2025 Minutes

Sturton by Stow Parish Council met on Wednesday 2nd April 2025 in the Old Schoolroom.
The meeting started at 7.55pm following the Annual Parish Meeting.

Meeting Chaired by Cllr Cook. 

Present: Parish Clerk, Cllr. Holtby Cllr. S. Christie, Cllr. C. Christie, Cllr Taylor, Cllr Hawke, Cllr Capuano.
1 member of the public, County Councillor Cllr Butroid and District Councillor Cllr Mullally.

Cllr Cook welcomed everybody to the April 2025 meeting

1. Recording of the meeting.
It was noted that no one was recording the meeting.

2. Apologies 
It was noted that Cllr Hawke was running late and would join the meeting as soon as possible.
It was also noted that Cllr Hoyland had submitted his resignation for his position of Vice Chairman and Parish Councillor. 
It was agreed and RESOLVED that apologies for late attendance and Cllr Hoyland’s resignation was noted and accepted.
Clerk to notify WLDC and obtain a notice of vacancy.

3. To receive declaration of interests in accordance with the Localism Act 2011
Cllr Holtby declared a financial interest in item 12a i) Salaries and an interest in agenda and an interest in 12a ix) Cllr Holtby will abstain from voting when agenda item 12a i) and 12 ix) is being discussed.

4. Meeting opened to the public.
The meeting was open and closed to the public at 7.57pm
At 7.58pm the Chairman opened the meeting to both the County and District Councillors for updates. 
County Cllr Butroid informed the Parish Council that the paths on Queensway are due to be re-surfaced and maintenance notices have been displayed. He informed the Parish Council that LCC have also been discussing a re design to help alleviate the flooding within Queensway as the area comes under S19. The re-design is in process along with 40 other areas, so it is beneficial that it has made the list. 
Cllr Butroid added that he has queried Fleets Road and the High Street for the flood alleviation re-design scheme however this area proves to be more difficult as there are multiple agencies involved such as Highways, private land, Environmental Agency and Anglian Water, this would need a multiagency approach. 
Cllr Butroid shared that he has been pushing for an extension of the 30mph speed limit for Marton Road.
Cllr Cook suggested reporting dashcam footage to 101 of motorists exceeding the limit as with this evidence drivers would lose their claim that they were unaware of the speed limit. 
Cllr S Christie suggested rumble strips to serve as warning bars on the approach to the speed limit.
Cllr Butroid agreed that dash cam footage would be good evidence of constant speeding. With regard to rumble strips there is a criteria due to noise control where rumble strips can be installed. 
Cllr Cook thanked Cllr Butroid for his update and continued with the meeting at 8.05pm 

5. To discuss any response from Anglian Water on flooding issues
The latest correspondence received from AW highlighted a watercourse / drainage ditch that sits within the footpath between Ashfield and Fleets Road. This watercourse was found to be very overgrown, running at high levels and in need of attention. AW are currently trying to ascertain who is responsible for the maintenance of this watercourse as this could be riparian ownership or the Environmental Agency, or the Council. The condition of the watercourse will contribute to floodings within the village in its current state. The team have also identified a possible surface water reduction in the area of Old Rectory Gardens, which would help alleviate surface water overload on the foul system. Investigations are ongoing to look at available options and to have ideas modelled to see if they are possible. Unfortunately, they don’t have a timeframe available at this time due to extensive checks that are needed to make sure any plans don’t impact elsewhere. Across the next two months, survey work will also be completed for the team to pinpoint exact areas for CCTV, where the infiltration appears to be at its highest.
The Parish Council have also approached Stow PC in regard to collaborating to address the flooding concerns, we have not received a reply yet. If accepted, we hope that by working together, we may have a greater impact when approaching other agencies. As discussed in the Annual Parish Meeting relating to riparian rights the Clerk shared that if your deeds do not state that you are not responsible for a watercourse then you probably are. The clerk informed the public at the APM that there is a link on the PC website via the environmental agency to riparian rights of watercourses. The Chairman added that when we have heard back from Stow PC as to their involvement then the PC will consider moving forward with the arrangements of a multi-agency flood meeting. It was also mentioned that another riparian rights meeting could be beneficial before a multi-agency meeting to raise awareness of riparian rights. 

