March 2025 Minutes
Sturton by Stow Parish Council met on Wednesday 5th March 2025 in the Old Schoolroom.
The meeting started at 7.30pm
Meeting Chaired by Cllr Cook.
Present: Parish Clerk, Cllr. Holtby Cllr. S. Christie, Cllr. C. Christie, Cllr Talor, Cllr Hawke, Cllr Capuano,
1 member of the public and County Councillor Cllr Butroid
Cllr Cook welcomed everybody to the March 2025 meeting
1. Recording of the meeting.
It was noted that no one was recording the meeting.
2. Apologies
It was RESOLVED that apologies for absence were accepted for Cllr Hoyland.
3. To receive declaration of interests in accordance with the Localism Act 2011
Cllr Holtby declared a financial interest in item 13a i) Salaries and an interest in agenda. Cllr Holtby will abstain from voting when agenda item 12a) is being discussed.
Cllr Taylor declared a financial interest in item 13b i) Expenses. Cllr Taylor will abstain from voting when agenda item is being discussed.
Cllr Capuano declared an interest in matters relation to agenda item 9 and will leave the meeting when this item is discussed.
4. Meeting opened to the public.
At 7.34pm the meeting was opened to the public. One member of the public wished to speak.
The resident queried information regarding trees which were planted on his private property some years
ago. He has questioned Highways, WLDC and the Parish Council multiple times on who planted the trees.
At 7.34pm Cllr Butroid highlighted that he had met with the Highways Officer for a site visit of Twitchell and had challenged the Highways Officer regarding the planting of the trees and is looking for evidence.
Cllr Taylor stated that the trees have been a source of dispute for over 10 years.
Cllr C Christie stated that WLDC had planted them and questioned the reason why the resident was bringing this to the Parish Councils attention.
The resident stated that a neighbouring property complained about the trees shading their garden and requested that they were removed. The resident had the trees felled and has been succumbed with a bill for £660 for trees that were planted by an unknown source on his private property.
The resident added that the trees were planted in 2005. When Highways adopted the Highway the piece of land in front of his bungalow remained private by request of the previous owner.
The tree in question was a silver birch and there were other smaller trees which he was able to remove himself. The tree was felled within the last 3 years.
At 7.35pm Cllr Hawke suggested that with the trees being on the northside it was odd that they were requested to be removed for shading the garden.
Cllr Cook declared that the Parish Council do not have the information to confirm who planted the trees but to the knowledge of the current council it was not the Parish Council who planted the trees.
The parish council will endeavour to investigate and find out any facts they can through archived minutes to see if any further information could be found.
Cllr S Christie was volunteered to research the subject.
Cllr Cook thanked the resident and closed the meeting to the public at 7.34pm
At 7.34pm one member of the public left.
At 7.44pm Cllr Butroid wished to update the Parish Council on the outcomes of the site visit to Twitchell with the Highways Officer. He stated that the road and path are scheduled to be re-surfaced in 26/27. He did request a slurry seal on the path however due to the current condition of the surface more in-depth maintenance is required. He has requested to bring the maintenance forward to the next financial year 25/26. He stated the as per the LCC liability map, Highways only maintain the footway surface material not the trees though they have been inspected as in good health by the tree officer. He added that Highways have tidied up the footpath and removed the debris as well as inspected and felled some trees as a gesture of goodwill. However, going forward Highways are not responsible for the maintenance of the trees or clearing the footpath and this remains the resident’s responsibility.
He and the Highways Officer also inspected the reported standing water at the entrance of Bradshaws. The Highways Officer is satisfied that the remedial works should have alleviated the issue yet has committed to returning to inspect the area on a rainy day. Meanwhile he requests photos to evidence that the remedial works do not solve the issue of the standing water, and that the area still needs maintenance.
Cllr S Christie highlighted that they have moved the dropped kerb slightly, but the fall of water isn’t going to the new gulley.
Cllr Butroid added that the Highways teams do not deal with the grade of materials needed for HGV.
Cllr Butroid updated the council that through investigation to extend the 30mph speed limit on Marton Road, the area does not meet the criteria due to accident and speed data.
Cllr Hawke asked where he could see the criteria.
Cllr Butroid responded that the criteria can be found on the National Highways website.
