July 2026
Sturton by Stow Parish Council met on Wednesday 1st July 2026 in the Old Schoolroom. The meeting started at 7.30pm.
Meeting Chaired by Cllr Cook
Minutes recorded by S. Hoyland - Parish Clerk
Present: Cllr S Christie, Cllr C Christie, Cllr Hawke, Cllr Holtby, Cllr Capuano and 4 members of the public
Absent: Cllr Calder
Cllr Cook welcomed everybody to the July 2026 Parish Council meeting.
112. To receive and accept apologies where valid reasons for absence have been given to the Parish Clerk prior to the meeting.
Apologies for absence had been received from Cllr Calder and Cllr Mullally. It was agreed and RESOLVED that apologies for absence were accepted.
113. 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.
Cllr Holtby declared a financial interest in items 122. a i). Salaries and a vi) Mens Sheds Invoice.
At the Chairmans discretion Cllr Holtby was permitted to stay in the room as it was noted that the salaries had been pre-authorised therefore agreement was not required.
114. Public Participation
At 7.31pm the meeting was adjourned for public participation. Three residents wished to speak.
At 7.32pm a resident commented that that grass cutting around the village was looking superb and that the open space at The Glebe was looking fantastic. He continued that you could see that the cuts are not being rushed which makes all the difference to the finished result.
At 7.33pm a resident updated the council that she had been offered £40 per call out to AW in compensation regarding flooding in her property and that she had begun a legal claim against AW for compensation for their negligence due to failing to maintain a public sewer. CCW have done their bit, and her private legal battle will continue. She highlighted the importance to not lose momentum with AW as the roots will grow back.
At 7.34pm Cllr C Christie left the room to answer a phone call.
At 7.35pm Cllr C Christie returned to the meeting
At 7.36pm Cllr Cook informed the public that since the last meeting Cllr S Christie, Cllr Hawke and himself had attended a zoom meeting with the AW network team to review CCTV findings, survey data, and technical findings and discuss next steps in more detail.
He stated that he found the team to be very honest. The team emphasised their findings regarding the roots in the sewer on Stow Road, explaining that they were growing from a private sewer into the main sewer. He highlighted the importance of identifying which tree the roots originated from in order to establish its location.
AW agreed to provide the exact measurements of the roots that had been removed and asked the Clerk to follow this up.
The Chairman queried whether a biological assessment of the roots could be undertaken to identify the species and thereby help narrow the scope of the investigation. AW advised that they do not have the facilities or capability to carry out this type of biological analysis.
They have plans to sleeve a 100-yard section of the sewer from Old Rectory Gardens towards the man cover near Rose Cottage on Stow Road and stated that this maintenance should see it good for 15 years.
At 7.39pm another resident asked whether AW would be inspecting private sewers to determine if there were other instances of root ingress that could affect the main sewer in other areas of the village.
Cllr S. Christie responded that they could not confirm this, as it was not within their remit to ask homeowners to inspect their private sewer connections for root ingress.
It was noted that through the conversations the team didn’t touch on surface water.
The Chairman stated that once the Parish Council have the measurements he and Cllr S Christie were prepared to measure out the radius a with surveyors’ tape on a map to narrow down possibilities of where the roots have come from, he reiterated that the roots are coming from a private sewer to the main sewer line.
Cllr Hawke stated that if the private owner chooses to fell the tree to which the roots belong then they can but AW cannot enforce it.
Cllr S Christie stated that AW were going to check the sewers for roots the week after the teams meeting took place.
Cllr Cook confirmed that there have been discussions to cut off one of the pumps at Stow pumping station to reduce the amount coming from Stow.
A resident questioned how this would be done.
Cllr S Christie explained that there are two pumps at the pumping station that discharge to Sturton.
Cllr Cook added that an attenuation scheme is going to be put at Stow to take the extreme surge and then drain off.
A resident asked about the new sewer line proposed for Old Rectory Park.
Cllr Cook confirmed that at first thought, having a new line put in would reduce the stress on the system and envisaged a whole new pipeline across the field of Old Rectory Gardens to Old Rectory Park. There was permission for surface water to go into the sewer. If this happened, then Old Rectory Park would be flooded.
A resident questioned the upkeep of the original pipework and how AW would stop properties diverting surface water into the sewer which overwhelms the system.
