August 2026
Sturton by Stow Parish Council met on Wednesday 5th August 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 Calder, Cllr Capuano and 4 members of the public
Absent: None
Cllr Cook welcomed everybody to the August 2026 Parish Council meeting.
It noted that with recent developments he envisaged that agenda items 3 and 4 would merge with updates from both the residents and the parish council.
147. To receive and accept apologies where valid reasons for absence have been given to the Parish Clerk prior to the meeting.
None, all councillors present.
148. 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.
148. Public Participation
At 7.33pm the meeting was adjourned for public participation. Three residents wished to speak.
At 7.34 pm, the Treasurer of the Village Hall Committee queried who was responsible for the fence on the northern boundary of the Village Hall. He stated that members of the Village Hall Committee are responsible for maintaining the vegetation along the northern side of the Village Hall and had noticed that the boundary fence had deteriorated and was rotten in places, with the overgrown ivy helping to hold it together. He clarified that the fence in question was the fence on the right-hand side when looking towards the Village Hall.
Councillors discussed the matter and noted that ownership of, and responsibility for maintaining, the fence was not known at the time. The suggestion that property owners are normally responsible for the boundary fence to their left was discussed; however, it was noted that responsibility cannot be assumed on this basis and would need to be established from the relevant property deeds, title information or other evidence, including whether responsibility rests with the Parish Council or the neighbouring property owners.
The Chairman suggested that the Village Hall Committee check the deeds relating to the building and requested that the Clerk check the Land Registry records to establish whether they provide any information regarding ownership or responsibility for the boundary fence.
At 7.37 pm, a resident queried the outcome of the recent tree safety surveys undertaken on the Sycamore at The Glebe and the Ash tree at Ashfield, asking whether the trees had been assessed as safe. He expressed concern that, should either tree be considered unsafe, he lived in the vicinity of one of the trees and was concerned about the potential risk to his property.
Cllr Hawke stated that both trees had been surveyed and had been assessed as being in good condition. He advised that the trees were healthy, with the surveys recommending the removal of deadwood greater than 25mm in diameter and the removal of rubbing branches which is considered as remedial work.
Cllr Hawke further advised that a quotation for the recommended works was included for discussion on the agenda and if approved, the maintenance works would be scheduled for November, in accordance with the recommendations of the surveys.
At 7.39pm a second resident noted that the patching of the sewer pipe on Stow Road is to be completed tomorrow. The crew sent a camera in pipe the going in the opposite direction which shows further root ingress. She noted that this is the third time that a camera has been in the pipe, yet root ingress has not been identified before. She stated that maintenance of the pipework is recommended annually and stated that this section of pipework has not been maintained for 10 years, therefore it is not surprising that the pipework is in such a state. She stated that she has been informed that pipework from a private sewer to a public sewer is the responsibility of Anglian Water (AW) and therefore the responsibility of AW to re line that stretch.
The Chairman stated that the responsibility of the private sewer to the main sewer may be conflict of opinion as the parish council had been notified by AW that pipework from a private sewer is the householder’s responsibility until it reaches the main sewer.
The clerk read out a section of correspondence received from AW.
“However, I think it is also important to be open and transparent regarding the complexity of the situation. Whilst the relining of the public sewer is designed to address defects and ingress within pipework owned by Anglian Water, some of the ingress identified within the wider system is associated with pipework that we do not own. This includes private drainage connections and laterals beyond our ownership. As such, although the relining work is an important part of the solution and one, we expect to have a positive impact, it would not address every potential source of ingress across the wider network.”
The clerk stated that she also had an update on this in the next agenda item.
The Chairman stated that this needs some clarification and requested that the clerk speak to AW for answers.
At 7.46pm another resident stated that AW have been lying and the flooding experienced is now more clearly a result as an unserviced drainage system. The newly observed roots need to be cleared and the damage to the pipe needs to be rectified and regularly maintained without need for tree felling and pulling out hedges.
