2025 Minutes

Smoke alarm tested and passed at 7.15pm.

Sturton by Stow Parish Council met on Wednesday 5th November 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 Capuano, Cllr Holtby and Cllr Hawke and 3 members of the public

Absent: None

Cllr Cook welcomed everybody to the November Parish Council meeting

222..  To receive and accept apologies where valid reasons for absence have been given to the Parish Clerk prior to the meeting.

None, all councillors present. It was noted that Cllr Mullally would be attending and had sent apologies in advance for her late arrival.

223. 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 items 12a i) and 23. Cllr Holtby will leave the room while agenda items 12a i) and 23 are being discussed.

224.To discuss updates from Anglian Water public meeting and agree action.

The Chairman confirmed that the Parish Council are awaiting proposed dates from departments at LCC for a fact-finding meeting to take place at the end of November. He requested that the clerk reminds the agencies involved that we are still waiting for the proposed dates.

225. Public Participation

At 7.33pm the Chairman adjourned the meeting to enable public participation. Two members of the public wished to speak.

The first member of the public queried that the streetlights are being turned off early between 10.30-10.40pm.

The Chairman stated that he had seen a comment on the community page regarding this query, it has been reported to the relevant authority who have stated that it is due to the clocks turning back which has disordered the system and it will be rectified as soon as possible.

At 7.35pm another member of the public highlighted that it had been bought to their attention that the St Hughs hedge that runs alongside the village hall is the Parish Councils responsibility and has not been cut by the parish council contractor. The hedge needed trimming to make the area passable, and a local contractor has now cut the hedge free of charge.

The Clerk stated that the cut was scheduled to be cut twice a year between 1st September and 31st October and 1st January and end of February. The clerk had also clarified this with the contractor upon receiving the invoice and he has confirmed that they area has been cut. The clerk with contact the contractor and confirm again.

Public Participation closed at 7.37pm

226. To approve minutes of previous meeting in October 2025 and authorise the Chairman to sign

It was agreed and RESOLVED to approve the October 2025 minutes as presented and authorise the Chairman to sign as a true record.

227. To approve minutes of the Extraordinary October 2025 meeting and authorise the Chairman to sign

It was agreed and RESOLVED to approve the Extraordinary October 2025 minutes as presented and authorise the Chairman to sign as a true record.

228. To receive the Clerks Report

The Clerks report can be viewed as Appendix A.

From the clerks reported it was noted to include the new email address and domain name as an agenda item on the December agenda for agreement before continuing with the process.

The Clerk raised awareness of a resident’s concern regarding vehicles being parked long-term in the turning point on The Glebe, including one that appears to be stored under a cover. The councillors noted that this area is intended for vehicle turning and must remain clear to allow access for emergency and maintenance vehicles. It was suggested that the Clerk seek advice from the local Police Inspector before any formal correspondence is issued to the resident concerned.

The Clerk asked councillors for their views on displaying a poster on the parish notice board featuring photos and roles of all councillors. The clerk explained that this is seen as best practice, to help residents identify their representatives. The Councillors agreed to the inclusion of photos but preferred that no specific roles other than titles be listed, as the council is small and all members contribute collectively to parish duties.

Clerk suggested photos of the parish councillors actively volunteering in the parish could be used. As an alternative the clerk will take councillor photographs to be taken.

229. Correspondence received.

Annual Play Park inspection reports, monthly Play Park inspection report, clerk and council direct, small business rate relief document and parking concern at The Glebe.

230. Planning Applications (Any applications up to the date of the meeting)

Planning Application Number: WL/2025/01081 – Moor Farm, Tillbridge Lane.

Planning application for erection of a part single-storey, part two-storey side extension, along with associated external alterations and landscaping.

Planning Application WL/2025/01081 was discussed. It agreed and RESOLVED to submit a general observation of no objection to this planning application.

At 7.57pm Cllr Mullally joined the meeting.

231. Planning Granted (Any applications up to the date of the meeting)

None- It was noted that all outstanding applications were still pending.

232. Other planning matters.

It was noted that an extraordinary meeting was scheduled to discuss planning applications WL/2025/00100 and WL/2025/01024 as an extension of time from WLDC was declined.

At 7.58pm the Chairman invited District Cllr Mullally to provide the Parish Council with an update. Cllr Mullally informed the council that she had investigated into the footpath lighting and unfortunately has been unsuccessful. The only option would be to install street lighting columns at the cost of the parish council alongside a grant.

