October 2022 minutes
Prior to the meeting the awards for Best kept gardens were presented to the winners.
(Best kept small garden) 10 The Beeches- "Beautiful garden with summer and winter colours."
(Best kept large garden) 4 Fleets Road-" Summer garden, tidy boarders, sharp and clean edges and a lovely green lawn."
(Best kept business) Tillbridge Tastery-"Frontage was exemplary and very nicely pruned."
Sturton by Stow Parish Council met on Wednesday 5th October 2022 in the Old Schoolroom. Meeting started at 7.30pm.
Meeting chaired by Cllr Gilbert. Present: Parish Clerk, Parish Clerk Trainee, Cllr Christie, Cllr Hoyland, Cllr Taylor and 3 members of the public.
Cllr Gilbert welcomed Stacey in her role as the clerk in training
1. Recording of Meeting
It was noted no one was recording meeting.
2. Discussion whether to allow the clerk to have delegated powers to accept reasons for absence from Cllrs prior to the meeting. It was resolved to agree clerk has power to accept.
3. Apologies - Received and accepted from Cllr Hawke and Cllr Cook.
4. To receive declarations of interests in accordance with the Localism Act 2011.
Cllr Hoyland declared an interest in Item 11. It was resolved that he would abstain from voting but would not have to leave the room as the payment was already agreed.
5. Meeting opened to the public at 7.35pm.
A resident of the village raised concerns for the condition and maintenance of the footpaths and alleyways around the village such as loose gravel and uneven surfaces. He had contacted both the LCC and WLDC to enquire about a road sweeper, drain cleaner, the condition of the roads and maintenance of the footpaths. Council advised that the issues are ongoing and takes time to be resolved. Resident was advised to report any causes for concern to Fix My Street and upload photographic evidence where possible.
Meeting closed to public at 7.45pm. 1 member of the public left the meeting.
6. To approve minutes from September Meeting
It was noted that Cllr Hawke was present at the last meeting.
It was resolved to add Cllr Hawke to those present and remove from apologies
It was noted that Stacey Bradshaw should read Stacey Hoyland. It was resolved to change.
It was noted only to keep the first sentence on item 29- the new clerks salary for GDPR reasons.
It was resolved that the minutes would be amended and approved.
7. Matters arising
History Society request for funds for archiving and digitalising information. Awaiting for amount to be requested.
Light Fleets Rd- Passed to WLDC to the Ivy which has been done but not the hedge. Clerk to re report with additional photos.
New bank account-clerk still looking into
Sunken manhole Medway-Repaired
Quaker site- Still looking into
Bransby reply re new right of way. Clerk to re-send e-mail regarding right of way.
Cllr Butroid updated via e-mail that the Fleets Road to Manor Farm repair was a trial treatment to see how the material used would wear. There was a possibility of it not being suitable. Back to highways for update on the footpath.
Dog bin on Ashfield needs cleaning-clerk still to contact Handyman
Risk Assessment litter picker. Agreed to stick to public roads and wear a Hi-Viz
Rospa should have been completed... still awaiting report
PSCO has been contacted about parking on the grass around the school at drop off and pick up times. Cllr Gilbert to contact Cllr Butroid about the use of wooden posts to deter parents from parking on the grass.
8. Correspondence received-General correspondence circulated
LALC Annual
Sausage and Mince pie list to be circulated for Remembrance Day
9. Planning Application
145550- 21 High St- Application to erect two storey rear extension including new pitched roof. No objections, it was RESOLVED comments as follows referencing Neighbourhood Plan.
No additional overlooking, Solar panels will not change the street scene
Policy 5: In keeping with the neighbourhood plan.
Full comments available on WLDC Planning portal.
10. Other Planning Matters. None.
11. Accounts:Cheques to be issued
a)Payments already agreed i)Salaries:Clerk and expenses/litter picker/OSR cleaner/handyman and expenses
ii)Continental landscapes- grasscutting £276.38 plus vat.
ii)Continental Landscapes-playpark hedge £88.55 plus vat FP72 £14.25 plus v
b) Payments to be agreed None
c) Direct Debits British Gas- Electric OSR £13.83 plus vat
British Gas- Electric Village Green £10.18 plus vat
Multi- Data £43.91
d) Monies received WLDC internet village hall £43.91
Bank interest £0.51 (Sept)
Bank Balances following all payments: C/A £8399.95 D/A £5,947.78 Nat Savings £26,853.18
12. Accounts October 2022 accounts: It was RESOLVED to agree the accounts.
13. Reports from Local Organisations
Speedwatch-4 new recruits which now brings us to a total of 11. Fully trained. New location to carry out speedwatch has been authorised on Cowdale Lane in the centre of Bransby.
Youth Club- Recent projects have been successful. No invoice has been received for the rent but are keeping funds back ready. A few behavioural issues at the start of term. The PCSO was invited to speak with the attendees. Could they borrow space on the notice board for a poster? Advised that there are open notice boards available on the Village Hall and near the entrance to Bradshaws. The article submitted to the last newsletter was cut short. We will reiterate to the editor that if article(s) are to be cut short then to communicate and let the author(s) know to ensure it is reduced correctly and their content still as they would like it.