The Clerk shared that regarding the zig zag lines and pavement parking raised by a resident at the previous meeting correspondence shared by Cllr Mullally and the Police showed that the zig zag lines are not legal and so forth not enforceable as they have not had an enforcement placed on them and not parking on them is more of a common courtesy. Cllr Mullally’s’ correspondence highlighted that there will be an online survey coming out soon where you can have your say about issues like this.
Cllr Butroid agreed and added that LCC are looking at more enforcement powers.
Cllr Butroid informed the council that S19 reports had been completed for our area and to whether more information had been received to support the public meeting to address the flooding concerns.
The Chairman responded that when the PC receive the outcomes and evidence from Anglian Waters’ recent findings, we will be keen to organise a public meeting with other agencies.
The Parish Council thanked Cllr Butroid for the successful extension of the 30mph limit TRO on Stow Road leading out of the village to Stow. Cllr Butroid shared that the request for street lighting as seen on the agenda may be more applicable now the area is a 30mph limit.
He stated he would take this forward to the relevant department if agreed by the Parish Council.
The Parish Council thanked Cllr Butroid for attending the meeting.
At 8.04pm Cllr Butroid left the meeting.
5. To approve minutes of previous meeting in February 2025.
It was noted that on agenda item 7- Matters arising, page 122, 4th paragraph reads ‘Mr Bruce has distributed all of the remaining bags into the two sand boxes. It was noted that if referring to the minutes in years to come it may be difficult to reference the identity of Mr Bruce and his relation to the council. It was agreed and RESOLVED that although Mr Bruces’ help is always appreciated to amend the sentence to ‘All of the remaining sandbags have been distributed into the two sand boxes. ‘and to accept the February 2025 meeting minutes.
6. To discuss any response from Anglian Water on flooding issues
It was discussed that a resident had shared a response from her letter regarding flooding on Stow Road from the CEO at Anglian Water which the clerk sought consent to share on social media.
The PC have not received an update regarding the inspections that have been taking place.
Since the 4-week time frame for inspecting the outfalls and investigation into surface water infiltration has passed the PC have sent a follow up letter asking for an update on the outcome of the assets and outfalls inspections that have been taking place and to whether any issues have been identified and what action has been put in place to address these issues. The follow up letter also asks for any information on how the investigation into surface water infiltration is progressing, and whether there are any updates on potential solutions or timelines for resolution. It was suggested to forward the email to the CEO in hope of some feedback if a response is not received.
The Clerk stated that since beginning our investigations we have had some interest from a few residents of Stow who are also affected by the flooding. The Chairman proposed to make contact with Stow Parish Council and ask if they would like to join Parish Council in addressing the flooding concerns. If accepted, we hope that by working together, we may have a greater impact when approaching other agencies. It was agreed and RESOLVED to make contact with Stow Parish Council.
7. Matters arising from minutes.
As discussed in Cllr Butroids update the Stow Road TRO Consultation is complete. The Highways Officer is committed to a further site visit during wet weather to inspect standing water outside of Bradshaws.
Cllr S Christie to send further photos to evidence the gulley not working.
We are still awaiting written confirmation to state ownership of maintenance of Twitchell, although as per the Highways liability map, it shows that LCC maintain the footway and not the trees or clearing the debris as and when it builds up on the footpath.
Following the residents concern regarding vehicles speeding up when the puffin crossing lights are on green Cllr Butroid raised this issue with LCC to find out that there is no sensor on the puffin crossing to change the lights when a vehicle is approaching at a fast speed. However, there may be a way to reduce the time that the crossing is on red, this will can be looked into.
The new sand box and sandbags have arrived- Cllr Mullally kindly contributed £50 via councillor initiative funding (CIF) to use towards the sandbags.
There is a concern that the previous location may have to be re-considered due to the space available and size of the bin. Cllr S Christie stated he had inspected the area and is confident that the bin may need levelling but should fit nicely. The clerk has not heard back from Mr Timmins regarding relocating the High Street sand bin but will make contact again.
A Padlock has been received and in place on the playpark gate to eliminate finger trapping.
Expenses for Cllr Taylor on the agenda
Further information on the Community Pay Back Project is on the agenda
After liaising with the Co-op Representative. I have been informed that the Co-op would like to schedule the Co-op Cleaning Day around May/June.
The March grass cut is scheduled for the middle of march weather permitting with the grass cutter.
