April 2024 Minutes
Sturton by Stow Parish Council met on Wednesday 3rd April 2024 in the Old Schoolroom following the Annual Meeting of the Parish. The Meeting started at 7.45pm.
Meeting chaired by Cllr Cook
Present: Parish Clerk, Cllr Taylor, Cllr. S. Christie, Cllr.C. Christie, Cllr. Holtby, Cllr Hoyland and 5 members of the public.
Cllr Cook welcomed everybody to the April 2024 meeting.
1. Recording of Meeting
It was noted that no one was recording meeting.
2. Apologies
No apologies noted. Cllr Hawke was not in attendance.
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 7.46pm- Two members of public wished to speak.
A resident questioned the ownership of a dyke on the Parish Border around Capps Island, Stow Road. The dyke is blocked with hawthorn and is causing local flooding into outbuildings of nearby properties. The resident has been informed that the ditch was dug out by the parish council in 2010 and not maintained since. The resident has exhausted the necessary points of contact and reported the issue to Fix my Street.
The Council responded that the only ditch the Parish Council maintains is the one which runs from behind the school, in a straight line, up to the corner towards Stow. The Parish Council has no responsibility of the ditch around the corner. This could be the riparian responsibility of the homeowner unless stated otherwise in your deeds or the field owner to maintain. The PC would assume this is the farmer's responsibility. It was recommended that the resident contacts West Lindsey District Council or Lincolnshire County Council for further guidance. This is an issue Parish Council have actively been trying to highlight to residents this last summer to try and help reduce the flooding in and around the village. Sometimes riparian rights are overlooked with ditches especially when they are shared with farmland as unless alternative responsibility is identified then it usually falls to the homeowner.
Another member of the public asked to speak. The Chairman granted this. The member of the public shared that the possible field owner could be Mr Thurlby as she knows the people currently renting the field.
The resident and PC thanked the member of public for their assistance. The resident also enquired about contacting the LCC District Councillor directly for further assistance as he hoped he would be at the meeting and be able to offer some information and guidance on other flood related issues. There is one road which has no drains and therefore floods easily in heavy rainfall. The road becomes very dangerous as under the surface water there are lots of potholes creating an uneven surface.
The Chairman shared that Cllr Butroid is usually in attendance and he can be contacted through LCC and that potholes should be maintained by Highways and reported on Fix My Street.
At 7.54 pm a resident raised the concern that if the proposed puffin crossing is accepted then it could go ahead in less that 5 months. The Community Crossing Initiative shows that there still needs to be buildability and feasibility studies carried out. The resident raised the question to whether support from the Parish Council will be shown to enable start date of the installation of the crossing to be pushed back to allow for the shop to wind down and sell of stock if required.
Currently there is a buyer interested, the business does make a profit. Even since the Co-op has opened the shop has remained fully operational and employed extra staff. If the buyer is lost due to the outcome of the crossing, there will be no choice other than to wind the business down.
Cllr Cook responded that if the proposed puffin crossing is approved by the committee, then the concern raised would be discussed then. When we have hard facts about the process then we can discuss the situation further.
At 7.58pm another resident questioned why the council tax has been increased by 19% on his council tax bill for the Parish Council
At.7.59pm the former Chairman who was sat with the public offered to explain. The former chairman explained that as part of the budgeting process for the precept figure costs are looked at and forecasted in at detail for the year to come. The precept has had to increase to be able to cover inflation in costs such as energy, insurance, minimum wage, grass cutting and grants. Grants applied for last year from local organisations were much higher than previous years. To cover all these increasing costs the precept has had to be increased by 15%.
At 8.00pm a resident asked for an update regarding the anti-social behaviour experienced at the last meeting. Cllr Hoyland informed the resident that a couple of youths were identified and have been spoken to in association with ACIS safeguarding team and the Police. Since this there was a further incident which has been dealt with by the police. Hopefully there will be no further incidents. Acis take anti-social behaviour of their tenants very seriously. If any further incidents happen there is a form to fill out on the ACIS website in relation the ASB and drugs and ACIS will respond.
