2025 Minutes

Smoke alarm tested and passed at 7.15pm prior to the meeting

Sturton by Stow Parish Council met on Wednesday 2nd July 2025 in the Old Schoolroom. The meeting starting at 7.30pm.

Meeting Chaired by Cllr Cook

Present: Parish Clerk, Cllr. S. Christie, Cllr C Christie, Cllr Hawke, Cllr Holtby, Cllr Capuano and 3 members of the public.

Cllr Cook welcomed everybody to the July Parish Council meeting

77. 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 Cllr Talyor has resigned from his position of Parish Councillor and Village Hall representative with immediate effect. Cllr Taylor has been a longstanding parish councillor with a wealth of knowledge and will be missed. It was agreed and RESOLVED to accept Cllr Taylors resignation. Clerk to notify WLDC.

The importance of advertising Parish Council vacancies was discussed to be amended to 3 Parish Councillors vacancies. Clerk to place update the website, noticeboards and place an updated article in the upcoming newsletters.

78. To receive declarations of interest under the Localism Act 2011 – being any pecuniary or non-pecuniary interest in agenda items not previously recorded on Members’ Register of Interests.

Cllr Holtby declared a financial interest in item 12a i) Salaries.

The Clerk has chased up WLDC in response to querying a dispensation for Cllr Holtby when declaring an interest in salaries. The Monitoring Officer has stated that a dispensation is only permitted if council are unable to resolve an agenda idea due to not being quorate.

Other than this Cllr Holtby will need to leave the room while salaries are being discussed. Cllr Holtby will leave the room when agenda item 12 a i) is being discussed.

79. To discuss updates from Anglian Water on Flooding issues and agree action.

The Chairman informed the council and public that following the meeting with Stow PC and being informed of AW’s poor record of attendance when faced with a large meeting with public, he had written to Anglian Water requesting a small fact-finding meeting between representatives of Sturton by Stow and Stow PC. He received no response and had since repeated this request and copied in the CEO of AW. The PA has since replied stating the request has been passed onto the Flood Forum. The Chairman stated that the letter would be sent again to the CEO asking for an update.

It was noted that the majority of issues related to the repeated flooding are in the Anglian Water domain but not all some of which are linked to the Stow pumping station. Issues relating to High Street/ Fleets Road are exacerbated by field run off.

Cllr. C Christie suggested gathering information and evidence prior to the meeting about the recent flooding and areas of concern. Cllr Cook informed Cllr C Christie than in her absence last month it was shared that the clerk has collated a log of the flooding last experienced detailing the severity and locations of flooding in the village with photos, suggestions of reasoning for the floods, concern and action taken by the PC. Clerk to circulate.

Anglian Water haven’t been able to carry out the CCTV survey to investigate surface water infiltration due to high workloads. This will be scheduled to be done when they have the resources to do so. CCTV to be taking place in the next two months on the ditch/Culvert on Ashfield- Fleets Road Footpath.

Another update was expected by 16th June 2025 but was not received.

Cllr Hawke added that the drainage facilities are not fit for climate change.

Correspondence from The Flood Forum confirms they are happy to assist establishing a multi-agency group meeting between all relevant risk management authorities and representatives of the parish council.  

Officers of the Floods and Water team would be supportive a multi-agency meeting, subject to officer availability and a similar commitment being made by all other relevant risk management authorities. This is on the understanding that unfortunately, the Flood Forum currently do not have any designed and costed schemes that could readily be programmed in for implementation.

The clerk informed the Council that a resident had reported an awful smell coming from the same sewer that is causing flooding problems. The resident reported the issue to AW. AW cleaned the drain and informed the resident last year when this happened that it is an issue with Stow Pumping station not putting sufficient chemicals down the sewer to stop the smell. Neighbouring properties that have had similar issues. confirmed this. As suspected the cleaning did not work and the smell persisted. AW were contacted them and they sent an engineer to put chemicals in at Stow Pumping Station, and it has worked.