Cllr Cook stated that some properties had been identified as doing this in Stow which increased the flow and exacerbates the flooding in Sturton. He added that it was a long process before enforcement is used and there is always the possibility of homeowners swapping back once they have been inspected.
The Chairman requested that the clerk chased AW for the measurements and got some indication on the sleeving schedule to feed back to council.
Cllr Hawke pointed out that the roots will re grow
Cllr Cook said all indications point to a private property, before approaching the homeowner he and Cllr S Christie will use the measurements from AW to be sure. Stage one is to identify the property and then to consult with the homeowner requesting that they consider investigations into your sewer line.
At 7.45pm a resident shared that she had been liasing with the flood and water department at LCC regarding the ditch at Capps Island, Stow Road. She stated that the ditch was supposed to be cleared out by agency and that WLDC and the Flood and Water Department are going to inspect the dyke as the part of the field where we flood from is lower than the other end of the field where it joins the dyke.
The clerk stated that she also had an update on this in the next agenda item.
The Chairman thanked the public and closed the meeting to the public at 7.49pm and continued with the agenda.
115. To discuss flooding updates and agree next steps
It was noted that
The clerk updated the council on flooding updates from various agencies.
Updates can be viewed as alongside the clerk’s report.
116. To approve minutes of previous meeting in June 2026 and authorise the Chairman to sign
It was agreed and RESOLVED the June 2026 minutes as presented and authorise the Chairman to sign as a true record.
117. To receive the Clerks Report
The Clerks report can be viewed as Appendix A.
In addition to the clerks report it was noted that councillors had been made aware via email that the wet pour maintenance had been attempted to fill the gap however the area has worsened, shrunk further with the extreme weather and become loose therefore not bonding as the current wet pour is loose and flexible. The contractor suggests an alternative method of a liquid concrete to pour in so that it can seep under the existing wet pour and then to weigh it down to make it knit together. There will be no extra costs. There is already a concrete edging, this alternative method will just widen the area. The councillors were happy with this arrangement, and it was agreed that this could be completed under emergency repairs whilst the playpark is closed. Clerk to notify contractor.
Cllr Hawke mentioned that he had noticed that the location of the fourth and final Speed Indicator Posts had been identified on Marton Road almost directly opposite the previous position. Cllr Cook mentioned that he was impressed with the set up of the SID’s and if further funding could be identified to purchase two additional SID’s he would certainly support it.
It was noted that a gov.uk for the new Community Emergency Lead would be beneficial to ensure data of the parish council and vulnerable residents that signed up was secure.
The Chairman highlighted that he was disheartened that there had been no reply from Natomar Homes, Highways/ Balfour Beatty or Cllr Wimhurst regarding the verge damage.
The clerk noted that she has been in touch with Saxilby Fire Department, and they do not offer risk assessments to business premises and suggested to seek an independent fire risk assessor. Clerk to gather quotes.
The Clerk informed the Council that the school had circulated the Parish Council vacancy email as requested.
Cllr C. Christie asked whether the Clerk had spoken with the Headteacher regarding the hedge maintenance. The Clerk confirmed that she had passed on the recommendation for a harsher cut to enable the telecommunications pole and fire hydrant marker to be visible making sure the maintenance door on the lighting column can be reached. The Headteacher advised that this recommendation would be taken into consideration for the next hedge cut and also informed the Clerk that maintenance of the trees lining the footpath was being scheduled.
The Multi Parish Council, WLDC and Scampton Holdings (SH) meeting on Wednesday 24th June 2026, 18.30pm at BSA Village Hall was cancelled.
Cllr Hawke suggested to contact WLDC regarding the recommendations of the tree surveys as both trees have TPO’s and that the recommendations were so minimal that they may not be necessary.
A resident informed the Clerk that the Tour of Britain is scheduled to pass through Sturton on 2nd September and raised concerns regarding traffic diversions and parking arrangements. It was suggested that a temporary car park may be required, as Stow Road, High Street and Tillbridge Road are likely to be subject to road closures and parking restrictions. The resident also highlighted the importance of providing advance notice to residents. The clerk noted that it would be the last day of the summer holidays.