In reference to the section of the email that the clerk read out she asked if she could have a copy. The clerk stated that she would ask the AW contact for permission to pass on his contact information so that residents could contact him as a single port of call.
At 7.50pm The Chairman thanked the residents for their input and updates closed the meeting to the public and continued with the agenda.
149. To discuss flooding updates and agree next steps
Landowners
Council responded to the landowner of the field behind Ashfield. No further response as yet. The clerk suspects that the LCC Flood and Water Department have this under control.
Anglian Water
AW had been jetting drains on Stow Road in what we thought was in preparation for re-sleeving the sewer pipe.
AW have provided the council with the exact measurements of the roots that were removed from the sewer on Stow Road, Sturton by Stow. As discussed, this information will assist in identifying the likely source tree and establishing its position in relation to the private and main sewer. I am aware that residents are helping with this investigation.
Letter written to AW and CEO regarding temporary repairs that had been scheduled and the frustration it caused. As a result, the PC have been given a contact from AW as a port of call for questions. The clerk will ask for permission to share contact details with residents as judging by his email he is happy to engage with residents and answer questions.
Project Groundwater
An update from Project Ground water informed the council that a further device has been installed in the open dyke on Saxilby Road. No further action is required from the PC other than promoting further sign-ups or if anyone in the village has any queries or questions about the devices then happy to share details of the project water team.
The clerk informed the council that as requested the Chairman had met with a Landowner to verify the direction of pipes from the field entrance opposite the bottom of School Lane. It was identified that over the road from the bottom of School Lane/High Street there is a roadside ditch which takes the runoff from the field, but the water ends up in the gateway to the field which is a prime spot for flooding.
The Chairman informed the council that he had met with the owner of the field opposite the school and had walked the roadside and chatted about where the ditch went. He was informed by the landowner that the road gulley has channels at intervals leading into the ditch, which is obviously used for road drainage from nearly up to Stow. This has been evidenced by water and ash flowing in the ditch from a field fire up past Capps Island a couple of years back which flowed freely. The landowner maintains the ditch itself, clearing vegetation every couple of years which has been noted by the pc before and by his own observations confirms this. He noted that this is due to be cleared again in the next few weeks.
He was informed that there are culverts under the farm entrances and the cemetery gateway, and the water flows down to underground pipework (seemingly clear at entrance) near the bus shelter. The short stretch of ditch from the farm track feeds in the opposite direction back to the underground pipework at the bus shelter. The line of this pipework was probably altered from the farm track Southwards when the road was redirected in the late 1940's- part of a barn was demolished to facilitate this, along with some residential properties on the Bradshaws side. The landowner was able to show road plans.
The pipework is served by a manhole cover clearly labelled as Highways, close the landowners front gate. There is also a surface access a little further South, covered by concrete slabs. The slab- covered access and the pipework entrance by the bus stop are, the landowner believes, the original "ends" of that section of pipe past his property. The Highways manhole cover near his house, however, stands on what was originally part of the field. The lay by is what was the original line of the road.
The landowner is unaware of any pipework at any time traversing the road.
The ditch seems to carry surface water successfully from near Stow, down to the bus stop. The pipework seems to have little historical evidence of anything blocking it until it has passed the concrete slab access described, where the pre-1948 pipework continues to take all surface water Southwards on the Western side of High Street. The concrete slab access has evidenced up flow onto the road in times of heavy rainfall for many years, and so the pre-war pipework is where the problem is most likely to be.
This area affects everybody when the village is flooded and even those commuting through the village and has left him to question when this area was last inspected. He recommended that the PC approach Highways and request they undertake a camera survey of their pipework Southwards from the bus stop down through the village. He stated that he has high suspicions of a blockage or collapse that perhaps there is not enough space for water surface water to pass through.
150. To approve minutes of previous meeting in July 2026 and authorise the Chairman to sign
It was agreed and RESOLVED the July 2026 minutes as presented and authorise the Chairman to sign as a true record.
