September 2025 Minutes
Smoke alarm tested and passed at 7.20pm.
Sturton by Stow Parish Council met on Wednesday 3rd September 2025 in the Old Schoolroom. The meeting starting at 7.30pm.
Meeting Chaired by Cllr Cook
Minutes recorded by S. Hoyland - Parish Clerk
Present: Cllr. S. Christie, Cllr C Christie, Cllr Hawke and Cllr Holtby.
Absent: Cllr Capuano
Cllr Cook welcomed everybody to the September Parish Council meeting
145. To receive and accept apologies where valid reasons for absence have been given to the Parish Clerk prior
to the meeting.
It was noted that apologies had been received from Cllr Capuano. It was agreed and RESOLVED that apologies for absence were accepted and noted.
146. To receive declarations of interest under the Localism Act 2011 – being any pecuniary or non-pecuniary interest in agenda items not previously recorded on Members’ Register of Interests.
Cllr Holtby declared a financial interest in item 15a i) Salaries. Cllr Holtby will leave the room while salaries are being discussed.
147. To discuss updates from Anglian Water on Flooding issues and agree action.
The Public Flood fact finding meeting took place on Tuesday 19th August 1.30-3.30pm. The questions raised by the meeting of the residents has been passed on to AW to enable them to prep for the meeting and attend with answers in hand.
The meeting was informative and conducted in a polite manner. AW’s current financial plan does not include any major infrastructure works in Sturton or Stow, although if smaller mitigation works are identified from investigations, it may be possible for these to be carried out. It was highlighted that there is a grant available for up to £5000 per household for properties that are eligible from the Flood Resilience Team to help with smaller mitigation. It may be possible for those affected by the flooding to retrospectively claim for reimbursements for damaged items.
It was suggested to collate main points from the clerks notes into an article for the newsletter to show facts that have been learned and next steps.
- A small budget mitigation scheme to overflow pipe from Old Rectory Gardens to prevent surface water overflowing into the foul water system, the pipe behind.
- For EA to increase discharge permit for AW - But where would it go?
- Highways, Lead Flooding Authority and Landowners are the next areas to explore first as an initial fact-finding meeting with councillors and then another public meeting if required.
- Approach EA with a suggestion to remove flood banks from the Till and sacrifice land to create a large-scale attenuation scheme.
- To reiterate the importance of reporting internal and external flooding, toilet backs up and smells as investments are prioritised with level of risks.
It was agreed and RESOLVED to set up a fact-finding discussion with Highways, Environmental Agency and the Lead Flooding Authority. Cllr Cook, Cllr. S. Christie and Cllr Holtby volunteered to attend the next fact-finding discussion when scheduled.
148. Public Participation
No public were present to participate
149. To approve minutes of previous meeting in August 2025 and authorise the Chairman to sign
It was agreed and RESOLVED to approve the August 2025 minutes with no amendments. The Chairman signed
the minutes as a true record.
150. To receive the Clerks Report
The banking mandate has been submitted to remove Former Cllr Taylor from both banks
UT- Confirmation of Removal and replaced with Cllr Hawke
UTB - The request is being processed, no written confirmation as of yet
Flooding
Clerk to finish and circulate minutes Flood Public meeting
Councillors to agree next steps to contact Matt Moore AW lead for mitigation for SBS and Stow
CCTV to be taking place in the next three months on the ditch/Culvert on Ashfield- Fleets Road Footpath.
Due to staff sickness and staff absence the CCTV of the ditch/culvert has not been conducted.
