May 2024 Minutes
Sturton by Stow Parish Council met on Wednesday 1st May 2024 in the Old Schoolroom for the Annual General Meeting followed by the Parish Council meeting. The Meeting started at 7.00pm.
Meeting Chaired by Cllr Cook
Present: Parish Clerk, Cllr Taylor, Cllr. S. Christie, Cllr Hawke, Cllr. C. Christie, Cllr. Holtby, Cllr Hoyland and 4 members of the public.
Cllr Cook welcomed everybody to the AGM and May 2024 meeting.
1. Election of Chairman
It was proposed that Cllr Cook continues as Chairman. It was agreed and RESOLVED that Cllr Cook to continue as Chairman.
2. Declaration of Acceptance of Office signed.
Cllr Cook signs the Declaration of Acceptance of Office
3. Recording of Meeting
It was noted that no one was recording the meeting.
4. Election of vice chair
It was proposed that Cllr Hoyland continued the role of Vice Chair. It was agreed and RESOLVED that Cllr Hoyland to continue as Vice Chair.
5. Declaration of Acceptance of Office signed.
Cllr Hoyland
6. To receive and accept apologies for absence.
None, All councillors present
7. To confirm register of interests are current and up to date for each member of the council.
It was confirmed by all Councillors that information held on register of interests was current and up to date.
8. To receive declarations of interests in accordance with the Localism Act 2011.
Cllr Hoyland declared a financial interest in Item 24 i) Salaries. Cllr Hoyland will abstain from voting when this item is discussed.
Cllr Holtby declared a financial interest in Item 24 i) Salaries. Cllr Holtby will abstain from voting when this item is discussed.
9. Meeting opened to the public.
At 7.04pm the meeting was opened and closed to the public as members of the public did not wish to speak.
10. To approve minutes of previous meeting in April 2024
It was agreed and RESOLVED to approve the April 2024 minutes.
11. Neighbourhood Plan review- final stage (presented by a Neighbourhood Plan representative) To discuss and approve the modifications made to the Plan, to agree submission of the Revised Plan, and associated documents, to West Lindsey District Council for examination and adoption, to issue a letter from each Parish Council or jointly which states the reason for review, agreeing the modifications made and submission of these documents for examination and adoption and issue a joint letter with Stow Parish Council signed by both Chairs to authorise Carol Gilbert to submit approved documents to West Lindsey on behalf of both Sturton by Stow and Stow Parish Councils
The Chairman expressed the appreciation and vote of thanks from the Parish Council to the Neighbourhood Plan Committee for all their hard work during the review process.
At the Chairmans discretion the meeting was opened at 7.05pm to the NP representative.
The reconvened Sturton by Stow and Stow Neighbourhood Planning Group including two parish councillors met on 22nd April, following the consultation events at the Sturton Saturday Market and St Mary’s, to review the final amendments to the documents. During this meeting the documents were carefully reviewed. The Steering Group confirmed that they are content with the changes proposed to the Neighbourhood Plan. The relevant documentation Statement of Minor Modifications, Tracked Changes, Reviewed Neighbourhood Plan, Clean version Reviewed Neighbourhood Plan Community Lincs Consultation Report 2019 were then circulated and sent via WeTransfer to the Clerks of both councils and there on to the councillors.
The Steering Group request that the respective Parish Councils Sturton by Stow and Stow consider these documents and resolve to: approve the modifications made to the Plan, agree to submission of the Revised Plan, and associated documents, to West Lindsey District Council for examination and adoption and each Council to issue a letter or joint letter signed by their Chair which authorises Carol Gilbert to submit the documents to West Lindsey on behalf of each/ both Councils.
