October 2023 Minutes
Sturton by Stow Parish Council met on Wednesday 4th October 2023 in the Old Schoolroom. The Meeting started at 7.30pm.
Meeting chaired by Cllr Gilbert. Present: Parish Clerk, Cllr. C. Christie, Cllr Taylor, Cllr. S. Christie, Cllr. Cook and Cllr Hawke and 5 members of the public.
Cllr Gilbert welcomed everybody to the October Meeting.
1. Recording of Meeting
It was noted that no one was recording meeting.
2. Apologies
Cllr Hoyland
3. To receive declarations of interests in accordance with the Localism Act 2011.
Cllr Gilbert declared a financial interest in item 10b) 4. Expenses for attending Cottam and West Burton hearings.
Cllr Gilbert abstained from voting when this item was discussed.
4. Meeting opened to the public at 7.33pm
Two members of public wished to speak
A resident is concerned regarding agenda item 15; potential development of 31 Tillbridge Road where the new TPO’s have been put in place. The resident has seen trees being chopped down and vegetation being cleared. A conversation had been overheard about the potential of 5 properties being built on the land and questioned the outcome of this in conjunction with the Neighbourhood Plan. The resident raised a concern about bats nesting in the property and newts in the pond and is aware that these species of wildlife needs protecting. He feels the instruction of clearing the land will not take the protection of wildlife into consideration. The Chair informed the resident that if and when a planning application is made council will discuss in conjunction with the Neighbourhood Plan. In regards to the wildlife the Chair encouraged the resident to raise a concern with West Lindsey planning department and that the council would do the same. Clerk to facilitate this.
A resident on Stow Road would like to amend their request to moving the bus shelter, not the bus stop. 2 metres to the right of the property boundaries so that a dropped kerb can be applied for. The resident would like the freedom to access both sides of the property.
Meeting Closed to the Public 7.43pm. A member of the public left at 7.44pm
5. To approve minutes from September Meeting.
It was noted that Cllr S. Chrisite was not listed as being present. In item 6 paragraph 12; when referring to the tree behind the Old Schoolroom the word ‘alder’ needed changing to ‘elder’ and item 6 paragraph 18 reference to LCC should be amended to WLDC.
It was agreed and RESOLVED to amend and approve the September Minutes.
6. Matters arising from minutes.
Clerk has been liaising with Bransby Horses Home with regard to a resident’s request for allotments.
Clerk has reported the sewage smell on Tillbridge Road that was previously raised by a resident with LCC and Anglian Water. Anglian Water came out to inspect. They approached a property nearby whom said there was no smell. Clerk was informed there were no digestors but there will be a smell that occurs from the pumping station on site; however he stated it was a well-treated pumping station on the housing development which has a much larger capacity than what it is currently used for. It is emptied by Anglian Water, Biomass or Boyes and taken to Canwick Hill, here it is formed into cake and spread on the fields. Any further complaints are to be directed to the treatment team at Anglian Water.
Cllr Taylor to confirm that there is no RAAC used in the Village Hall at the next committee meeting.
The proposed date for installing the basket swing is October half term. We have received the sales order confirmation. An article will be sent to West Lindsey, published in the village newsletter, the website, social media and posters on the village notice boards.
Fix My Street- The Close and Upper Close signs have not been replaced. The Lichen on the speed limit sign is under investigation. Clerk to re report on Fix my Street and log with LCC with photos.
The notice board in Bransby has been permanently reinstated on the outer wall of one of the Bransby Horses Home stables with help the facilities manager, the handyman and Cllr Taylor.
Cllr Hoyland has circulated the newsletter draft. After agreement on agenda item 16 it will be sent for printing and distribution.
The Wreath from the Royal British Legion has been ordered for Remembrance Day.