Residents are encouraged to report if having the same issue as the more it is reported, the more chance of getting something sorted permanently.

Flowline visited Saxilby Road on the 27th June at 10.41pm conducting maintenance on the drains. It was noted that a couple of weekends ago gulley cleaning was being conducted on Marton Road.

80. Public Participation

The meeting was adjourned for public participation at 7.40pm with one member of the public was wishing to speak.

The member of the public asked why the Parish Council was no longer organising a public multi agency meeting. The Chairman explained that after the meeting with the Stow PC it was bought to the Parish Councils attention that AW ‘s reputation for attendance was not positive when faced with a public meeting.

A preliminary smaller fact-finding meeting had been discussed to hopefully entice AW’s attendance to gather facts to first report back to residents before engaging in a larger meeting.

The resident continued to inform the council that she holds Anglian Water liable for the damage caused to her home during the floods. She has an interest in obtaining compensation from AW for the increase in insurance and is having to spend a £20,000 cost of her own money to stop the flood water coming into her home. Cllr Hawke asked if AW had accepted liability. The resident answered no; however, they are responsible due to a collapsed drain down the road.

Cllr Cook stated that there was a new set of penalties that residents can claim against, similar to a tariff of what you can claim from the water authority for smaller claims of compensation. He encouraged the resident to put her concern and any other questions forward via the clerk so that it can be included in the briefing for the fact-finding meeting. He stated that it is in AW’s best interest to help residents.

At 7.44pm public participation ended and the meeting continued.

81. To approve minutes of previous meeting in June 2025 and authorise the Chairman to sign

It was agreed and RESOLVED to approve the June 2025 minutes with no amendments. The Chairman signed the minutes as a true record.

82.To receive the Clerks Report

The contractor chosen for the play park maintenance is to devise a summary of works in the playpark to ensure all details are correct. The maintenance to the sweeping seesaw concrete base that was scheduled for June is priority. Clerk to chase up Playpark contractor for up-to-date quotes.

Will Timmins has kindly repositioned the sand bin on Capps Island.

FOSSA has confirmed they have received their Grant

Sturton by Stow Judo Club have showed an interest in a grant application

Contact has been made with the admin of Facebook to accept the police officer.

5TH day of CILCA Training commenced on the 25th June 10am-1pm. The clerk has been advised to sign up to the portfolio before the 1st August as the CILCA programme is being revised.

Stow Road- Additional Street Lighting no update

Update regarding standing water outside of Bradshaw- No update, due to not much rain

Fix my Street

Blocked Gulley reported on Stow Road near Capps Island – Noted as understanding it is blocked but no action required

Vegetation down footpath 71 near ORCHARD House. Cleared

Helpful details have arisen from LCC of their cutting schedule/weed treatment as per the LCC Country mowing schedule of 3 cuts during the year: Cut 1: 1st April - 15th May, Cut 2: 15th May – 30th Jun and Cut 3: 15th Jul – 1st September. 

Upper Close Sign—in process

Saxilby Road Sign- Replacement sign reported

Tillbridge Road sign- Removal of sign reported

Newsletter almost ready for checking and asked for a QR code to minutes on the website and thanks to men in sheds for fixing The Glebe gate posts and mick for getting the materials.

Martyns Law, is to be implemented on venues of 100 plus to put anti-terrorism measures in place to protect the public

Managing risks- vehicle barriers, bag searches on venues

Risk vs Budges- Collaborating with councils to share and joint own resources and be mindful when organising events.

Xmas Light Switch on events etc for a large event.

The OSR has a First Aid Box

We have an Emergency Community Plan in place

Emergency signs displayed in the OSR

A Lockdown policy could be implemented.

The handy man has been informed about maintenance from the annual walkaround and has completed the following tasks. Cleaned down the benches, re painted Thorpe Lane and Queensway and picked up the stones off the village green.