The Chairman noted these concerns. It was discussed that no prior engagement had been received from the event organisers or the relevant authorities. It was agreed that the Clerk would contact the Police Inspector to obtain further information regarding the route, road closures and traffic management arrangements.
Lastly, he requested that the clerk chased up LSH residential for a response regarding the damage to the sign, verge and over hanging trees at the entrance to Old Rectory Gardens.
118. Correspondence received.
Playpark Monthly Inspection Sheet.
119. Planning Applications (Any applications up to the date of the meeting)
WL/2026/00547- Cottam Solar Project- Request for confirmation of compliance with requirement 4 (Community Liaison Group) of the Cottam Solar Project Order 2024 (SI 943/2024)
The Chairman noted that the purpose of this application was to demonstrate compliance with Requirement 4 of the Cottam Solar Project Order 2024, relating to community engagement. He acknowledged that the project undertaker was consulting with the community as required. However, it was felt that, although extensive consultation documents had been provided, they contained little meaningful information that was readily understandable by the general public.
It was therefore agreed and RESOLVED to submit a general observation stating that Sturton by Stow Parish Council considers that the applicant could improve communication and community engagement by providing clear, meaningful information in plain English. Consultation documents and project updates should be written in an accessible format that enables local residents to understand the proposals, their potential impacts, and the progress of the project without the need to interpret technical or overly complex language.
120. Planning Granted (Any applications up to the date of the meeting)
WL/2025/00213- Land adjacent to 54 Saxilby Road-Planning application for 2no. holiday lets
It was noted that although granted it would be beneficial to keep an eye on the increase of hardstanding imperable surface and flooding risk to Queensway.
121. Other planning matters.
Reconsultation- WL/2026/00107 - Land adjacent to The Hollies, 23 Fleets Road- Planning application for change of use of agricultural land to residential garden
It was noted that this application displays as withdrawn however the status remains pending. It is possible that another re-consultation is being developed.
There has been no reply from the landowner on Saxilby Road regarding riparian rights of the ditches on the west side of Saxilby Road, thought it seems that the Flood and Water Department will be dealing with this in relation to flooding hot spots.
The planning officer has checked the planning database and is unable to see an application that changes the use from a church to residential dwelling. They have since made a site visit to St Hughs Church, High Street during which they observed soil piled up on the land. Unfortunately, there was no one present at the time; therefore, they were unable to gain access to inspect the inside of the property. They have since completed a Land Registry check and will be writing to the owner to arrange a site meeting. This will allow them to inspect the interior and better understand their future intentions. Following this, I will be able to advise whether planning permission is required.
At 8.12pm two public left the meeting
122. Accounts: Online payments
At the Chairmans discretion Cllr Holtby remained in the room as all payments had been pre- authorised at the annual agreement.
Pre-authorised payments
i) Salaries-Clerk and expenses/litter picker/OSR Cleaner/Handy-man/PAYE
ii) Ian Moore Contracting INV 848 - Full Grass Cut and Strim £528 including VAT
iii) Ian Moore Contracting INV 826- Full Grass Cut and Strim £486 including VAT
iv) Ian Moore Contracting INV 802 - Full Grass Cut and Strim £528 including VAT
v) RW Tree Services £300 including VAT (If completed)
vi) Mens Sheds £140 no Vat – X2 Replacement Planters positioned outside of The Tastery.
Payments to be agreed: None
Direct Debits paid:
British Gas OSR –£14.41 including VAT
British Gas Village Green- £14.93 including VAT
ID Mobile- Phone Contract- £8.00
Charge Card- (£16.49) including £3 Charge fee. £13.49 HP Ink Subscription
d) Bank Fees
Multi Charge Card monthly charge £3 included within charge card total
Monthly Bank Account Fee £7
e) Monies Received None
f) Bank Transfer
£10,000 to return to the savings account now that the precept has been received
£5,000 additional sums to the savings account
N-U-C/A £31,504.74 N-U-D/A £1,974.39 N-U-S/A £17,962.19
123. To approve the July 2026 accounts (circulated)
The clerk informed the council that she had contacted local organisations to evidence original expenditure of previous grants 25/26. She noted that remaining evidence from FOSSA was still outstanding.