Regarding countdown markers she was informed that this would be a query for LCC and forwarded the request to Cllr Wimhurst for support.

The meeting was closed to Cllr Mullally at 8.00pm.

233. Accounts: Online payments to be authorised

Cllr Holtby left the meeting at 8.01pm while 12a) (i) was being discussed and agreed.

a) Payments agreed   i) Salaries-Clerk and expenses/litter picker/OSR Cleaner/Handy-man/PAYE

Cllr Holtby returned to the meeting at 8.02pm

                                    ii) Ian Moore Contracting INV 537 - Mid grass cut £246.85 including VAT

         iii) Ian Moore Contracting INV 552- Full grass cut £542.05 including VAT  

         iv) Ian Moore Contracting INV 551 – Map 1 Hedge Cutting £263.26 including VAT

b) Payments to be agreed (None)

c)  Direct Debits paid         Multidata £61.68 (October)

                                                   British Gas OSR –£9.66 including VAT

                                                   British Gas Village Green- £14.18 including VAT

                                                   ID Mobile- Phone Contract- £8.00

Wave Invoice QRT 3- £56.25 no VAT

Charge Card- (£233.40) including £3 Charge fee, £13.49 ink subscription, replacement Grand Union flag £90.11 including VAT, Screwfix (Cable ties) £4.39, £80.00 CSW Signs. RBL flag replacement £19.98, Helping Hand Litter picker £15.98 including VAT, Tablecloths £6.45

d) Bank Fees                        Multi Charge Card monthly charge £3 included within charge card total 

                                                     Monthly Bank Account Fee £6  

e) Monies Received             Multidata reimbursement October- £61.68

LCC Grass cutting Contribution 25/26 £2,042.33

CIL - £2,413.24

Post Office Hire   QRT 1 £130

Post Office Hire   QRT 2 £150

              N-U-C/A £14,660.87                   N-U-D/A £1,799.15                        N-U-S/A £27,681.99

234. To approve the November 2025 accounts (circulated)

It was noted that the cost of the litters pickers helping hand has been deducted from visual improvements and the £10.49 Halyard replacement from last month’s accounts had been deducted from the CIL reserve and taken from the general parish council reserve under the heading village green project as CIL department had responded stating that replacing the Halyard was not an acceptable spend of CIL. It was agreed and RESOLVED to approve the November accounts.

235. To agree the monthly reserves summary sheet (circulated)

It was agreed and RESOLVED to accept the monthly reserves summary sheet.

236. 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.

237. To consider and agree an additional full grass cut in November

An extra grass cut was considered due to the mild weather and increase in grass growth. Cllr S Christie highlighted that the last cut didn’t seem as low as usual. He suggested that the grass contactor makes the additional cut a slightly lower cut to see the grass through to March. Cllr S Christie also requested that the clerk asks the grass contractor to ensure that the Fleets Road is strimmed from the last house (number 23) to opposite the Recreational Ground right back to the hedge.

It was agreed and RESOLVED to opt in for an extra full grass cut at the pre- agreed costs as per the grass cutting contract 25/26

238. To discuss and agree Grant amounts.

The importance of supporting the local groups within the parish was discussed. It was noted that the process of capping Grant expenditure at £10,000 when budgeting for 25/26 was successful. At the pre- budget discussion it was feasible to follow the same process for 26/27. It was agreed to allocate a sum £10,000 to village organisations.

The grant applications were discussed in turn, and the grant amounts were allocated as follows.

• The grant application from The Sturton by Stow Agricultural and Horticultural Show Association was discussed. It was RESOLVED to award the full grant request of £1,130 under Local Government Act 1972 S145 provision of entertainment and the arts to support the annual village show and associated costs.

• The grant application from the Sturton by Stow Recreational Field was discussed. Cllr C Christie highlighted that the previous grant was awarded to replace the football goal posts, and they have not been installed yet. The Clerk informed the council that the Recreation Ground representative did state in her presentation that the new goal posts had been purchased and received and were awaiting to be installed on the availability of its volunteers. It was mentioned that when due to be reviewed the Grant Aid Policy must have a future proviso to ensure that previous grants awarded have been used for their intended purpose in full. It was RESOLVED to award the full grant request of £1,500 to the under The Public Health Act 1936, S234 The Power to provide life-saving appliances to install a defibrillator in a cabinet accessible to the public at the Recreational ground.