Fix my Street
Clerk reported standing water on Saxilby Road, reported by a resident to fix my street- Action scheduled
The Bransby Village sign at the entrance to the village from Saxilby Road is still missing and set to investigating
The south gulley at the bottom of The Glebe is flooding at the corner and across the road during heavy rainfall. A job has been scheduled but not completed.
There has been a disappointing message received via Fix My Street after reporting the blocked gulley on The High Street after the last meeting stating ‘We’re sending you this message to let you know that we've inspected and acknowledge that this gully/system is blocked, but because it is not causing a serious highway safety or property flooding issue we will not be ordering work at this time. Thank you for reporting this matter. State changed to: No further action
Gordon Bruce has measured the chain wear and inspected the bushes as suggested on the Village Hall inspection report and they are well within their limits. He had questioned how old the swings sets are.
Cllr Taylor estimated the swing sets to be around 15 years old.
Mr Bruce has also agreed to add the time of inspection on his report as suggested by the internal auditor.
LSH Residential have removed the brash
The Community Emergency Plan training exercise offered by the LRF would like to schedule an evening training session –Tuesday 8th April has been put forward. If there are any other dates, please email them to the clerk.
The First day of CILCA training for the clerk training commenced on the 26th February 10-1 via zoom there is a learning agreement to sign on the agenda
The Clerks Appraisal has taken place. The HR Committee will report back to council in the closed session
Cllr Cook undertook a zoom training on the National Planning Policy Framework on the 24th February 2025. Cllr Cook informed the council that he will collate his findings and share a report via email.
The Internal audit has taken place - report to be discussed on the agenda.
Highways are updating their plans and contribution rates in relation to the Highways Grass Cutting Agreement. These should be received soon.
The Central Lincolnshire Authority Wide Design Code is in its second phase of consultation. Community engagement in this second phase is central to the preparation of a design code. The design code is a tool to help shape places by improving the quality of buildings and spaces for residents, businesses, and visitors. A link to a survey has been circulated via email and the clerk will add the link to the website and social media. Cllr Taylor has hard copies to place on a couple of the notice boards.
The OSR cleaner raised a concern for damp/potential leak in her appraisal. When inspected by M. D. Hoyland Ltd, there was a leak and using the clerk’s emergency powers was fixed promptly to avoid further damage. As requested, the builder Mark Rose has checked the area for additional damage and suggests giving the area at least 2 months to dry out and re paint with stain blocker.
The Clerk asked Cllr Taylor if he could confirm with the Village Hall Committee that the original email from the LRF has been responded to and the paperwork has been completed to show that the LRF have continued permission to use the village Hall as a rest centre facility in case of an emergency in line with the Community Emergency Plan.
Cllr Mullally requested the road sweeper visits to clean up debris after the recent floods. It hasn’t been seen in the village but hopefully it will make an appearance soon.
8. Correspondence received.
Correspondence from the Environmental Agency regarding Maintenance in the parish and FAQ is on the website and social media.
Monthly playpark inspection sheet, clerk and council direct magazine and catalogue are in the correspondence bag.
9. Planning Applications (Any applications up to date of meeting)
Cllr Cook informed the council that to avoid disruption Planning Application- WL/2025/00172 of which Cllr Capuano has declared an interest in will be discussed at the end the meeting and Cllr Capuano will be asked to leave while this is being discussed.
Planning Application- WL/2025/00149 13-27 Queensway- Planning application to form 12no. car parking spaces.
It was agreed and RESOLVED to submit a general observation The Parish Council has no objection to this application, resulting as it would in the reduction of road parking. The Parish Council would advocate, however, that the works incorporate mitigating factors to compensate for the loss of permeable ground surface, since this has the potential to make local flooding issues worse.
Planning Application- WL/2025/00220 Badgers Rest-Planning application for proposed single storey side and rear extension to form orangery & garage with roof terrace, and roof dormer.
It was agreed and RESOLVED to submit a general observation of no comment on the planning application.
Planning Application- WL/2025/00213- Land adjacent to 54 Saxilby Road-Planning application for 2no. holiday lets.
It was agreed and RESOLVED to submit a general observation that the Parish Council, although having no specific objections to the application, does emphasise the need for effective mitigation of the loss of permeable ground surfaces and the subsequent impact on drainage issues in the locality. The Parish Council also requires that the letting period encompasses no more than ten months of any calendar year.
