March 2024 Minutes
Sturton by Stow Parish Council met on Wednesday 6th March 2024 in the Old Schoolroom. The Meeting started at 7.30pm.
Meeting chaired by Cllr Cook
Present: Parish Clerk, Cllr Taylor, Cllr. S. Christie, Cllr.C. Christie, Cllr. Holtby, Cllr Hoyland and 6 members of the public.
Cllr Cook welcomed everybody to the March 2024 meeting.
1.Recording of Meeting
It was noted that no one was recording meeting.
2. Apologies
It was noted that Cllr Hawke sent his apologies.
3. To receive declarations 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.
Cllr Holtby declared a financial interest in Item 12a i) Salaries. Cllr Holtby will abstain from voting when this item is discussed.
4. Meeting opened to the public.
Meeting opened to the public at 7.32pm- Two members of public wished to speak.
The first resident referred to item 17 on the agenda. He read out a statement stating it had been prepared with the aid of legal representation. The resident highlighted two further accounts of vandalism to his property and concern of anti-social behaviour within the Eastfield area of the village. He informed the council that the youths are still using the bench located on the corner of Eastfield/ Tillbridge Road Junction to access and sit on the top of hedge to the property behind. The resident is upset with the Parish Councils lack of urgency and priority of dealing with this issue. The resident asked that the bench be relocated to The Glebe playpark where it would better suit resident’s needs. He stated that the PC control and own the seat which was donated to them many years ago which is positioned on PC land. He informed that he has agreed to safely store the seat until it is ready to be repositioned in an alternative spot and that both the LCC and WLDC have no issue with the re-locating of the seat. He provided a quote from a local contractor who is qualified and certified to make the pavement good in relation to Highways standards. He stated it is the code of conduct of the Parish Councillors to support the needs of the residents. The resident highlighted the significant damage to the hedge and trellis behind and the costs are increasing with each incident.
The Chairman responded to the resident that the Parish Council will not be bullied into a decision. To abide by the Code of Conduct the Parish Council must cover all aspects in association with the bench. The Chairman stated that the residents’ comments are unacceptable, and the Council will not accept blame for following legal actions and processes.
At 7.38pm a resident questioned the decision-making process on agenda items and queried why the decision making and correspondence involving the Parish Council, LCC and WLDC and is not reflected in detail within the minutes.
The Chairman informed the resident that correspondence to be shared with the public is shared via the notice boards, newsletter, and the Parish Council website and the decision process throughout the minutes.
On going information processes are updated via matters arising. The Council will scrutinise the minutes further to see if more detail can be added.
The resident then raised the condition of the surfacing of the roads and pavements on Queensway and questioned when work to resurface them will take place.
The Chairman informed the resident that he has every sympathy from the Council in regards to the much needed resurfacing and asked Cllr Butroid if he had any updates.
At 7.45pm Cllr Butroid informed the resident the road is scheduled to re surfaced in the next 2/3 months and then Highways will re visit to resurface the pavements. He will liaise with the office and try and get a date for scheduled works to take place.
The resident then asked the Council if they were aware that around 3ft excess of extra land around the new builds within Queensway had been pinched for planning.
The Parish Council stated that they were not aware of this.
Cllr Butroid provided an update on the Proposed Puffin Crossing. There have been some concerns for speeding and road safety. He informed the public and Council that correspondence in relation to letters of support and objections from the public cannot be shared as the are GDPR protected. The next step is for a decision to be made by the Highways Committee potentially around April/May. The public are welcome to attend and sit in the gallery.
Cllr Butroid then reiterated that the LCC Highways department are happy for the bench to be relocated as long at the existing pavement is repaired to Highways standards. He stated how he appreciates that it could be argued as a police matter. However, he would put his support behind the bench being re-located to another area where it could be put to good use.
At 7.49pm a resident requested to speak. Cllr Cook accepted this.
The resident questioned if the public could see the letter of support submitted by the Parish Council. Cllr Cook stated that he was happy to share the letter as it was a true reflection of all matters and considerations for mitigations discussed at the Extraordinary Meeting. He passed the resident a hard copy to view at the meeting. Clerk to place a copy of the letter of support on the Parish Council Website.