6. To approve minutes of previous meeting in March 2025
It was noted that on agenda item 7- Matters arising, page 133, 7th paragraph reads ‘The March grass cut is scheduled for the middle march weather permitting with the grass cutter’. It was noted that the word ‘of’ was missing in the sentence. It was also noted to ensure that certain information within item 35 remain confidential.
It was agreed and RESOLVED to amend the sentence to ‘The March grass cut is scheduled for the middle of march weather permitting with the grass cutter’ and to accept the March 2025 meeting minutes and ensure relevant parts of item 35 remain confidential for the website. ‘The Council
discussed the Clerk’s current terms and conditions, and having taken into account
confidential information of a personal nature, resolved to………’

7. To receive the clerks report. 
Cllr S Christie investigated archived minutes to find out any further information could be found regarding the trees planted on private property within Twitchell, raised by a resident at the last meeting. After the meeting the clerk found an historical letter dated 22nd December 2021 stating that the minutes from 1995 to the end of 2008 had been looked through and there was no mention of the Parish Council planting the trees down Twitchell.
Cllr S Christie has persevered with his research and continued to search through the minutes on the dates requested by the resident and widen the margin further from 1997- 2011. Cllr S Christie confirmed that there was no mention of tree planting within Twitchell within this time frame and stated a photograph of Twitchell during the 1950’s 1960’s would be most useful. The PC to devise a letter to the resident stating the outcome of the investigation. 

Cllr Butroid will clarify LCC responsibility for elements of maintenance of the Twitchell footpath and ensure the PC receives a written confirmation.

The Additional Street Lighting request on the newly extending 30mph limit on Stow Road has been put forward via Cllr Butroid to the TRO.

Update regarding standing water outside of Bradshaws- Photos during light rain were shared with the Clerk from the Chairman and sent to Cllr Butroid. The photos evidence where the water remains standing even in very light rain. Cllr Butroid has confirmed that he has received the photos shared this with Highways.

The sand bin from the Bradshaws entrance has been relocated to further up Stow Road opposite the school playfield field.  Many Thanks to Mr Timmins for his assistance.

Cllr Hoyland assisted sand delivery and positioning of new sand box on Saxilby Road
The Clerk suggested that a fourth sand box is purchased and installed on Capps Island for the surplus sand.

No communication from Mr Gilbank regarding the missing padlock

Community Pay back on the agenda to discuss following its deferral at the last meeting.

Fix my Street
Clerk reported standing water on Saxilby Road, reported by a resident to fix my street- Action scheduled.
Missing village sign at the entrance to Bransby Village from Saxilby Road is still being investigated.
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.

LRF training exercise to schedule an evening training session –Now looking for dates for May

The Second day of training for the CILCA commenced on the 26th March 10-1 via zoom
The learning agreement that was signed at the last meeting has been returned.

Discussion and agreements for salary and increase of hours to be discussed during closed session.

National Planning Policy Framework information to be circulated by Cllr Cook from attending the training.

The Internal audit recommendations are being put in place- Website accessibility check, and a summary of assets have been added to the website.  

The VH Committee has confirmed that the original email has been responded to from the LRF regarding the Community Emergency Plan.
The LRF were initially seeking a contact from the Village Hall, bypassing the Parish Council to send a form stating that they have the Village Hall Committees approval to have continued permission to use the village Hall as a rest centre facility in case of an emergency.
The Village Hall Committee have now confirmed that they are the point of contact are now waiting to receive the form.

Clerk has shown the handy man the area damaged by the leak and has informed him that the area needs to dry out for two months and painted with stain blocker. 

The road sweeper has visited the village as requested by Cllr Mullally.

The early scheduled Grass cut has taken place with one issue highlighted by a resident on Capps Island whom highlighted that their section had been missed. Clerk has spoken with the grass cutter who said it probably wasn’t long enough to catch but had remembered the area from the previous year and will return on his next scheduled grass cut.

The Chairman attended a Community Projects in West Lindsey launch events on behalf of the PC which looked at Identifying Opportunities and Barriers within community projects. Information circulated via email.

Microsoft Office 360 is no longer supporting Publisher, please remember to covert files to pdf

OSR hire has been hired for the Sturton by Stow Judo Club and has been booked out for the Sturton and Stow Agricultural and Horticultural Associations AGM.