The rose bush has been maintained by Bradshaws.

Letter to reduce 60mph to 40 mph on both Tillbridge Road to Thorpe Lane and Marton Road to Westwoods has been submitted. No update

High Visibility 30mph CSW signs have not been ordered yet for Tillbridge Road … waiting on contact from Cllr Wimhurst to see if he can obtain some.

Bolt Caps have been received and passed onto the Gordon.

All policies and vacancies information has been updated on the website

LRF training exercise to schedule an evening training session- No update

The VH Committee has confirmed original email has been responded LRF regarding the Community Emergency Plan in which they 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 and are still waiting to receive the form.

The ink subscription has been increased and will take effect from next month.

Resident questioning encroachment of land has been updated and is content with the findings

Fire inspection certificates have been received for both the village hall and Old Schoolroom

AGAR confirmation from external auditor that the documents have been received

The Post office is now fully mobile service, information about the service has been included in the newsletter

Emergency repairs were required to replace the gate post at the Glebe, damaged by ASB. Men in sheds to the rescue as reported in general maintenance last month. Thank you to Men in Sheds

Further maintenance to potentially stagger the gateway is on the agenda

Inspection with the play inspection company has been booked for October. The clerk has laminated emergency location posters to be placed at The Glebe and Old Rectory Gardens

Cllr Mullally joined the meeting at 7.50pm

Cllr C Christie asked if the Clerk could share details of resident’s requests/concerns via email. The clerk replied that she redacts contact information in line with data protection. The Chairman requested that the clerk ask LALC to confirm best practice as sometimes knowing the resident who has sent the email can be useful. Dependent on the outcome it was suggested for the clerk to ask residents if they are happy for their name to be shared with the councillors and to include a what3words reference to support their query when referring to a location in the village.

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83. Correspondence received.

It was noted that all correspondence has been sent electronically. Clerk will send the monthly playpark sheet when received.

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

None

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

None, all outstanding planning applications are still pending.

Other planning matters

Planning Application-WL/2024/00662- Land at Willingham by Stow Farm- for the installation and operation of a Battery Energy Storage System (BESS) with ancillary infrastructure and landscaping and biodiversity enhancements.

It was noted that the planning application had been appealed and therefore a minute to evidence the position of Sturton by Stow Parish Council in relation to this planning application would be useful to nearby Parish Councils.

At 8.02pm Cllr Mullally was invited to give an update regarding Planning Application- WL/2024/00662

Cllr Mullally informed the council that the planning application had been refused and now section 5 and 15 are being appealed against by the developer. Willingham PC has responded to the appeal however are restricted to only commenting on sections 5 and 15.

The Chairman thanked Cllr Mullally for her update and the meeting continued at 8.04pm

The Chairman and councillors discussed that there is not sufficient mitigation for the construction stage and mentioned three passing places.

We have yet to be convinced that consideration for fire safety of the BESS. There is a risk that if putting out a fire and there is the potential of contaminated water spilling into the catchment area affecting surrounding villages including Sturton by Stow and the Till.

ii) Neighbourhood Plan Review

Saxilby with Ingleby Parish Council has submitted its Neighbourhood Plan Review (the Plan) and supporting documents to West Lindsey District Council (WLDC) in accordance with Regulations 15 and 16 of the Neighbourhood Planning (General) Regulations 2012. WLDC is now inviting comments on the submitted Plan.

The Chairman shared that upon reading the Saxilby with Ingelby Neighbourhood Plan Review he was impressed with the foundations of maintaining the character of the village and the detail of the types of housing being built  are a result of a consultation that reflects the needs of their parish and houses residents need e.g. 2/3 bedroom and a mix of rented and part owned with back gardens suitable for the needs of the families living in them and sufficient off street parking for the development. The council praised the hedging to obscure and give a rural feel.

The Plan Review is less specific compared to our own Neighbourhood Plan in regard to appearances and materials.

