July 2024 Minutes
Sturton by Stow Parish Council met on Wednesday 10th July 2024 in the Old Schoolroom.
The meeting started at 7.30pm.
Meeting Chaired by Cllr Cook.
Present: Parish Clerk, Cllr. S. Christie, Cllr. C. Christie, Cllr. Holtby, and 2 members of the public.
Cllr Cook welcomed everybody to the July 2024 meeting
It was noted that no one was recording the meeting.
2. Apologies
Cllr Hawke and Cllr Hoyland. Cllr Taylor will be arriving late due to prior commitment to the Village Hall meeting.
3. To receive declaration of interests in accordance with the Localism Act 2011
Cllr Holtby declared a financial interest in Item 14a i) Salaries. Cllr Holtby will abstain from voting when this item is discussed.
4. Meeting opened to the public.
The meeting was opened to the public at 7.31pm. Both members of public wished to speak.
The first member of the public expressed concern after receiving letter regarding the Twitchell Footpath. The concerns regarding the footpath have been going on for 40 years due to complications of events that have happened historically. Trees have been planted, a dog bin installed, and the footpath has been tarmaced without prior agreement. The resident stated that since the property1b has been built the land has been divided 4 ways, yet he is the only property to receive correspondence regarding the upkeep of the footpath.
He highlighted that he found the previous letter received in 20/21 during the pandemic stated ‘now that you have more time in your garden’ at the time when he and his wife were key workers, juggling home schooling their children and the upkeep of farm animals within the pandemic restrictions very aggravating.Nevertheless, although he prefers the wording of the recent letter, he inspected the footpath to find a handful of leaves and asked if that warranted a letter outlining the need for clearing debris off the footpath. The resident showed photos to Cllr C Christie. She remarked that the footpath looks very clean on the photo and if it could remain like that that would be very helpful rather than being covered with mud and leaves.
He remarked that he maintains the footpath once a month. He highlighted concerns of regular litter dumping, anti-social behaviour taking place until early hours off the morning and youths throwing bricks and smashing a fence of a neighbour which he fixed. He shared his disappointment and annoyance that the village is getting swallowed up with tarmac yet tarmac on this footpath has been laid without agreement to its upkeep and has never been re surfaced. He noted that other footpaths have been re surfaced that were in less of a state than Twitchell. He reiterated that the land does not just belong to his property, yet he is the homeowner receiving the correspondence.
The Chairman thanked the resident for delivering his case to eloquently and that he has been given more information in the 3-4 minutes than ever before. He remarked that decisions have clearly been made outside the parish council and therefore a fact-finding mission is required to piece together a timeline and plan of action.
The second member of public wished to speak stating that the PC should not be sending letters to people about their private land.
Cllr S Christie stated that the footpath is a definitive right of way since 1949. The landowner has the responsibility of maintaining the public right of way. Cllr S Christie highlighted that when he worked for Highways the resident’s father-in-law loaned him the deeds to the property for him to share with Highways to show the diversion of the footpath.
He added that recently he had uncovered a gulley covered by debris that if remains uncovered could help with flooding.
The Chairman stated that the PC will endeavour to research and find out the facts regarding the maintenance of the footpath and to document and minute land ownerships on Twitchell alongside a discussion between the PC and residents of Twitchell to form a united front and understanding.
The Clerk added that prior to her employment the former Clerk and former Chairman were in the process of creating of file documenting land ownership. Due to the pandemic the document didn’t quite make it to the homeowners of Twitchell.
The Chairman put forward to continue with this document so that the information is documented and available to report back to as and when needed for years to come. Cllr S Christie volunteered to help in the fact finding given prior knowledge of the area.
The Chairman thanked the resident for attending the meeting and sharing the information which will be useful to aid the fact finding.
At 7.50pm the second resident wished to speak
The second member of public highlighted that when publishing the minutes on the noticeboard can be revisited on the agenda, she requests that the minutes are placed back in the notice board. She highlighted that although they can be accessed in the OSR on a Thursday and online not having them in the notice board makes them un-accessible for some residents.
It was explained that the minutes are so lengthy, sometimes 10 pages long, that Cllr Taylor was lacking in space fitting them on the noticeboard and it is not required in our standing orders to have them published on the notice board as well as the website.
The resident responded that the notice board was bought to display the minutes from the Parish Council meeting, and these should have importance over other notices for other local organisations currently displayed on the notice board.