A resident has contacted the PC regarding footpath access and boundaries within a historical agreement between their land on Upper Close and the recreational field- as circulated via email. The clerk searched through the archived minutes and found reference to Green Meadow Estate but there was not enough detail to support this. The clerk informed the resident and re directed the resident to the Recreational Ground committee to compare deeds and boundaries. 

Spencer Court Bus Shelter repairs as circulated via email to be discussed in other planning matters

The new permissive path was closed due to path maintenance. Residents of Bransby were concerned due to seeing a Highways notice positioned at the gate of a well-used footpath across the horses’ homes. The notice referred to a deposit by the landowner into access to land previously accessed by the public under the commons act 2006. The Clerk liaised with Cllr Butroid, and it was stated that it is a notice of declaration of land from the landowner to LCC and will not affect the existing footpath but can interrupt the period of time for new rights to be asserted.

A Bransby Horses staff team member has notified the clerk that their team observed a group of 4 or 5 cyclists lift their bikes over the wooden gate to the south of Jubilee woods, go through that small patch of trees, across their field behind and up onto the riverbank. The team have told the cyclists they should not be there and have installed ‘No unauthorised Entry signs up on that gate.

The Handyman’s Appraisal has taken place. The Clerk will report back to council in the closed session after the next meeting.

Highways have updated their plans and contribution rates in relation to the Highways Grass Cutting Agreement. These have been increased, and the agreement has been signed and returned. 

8. Correspondence received
The Clerk and Council direct, Walkabout inspection sheets, Election Notices for the Mayoral and LCC Elections have been placed in the notice boards and online.

9. Planning Applications (Any applications up to the date of the meeting)
WL/2025/00288 Gallows Dale Farm, Marton Road- Planning application to replace roof, windows an affected bricks on existing extension including internal restoration works.
It was noted that the application is attached to a listed building. It was agreed and RESOLVED to submit a general observation of no comment on the planning application.

10. Planning Granted (Any applications up to the date of the meeting)
It was noted that all outstanding planning applications are still pending.

11. Other planning matters
WL/2024/00100- Land at 31 Tillbridge Road
A further four documents have been submitted by the Developer's Agent referring to flooding and drainage. It was noted that the planning application WL/2024/00100- Land at 31 Tillbridge Road has been placed on the WLDC Committee Meeting agenda for the 2/4/25 for determination.

Spencer Court- Former bus Shelter roof repairs
A resident has been in touch requesting maintenance for a bus shelter of which there is a codicil to the original planning application to build the house that stated, “the maintenance of that portion of our roof that overhangs the bus shelter is the responsibility of Sturton by Stow Parish Council”. This internal bus shelter has now been bricked up and a new external shelter is in its place yet the overhang of the roof extension on the former bus shelter is still intact. It was agreed and RESOLVED to seek legal guidance to whether the codicil is void due to this the former bus shelter being replaced or whether the agreement still remains. 

At 8.40pm a member of the public left the meeting.

12. Accounts: Online Payments to be authorised (From 6th April 2025)
a) Payments agreed   Cllr Holtby abstained from voting due to declaring a financial interest

Salaries-Clerk and expenses/ litter picker/OSR Cleaner/Handyman/PAYE
Jewson’s/Stark Materials Sand £78 including VAT and delivery (CIL Money)
LALC Subscription £412.66 No VAT
LALC Annual Training Subscription £160 no VAT
Extra March Grass Cut- Ian Moore Contracting £602.05 including VAT
Pelican Trust (Newsletter) £116 no VAT

Grant- Recreational Ground £2600
Grant- Youth Club £3100
Grant- Sturton and District Shed Club £1600
Grant- FOSSA £850
Grant- The Village Hall £1850

b) Payments to be agreed 

 i) LALC Internal Audit £330.00 Including VAT

Payments up to year end 31st March 2025   (in bold)

c) Direct Debits paid         

Multidata £61.68 (March)
British Gas Lite- Village Green (X)
British Gas Lite- OSR £28.65 including VAT
ID Mobile (In credit from contract transfer)
Charge Card- (£10.49) including £3 Charge fee and £7.49 ink subscription, 

d) Monies received           

OSR- QRT 4 Post Office Hire £120 
Multidata reimbursement February £58.75
Multidata reimbursement March £61.68
Precept £41,000
Interest Savings Account £195.59
Interest Deposit Account £8.23
Sturton by Stow Judo Club OSR Hire £7.50

e) Bank Fees                     

Multi Charge Card monthly charge £3 included within charge card total
Monthly bank fee £6