At 7.51pm a member of the public left following disruptive behaviour from Youths outside The Old Schoolroom. And returned at 7.52pm stating the identity of the youths to being the ones damaging the hedge.
Meeting closed to the public at 7.52pm
At 7.54pm further disruptive was cause and Cllr Holtby and Cllr Hoyland left the meeting.
The meeting was paused awaiting the Cllrs return. At 7.56pm Cllr Holtby returned to the meeting
At 7.58pm Cllr Hoyland returned to the meeting.
The meeting continued at 7.59pm.
5 To approve minutes of previous meeting in February 2024.
It was noted that that agenda item 6 paragraph 12 read ‘two bank’ should be amended to ‘two banks’. It was agreed and RESOLVED to amend and approve the February 2024 Minutes.
6. To approve minutes of extraordinary meeting February 2024.
It was agreed and RESOLVED to approve the extraordinary meeting February 2024 minutes with no amendments.
At 8.03pm Cllr Mullally joined the meeting.
7. Matters arising from minutes.
Following up on public reports raised in the last meeting.
After liaising with the Cllr Cook the Beat Manager has increased patrols around Sturton by Stow especially over the half term. She had advised to report to 101 at the time of the incident and this will ensure the most appropriate response. There has been no identification of offenders.
Cllr Butroid had been liaising with the Futures Team from LCC. He has been informed that they have contacted the Youth Club to offer support with Anti-Social Behaviour.
Crossing- End of public consultation for proposed puffin crossing. Letter of support was sent on behalf of the PC with considerations of shortening the zig zag lines, restricted unloading times and reinstating car park outside of the Tastery. Clerk to upload the letter on the website.
Clerk has liaised with the Co-op in regard to parking. The store development team they can confirm that they would not have committed to providing an unrestricted car park. They would have said that if customers who use our store would be welcome to park and use other facilities in the village.
A resident had 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 reported this and the LCC have stated that the area is safe and not a priority, it will be monitored. Additional bollards maybe considered if required in the next financial year.
The glass reported on Tillbridge Road has been cleared away.
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 replacement TPO tree has been planted however it is a Holm Oak which is not native to the surrounding area. This has been highlighted with WLDC to whether it will be re-replaced.
Planning applications to be revisited in other planning matters due to amendments in documentation.
Planning Application-147813- Land at 31 Tillbridge Road
Planning Application- 147816- Land rear of 15 Tillbridge Road
The Lincolnshire Resilience Forum has issued another format for the Community Emergency Plan to be submitted. Gordon Bruce will re format the latest edition agreed at the last meeting and submit. No update regarding reimbursement to the Village Hall for hire costs during the Emergency Plan.
Cllr Taylor added that the Village Hall have absorbed the hire costs accumulated by the Emergency Plan being actioned as on this occasion the Village Hall was used as a Monitoring Station.
National Lottery Application to be revisited on the agenda.
The contractor will be in touch about when works will commence in the Allan Close playpark. He is currently waiting for better weather.
Installation of the Call Connect Bus stop sign will liaise with Bransby to make sure they are happy with the proposed location.
Co-op Community event on the agenda to discuss arrangements.
Bradshaw’s are aware of the puddle forming on the newly surfaced entrance. They are currently investigating potential options to solve this problem.
You may or may not be aware that Lincolnshire County Council (LCC) are currently undertaking investigative works into the recent flooding issues that have been experienced by residents in the area following storms Babet and Henk. LCC have contracted and authorised flood risk consultants to undertake this work on behalf of the council. This information has been shared on social media and residents affected by flooding who have previously contacted the Parish Council.
The Permissive Footpath is open. Due to the waterlogging of the soil, the path across the field is still quite unlevel, we will improve this when the ground conditions improve. The gates and the signage are all fully in place.
Bransby Horses Home have re-planted the area where the sycamores were removed. They have not over-planted it at this stage to give the trees the best chance and will continue to monitor this. They would like to add in some Holly once these trees have had a chance to establish, to provide some under-cover/cover for wildlife.
The Clerk has received written confirmation that the Santander account has been officially closed and funds transferred to the current account.