151. To receive the Clerks Report
The Clerks report can be viewed as Appendix A.
In addition to the clerks report it was noted that the clerk had made contact with virgin media regarding the removal of the redundant green boxes. They were unable to provide the clerk with an email address for an infrastructure of support department and said they had issued a ticket for removal. When the clerk offered a contact number, address and to maintain contact this was referred to as not required. The clerk stated that the process did not look promising.
Cllr S Christie stated that it is the furthest we have got with the process so far so let’s see where it goes.
The clerk noted that the replacement CSW 30mph signs and 30mph wheelie bin stickers are due to be delivered on Friday. She suggested dependent on how many we are gifted we could have them on the table at the village show for resident whose bins are visible from the road to take. She asked who was available to man the table at the show. Cllr Cook had prior commitments. Cllr Calder was happy to volunteer alongside the clerk and CEP lead and both Cllr S Christie and Cllr C Christie would check and inform the council at a later date.
Cllr Mullally joined the meeting at 8.00pm.
The clerk asked if Cllr C Christie and Cllr Cook had scanned the QR and signed the indemnity insurance as requested for the CEP and that she had talked Volunteer Mr Taylor on how to do this. She mentioned that she had asked if Mr Taylor would like to join the councillors for the training on Tuesday 15th September 6pm-8pm for the CEP training. He was happy to join the council and would be most grateful to car share.
The clerk asked whether Cllr Calder, Cllr Hawke, Cllr Capuano and Cllr Holtby would be available to join in as the information would be better first hand alongside our new CEP lead.
Mens Shed have completed the Owl House. The excess wood has been donated to the Mens Sheds to be used towards other wildlife habitat, biodiversity initiatives. The club has built a swift box for the farmer as a thank you.
It was noted that Cllr Calder had removed the perspex window from the bus shelter out of the ditch and disposed of it.
Cllr C Christie queried the maintenance carried out to fill the gap around the roundabout in the village hall playpark. Clerk explained that there was not an alternative as patching the area with wet pour would not bond with the current surface. The clerk noted that the annual playpark inspection was due around august and September and perhaps it was best to wait and see what the feedback is.
Cllr S Christie stated that perhaps wet pour outdates an up-to-date method of surfacing and suggested that nowadays shredded rubber tends to be a more modern alternative. The council suggested the clerk investigates to see what surface playpark manufacturers would suggests currently for a similar pieces of equipment and what provisions are used today regarding playpark surface areas. The clerk stated that as of last year when the council hopes to replace the multi play equipment at The Glebe, wet pour was still the preferrable method of surfacing or compressed mulch which gives a similar look to wet pour. The clerk agreed that this method is popular as well as bark chippings though networking with parish councils have found that children tend to empty the bark chippings, shredded rubber on to the grass which would then pose an issue for the grass cutter.
Cllr C Christie queried the concern about the public Footpath near Allan Close. She stated that her and Cllr S Christie has walked the route recently and did not have any issues. The clerk noted that a resident had bought the concern to her attention stating that the Public Footpath had become overgrown and almost impassable. The clerk had sent photos to three separate contacts at LCC with no reply. She has since asked the resident, and he said that the crops have now been harvested by the farmer leaving the area passable.
Cllr Christie also queried the response from the Quakers regarding the Quakers burial ground. The councillors discussed that the area is unkept and were not satisfied with the response. Cllr Hawke volunteered to devise a reply covering that the biodiversity gain for such a small site does not outweigh diminishing the status of the historical asset.
152. Correspondence received.
Playpark Monthly Inspection Sheet. The clerk noted that the second sheet was not ticked and would check with the volunteer who inspects the play park that there no issues to raise. All other correspondence has been received electronically.
153. Planning Applications (Any applications up to the date of the meeting)
WL/2026/00644- 32 The Close- Planning application for single storey rear extension, timber outbuilding, 1200mm high northern boundary wall, 1800mm high eastern boundary fence, render finish to entire dwelling, and reconstituted slate to existing dwelling main gable roof.