• It was RESOLVED to award the full grant request of £300 to the Sturton by Stow Bowls Club under The Local Government Act (Miscellaneous Provisions) Act 1976, S19 Power to provide sports facilities in or outside the council’s area to purchase a set of 8 bowls to replace a set of damaged bowls.

• It was RESOLVED to award the full grant request of £3,000 to the Sturton by Stow Youth Club under The Local Government Act (Miscellaneous Provisions) Act 1976, S19 Power to provide sports facilities in or outside the council’s area to enable various sports events, replenish sports equipment and outsource activities for its members.

• The grant application submitted from Sturton by Stow Judo Club was discussed. Cllr S Christie shared in his opinion that the Judo Club had not made any attempt the fundraise towards their expected costs and the council should consider a smaller grant to the amount requested to allow the Judo Club to fundraise themselves.

At 8.22pm Cllr Mullally and a representative from the Judo club requested to speak. The Chairman authorised both requests. Cllr Mullally stated that the Judo Club had contacted WLDC about applying for a grant and she had been invited to a Judo session. She informed the councillors of the inclusion, willingness to learn and the enjoyment members showed to enhance their skills. She highlighted the commitment of the club and stated that the club has been in action for 34 years.

The Chairman thanked Cllr Mullally for her input.

At 8.24pm the representative from the club informed the council that the club has been and still are actively searching for available grants to support the expenditures required. The Judo Club are applying for a community grant from WLDC and has so far fundraised £3,500 through bag packing at Tesco’s, approaching local businesses, raffles, go fund me and various other events.

Cllr C Christie stated that she was unsure on supporting a grant as the club is not just for residents of our parish. Cllr Hawke replied stating that if that was the case there would be no club and certainly not for 34 years. The clerk requested to speak regarding the submitted application. The Chairman authorised this. The clerk informed the council that she had visited the club and saw that it was utilised by many residents and children of Sturton by Stow and also those who live in nearby villages but do have children as pupils at the Sturton by Stow School. The clerk stated that the application clearly outlines that the costs of replacing the judo mats accumulates to £10,000 alone excluding the extra costs for equipment, stock and courses. This is the Judo Club’s fist grant request to the parish council, and they had requested a small fraction of the total costs to ensure the club can continue operating safely, particularly through the replacement of the worn mats essential for maintaining health and safety standards. Alongside this they are taking into account how to improve the longevity of such a large investment in equipment and listed the purchase of a trolley to store the new mats safely and correctly, helping to extend their lifespan. The detailed list on the grant application form demonstrates the financial pressures faced by the club and provisions they would like to achieve in order of importance and safety to ensure health and safety measures are met so that the club can continue running and remain accessible. The clerk added that a letter of support has been requested by the Judo Club to help them access other grants which is on the agenda for agreement. She added that with the requested amount from the parish council and the funding the club has raised and with grant funding that they hope to secure over the year will set them on a good path to achieving their goals.

The Chairman thanked the clerk for the information A vote was taken and it was RESOLVED to award the full grant request of £4,000 to the Sturton by Stow Judo Club under The Local Government Act (Miscellaneous Provisions) Act 1976, S19 Power to provide sports facilities in or outside the council’s area to replace judo mats, equipment, restock of grading belts and Gis.

Cllr S Christie abstained from voting

239. To agree renewal of Microsoft Office 360 for 1 year £84.99

It was noted that the program for renewal is Microsoft Office 365 and the cost has increased from £59.99 to £84.99. It was agreed and RESOLVED to renew the subscription.

240. To consider and agree option 1 - £180 or option 2 - £300 for the village emblem to be painted on the PC electricity box on the village green using visual improvements reserves.

It was discussed that the hinge on the electric box was in need of repair. Cllr S Christie suggested to re-paint the box black to fit in with the other maintenance boxes fronting the road which the Cllrs agreed.

It was agreed and RESOLVED to opt for option 2 using funds from the village green project reserve and to ensure the box is made good and refurbished prior to work taking place.

241. To consider and agree writing a letter of support for the Sturton by Stow Judo Club to assist their current and future grant applications

It was agreed and RESOLVED to write a letter of support for the Sturton by Stow Judo Club to aid and support their search for further grants.

