2023 Minutes

Sturton by Stow Parish Council met on Wednesday 7th June 2023 in The Old Schoolroom. The Meeting started at 7.13pm following The Best Kept Coronation Gardens 2023 award presentation. Judged and presented by Mr and Mrs Moore.

1st Place- The King Charles III Coronation Cup – 10 The Beeches

2nd Place- Clifton Cup- 4 Davey Close

Best Business Premises – Leonard Quaich Cup- Bransby Horses Home

Meeting chaired by the Chair Cllr Gilbert.  Present:  Parish Clerk, Cllr Christie, Cllr Cook, Cllr Hawke, Cllr Taylor and 2 members of the public.

Cllr Gilbert welcomed everybody to the June Meeting.

1. Recording of meeting

It was noted no one was recording the meeting.

2. Apologies

No apologies- All Cllrs present.

3. To receive declaration of interests in accordance with the Localism Act 2011

None.

4. Meeting opened to the public.

Meeting opened to the public at 7.14pm. Both members of the public wished to speak.

Cllr Butroid updated Council on the condition of the footpaths. In other villages it has been up to a six month wait for weed treatment to take place.

Cllr Hoyland and two members of the public joined the meeting at 7.20pm

With agreement from the Council the Chairman moved Items 14 and 15 forward on the agenda to discuss with the second member of public who wished to speak at 7.22pm.

14. To discuss and agree a new permissive path which will run from Bonniwells Lane (unclassified road) in Bransby through a field to Tillbridge Road

The Director of Equine Welfare attended the meeting to reconnect with the Parish Council to discuss and agree a new permissive path which will run from Bonniwells Lane (unclassified road) in Bransby through a field to Tillbridge Road.  As an organisation Bransby Horses Home are committed to providing a safer walking space as this is important for the community to have safe green spaces to walk. Longstanding employees of Bransby Horses Home who know the area and background of the village have been involved in discussing the proposed permissive path. The farmer currently using the field is in agreement and he will spray off the footpath and keep it accessible and useable. The permissive path with join up Tillbridge Road, Saxilby Road and Bransby walking routes to provide safe walking routes bypassing the main roads and traffic.

 The Parish Council is very thankful for the time and effort put into this research and liaising with the farmer for access. The surface of the path will remain as grass. The Parish Council will liaise with the LCC to request the speed limit is reduced and the 40mph zone extended to make the area safer for the new permissive route from Tillbridge Road.

It was agreed and RESOLVED to accept the new permissive route proposal from Bransby Horses Home.

15. To discuss the purchase of pedestrian gates to ensure that when the permissive path needs to be closed - which is once per year minimum to keep the path permissive.

It was discussed for the Parish Council to purchase two pedestrian gates so they can be closed for safety for pedestrians on Tillbridge Road and be closed once a year minimum to keep the path permissive.

 The proposed style of gate is galvanised spring-loaded swing gate. This style of gate is already used in and around Bransby Horses Home. The price per gate is between £360-£380 of which two will be required. A fencing contractor to Bransby will install the gates. A sign will need to be purchased stating  it is a permissive path – Bransby Horses Home will supply this. CIL money could cover the costs of the gates.

It was agreed and RESOLVED that the Parish Council purchase two gates for the new permissive path.

It was noted that around 20 Sycamore trees situated in Jubilee Wood are very near to the Bransby Horses Home isolation bay. Council were informed that the trees are toxic to Horses if ingested. In the last 15/20 years there has been more extensive research into this. The ‘helicopter’ seeds disburse to the horse fields, they then turn to saplings and must be sprayed, to follow extensive groundwork is needed to make the field as safe as can be for the Horses. Bransby Horses Home question whether the council would be open to the trees being felled and replaced, cost covered by Bransby Horses Home. A tree expert from Bransby will be able to assist.

Cllr Hawke to assess the trees in Jubilee Wood and the matter will be placed on the Agenda for July where we can discuss further.

Meeting closed to the Public 7.44pm One member of the public left.

5. To approve minutes of previous meeting in April 2023

It was noted that item 5 To approve minutes of previous meeting in April 2023 needed amending to

approve minutes of previous meeting in May 2023. It was agreed and RESOLVED that the minutes be approved.

6. To approve minutes of Extraordinary Meeting in May 2023

It was agreed and RESOLVED that the minutes of the Extraordinary Meeting in May be approved.

7. Matters arising from minutes.

Unfortunately, Sturton by Stow Parish Council were not successful for the Co-op Community Champions Scheme.

FCC Funding are meeting on the 13June to discuss applications.

Clerk has reported the overhanging brambles on Saxilby Road near the village sign. This has been moved to enforcement.

Clerk has reported Swan Drive sign on Fix my Street. The sign has been replaced.

Land Registry and Vesting procedure has now been completed to the Recreational Ground Committee.

School have sent an e-mail to parents regarding safer parking. It seemed to take effect at first unfortunately now the offenders are now parking on pavements again.

