawing showing the correct position for the Proposed Puffin Crossing. This proposal supersedes the previous proposal with a new deadline Thursday 29 February 2024. Residents who have already sent e-mails of support or objections are asked to confirm to contact e-mail provided if they would like their comment to be added to the revised proposal. This must be confirmed by the resident to the TRO@lincolnshire.gov.uk or it will not be counted.

Details of the revised proposal have been updated on the website, social media and will be on the notice board.

The churned-up grass area outside the Queensway junction on Saxilby Road was reported on Fix my Street. Bollards have been installed however a resident has been in contact requesting a couple more bollards to be positioned around the start of the layby to stop cars parking two wheels on the grass in the churned-up area, Clerk to report to Fix My Street.

The bollards on Fleets Road opposite the new builds have been repositioned to help avoid residents churning up the grass when exiting driveways.

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 sunken drain at the Queensway junction has been fixed. The gulley at the bottom of School Lane has been inspected with the guidance that if the faults deteriorate significantly then to re report. From the report on Fix My Street the clerk has been advised that the gulley was jetted out in November 23 and an inspection shows that it is working well. The gulley can become overwhelmed in extreme weather conditions. If the flooding repeats in less extreme weather conditions, then please re report.

The Clerk has finalised the re-claiming process for the grant and the money has been received from FCC Funding for the new basket swing.

Grass tenders are to be re-visited on the agenda for discussion following the agreement to suspend financial regulations of Financial Standing order number 11 (h).

The Noticeboard for the church yard has been installed and the Parish Council have been given a key and reserved space for two A4 notices on the righthand side.

The Greater Lincolnshire Devolution Public Consultation has come to an end. It has been advertised on the notice boards, social media, and the website along with details of consultation events.

 The OSR lock has been fixed. It was recommended that the door handles were in need of replacing. The Clerk facilitated this using Emergency Powers.

 The replacement TPO tree has been delivered to the depot and will be planted in the next couple of weeks.

The Multidata charge has increased to £52.93.

Correspondence has been received from two banks stating that alterations to bank signatories has been actioned.

Awaiting correspondence from Santander regarding change in signatories. The paperwork has been returned missing information and has been returned promptly.

Clerk has been creating documents which were highlighted as a requirement following the internal audit for Council to adopt and implement.

The ink subscription has been moved to the charge card. They now offer an ink and paper subscription service.

Clerk liaised with the Handyman regarding the Community Speed watch Signs. He has located two and will install them on Saxilby Road and Marton Road.

7. Correspondence received.

Playpark inspection sheet, Street furniture catalogue, Thankyou booklet from the school children and a clerk and council magazine.

At 8.10pm Cllr Christie joined the meeting

8. Planning Applications (Any applications up to date of meeting)

Planning Application- 147816- Land rear of 15 Tillbridge Road- Application for approval of reserved matters for the erection of 1no. 1.5 storey dwelling with attached garage considering access, appearance, landscaping, layout and scale, following outline planning permission 142337 granted 15 April 2021.

It was agreed and RESOLVED to object to this planning application due to its conflicts with The Neighbourhood Plan. Cllr S Christie voted against objecting to this application. However, supports the Council's decision.

Planning Application-147813- Land at 31 Tillbridge Road- Planning application to erect 5no. dwellings with attached and detached garages, with new access and associated works.

It was agreed and RESOLVED to object to this planning application due to its numerous conflicts with The Neighbourhood Plan.

Full comments for the above applications are available to view on West Lindsey planning portal.

9. Planning Granted (Any up to date of meeting)

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.

Application-147717- 14 Saxilby Road- Planning Application to erect front porch.

10. Other Planning Matters

Planning Application- 147710- Stow Park Farm- Request for a scoping opinion for a proposed Solar Farm Development- EIA Required.

The Clerk noted that a handwritten objection had been received in the Old Schoolroom post-box. This has been forwarded to WLDC and uploaded onto the planning portal.