Cllr Taylor informed the council that the potential collapsed drain on Fleets Road as been inspected. It is a partial collapse and the drain is full of tree roots. The contractor identified the run off from the farm to a public driveway- Clerk to report on Fix my Street
We have been successful with the funding from WLDC towards reinstating the rockers in the village hall playpark and building up the ground around them. Hopefully this can be completed on the same day as the installation of the basket swing.
The re-investing of the maturing bond Green Space Funds and interest to the 1-year bond at 5.01% has been instructed. No written confirmation has been received as of yet. Clerk to e-mail.
Cllr Taylor confirmed sizes of the xmas tree holders for this year’s Christmas trees. Village green 160mm for the main tree and approximately 50mm for the smaller trees.
The primary school choir will be attending the Christmas lights switch on event. Clerk is liaising with the choir leader regarding songs.
ROSPA reports have arrived, and these will be discussed on agenda item 23.
Clerk has contacted WLDC with regards to the bins being full as reported on the playpark inspection sheet. The new operative was not aware of the bin situated on Allan Close playpark but from now on will empty it. The other playpark bins are supposed to be emptied weekly however the operative was only emptying them bi weekly. He will now resume to emptying the bins weekly on a Thursday.
Clerk has been informed that another Funding initiative has not replaced the Parish, Path, Partnership (PPP).
Clerk has been in discussion with the planning department about the possible building works on Fleets Road, this is currently being investigated.
A new village litter picker has been successfully employed and starts this month.
Movement of the NS&I monies is to be discussed with new information on the agenda item 13.
Clerk has obtained a more detailed quote for the notice board in the churchyard extension. This will be discussed on agenda item 12.
7. Correspondence received.
Playpark inspection sheet, Field and Footpath Association flyer, clerk and council direct and brochures.
Ombudsman correspondence in response to Santander complaint. The Investigator wanted to close the case. Chairman requested that the Ombudsman reviews our case. Evidence of economic activity has been supplied to enable us to take the complaint further.
At 7.55pm Cllr Butroid joined the meeting
The meeting was opened to Cllr Butroid at 7.57pm for updates.
Cllr Butroid informed the council that the detailed proposed position of the pedestrian crossing drawn by Cllr. S. Christie, subject to survey and findings, has the go ahead. The re-occurring flooding has been discussed to the possibility of having an extra catchment on Fleets Road.
The centre of Bransby Village should be re-surfaced by the end of the year.
The meeting was closed to Cllr Butroid at 8.06pm
8. Planning Granted
146982- 19 Fleets Road- Planning application to erect boundary wall and sliding gates.
It was noted than a porch, which does not exist, is on the plan but it is currently being built. This has been reported to planning and is acceptable if within the required measurements.
For information only Application- 146723- 8 Davey Close- Lawful development certificate for rear extension.
9. Other Planning Matters
31 Tillbridge Road- Ecological issues and removal of trees close to trees with TPO’S will be raised and will be reported to WLDC.
10. Accounts: Online payments to be authorised.
a) Payments agreed i) Salaries-Clerk and expenses/ litter picker/OSR Cleaner/Handyman
b) Payments to be agreed I) Continental Landscapes – Grass cutting £339.66 including VAT
ii) Rospa Inspections- £282.60
iii) Bridge McFarland- Land Registry updating- £90
iv) Cllr Gilbert- Expenses for Cottam and West Burton hearings £21.60
c) Direct Debits paid Multidata £46.05 (September)
British Gas OSR £13.50 including VAT
British Gas Village green £10.68 including VAT.
ID Mobile £23.92
Multi Charge Card- Jubilee Wood Tools £532.14 including VAT.
d) Monies received LCC Grass cutting reimbursement £902.92 (due) not received
FCC 3rd Party over payment refund £144.68
e) Bank Fees Quarterly account charge £18
Multi Charge Card monthly charge £3
Bank Balances following all payments:
C/A £921.01N-U-C/A £8,245.74N-U-D/A £267.72Nat Savings £26,878.17
11. Accounts October 2023 summary –circulated.
It was noted that LCC Grass cutting reimbursement £902.92 stated on the agenda has not arrived so therefore is not in the accounts. It was noted that the figure for the charge card was more than stated on the agenda due to purchasing new xmas lights and cleaning supplies. The figure on the accounts for the charge card is £593.64 inclusive of the £3 monthly charge for the charge card. It was also noted that the FCC 3rd party over payment refund was due to the change in costs on our application for FCC funding and the 10.75% 3rd party donation that the Parish Council had already paid.
