November 2023 Minutes
Sturton by Stow Parish Council met on Wednesday 1st November 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, Cllr Hoyland and Cllr Hawke and 5 members of the public.
Cllr Gilbert welcomed everybody to the November Meeting.
1. Recording of Meeting
It was noted that no one was recording meeting.
2. Apologies
No apologies all Councillors in attendance
3. To receive declarations of interests in accordance with the Localism Act 2011.
Cllr Taylor and Cllr Hoyland declared an interest in some aspects of item 13. Cllr Taylor and Cllr Hoyland will declare their interests when item 13 is reached and be abstained from voting when their declarations of interest are discussed.
4. Meeting opened to the public at 7.31pm- Two members of public wished to speak
A resident highlighted concerns regarding Queensway. The uneven pavement surfaces have been highlighted at previous meetings however this issue has now been made worse due to the recent flooding. The dyke at the back of Queensway which flooded the area needs to be dug out and cleaned to allow for it to cope better with heavy rainfall. The resident stressed that the flooding had damaged homes of some of the most vulnerable residents of the village. The dyke on Saxilby Road needs attention to remove brambles as it also flooded during the heavy rainfall causing flooding across the road and into front gardens on Saxilby Road. The pavements located in the village nearby have been re-surfaced recently the original state of the pavement was nowhere near the state of the pavements down Queensway. The Chair informed the resident that contact was made with the Flood Risk Officer and photo evidence has been supplied from Queensway and the centre of the Village. The issue has been flagged and is going through the processes required to move forward. The condition of the pavements within Queensway is an issue which has been report multiple times and we are waiting for an update from LCC for scheduled works.
The second resident to speak has concerns about the double yellow lines due to be painted on Tillbridge Road and asked if they were going to be painted in front of the village shop. LCC have not been in contact with the shop owner regarding any yellow lines being placed outside of the shop however plans do not show that this is what is being proposed. The Chair informed the resident that as far as Parish Council is aware the lines are to be placed from the entrance to the co-op car park on Saxilby Road and round to the dropped kerb on Tillbridge Road. Then in front of the pub on Tillbridge Road around the corner up to Saxilby Road to stop irresponsible parking outside of the Co-op. No double yellow lines are expected opposite.
Meeting closed to the public at 7.45pm
- To approve minutes of previous meeting in October 2023 and Extraordinary meeting October 2023.
It was noted that in item 6 paragraph 16; the minutes reads ‘Clerk has been informed that another initiative as not replaced the Parish, Path, Partnership’ this needs amending to ‘‘Clerk has been informed that another funding initiative has not replaced the Parish, Path, Partnership.’
It was agreed and RESOLVED to amend and approve the October Minutes and Extraordinary meeting October minutes. 7.55pm one member of public left the meeting.
6. Matters arising from minutes.
Regarding a resident’s apprehension about bats potentially roosting in a property where land clearance is taking place the Clerk reported the concern to WLDC. WLDC suggested the report should be made to Natural England and the Bat Society. Unfortunately, there has been no response from the Bat Society and due to a derogation license not being in place no crime has been committed to engage Natural England’s involvement. It was indicated to report to the police. Clerk facilitated this and with a licence not being breached the report is seen as “a foreseen crime” with no evidence. The report has been logged and the police officer who happened to be part of the Bat Society is going to request that a representative from her contacts visits the property and looks for evidence of bats. Any further reports to be made via LCC to the Housing and Environment and Enforcement Officer.
Clerk has contacted the previous contractors who installed the bus shelter for a quote. A resident has been informed that a quote will not be supplied to them as the bus shelter is owned by Sturton by Stow PC. No response as of yet.
Clerk has been liaising with Bransby Horses Home with regard to a resident’s request for allotments. Bransby Horse are not able to commit to any changes at this moment. Any land they currently have available would not be in the correct location for allotment use.