Meeting closed to the public 8.04pm
5. To approve Neighbourhood Plan review (presented by a Neighbourhood Plan representative)
At 8.05pm a representative from the Neighbourhood Plan Committee informed the council that the adoption of the CLLP meant that The Neighbourhood Plan had to be reviewed within 6 months to keep the information current. The front page of the Neighbourhood Plan Review is blue as to not be confused with the previous green document. All modifications are in red whether insertion or deletion to show transparency.
The references have been changed to correspond with the CLLP, due to this the WLDC require a schedule of modification document. The modifications made are minor. The plan now contains up to date references to the adopted CLLP (2022) and NPPF (2023) in order for the references to be as relevant as possible. The NPPF is the government level framework and the CLLP is the local level plan. 'Tracked changes' have been used throughout the process as well as a document with a schedule of changes to keep a record of what has been done hence the schedule of modifications document. The WLDC have been involved with the review and the next step is to get the approval from both Sturton by Stow and Stow PC on the draft and documentation and share with the public at consultation events at the monthly market at Sturton Village Hall and Stow Church. Comments will be taken on board and details of comments will be recorded. If you have any comments, please e-mail them to the Clerk. Following on from the public consultations, the plan will be finalised (draft removed from wording) and bought back to PC for final approval of the final document and then submitted to WL for adoption.
. It was highlighted through this process that the big consultation document through community links on our original Neighbourhood Plan had not been submitted. WLDC have not received a minor review before. The Neighbourhood Plan will be sure to be reviewed again in 2027.
The Chairman and Councillors thanked the representative for her continued work to finish what had been started. It was agreed and RESOLVED to approve and accept the plan in its present form for consultation events.
At 8.18pm the meeting was closed to the representative and the representative left the meeting.
6. To approve minutes of previous meeting in March 2023
It was noted that on minute page 118, paragraph 7, 3rd line read “it was a true reflected” and should be amended to “it was a true reflection.” It was agreed and RESOLVED to amend and approve the March 2024 minutes.
Cllr S Christie requested if the draft minutes could be circulated within 10 days of the meeting watermarked as draft. Clerk to facilitate this.
7. Matters arising from minutes.
The bench positioned at Eastfield has been removed and stored with the resident. Quotes have been received from two contractors for agreement on the agenda item 19 to re-install at The Glebe.
With thanks to Cllr Butroids’ persistence the road surfaces down Queensway are to be resurfaced 18-24 April 24. Clerk to post information on social media.
There is no update regarding the Proposed Puffin Crossing. The date of the committee hearing is yet to be advertised. The support letter for the proposed puffin crossing has been uploaded onto the website as requested by a resident at the last meeting.
As updated by Cllr Hoyland the ASB behaviour from Youths during the March meeting has hopefully been resolved due to a further report of ASB towards the hedge and led to a positive identification and reported to ACIS and the police.
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 Clerk has applied for a free portrait of King Charles offered through LALC Correspondence
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 to WLDC and communication shows that LCC have met the requirement of the decision although be it not a deciduous oak such as an English Oak or Sessile Oak
Gordon Bruce has re formatted the latest edition of the Community Emergency Plan ready for approval and to be resubmitted to The Lincolnshire Resilience Forum. Clerk to place on May agenda.
National Lottery Application will soon begin
The works on Allan Close Playpark will hopefully commence this week, weather depending.
The Co-op Community event was a success. It was supported by Co-op and PC representatives with a few members of the public. The weather was wonderful, and the aims set out were all achieved. The hole being used by youths to access the VH rear carpark has blocked with woven branches, the playpark equipment has been cleaned, bars of the multi play equipment and the elephant and motorbike rocker has been repainted and tree work took place at The Glebe. A donation of £100 was made to the PC in appreciation for the work taking place and a homemade lemon drizzle cake was donated for refreshments by a local contractor. The PC would like to thank everybody who showed their support. Work commenced will be documented in the next newsletter.
Further tree works are needed at The Glebe to ensure the grass contractor can mow underneath the trees without being caught on the trees.
Bradshaw’s are aware of the puddle forming on the newly surfaced entrance. They are currently investigating potential options to solve this problem. No update, Clerk to resume communications about the matter.
Lincoln County Council (LCC) will soon be undertaking investigative works into the recent flooding issues. Cllr Holtby and Cllr S Christie have volunteered to assist and will be involved in correspondence.