242. To discuss playpark inspection reports and summarise works if required

The play park inspection reports were discussed. It was noted that in some cases life expectancy had increased and that no major risks were identified and no urgent attention required. Some pieces of equipment are not compliant with today’s British standards; however, it is recognised that they are older pieces of equipment and therefore safety standards have change since they were installed.

Cllr S Christie questioned the outstanding wet pour repair in the village hall play park and requested that the clerk contacts the contractor.

It was agreed that there was a lot of information to divulge and suggested that the information was summarised into item, risk, findings and action required. The clerk volunteered to summarise the documents and Cllr S Christie volunteered to create a summary table. 

243. To consider and agree £5614.76 including VAT for two solar speed indicator signs and additional mounting bars £25 ex VAT each for mobile use using CIL money with additional costs of poles to be installed by LCC if required.

It was discussed that traffic calming measures are sparce due not meeting the criteria because of the lack of accidents. Additional speed indicator signs to be positioned on the opposite side of the roads to the current monitors was a residents request as an aid to slow down traffic on Tillbridge Road. Cllrs discussed at a previous meeting that a device which counted down the speed may be more effective. The clerk liaised with other Parish Councils and was informed that solar monitors worked better as other versions needed batteries replaced frequently. The solar monitors researched can also we used a mobile device. With additional poles installed by LCC, the devices could also be utilised on Stow Road and Saxilby Road as a traffic calming measure. Cllr S Christie suggested using the mains as a power source as opposed to solar on one of the devices. It was discussed that this would then make the devices fixed to a location. The clerk noted that traffic calming is an acceptable use of CIL. It was agreed in principle that the Parish Council wish to continue with this consideration and to hold off on action subject to further quotes and advice from LCC regarding the process of installing, siting and positioning further devices on the public highway.

244. To discuss, review and agree salaries and hire charges.

At 8.50pm Cllr Holtby left the meeting whilst the agenda item was being discussed due to a financial interest.

It was discussed that the clerk had amended the current clerks scale point and contracted hours to reflect the current and future agreements upon obtaining her CILCA. It was agreed and RESOLVED that aside from this the salaries and hire charges remained the same with no amendments.

245. To discuss and agree final arrangements for Remembrance Day.

It was agreed and RESOLVED that the service will begin at 3pm. The service will take place at the war memorial at the church yard extension and Rev Jane Foster-Smith will perform the service. Mr Justham has the order of service sheets and will read the names, Cllr Holtby has prepared the wreath and will conduct the exultation, and our chairman will lay the wreath. The bugler has confirmed her attendance and RBL representative will be present to bring the standard and will be bringing an additional wreath for Cllr Holtby to lay at the Thorpe Le Fallows Service on Tuesday 11.11.25 at 10.45pm. The Clerk will purchase refreshments and deliver them to Cllr C Christie on Saturday afternoon. C Christie and Cllr S Christie have been given a key to the village hall and will set up the tables and refreshments for after the service. Cllr C Christie requested obtaining some heating tokens. It was discussed that this can be arranged with the village hall representative.

246. To discuss and agree final arrangements for the Christmas Light Switch including tree delivery

It was agreed and RESOLVED that Cllr Cook and Cllr Capuano will assist the delivery of the Christmas Tree on Friday 5th December. Clerk to hand over the Christmas lights after the next meeting. Clerk to arrange with shop owner if the flagpole can be stored at the side of the shop for the festive period and the larger tree for overnight storage if the delivery day cannot be change. Cllr C Christie to distribute smaller trees to residents with tree holders. If unable to distribute on the Friday, then Cllr Cook and Cllr Capuano to ensure smaller trees are distributed after delivery. The Christmas Light Switch on will take place on Saturday 6th December at 4pm. The Tastery are generously providing some light refreshments, and the school choir have confirmed attendance. Two representatives from Bransby Horses have accepted the duty of switching on the Christmas Lights and will arrive at 3.45pm.

All available councillors to help erect the tree Saturday 6th December at 9am. Mr Timmins has volunteered to assist with his teleporter. Clerk to confirm if Mr Tindall can offer his assistance.