The basket swing has been installed earlier than expected. Cllr Hoyland prepared the area before installation and the Play Park has remained closed to allow the groundworks to settle. 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 gulley on the high street has been fixed. The Close and Upper Close signs have not been replaced. The Lichen on the speed limit sign is under investigation. Clerk to has re reported on Fix my Street with photos.
The NS&I account has been successfully closed and funds received into the current account.
The newsletter has been printed and distributed; the new editor has been liaising with local organisations to create the next issue.
The Wreath from the Royal British Legion has arrived ready for Remembrance Day.
We were able to reinstate the rockers in the village hall playpark on same day as the installation of the basket swing. We should receive the funding from WLDC soon to cover the costs.
Clerk has received written confirmation of the reinvestment of the maturing bond ‘Green Space Funds’ and interest to the 1-year bond at 5.01% has been instructed.
The Christmas trees are on order and to be delivered on Friday 1st December. Cllr Taylor has volunteered to assist with delivery. The smaller trees will be reamed however there was concern from the suppliers that reaming the village green tree could lead to weakness in the trunk.
Christmas light switch on and Xmas competition arrangements on the agenda, item 21.
ROSPA reports have arrived, and these will be discussed on agenda item 15.
Clerk has been in discussion with the planning department about the possible building works on Fleets Road. The building works are within the permitted measurement for no planning permission required.
Wording for the notice board in the churchyard extension to be agreed on agenda item 14.
There has been a notice for road resurfacing works in Bransby for the middle of November.
The gates for new permissive path have been received by Bransby Horses and their hedge cutter will begin preparing the area to fit the gates soon.
The grass specification is on the agenda, item 17 to be revisited.
Mr Tindall is hoping to schedule the tree works on the village green this month.
7. Correspondence received.
Playpark inspection sheet- noting slippery surfaces under play equipment and a broken bin in the Village Hall Playpark. Clerk and council direct magazine.
8. Planning Applications
For Information only -Planning Application 147388- Barn at Moor Farm, Tillbridge Road- Prior approval for proposed change of use from agricultural building to 1no. dwelling
Planning Application 147421- 19 Fleets Road- Request for confirmation of compliance with condition 3 (gate details) of planning permission 146982 granted 6 September 2023.
9. Planning Granted
Application- 147098- Eastfield Cottage 23 Tillbridge Road- Planning application for a single storey extension to front.
10. Other Planning Matters
West Burton Solar Farm is going to be revisited. The adjourned meeting is rescheduled for 8th November with an open floor hearing.
Examiners questions- Cottam have scheduled a full week of hearings covering environmental questions.
Gate Burton- The examiners keep putting out questions regarding road access. Meeting in December.
The Neighbourhood Plan is currently under review to bring it in line with the updated CLLP. Hopefully all adjustments made are all level one amendment. The Neighbourhood Planning Team will hold a consultation in open session so that people have the chance to view. Council suggested the inclusion of the permissive path, footpath walking routes to add to the Neighbourhood Plan.
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 (Sept) – Grass cutting £339.66 including VAT.
ii) LALC- Invoice- Clerk Training- £30.00 including VAT.
iii) WLDC- New Litter Bin Village Hall- £552.58 including VAT.
iv) Microsoft Office 365 Subscription Renewal- £59.99 including VAT
v) Ben Usher- Jubilee Wood maintenance x3 days £600 no VAT
c)Direct Debits paid Multidata £46.05 (October)
British Gas OSR £13.51 including VAT
British Gas Village green £10.35 including VAT.
ID Mobile £23.92 including VAT
Wave - £47.39 – no VAT
Charge Card- £736.13 including VAT Gates x2 for Permissive Path.
d)Monies received LCC Grass cutting reimbursement £902.92 (due)
Post Office OSR Hire Quarter 2 £130.00
Ref 141497- CIL Money £575.23
Ref 141511- CIL Money £240.29
Deposit Account Interest £1.80 (Sept)
e) Bank Fees Multi Charge Card monthly charge £3
Bank Balances following all payments:
C/A £921.01N-U-C/A £32,883.57N-U-D/A £399.52Nat Savings £26,878.17
12. Accounts October 2023 summary –circulated.
It was noted that LCC Grass cutting reimbursement £902.92 stated on the agenda has not arrived and not on the accounts. It was noted that a payment of £92.10 has been received for multi data reimbursements for Sept/Oct, this has been added to the accounts. It was noted that the NS &I money had been received into the current account since publishing the agenda £27,032.37 this has been added to the accounts. It was noted on the accounts sheets that item 184: Litter Bin that the £396 from Councillor Initiative Fund was received March 2023 to cover part of the cost and a further £64.48 has been used from the CIL money to bring the total to £460.48.