The documents to be submitted to West Lindsey for examination and adoption are:
Community Lincs: Sturton by Stow Neighbourhood Plan Consultation Analysis Report (NB this was part of the work for the original Plan but was not submitted and should have been)
Sturton by Stow Neighbourhood Plan 2019-2036 Minor Modifications Review May 2024
Tracked changes Sturton by Stow and Stow Neighbourhood Plan 2019-2036 Minor Modifications Review May 2024
Sturton by Stow and Stow Neighbourhood Plan 2019 -2036 Minor Modifications Review May 2024 Statement of Modifications
Letter from each Parish Council or joint letter which states the reason for review, agreeing the modifications made and submission of these documents for examination and adoption.
A joint letter that authorises Carol Gilbert to submit approved documents to West Lindsey on behalf of both Sturton by Stow and Stow Parish Councils.
The documentation stated above is required for submission to ensure that all changes follow the prescribed 'minor modification' label and show complete transparency. Once agreement has been accepted and resolution passed for submission, it is expected to be able to submit the plan and all the necessary documents WLDC a day or two after 13th May (Stows’ meeting)
In regards post-submission, there may be tweaks along the line as this is a new procedure is the first time WLDC have received a Plan Review of this type. Following receipt of the submission, the Plan Review and supporting documents will be studied. Once all the submission documents have been agreed, they will be recommended for approval. This will be made by the Director of Planning, Regeneration, and Communities who has delegated authority to approve minor (non-material) modifications to Neighbourhood Plans, following a review. A decision letter will then be sent out and the appropriate publicity can then be carried out and the documents can be made available. WLDC will next add the plan and supporting documents to their website.
The Chairman stated that the PC have no issues to raise regarding the reviewed documents. The two councillors that attended the meeting following the public consultations and were happy with the amendments. It was agreed and RESOLVED to approve the modifications made to the Plan, to agree submission of the Revised Plan, and associated documents, to West Lindsey District Council for examination and adoption, to issue a joint letter with Stow Parish Councils which states the reason for review, agreeing the modifications made and submission of these documents for examination and adoption and issue a joint letter with Stow Parish Council signed by both Chairs to authorise Carol Gilbert to submit approved documents to West Lindsey on behalf of both Sturton by Stow and Stow Parish Councils. Clerk to forward the signed letter to Clerk of Stow Parish Council.
The meeting was closed to the NP representative at 7.10pm.
12. Election of Representatives: i) Village hall ii) Youth Club iii) Rec Field iv) Speed watch v) Jubilee Wood.
It was agreed and RESOLVED that Cllr Taylor remained as the Village Hall representative. Cllr Hoyland remained as the Youth Club representative and Cllr Hawke remained as the Jubilee Wood Representative. Cllr Holtby highlighted that the Speed watch group were in need of more volunteers.
It was noted that last year the Recreational ground opted to keep PC up to date via meeting minutes. However, only one update has been received. Clerk to make contact to see if this option is favoured or if the Rec Field would prefer a representative this year.
13. To agree final end of year accounts
Due to issues relating to accounts package used to generate the figures needed for the AGAR process the Clerk requested that agenda items 13, 14, 15 relating to the AGAR were deferred to an extraordinary meeting. To enable more time to investigate the issues being experienced. It was agreed and RESOLVED to hold an extraordinary meeting on Wednesday 15 May 2024 at 7.30pm to discuss and RESOLVE these items.
14 Annual Governance Statement signed.
It was agreed and RESOLVED to defer this agenda item to the planned extraordinary meeting.
15. Adoption of Annual Return
It was agreed and RESOLVED to defer this agenda item to the planned extraordinary meeting.
Two members of the public joined the meeting at 7.16pm
16. Review of policies: Financial Regs, Standing Orders, Grant Policy, Safeguarding, Communication, Equal Opportunities, Media, Model Publication Scheme, Complaints, Retention, Annual Leave, General Privacy, Data Protection, Data Map, Data Breach, Subject Access Request and Parish Council Risk Management document circulated.