Bransby Horses Home would like to add in some Holly once these trees have had a chance to establish, to provide some under-cover/cover for wildlife. Clerk to confirm with Cllr Hawke.
Clerk has liaised with the school they do have Defibrillator, but it has not been installed but it is to be kept inside for school use.
The first grass cutting has taken place. The Clerk has had positive feedback from residents.
Notice of the Police Crime and Commissioner Election-Thursday 2nd May 2024. Documents to be posted on the website, social media and notice boards.
Clerk met with Gordon Bruce to learn how to upload Neighbourhood Plan documents onto the Hugo Fox Neighbourhood Plan Website. The free trial could have ended as we were having trouble signing in. However the Neighbourhood Plan Draft, Schedule of modifications and leaflet for public consultation has been uploaded onto the Parish Council website.
Representation has been made to Highways regarding further street lighting to be installed to the edge of the village, Stow Road. Response is that our request for extra street lighting does not meet the requirements of the council’s policy, due to no road traffic accidents.
Recommendations- WLDC were cc’d into the e-mail to see if they will support this or for the PC to consider funding the extra street lighting. £15,000 minimum
Representation has been made to Highways to reduce the 40mph at the start of the village, Stow Road to 30mph. This concern has been passed on to TRO at LCC- No further update.
A letter has been written to Anglian Water, Internal Drainage Board and Environmental Agency regarding the inadequate sewage system and drainage in Sturton by Stow
In terms of the assistance to the village from Upper Witham IDB, Sturton by Stow is outside the Board’s drainage district. This does mean that the Board has no maintained watercourses, few powers and no remit for the improvement of drainage within the village. The Board does have adopted & maintained drains to the East of the village, but these are in the outer rural area and may be peripheral to the issues the PC has raised. No response received from Anglian Water or the Environmental Agency.
Arrangements for the D Day event on agenda item 21. Permission has been granted from the Rec committee to have the Beacon and liaise with a representative over the position for installation. I have e-mailed Mr Timmins for help to install the beacon but have had no response yet.
Asset lists and inspection forms have been circulated for Cllrs to conduct the annual walkabout of all assets in the parish and bring findings to the May meeting for collaboration.
Asset list for insurance purposes to be revisited on agenda item 18. The current insurance schedule has been circulated.
Confirmed contract switch agreement to renew with British Gas Lite, a fully online service for 3 years fixed contract. The accounts with automatically switched after the last bills are settled. It was noted that the current contract ends on the 21st May 2024
Parish Council have now been informed that works are to be carried out on The Close/Eastfield telegraph/lampposts following a resident’s concern highlighted at the last meeting. Clerk has posted the information to social media.
The handyman has refitted the Perspex in the Saxilby Road bus shelter window.
The Clerk attended a last minute End of Year and Audit zoom training session with LALC which touched on the asset register to help document both historical and new assets of the Parish Council.
Two members of public left the meeting at 8.22pm
8. Correspondence received.
Leaflet for playpark gym equipment, electronic speed limit signs, playpark inspection sheet, Tillbridge Solar and WI newsletter.
A member of the public left the meeting at 8.30pm
9. Planning Applications
Planning Application- 147985- 10 Saxilby Road- Planning application to remove existing conservatory and replace with single storey extension, and to erect small front porch with pitched roof.
It was agreed and RESOLVED to make a general observation of no objections to this planning application.
Planning Application- 148097- Land adj Obam Lift Services Ltd- Application for non-material amendment to planning permission 137000granted 22 May 2018 - for taller brick plinths with render finish above.
It was agreed and RESOLVED to make a general observation of no objections to this planning application.
Planning Application- 148119- The Village Farm, Marton Road- Application for hedgerow removal
notice to remove 640m of hedgerow.
It was agreed and RESOLVED to object to this planning application and to request that the hedges are trimmed and not removed to maintain wildlife habitat. Full comments for the above applications are available to view on West Lindsey planning portal.
Cllr C Christie abstained from voting.
10. Planning Granted.
It was noted that Planning Application-147908- 37 High Street- Planning application for two storey front extension had been granted after the agenda had been published.
11. Other planning matters
Additional comments for Planning Application-147813- Land at 31 Tillbridge Road and Planning Application- 147816- Land rear of 15 Tillbridge Road were submitted from the March meeting and both planning applications remain open for comment with no additional documentation.