There has been no activity in the old current account or new deposit account.
- To discuss and agree cost limit for a new notice board to be installed next to the cemetery.
It was agreed and RESOLVED that the quote supplied from The Pelican Trust totalling to £735 for the new notice board would be purchased using the CIL money and situated just inside of the churchyard extension. Clerk to order, Stow PCC to install.
- To discuss and agree moving NS & I Savings to a savings account with 2.75% interest with current bank account.
The clerk has enquired about the current interest rates with NS&I which are 0.85%. A savings account with our current account provider offers an interest rate of 2.75%. It was agreed and RESOLVED to move the NS&I savings to a savings account with our current bank. Signatories to sign closing of the NS&I account form and opening of new savings account form. The money will be transferred to our current account and then transferred to the savings account when opened.
- To discuss and update on potential dropped kerb, movement of bus shelter and notice board, Stow Road.
Meeting opened to a resident at 8.25pm
The resident highlighted that the space between the lamp post and the bus shelter measures 2 metres.
The meeting was closed the resident at 8.28pm
It was agreed in principle to move the shelter as far as practically possible to the lighting collum subject to the cost being met in full by the resident and subject to planning permission being given. Clerk to enquire about the costs with original bus shelter supplier. Any costs will be settled by the resident. Clerk to report learning telegraph post to BT.
5 votes agreed. Cllr Gilbert did not vote.
- To update on new TPO’s situated at 31 Tillbridge Road. Consisting of x2 Lime, x1 Beech, x1 Sycamore x4 Horse Chestnut.
The TPO’s were discussed and confirmed. Report to WLDC in regards to cutting trees close to the TPO’s.
- To agree and discuss using an alternative printer and agree a pre-authorised limit of up to £150 to enable the clerk to authorise printing of the village newsletter.
It was noted that our usual printers have probably ceased business and therefore the printing of the newsletter has been delayed due to the need of agreeing a new cost and new printer. It was agreed and RESOLVED to accept the quote from The Pelican Trust for 715 copies in black and white at £115 for the newsletter and to pre-authorise a limit of up to £150 to enable the clerk to authorise future printing of the village newsletter if there is an issue with the normal printer.
- To agree cost of £736.13 including VAT using S137 monies to purchase x2 gates for the permissive path.
It was agreed and RESOLVED to purchase x2 gates using CIL money under S137 to enable the proposed permissive path to be closed one day a year in order to keep it permissive. Clerk to purchase the gates on the charge card and organise delivery to Bransby Horses Home. Bransby Horses Home will be installing the gates.
Upon request the chair moved item 20 to be discussed
20. Grants received and noted
Cllr Taylor declared an interest with the Village Hall committee and did not take part in the discussion at 8.50pm
The Village Hall Committee have applied for a grant to replace 8 old heaters in the village hall. They are becoming unreliable and not cost effective. They are applying for a grant of £2000 to cover the cost to replace, supply and fit new heaters.
The Sturton and Stow Horticultural and Agricultural Show Commitee have applied for a grant to upgrade their display boards to new free standing display boards. The current display boards have been used for the last 25 years and are in much need of being replaced. They would also like to purchase some additional tables that have been shared and used by other organisations in the past. The organisation has received £1000 from the Co-op Champions initiative and are looking for a grant of £2803 to help towards these proposed purchases.
Cllr C Christie asked why other organisations were not present at this meeting to explain their grant applications. This is to be investigated.