The first resident agreed stating that he does go to the notice board on the village green to read the minutes regularly.
The Chairman stated that when the item can be revisited on the agenda the PC will take into consideration the views of the public and decide whether to reinstate displaying the minutes on the notice board.
The second resident the stated as a NP representative the amended and final versions of the documents had been sent to the clerk’s email regarding a minor tweak highlighted by WLDC and now the documents are ready for approval by the PC. When approved by both Sturton by Stow and Stow PC are required to send a confirmation e-mail to WLDC. This needs to be sent via the clerk to confirm approval for the documents to be adopted. The NP representative requested that the final versions of the documents are then saved onto USB sticks and retained by each council ready for the next review of the Neighbourhood Plan and suggested the to begin reviewing when the CLLP is next updated.
The Chairman thanked the NP representative for all the hours of work that has been put into the review of the NP Plan and closed the meeting to the public at 7.59pm.
A member of the public left the meeting at 7.59pm
5. To approve the final minor modification document for the Neighbourhood Plan and send an e-mail to WLDC confirming approval of documents in preparation for the Neighbourhood Plan to be adopted.
Cllrs questioned the approval of the documents and the option of deferring due to the attendance of the council being sparce. The clerk stated that Cllr Hawke and Cllr Taylor has been involved on behalf of the PC in the consultation meeting of the NP review and Cllr Hoyland had provided feedback. The Clerk highlighted that although sparce the council was quorum and able to make a decision. The Chairman stated that the review is minor modification despite the amount of work put into its review.
It was agreed and RESOLVED to approve the final minor modification document for the Neighbourhood Plan and for the clerk to send an e-mail to WLDC confirming approval of documents in preparation for the Neighbourhood Plan to be adopted.
One member of the public left the meeting at 8.00pm.
6. To approve minutes of previous meeting in June 2024
It was agreed and RESOLVED to approve the June 2024 minutes with no amendments.
7. Matters arising from minutes.
Regarding the south gulley reported at the bottom of The Glebe is flooding the corner and across the road during heavy rainfall- Work has been scheduled but not completed
Access point reported after the last meeting on Tillbridge Road/Marton Road opposite the village shop and Co-op was fixed immediately. Well done to Highways for the quick response
The road sweeper has visited the village again. As suspected the initial road sweeping must have not been finished.
The grant has been gratefully received by the youth club.
The scheduled pre-authorised salaries due to the postponed meeting were successfully transferred.
Appropriate signage to advertise the extended 30MPH speed limit on Tillbridge Road has been installed by the handyman.
Councillors attended an official hand over of the shields from the Men in Shed Club. An article will be placed in the next newsletter. PC give thanks to the Men in Sheds for renovating the former shield and the handcrafting the new replica Coronation Shield.
The new Clifton Cup for this year Best Kept Gardens has been collected.
Bradshaw’s entrance- scheduled works for Highways to install a gulley to help alleviate the standing water.
Councillors have pruned lower branches of the trees at a resident’s requests on Old Rectory Gardens.
Youths have been reported for hanging around in the passageway behind the garages. The PCSO has been notified.
The investigate works into flooding by the LCC is underway. Clerk will forward information to residents that have shown prior interest.
No update regarding representation for extending the 30mph limit on Stow Road leading out of the village. Clerk to chase.
Communication is ongoing with Anglian Water in regards to the representation made inadequate sewage system and drainage. Clerk to chase.
Environmental Agency suggests Highlighting concerns to West Lindsey and Anglian Water. Clerk to chase
The D day event was a success and enjoyed by all. Thank you for the help from Pauline from the Rec Field Committee, Bugler, WI Volunteers, Mandy for helping to publicise the event via newspapers, Mr Jakes for bringing his vintage car and Mr Timmins for installing and maintaining the beacon. A £10 donation from resident was received.
Cllr Taylor joined the meeting at 8.13pm
The new British gas fixed contract has switched and a final invoice after being amended for the OSR is on the agenda for payment as well as the first bill of the new contract.
Opening readings for the village green have been submitted and final invoice has been received.
Best Kept Gardens judge and date is on the agenda for discussion
The Litter picker attended the school for a talk about litter in the community following their topic on plastics in the sea. The talk and litter picking were such a success that the litter picker has been invited back. An article was squeezed into the article about the event.