It has been recently highlighted that it is becoming difficult to display the minutes on the notice board due to the increasing number of pages. On review of the standing orders. It was noted by Cllr S Christie that it was not compulsory for the minutes to be posted on the notice board as they are uploaded to the Parish Council website after approval. It was agreed and RESOLVED to place a notice on the noticeboard to notify the residents of the website address where the minutes can be located and place a hard copy in the OSR available to view on a Thursday afternoon whilst the room is being hired by the post office. This can also be advertised on the notice board.
Cllr S Christie requested to discuss amending the timescale of which contractors/invoices are paid and to reduce from 60 days to 30 days.
It was agreed and RESOLVED to discuss this aspect in more detail at the extraordinary meeting.
Standing Order 23 was discussed. It was agreed and RESOLVED to choose the option applicable to a Council without a common seal. “Subject to standing order 23(a), any two councillors may sign on behalf of the Council, any deed required by law and the Proper Officer shall witness their signatures”. It was agreed and RESOLVED make these amendments and accept the Standing Orders and Financial Regulations have been reviewed.
Two members of the public left at 7.36pm
It was agreed and RESOLVED that the Grant Aid, Safeguarding, Communications, Equal Opportunities, Media, Model Publication Scheme, Complaints, Retention, Annual Leave, General Safety, Data Protection, Data Breach Policies, Data Map, General Privacy Notice, Subject Access Request Procedure and the Parish Council Risk Management were reviewed without any amendments.
17. Review and agreement of authorised payments-circulated
It was noted that many costs had increased since the last review, an updated authorised payment sheet had been circulated reflecting this. It was agreed and RESOLVED to accept the increase in charges of the authorised payments.
18. To review and adopt terms of reference for HR sub committee
It was agreed and RESOLVED to adopt the terms of reference for the HR sub committee presented by the Clerk. It was requested that Cllr Hawke joined the sub committee in replace of Cllr S Christie. It was agreed that this would be formally agreed under an agenda item at the extraordinary meeting.
19. To review and adopt Grievance Policy
It was agreed and RESOLVED to adopt the Grievance Policy presented by the Clerk.
20. Correspondence received.
It was noted that the agenda item matters arising was missing off the agenda. This would be covered in general maintenance.
Play Park inspections. It was highlighted on the Playpark inspection sheet that the cable ties were removed from the swing frame allowing birds to sit above and foul on the swings. It was requested that the Clerk asks the handyman to replace the cable ties after repainting the swing frame.
Clerk and Council direct, Lincolnshire Scene, UK Government regarding King Charles III portrait, Information on drainage rates, Northern PowerGrid report from Chairman and Meeting with the Beat Officer and Chairman Report.
21. Planning Applications
148272- Land of Marton Road- Notification under the Electronic Communications Code Regulations 2003for an equipment cabinet - OLT34.462-PC
A fully permitted full fibre cabinet.
It was noted that this planning application closed earlier than scheduled and no comment can be submitted.
148216- Land adj Obam Lift Services Ltd- Application for non-material amendment to planning
permission 137000 granted 22 May 2018 - for larger brick plinths with render finish above to garages.
It was agreed and RESOLVED to make a general observation of no objections to this planning application.
148201- 18a High Street- Planning application for proposed single and two-storey extensions to rear and side of existing dwelling.
It was agreed and RESOLVED to make a general observation of no objections to this planning application.
148108- Butlerbus Technik Ltd- Planning application to erect 4no. dwellings, being variation of conditions 4 and 5 of planning permission 144064 granted 01 February 2022 to reduce hard standing material and inclusion of fire escape windows, being variation of condition 4, 5, 8 & 10 & removal of condition 6 of planning permission 145207 granted 25 August 2022 - amendment to plot 4 & removal of access condition to provide individual access.
It was agreed and RESOLVED to make a general observation of no objections to this planning application.
22.Planning Granted
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.
147816- Land at the 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.