10. Planning Granted (Any applications up to date of meeting)
WL/2024/01024 – 31 Red Roofs – Application has been amended to relocate proposed garden room.
11. Other Planning Matters
WL/2024/00100- Land at 31 Tillbridge Road – New documents submitted.
It was discussed that the last request for an extension was declined, as the documents uploaded by the agent on the 4/02/2025 did not constitute a need to commence a new re-consultation on the application. Whilst the current re-consultation period on the application ended on the 7th February, the case officer will still accept any comments made prior to the determination of the application, which could potentially be any time from mid-February to mid-March.
More documents have been submitted, and the agent had provided answers from individual objections. It stated that the current landowners have provided written confirmation that the property has never experienced flooding during their ownership since 1958. It was agreed and RESOLVED that a further comment was not required.
12. To note expenditure on urgent repairs to fix a leak in The Old Schoolroom made under delegated authority to the clerk at a cost of £110
It was agreed and RESOLVED that the Council accept expenditure of £110 to M. D. Hoyland Ltd for urgent repairs to fix a leak and avoid further damage to council premises, made under delegated authority to the clerk, as permitted under Financial Regulation 5.18.
13. Accounts: Online payments to be authorised
a) Payments agreed Cllr Holtby abstained from voting due to declaring a financial interest
Salaries-Clerk and expenses/ litter picker/OSR Cleaner/Handyman/PAYE
Glasdon Nestor 400 Sand bin £313.14 including VAT
M. D. Hoyland Ltd- £110 no VAT
b) Payments to be agreed Cllr Taylor abstained from voting due to declaring a financial interest
Cllr Taylor Expenses for replacement padlock for the VH playpark £21.49
LCC repayment of £28,650 (Received in error Jan 25)
c) Direct Debits paid
Multidata £58.75 (February)
British Gas Lite OSR £67.45 including VAT
British Gas Village Green X
ID Mobile +£16.80 credit due to contract change
Charge Card £100.82 (replacement mop head, printing paper, B&Q sandbags, ink subscription and £3 card fee)
d) Monies received
CIF £50.00 towards Sandbags.
e) Bank Fees
Multi Charge Card monthly charge £3 included within charge card total
Monthly Bank Fee £6.00
N-U-C/A £11,119.84 N-U-D/A £1,345.31 N-U-S/A £27,106.23
14. Accounts March 2025 summary –circulated.
It was noted there was no multidata reimbursement this month due to annual leave in the reimbursement distributing office.
British Gas have altered their figures manually and we are waiting for British Gas Lite to generate an invoice reflecting this. Hopefully before the end of year.
British Gas Lite rescheduled their visit to the OSR as the engineer scheduled to visit was given annual leave. They have rescheduled to replace the smart reader on the 12th March 10-12am.
LCC money £28,650 received in error is to be refunded.
It was agreed and RESOLVED to agree the March 2025 accounts.
15. 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 to complete hard copy of bank reconciliation after the meeting.
16. To discuss the Internal Audit Report
The internal audit report was discussed. Recommendations have been highlighted such as uploading a summary list of the Parish Council assets on the website, ensure right to work checks are carried out on new employees, note that the apologies are accepted and to use sequential numbering of the meeting minutes throughout the months of the financial year. The Clerk will continue to implement recommendations. The report will be uploaded to the website. It was agreed and RESOLVED to accept the Internal Report.
17. To agree and sign a learning agreement to support the clerk in achieving a Certificate in Local Council Administration (CILCA)
It was agreed and RESOLVED to sign the learning agreement and support the clerk in achieving a Certificate in Local Council Administration (CILCA).
18. To agree to renew Annual Training Scheme with LALC for clerk and councillors to access training at a discounted rate £160 no VAT
It was agreed and RESOLVED to renew the ATS with LALC for £160 no VAT.
19. To agree to renew LALC Subscription at £412.66 no VAT
It was agreed and RESOLVED to renew the LALC Subscription at £412.66 no VAT.
20. To discuss VH playpark re-surfacing quotes if received
It was discussed that the costs associated with the playpark are accumulating rapidly to meet the required and suggested standards of providing a safe environment in all three playparks. It was agreed and RESOLVED to defer all agenda items linked to the playpark until the longevity of all three playparks and the equipment is discussed.