The Recreational Ground Committee are happy to send across the minutes as and when they have their meetings.

The new accounts package is working will and after tonight’s meeting the new bank account will be accessed for payments.

The budget on the agenda has been created using the new bank account. It needs some amendments but overall it has displayed clearly.

Clerk received the new Coronation Cup, which has been awarded to this years’ 1 Prize winner at the Best Kept Coronation Garden Awards.

Cllr Hawke has received the keys for the Old Schoolroom, the Clerk’s Office and Store Cupboard in preparation for the purchasing and receiving Jubilee Wood tools.

The Coronation mugs for the Primary School and Pre-School were gratefully received.

8. Correspondence received.

Monthly Play park inspection sheet (Comment regarding birds fouling on equipment. Clerk to report to Handyman) Anonymous letter regarding adolescents behaviour and disrespect for the village and people and thank you card from the primary school to circulate.

9. Planning Applications

Application Reference- 146684- Kelloway House- Application for a lawful development certificate for existing outbuildings B, C & D for commercial workshops and storage space for mechanical fixings.

It was agreed and RESOLVED that the Parish Council make a general observation of no comment.

10. Planning Granted

Application Reference- 146434- Tizzy’s Barn 9a High Street- Planning application for extension of existing dwelling being variation of condition 2 of planning permission 143788 granted 6th December 2021 re: extension to east elevation.

Application Reference- 146430- 8 Manor Farm Drive- Planning application for first floor extension and single storey rear extension.

Application Reference-146282- Land adjacent to Fleets Road. Application for approval of reserved matters for plot 1 considering access, appearance, landscaping, layout and scale following outline planning permission 140331 granted 6th February 2020 to erect 5no. dwellings being variation to condition 1, 3 and 4 of 142814 granted 28th May 2021- amendments to site plan to include gates and brick piers.

11. Other Planning Matters

It was noted that building sites were working over the bank holiday. There are no working hours directive on the planning permission. Moving forward during the review of the Neighbourhood Plan acceptable working hours will be highlighted on an environmental route.

12. Accounts: cheques to be issued

        a) Payments agreed   

          i) Salaries-Clerk/trainee clerk and expenses/litter picker/OSR Cleaner/Handy Man

ii) Playdale Invoice 0000050681- The Glebe repairs £536.40 + VAT

ii) Playdale Invoice 0000050688- The Village Hall repairs £355.41 + VAT

iv) Continental Landscapes – Grass cutting £155.58 including VAT

v) LC Printing Services- Newsletters- £71.50

b) Payments to be agreed       

                                                      i) Drainage Rates- £28.86

                                                      ii) MJL- Fire Safety Services- £109.90 + VAT

                                                      iii) Zurich Insurance- £783.77

                                                      iv) Onyx Trophies- Engraving- £84.00 + VAT

c) Direct Debits paid

ii) British Gas OSR £ 15.60 +VAT

iii) British Gas Village green £13.08 +VAT

iv) ID Mobile £23.92

d) Monies ReceivedPost Office OSR Hire- £250

Bank Balances following all payments.

C/A £5,164.91U- N C/A £17,176.46U-N D/A £250.00 Nat Savings £26,878.17

13. Accounts June 2023 summary –circulated.

It was noted that the bank fee of the new account had been missed of the Agenda Unity Bank £6.20 and that the Wayleave charge has not been received last month due to it being instructed to be deposited in the closed account so therefore has been adjusted on the accounts. Another Wayleave cheque has been re issued and this could take up to 4 weeks.

It was noted that £20,000 has been transferred from the old bank account to the new bank account in preparation for a manual switch. This was agreed and acted upon at the May Extraordinary meeting.

It was RESOLVED to agree the accounts.

14. Discussed within Item 4

 15. Discussed within Item 4

16. To discuss findings of the walkabout inspection

Cllr Gilbert- The Close name sign needs replacing and The Upper Close name sign is peeling off. Clerk to report to Fix my Street.

Cllr Hawke- Lichen is growing on the speed limit sign on Marton Road. Clerk to report to LCC Highways before it becomes an issue. The final condition of the road and old pavements- Cllr Butroid to chase.

Cllr Christie – Highways need to cut back hedges and clear debris on Saxilby Road leading to the footpath. The 30-mph sign is becoming obscured by hedging. Cllr Butroid to report.

7 Fleets Road hedge needs trimming along the footpath. Clerk to contact Acis. 17 and 22 Fleets Road hedge in desperate need of cutting as they are impending on the view of the road. Clerk to report on Fix My Street.

Cllr Hoyland- There is an overgrown area near the line of trees on The Glebe that doesn’t appear to have been strimmed. Clerk to chase.

Cllr Cooke- The replacement trees on The Glebe are showing signs of growth.

