August 2025 Minutes
Sturton by Stow Parish Council met on Wednesday 6th August 2025 in the Old Schoolroom. The meeting starting at 7.30pm.
Meeting Chaired by Cllr Cook
Minutes recorded by S. Hoyland - Parish Clerk
Present: Cllr. S. Christie, Cllr C Christie, Cllr Capuano and 3 members of the public.
Absent: Cllr Hawke and Cllr Holtby.
Cllr Cook welcomed everybody to the August Parish Council meeting
110. 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 both Cllr Hawke and Cllr Holtby. It was agreed and RESOLVED that apologies for absence were accepted and noted.
A member of the public joined the meeting at 7.31pm
111. 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.
None
112. To discuss updates from Anglian Water on Flooding issues and agree action.
The Chairman shared an update that the Parish Council have been negotiating with Anglian Water regarding a public fact-finding meeting. The Parish Council have provisionally scheduled a meeting to take place on Tuesday 19th August 1.30-3.30pm and are awaiting confirmation of AW’s attendance. The Parish Council have prepared a press release of the proposed details of the meeting subject to AW’s confirmation that will be published on social media and the website to give notice to the residents of both Sturton by Stow and Stow. The questions raised by the meeting of the residents has been passed on to AW to enable them to prep for the meeting and attend with answers in hand.
The clerk added that Anglian Water have not provided an update regarding the survey to investigate surface water infiltration and CCTV to be taking to inspect the ditch/Culvert on Ashfield- Fleets Road Footpath.
An update was expected by 16th June 2025 but was not received.
113. Public Participation
The meeting was adjourned for public participation at 7.35pm with one member of the public was wishing to speak.
The resident expressed her disappointment that only AW would be attending the meeting and shared her concern that AW would just pass the blame onto other agencies instead of giving answers. She questioned the lack of communication from the Parish Council regarding the date for the public meeting and giving residents notice of the date so that they can attend.
The Chairman responded that a public meeting with multiple agencies tend to result in finger pointing and chaos. The date has only been proposed in the last few days and will as explained earlier be published on social media and posters displayed on the notice boards to inform residents. After this meeting takes place, we will look at approaching and engaging other agencies.
The resident questioned the PC’s commitment and communication to the cause and asked if the PC were going to support the residents and fight for answers if they try to pass the blame.
In regard to blaming other agencies the Chairman responded that the PC would simply question AW that if a specific area it is not their responsibility, then for them to explain why and then investigate matters further.
Vice Chairman Cllr S Christie shared with the resident that he has looked over the questions raised by the residents and the majority are questions for AW.
The Clerk informed the resident that any correspondence raised with AW results in an automatic message for a 10-day turnaround and emails being forwarded to various departments within AW.
Any lack of communication certainly does not fall to the PC. AW has been very specific with their availability and the PC have had to work around them to enable this meeting to happen. AW representatives were only prepared to meet on two particular weeks in August between the hours of 8-4pm. Liaising with another PC, the councillors, District Councillor Mullally, County Cllr Wimhurst and AW is not an easy task. The clerk had been awaiting confirmation from the village hall and Stow PC before publishing the meeting to residents to ensure there was a venue for the meeting to take place and attendance of Parish Councillors from both villages.
At 7.40pm public participation ended. Two members of the public left the room and the meeting continued.
114. To approve minutes of previous meeting in July 2025 and authorise the Chairman to sign
It was agreed and RESOLVED to approve the July 2025 minutes with no amendments. The Chairman signed the minutes as a true record.
115. To receive the Clerks Report
WLDC has been notified of former Cllr Taylor’s resignation. Clerk has collected keys for the OSR and the noticeboards along with the flags which have been passed on to Cllr Holtby. The vacancy notice has been posted on the notice board. Former Cllr Taylor has signed the declaration for erasing documents and has handed in his signatory bank details and the clerk has changed the password on his councillor email account.
Fix my Street
Pothole on Eastfield and The Close reported on behalf of a resident- in progress
Upper Close Sign—in process
Saxilby Road Sign – not in this budget
Tillbridge Road sign- not in this budget
Grants have been advertised
Fossa, Sturton stow, judo and Youth Club have requested grant forms for a (sports coach recruitment drive 5/6 hours a week- Youth Club- to help tackle ASB
Stow Road- Additional Street Lighting no update.
Update regarding standing water outside of Bradshaw- No update.
Representation for resurfacing the ‘Old Stow Road’ has been declined, the residents has been informed.
