December 2025 Minutes
Sturton by Stow Parish Council met on Wednesday 3rd December 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 Capuano, Cllr Holtby and 3 members of the public
Absent: Cllr. S. Christie, Cllr C Christie and Cllr Hawke
Cllr Cook welcomed everybody to the December Parish Council meeting
259. 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 all absent councillors. It was agreed and RESOLVED that apologies for absence were accepted and noted.
It was mentioned that Cllr Mullally had sent apologies for her late arrival and was expected to join the meeting shortly.
260. 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 11a i). Salaries.
The clerk reported that a dispensation was requested under Section 33 of the Localism Act 2011 to allow Councillor Holtby to remain in the meeting and participate, as without such dispensation the meeting would be inquorate, and the Parish Council would be unable to discharge its statutory duties. Councillors noted and RESOLVED to grant the dispensation.
261.To discuss updates from Anglian Water public meeting and agree action.
The Chairman stated that the proposed fact-finding meeting had taken place earlier in the day between LCC Highways, the Local County Councillor and the LCC Flood and Water Department.
He stated that the Highways Department were content that their assets are working as they should and encouraged the use of Fix my Street for data collection.
The Flood and Water Department highlighted the importance of riparian rights and for residents to prepare preventative measures when extreme weather is expected.
The Parish Council did question the authorisation to use signage such as ‘Flood Ahead’ that could be used during a flood as emergency measures to warn, deter and hopefully prevent motorists accessing the roads prior to the roads being closed officially. The PC has emphasised the time wasted and damage caused having to wait for an official to close the road can have detrimental that could be lessened if the community could close the road or deter motorists. This request will be raised by the Highways representatives to see if it is a viable option.
The clerk had taken notes of the meeting which will be validated and shared in due course.
262. Public Participation
At 7.34pm the Chairman adjourned the meeting to enable public participation.
One member of the public wished to speak.
A resident distributed copies of a newspaper article dated September 2007, which appraised a £60,000 village flood-prevention project undertaken in Sturton by Stow that was described as phase one of a flood prevention scheme. She questioned the liability for the maintenance of a ditch on Stow Road, noting that it is currently in need of attention.
The Chairman explained that the landowner is responsible and that the Council had raised the issue of enforcing riparian rights during the recent fact-finding meeting. It was acknowledged by the Flood and Water Department that none of the agencies hold a comprehensive list of landowners; landownership is identified on a “need to know” basis when issues arise. The LCC must pay a fee to search the Land Registry in the same way any individual would and does not have the budget to carry out searches for all parcels of land.
The resident reported that there had been two incidents of rising water, during which the non-return valve in her own flood-mitigation system had activated. As advised, she contacted Anglian Water (AW) to report the rising water. She was informed that the issue involved rainwater and therefore did not fall within AW’s responsibility. During such events she is unable to use the shower, flush toilets, use sinks, or run water in her home. AW only attended after a neighbouring property experienced sewage backing up.
The Chairman asked whether the mitigation measures installed using the grant since the public meeting had been successful. The resident explained that funding had been obtained through the Build Back Better scheme, enabling the installation of flood barriers at the front of her property and a flood-resistant door on the conservatory.
The Chairman noted that since the public meeting he had observed AW undertaking numerous minor works in the village.
The resident added that five sensors had been installed in the drain; if water reaches sensor 4 or 5, this indicates a blockage. The resident also noted that inspection hatches have not been examined for many years and referred to a collapsed pipe in Old Rectory Gardens in 2007, which a similar incident may be contributing to ongoing issues.
The Chairman thanked the resident for her comments and concluded that preventative works are currently being carried out by AW, evidenced by their increased presence in the village. Residents were encouraged to report any infrastructure assets not functioning correctly via Fix My Street.
Public Participation closed at 7.47pm
263. To approve minutes of previous meeting in November 2025 and authorise the Chairman to sign
It was agreed and RESOLVED to approve the November 2025 minutes as presented and authorise the Chairman to sign as a true record.
264. To receive the Clerks Report (Circulated)
The Clerks report can be viewed as Appendix A.
265. Correspondence received.
All correspondence has been received electronically. Including the Annual inspection summary document, Internal Audit report, Lincolnshire County Council Permit Scheme (LiPS) Variation proposal, Letter of thanks for the Grant from Youth Club, Our County Views survey link, Road maintenance- Anglian water and road surfacing notification, Police Survey. Relevant correspondence has been posted on social media and the website. Clerk to share the recent monthly Play Park inspection document via email.