Clerk to circulate Grant Applications ready for discussion at November’s meeting.
3 public left the meeting at 8.55pm
- To review, discuss and adopt grass tender specification ready for tendering 24/25
Cllr S Christie has been improving the grass specification with finer detailing to previous years. It was discussed to specify the first cut taking place in the first week of April. It was agreed to include both the red and orange areas and to ask the tender to specify the height of the grass that will be left after the cut.
9.05pm the meeting was opened to Cllr Butroid shared the similarities of detail forming the grass specifications in other parishes.
Meeting closed to Cllr Butroid at 9.07pm
It was agreed to specify all the verges to be cut within the 30mph signs and 2 meters around seats. Footpaths to be cut every 28 days to coincide with the grass cuts. Where practical the footpaths should be a width up to 1.5 meters or less where impracticable. Areas not accessible by the mower should be strimmed and to avoid areas evident with spring bulbs until they have died back.
It was agreed to make these amendments and to review at the next meeting.
Cllr S Christie to liaise with the Clerk on finalising the draft grass Spec 24/25.
9.15pm a member of the public left the meeting
- To discuss options for tidying up area around the back of the OSR
Cllr C Christie suggested gravel to tidy up the area around the back of the OSR as opposed to a gate. It was agreed that weed suppressant ‘Teram’, unwashed gravel and a barrier to reduce the gravel overspill would make the area more visually appealing. Chair to measure for amounts needed. Handyman to carry out the work on the area.
- Grants noted and received.
This item was moved and discussed earlier on the agenda (after item 17).
- To discuss budget draft 24/25
The budget draft was discussed and the possibility of a 10% increase on this year’s precept to counter the increasing cost of, materials, salaries and utilities. Projects may need to be delayed and grants restricted.
Clerk to enquire to whether there is a limit to how much the precept can be increased.
- Update on AGAR
It was noted that the Clerk had been contacted by the AGAR auditors querying this year’s AGAR not being accurately completed. A matter raised on last years AGAR 21/22 showing inconsistency of £100 with the published precept. The former clerk was advised to reinstate the correct figures of box 2 £28,594.00 and box 3 £7,435 on this year’s AGAR to be consistent with official records. Unfortunately, this discrepancy was overlooked. The figures stated on this year’s AGAR were the incorrect figures box 2 £28,694.00 and £7,335. Evidence has been supplied and the issue has been dealt with.
- To discuss ROSPA reports 2023
Deferred
- To discuss quotes for a replacement slide in the village hall play park
- Update on Scampton
The Scampton project has been issued stop orders by WLDC. There is Home Office Asylum meeting scheduled for Monday 9th October. The site is not ready to house people.
- Update on Solar Farms
There have been two more solar farms announced. Cottam has had representation. West Burton have had their preliminary meeting adjourned. Written Representation for all is ongoing subject to deadlines specified by ExA (Examining Authority)..
- Update on Neighbourhood plan
The Neighbourhood Plan is being reviewed. Changes need to be made to correspond with the CLLP and some paragraphs need rewording.
- To agree to send a letter of thanks to Bransby Horses Home for their help and co-operation in the positioning of the notice board.
It was agreed and RESOLVED to send a letter of thanks to Bransby Horses Home following the support in reinstalling the notice board in Bransby.
- To agree cost of £250 to trim the tree on village green as it is now starting to obscure the lighting column and needs reduction in height and sides.
It was agreed and RESOLVED to accept the quote from Mr Tindall for £250 to trim the top and sides the lime tree on the village green.
- Reports from local organisation.
- General maintenance in the Parish
The grass in the Village Hall Playpark where the new basket swing is to be installed needs to be cut in advance so that the grass mats can be laid and embedded into the ground.
Clerk volunteered Cllr Hoyland.
- Items to be noted for the next meeting.
Revisit deferred items 23, 24 and 30.
Meeting closed at 10.06pm
Smoke alarm failed, inspected, tested and passed 10.15pm