Planning Application WL/2026/00644 was discussed and no issues were raised. It was agreed and RESOLVED to submit a general observation of no comment on the planning application.
WL/2026/00595- West Burton Solar Project- Request for confirmation of compliance with requirement 4 (Community Liaison Group) of the West Burton Solar Project Order 2025 (SI 116/2025)
The Chairman noted that last month the parish council has discussed the request for confirmation with requirement 4 in relation to Cottom Solar Project Order 2024 and noted that as expected now other solar projects are following suit. Councillors agreed that out of all the solar farm, Cottam Solar would be the project that affects our village the most. It was agreed and RESOLVED to submit a general observation of no comment on the planning application.
WL/2026/00604- The Gate Burton Energy Park Project- Request for confirmation of compliance with requirement 4 (Community Liaison Group) of The Gate Burton Energy Park Order 2024 (SI 807/2024).
It was agreed and RESOLVED to submit a general observation of no comment on the planning application.
WL/2026/00674- The Tillbridge Solar Project- Request for confirmation of compliance with requirement 4 (Community Liaison Group) of The Tillbridge Solar Order 2025 (SI 1105 2025).
It was agreed and RESOLVED to submit a general observation of no comment on the planning application.
154. Planning Granted (Any applications up to the date of the meeting)
WL/2026/00345 - Moor Farm - Planning application for erection of a linked conservatory and alterations to annex.
At 8.20pm two members of the public left the meeting.
155. Other planning matters.
An update on the works at St Hughs Church, High Street- Planning Enforcement has sent an update that a site visit has been undertaken and they are satisfied that there has not been a planning breach at this time
Cllr S Christie raised a query regarding Scawthon gardens plot 4 as a gate has been installed on the boundary line abutting the field. The clerk has sought clarification from the planning department and there has been no breach at this time. Though if those occupying the property wish to use the gate for access, they would require permission from the farmer to do so.
156. To agree PKF Completed AGAR 25/26 External Audit costs- £378.00 including VAT.
It was noted that the AGAR External Audit had been completed and passed with flying colours. Congratulations were given to the clerk, and it was agreed and RESOLVED to pay the external audit costs of £378.00 including VAT.
157. To note emergency expenditure related to additional costs when purchasing of a pack of two tamtorque toolbits, made under delegated authority to the clerk at a cost of £2.48 using CIL money.
It was agreed and RESOLVED to note and approve the additional costs of £2.48 using CIL money to facilitate the purchase of a pack of two tamtorque toolbits. The Chairman reiterated that the tamtorque toolbits are an anti-theft device to keep the SID’s secure and to enable the parish council to re position them onto the other poles.
158. To note emergency alterations to filling the gap around the roundabout at the Village Playpark with concrete as an alternative to wet pour. The agreed amount remains unchanged. The decision was made under the delegated authority of the Clerk to facilitate the annual inspection and is to be funded using CIL monies.
It was noted that the contractor attempted to fill the gap with wet pour however the materials are not bonding as the current wet pour is loose and flexible. The contractor had suggested 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 thus increasing the width of the concrete edging. It was noted that the alternative method was at no extra cost to the original quote for maintenance using CIL money.
159. Accounts: Online payments to be authorised
At the Chairmans discretion Cllr Holtby remained in the room as all payments had been pre- authorised at the annual agreement.