There has been no activity in the old current account.
It was agreed and RESOLVED that the accept the November accounts.
13. To discuss and agree Grant amounts.
It was noted that £15,000 of grant money was asked for and the more precept asked for from WLDC the more money the homeowner pays.
Cllr Taylor declared an interest and was abstained from discussion and voting in the following grant application.
Village Hall- It was agreed and RESOLVED to not to offer the Village Hall a grant this year. £0
A member of the public left the meeting at 8.17pm
Cllr Taylor declared an interest and was abstained from discussion and voting in the following grant application.
Recreational Ground- It was agreed and RESOLVED to award the Recreation Ground a grant of £1000.
Cllr Hoyland declared an interest and was abstained from discussion and voting in the following grant application.
Youth Club- It was agreed and RESOLVED to award the Youth Club a grant of £3000.
The Plough Football Club- It was agreed and RESOLVED to not accept the grant application inline with our Grant Aid Policy that with the team being an open men’s league it discriminates through sex. However, it was discussed that there may be an option to buy the equipment through S137 for the team as a gift. To revisit under an agenda item next month.
The Sturton and Stow Horticultural and Agricultural and Show Committee- It was agreed and RESOLVED to award the Show Committee a grant of £1400.
FOSSA- It was agreed and RESOLVED to award FOSSA with a grant of £4000.
In total it was agreed and RESOLVED that £9,400 plus a potential gift would be awarded in grant for the year 24/25.
14. To agree on lettering "The Parish of Stow-with-Sturton" for the new notice board to be installed next to the cemetery extension.
It was agreed and RESOLVED that the lettering on the new notice board “The Parish of Stow-with-Sturton". Clerk to order.
15. To discuss ROSPA reports 2023 and agree works if needed.
It was noted the slide in the Village Hall playpark is in need of replacement and the toddler equipment in Allan Close playpark needs attention to clear rust off the underside of the equipment and cleaning of the surface areas. Clerk to facilitate quotes to have the surfaces cleaned and to liaise with the handyman on works needed that he can assist with.
Two members of the public left at 8.46pm
16. To discuss quotes for a replacement slide in the village hall play park.
The slide was highlighted in the ROSPA report as high risk due to its age and new requirements that are now in place. It was recognised that this is a high priority and there is a need for action and It was agreed and RESOLVED to replace the slide in the Village Hall Play Park with a newer slide from Kompan that meets the current standards.
A member of the public left at 8.49pm
17. To review, discuss and adopt grass tender specification ready for tendering 24/25
Cllr S Christie and the Clerk have finalised and circulated the Grass Specification for 24/25. It was agreed and RESOLVED to adopt the new grass tender specification and hedge specification and to send out for tenders immediately and to have the tenders returned ready to discuss and agree in December.
18. To agree renewal of Microsoft Office 360 for 1 year £59.99
It was agreed and RESOLVED to renewal and charge to the charge card.
19. To discuss, review and agree salaries and hire charges.
Salaries and hire charges were reviewed and It was agreed and RESOLVED to accept with no changes.
20. To discuss and agree final arrangements for Remembrance Day.
Youth Club have volunteered to clean the Cenotaph prior to the service. Cllr C Christie and Cllr S Christie to set up the Village Hall and accept mince pies and sausage rolls for after service refreshments from 1.30pm. Clerk to purchase refreshment supplies and deliver to Cllr C Christie on Friday. The service with take place at 3.00pm on Sunday 12th November 2023. Councillors to meet at the Cemetery. The service sheet has been amended and copies will be printed by Stow Church. The bugler will arrive at 2.45pm and the wreath will be laid by Cllr Gilbert. The names will be read by Cllr Taylor. The Service will be led by Rev J Foster and the Stow Church Warden.