No contact from Recreation Field re meeting.
Village Hall- Trees and hedge have been cut. 3/12/22 Christmas Market. Saturday market is taking its time to pick up but there are new faces that have been noticed.
14. General maintenance issues-
i)Dog bin on Ashfield needs clean
ii)Road sweeper needed along with weeds cleared from gutters
iii)Notice board on the village hall needs some TLC
iv)To find out why Saxilby Road dog bin has been removed and a new bin placed on the grass at the entrance to Queensway.
v)Gulley on the high street is blocked- clerk to report on Fix My Street.
vi)Bus stop opposite the school is looking unsightly on the inside. Handyman to look at. Possible project.
When reporting on Fix my street Cllrs may use Sturton By Stow Parish Council and their Council email address; forward to clerk.
15. Policies to agree Lone working and Health and Safety. It was agreed and resolved to adopt both policies with no changes.
16. Grant applications received and noted
£2000 Village Hall
£3000 Youth Club- awaiting bank statement
£4000 The Recreation Field
£1250 FOSSA
Clerks to prepare draft budget for next meeting.
17. To discuss village gateways/signs at entrance to village and how to proceed in 23/24 in preparation for preparing budget
Clerk to look at prices for new signs, Stow to be contacted. Logo to be circulated, possibly involve children to design from the school. It was agreed to remove the white gateposts for health and safety reasons. Request the rotten wood is burnt at village bonfire.
18. Projects for 23/24
Gateway/ Signage- to look for quotes and communicate with Stow
Coronation of King Charles III Celebration £1000
Mid Term and full audit £200
3 New Trophies and 1 Shield £500
Accounts package- To look for quotes- possible to use templated from Office 365
Old School Room repairs £5000- Maybe a grant for refurbing a community building.
19.To agree virement (movement of budget monies) for handyman salary
It was agreed and resolved that monies for expenses, tools and hours spent in the playpark will come out of the play park budget to cover the handyman’s expenses
Agreed to combine grasscutting and footpath cutting under one heading.
20.Xmas arrangements i)agreement for purchase of Xmas Trees ii)to agree for Parish Council to purchase all small trees iii)To agree whether to hold Xmas Lights Competition
It was resolved that the council would pay for all the small trees and to purchase them from Fillingham.
It was resolved to hold a Christmas lights competition to be judged on the 10th December 2022 by a member of Willingham Parish Council.
9.23pm the remaining two members of the public left the meeting.
21.To discuss afternoon tea to be held in January
It was discussed that the over 65's Afternoon tea would be held on the 21st/22nd January 2023 (12-4pm) Cllr Taylor to communicate with the village hall to whether these dates are available. 50 people max on a first come first served basis. The Council discussed that a warm meal would be more appropriate. Options put forward; a chicken roast, Shepherds Pie/Chicken Pie and a Vegetarian option. Participants to pre order. Clerk to discuss with caterer used for the Jubilee.
22.To discuss provision of letter box in the Old Schoolroom and to agree Parish Council correspondence to be sent to the Old Schoolroom
It was resolved to purchase a lockable letter box that can accommodate A4 Letters for the Old School Room. It was resolved to change the correspondence address formally to the Old School Room and for all mail to be directed there for the Parish Council.
Cllr Taylor left the room at 9.38pm to look for suitable placement of the proposed letter box and returned at 9.39pm
23. Items to be noted for the next meeting
Allotments
To agree to purchase a new computer program for accounts/budgets; circa £60
24. To agree to go into closed session to discuss appointment of new clerk. If agreed press and public will be asked to leave
It was agreed to go into closed session
Meeting closed to the public at 9.50pm
25. To discuss advertising for new Old Schoolroom Cleaner. To agree former clerk being available to consult until the end of the year 22/23 is completed. Council to agree hourly rate. To discuss and agree sickness policy.
It was resolved to advertised for a new OSR cleaner. 2 hours every two weeks. Advertisement to be placed on the notice boards, website and Facebook. To apply with a covering letter to the Clerk- closing date 1st November 2022. Applications to be discussed at November’s meeting.
It was agreed and resolved for former clerk to be available to consult until the end of the year 22/23 is completed and to pay her former hourly rate.
Clerk Sickness Policy and Hourly Paid Sickness policy both agreed and resolved with the amendment to pay hourly paid staff 4 weeks sick pay (4 hrs for the cleaner and 8 hrs for the litter picker) in any 12 month period. This will align with the holiday year. They are not eligible for SSP.
It was agreed to send letters which will form part of their contracts to make them aware of the enhancement.
It was noted that the solicitor had replied regarding the Recreation Field Land Registration stating the Land Registry were unwilling to register the land in the Parish Council name due to the presence of the Recreation Field Charity. It was suggested that the land be registered initially in the Charity name and then transferred to the Parish Council. Clerk to enquire if this can be achieved in one transaction. Item to be placed on agenda.
Meeting closed at 10.10pm