Cllr Hawke and Cllr Cook discussed the increased detail on the construction of properties regarding new builds and renewables, and Net 0 target has been built into the designs.

It was highlighted that Heritage information indicates that Saxilby with Ingelby was a Viking invader settlement.

Clerk to pass on comments to WLDC.

87. To note expenditure on urgent repairs to fix a footpath entrance from The Glebe damaged by ASB, made under delegated authority to the clerk at a cost of £21.76 using CIL money.

It was agreed and RESOLVED that the Council accept expenditure of £21.76 including VAT to Listers for urgent repairs to fix a gatepost targeted by ASB to avoid further damage to council assets made under delegated authority to the clerk, as permitted under Financial Regulation 5.18.

88. Accounts: Online payments to be authorised. Cllr Holtby left the room at 8.12pm

Payments agreed  

Salaries-Clerk and expenses/litter picker/OSR Cleaner/Handy-man/PAYE

ii) Ian Moore Contracting INV 366- Full grass cut £542.05 including VAT

iii) Ian Moore Contracting INV 381- Full grass cut £542.05 including VAT

iiii) Ian Moore Contracting INV 402 - Full grass cut £542.05 including VAT

Cllr Holtby returned at 8.13pm

b) Payments to be agreed       None

c)  Direct Debits paid        

Multidata £61.28 (July)

British Gas OSR – £23.94 including VAT

British Gas Village Green- £14.65 including VAT

ID Mobile- Phone Contract- £8.00

Charge Card- (£123.67) including £3 Charge fee, £16.99 ink subscription, Listers-Gateway materials for footpath entrance on The Glebe- £21.76 including VAT, British Gas Lite- Village Green £67.74 End of account dispute, British Gas Village Green (Standing Charge) £14.18 including VAT,

d) Monies Received              

Multidata reimbursement July- £61.68

Interest received from Savings Account £159.70

Interest received from Deposit Account £8.76

e) Bank Fees                         

Multi Charge Card monthly charge £3 included within charge card total 

Monthly Bank Account Fee £6      

f) Bank Transfers                

£10,000 S106 money from current account back to the savings accounts

£10,000 from current account back to the reserves savings account to gain interest

N-U-C/A £12,255.18                      N-U-D/A £1,501.82                        N-U-S/A £47,461.52

At 8.10pm one member of the public left the meeting

89. To approve the July 2025 accounts (circulated)

It was noted that interest from the savings and deposit accounts had been received and that Clerk had paid the end of dispute British Gas Lite Village Green invoice of £67.74 and the first correct invoice since the dispute of £14.18 via the charge, as shown on the charge card statement. The direct debit has now been reinstated now that the bills are being generated correctly.

The two £10,000 amounts agreed at the previous meeting are scheduled for transfer to the savings account upon authorisation. The ICO data protection is due via direct debit. It was agreed and RESOLVED to approve the July accounts.

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

The Clerk has inserted a budget collum on the monthly reserves sheet as requested by Cllr S Christie.

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

91. 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.

92. To review the Quarterly budget

The quarterly budget was discussed and reviewed. It was agreed and RESOLVED to accept the quarterly budget.

93. To discuss and agree relocation of the Jubilee Bench

Feedback from the annual walkabout inspection highlighted that the Jubilee Bench on Marton Road is constantly covered in bird faeces and never utilised. It was suggested that it would be better used elsewhere in the village. Cllr S Christie suggested to position the bench on the corner of The Close so that it could be used by residents accessing the mobile post office service as the space in the van is limited.

It was agreed and RESOLVED to re locate the Jubilee bench from Marton Road to The Close.

Clerk to obtain a quote. Clerk to liaise with the post service to confirm that their position for trading will remain unchanged and will benefit from the relocation of the bench.

94.To discuss Remembrance Day arrangements and to review risk assessment.