266. Planning Applications (Any applications up to the date of the meeting)
Application Number: WL/2025/01138- BRANSBY HOME FOR REST FOR HORSES- Listed building consent for repairs to existed barn.
It was agreed and RESOLVED to submit a general observation of no comment on the planning application.
Application Number: WL/2025/00100 - THE WILLOWs, 22B SAXILBY ROAD – Reconsultation- amendments to site location and reduced BNG proposals.
The recent amendments to the planning application were reviewed. It was discussed that previous comments regarding the suggestion that the planning authority makes the applicant's proposed ditch management and maintenance plan for surface water drainage (104 REV A Landscape for Drainage) a condition of planning permission have been acknowledged and addressed. As a result, it was RESOLVED to submit a general observation that the council has no further objections.
Application Number: WL/2025/01142 - 21 MARTON ROAD- Planning application for proposed rear extension to convert existing balcony to larger bedroom, proposed front single storey extension to link dwelling to existing detached garage, and proposed boundary wall construction with access gates.
It was agreed and RESOLVED to submit a general observation of no comment on the planning application.
Application Number: WL/2025/01167 - 20 Rectory Park- Planning application for single-storey rear and side extension.
It was agreed and RESOLVED to submit a general observation of no comment on the planning application.
267.Planning Granted (Any applications up to the date of the meeting)
WL/2025/00981- 3 Fleets Road- Planning application two storey rear extension.
WL/2025/00932- 31 The Glebe - Planning application for installation of air source heat pump to rear of property
268. Other planning matters.
None
269. Accounts: Online payments to be authorised
Payments agreed
Salaries-Clerk and expenses/litter picker/OSR Cleaner/Handy-man/PAYE
ii) Fillingham Christmas Trees £468.00 including VAT for Christmas trees (scheduled payment upon delivery or Charge Card)
This council is relying on powers provided under section 137 of the local government act 1972
iii) The Play Safety Inspection Company- £366 including VAT
iv) G. Tindall invoice for ORG open space Trees £150 no VAT
b) Payments to be agreed
Andrew Deague- Flood Prevention Ditch Maintenance £108 including VAT
Members considered the schedule of payments. Councillor Holtby had been granted a dispensation to participate in this item. It was resolved to approve the payments as presented
c) Direct Debits paid
Multidata £61.68 (November)
British Gas OSR –£9.66 including VAT
British Gas Village Green- £41.01 including VAT
ID Mobile- Phone Contract- £8.00
Charge Card- (£156.56) including £3 Charge fee, £13.49 ink subscription, Morrisons- Remembrance refreshments £10.00, Home bargains- Remembrance refreshments and Bin liners- £15.08, RBL Total: £30.00 (Donation £10.00, RBL Wreath £20.00), Microsoft Office Subscription £84.99
d) Bank Fees
Multi Charge Card monthly charge £3 included within charge card total
Monthly Bank Account Fee £6
e) Monies Received
Multidata reimbursement November- £61.68
N-U-C/A £11,634.25 N-U-D/A £1,799.15 N-U-S/A £27,681.99
270. To approve the December 2025 accounts (circulated)
It was noted that the clerks’ expenses were for purchasing the Christmas Vouchers using the Chairmans allowance. These have now been passed onto Cllr C Christie for distribution. The Fillingham trees payment has been set up as a scheduled payment to be made after delivery. Multi data is increasing its monthly charge and there will be an increase to the Unity bank account monthly charge to £7 a month. It was agreed and RESOLVED to accept the December 2025 accounts.
271. To agree the monthly reserves summary sheet (circulated)
It was agreed and RESOLVED to accept the monthly reserves summary sheet.
At 8.19pm one member of the public left the meeting.
272. To agree bank reconciliation.
It was agreed and RESOLVED to accept the electronic bank reconciliation produced by the Clerk on the account summary sheet. It was noted that a hard copy of the bank reconciliation was outstanding. Cllr Holtby would complete a hard copy of bank reconciliation after the meeting alongside the clerk.
At 8.20pm Cllr Mullally joined the meeting
273. To discuss annual playpark inspections summary sheet and agree delegation of maintenance
Cllr S Christie and the clerk created a document summarising the findings of the annual playpark inspection and categorised into level of risk and suggested maintenance.