Pre-authorised payments
Salaries-Clerk and expenses/litter picker/OSR Cleaner/Handy-man/PAYE
ii) Ian Moore Contracting INV 894 - Full Grass Cut and Strim £528 including VAT
iii) Ian Moore Contracting INV 869- Jubilee Wood scheduled grass cutting £150 including VAT
iv) Ian Moore Contracting INV 878 - Full Grass Cut and Strim £528 including VAT
v) Ian Moore Contracting INV 903- plus £204.00 hedge contract missed cut
vi) Ian Moore Contracting INV 870- Repairs to Village Hall Roundabout £180 including VAT (CIL)
vii) Pelican Trust- Newsletter Printing £124 no VAT
viii) Mens Sheds £30 no Vat – Replacement Owl Box
ix) LCC- X4 Speed Indicator Device installation posts- Total £800 no VAT using (CIL)
x) PKF Little John- External Audit-£378 including VAT
b) Payments to be agreed: None
c) Direct Debits paid: British Gas OSR –£15.88 including VAT
British Gas Village Green- £14.20 including VAT
ID Mobile- Phone Contract- £8.00
Wave £64.46
Charge Card- (£31.35) including £3 Charge fee. £13.49 HP Ink Subscription and Tamtorque Toll bit for SID’s £14.86
ICO Data Protection Renewal Fee £47.00
d) Bank Fees
Multi Charge Card monthly charge £3 included within charge card total
Monthly Bank Account Fee £7
e) Monies Received
Interest Savings Account £87.33
Interest Deposit Account £9.60
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 £12,055.55 N-U-D/A £1,983.99 N-U-GR/A £33,049.52
160. To approve the August 2026 accounts (circulated)
It was noted that the issue with the account’s software has been resolved. It seems when the software was under construction the savings account had been set to in active. This has now been reactivated and is displaying as normal. The software system also has new features to disable accounts that are no longer used and to rename accounts. The software manager has also shown the clerk how to rename the accounts. The clerk has renamed the savings account to ‘General Reserves’ making it clearer that this account holds budgeted reserves needed throughout the year as opposed to actual savings. Bank Transfers can now be processed as approved at the last meeting to enable interest to be gained on general reserves until required.
The clerk also noted that Interest has been gained in savings ‘general reserves and deposit accounts. It was agreed and RESOLVED to approve the August 2026 accounts.
161. To agree the monthly reserves summary sheet (circulated)
As requested at the last meeting the clerk deducted the cost of replacement planters from the unexpected expenditure fund and refunded the amount back into the village green project 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
162. To agree bank reconciliation.
It was agreed and RESOLVED to accept the hard copy bank reconciliation provided by Cllr S Christie and the electronic bank reconciliation produced by the Clerk on the account summary sheet.
163. To agree cost of up to £20 for replacement padlock for Jubilee Wood.
It was noted that this agenda item was no longer required. The Clerk and Cllr Hawke would endeavour to locate a second key for the existing padlock, which the Parish Council was happy for the contractor to use. If a second key could not be located, the contractor was happy to use one of his own combination locks and share the code with Cllr Hawke and the Clerk.
164. To agree a cost of up of up to £150 for Remembrance Day supplies to cover additional wreath/gesture, RBL donation, plastic poppies and tablecloths (if required) and refreshments for after the ceremony.
It was noted that the upstairs function room at the Village Hall had been booked for the Remembrance Day after service for refreshments. Due to a judo competition taking place in the main hall. The downstairs kitchen will be unavailable however there is a kettle, tea pots, cups and saucers in the upstairs kitchen and the clerk has a mini oven she can lend to warm up mince pies and sausage rolls if required. Cllr C Christie and Cllr S Christie volunteered to set up the tables. It was agreed and RESOLVED to agree the cost of up to £150 to cover all costs associated with the event. This council is relying on powers provided under S137 of the local government act 1972
At 8.35pm the Chairman adjourned the meeting to welcome Cllr Mullally and asked if there were any updates. Cllr Mullally stated that there were no updates other than the donations box stolen from St Marys Church, Stow had been safely returned. The Chairman thanked Cllr Mullally for her attendance and resumed the meeting at 8.36pm
At 8.37pm two members of the public left the meeting.
165. To review the Clerk sickness policy
It was agreed and RESOLVED that the Clerks sickness policy was reviewed with no amendments.