Customer service- PA to CEO to send the flood forum – No further contact from CEO
Laminated emergency what3words sign to be placed at The Glebe, any thoughts on a suitable position other than the bench. The inspection is due Sept/October
The padlock has been swapped out for a D clip as discussed last month to assist the childminder
A Greater Lincolnshire for All - Local Government Reorganisation in Greater Lincolnshire
East Lindsey and South Holland District Councils are developing an ambitious proposal. Cllr Cook attended a Zoom meeting
Stow Road- Additional Street Lighting- no update regarding TRO
Update regarding standing water outside of Bradshaw- No update, due to not much rain
Fix my Street reports
Pothole on Eastfield and The Close reported on behalf of a resident - FIXED
Saxilby Road Sign – not in this budget
Tillbridge Road sign- not in this budget
Fleets Road Hedges- reported
Fleets Road- Ashfield Footpath adjacent to Acis Property- Overgrown hedge has been reported as a priority
Grants have been advertised- Village Hall have requested a form
School made aware of overgrown hedges on School Lane and Stow Road
Labels to be placed on the two new sand bins - Free of Charge
High Visibility 30mph for Tillbridge Road CSW signs are on order, waiting for the payment link
Former Cllr Taylor to be asked to stay of the CEP
LRF training exercise - New Officer Kimberely has been in touch
The VH Committee has confirmed the form has been received but not yet completed for the LRF regarding the Community Emergency Plan
AGAR completed from the external auditor with no recommendations
Remembrance Day is in the diary –The Bugler has accepted the invitation, Rev Jane Foster Smith and Churchwarden David Justham have accepted and confirmed their attendance. The hall has been booked, and the date will be advertised in the newsletter.
Last month’s planning comments were submitted via email as the portal was having issues
Grant Application received from the Show Committee
LALC have offered a 2-year fixed price for AGAR Internal Audits- this is on the agenda for discussion
Quote from Old Rectory Gardens tree maintenance is on the agenda for discussion
One of the trees in the Quakers Burial Ground dropped its boughs. Action has been taken and a response from the Quakers representative was received when questioned about a recent tree survey.
“Our contractor was on-site this morning and has cleared away all of the debris from the Public Open Space.
I think with the dry summer a lot of trees are currently suffering from stress, but I'm a bit perplexed that this bough came off as it did. I suppose it's the lack of rain”
The newsletter is being drafted ready for printing at the end of September, we are hoping to get it printed and distributed prior to the Sturton Show Day.
The Jubilee bench has been re located to The Close
Contractor has been notified that the wet pour maintenance for the village hall playpark was accepted. Maintenance to be scheduled.
The V.H committee have accepted the Crew of Wellington DF641 memorial plaque to display in the V.H
151. Correspondence received.
Playpark inspection sheet to be circulated electronically when received, Clerk and Council direct magazine, and notification from the bank that the charge card will change from visa to MasterCard.
It was noted that all correspondence has been sent electronically.
152. Planning Applications (Any applications up to the date of the meeting)
Re-consultation- Planning Application WL/2025/00692- Hill House, 29 Marton Road- Planning application to remove conservatory and erection of single storey extension including porch and new access- Amendments to extension to porch/boot room and window changes.
It was discussed that the original application has been granted. The application had been amended and there had been no change to the materials. It agreed and RESOLVED to submit a general observation of no objection to this planning application.
153. Planning Granted (Any applications up to the date of the meeting)
Planning Application WL/2025/00692- Hill House, 29 Marton Road- Planning application to remove conservatory and erection of single storey extension including porch and new access.
It was agreed and RESOLVED to submit a general observation of no objection to this planning application.
154. Other planning matters.
None
155. To note expenditure made under delegated authority to the clerk at a cost of £28 no VAT to cover the cost of a CHAPS fee to enable a same day transfer of the pre-agreed additional funds to reach the maturing bond before expiration date.
It was noted that due to being misinformed by the bank, time was limited to ensure that the funds to reach the maturing bond before its expiration date. It was agreed and RESOLVED that the Council accept expenditure of £28 CHAPS Fee authorised by two signatories to facilitate efficient transfer of £10,000 S106 money to re-invest before the maturing bond expired made under delegated authority to the clerk, as permitted under Financial Regulation 5.18.
156. To agree the hire cost of £20 to the village hall for venue hire of the hall for the Anglian Water Public Meeting
It was agreed and RESOLVED to agree £20 for the hire of the village hall for the AW public meeting.
157. To agree PKF Completed AGAR 24/25 External Audit costs of £378.00 including VAT
It was agreed and RESOLVED to agree cost of £378.00 inc VAT for the completion of the AGAR External Audit 24/25.
158. To discuss and agree to transfer £10,000 from the savings account to the transactional current account
It was agreed and RESOLVED to transfer £10,000 from the savings account to the current account to facilitate transactions for the second half of the financial year.