It was noted that the accounts software package had been under construction and was not displaying the savings account. Due to this the clerk was unable to evidence the transfer on the system and therefore recommends that the transfers are not carried out until next month. She has reported the issue to the helps desk and hopes that the issue is resolved for the next meeting.
It was agreed and RESOLVED to approve the July 2026 accounts.
124. To agree the monthly reserves summary sheet (circulated)
As requested at the last meeting the clerk deducted the net cost of the emergency bus shelter repairs from the unexpected expenditure fund and refunded the amount back into the general pc reserve. It was agreed that by the end of year this will give us a true figure of any unexpected expenditure accrued throughout the year. It was agreed and RESOLVED to approve the monthly reserves sheet
125. To agree bank reconciliation.
It was noted that Cllr S Christie had been unable to reconcile the bank accounts due to a Wi-Fi issue on his laptop. It was agreed and RESOLVED to accept the electronic bank reconciliation produced by the Clerk.
Cllr S Christie to complete the hard copy of the bank reconciliation after the meeting using the clerks Wi-Fi.
126. To review the Quarter one of the Quarterly budget
It was noted that all reserves were within budget other than an overspend on the clerks training due to the CiLCA expenses. The clerk explained that funds were available as the costs to cover 200 hours of training was spilt over the 24/25 and 25/26 budgets. Due to the reserves being emptied for the 26/27 financial year it looks as though there is not enough to cover the expenditure. He summarised that the funds budgeted across that previous two years will no be part of the £8000 unexpected expenditure funds which upon competition of the CiLCA can be transferred across to make up the variance of over expenditure.
She informed the council that she has sent her last unit to the assessor and hopes for completion before December 26.
The Chairman congratulated the Clerk on almost completing her CiLCA qualification and reminded Members that, upon successful qualification, the Clerk would progress to the next salary scale in accordance with her employment terms.
Cllr S. Christie added that the Council greatly appreciated the Clerk's commitment and dedication throughout her training and acknowledged the hard work she had invested in achieving the qualification.
The Chairman explained that a qualified clerk gives the parish council that the clerk has the knowledge to advise the council correctly and if ever unsure knows how to obtain the information.
The clerk advised that an additional benefit is that a parish council with a CiLCA-qualified clerk may be eligible to apply for the General Power of Competence, provided the council also meets the other statutory criteria, such as having a sufficient proportion of elected councillors. This power allows eligible councils to do anything an individual generally may do, unless prohibited by law, giving them greater flexibility to serve their communities.
The clerk added that the village green project was close to its assigned budget due to cost of the replacement planters. She asked if the councillors would prefer this cost to be de-ducted from the unexpected expenditure funds.
It was agreed and RESOLVED that the quarter one of the Quarterly budget had been reviewed and to deduct the cost of the planters from the unexpected expenditure fund instead of the budgeted reserves for the village green project.
127. To agree cost of up to £52.00 for ICO renewal via direct debit (reduction of £5 expected for DD)
It was agreed and RESOLVED to approve the ICO renewal cost and that a deduction of £5 was expected due to paying via direct debit.
128. To agree cost of up to £150 ex VAT for materials for the handyman to carry out repairs highlighted of the annual walkabout inspection, inclusive of;
- Repair of the brick plinth on the centenary village sign - battery breaker hire £50 ex VAT and replacement bricks.
- Lubricating the small rotator at the Allan Close playpark- grease and grease gun £20 ex VAT.
Councillor questioned the need for a battery breaker. The Chairman informed the councillors that the battery breaker would be required to extract and replace the bricks that are broken and weathered. He explained that upon further inspection the brick work required more than just repointing and some of the bricks are too worn away to beable to achieve the desired effect.
It was agreed and RESOLVED to agree the full cost. Clerk to inform the handyman that the maintenance can begin.
129. To agree to purchase a pack of two tamtorque tool bit
The Chairman informed the council that the SID’s are attached to the pole using a anti vandalism device for their security. It was agreed and RESOLVED to approve the costs of purchasing a pack of two tamtorque tool bits with CIL money.
130. To approve the amendments and adopt hedge tender specification for a two-year fixed price contract with a possible extension for an additional two years ready for tendering 26-28 and increase cuts to all hedges to twice a year.