Representation for reducing the 60mph speed limit to 40mph at both ends of the village Westwoods to Marton Road and Tillbridge Road to Thorpe Lane has also been declined due to lack of accidents. Clerk to inform resident.
The clerk has laminated emergency posters to be placed at The Glebe and ORG playparks as best practice for the upcoming inspection. The clerk has placed a what3words emergency sign at the Allan Close playpark but have struggled to find a suitable position other than cable tie on the bench at The Glebe. Cllrs to assist with ideas.
Possible ASB to the basket swing in the village hall playpark has been reported by a resident. It is assumed the rope has been cut with a knife. Clerk to ask the village hall for CCTV footage.
The Pressure washing in all three playparks has taken place.
The clerk has swapped out the padlock which holds back the smaller green gate for a D clip after being approached by a childminder who questioned why the gate was now being padlocked back. The clerk explained that it was recommended on the annual inspection to eliminate finger trapping. The childminder explained that two children within her group are autistic and when using the playpark, she closes the gate for their safety and is now unable to do this. We agreed that using D Clip would enable the gate to be closed when needed and serve the purpose of holding the gate back as recommended on the inspection. The councillors agreed.
The handy man has been informed about maintenance from the annual walkaround and has completed most tasks such as maintenance to benches, treating the multi play equipment at The Glebe.
Trees between the school and public footpath along the hedge with the PC cuts have been highlighted by the school as requiring maintenance
The school has been notified that these trees are not the responsibility of the parish council and have shared a contact within LCC to obtain confirmation of ownership, whether it be the farmer or LCCC.
High Visibility 30mph for Tillbridge Road CSW signs have not been ordered yet.
Former Cllr Taylor to be asked to stay on the CEP
The original email received by the LRF had been recirculated despite the PC and Village Hall awaiting correspondence for months.
A New Officer in charge she will be in touch to arrange the LRF training exercise.
The VH Committee has now received the form from the LRF for continued permission to use the Village Hall as a rest centre facility in case of an emergency.
The ICO Data protection certificate has received and is displayed in the OSR.
The AGAR external auditor has confirmed receipt of the AGAR documents and has requested a copy of the Parish Council Risk Management Document and raised questions as expected about the asset register. The clerk has responded and now the AGAR is in its final stages of completion
Remembrance Day arrangements are in place. The Bugler has accepted the invitation, Jane Foster Smith has been invited, and the hall has been booked.
Comments have been submitted for the Saxilby with Ingleby Neighbourhood Plan
The Clerk approached WLDC regarding questions raised about a sharps bin from the Litter Picking risk assessment. One has now been supplied. The risk assessment can be revisited next year with this in mind.
There are too many pages to display the minutes on the Old School Room notice board at the moment as this makes other documents such as the AGAR too high to read. The clerk will re assess when it is no longer required to display the AGAR forms.
Meanwhile a QR code has been displayed around the village and Bransby to help residents find them online or a copy via email.
It was requested at the last meeting to contact Highways to identify ownership of the parcel of land opposite The Recreational Ground where the youths play. It has been confirmed that as suspected the area belongs to the landowner.
A resident has been in touch regarding the unregistered land near the Rec. The clerk offered to put the buyer in touch with the seller who had previously contacted the PC however there had been no response.
The new Village Hall Chairman is happy to send monthly/quarterly minutes to the PC.
Best kept gardens trophies have been received and stored.
Cllr Mullally joined the meeting at 8.00pm
.
116. Correspondence received.
‘The Greater Lincolnshire for all’ documents and the monthly playpark inspection sheet and accompanying letter regarding the D Clip alternative from a childminder.
It was noted that all correspondence has been sent electronically.
117. Planning Applications (Any applications up to the date of the meeting)
Planning Application WL/2025/00692- Hill House, 29 Marton Road- Planning application to remove conservatory and erection of single storey extension including porch and new access.
It was agreed and RESOLVED to submit a general observation of no objection to this planning application.
118. Planning Granted (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.
119. Other planning matters.
None
120. To note expenditure on urgent repairs to fix a piece of play park equipment ‘sweeping seesaw’ in the village hall play park, made under delegated authority to the clerk at a cost of £225.00 ex VAT using CIL money.
It was agreed and RESOLVED that the Council accept expenditure of £225.00 ex VAT to Ian Moore Contracting for urgent repairs to fix concrete base around the sweeping seesaw as a health and safety concern made under delegated authority to the clerk, as permitted under Financial Regulation 5.18 using CIL money.