Proposed in house training for a CEP training exercise 2/3 scenarios for 60-90 minutes in the OSR Thursday 25th July at 7.30pm for Councillors that are able to attend.
Comments regarding planning applications and other planning matters were submitted to the planning department via e-mail due to works on the website.
We have been successful through the nomination process for the highways volunteering day. Cllr S Christie met with the LCC representative- costs to be agreed on agenda item 17
Options for play park inspections- agenda item 20.
Clerk has received confirmation that The AGAR has been logged with the external auditors
A flash drive has been received containing the archived NP documents from the ceased website.
As discussed two more USB sticks are required for the retention of the final adopted NP documents for both Sturton by Stow and Stow PC’s.
The newsletter has been printed and distributed.
Fire inspection invoice finally received
A list has been formulated from the collated finding of the annual walkabout and circulated
Clerk has sent correspondence to the Quaker ground trustees regarding residents’ concern about unmaintained trees backing onto garden from the Quaker Ground.
OSR outside windowsills needs cleaning and re-painting has been added to the handyman tasks.
8. Correspondence received.
Play Park inspection sheet, Clerk and Councils direct.
All other correspondence has been received electronically.
9. Planning Applications
Planning Application-WL/2024/00395 -LAND AT BARKER FARM, STOW PARK ROAD, STOW PARK Planning application for the development of a ground mounted solar PV array (up to 35MWac), supporting energy infrastructure (including battery storage and associated site works comprising maintenance tracks, fencing, security measures and on-site cabling.
It was agreed and RESOLVED that contrary to the principles in the Neighbourhood Plan of encouraging solar power on roofs not on the ground and the impact of disturbance on roads during construction to this planning application. Full comments for the above applications are available to view on West Lindsey planning portal.
10. Planning Granted
Planning Application- 148280-Chapel Cottage, Bransby-Planning application for single and two storey extensions and alterations to existing dwelling.
Planning Application-148256-Interlaken, Tillbridge Road-Planning application for proposed conversion of outbuilding to form ancillary accommodation to parent dwelling.
Planning Application- 148108-Butlerbus Technik Ltd- PROPOSAL: Planning application to erect 4no. dwellings, being variation of condition 4, 5, 8 & 10 and removal of condition 6 of planning permission 145207 granted 25 August 2022 - to replace plot 4 house type with plot 1 house type approved under 145207 and to reduce hardstanding and inclusion of fire escape windows to plots 1 & 4 and removal of access condition No.6 to retain an existing access and to provide an individual access for plot 4.
11. Other planning matters
WL/2024/00100- Land at 31 Tillbridge Road. It was agreed and RESOLVED to submit a further objection stating that objections in our previous comments remain about the biodiversity issue. Full comments for the above applications are available to view on West Lindsey planning portal.
12. To agree cost of fire inspection £28.35 including VAT
It was agreed and RESOLVED to accept the costs of the fire inspection.
13. To agree to use S106 monies for INV- 176 Landscaping at The Glebe
It was agreed and RESOLVED to use the S106 interest money to pay INV- 176 landscaping the open space on The Glebe.
14. Accounts: Payments to be authorised
Cllr Taylor declared a financial interest in Item 14b ii) Village Hall invoice. Cllr Taylor will abstain from voting when this item is discussed.
a) Payments agreed i) Salaries-Clerk and expenses/ litter picker/OSR Cleaner/Handyman/PAYE
ii) INV-176 Landscaping at The Glebe- £365 no VAT (S106)
iii) INV 173- Grass cutting £501.71 no VAT
iiii) INV -178 Fortnightly Grass cutting £255.71 no VAT
v) MJL Fire safety service £28.35 including VAT
b) Payments to be agreed i) Jewsons- Handyman painting materials £52.57 including VAT
ii) Hire of the Village Hall for D Day event £75 no VAT
iii) Jewsons- Handyman materials £40.92 including VAT
iiii) The Pelican Trust Newsletter Printing £116 no VAT
v) Onyx Trophies £88.79 including VAT
c) Direct Debits paid Multidata £52.93 (June)
British Gas Village Green £26.44 Final Invoice £23.68 + £2.76 Including VAT
British Gas OSR Final Bill £23.77 including VAT
British Gas Lite- OSR New Contact £27.14
ID Mobile £25.80 including VAT
Charge Card- (£369.17) including D Day event catering X50 fish and chip portions, D Day supplies and decorations £27.49 ink/D Day posters
Data Protection ICO Renewal Fee £35
d) Monies received June Multidata reimbursement £52.93
Resident donation £10.00
Post Office Hire QRT 1 £130
Deposit account Interest £5.37
e) Bank Fees Multi Charge Card monthly charge £3 included within charge card total
£18 Quarterly bank charge
Bank Balances following all payments:
U-C/A £42,559.37 U-D/A £918.62 U-S/A £0
15. To agree July 2024 accounts summary –circulated.
It was highlighted that the inconspicuous £55.44 to the Village Hall questioned on the quarterly budget at the last meeting had been mis labelled and should have appeared under Village Handyman. The error has not been rectified. It was documented that the British gas direct debit £20.40 had not left the bank, this has been reflected in the minutes and accounts. This invoice has been amended and included in the July accounts £23.77. It was also noted that the litter picker had been overpaid by 20p on the accounts. It was confirmed that all figures are correctly recorded with HMRC and £5.37 interest has been received in the deposit account. It was agreed and RESOLVED to approve the July accounts.
16. 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 after the meeting.
17. To confirm acceptance of LCC Highways Social Value Volunteering Day and discuss and agree cost £96.61 plus VAT using CIL money for materials and discuss arrangements
It was agreed and RESOLVED to confirm acceptance of the LCC Highways Social Value Volunteering Day and to agree the costs of materials acquired by Cllr S Christie of £96.61 plus VAT and for the clerk to purchase extra materials such as paint, postcrete and bolts if required up to £100. The maintenance will be carried out by Balfour Beatty using materials bought by the Parish Council using CIL funds to reinstate the village gateway sign, cleaning of the bus shelters from residue and re painting the inside of the wooden bus shelter at the bottom of School Lane. Work should take place at the end of July/early August when the materials have been delivered.
18. To agree cost of x2 replacement dog bin lids at £54 each = £108 plus VAT and 5 vinyl waterproof dog bin stickers at £4.16 each plus VAT and postage and packaging £7.95 plus VAT.
It was agreed and RESOLVED defer this agenda item while investigating the possibility of the Men in Sheds ability to 3D print replacement dog bin lids.
19. To purchase a padlock for jubilee wood and agree cost up to £50
It was highlighted that the previous padlock for Jubilee Wood had unfortunately been subjected to vandalism and had been glued. It was agreed and RESOLVED for Cllr Holtby to look at options for a more robust padlock up to the cost of £50 for the Clerk to purchase on the charge card.
20. To discuss and agree options for playpark inspections. Annual inspection with current inspector £280.80 or a new company for an annual inspection plus an asset valuation £295.00
It was agreed and RESOLVED to cancel out current playpark inspector this year and to accept the quote of £295.00 ex VAT from The Play Inspection Company to include an annual inspection and asset valuation of all of the playpark equipment across all three sites.
21. To agree Best Kept Gardens date and judge
It was agreed and RESOLVED that Martin and Jill Fish will judge the Annual Best Kept Gardens Competition on Tuesday 6th August 2024. Results to be noted at the September meeting followed by an awards presentation. Categories are: Best Kept Small Garden, Best Kept Garden and Best Kept Business Premises. One placing for each category. Clerk to advertise on notice board and social media and award presentation to take place at the September meeting.
22. To review the grass cutting frequency and cost implications if we have additional cuts this year.
It was agreed and RESOLVED to have two extra verge cuts to help maintain the rate of grass growth this year. An extra verge cut with the public space cut in July and August. The option of using S106 interest monies before reinvestment was discussed.
23. To acknowledge the updated version of The Good Councillor Guide 2024
It was agreed and RESOLVED to acknowledge the updated version of The Good Councillor Guide 2024 for reference.
24. To discuss Remembrance Day arrangements and to review risk assessment.
Remembrance Day arrangements were discussed as follows; Meet at the Cenotaph on Sunday 10th November at 3pm for the service and then back to the Village Hall for refreshments. Cllr Taylor to book the hall and open the hall on the day at 2.45pm. Clerk to arrange wreath, contact the bugler and create a sausage roll and mince pie list for refreshments. Cllr C Christie and Cllr S Christie set up tables and prepare refreshments in the hall whilst the service is taking place. As reported last year that the Youth Club cannot reach the top of the War Memorial to clean. Clerk to ask Ian Moore for a quote to clean the War Memoria. Clerk to liaise with Revd. Jane Foster-Smith for service arrangements and David for the order of service.