The Remembrance Day risk assessment was discussed and reviewed with no amendments. The Remembrance Day arrangements were discussed, the service will take place on Sunday 9th November 2025 at 3pm by the war memorial in the churchyard extension, Sturton by Stow. Clerk to invite Reverend Jane Foster-Smith to lead the service, Mr Justham to discuss service sheets, to invite the Bugler to play at the service and to book the Village Hall for after service sausage rolls and mince pie, tea/coffee refreshments as per previous years. It was suggested to ask Former Cllr Taylor if he wishes to read the names as per previous years. Cllr Holtby volunteered to become flag monitor as this was a responsibly of Former Cllr Taylor. Cllr Cook and Cllr Holtby volunteered to clean the war memorial.

It was agreed and RESOLVED to accept the Remembrance Day Risk assessment in its current form and for the clerk to action arrangements for the service.

95. To review litter picker risk assessments

The litter Picker Risk Assessment was discussed. Clerk to ask LALC for guidance on sharps, should the litter picker ever come across them.

It was agreed and RESOLVED that the Litter Picker Risk Assessment had been reviewed and approved in its current form with no amendments.

96.To review the general maintenance risk assessments

It was agreed and RESOLVED that the General Maintenance Risk Assessment had been reviewed and approved in its current form with no amendments.

97. To discuss and agree options for maturing bond for August 2025 and accumulated interest

It was noted that the options for reinvesting had not been released yet. It was agreed and RESOLVED to reinvest the capital £25,000 for a 1-year bond and to transfer any accumulated interest for the maturing bond to the S106 reserves to help maintain the public open spaces.

98. To review Grant application form

The Grant application form was reviewed. It was agreed and RESOLVED to amend the following sections of the form; Account name to Bank Account Details. Have other sources funding been sought? to Have other sources funding been sought? If so, please explain. Quotations should be submitted for the estimated cost to support the claim to If approved, quotations must be submitted for the estimated expenditure before the grant can be paid. How else do you raise income to How else have you raised income towards the expenditure to support the grant. It was requested to add the Parish Council Logo onto the application Form.

It was agreed and RESOLVED to make these amendments and to redact the following statements: ‘Level of funding currently held by organisation’ and ‘This application must be accompanied by a copy of last years audited accounts and an up-to-date bank statement’. Clerk to amend the Grant Aid Policy to reflect changes made to the Grant Application Form.

99. To agree to advertise for grant applications

It was agreed and RESOLVED to advertise for grant applications via an article in the upcoming newsletter, website, social media and notice boards.

At 9.04pm Cllr Mullally left the room to take a phone call.

Cllr Mullally returned to the meeting at 9.05pm

At 9.07pm two members of the public and Cllr Mullally left the meeting

100. To review the Councillor Leaving protocol.

The Councillor Leaving Protocol was reviewed. It was discussed to add a declaration that all information relating to the Parish Council is deleted from all electronic devices of which the resigned councillor must sign. It was agreed and RESOLVED to add this amendment and approve the Councillor Leaving Protocol as being reviewed.

101. To discuss and agree making representation to Highways for resident’s request of re-surfacing the old Stow Road.

It was agreed and RESOLVED to submit a request to Highways for the road to be resurfaced as the condition of the surface was in need of maintenance.

Cllr Mullally returned to the meeting at 9.14pm

102. To discuss alternative arrangements for displaying the hard copy of the minutes

It was discussed that alternative arrangements were required to display a hard copy of the minutes due to the post office service no longer using the Old School Room on a Thursday. It was highlighted that on occasions there are too many pages to display on the village green notice board. Cllr Hawke suggested dedicating the OSR window notice board to a minute board if the space was adequate. The clerk was unsure due to height of this board to whether the minutes would be low enough to read.

It was agreed and RESOLVED for the clerk, to display the minutes on the notice board where possible or alternatively to create a QR code linking to the website where the minutes can be found and a message notifying residents that if they wish to see a hard copy of the minutes to make contact with the clerk. It was noted that the clerk will attempt to make other notices A5 to allow for more space.