159. Accounts: Online payments to be authorised
Cllr Holtby left the meeting at 7.50pm whilst item 15a i) was being discussed
a) Payments agreed
i) Salaries-Clerk and expenses/litter picker/OSR Cleaner/Handy-man/PAYE
Cllr Holtby returned to the meeting at 7.51pm
ii) Ian Moore Contracting INV 457- Full grass cut £542.05 including VAT
iii) Ian Moore Contracting INV 465- Relocation of the Jubilee bench £360 inc VAT using CIL
iv) Ian Moore Contracting INV 479- Full grass cut £542.05 including VAT
v) PKF External Audit- £378.00 Including VAT
vi) Sturton by Stow Village Hall- Invoice 473- £20.00 no VAT
vii) Payment to UTB £10,000 S106 to reinvest to maturing bond- Actioned 13/08/2025 via CHAPS FEE with prior authorisation and signatories according to bank mandate
b) Payments to be agreed (None)
c) Direct Debits paid Multidata £61.28 (August)
British Gas OSR – £6.85 including VAT
British Gas Village Green- £14.67 including VAT
ID Mobile- Phone Contract- £8.00
Charge Card- (£28.39) including £3 Charge fee, £13.49 ink subscription, Tesco-Cleaning Supplies (£11.90)
d) Bank Fees Multi Charge Card monthly charge £3 included within charge card total
CHAPS Fee £28
Monthly Bank Account Fee £6
e) Monies Received Multidata reimbursement July- £61.68
CHAPS Fee reimbursed due to bank error £28
S106 interest from Maturing Bond £759
f) Bank Transfers £10,000 from Savings Account to Current Transactional Account
£10,000 S106 funds from Savings Account to Current Transactional Account
N-U-C/A £15,267.03 N-U-D/A £1,510.58 N-U-S/A £27,461.52
160. To approve the September 2025 accounts (circulated)
It was noted that the British Gas Lite Invoices for both accounts were unavailable when the agenda was published as there was an error on the portal. The figure for the village green remained the same whereas the figure for the OSR remained an issue, this is likely to be caused by difficulty receiving the figured from the smart meter. Clerk gave manual readings to help resolve the issue and new invoices have since been generated.
When raised with British Gas Lite it was highlighted that invoices are estimated and generated before redacting the figures from the smart meter. This then leads to the accounts being credited. The clerk has raised on a previous occasion that this breaks the sequence of the invoices which are paid in full each month via direct debit. Back Pay from April following approval of Clerk NJC scale increase has been added to the clerk’s salary.
The clerk was misinformed that a CHAPS Fee was required to facilitate the reinvestment of the additional £10,000 to the 6-month S106 bond. The transaction was completed on time, in accordance to the bank mandate of two authorised signatories on the 13/08/2025 and the CHAPS Fee has been reimbursed
It was agreed and RESOLVED to approve the September accounts.
161. To agree the monthly reserves summary sheet (circulated)
It was agreed and RESOLVED to accept the monthly reserves summary sheet.
162. To agree bank reconciliation
It was agreed and RESOLVED to accept hard copy bank reconciliation provided by Cllr S Christie and the electronic bank reconciliation produced by the Clerk on the account summary sheet.
163. To review and discuss the quarterly budget
The quarterly budget was discussed and reviewed. It was agreed and RESOLVED to accept the quarterly budget for quarter two of the financial year.
164. To agree to an earlier start to the October meeting to aid grant applications.
It was agreed and RESOLVED to start the October meeting at 7pm to facilitate grant application presentations.
165. To agree to add Cllr Capuano to the HR Sub Committee in replace of former Cllr Taylor
It was agreed and RESOLVED that Cllr Capuano replaces former Cllr Taylor on the HR Sub Committee
166. To discuss and agree to opt into a two-year fixed price mid-year/internal audit service with LALC
It was agreed and RESOLVED to opt in for a two - year fixed price internal audit service provided by LALC.
167. To review, discuss and adopt grass tender specification ready for tendering 26/27
It was noted that there had been no complaints regarding the cuts of the 25/26 schedule. It was discussed to increase the verge cutting, around village seats and around village signs to 16 cuts a year in line with the public open spaces and playparks to ensure all areas are cut routinely and presentable throughout the year. It was also suggested that now the PC are content with the quality of the schedule to consider putting the specification as a two-year fixed price tender for 26/27 to help forecast costs when budgeting.