The accounts system subscription has increased to £8 a month- equating to £96 a year. A new subscription is due soon.
Increased charges with ID Mobile will take effect next month.
Correspondence for a Defibrillator - Match funding £750- Clerk to ask school if they have a defibrillator installed.
Cllr S Christie informed the Council that he has managed to contact a member of the Credland family who donated the bench, and they are more than happy for it to be relocated.
Cllr Cook updated the Council that The Tastery have disclosed their opinion regarding the reinstating the car park as mentioned at the last meeting, and they would like the area to stay as it is.
8. Correspondence received.
Play Park inspection sheet, Cottam Solar information,
9. Planning Applications (Any applications up to date of meeting)
Planning Application-147908- 37 High Street- Planning application for two storey front extension.
It was agreed and RESOLVED to make a general observation of no objections to this planning application.
10. Planning Granted (Any up to date of meeting)
None. All current planning application are still open for comment.
11. Other Planning Matters
Planning Appeal-146684- Kelloway House, Marton Road- Appeal against refusal for application for a lawful development certificate for existing outbuildings B, C and D for commercial workshops and storage space for mechanical fixings.
It was noted that this application is being appealed. The inspector has the original comments submitted by Parish Council.
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 submit additional comments that the amended drawing changes nothing to address the major concerns previously raised in the previous comments.
Full comments for the above application are available to view on West Lindsey planning portal.
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 submit further comments detailing
Full comments for the above applications are available to view on West Lindsey planning portal.
12. Accounts: Payments to be authorised
Payments agreed i) Salaries-Clerk and expenses/ litter picker/OSR Cleaner/Handyman/PAYE
ii) G.Tindall (Pruning Lime Tree on Village Green) £250 no VAT
b) Payments to be agreed None
c) Direct Debits paid Multidata £52.93 (February)
British Gas OSR £33.94 including VAT
British Gas Village green £21.43 including VAT.
ID Mobile £23.92 including VAT
Charge Card £58.54 (box files, shredder, large postage stamp for closing bank account documents and £3 card fee)
d) Monies received February Multidata reimbursement £52.93
e) Bank Fees Multi Charge Card monthly charge £3 included within charge card total
Santander Account Closed - Money transferred to new current account £921.01
Bank Balances following all payments:
C/A £0 N-U-C/A £23, 926.14 N-U-D/A £678.63 Nat Savings £0
13. Accounts March 2024 summary –circulated.
It was agreed and RESOLVED to accept the March 2024 accounts.
14. To agree bank reconciliation
It was agreed and RESOLVED to accept the bank reconciliation produced by Cllr S. Christie.
15. To discuss amendment to Grass contract 24/25 for new contractor to hand mow Allan Close Playpark.
It was agreed and RESOLVED to accept the additional quote of £50 per cut to hand mow Allan Close playpark as per the grass cutting contract 24/25.
16. To update on application to the National Lottery for a grant to replace the slide in the Village Hall playpark and to upgrade equipment at The Glebe playpark and quotes.
The Clerk has gathered three quotes to replace the slide in the Village Hall playpark and the multi play equipment in at The Glebe. All three quote are over the £20,000 budget. Clerk to seek the possibility of additional funding from WLDC.
8.32pm Cllr Mullally suggested the Community Facilities Fund
Cllr Holtby suggested that joint applications to the National Lottery Funding are usually successful.
17. To discuss possible re-location of the bench on Eastfield and to agree arrangements of payment for contractor to carry out works £750
The Cllrs discussed the possible relocation of the bench from Eastfield. It was suggested to re-locate the bench to The Glebe to provide seating under the trees.
Cllr S Christie felt the resident had been aggressive in his e-mail to the parish council and highlighted that the statement read during the public meeting was factually incorrect. The bench is positioned on Highways land not the Parish Councils. Cllr S Christie raised his concerns that the resident obtaining a quote was trying to pre-empt the decision and says that the bench is used by residents in its current position. He objected to the relocation of the bench.
Cllr Hoyland agrees with some of the comments highlighted by fellow Cllrs however he sympathises with the residents and the frustration the situation is causing. As a duty of care to the village and resident he supports the relocation.
Cllr C. Christie objected to the re location of the bench explaining that the issue is police matter.