121. To agree to increase the authorised regular payment quarterly cost of the newsletter printing to £130 no VAT to the Pelican Trust.
It was noted that the cost of the newsletter had increased to £122 which is above the agreed authorised cost. It was agreed and RESOLVED to increase the authorised regular payment quarterly cost of the newsletter to £130 no Vat. Cllr S Christie requested to increase the amount of newsletters to 730 copies due to the near completion of developments within the parish.
At 8.10pm the Chairman adjourned the meeting to welcome Cllr Mullally and asked if she had updates to share with the PC. Cllr Mullally thanked the PC and stated she had no updates.
The meeting resumed at 8.12pm
122. Accounts: Online payments to be authorised
Payments agreed
Salaries-Clerk and expenses/litter picker/OSR Cleaner/Handy-man/PAYE
ii) Ian Moore Contracting INV 415- Mid grass cut £246.85 including VAT
iii) Ian Moore Contracting INV 439- Full grass cut £542.05 including VAT
iiii) Ian Moore Contracting INV 425- Emergency Sweeping Seesaw repairs and Pressure Washing- £870 combined including VAT- Using CIL Money.
v) Pelican Trust- Newsletter Printing £122 no VAT
b) Payments to be agreed
Jewson £120.80 including VAT
ii) Jewson £72 including VAT
Handyman materials purchased to complete Annual Walkaround tasks
(Restoring benches and treating multi play equipment at The Glebe)
c) Direct Debits paid
Multidata £61.28 (August)
British Gas OSR – £14.75 including VAT
British Gas Village Green- £14.18 including VAT
ID Mobile- Phone Contract- £8.00
Wave £50.99
ICO Data Protection Fee £47
Charge Card- (£487.27) including £3 Charge fee, £13.49 ink subscription, £450 CILCA Qualification enrolment, Pound Stretcher- £6.98 Bin Bags for Litter Picker, Tesco- £9.80 Office supplies, x2 reams of paper and £4.00 Cleaning Supplies ECO Toilet Cleaner x2 (£13.80 Total)
d) Monies Received
Multidata reimbursement July- £61.68
e) Bank Fees
Multi Charge Card monthly charge £3 included within charge card total
Monthly Bank Account Fee £6
N-U-C/A £8,162.44 N-U-D/A £1,510.58 N-U-S/A £47,461.52
123. To approve the July 2025 accounts (circulated)
It was noted that the council are approving the August accounts, not July as incorrectly stated on the agenda. The council queried the Wave invoice and questioned if the OSR was on a water meter. The clerk shared a copy of the invoice which showed that the costs mostly amounted in standing charges and did not look to be from a meter.
It was agreed and RESOLVED to approve the August accounts.
124. To agree the monthly reserves summary sheet (circulated)
It was agreed and RESOLVED to accept the monthly reserves summary sheet.
125. 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, and Cllr S Christie would complete a hard copy of bank reconciliation after the meeting.
126. To acknowledge and agree NJC pay increment and agree back pay from April 2025 for the clerk’s salary
It agreed and RESOLVED that the NJC pay increment for clerks had been agreed and the clerk was due back pay from April to be paid in full at the next meeting.
127. To discuss and agree the cost of £360 including VAT using CIL money to relocate the Jubilee Bench from Marton Road to The Close.
It was agreed and RESOLVED for Ian Moore Contracting to relocate the Jubilee Bench using CIL money from Marton Road to position agreed, on the pavement, fairly central yet out of the tree coverage where possible on The Close at a cost of £360 including VAT. Clerk to facilitate this.
128. To receive a progress report from the project walking leaflet sub-committee.
Cllr S Christie informed the PC that himself, Cllr C Christie, the clerk and the Chairman had collated ideas towards the walking leaflet project. Cllr S Christie had devised seven walks within the parish consisting of mostly hard surface and footpath. One route appears to be all hard surface and accessible for pushchairs/wheelchairs etc.
Cllr S Christie has named these walks the ‘rainbow walks’ one walk per colour of the rainbow.
Cllr Capuano has volunteered to walk the walks to record the distance, difficulty, suitability and time to complete the walk. It was agreed that Cllr Capuano joined the rainbow walk sub-committee.
Cllr S Christie and Cllr Cook met with Tim Handley, The New Plough Pub landlord who has a background in Cartographer and has kindly offered to produce the rainbow walks leaflet for no fee. The Cllrs have shared some examples of leaflets from other villages and hope to achieve a A4 base sheet for the map that will fold to pocket size and also include historical information about landmarks that walkers will pass on the routes.