166. To review the Hourly paid staff sickness policy
It was agreed and RESOLVED that the Hourly paid staff sickness policy was reviewed with no amendments.
167. To review the Lone Working Policy
It was agreed and RESOLVED that the Lone working Policy was reviewed with no amendments.
168. To review Statement of General Safety Policy
It was noted that the clerk had checked the LALC guidance to ensure the current General Safety Statement remains sufficient and up to date, noting that our existing document is more comprehensive and in-depth. It was agreed and RESOLVED that the General Safety Policy was reviewed with no amendments.
169. To consider and agree engineers’ recommendation for a Fire Risk Assessment of the OSR carried out by Arion for the cost of £350 + VAT.
The Clerk provided Councillors with further information regarding the legal requirements for an official fire risk assessment. It was noted that, under Article 9 of the Regulatory Reform (Fire Safety) Order 2005, there is a legal requirement for a fire risk assessment to be carried out by a competent person.
The Chairman advised Councillors that, in a previous career, he had taught fire safety. It was the consensus of the Council that the legal requirement refers to a competent person rather than specifically requiring a trained or external assessor.
Cllr Calder located a Fire Risk Assessment template online. The Clerk noted that, when she had previously shown the Council’s current Fire Risk Assessment to the Fire Safety Engineer, he had confirmed that the document was very similar to the template he would use.
Councillors therefore agreed that continuing to undertake the Fire Risk Assessment in the same manner as in previous years was sufficient and that a further external assessment was not required at this time. It was agreed and RESOLVED that the Clerk would compare the online template with the Council’s current Fire Risk Assessment to identify any gaps and ensure that all relevant areas are covered ahead of its renewal in December 2026
170. To agree to an earlier start of 7pm for the October meeting to aid grant application presentations.
It was agreed and RESOLVED to start the October meeting at 7pm to facilitate grant application presentations.
171. To agree cost of £120 ex VAT from Mr Deague for dyke maintenance at rear of The Glebe & Old Rectory Gardens
It was noted that Mr Deague will inspect the ditch when the crop has been harvested, it is expected to be a similar cost to the previous year. It was agreed and RESOLVED to agree the cost of £120 ex VAT from Mr Deague for dyke maintenance.
172. To consider quote of £480 including VAT for maintenance of tree survey recommendations 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.
It was noted that in the protected tree legislation there are various exemptions from needing council consent for specific tree work. The list of exemptions includes the removal of dead wood from a live tree, and also any tree work which is needed in order to comply with the requirements of another Act. However, the resolving of any crossing or rubbing branch are not listed in the exemptions and so would require an application if they are live branches. It is in the Parish Councils best interests to have the recommended work done within the recommended timescales for your own liability and duty of care responsibilities.
It was agreed and RESOLVED to accept the quote for maintenance of the tree survey recommendations and to schedule for winter 26/27 using S106 monies.
173. To consider recommendation to increase Jubilee Wood cuts to three times a year at £125 per cut ex VAT to achieve a quality cut.
The council discussed the suggestion of increasing the grounds maintenance of Jubilee Wood to three cuts. It was agreed and RESOLVED that for now, the parish council wishes to remain with the two scheduled cuts to see how they go and request an additional cut if required. Cllr Hawke stated that a spring cut is not good for wildlife Therefore an alternative time of year will be discussed if required after the next cut.
174. To approve and accept notification of the AGAR Section 3 and note any action required
It was agreed and RESOLVED to approve and accept the notification of the completion of the AGAR Section 3 with no recommendations. The council congratulated the clerk on a successful AGAR and for her efficient record keeping.
175. To agree to prepare and public the notice of conclusion of audit and sections 1, 2 + 3 before 30th September for 14 days.
It was agreed and RESOLVED to publish the notice of conclusion of audit sections 1,2 and 3 before the 30th September as required. The clerk will publish the documents on the OSR notice board and on the parish council website.