Cllr Taylor and Cllr Holtby supported the re location
With approval from the Chair at 8.34pm the resident explained that the quote obtained covers the removal and making the pavement good. On discussion with the contractor, it was explained that the making good would meet Highways specifications for a public passage way. The resident also confirmed he would be happy to store the bench until a date for re-location to The Glebe could be secured. The Chair thanked the resident for clarifying the details of the agreement with the contractor.
It was agreed and RESOLVED to re- locate the bench to The Glebe at the cost of the Parish Council using CIL money. Clerk to arrange with the contractor, liaise with the resident for storage and obtain a quote for the reciting of the bench on paving slabs on The Glebe to discuss at the next meeting.
18. To discuss making representation to Highways regarding further street lighting to be installed to the edge of the village, Stow Road.
A resident has raised a concern of the lack of street lighting on Stow Road leading to the end of the village making the area extremely dark and dangerous.
It was agreed and RESOLVED to make representation to Highways to install a system of street lighting from the end of the existing lighting on the B1241 on Stow Road to the Parish boundary.
Cllr S Christie to help facilitate a letter To Highways.
19. To discuss speed limit on Stow Road and make representation to Highways to reduce the 40mph at the start of the village to 30mph.
A resident questioned why the speed limit at the beginning of the village Stow Road is not 30mph. Vehicles speed entering into the village and it is very dangerous.
Cllr Cook informed the Council that a recent Road Safety Partnership meeting as part of the Lincolnshire Police Parish Council Engagement session it was highlighted that that a residential 30 mph limit should end/begin within 50 metres of the last property. It was discussed that the village has expanded and the need for a 30mph speed limit should accommodate the new developments on the edges of the village. It was noted that if the street lighting continued to the edge of the village the speed limit would automatically be 30mph as per the TRO. Works are in progress to push out the 30mph speed limit on Tillbridge Road.
Cllr Taylor objects to reducing the speed limit and abstained from voting. He highlighted that the 40mph limit between Stow and Sturton by Stow maintains the separation between the two villages.
It was agreed and RESOLVED to make representation to Highways to reduce the speed limit on Stow Road when entering the village. Cllr S Christie to facilitate letter to Highways.
At 8.50pm Cllr Butroid recommended to make the representation to him regarding the TRO.
20. To discuss writing a letter to Anglian Water, Internal Drainage Board and Environmental Agency regarding the inadequate sewage system and drainage in Sturton by Stow
A resident raised a concern regarding flooding and the main sewer has been to full to overflowing on Stow Road. Anglian water advised that there is nothing they can do as the system is inundated and the pumping station is working to full capacity.
It was discussed that it was reported in the Neighbourhood Plan that the sewage system is inadequate. Cllr S Christie highlighted that some issues are storm related and surcharges the sewer system. There is a link between the overflowing sewer system and drainage within the village and extra development in the village will not be helping. It was noted that a sewage/gas smell had been noticeable in the village since the storms and this could be related.
At 8.53pm Cllr Butroid informed the council that he has previous written to the Chief Executive of Anglian Water reporting the smell. He will forward the letter to the Clerk for the council to use as a supporting document.
21. To agree to renew Annual Training Scheme with LALC for clerk and councillors to access training at a discounted rate £150 Plus VAT
It was agreed and RESOLVED to renew the ATS Subscription with LALC.
22. To review annual budget
The annual budget was reviewed. An overspend in staff costs due to the hand over from former clerk to current clerk was noted and accumulated bank fees from switching banks mid year.
It was agreed and RESOLVED that the budget has been reviewed.
23. To agree to renew LALC Subscription at £408 no VAT
It was agreed and RESOLVED to renew the LALC Subscription.
24. To discuss arrangements for D Day event on the 6th June 2024
It was discussed to hold an event at the village. The event could involve a tea dance, fish and chips to support national fish and chip day. The event could finish with the lighting the beacon at 9.15pm on the Rec to commemorate and celebrate the 80 anniversary of D Day. It was discussed to offer places to the over 65’s and cap the invitations at 80 people. After the meal residents can attend the lighting of the beacon on the Recreational Ground escorted by members of the youth club. For those unable to attend the Rec could watch a live feed from the Recreational Field could be displayed on the projector in the village Hall. It was agreed and RESOLVED for Cllr Taylor to check the availability of the Village Hall, Clerk to obtain quotes from caterers including Good Looking Cooking and the seek authorisation from the REC for installing and lighting of the beacon.