The findings were discussed, it was agreed and RESOLVED to action the handyman to tighten screws, replace bolt caps and adjust fencing where requested and to save the painting for better weather. Clerk to liaise with the handyman on replacement of the bushes and split pins on the village hall swing sets. Chairman to inspect wet pour and the multi play at The Glebe and report back.
274. To agree on a clerk and councillor email name formation from options clerk@sturtonbystow-pc.gov.uk or clerk@sturtonbystowparishcouncil.gov.uk. for a gov.uk domain.
It was agreed and RESOLVED to opt for the abbreviated email name formation using clerk and councillor surnames for identification. The clerk highlighted that this suggestion has to be submitted and approved before the process can continue.
At 8.34pm the Chairman opened the meeting to Cllr Mullally to provide any updates of interest to the PC. Cllr Mullally highlighted a late planning application within Sturton by Stow to be aware of. The chairman replied that this had made it to the agenda and been discussed. Cllr Mullally highlighted that Stow had experienced flooding on Church Lane and a back up of sewerage.
She emphasised the importance of reporting flooding on Fix My Street for data collection and also reporting ASB to the police in order for resources to be distributed to the right place. She asked if there had been any resident ASB. The Chairman noted that the Parish Council had experienced loud knocking on the windows just before Cllr Mullally had arrived. Cllr Mullally noted that residents report on social media but neglect to report directly to the police via 101.
The Chairman noted that he has also reiterated the importance of reported within his article for the next newsletter.
The meeting was closed to Cllr Mullally at 8.38pm
275. To agree to pre-authorised salaries to be paid prior to the January meeting
It was agreed and RESOLVED to pre-authorise the clerk, litter picker and OSR cleaner salaries to be paid prior to the postponed January meeting to meet contractual agreements of payment terms.
The preauthorised wages scheduled for 6/1/2026. The date of the payment will be logged on January’s accounts sheet.
276. To review OSR fire risk assessment
The OSR Fire Risk Assessment was discussed and reviewed. The assessment was completed jointly, referencing the addition of a fluorescent door sign identifying the evacuation point in the pub car park and additional fire safety signage which had been purchased following last year’s recommendations. It was agreed and RESOLVED that the OSR risk assessment was reviewed with no further issues were identified.
277. To review Co-option policy and Councillor Application Form
It was agreed and RESOLVED that the Co-option policy and Councillor Application Form was reviewed with no amendments required.
278. To agree to send formal letter to resident regarding parking on The Glebe
Advice from the police was for the PC to approach the resident directly and explain the issues and see if they would be willing to move the vehicles. If this fails, then the PC can request that LCC makes the area enforceable zone for parking restrictions with yellow lines or a sign. It was agreed and RESOLVED to follow the advice and send a formal letter to the resident.
279. To discuss and approve siting for the installation of a Quickline telegraph pole
It was noted that the local council as already agreed to the installation of the telegraph pole but advised Quickline have prior engagement with the Parish Council. It was agreed and RESOLVED that the Parish Council has no objections or comments to the proposed location.
At 8.56pm two members of public left the meeting
280. To discuss and accept the internal audit report and to action points raised by the auditor
The internal audit report was discussed. Recommendations have been highlighted areas of best practice such as;
Uploading the annual internal audit report page,
To display councillor roles and responsibilities as discussed last month.
Adjustments to the publication scheme for clarity to individually state which are on the website and which are only available from the clerk.
To begin to publish payment information in a financial report separate from the minutes.
The Risk Register would benefit from addition of RAG status (Red, Amber, Green).
There are some formatting issues with agendas and minutes on the website, as detailed in the report and shared with the Clerk. I would recommend that councillors are asked to check the website when new information has been
added, to ensure it displays correctly on different devices.
Proper Process/Practice: It is recommended as best practice but not essential to publish on ‘Find a Tender’ for
anything likely to have an expected value of between £5,000 - £29,999 (this is mandatory for over £30,000).
Recommendation that the IT Policy should be signed by each councillor and officer.
To compile a publication is required of Members Allowances, Subsistence and Travel expenses paid in the previous financial year, as required by the Local Authorities
The Clerk will continue to implement recommendations, and the report will be uploaded to the website. It was agreed and RESOLVED to accept the Internal Report and action points raised.