23. Other planning matters
147813- Land at 31 Tillbridge Road- Amended site/floor plans
The latest updates and amendments submitted for the planning application were reviewed. Previous points raised by the PC regarding our concerns, the NP and concerns of local residents have still not taken into consideration. It was agreed and RESOLVED to submit a further comment and objection that Sturton by Stow PC stand by our previous points raised and strongly object to this application. It was noted that a footpath going down the field was still being referenced within the reviewed documents. Full comments for the above applications are available to view on West Lindsey planning portal.
At 7.55pm a member of the public left the meeting
It was noted that the field at the back of Tillbridge Road had only been seeded up to the electric line. This could be lined up for a possible building land.
At 8.01pm 1 member of the public left the meeting.
24. Accounts: Online payments to be authorised
a) Payments agreed i) Salaries-Clerk and expenses/litter picker/OSR Cleaner/Handy-man/PAYE
ii) Ian Moore Contracting Grass Contract- £501.71 no VAT
iii) Ian Moore Contracting combined invoice– Allan close Maintenance £200 no VAT, Groundworks Allan Close Play Park £185.00 no VAT and re-installation of bench on The Glebe £475.00 no VAT- Total Cost £860
iiii) Ian Moore Contracting- Fortnightly cut- £255.71no VAT
b) Payments to be agreed i) Easy PC Accounts £96 subscription
ii) Pelican Trust £138.50 Newsletters and NP Leaflets
c) Direct Debits paid Multidata £52.93 (April)
British Gas OSR £21.43 including VAT
British Gas Village green £23.79
ID Mobile £25.80 including VAT
Charge Card- Office Supplies, Cleaning supplies, Ink subscription- £66.38
Wave- £47.02
d) Monies Received Multidata reimbursement April- £52.93
VAT Reclaim £3,974.16
£100 Residents Donation
e) Bank Fees Multi Charge Card monthly charge £3 included within charge card total
Bank Balances following all payments:
U-C/A £52,162.49 U-D/A £783.25 U-S/A £0
25. Accounts May 2024 summary –circulated.
It was noted that the precept has been divided into the budget pots and the CIL report had been submitted to WLDC and uploaded on the website. A total of £3,591.44 has been spent this year with £5,956.83 remaining. It was agreed and RESOLVED to accept the May accounts.
26. To agree and resolve amendment to April accounts due to withholding Youth Club grant £3000
It was agreed and RESOLVED to accept the amended April accounts sheets due to removing and withholding the Youth Club Grant.
27. To agree bank reconciliation
It was agreed and RESOLVED to accept the electronic bank reconciliation produced by the Clerk on the account summary sheet. Cllr S Christie and Cllr Holtby to complete hard copy of bank reconciliation jointly after the meeting.
28. To agree a virement of £163 from Mid-winter funds to balance Land Registry fund and the remains to PC and a virements of the remaining £14.37 in warm space funds to PC. (To enable Elections, Land Registry, Mid winters, OSR Project and Elections to be removed from the funds summary sheet).
It was agreed and RESOLVED to approve the virements to enable Elections, Land Registry, Mid winters, OSR Project and Elections to be removed from the funds summary sheet and balance out the negative figures.
29. To agree cost of fire inspection
The invoice has not yet been received, it was agreed and RESOLVED to defer the item to the extraordinary meeting.
30. To agree to submit claim form to English Woodland Grant Scheme for FWP towards Jubilee Wood
It was agreed and RESOLVED to submit the claim form to English Woodland Grant Scheme for FWP towards Jubilee Wood.
31. To discuss and agree amendments to asset register.
It was agreed and RESOLVED to defer this item to the extraordinary meeting to allow more time to gain the correct figures to complete the AGAR.
32. To agree to merge the Neighbourhood Plan website with the PC website and hold files for retention.
The Neighbourhood Plan website will from now be charging for its services. This website was formed prior to the Parish Council website. It was agreed and RESOLVED that along with Stow Parish Councils’ agreement to cease the Neighbourhood Plan website and use the Parish Council Website to upload information. Clerk to speak with Gordon Bruce to enquire the possibility of both councils holding files on a flash drive for retention.