The Chairman thanked Cllr S Christie for his continued efforts of improving the hedge contract. Cllr S Christie stated that as agreed at the last meeting he has increased the cuts to twice a year. It was agreed and RESOLVED to approve the amendments and adopt the hedge tender specification for a two-year fixed price contract with a possible extension for an additional two years ready for tendering 26-28.
Cllr S Christie abstained from voting due to his input in creating the hedge specification document.
131. To agree to advertise hedge contract for tenders for a two-year fixed price contract with a possible extension for an additional two years ready for tendering 26-28
It was agreed and RESOLVED to advertise for hedge tenders via social media, the parish council website and posters on the notice board. The clerk is appreciative of the tight time schedule and has set a deadline for tenders to be received by the 31 July to beable to discuss tenders and agree a contractor at the next meeting.
132. To consider expressing a view on the
Councillors considered the Lincolnshire County Council Minerals and Waste Local Plan Consultation, which will guide the future provision of minerals and the management of waste in Lincolnshire up to 2042.
It was noted by the Chairman that similar to the planning application the consultation documents are very technical and contain a lot of “committee speak”, which makes them difficult to understand. Councillors discussed that this could be improved by providing clearer information with supporting pictures and simpler explanations where possible.
It was also noted that the County Council have a requirement for extracted minerals and, in terms of waste disposal, they are meeting and, in some areas, exceeding energy targets. It was further noted that only around 5% of waste goes to landfill, which was considered remarkable.
Cllr Hawke questioned if the document outlined any new sites for mineral extraction.
The Chairman commented that to his knowledge there were no new sites proposed at this stage, with continued reliance on existing sites while further options are explored.
It was agreed and RESOLVED to submit a general observation rather than a formal view, stating that Sturton by Stow Parish Council is pleased to see the ongoing reduction in landfill waste.
133. To consider the offer of applying for Free Orchard Trees to be planted in the community and agree if required.
It was noted that although new trees would be a great asset for the community, previous experience of free trees have resulted in vandalism. It was agreed and RESOLVED to decline the offer of free Orchard Trees.
134. To consider and agree sending a letter to the Quakers of request for maintenance of the Quakers Burial Site.
The clerk highlighted that this agenda item was requested by Cllr C Christie and noted that previous correspondence has said that the burial ground site is being maintained for wildlife and nature conservation which means at times that the grasses with its wildflowers are left to grow tall, looking seemingly overgrown.
The Quakers have previous stated that this method of management aims to help in the work against the climate crisis. They concur that in addition to regular visits by a maintenance team, a visiting naturalist monitors the increasing biodiversity, the grass is cut from gate to information board to gravestones providing access for those interested, and recently a tree survey has been undertaken which registers the health of the trees. They continue to suggest that the burial ground is far from being neglected.
Councillors discussed that the area is overgrown with brambles which are impacting on the footpath and the whole site needs clearing. It was noted that recently a stolen motorbike has been hidden in the undergrowth and the area will soon attract ASB. The Quaker Burial Site is a non-designated heritage feature of the village and appears in the Sturton by Stow and Stow Neighbourhood Plan. In current state is interfering wit the amenity of neighbouring properties and there is the fear that it will attract further ASB in the summer months. The parish council are soon too lauch a walking project within the village to raise awareness of both designated and non-designated heritage assets and feel at this point the area is an eyesore.
It was agreed and RESOLVED that the clerk sends a letter to the trustees of the Quakers Burial Ground to raise awareness of the maintenance required and in hope to reinstate a more presentable non designated heritage feature of the village.
135. To consider recommendations from the tree survey to schedule removal of deadwood - greater than 25 mm from both the Sycamore tree on The Glebe and the Ash Tree on Ashfield for winter 26/27.
Councillors considered the recommendations of the tree safety survey, which advise the removal of deadwood exceeding 25mm from both the Sycamore tree located on The Glebe and the Ash tree located on Ashfield, to be undertaken during the winter 2026/27 period.
Councillors discussed the need to seek advice from West Lindsey District Council (WLDC) regarding the survey recommendations, specifically to determine whether the proposed works require formal consent due to the trees being subject to Tree Preservation Orders (TPOs), and whether WLDC support the necessity and scope of the recommended works.