103. To discuss walking routes leaflets project.

It was discussed to accept The New Plough landlord’s expertise in creating a Sturton by Stow walking leaflet. Cllrs S Christie, Cllr C Christie and the clerk to meet and collate the walking routes via landmarks, distances and duration of walks. The councillors highlighted that there was a map displayed on the Village Hall Notice Board that would be used as a good base map, however it would need to be updated to show the new houses.

104. To approve the IT Policy

It was noted that the clerk is investigating how to change over to gov.uk email addresses. This will need to be reflected in the IT Policy when actioned. It was agreed and RESOLVED to adopt the IT Policy

105.To discuss and agree any further maintenance to potentially stagger the gateway at The Glebe footpath entrance if still required.

It was noted that there was an exposed metal rod near the gateway. Cllr Cook volunteered to investigate. It was agreed and RESOLVED not to stagger the gateway.

106. To agree cost of £450 non-vatable fee to be paid via the charge card to SLCC for Clerk to begin the CILA Qualification Portfolio

It was agreed and RESOLVED to pay the £450 non-vatable cost via the charge card for the clerk to begin the CILCA Portfolio.

107.Reports from local organisation.

The Recreational Ground Meeting Minutes 04/06/2025

Unfortunately, the person looking into funding for us no longer has the time so the Rec Committee will

be doing this themselves

New goal posts have arrived and hopefully will be installed for the new season.

We are looking into getting a new litter bin to put near the bench and to replace the broken one near

the skate park. The Rec to contact WLDC to help with this.

We are looking into arranging a summer gala on the field next summer for a fun day for all the family.

The Youth Club expressed an interest in having a PC representative to attend their meetings. The Clerk explained that we are thin on the ground with Parish Councillors to share the workload and would they be happy to send quarterly meetings as per the other local organisations.

Jubilee Wood

Cllr Hawke informed the council that a small work party would be strimming the paths at Jubilee Woods on Saturday. Cllr Cook volunteered to help. Cllr S Christie suggested adding Jubilee Wood onto the grass cutting schedule for frequent footpath maintenance. Cllr Hawlke agreed that this would be beneficial.

Men in Sheds

Cllr Holtby informed the council that the long-term project of a 3rd cabin, paving, gravel and canopy supported by the grant of the Parish Council is complete. He noted that a member of the Mens Sheds has constructed a raised planter of which they wish to gift to the Parish Council to place on the village green. The clerk suggested it could be used to replace the planter at the beginning of the village on Tillbridge Road. Cllr Holtby to get a photograph and the request is to be considered at the next meeting.

The clerk suggested requesting minutes/updates from the Village Hall Committee now that former Cllr Taylor has resigned from his post.

At 9.39pm Cllr Mullally updated the council about ASB within the village. Cllr Mullally informed the council that an individual who has been regularly disrupting groups at the village hall has now resulted in being issued a Community Protection Notice which is a formal warning for continuing behaviours and been instructed to stay away. If the individual fails to do so, then a Criminal Behaviour Order (CBO) will be issued and a fine of £2000. Relevant third parties have been informed to help monitor the situation.

Cllr Mullally also informed Cllr Holtby that she had some armed forces information to share with him.

The meeting was closed to Cllr Mullally at 9.50pm

108. General maintenance in the Parish

Cllr C Christie noted that a hedges on Eastfield and The Close are obstructing the pathways and in need of maintenance. The clerk highlighted that an article has been placed in the newsletter reminding resident to keep their hedges maintained. If not maintained by the next meeting the Clerk will report to Fix My Street.

It was requested to contact Highways to identify ownership of the parcel of land opposite The Recreational Ground where the youths play.

109. Items to be noted for the next meeting.

Maturing bond options

Mens Sheds gifted raised planter

Jubilee Bench relocation quote

Review of Sickness Policies

Meeting closed at 9.55pm