176. To receive a progress report from the project walking leaflet sub-committee (if required).
It was noted that all the relevant information had been passed to the cartographer a couple of months ago to assemble the layout of the leaflet. The Clerk was advised that the working party would be meeting with the cartographer following the Parish Council meeting to review progress. The clerk questioned whether it would be possible to have a draft leaflet available to present at the Annual Show on Saturday 3rd October 2026, giving residents an opportunity to see what the Parish Council had been working on. The working party agreed to put this request forward.
177. Reports from local organisation.
Jubilee Wood- Cllr Hawke expressed his thanks to the Parish Council and the Men’s Sheds for the fantastic owl box they had created. He hoped to reposition the owl box in November, once the Jubilee Wood Volunteers had cleared the central meadow, with the intention of installing it on the current pole. He suggested that the farmer’s telehandler would be the best way to safely reposition and install the box. Cllr Hawke also noted that Men’s Sheds had built a beautiful swift box as a thank you to the farmer for donating wood used to replace the owl box.
Youth Club- The clerk mentioned that the Youth Club had requested a grant application form.
178. General maintenance in the Parish
It was noted that the resident who requested to have the bus shelters washed still feels that the bus shelter on High Street opposite the Village Hall still required further attention. Councillors agreed that the condition of the polycarbonate panels was unsightly and detracted from the appearance of the shelter. The Clerk suggested sending photographs to the Bus Infrastructure Department for further investigation. Councillors agreed to put the request forward.
Cllr S Christie noted that the section of verge under the hedge on school lane has been missed by the contractor again and requires maintenance. Clerk asked for a photo to sent to the grass contractor.
The clerk informed the councillors that a quote was being sought for damage to wet pour on The Glebe. As reported by Cllr Calder via e-mail. The contractor is going to seek advice from a rubber pour manufacture that he uses to see how he can get the old surface to bond to a repair and suggested that it was not going to be an easy fix. Councillors discussed that an alternative playpark surface to wet pour would be more beneficial in the future for maintenance and repairs.
It was noted that replacement bricks had been located from the clerk’s husband to reinstate the bricks on the village sign plinth. the handyman has begun work on the village sign plinth.
179. Items to be noted for the next meeting.
The Chairman informed the councillors that he and Cllr Capuano had researched into replacement Christmas Lights as discussed and agreed at a previous meeting earlier on in the year. They propose a similar style to the current lights though coloured lights and larger bulbs which come in 10m lengths. These would produce the best effect for the money. Four strings of 10m each can be connected, which should be sufficient, given the larger size of bulbs (above ordinary fairy lights.) He suggested adding a weatherproof box for the connection to supply and are confident that the costs would be well within a £150.00 budget. He requested the clerk added the costs for approval at the next meeting in preparation from Christmas. The clerk highlighted that a cost had been previously agreed and she would check if this would be exceeded.
The clerk informed the council that the editor is collecting content for the next newsletter. Articles have already been written for the installation of the Speed Devices and the Mens Sheds Planter’s article. She noted that she will write an article about the Owl Box, Remembrance arrangements, Christmas Switch on.
Cllr S Christie asked if the clerk could request to increase the number of printed newsletters to 740 copies. due to the increase in the number of new dwellings in the village. The clerk said she would confirm if the pre-authorised cost would cover this, if not it would appear as an agenda item next month.
Cllr Hawke confirmed that he would be happy to replace the previous distributor on Marton Road for as long as needed and Cllr Calder also offered to assist with the distribution of newsletters should an additional distributor be required.
As discussed earlier, regarding the Parish Council stand at the Annual Village Show, Jo has confirmed that she would be happy to attend and promote the recruitment of additional community volunteers for the Community Emergency Plan. It was also noted that it would be greatly appreciated if Cllr Capuano, Cllr Calder and Cllr Holtby would consider taking on the role of Flood Wardens.