12. Accounts: Payments to be authorised (6th April 2024)
a) Payments agreed i) Salaries-Clerk and expenses/ litter picker/OSR Cleaner/Handyman/PAYE
ii) G. Tindall (Groundwork behind the OSR) £40 no VAT
iii) LALC Subscription £400.08 No VAT
iv) LALC Internal Audit £300.00 Including VAT
v) LALC Annual Training Subscription £180 including VAT
vi) Mr Paving (removal of bench on Eastfield) £750 no VAT
Grants to be issued if/when precept is received.
vii) Grant- Recreational Ground £1000
viii) Grant- Youth Club £3000
ix) Grant- The Sturton and Stow Agricultural and Horticultural Committee £1400
x) Grant- FOSSA £4000
b) Payments to be agreed i) Jewson’s- Handyman materials £45.82 including VAT.
Payments up to year end 31st March 2024
c) Direct Debits paid Multidata £52.93 (March)
British Gas OSR £29.40 including VAT
ID Mobile £23.92 including VAT
Charge Card £69.28 stamps, ink, litter picking supplies Gravel, supplies for Co-op Event and monthly charge card fee)
d)Monies red March Multidata reimbursement £52.93
OSR Hire Qtr. 4 £100
Deposit Account Interest £4.62
Precept received £36,500
e) Bank Fees Multi Charge Card monthly charge £3 included within charge card total
Quarterly Service Charge £18
Bank Balances following all payments:
N-U-C/A £51,142.34 N-U-D/A £783.25 Nat Savings £0
13. To agree end of year summary
It was noted that the March Multidata reimbursement £52.93, OSR Hire Qtr. 4 £100 and Interest from the deposit account £4.62 was received prior to March 31st and the £18.00 quarterly bank service charge fee left the account on the 31st March 2024. It was agreed and RESOLVED to accept the end of year detailed account summary.
14. To agree April 2024 accounts summary –circulated.
It was noted that the Charge card and OSR British Gas direct debit did not leave until after the end of year and the precept received £36,500 was received after the end of year. It was also noted that a village green British Gas bill had not been generated. This could be due to a reading submitted ready when the previous month’s figures had been estimated ready for the end of contract It was noted that due to the temporary closure of The Youth Club and absence from the Annual meeting of the Parish It was agreed and RESOLVED to withhold the grant until communication is made to ensure the grant is still required. It was agreed and RESOLVED to accept the April 2024 accounts.
15. To agree bank reconciliation
It was agreed and RESOLVED to accept the electronic bank reconciliation produced by the Clerk and overseen by Cllr Hoyland on the account summary sheet. Cllr S Christie and Cllr Holtby to complete hard copy of bank reconciliation jointly after the meeting.
16. To discuss and agree to write a letter to third party vendors to discuss ultra-fast broadband options within the village.
Cllr Hoyland informed the Council that empty ducting for Ultra-fast fibre internet is in the ground in and around the village and that ultra-fast fibre internet could be supplied by Quick line or other 3rd party vendors. Upton and Kexby are currently being supplied by Quick line and the demand to have Ultra-fast fibre broadband within our village is high. Virgin media are possible owners of the ducting. It was agreed and RESOLVED to write a letter to Quick line and other 3rd party vendors to make them aware of ducting and the demand. Cllr Hoyland to draft a letter and circulate.
17. To discuss and agree amendments to asset register.
With thanks to Cllr S Christie and Cllr C Christie the asset register had been updated with every asset in the village now documented with its location and where possible a cost added. It was noted that dog waste bins and litter bins had previously been missed off. The Clerk has obtained an improved asset register template from the end of year training attended of which the assets can be formatted onto. All assets should be listed on the asset register and the dog bins and waste bins should be added as a reinstatement on this year’s AGAR form. The S106 monies in the 1 year bond should be marked as ear reserves and documented on the asset register. It is the historic costs as of date of value should be documented on the register. It was agreed and discussed to accept the current amendments and to revisit next month.