Cllr Taylor- The bench on Marton Road needs strimming underneath as there are weeds, brambles growing through the seat. The letter box needs a clean- Clerk to report to Handy Man. The footpath between Westwoods and the stream hasn’t been sprayed off. The outside hedge of Jubilee Wood needs cutting- Cllr Hawke advised to wait until autumn unless it is causing visibility issues with traffic.

Bad pot holes through Bransby- Cllr Butroid to report.

The Parish Council notice board in Bransby needs some TLC. Clerk to ask Handyman to sand, re varnish and replace the cork board inside as it is becoming impossible to pin notices up.

South West approach to Bransby the 30mph sign is being obscured by hedging and the seat at the crossroads needs strimming. Cllr Butroid to report these issues.

It was agreed and RESOLVED to bring Item 30 forward to discuss alongside the village walkabout findings.

Item 30. General maintenance in the Parish

1. To discuss parking on the grass on High Street (Bollards)

Cllr Gilbert met with a representative of the Highways team. They have agreed to place bollards from the 20 mph sign near the school to the footpath 2 meters apart. Work is to be scheduled in the summer holidays and grass seed will be laid to repair patches of the grass.

Wooden Bus shelter near the School Lane junction the internal panel has come off and is propped behind the shelter. Handyman to repair or replace and repaint as necessary with plywood and batons.

Wooden bus shelter on Saxilby Road needs a tidy up and a clean. Clerk to report to Handyman.

The Glebe gulley on Stow Road is broken and could cause entrapment if a child was to step on it. A cone has been placed on top. Clerk to report on Fix My Street.

17. To discuss finance and time frame for remaining handover from consultant clerk to clerk.

It was discussed that the original budget has been used and to move a virement of £150 to use as a budget for the remaining handover from consultant clerk to clerk over the next three months.

18. To agree renewal insurance policy schedule £783.77

It was agreed and RESOLVED to accept the renewal policy and pay £783.77.

19. To construct a letter regarding the withdrawal of PCSO’s from our area

It was discussed that the number of PCSO’S is being reduced to 10 who will be patrolling Gainsborough. As an alternative to having PCSO’S around the village there is a proposed geographical split between East and West Lindsey.The aim is to have teams’ meetings with the Chairs of the Parishes.

8.47pm- Meeting opened to Cllr Butroid

50 % of the redundant PCSO’S will be trained to be warranted officers. The changed approach to neighbourhood policing should be better.

8.55pm Meeting closed to public

It was agreed and RESOLVED to reword the last paragraph.

20. To discuss new editor for the village newsletter

Cllr Hawke proposed a new editor that would be willing to take on the role in October. Clerk to relay information to current editor.

9.01pm two members of the public left

21. To agree statement for Cottam

The statement for Cottam was discussed. It was agreed and RESOLVED that the statement reflects true relevant representation to be shared before the examination stage.

Cllr Christie abstained from voting.

22.  To discuss maturing bond for July 2023

It was agreed and RESOLVED to re-invest the £25,000 green space monies back into a two/three-year bond. Cllr Cook to research investment options.

23. Update on playpark- inspection 2023-ROSPA

Both manufacturers have commenced their work in The Glebe and The Village Hall play parks. Clerk has looked at the original synopsis and although a lot of work has been completed there is still work to be done. Clerk to contact manufacturer about the Carousel in the Village Hall play park and wet pour which was highlighted on the ROSPA. It was noted that ROSPA are due again in August to inspect the Play parks.

24. To discuss quarterly budget

The quarterly budget was discussed. It was noted that the Clerk will work on the budget with consultant clerk for the July meeting. The biggest overspend is shown to be staff costs due to the handover between consultant clerk and current clerk.

25. To discuss OSR risk assessment cleaning review

It was agreed and RESOLVED to add in that the cleaner must clock in and out of the premises via texting the clerk.

26. To discuss and review GDPR Policies

The following GDPR policies were discussed and reviewed.

• Method Statement for cleaning- To add lone working and clocking in and clocking and out when cleaning at The Old Schoolroom.
• Data Protection-To amend highlighted areas.
• General Privacy Notice- No amendments
• Data Protection Map- Amend contact details from consultant clerk to clerk.
• Data Breach- To amend highlighted yellow areas.
• Subject Access Request Procedure- To amend the highlighted yellow areas.
• It was agreed and RESOLVED that amendments would be made and the GDPR Policies will be reviewed again next year.

27. To discuss and review Risk assessment Pg4

It was agreed and RESOLVED that no amendments need to be made to Risk assessment Pg 4.

28. Review Grant application

It was agreed and RESOLVED that grants applied for must be for a specific project that is not ongoing.

29. Reports from local organisation
30.  

30. General Maintenance
    1. To discuss parking on the grass on High Street (Bollards)

Discussed with Item 16

31. Items to be noted for the next meeting

Possible felling of the Sycamore trees in Jubilee Wood

Quarterly Budget in more detail

A new solar proposal Luminous Energy

Meeting Closed 10.02pm

Fire alarm tested and passed