N-U-C/A £39,192.79                    N-U-D/A £1,473.54                   N-U-S/A £27,301.82

13. To agree end of year summary
It was noted that transactions for both amounts of interest £8.23 and £195.59, both Multi data reimbursements £58.75, £120 OSR Hire charge and £61.68, Multidata payment and charge card purchases were received or paid on or before 31st March 2025. 
End of Year bank balances are as follows; N-U-C/A £11,162.10, N-U-D/A £1,473.54, N-U-S/A £27,301.82.
It was agreed and RESOLVED to accept the end of year account summary.     

14. To agree April 2025 accounts summary –circulated
It was noted that the OSR British Gas lite direct debit did not leave until after the end of year and the precept received £41,000 was received at the beginning of April. The British Gas refund as stated on the agenda had not been received. The clerk updated the council that our previous energy provider British Gas have altered their figured manually and were waiting for British Gas Lite to generate an invoice reflecting this. 
British Gas Lite have continued to generate yet another incorrect invoice using the correct opening figures from November therefore generating an incorrect amount from May- November.
The OSR smart meter has been replaced. The Multi data charge has increased to £61.68 a month. The ink subscription is due to increase to £6.49 and £1.50 per 10 additional pages and Unity Trust are reducing their interest rates.
It was agreed and RESOLVED to accept the April 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 Holtby to complete hard copy of bank reconciliation after the meeting.

16. To discuss VH playpark sweeping seesaw re-surfacing quote for £1050 ex VAT and discuss extra £150 to turf instead of grass seed using CIL money
It was agreed and RESOLVED to accept the quote of £1050 ex VAT to resurface the sweeping seesaw plus £150 to turf the area instead of grass seed from Ian Moore contracting using CIL Money. 

17. To agree cost of £129.50 excluding VAT for x2 replacement flat swing seats for the VH Playpark using CIL money
It was agreed and RESOLVED to purchase x2 replacement flat swing seats at the cost of £129.50 using CIL money. Handyman to fit when delivered.

18. To discuss quotes for maintenance Power washing of three play parks & topsoiling around roundabout at VH play parks £600 including VAT and removal of low rotator £810 including VAT using CIL money.
It was agreed and RESOLVED to accept the quote for the removal of low rotator from the Old Rectory Gardens playpark £810 including VAT and for maintenance power washing of all three play parks swapping out power washing the wet pour around the low rotator for the small multi play/slide in the VH playpark  and including topsoiling/ grass seeding around roundabout at VH play parks £600 including VAT using CIL money.

19. To discuss and agree other playpark maintenance quotes and agree contractor using CIL money
Further maintenance quotes were discussed, and it was agreed and RESOLVED to ask Mr Timmins if he has any plainings that could be used to reduce the trip hazard. If plainings are unavailable, then instruct the handyman to insert slabs and level the area. 
It was agreed and RESOLVED to defer maintenance requiring soil and seed to the autumn months but to continue with removing the trip hazard on the balance see saw quoted for £175, rake and clear brash but to defer the seeding £150 and to weld the seesaw £60 using CIL money.

20. To agree costs of £150 for x3 Emergency Location Signs as suggested in the annual inspection report and to display one in each playpark or individually at £50 each using CIL money
It was agreed and RESOLVED to purchase one emergency location sign for £50 using CIL money to be installed on the village hall playpark gate. White writing with a red background ‘In case of an emergency your location is The Village Hall Playpark, LN1 2AE, what3words reference. Size A3 or A4 not to exceed £50. Clerk to create laminated notices for The Glebe and The Old Rectory Gardens. 

21. To discuss Community Payback playpark project and agree whether to proceed
It was agreed and RESOLVED maintenance costs are on the rise and currently there is a lot of work to focus on in one of the busier more utilised play parks. Although the costs for the pay back project would be minimal in comparison it is not as high risk as areas we are having to upgrade in our other playpark. 