21. To agree cost of £129.50 excluding VAT for x2 replacement flat swing seats for the VH Playpark
It was agreed and RESOLVED to defer this agenda item.
22. To discuss quotes for maintenance Power washing of 3 parks & topsoiling around roundabout at VH play parks and removal of low rotator
It was agreed and RESOLVED to defer this agenda item.
23. To agree costs of £150 for x3 Emergency Location Signs as suggested in the annual inspection report and to display one in each playpark.
It was agreed and RESOLVED to defer this agenda item.
24. To discuss Community Payback playpark project and agree whether to proceed
It was agreed and RESOLVED to defer this agenda item.
25. To review and discuss the quarterly budget
The quarterly budget was discussed and reviewed. It was agreed and RESOLVED to accept the quarterly budget.
26. To discuss if the trees on the open space in Old Rectory Garden require maintenance this year.
It was agreed and RESOLVED that the council feel their no further maintenance is required this year unless there is a specific reason given by residents that the Parish Council are unaware of, further maintenance will be considered for next year.
27. To agree to replenish sand supplies for sand bins 800kg for £70.94 including VAT and a possible £20 delivery charge
Cllr S Christie informed the council that he inspected the proposed area for installing the sand bin and is content that there is enough space however slight levelling may be required.
It was agreed and RESOLVED to replenish sand supplies from Jewsons using CIL money.
28. To discuss making representation to Highways regarding further street lighting to be installed to the edge of the village, Stow Road now the 30mph is in place.
It was agreed and RESOLVED to confirm with Cllr Butroid to request further street lighting in the newly extended 30mph limit on Stow Road.
29. To discuss whether to sign up to online banking in relation to the United Trust Bank and to agree to add the clerk as a bank signatory to facilitate the management of the maturing bond via the online service
It was agreed and RESOLVED that signing up to online banking was not necessary.
30. Reports from local organisation.
Village Hall- The monthly market numbers were down from the previous month. A channel is being installed outside of the side door entrance to help keep water away from the doors and inside the entrance to the Village Hall. The hairdresser will not be returning until April and the Village Hall has obtained a grant from WLDC to purchase a new First Aid box.
Men in Sheds- The roofs trusses are in place to create an undercover space to work. Quotes are being discussed to install block paving in between the cabins.
Jubilee Wood- The last work party of the year has taken place. The trees haven’t been thinned out this year, however the squirrels, rabbits and deer have been helping with this.
31. General maintenance in the Parish
Relocation of the High Street Sand bin.
32. Update on Solar Farms.
Tillbridge Solar Deadline 5 was on the 25th February 2025
Stop Lincs Solar Rally- 15th March 2025.
Cottam tower is going to be demolished on the 20th March
33. Items to be noted.
- End of year
- Invites to the Annual Meeting of the Parish Local organisation
- Please email the clerk for any other dates regarding the LRF training,
- Minutes from the Annual Parish Meeting 2024 to be circulated and put on the website.
- If the precept is received, then grant payments will be issued.
34. To agree to go into closed session. To discuss staff appraisal. If agreed press and public will be asked to leave.
At 10.06pm it was agreed and RESOLVED to go into closed session for the HR Committee to report clerk’s appraisal.
35. HR Committee to report Clerk’s appraisals
The HR Committee shared the report from the Clerks appraisal. The clerk had a positive appraisal with Cllr C Christie and Cllr C Hawke and is happy in her role. The HR Committee feels that the clerk fulfils her role exceptionally. The clerk exceeds the currently contracted hours on a monthly basis and requests that her contracted hours are increased to reflect the workload. The clerk informed the HR Committee that she would benefit for the ATS subscription being continued to benefit and enhance her CPD further. The Council discussed the Clerk’s appraisal, and having taken into account confidential information of a personal nature, resolved to make an agenda item at the next meeting to discuss and agree alteration in contractual hours and salary.
At 10.12 Cllr Capuano was asked to leave the meeting whilst agenda item 9 was revisited to discuss planning application number WL/2025/00172 of which he declared a matter of interest.
Cllr Capuano left the meeting.
9. WL/2025/00172- 20 High Street- Planning application for removal of conservatory & construction of a single storey side extension.
The planning application was discussed, and it was agreed and RESOLVED to submit a general observation of no objection or comment on the planning application.
Meeting closed a 10.15pm. Smoke alarm tested and passed.