281. To review the Quarterly budget
The quarterly budget was reviewed and discussed. The Clerk stated that the miscellaneous payments figure was the £10,000 re-invested S106 money and £20 Village Hall hire for the public meeting and will investigate an alternative heading. It was agreed and RESOLVED to accept the quarterly budget.
282. To discuss and agree final budget figure 26/27
It was agreed and RESOLVED to accept the budget 26/27 figure as £46,842,33
283. To discuss and agree final precept figure 26/27
It was agreed and RESOLVED to agree the final precept 26/27 figure as £42,500, an approximate 3.5% uplift on last year’s precept to cover inflation.
The final precept form was signed accordingly after the meeting. Clerk to submit to WLDC.
284. To agree to enter a Grass cutting agreement with Highways or 27/28
It was agreed and RESOVLED to enter a grass cutting agreement with Highways 27/28
285. To discuss and agree a donation of consumables of up to £200 from the Parish Council towards the Warm Space group
It was noted that from its initial set up by volunteering residents and supported by PC in 2022 the funding from the NHS that the group has been depending on is being withdrawn resulting in the warm space only being available bi-weekly. It was agreed and RESOLVED to budget £200 to purchase consumables via bookers such as soups, rolls, teas and coffee to support the warm space group if required.
286. To receive a progress report from the project walking leaflet sub-committee (if required)
It was noted that 6/7 walks have been completed. Cllr Cook has completed his draft for the front piece of the leaflet which just needs edit and shortening. A work party meeting will be scheduled in the new year to pull all the information together hoping for publication in April.
287. Reports from local organisation.
None
288. General maintenance in the Parish
It was noted that the extra grass cut agreed at the last meeting had not taken place due to the weather and ground conditions. The contractor suggests keeping the funds available for an additional cut when needed.
An owl box in Jubilee Wood was reported as damaged by a resident. Cllr Hawke is rectifying the issue.
Cllr Cook to inspect roadside ditch mentioned in the public participation and report to Fix My Street if required.
Cllr Holtby informed the council that he had attended the Thorpe le Fallows Remembrance Service on behalf of the PC and has volunteered to attend next year.
He shared his ideas of how the Sturton by Stow Remembrance Service could be improved such as positioning of people, reminders for phones to be turned off and order of laying wreaths etc. A parade Marshall as a point of contact would benefit the smooth running of the service greatly. The clerk suggested that Cllr Holtby’s knowledge and experience he would be the perfect person for the role. The Chairman and Cllr Capuano agreed.
289. Items to be noted for the next meeting.
None
Cllr Mullally left the meeting at 9.24pm
290. 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 9.25pm it was agreed and RESOLVED to go into closed session
291. To discuss and agree quotes for the professional maintenance of Jubilee Wood
Quotes were received from two contractors under a net price of £300 enabling them to be compared like for like. It was agreed and RESOLVED to accept the quote and assign the Jubilee Wood maintenance to Ian Moore Contracting. Clerk to inform all contractors of the outcome.
292. To agree to suspend financial regulation 5.8 requiring three quotations above £3000 in order to facilitate an agreement to a speed indicator device supplier and cost
It was agreed and RESOLVED that this agenda item was no longer required.
293. To discuss speed indicator device quotes and agree supplier and to purchase using CIL.
Quotes were received from three speed indicator suppliers enabling them to be compared like for like. It was agreed and RESOLVED subject to the installation requirements from Highways to accept the supplier Elan City who were recommended from local parish councils using CIL money.
The Lincolnshire Road Safety Partnership disclosed that the solar speed indicator devices cannot be positioned on an existing lamppost, they require their own dedicated pole. It was noted that a grant would be beneficial to cover additional costs such as four installation poles totalling £800 and two additional mounting brackets totalling £50 ex VAT. Information on a mains option has been requested to the Lincolnshire Road Safety Partnership as requested by Cllr S Christie at the last meeting.
294. To discuss grass cutting tenders and agree a contractor 26/28
Tenders were received from three contractors who each submitted a two-year fixed grass tender form enabling them to be compared like for like. It was agreed and RESOLVED to accept the quote and assign the two-year fixed grass cutting contract with a possible extension of two years to Ian Moore Contracting for the year 26/28. Clerk to inform all contractors of the outcome.
Meeting Closed at 9.49pm