It was agreed and RESOLVED that clarification would be sought from WLDC prior to commissioning any works, to ensure compliance with all relevant regulations and to confirm that the recommended maintenance is appropriate and proportionate for the continued health and safety of the trees. The clerk noted that the surveyor had agreed to send a quote for the maintenance at his earliest convenience.
At 8.48pm two members of public left the meeting.
136. To discuss Remembrance Day arrangements and to review risk assessment.
Cllr Holtby suggested that item 4 is amended to ‘parade gathers in the burial ground’ and that item 2 is removed. It was agreed and RESOLVED that with the suggested amendments the Remembrance Day Risk Assessment had been reviewed.
The councillors discussed the Remembrance Day Service on Sunday 8th November 2026 at 3pm. The clerk was tasked to book the village hall, arrange the bugler, send an invitation to representatives of the royal British Legion purchase the sausage rolls, mince pies, tea and coffee refreshments. Cllr Holtby stated that from prior conversations Reverend Jane Foster-Smith would be unavailable that day. The council requested that the clerk contacts Reverend Jane Foster-Smith to ask if alternative arrangements could be made through her contacts or whether David Justham would be able to conduct the service. Cllr Cook stated that if an alternative could not be found he was confident that he could lead the service as he has done this before in a different capacity. Cllr Holtby agreed to source a wreath so the full £40 donation could be donated to the Royal British Legion. As the Remembrance Day Marshall Cllr Holtby volunteered to assess the burial ground for slips, trips and falls prior to the event to report back at the October meeting. Cllr Cook volunteered to help Cllr Holtby clear the memorial if and when required. The clerk stated that she had access to the generator if needed. The clerk asked if Cllr Holtby would be beable to position the plastic poppies at the village entrances as per previous years, he agreed to do so. Cllr Holtby noted that the plastic poppies do not feature on the parish council’s asset register. The Clerk agreed to add them.
The clerk will liaise with David Justham in regard to the service sheets and Cllr Cook is content with reading out the names and laying the wreath.
The clerk mentioned that Cllr Holtby had attend the Thorpe Le Fallows remembrance service last year in place of Cllr Cook and was more than happy to do this again. The clerk suggested an additional wreath, remembrance cross of poppy posy may be required for this event. It was agreed and RESOLVED to look at options when the RBL catalogue becomes available. Cllr C Christie volunteered herself and Cllr S Christie to set up and dress the tables and prepare the refreshments.
137. To review litter picker risk assessment
Councillors reviewed the Litter Picker Risk Assessment. It was noted that, following the review undertaken last year, the Clerk now holds a sharps bin located in the Old Schoolroom should the litter picker encounter discarded needles or other sharps while carrying out their duties.
A Sharps Procedure has been communicated to the litter picker to ensure the safe handling and disposal of any sharps discovered. The procedure requires the litter picker to notify the Clerk or another member of the Parish Council immediately if a sharp is found. Where practicable, West Lindsey District Council (WLDC) should be contacted to arrange disposal. However, councillors agreed that where a sharp is found within a children's play area, it may need to be removed more promptly to eliminate any immediate risk to public safety. The litter picker has been informed of the location of the sharps bin and has received guidance on the safe handling and transportation of sharps in accordance with the risk assessment.
It was emphasised that sharps must not be handled directly. Where removal is necessary, it should only be undertaken once the sharps bin is available and using an appropriate litter picker to minimise the risk of injury.
It was agreed and RESOLVED that the Litter Picker Risk Assessment be reviewed, with the Sharps Procedure noted and adopted as part of the Council's health and safety arrangements.
138. To review the general maintenance risk assessment.
It was agreed and RESOLVED that the general maintenance risk assessment was reviewed with no amendments.
139. To review Grant Aid Policy and accompanying Grant Application Form
Both documents were discussed, the Clerk advised that it would be good practice to record the statutory power under which any grant is awarded on the Grant Application Form. This would provide a clear and accessible reference for the Council's decision-making and support good governance and audit requirements.
It was agreed and RESOLVED that the Grant Aid Policy be approved without amendment, and that the Grant Application Form be updated to include a section identifying the statutory power under which any grant is awarded.
The Clerk notified the council that the Internal Auditor had recommended creating a dedicated grants section on the Parish Council website. This section would provide details of grants awarded by the Parish Council to local organisations, including the amount awarded and the purpose of each grant. Councillors agreed that publishing this information would improve transparency and demonstrate how public funds are being used to benefit the local community.