It was agreed and RESOLVED to make these amendments and to seek advice on a two-year tender with an extension clause and discuss at the next meeting ready for adoption
168. To review, discuss and adopt hedge tender specification ready for tendering 26/27
It was discussed to postpone the hedge tender specification 26/27 until May 26 to eliminate cross over of contractors as it was noted that maintenance on the hedges does not take place until September each year. It was noted that contractors are asked to tender for a job that doesn’t take place for 10 months. It was agreed and RESOLVED to reschedule the Hedge tender specification review until May 2026. It was noted that when reviewed the map showing the hedge at the front of the village hall needs amending.
169. To discuss and agree creating a grass/hedge maintenance specification for Jubilee Wood for routine maintenance
Cllr Hawke highlighted that it would be very helpful to have a maintenance specification for Jubilee Wood. He noted that tree work it is not needed just the hedge require trimming back and strimming to keep the pathway around Jubilee Wood clear. He volunteered to put a schedule together outlining the maintenance and frequency required. He noted that currently the road hedge on the east side of Jubilee Wood is very overgrown and is grown into the passing places. Councillors discussed approaching Bransby Horses to enquire if they could help with maintaining the hedge for a fee whilst they are maintaining their own hedges. Mr Timmins had confirmed earlier this year that he would cut the hedge this year. Clerk to contact Bransby Horses Home and to confirm with Mr Timmins when he is planning to cut the hedge.
170. To agree cost of £100 ex VAT from Mr Deague for dyke maintenance at rear of The Glebe & Old Rectory Gardens
It was noted that this cost put forward was last year’s costing, and the clerk hadn’t yet had a response from Mr Deague. It was agreed and RESOLVED to agree the proposed cost and increase if required at the next meeting.
171. To discuss and agree installing CCTV to oversee the Village Hall playpark
It was discussed that possible ASB had taken place in the village hall playpark. The treasurer of the village hall had made the PC aware that there is a spare port already wired on the village hall’s current CCTV system which is available to use. It was suggested that a ‘You are being watched’ display sign no notify the public that CCTV is in place should be sufficient. It was agreed and RESOLVED to seek advice from the police, WLDC and LALC on the PC’s position if installing CCTV to oversee the playpark.
172. To discuss and agree displaying a Sturton by Stow Parish Council Office sign on the OSR
It was noted that the Old School Room does not have a sign that identifies it as being the Parish Council Office. The request of producing a sign titled ‘Parish Council Office’ was put forward to Cllr Holtby as a possible Men Sheds project. It was agreed and RESOLVED to use the existing wall plugs dictate the size of the sign required and to attach the sign to the OSR wall. If this is not possible then the sign can be attached to the OSR door. Cllr Holtby stated that he would take some measurements propose the idea to the Men Sheds.
173. To receive a progress report from the project walking leaflet sub-committee (if required)
Cllr Cook updated the council that Tim had confirmed that he would create the leaflet free of charge. Cllr Capuano has been walking the walks to ascertain the distance, duration, accessibility and points of interest visible from the walks. There is not a projected draft as of yet, Tim is currently working on the base map to scale to size whilst he is drafting the historical introduction. Cllr S Christie suggested the leaflet would need a 120–150-word description for each walk. It was noted that a permanent village map could be sign positioned on the back of the village green notice board would be a beneficial starting point display ‘You are here’. Cllr Cook stated the notice board legs are sturdy to hold the additional weight. The aim for the completion of the leaflet is the end of the financial year ready for spring walks.
174. To agree to accept the gift of a planter from a Mens Sheds member and agree its position.
It was discussed that there is not a suitable position for a new planter, and it would be unfair to expect volunteers who already maintain the village planters to have an additional planter to maintain. It was agreed and RESOLVED to politely decline the offer due to the upkeep involved. The clerk highlighted that the Primary School and Pre-school are upgrading and developing their garden areas and are always grateful for resources, she suggested approaching them.
175. To approve and accept notification of the AGAR Section 3 and note any action required
It was agreed and RESOLVED to approve and accept the notification of the completion of the AGAR Section 3 with no recommendations.