Cllr Cook added the idea of incorporating a quiz for on the most accessible route for children to complete with the possibility of involving some local businesses to enable children to get their completed quiz signed off.
The ‘rainbow walks’ project is set for launch for the next financial year. Alongside this a permanent map of the rainbow walks was suggested to be displayed on the reverse side of the village green notice board to aid the leaflet as a ‘you are here’ reference point.
To agree a cost of up to £20 for refreshments for the AW flood meeting if required.
It was agreed and RESOLVED that refreshments would not be appropriate for the public fact-finding meeting.
At 8.30pm Cllr Mullally agreed and added that refreshments could potentially send the meeting off course and cause it to overrun. When she has attended informative meetings, refreshments have not been available.
At 8.31pm the meeting resumed.
To agree an internal auditor for 25/26
It was agreed and RESOLVED to continue the auditing service provided by LALC.
To agree to update bank signatories.
It was agreed and RESOLVED for Cllr Hawke to replace former Cllr Taylor on both bank accounts. Mandate to be signed at the end of the meeting.
To discuss and agree options for maturing bond for August 2025 and accumulated interest
It was discussed to reinvest the £15,000 maturing bond with the additional £10,000 S106 money removed last year. It was agreed and RESOLVED to transfer the interest gained to the S106 reserves to help maintain the open spaces and reinvest the £25,000 into a 6-month bond and review again next year.
Clerk to facilitate via bank transfers to ensure the additional funds reach the maturing bond before its expiration on the 14th August.
133. To agree £180 inc VAT for playpark maintenance to fill the gap around the roundabout with wet pour
It was agreed and RESOLVED to accept the quote from Ian Moore Contracting at the cost of £180 including VAT to fill the gap around the roundabout with left over wet pour using CIL money.
134. To review the Clerk sickness policy
It was noted that on page 2, Section titled: What to do if you are unwell, bullet point one; the 1st and last line, the policy advises the clerk to telephone the clerk if unwell. It was agreed and RESOLVED to amend both references to the clerk to ‘telephone the Chairman’.
135. To review the Hourly paid staff sickness policy
It was agreed and RESOLVED that the Hourly Paid Staff Sickness Policy was reviewed with no amendments.
136. To review the Lone Working Policy
It was noted that on Pg 3, Section ‘Lone Worker’, last bullet point states ‘Text the clerk’s phone at the beginning and end of the shift’. It was discussed that the litter picker and handyman prefer to inform their partners of their working arrangements as this gives them more flexibility when conducting their work.
It was agreed and RESOLVED to amend the last bullet point to ‘Text the clerk’s phone at the beginning and end of the shift or mutually agreed local alternative arrangement.’
137. To review Statement of General Safety Policy
It was noted that the policy is a tailored from the NALC model and is still fit for purpose. It was agreed and RESOLVED that the General Safety Policy was reviewed with no amendments.
138. To agree to accept the gift of a planter from a Mens Sheds member and agree its position.
It was agreed and RESOLVED to defer this item until Cllr Holtby returned with a photo.
139. To consider displaying a small memorial plaque to honour the crew of Wellington DF641
It was discussed that this consideration had been received by the Village Hall committee, and they will be discussing the plaque at their next meeting. Meanwhile village hall committee has been forwarded from the to see if the PC would be interested in displaying the plaque. It was noted that the memorial of the Wellington DF641 was not related to the crash site at Lancaster Farm and that this particular crash site was nearer Thorpe le Fallows. It was noted that the History Society could have an interest in the memorial and access it easier if displayed in the Village Hall. It was agreed and RESOLVED that if the Village Hall chooses not to display the memorial plaque, then the PC would be gratefully receive it to display in the OSR.
140. To discuss views in relation to the local government reorganisation with the Greater Lincolnshire proposal and raise questions as a council
The document previously circulated to councillors ‘A Greater Lincolnshire for All’ was discussed as being a proposal for a Local Government Reorganisation in Greater Lincolnshire
East Lindsey and South Holland District Councils are developing an ambitious proposal, A Greater
Lincolnshire for All, that would see the creation of two new unitary authorities in the north and south of
the county to replace the existing ten authorities in Greater Lincolnshire.
Northern Lincolnshire Unitary Council: Covering North Lincolnshire, North East Lincolnshire, West
Lindsey and the City of Lincoln
Southern Lincolnshire Unitary Council: Covering North Kesteven, South Kesteven, Boston, South
Holland, and East Lindsey.