The Remembrance Day Risk Assessment was discussed and reviewed. Cllr C Christine voted against retaining the Remembrance Day Risk Assessment. The reasons for archiving the document were recognised however it was agreed and RESOLVED that although the parade will not be required this year that the Remembrance Day Risk Assessment had been reviewed and was fit for purpose.
25. To review litter picker and general maintenance risk assessments.
It was agreed and RESOLVED Litter Picking Risk Assessment had been reviewed and was fit for purpose.
26. To discuss if Warm space donation if needed.
Cllr Taylor informed NHS funded warm space evolved into a social hub. The original warm space has for now ceased and the NHS social hub meets fortnightly. They have also introduced wellbeing walks. It was agreed and RESOLVED that the PC would be favourable to support the original warm space if it was required.
27. To discuss lottery funding application and agree contractor
It was agreed and RESOLVED to accept the quote presented by Kompan to replace the slide in the Village Hall Playpark at a cost of £11,982.96 including VAT. It was agreed and RESOLVED to accept KOMPAN as the contractor to replace the multi play on the open space at The Glebe and obtain a further quote to remove the installation of the rockers and discuss at the next meeting. Extra funding could be applied for through WLDC and the capital and interest for S106 could be used to facilitate this. Clerk to obtain absolute clarity from WLDC in regard to S106 agreements.
28. To discuss options for maturing bond for August 2023 and accumulated interest
Despite the clerks’ best efforts, the interest rates are not available to discuss until two weeks before the bond matures. It was agreed and RESOLVED to extract the interest accumulated from the original S106 funds and reinvest the £25,000 for a 1-year bond if available.
29. To review Grant application form
It was agreed and RESOLVED to defer this item until the next meeting whilst reflecting on how best to re word to term project and reiterate that the grant is not to fund routine maintenance. It was also discussed to include mandatory attendance to the PC AGM on receipt of a successful grant application.
30. To discuss and agree installing a bleed cabinet at a cost of £510 either as a project or seek funding options available
It was agreed and RESOLVED to not proceed with the installation of a bleed cabinet. It was deemed that the timeframe to retrieve the contents from inside the bleed kit for a catastrophic bleed it would not be beneficial to the injure person. If required in the future the option could be put forward as a project.
31. Reports from local organisation.
Village Hall- Scarecrow Competition/Trail is being organised for September as well as a Vintage Market.
Speed watch- Training provisionally booked with the LRSP trainer for an evening W/C 22/07/2024 in the OSR.
Recreational Committee- Details of the recreation field committee meeting on 19-06-2024
Fireworks have been ordered and a deposit paid. Total cost for fireworks is £2600 for a 13min display. A meeting to be arranged with FOSSA to sort out details.
Flood lights need renewing, will get some quotes for this.
Quotes required from plumbers to service the boiler and the showers.
Organise to have some new signage made for the Recreational Ground
Pitch hire, this is to be set at £40 for the village team and £45 for other teams
It was decided we need something for younger children on the rec and after looking into different ideas it was decided a trim trail would be a good idea. We will be asking for some quotes from various firms.
32. General maintenance in the Parish
It has been noticed a couple of hedges identified on the annual walkabout have been trimmed back since the newsletter was distributed.
The handyman was approached when removing the posts from Twitchell by a resident outlining the property boundary. He has removed what he can.
School Hedge encroaching on the verge on Stow Road will be assessed by the caretaker over the summer holidays
It was highlighted that the Ivy behind the OSR was reaching into the gutter. The Chairman to contact the resident for requested maintenance.
Cllr C Christie requested for the handyman to clear weeds behind the OSR
It was noted that a report had been logged with the police of a youth carrying a knife.
33. Update on Scampton
It was noted that the change of government may have an impact on decision, time scales of the Scampton site.
34. Update on Solar Farms.
Willingham by Stow Battery Energy Storage Systems- Cllr Hawke to update when present.
It was agreed to register Sturton by Stow Parish Council to have our say on the Tillbridge Solar Project during the examination process. Cllr Cook to construct a comment covering the main issues and impacts anything that may affect day-to-day life.
35. Items to be noted for the next meeting
Confirm Interest rates for section 106 monies reinvestment
Re-visit Grant Application form and additional information to Grant Aid Policy.
Advertising grants
Meeting closed at 10.23pm. Smoke alarm tested and passed.