21. To discuss and agree final arrangements for the Christmas Light Switch on and the Xmas lights competition.
All available Councillors and helpers to meet on the Village Green on Saturday 2nd December at 9.00am to erect the Christmas tree. The primary school choir will be attending the Christmas lights switch on event on Saturday 2nd December 23 at 4pm. Clerk has liaised with the school regarding chosen songs and will print song sheets. Rev J. Foster will be switching on the lights. Xmas lights competition will be judged on Saturday 16th December by the Chair of Willingham by Stow. Cllr Hoyland has volunteered to chauffer. Clerk to advertise both events.
22. To discuss projects for next year
Cllr S. Christie shared projects for next year. To tidy up the back of the OSR cost of materials approximately £50 should cover weed Teram, 6/8 bags of washed gravel and old timber, tiles, or pallet to act as a barrier. A current waste licence check would need to be done if a commercial operator is used to clear the ground debris.
A 42-inch monitor to be attached to the wall to help facilitate sharing of information in meeting E.g. planning drawings, cost approximately for the monitor and then a bracket for the wall £200. If the receiver is disabled, there will be no need for a TV Licence.
To reinstate the village gateway on Marton Road. To replicate the posts and sign already replaced
A vinyl print of the village crest to place on the green cable box on the village green. Approx costs for all projects £600.
23. To discuss budget draft 24/25 and precept amount.
The budget was discussed alterations were made by adding the awarded grants, decreasing newsletter budget to £600, Increase Chairman allowance to £200 and to include a budget for the projects presented by Cllr. S. Christie. Cllr Hoyland and Cllr S Christie to devise a plan of action to budget costings for ground maintenance in Jubilee Wood. The precept will have an approximate 10% increase. Subject to the grass/hedge tenders the budget and alterations the draft budget and precept amount were agreed in principle.
24.To agree to transfer of £20,000 from NS&I money if account closure is not completed by the meeting.
This item was no longer required as the NS&I money has been received by the meeting.
25. Discuss and agree the amendment of wording in financial regulations in regards to the new online payments system.
It was agreed and RESOLVED that two councillors go through the payment sheet to authorise payments as soon as practically possible. One to check the payment on the online system and one to tick and initial to be in line with practice.
26. To agree to purchase new padlock for Jubilee Wood £30 Max
Suggestion given by Cllr Taylor for a suitable padlock. It was agreed and RESOLVED to purchase a new padlock for Jubilee Wood. Clerk to order.
27. Update on Scampton
No update
28. Update on Solar Farms
Updated and discussed in other planning matters item 10.
29. Update on Neighbourhood plan
Updated and discussed in other planning matters item 10.
30. Reports from local organisation.
Village Hall- The Village Hall are having electrical issues with the outside lights and heating. A contractor is due to come and inspect. The female toilets have been updated.
Jubilee Wood- The strimming works have been completed. A work party is scheduled for the morning of the 12th November to rake up.
Youth Club- Emergency support meeting.
31. General maintenance in the Parish
A bin in the playpark is broken- Clerk to ask Handyman to remove.
Suggestion of a sand bin to be situated near Queensway to help alleviate flooding. Possibly purchase through Councillor Initiative Funding.
Litter Picker highlighted litter is being placed in the sand bin.
Replenished sand and bag supplies in bin. Clerk to see if CIL money can cover the costs.
Clerk to gather quotes for pressure washing playpark surfacing.
Dog bin on Tillbridge Road in need of replacement.
32. Items to be noted for the next meeting.
Revisit the possible gifting of equipment for the Football Club under S137.
Discuss and agree grass/hedge tenders for 24/25
Meeting closed at 10.03pm
Smoke alarm tested and passed 10.15pm