33. To discuss and approve Community Emergency Plan document in its latest format.
It was agreed and RESOLVED to approve the Community Emergency Plan its latest format for Gordon Bruce submit to the Lincolnshire Resilience Forum. A hard copy will be placed in the emergency box within the bureau in the OSR and a copy made for the Village Hall. Clerk to liaise with Gordon Bruce for training exercises for the CEP scenarios.
34. To agree quote for £200 to prune lower tree branches on the open space near Davey Close.
It was agreed and RESOLVED not to accept the quote and to defer the quote until the autumn months when nesting season is over. It was noted that tree pruning in this area will be checked each autumn before the grass cutting season commences.
35. To agree quote of £365 for land clearing and groundwork at The Glebe to enable area to be more accessible for use and maintenance.
It was agreed and RESOLVED to accept the quote from Ian Moore Contracting for groundwork maintenance on The Glebe.
36. To agree a cost for a replacement Clifton cup trophy for best kept small garden award £64.99
It was agreed and RESOLVED to purchase a replacement Clifton Cup for £64.99.
37. To discuss projects for 24/25
It was requested by Cllr S Christie that a project for the future be to reconstruct another gateway on Marton Road to aid traffic calming coming into the village. The Clerk requested small litterbins for inside the bus shelters after previous conversations with the litter picker regarding litter in bus shelters and being placed in nearby grit/sand bins. Clerk to check if CIL money can be used for these projects.
38. To agree gift to Football Club under S137- Maximum cost £357.50.
The Council is relying on powers provided under Section 137 of the Local Government Act 1972
It was agreed and RESOLVED to purchase the gifts using S137 money.
39. To discuss and agree insurance renewal quotes.
Play Park equipment was added to the insurance schedule as well as an increase on benches. It was agreed and RESOLVED to accept the quote of £963.04 for the insurance renewal and to begin the review earlier next year.
40. To revisit, discuss and agree D Day arrangements.
It was discussed that the event will be held in the Village Hall from 4 - 9.30pm on Thursday 6th June 2024. The event will be capped at 80 residents aged over 65. It was suggested to ask the WI if they would be able to help in the kitchen making teas and coffee. Fish and Chips will be ordered for 5-5.15pm and collected in convoy by Parish Councillors. It was suggested that a tea dance, music and footage of D Day could be played in between the fish and chip supper and the lighting of the beacon. Clerk to see if the bugler is available to play ‘The Last Post’ beside the lighting of the beacon. The Recreation Ground Committee give permission for the beacon to be installed and have requested to schedule a site meeting to discuss the position. Mr Timmins has volunteered to install the beacon.
At 9.09pm two members of the public left
.
41. To discuss findings of the walkabout inspection
It was agreed to defer this agenda item to the extraordinary meeting.
42. Reports from local organisation.
Cllr Hoyland- Youth Club- are due to re-open shortly after reviewing policies, procedures and risk assessments.
Cllr Taylor- Bowls Club were kindly presented a cheque from the Co-op champions scheme at one of the bowls meetings and hope to purchase some new blue bowls and a mat.
Cllr Taylor- Village Hall- The monthly market numbers are concerning however remain the same. The AGM is next Wednesday. Following our fire inspection we need to position some fluorescent evacuation signs on the stairs.
There will be an inspiring talk on Alzheimer’s, linked to the warm space co-op community group in the upcoming months.
The outside light at the Village Hall seemed to be constantly on but seems to have sorted itself out.
Cllr Hawke- Jubilee Wood- On inspection for assessing the need for mowing in Jubilee Wood the area is completely bogged from the recent rainfall. A further inspection will take place as the weather warms up.
It was suggested that an organised walk to Jubilee Wood and along the new permissive path would be an engaging way of informing residents of the surrounding areas available to be explored.
43. General maintenance in the Parish
A streetlight located halfway down the High Street in Bransby seems to be on in the daytime- Clerk to report to Fix my Street.