247. To approve maintenance specification for routine maintenance at Jubilee Wood

It was noted that the clerk has circulated a draft mowing route produced by Cllr Hawke. The clerk noted that upon speaking to a contractor who mows another wood he suggested mowing around in one direction and then in the other to achieve a wider path. It was agreed and RESOLVED to mow a 2m wide cut centrally around both circuits but leaving the central meadow area, twice a year, once in early June and once in early September. It was noted the inside of the hedge; the route is too narrow and ground too soft when wet for tractor plus flail but needs a once-a-year trim back with professional power cutters. The clerk noted that she has discussed this with both contractors, and both have advised that they have suitable equipment, but a site visit would be useful. Cllr Hawke to meet with two contractors for a site visit. It was noted that Mr Timmins will begin the external hedge maintenance when the birds have had the berries.

 At 9.15pm two members of the public and Cllr Mullally left the meeting

It was noted that the clerk has been advised through the CILCA training and preparation for the internal audit that it is best practice to have the suggested policies in place have been sourced from LALC/NALC versions and tailored to fit the Parish Council.

At 9.16pm Cllr Mullally returned to the meeting

248. To agree and adopt Equality and Diversity Policy

It was agreed and RESOLVED to adopt Equality, Diversity and Inclusion Policy.

It was noted that there will be some overlap and link between a dignity at work policy and other company policies such as grievance policies, equal opportunities and the equality, diversity and inclusion policies. It was discussed that a Dignity at Work policy is a workplace policy designed to prevent and address issues like bullying, harassment, discrimination, and victimisation, ensuring all employees and contractors are treated with respect and professionalism.

249. To agree and adopt Dignity at Work Policy

It was agreed and RESOLVED to adopt the Dignity at Work Policy.

250. To agree and adopt Training Policy

It was discussed that councillors are encouraged to access the training provided by LALC through the Annual Training Scheme to enhance the knowledge. Courses are available face to face at the training office in Dunholme or via e-learning. It was agreed and RESOLVED to adopt the Training Policy

251. To discuss and agree xmas vouchers for volunteers using the Chairmans Allowance

The volunteers were discussed, it was noted that the charge card to not authorise the purchase of gift cards, as an alternative the clerk will purchase with a receipt and claim back on expenses. It was agreed and RESOLVED to purchase eight Marks and Spencer’s gift cards using the Chairmans Allowance to show appreciation to the volunteers who perform duties within the Parish free of charge. Cllr C Christie volunteered to distribute.

Cllr C Christie suggested that we gift the remaining balance of the Chairmans Allowance to the Chairman to cover expenses associated with the role, such as time to attend meetings, mileage and ink. The Clerk stated that she would have to obtain further advice from LALC to understand if and how this process works.

252. To discuss and agree a street name for development site Land at 31 Tillbridge Road.

Cllr C Christie suggested the name 'Scawthon Gardens'. She explained that the Scawthon family had occupied the house since 1958 and with the developments being built in the garden of the original home, she felt the name would be very fitting to the history of the land. She has made contact with a member of the Scawthon family who was appreciated and in full support of this suggestion. All councillors agreed that this would be a lovely tribute. It was agreed and RESOLVED to submit a request that the development site be named ‘Scawthon Gardens’.

253. To discuss budget draft 26/27 and estimated precept amount.

It was discussed that at the pre-budget meeting that figures were drafted to a budget of £46,842.33.

Subject to receiving fixed grass tenders the precept will have an approximate 3.5% to £42,500. Clerk to report estimate precept figure to WDLC.

254. To receive a progress report from the project walking leaflet sub-committee (if required)

It was noted that the working party will meet with the cartographer and report back at the next meeting. Meanwhile Cllr C Capuano will finish the rainbow walks, and Cllr S Christie and Cllr Cook will finalise the walk descriptions for agreement.

256. Reports from local organisation.

Jubilee Wood - A work party is scheduled to take place Sunday 30th November.

257. General maintenance in the Parish

Cllr C Christie suggested installing wi-fi in the OSR to enable the councillors to use devices and reduce the amount of paper. It was noted that the room is not utilised frequently to benefit from wi-fi though could be seen as a benefit dependent on cost to make the hiring the OSR more appealing. It would be a discussion of cost outweighing the usage.

The clerk suggested exploring the option of hot spotting from the clerk’s work mobile as this is data already paid for. Clerk to explore how many users can hot spot at once. The Chairman agreed to explore this option first before researching further.

258. Items to be noted for the next meeting.

Information on solar speed indicators

To address summary of play park annual report

Meeting Closed at 9.40pm

Cllr Mullally handed out armed forces posters and information to display in the notice board.