11. Accounts: Online payments to be authorised

 a) Payments agreed                i) Salaries-Clerk and expenses/ litter picker/OSR Cleaner/Handyman/PAYE

                                                   ii) Pelican Trust Notice Board- CIL Money- £882.00 including VAT

                                                   iii) Ian Moore- Pressure washing playpark surfaces- £300 no VAT

 b) Payments to be agreed       i) Jewson - Door Handles £17.00 including VAT

                                                    ii) FCC Funding duplicate payment error £144.68

                                                    iii) Arbour Woodland and Tree Care (Hedge Work) £600 including VAT

     c) Direct Debits paid               Multidata £52.93 (January)

                                                  British Gas OSR £28.72 including VAT

                                                  British Gas Village green £10.68 including VAT.

                                                  ID Mobile £23.92 including VAT

                                                  Charge Card £14.29 - Cleaning supplies and large stamp for bank signatories

                                                  Wave (Anglian Water)- £51.00 no VAT

d) Monies received                  January Multidata reimbursement £52.93

                                                   Post Office- OSR Hire £110

                                                   Village Hall Ground Rent - £1

                                                   FCC reclaimed grant £5,982.66

e) Bank Fees                            Multi Charge Card monthly charge £3 included within charge card total

Bank Balances following all payments:

C/A £921.01                     N-U-C/A £24,338.23                   N-U-D/A £678.63                   Nat Savings £0

12. Accounts February 2024 summary –circulated.

It was noted there had been some alterations on to where money is assigned too. The Clerk has made some alterations to correspond with the budget review scheduled for the next meeting. When placing the budget on the new accounts systems the Grass/Footpath and Hedge was not split correctly. £700 was taken from the Grass/Footpaths allocation and placed into Hedge. An outstanding grass cutting bill which was being queried was paid from the Parish Council allocation. This has now been taken from the hedge allocation. £33 for the Village Hall Hire for the Riparian Event has been placed back into PC Pot and taken out of maintenance and drainage. It was agreed and RESOLVED that the accept the February 2024 accounts.

13. To agree bank reconciliation

It was agreed and RESOLVED to accept the bank reconciliation produced by Cllr S. Christie.

At 8.22pm 4 members of the public left the meeting.

14. To acknowledge that after reporting the lock issue to the handyman it was recommended that the OSR door required urgent new door handles. Clerk facilitated emergency powers in replacing them £17.00 including VAT.

It was agreed and RESOLVED that the Clerk used her Emergency Powers to facilitate the replacement door handles.

15. To agree to suspend financial regulation of Financial Standing order number 11 (h) requiring three quotations above £3000 in order to facilitate a decision of contractor for grass and hedge contracts 24/25.  

Council has managed to obtain two like for like quotes for the Grass Contract 24/25 and one quote for the Hedge Contract 24/25. In order to agree a contractor, it was agreed and RESOLVED to suspend the financial regulation of financial standing order 11 (h) to discuss tenders and agree a contractors for Grass and Hedge 24/25 Contracts.

16. To discuss tenders and appoint a new contractor for grass and hedge contracts 24/25

It was agreed and RESOLVED to accept the quote and assign the hedge contract to Ian Moore Contracting for the year 23/24.

It was agreed and RESOLVED to accept the grass cutting quote and to assign the grass cutting contract to Ian Moore Contracting for the year 24/25.

17. To agree to replace Former Cllr Gilbert with Cllr Cook on the Emergency Plan contacts.

It was agreed and RESOLVED to replace former Cllr Gilbert with Cllr Cook on the Emergency Plan Contacts.

18. To discuss and approve updated contacts in Emergency Plan document.

It was noted that following the use of the Village Hall for an Emergency in January 2024. The Village Hall have enquired as to how they obtain a reimbursement from the Parish Council or Lincolnshire Resilience Forum. The WLDC response is that the Village Halls are usually used at no cost. Clerk to liaise with the LRF to find if there is a fund available to cover the costs. Clerk to send updated documents to the LRF and request confirmation that the documents have been updated on their system.

19. To agree quote of £40 for contractor to remove and dispose of soil in preparation for tidying around the back of the OSR.

It was agreed and RESOLVED to accept the quote from Gary Tindall. Clerk to liaise with the neighbour prior to works taking place.

Cllr Taylor abstained from voting.