18. To discuss asset update for insurance renewal
It was discussed that we can choose which items we insure and add an insurance value to the asset register, not all assets need to be insured. It was discussed that excess to be paid to claim against assets with an insurance value of under £500 would cost more than replacing the asset and that the insurance schedule could be amended to not include assets of low value on the insurance as individual items. Cllr Holtby informed the Council to factor in depreciation of assets in this figure and volunteered to seek advice from his insurance broker to help locate alternative insurers.
It was agreed and RESOLVED to seek quotes for other insurance brokers and discuss at the next meeting.
19. To discuss and agree quotes from contractors to re-install former Eastfield bench to The Glebe.
Two quotes were put forward by contractors- Mr Paving quoting £750 and Ian Moore Contracting at £475. Both contractors have been met by two councillors to agree a position for the bench to be re installed on The Glebe. It was agreed and RESOLVED to accept the quote from Ian Moore Contracting and to concrete the benches feet into the base.
20. To agree to postpone July meeting to the 10th July 24
It was agreed and RESOLVED to postpone the July meeting to the 10th July 2024 and that salaries will be pre-approved at the June meeting.
21. To revisit, discuss and agree D Day arrangements.
It was noted that the Judo club acquired the village hall on a Thursday evening. The Plough pub was discussed as an alternative location. It was discussed that 3 months was ample notice to ask the Judo club if they could consider moving their session to another evening to allow the celebration for this commemorative event. Cllr Taylor to communicate with the Judo Club via Village Hall contacts. It was suggested that the PC could reimburse for the evenings hire. It was decided that this could be a possibility if required and part of the £100 donation to the PC could cover this payment if required.
22. Reports from local organisation.
Village Hall- The CCTV is up and running and the floor up to the dado rail has been painted.
23. General maintenance in the Parish
A resident from The Old Rectory has highlighted that the trees on the open space need the lower branches pruning so that they are even at the bottom when they bloom. It has been requested that, if possible, this could commence before they are full of leaves and the bird’s nest. It would also help the grass contractor to not get caught in the lower branches when mowing. Clerk to obtain a quote.
Clerk to obtain a quote for tree pruning on The Glebe to finish off works from the green space event day and to make lawnmowing easier for the contractor.
The swing frame was sanded during the community clean-up day. Clerk to ask Handyman to repaint.
It was discussed to arrange for the handyman to clean the Lichen of the speed limit sign and attend to reinstating the letters on the street sign and to clean and reposition dog bins situated on Twitchell, Bransby x2, Village Green and top of Ashfield
24. Update on the Puffin Crossing if required.
Updated in matters arising. No further update in Cllr Butroids absence.
25. Update on Scampton
Scheduled meetings have been cancelled and the capacity of people is potentially going to be scaled back to 800.
26. Update on Solar Farms.
Cottam- The examination authority has now completed their examination. The findings and conclusions will be sent to the secretary of state for energy security before the 5th June 2024.
Tillbridge Solar Limited is developing proposals for a new solar and energy storage project which would involve the installation of solar photovoltaic (PV) generating panels and on-site energy storage facilities within Lincolnshire.
West Burton- Aerial footage of the four solar schemes on the West Burton National Infrastructure website does not include Steeple Renewables or Stow Park and with this, it would amount to 13,000 acres of industrialised solar zones. All within a 10-kilometre radius (6 miles). Comments regarding the impact on our community and the size and scale of these applications can be submitted before The West Burton Solar submission deadline 5 is April 11, 2024.
27. Items to be noted for the next meeting.
To purchase replacement Clifton Cup prior to Best Kept Gardens and replacement Coronation Shield (Men in Sheds Club)
Beginning of AGAR process. Statement to be agreed and signed at the next meeting.
Agree gift to the Football Club £357.50
A member of the public left at 10.05pm
28. To agree to go into closed session. To discuss staff probation review and appraisal. If agreed press and public will be asked to leave.
29. To agree a change in payment terms for Staff
It was discussed to change the staff payment terms/arrangements to facilitate the end of year process. This change was discussed and accepted by staff during their appraisals.
Staff will be paid from the 1st of the month to the last day of the month and paid as soon as practically possible after the parish council meeting, no later than the 8th of each month via online banking. This will aid the end of year process and stop the overlap in between months.
It was agreed and RESOLVED to change payments terms and to inform staff that this change will be actioned on Aprils Salary.
Meeting closed at 10.13pm
Smoke alarm tested and passed.