140. To agree to advertise for grant applications
It was agreed and RESOLVED to advertise for grant applications 27-28 on social media, the parish council website and posters on the notice boards.
141. To review the Councillor Leaving protocol.
The councillors discussed whether a previously resigned councillor could rejoin the parish council. The clerk to confirm protocol with WLDC and feed back to the council.
It was agreed and RESOLVED that the Councillor Leaving protocol had been reviewed with no amendments needed.
142. To review the IT Policy
The councillor discussed the IT Policy and the increased security provided by the transition to the gov.uk email accounts. The Chairman stipulated that the gov.uk was now to be used for correspondence by all councillors. The use of Artificial Intelligence (AI) was discussed. Councillors recognised that AI can be a useful tool for assisting with administrative tasks such as drafting documents and improving written communications. However, it was agreed that AI should be used responsibly and with appropriate safeguards.
Councillors agreed that confidential, personal or sensitive information must not be entered into AI systems. This includes information that could identify the Parish Council, its location, individual councillors, members of staff, residents, or any other data that is not already in the public domain.
It was further agreed that any information or documents produced using AI must be carefully reviewed and verified by the Clerk or an appropriate officer before being relied upon or published, as AI-generated content may contain inaccuracies or outdated information.
It was agreed and RESOLVED that the Parish Council can continue to use AI as an administrative support tool where appropriate, ensuring that no confidential or sensitive information is entered into AI systems, that all AI-generated content is independently checked for accuracy before use.
Cllr Holtby informed the Council that he was finding the layout of the new gov.uk system difficult to navigate on his Apple device. The Clerk suggested that he liaise with Cllr Hawke and Cllr S. Christie, who also use Apple devices, to compare experiences and identify any possible solutions.
If this did not resolve the issues, the Clerk suggested arranging a technology support session in the OSR to allow councillors to share their findings and discuss the new system, including layouts, contact lists, and IMAP settings.
143. To receive a progress report from the project walking leaflet sub-committee (if required)
It was noted that all the information had been passed on to the cartographer to assemble the layout of the leaflet. The clerk was informed that the working party were meeting with the cartographer following the parish council meeting.
144. Reports from local organisation.
Jubilee Wood- Cllr Hawke was hopeful that the scheduled grass cutting for Jubilee Wood was going to take place on Saturday morning.
Village Hall- It was noted that the Chairmans’ report for the Village Hall AGM had been circulated with the correspondence.
It was noted that the Recreational Ground Committee has installed the new defibrillator at the recreational ground.
145 General maintenance in the Parish
- Cllr C Christie highlighted that the shoots of the hydrangea behind the OSR are growing beyond the trellis and into the guttering of the OSR. The Chairman asked the clerk to request that these are pruned back to the trellis as they could potentially affect the weather proofing of the heritage building.
- Cllr Holtby highlighted that a style to a public footpath entrance on Tillbridge Road was broken. The clerk asked for a photo so that she could report to Fix My Street.
- It was questioned whether the Chairman had managed to speak to a homeowner on the High Street about the ditch on Stow Road that ends at the field entrance opposite the bottom of School Lane. The Chairman said he had not yet had time to do so but would make an effort to speak with the homeowner before the next meeting.
- Cllr S Christie asked that the clerk requests a quote from the farmer for the annual cut of the field so that he can prepare when his crops have been lifted.
- A resident had approached the clerk requesting that the bus shelters were cleaned. Multiple councillors stated that LCC had been cleaning bus shelters in the village within the last couple of weeks and they had been spotted on Saxilby Road and Stow Road, it is assumed that their cleaning cycle is currently being carried out. Clerk to inform resident.
- Mens Sheds have collected the wood purchased and donated by a local farmer to begin building the replacement Owl Box for Jubilee Wood. The farmer had stated that if the parish council were to make any other wildlife habitat projects, he would happily position some swift nesting boxes on his barns.
146. Items to be noted for the next meeting.
Feedback from WLDC regarding Tree Safety Survey.
Hedge Tenders and agree contractor
Transfers from to savings account to accrue interest.
Meeting Closed at 9.40pm Smoke alarm tested and passed at 9.42pm.