22. To discuss if the trees on the open space in Old Rectory Garden require maintenance this year. 
It was discussed that a resident from Old Rectory Gardens shared that the trees would benefit from light pruning and sent photos of the branches growing downwards. He explained that children pull on them and run around the trees.  Removing the branches soon would be advantageous before they cause more of a risk moving further into the spring/summer months. The Clerk liaised grass cutter and he concurred with the residents’ comments. It was agreed and RESOLVED to instruct the handyman to remove the downward facing branches.

23. To discuss and agree the purchase of an additional sand bin/s using CIL money – Glasdon Nestor 400 - £248.45 plus VAT (£298.14 including VAT, £15 +VAT delivery
It was agreed and RESOLVED to purchase an addition Sand Bin using CIL Money.  Glasdon Nestor 400 - £248.45 plus VAT (£298.14 including VAT, £15 +VAT delivery to be sited at Capps Island. 

24. To discuss annual walkabout arrangements
The annual walkabout arrangements were discussed. It was agreed and RESOLVED to approach annual walkabout inspection with three groups of Parish Councillors as follows.
Cllr Cook and Cllr Capuano – Capps Island, Stow Road, Old Rectory Gardens, Allan Close and Playpark, Old Rectory Park, The Glebe and Playpark, The Beeches, School Lane, Ashfield, Tillbridge Road, Jubilee Wood and Bransby. 
Cllr Taylor and Cllr C Christie- Fleets Road, Manor Farm Drive, Twitchell, High Street, Village Hall Playpark, The Close, Medway, Bradway, Eastfield, Upper Close, Swan Drive and Kisgate.
Cllr S Christie, Cllr Hawke and Cllr Holtby- Marton Road, Westwoods (Thorpe Lane), Saxilby Road.
Clerk has issued inspection sheets to document findings and will circulate an asset list. Cllrs were reminded to inspect roads for pot holes, street lighting and surrounding areas as well as assets.

25. To discuss and agree amendments to asset register.
It was agreed and RESOLVED to add the new sand bin on Saxilby Road and the sand bin due to be purchased for Capps Island on to the asset register. The clerk informed the Cllrs that it looks as though land assets had been miscalculated via excel on previous registers but would clarify with the former clerk. 
At 9.40pm County Councillor Butroid and District Councillor Mullally left the meeting.

26. To discuss asset update for insurance
It was agreed and RESOLVED to add both new sand bins (Saxilby Road and Capps Island) to the insurance renewal policy. 

27. To discuss possible VE Day arrangements and purchases if required using S137 money to purchase a flag up to the cost of £20
It was agreed and RESOLVED to purchase a VE day flag and to position the plastic poppies at the village entrances. 

28. To discuss and agree to complete a survey for the draft public rights of way improvement plan before 5pm on Monday 9 June 2025.
It was agreed and RESOLVED for each Cllr to participate and complete the survey individually prior to the deadline. Clerk to re- circulate the link for the survey.

29. To discuss and agree to complete a survey The Central Lincolnshire Authority Wide Design Code- Second Stage Community Engagement Consultation before Monday 9th April 2025 deadline.
It was agreed and RESOLVED for each Cllr to participate and complete the survey individually prior to the deadline. Clerk to re- circulate the link for the survey.

30. Reports from local organisation.
Reports shared during the APM.

31. General maintenance in the Parish
It was noted that the clerk had reported a pothole on Saxilby Road to Fix my Street.
Cllr Taylor reported a collapsed manhole cover on the High Street opposite St Hughs Terrace. Clerk to report.

32. Update on Solar Farms
7000 acres have highlighted that the percentage of solar power within Great Britain 25% is within Lincolnshire.
Cllr Cook shared information via email from a Northern Power meeting stating that they are projecting solar power to 2030.
Important Information: Tillbridge Solar Deadline 6 closed on the 1st April 2025

33. Items to be noted for the next meeting
Annual Walkabout reports
Policies and Procedures to be circulated

34. To agree to go into closed session. To discuss staff appraisal. If agreed press and public will be asked to leave.
At 10.10pm it was agreed and RESOLVED to go into closed session to discuss and agree contractual agreements. 

35. To discuss and agree contractual agreements; increase of hours and salary 
The Council discussed the Clerk’s current terms and conditions, and having taken into account confidential information of a personal nature, resolved to increase the clerks’ hours and salary with immediate effect in line with the new financial year. Clerk to place notice of amendment in contract. 

Meeting closed a 10.15pm.           Smoke alarm tested and passed.