At 9.21pm one member of the public left.
25. To discuss arrangements for Co-op community clean up event and agree cost of materials up to £50 if required.
It discussed that the event will be advertised by the Co-op via social media and posters shared with the Parish Council. The event will take place on Saturday 30th March at 9.30-12.30 and split between three sites. The Co-op will be providing refreshments and staff to help at the event.
The Handyman has supplied some paints and paintbrushes.
Village Hall Playpark- Cllr Hoyland and Cllr Holtby- Washing, sanding, painting equipment and Cllr Hake and Cllr Taylor to weave branches into the hole in the hedge
The Glebe- Cllr C. Christie and Cllr S Christie accompanied my Youth Club and leader to clean up tree area and ground work- Jubilee Wood tools supplied.
Litter Picking Tillbridge Road – Guides to help Susan litter pick. Pickers and bags supplied by the PC. It was agreed and RESOLVED to accept a cost of up to £50 for materials if required. Cllr Taylor to check availability of the hall for use of toilets and kitchen for refreshments.
26. To discuss annual walkabout
The Clerk has devised an audit form to documents the annual walkaround. It was agreed and RESOLVED for all Cllrs to check all assets and all areas within the Parish and report back at the May meeting. An up-to-date asset list will be provided via e-mail and additional audit forms if needed.
27. To discuss asset update for insurance
It was discussed that the asset register needed to be updated. Cllr S Christie volunteered to update the asset register including the new basket swing, dog/waste bins.
28. To agree to renew British Gas 3 years fixed contract.
It was noted that the current contract ends on the 21 May 2024. It was agreed and RESOLVED to renew with British Gas Lite a fully online service in a 3 year fixed Contract.
29. Reports from local organisation.
Youth Club is temporarily closed due to reviewing policies, they are hoping to re open soon.
Village Hall are installing CCTV in the next few days. The footage will be reviewed weekly/monthly. The attendance at the monthly market was disappointing we are hoping numbers will increase. Tables are currently free of charge. Routine maintenance is taking place throughout the Village Hall
The new post-box has been installed in Bransby Village.
30. General maintenance in the Parish
A resident has notified a member of the council that extensive works are to be carried out on The Close/Eastfield telegraph/lampposts. Unsure as to who is carrying out the works as Parish Council have not been notified.
Clerk has reported the bus shelter on Saxilby Road the Handyman as the glass/perspex has come out and has been tucked around the side.
A resident has kindly fixed the broken Close sign reported on social media.
31. Update on the Puffin Crossing if required.
The public consultation has come to an end. If successful, the green box on the village green could need to be moved. Open reach has been testing for the underground landscape/ The decision will go to the Highways Committee around April/May.
32. Update on Scampton
An online meeting with the HO is scheduled for next week but it could be cancelled due to being boycotted by the Parish Councils. The Parish Council and Scampton meeting has been cancelled due to lack of officers attendance from WLDC.
Solar Farms are achieving what they have set out to do by wearing down PC on individual sites. Each stage of each application has covered more areas. Dividing land between farms. Deadline 6 Cottam Solar- The examination period is closed. 05/03/24 This was the last chance to have a say on the development.
West Burton- Application for additional and for West Burton Solar project. Deadline 15/03/24.
34. Update on Neighbourhood plan.
The review is getting to the final stages. The plan now contains up to date references for the adopted CLLP (2022) and NPPF (2023). WLDC will now go through the plan and send a document through. The plan will then be presented to each PC along with some consultation events. Following on from the consultation the draft will then be finalised and submitted to WLDC for adoption.
35. Items to be noted for the next meeting.
Cllr Hoyland and Clerk on holiday 3rd July. Could the meeting be postponed.
To discuss Broadband in the village.
Annual Parish Meeting 7pm start
Meeting closed at 10.00 pm
Smoke Alarm tested and passed