The Clerk and Cllr Calder confirmed that they would attend the event and provide Parish Council information covering current topics, including flooding, registration for Project Groundwater, Parish Council vacancies, promoting the Rainbow Walks project, community engagement regarding future plans for the play park at The Glebe and distributing 30mph wheelie-bin stickers and riparian rights booklets.
The Clerk suggested that some aspects of her CiLCA portfolio could also be displayed to help explain the role of Parish Councillors and their contribution to the community, with the aim of making the current vacancies more appealing to potential candidates.
Cllr Calder confirmed that she would be happy to decorate the display board and assist with preparing the information. It was agreed that if any other Councillors were interested in attending the show, their additional presence would be greatly appreciated, allowing Councillors to alternate throughout the event.
180. To resolve to move into closed session in accordance with the Public Bodies (Admission to Meetings) Act 1960 for the following items on the grounds that publicity would be prejudicial to the public interest by reason of the confidential nature of the business to be transacted. If agreed press and public will be asked to leave.
At 9.16pm it was agreed and RESOLVED to go into closed session to discuss hedge tenders and agree contractor for the hedge contract 26-28 and to discuss increase to clerks’ salary following her achievement of Qualified CILCA status.
Cllr Mullally left the meeting at 9.17pm
181. To agree to suspend financial regulation 5.8 requiring three quotations above £3000 in order to facilitate the award of the hedge contract, due to time constraints and a lack of contractor interest. The suspension shall apply only to this procurement.
It was agreed and RESOLVED to suspend financial regulation 5.8 requiring three quotations above £3000 in order to facilitate the award of the hedge contract, as only two tenders had been received. It was noted that the suspension shall apply only to this procurement.
182. To discuss hedge cutting tenders and agree a contractor 26/28
Two tenders’ forms were received from two contractors who each submitted a two-year fixed grass tender form enabling them to be compared like for like. It was agreed and RESOLVED to accept the quote and assign the two-year fixed hedge cutting contract with a possible extension of two years to Ian Moore Contracting for the year 26/28. Clerk to inform all contractors of the outcome.
It was noted that the clerk had left the invoices for the hedge cutting off the accounts to give the councillors time to discuss as it was noted that the hedge contractor had trimmed a hedge outside of the agreed contract. The contractor had misread the current contract based on a change from the previous year, when a cut had been scheduled for July.
The Clerk noted that she had previously noticed that a hedge cut had been missed earlier in the year and had raised this with the contractor. Following the recent clarification, she can now see that the contractor had not identified a missed cut, as he had believed that the hedge was due to be cut in July as per the 24/25 hedge contract.
These funds have since been moved into the unexpected expenditure as the 25/26 hedge contract finished the end of the financial year.
It was agreed that the error had been made by the contractor and council discussed approaching the contractor with an offer to pay a reduced invoice recognising that the Council has a responsibility to ensure that public money is spent appropriately. Councillors noted that this would have an impact on the next scheduled hedge cutting, which was due to take place in September/October.
The Clerk advised that the contractor had provided a revised, reduced cost to cover the basic costs incurred. The council agreed to accept the revised reduced cost and confirmed that the hedge already cut Map 5 would need to be deducted from the September/October scheduled work as the hedge would not require maintenance again so soon.
183. To discuss and approve increase to the Clerk's salary following the achievement of Qualified CILCA status, in accordance with the Clerk's contract.
The Chairman congratulated the Clerk on successfully completing her CiLCA qualification and reminded councillors that, following successful qualification, as stated in the clerks contract the Clerk would progress to scale point 12 on competition of her CILCA qualification 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 clerk read out the contractual agreement, and having taken into account confidential information of a personal nature agreed and RESOLVED to increase the clerk’s salary to scale point 12.
It was noted that, once the NJC pay award for 2026/27 is confirmed, the Clerk will calculate any applicable back pay from April, taking into consideration the salary scale applicable at the time.
Meeting Closed at 9.40pm Smoke alarm tested and passed at 10.05pm.