20. To agree a cost of up to £30 to purchase gravel to landscape area behind the OSR.

It was agreed and RESOLVED to agree the cost of £30 to purchase the gravel. Cllr S. Christie has volunteered to landscape the area.

Cllr Taylor abstained from voting.

21. To agree to close down Santander account and transfer remaining funds £921.01 to current bank account.

It was agreed and RESOLVED to close the Santander Current Account and have the monies transferred to the New Current Account. Paperwork to be signed at the end of the meeting.

22. To discuss applying to the National Lottery for a grant to replace the slide in the Village Hall playpark and to upgrade equipment at The Glebe playpark.

There is a rolling programme available with no deadline called National Lottery Awards for All. It is a simple grant scheme in which the Parish Council are eligible for and can apply for up to £20,000. Cllr Holtby has experience with the National Lottery grant system before.

It was agreed and RESOLVED to begin an application for funding from the National Lottery to replace the slide in the Village Hall Playpark and the multi play equipment on The Glebe.

Clerk to liaise with Cllr Holtby during the application.

23. To discuss possible re-location of the bench on Eastfield concern raised by a resident.

It was discussed that there has been more that one site of criminal damage. If the bench is removed, then it would deprive other residents. This damage is classed as low vandalism and as identified in the police reports there are no resources for the police to follow them up. The Chairman had inspected the bench and noted that the bench had been previously donated to the Parish Council by a family that resided in the village in memory of a family member.

It was agreed and RESOLVED for the Chairman to utilise police contacts for support and advice on anti-social behaviour and the principal of relocating the bench and revisit again at next months meeting. In the meantime, the Clerk will contact the family about the possible re-location of the bench.

4 members of the public left the meeting

24. To discuss setting up a Parish Council Facebook page separate from the community page on social media for notices, information, and PC updates.

It was agreed and RESOLVED to set up a Facebook page names ‘Sturton by Stow Parish Council’ to enable to Parish Council to share information. Clerk have security and restrictions in place and to turn commenting off.

25. To discuss and agree quote from contractor for maintenance highlighted in the ROSPA report in the Allan Close playpark.

Two quotes were discussed to enable maintenance required as highlighted in the ROSPA report. £185 to fill in area around wet pour with soil and grass seed.

£200 to repaint two identified pieces of play equipment.

It was agreed and RESOLVED to accept both quotes.

26. To discuss and agree whether to hold an event for D Day on the 6th June 2024

It was agreed and RESOLVED hold an event for D Day on the 6 June 2024 involving lighting the beacon.

27. To discuss and agree the proposed position and installation of a permanent Call Connect bus stop sign in Bransby.

It was agreed and RESOLVED to agree to the proposed location of the installation of the Call Connect Bus Stop outside the Visitors Centre providing Bransby Horses Home are happy with the location.

28. To agree to purchase new box files for paperwork storage up to £25

It was agreed and RESOLVED to purchase new box files for paperwork storage up to £25

29. To agree to purchase a new shredder for OSR up to £35

It was agreed and RESOLVED to purchase a new shredder up to £35

30. To discuss ideas for Co-op community, clean up event

A Co-op representative has chosen to offer Sturton by Stow Parish Council with a Green Space Community Clean up Event. The Co-op with provide some volunteers, publicise the event to encourage the community to take part and provide refreshments. The Youth Club will have the chance to be involves with their leaders. The Parish Council will need to provide the materials needed.

It was agreed and RESOVED to accept the support from the Co-op Community Clean up Event to address the sand and repainting of equipment and groundwork (To level and re pin or replace rubber matting) as highlighted in the ROSPA report in the Village Hall Playpark on a Saturday morning at the end of March. If possible, to include tidying up groundwork at The Glebe Playpark. Clerk to liaise with Co-op representative.

31. Reports from local organisation.

Cllr Taylor- Village Hall- Eight new heaters have been installed; they are all child locked so they cannot be altered. A new hob has been installed in the kitchen. The Community Warm space is going to continue as it has been noted that not only has it provided a warm space but a social space for residents.