Clerk to ask handyman to reinstate the letters on Saxilby Road street sign.
The south gulley at the bottom of The Glebe is flooding the corner and across the road during heavy rainfall- Clerk to report on Fix my Street.
Clerk to check when the road sweeper is due to visit the village.
At the back of The Glebe there has been piled the brash at the back of their fence but it ingresses onto the PROW partially obstructing it.
Matters Arising from the last meeting.
Cllr Butroid has been in contact with the resident that raised the drainage and flooding issues around Stow Road/Capps Island at the last meeting. Cllr Butroid is awaiting feedback from Highways regarding locating the owner of the field.
The bench repositioned from Eastfield has been re-installed on The Glebe. We have had some positive feedback from young families who can now sit whilst their children are playing on the park. CIL money will be used to cover the costs.
Dates for re-surfacing the roads on Queensway have been amended to 28/05/2024-31/05/2024.
The 30mph limit on Tillbridge Road has been successfully extended. Cllr Butroid is now looking at the possibly or requesting the buffer 40mph leading from the Thorpe le Fallows junction to the newly extended 30mph.
The proposed puffin crossing has been passed by the Highways planning committee.
Men in sheds are very kindly making a new Kings Coronation Sheild for the best kept gardens awards.
The portrait of the King has arrived to place in the OSR- It was discussed to place it above the new Coronation shield.
The Holm Oak will be staying on Fleets Road. WLDC have said that they should have been more specific with the species, but the order has been met. Cllr Hawke has suggested to express our disappointment and ask if a pedunculate oak could be planted in addition on the other section of verge that has no trees. It was decided not to request another Oak.
The maintenance has taking place on Allan Close Playpark, we have had some lovely feedback from a resident on the work taking place.
Bradshaw’s have stated the large puddle forming at their newly surfaced entrance is a Highways issue- Clerk has involved Cllr Butroid for assistance.
No update regarding the investigate works into flooding by the LCC.
No update regarding representation for extending the 30mph limit on Stow Road leading out of the village.
Communication is on-going with Anglian Water in regard to the representation made inadequate sewage system and drainage. Environmental Agency suggests highlighting concerns to West Lindsey and Anglian Water.
D day to has been revisited on the agenda to put arrangements in place.
The new British gas fixed contract should automatically switch at the end of the month.
The minutes were watermarked during circulation as requested last month.
The handyman has carried out maintenance on the dog bins and The Close sign as requested in general maintenance and mended the OSR window lock as reported by the Post office hirer.
The handyman has reinstated the letters on ‘The Close’ street sign and cleaned the Lichen on the speed limit sign on Marton Road.
Youth club have been informed of their grant being withheld until further communication. I have had no communication.
Staff have received formal notification regarding change in payment terms as discussed in the closed session.
44. Update on Scampton
It was shared that it is encouraging the Home Office are behind the long-term aspirations of the Scampton site.
45. Update on Solar Farms
West Burton- The examination for West Burton Solar is closing on May 8th, which will be deadline 7. This is the last chance for you to have your say on this project.
46. Items to be noted for the next meeting.
Apologies for June meeting from Cllr Hoyland and Cllr Holtby.
To invite Youth Club representatives to the June meeting to discuss the grant.
Choose judge and date for Best Kept Gardens Awards
In house training for CEP scenarios- Clerk to liaise with Gordon Bruce.
Ideas for the newsletter- Article about Council tax- How is it used? Opening of the new Permissive Path, guided walk to Jubilee Wood, Success of Co-op event/PC Green space event, Success of D Day event, Best Kept Gardens date for the diary, Puffin Crossing passed the hearing, School Trim Trail has been installed, Annual meeting of the parish- How PC has helped the parish.
Salaries to be pre- approved in June for the July meeting due to the meeting being postponed.
Meeting closed at 9.50pm
Smoke alarm tested and passed.