176. To discuss projects for 26/27
It was discussed to explore the options of a replica sign to place on the electric box, similar to Saxilby with Ingleby PC, to cost laser cut village signs similar to Stow PC and to cost remembrance solider silhouettes or similar to have as a permanent fixture on the village green. Cllr Holtby to check the material of the old village sign. Clerk to send Cllr Holtby logos.
Clerk to liaise with Stow and Saxilby with Ingelby PC.
177. To agree to order Christmas Tree for the Village green and additional smaller trees
It was discussed that Cllr Cook would choose the Christmas Tree this year. Clerk to make an appointment. It was noted that last year it was highlighted that payment terms were changing to 7 days on receipt of invoice which is received on delivery. It was agreed and RESOLVED to purchase a 15ft-18ft tree from Fillingham Christmas Trees plus 10 smaller un-reamed trees. To request the invoice early to agree costs and pay using the charge card to meet the payment terms.
178. To discuss arrangements for the Christmas Light Switch on
It was agreed and RESOLVED that the event takes place on Saturday 6th December at 4pm and to approach a representative of Bransby Horses to switch on the Village Green Christmas Lights this year. Clerk to liaise with the school regarding the school choir.
179. To discuss arrangements for the Christmas display competition
It was discussed that similarly to the Best Kept Gardens Competitions there seems to be little to know interest when arranging last year’s Christmas Display Competition with around 5 houses put forward to judge. It was agreed and RESOLVED not to hold a Christmas Display Competition this year and dependent on public views to reconsider next year.
180. Reports from local organisation.
Men Sheds – We have attended a few fayres recently. A wood maker handcrafted a wooden train which was auctioned off for £50. As a group we have made hedge boxes, owl boxes, bird boxes, Christmas boxes and are taking orders.
181. General maintenance in the Parish
Cllr Holtby noted that upon receiving the flags we are in need of a new Grand Union Jack Flag and suggested a 5ft/3ft material replacement. He added that upon changing the flag he has noticed that the flagpole and accessories are in need of refurbishment and suggested installing spikes on top of the flagpole to stop birds defecating on the flag, re painting the pole and replacing the halyard. Cllr Holtby estimated projected costs to be up to £120 for the refurbishments of which he volunteered to carry out the work himself.
Cllr S Christie suggested the work is carried out when the flagpole is taken down ready for the Christmas Tree.
Clerk to add costs of refurbishment onto next month’s agenda for agreement.
Cllr Cook noted upon inspecting the notice boards he noticed that both the Village Green and the Old Rectory Park/ Stow Road notice boards are in need of re-staining and some TLC. The Clerk added that the cork boards in the Old Rectory Park/Stow Road also need replacing.
The Chairman requested that the clerk informs the handyman of the work required.
182. Items to be noted for the next meeting.
Jubilee Wood specification
CCTV enquiry to LALC
Amended grass tender specification
Confirm quote for ditch maintenance from Mr Deague.
183. To resolve to move into closed session in accordance with the Public Bodies (Admission to Meetings) Act 1960 for the following items on the grounds that publicity would be prejudicial to the public interest by reason of the confidential nature of the business to be transacted. If agreed press and public will be asked to leave.
At 9.40pm the council resolved to move into closed session
184. To discuss and agree proposal for a three-year extension for grass and hedge contracts with current contractor.
Cllr S Christie stated that upon investigation to remain within the legality of the current tender the PC cannot consider an extension as the current tender did not have a clause stating that an extension could be negotiated. However, he suggested when amending the tender document to a two-year fixed price too add clause to extend for a further two years could be included. It was agreed and RESOLVED to inform the current contractor and to seek advice from LALC regarding clauses and extensions.
185. To discuss and agree quotes for professional crowning and maintenance to the PC trees within the open space on Old Rectory Gardens as requested by a resident.
It was agreed and RESOLVED to accept the quote of £150 no vat from Gary Tindall to shape and crown all PC trees on the Old Rectory Gardens open space to a 2-metre height clearance. The contractor has suggested that maintenance in October to put less stress on the trees. It was agreed to adhere to the professional advice to benefit the health of the trees and schedule the maintenance to take place in October
The meeting closed at 9.50pm.