Cllr Hawke- Jubilee Wood- The area is beginning to dry up. Two work parties have taken place with 6/7 volunteers attending each and the new tools have been used. A large area has been strimmed back and volunteers have used the loppers to hand trim the hedge. The bow saws have been used to thin out the trees and a haloing technique by hand has been implemented to help the well-established trees to grow. 20% of the trees have been damaged by squirrels, rabbits, and deer. The Sycamores have been felled and the new trees have not been re planted yet. Another work party is soon to be scheduled.

Cllr Hoyland- Youth Club- The Youth Club have been the Co-op Champions and received just under £4000. They have purchased an air hockey table which has been on the wish list for many years and plan to organise more trips for the children. Through the suggestion box the older children have asked for a revision hub. They would like a quiet place to study and support with revision. Cllr Hoyland will be volunteering on a Wednesday to support the children with Maths and Science. The Youth Club are having an initial meeting to see who is interested. Cllr Hoyland will feed back the concerns for anti-social behaviour to the Youth Club for support.

At 9.35pm Cllr Butroid informed the council that the Futures Team from LCC have contacted the Youth Club to offer support with Anti-Social Behaviour.

32. General maintenance in the Parish

The area under the trees at The Glebe Playpark is in need of some groundwork. There are areas that need raking up and disposing off.

Clerk has reported glass on the footpath next to Tillbridge Road as reported to the PC by a resident.

Clerk is liaising with Bradshaws regarding water pooling at the newly surfaced entrance.

At 9.40pm one member of the public left

33. Update on Scampton

The monthly meetings with the Home Office have been boycotted by all the local Parish Council. Meetings have been cancelled due to low staffing at the Home Office.

At 9.45pm Cllr Butroid updated the Council on Scampton. Liasing with the HO has not happened yet, organisations have been pulling together on how to give welfare and humanity support to the Asylum Seekers. There could be 500 Asylum Seekers on the site for the next three years however, the accommodation is not currently adequate and needs a lot of work. There is the possibility of looking for alternative housing. Scampton declined the HO meeting. There is a meeting soon to be scheduled with Parish Councils along with the LCC and WLDC. The stop order is still in place. The NHS has to sign off the medical centre and there is at least 4-6 weeks.

Meeting closed to Cllr Butroid at 9.50pm.

34. Update on Solar Farms.

Inspectorate reports are available to view. Cottam 1 is the Solar Farm which effects our area the most. The village will be affected by transit routes. The Chairman attended a webinar with Northern Power where they were planning on laying cables. Some part of their electric mix is Hydrogen. There is low expectation of Hydrogen being used in cars.

35. Update on Neighbourhood plan.

The Neighbourhood plan is at the last stages of the reviewing process to then be sent to WLDC.

36. Items to be noted for the next meeting.

Extraordinary Meeting to discuss the revised public consultation documents for the proposed puffin crossing and for agreement to send a letter of support of objection scheduled Friday 16 February 2024 at 7.30pm.

 To revisit agenda item 23 and update.

To revisit agenda item 16 with the addition to amendment in contract for facilitate hand mowing in Allan Close Playpark.

 To discuss 2024 annual walkaround and asset inspection.

To discuss ideas for a D Day Event on the 6 June 2024.

Update on Proposed Puffin Crossing if new information is released regarding the end of the public consultation.

37. To agree to go into closed session. To discuss staff probation review and appraisal. If agreed press and public will be asked to leave.

One member of the public and Cllr Holtby left the meeting.

At 10.05pm closed session commenced.

38. Clerk to report member of staffs’ probation review.

The Litter Picker has passed the probation period and is fulfilling the role exquisitely. The Clerk shared the report from the Litter pickers Probation Review. It was noted that a new litter picker was required this has been actioned. Large amounts of litter had been reported coming from the school playground. Clerk to notify the school.

39. Clerk to report staff appraisal.

The OSR Cleaner is fulfilling the role exceptionally. The OSR Cleaner raised an area within the role that required support as to not breach the risk assessment. Assistance with cleaning the larger outside window is required.

Clerk informed the cleaner that the handyman could facilitate this as and when required.

Meeting closed at 10.14 pm

Smoke Alarm tested and passed