The Cllrs shared the concern that geographically the areas are too large.
The Cllrs were not in favour as the concept does not seem best suited to a diverse rural population. Cllr Cook is attending a zoom meeting on the 20thAugust at 6.30pm for the proposal where the Parish Councils’ view and position will be shared. Cllr Cook encouraged the Cllrs to individually complete the survey following the QR code to put their personal view on the proposal forward as residents of the parish.
141. To discuss and agree professional crowning and maintenance to the PC trees within the open space on Old Rectory Gardens as requested by a resident.
It was discussed that a resident of the Old Rectory Gardens had requested that the PC trees on the open space require professional maintenance. The resident has suggested that the crowns are lifted on all the trees to help preserve the shape and eliminate low lying branches that propose a risk to children running underneath and an obstruction for the grass cutter. Upon discussion with the resident, he has stated that height is not an issue, but he wouldn’t recommend that they get any taller. It was agreed and RESOLVED that until now the handyman and councillors have pruned the trees and a professional advice and a quote would be beneficial. The council requested that the clerk contacts three contractors to quote for a 2-meter height clearance and advise on any further maintenance required. Cllr Cook volunteered to meet contractors on site. Cllr S Christie advised that the older tree on the open space required some attention.
142. Reports from local organisation.
Youth Club
The behaviour of a hard-core group of members is very challenging at present,
however, it is not thought that the current cohort of members are involved in the
antisocial behaviour issues in the village.
Staff are to continue with the reinforcement of the rules of the club and encourage members to show respect.
All leaders to action visuals and reinforce the importance of respect for staff and the youth club
It was agreed that additional help be brought in to help leaders. This will then give leaders time to be looking
at other areas for example a recruitment drive for additional leaders. It was understood that this additional
help would have to be paid for but would benefit the Youth Club. A sports leader was suggested for starting
in September. Liz to look for grants to pay for the additional help
A school to talk to Year 6 school leavers about the Youth Club and its activities
and provide a flyer. A BBQ and Rodeo will be held on July 18th.
A trip to Alton Towers is not being planned at the moment due to Behaviour issues
143. General maintenance
Clerk will re-reported standing water on Saxilby Road. During the heavy rainfall water gathered as before.
The area was identified by Fix my Street with no further action taken.
Cllr C Christie stated that overgrown hedges around The Close, Eastfield and Fleets Road were still posing
an issue and requested that the PC sends polite reminders to residents. The clerk advised that she hoped
residents would take action from the reminder in the newsletter but would refrain from sending letters and
report to enforcement via Fix my street instead for the offending hedges.
Cllr C Christie requested that the clerk asks the school to keep their boundary hedges maintained as this is
an ongoing responsibility and noted a hedge from a property on the footpath from Fleets Road to Ashfield is
servery overgrown encroaching the footpath with brambles at eye level for children.
Clerk to report to Acis.
The clerk requested that Cllr C Christie takes photos of the offending hedges and share them with the clerk
to report to enforcement.
The clerk informed the Council that a representative from the Sturton and Stow Agricultural and Horticultural
Association has requested that, if at all possible could he present the grant application at the September
Meeting as October meeting falls on enrolment evening of the show. The Cllrs discussed and expressed
their preference having all of the grant applications presented on the same evening. To help mitigate a
solution to the council agreed in principle to start the meeting at an earlier time of 7pm and to move the
presentation of grants near to the top of the agenda before public participation and ensure that the applicant
is able to present first.
It was highlighted that the notice board at Old Rectory Gardens would benefit from some wood treatment
and that the back panel of the Village Green notice board has come loose and needs to be fitted back into
place. Clerk to report to the handy man.
Two members of the public left at 9.27pm
144. Items to be noted for the next meeting.
The Chairman requires a zoom meeting link required for the Greater Lincolnshire for all proposal 20th August
The Chairman requires Zoom meeting link required for the Police meeting 25th September.
Grass Tenders and a possible amendment to the grass contract
Men Sheds Planter
CCTV- Playpark
Jubilee Wood Grass cutting maintenance
To replace Former Cllr Taylor on the HR Sub-Committee
Sturton Parish Council Office Sign to be displayed in the OSR.
General questions to AW from the PC put forward to the clerk
Cllr Mullally left the meeting at 9.34pm
The Chairman reiterated for Cllrs to send any additional questions to put forward to AW to the clerk.
Smoke alarm tested and passed at 9.40pm.