September 2026
Sturton by Stow Parish Council met on Wednesday 2nd September 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 Holtby, Cllr Calder, 5 members of the public
Absent: Cllr Hawke and Cllr Capuano
Cllr Cook welcomed everybody to the September 2026 Parish Council meeting.
184. 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 Capuano and apologies for lateness had been received from Cllr Hawke who was expected to arrive shortly. It was agreed and RESOLVED that apologies for absence were accepted.
185. 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 item 194. a i). Salaries.
At the Chairmans discretion it was authorised that 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.
186. Public Participation
At 7.31pm the meeting was adjourned for public participation. Three residents wished to speak.
A resident reported that residents had met with Jason, a representative of Anglian Water (AW) for a site visit of Stow Road to highlight areas prone to flooding. She stated that Jason is now the point of contact for residents and the Parish Council in regard to flooding in Sturton by Stow and any problems/issues should be reported directly to him bypassing the CEO and customer service teams.
She summarised that there were areas which Anglian Water should have checked using CCTV but had not done resulting is the neglect of drainage assets. She informed the council that the patching of the lining of the sewer pipe has been completed. However, the engineer decided, as a good will gesture to send the camera in the opposite direction just to check everything was satisfactory.
They found about 5 meters of pipework that is about to collapse under their garden and going through to the neighbours. This pipe is deemed to be in a worse state than the other pipe. She stated that if it does collapse, the engineer described, that it would be a catastrophic pollution incident.
Another resident added that, given the current condition of the sewers, there is a significant risk that they could suffer a complete collapse. AW’s description that the sewers are “in a bit of a bad state” does not adequately convey the seriousness of their actual condition or the level of concern regarding fragile state of the sewer pipes. She stated that if the pipes collapse the area will without a doubt flood and that she had disclosed that she would be calling the representative at 3am when flooded for him to appreciate the position that Stow Road residents have to deal with due to neglected drainage maintenance.
The Chairman added that he had attended the site meeting and that the stretch by the resident on Stow Road between Capps Island and Rectory Gardens is certainly seen by AW as the village hot spot. He explained that what looks to us as pipework about to collapse is rated differently on their scoring system, so the section upstream is not seen as such a priority, though with winter approaching.
AW are perfectly amenable to a multi-agency meeting, and hopefully by then we will have received a response from Highways, who can provide us with further information regarding their inspections and findings.
In the meantime, the PC can probably do what AW are not allowed to and recommend private inspections to those properties identified as having root ingress into their lateral pipework fooding into the main sewer line. He informed the public that he had written an article to be featured in the upcoming newsletter to accentuate this.
He expressed that one thing gained from the meeting was a commitment to undertake annual camera surveys. Results from these can hopefully be fed back to the PC for information, along with reports on any remedial or pre-emptive work done in the village. He added that this commitment covers all the pipes in the village.
At 7.34pm a resident stated that the engineer stated that it is the worst in the village and the weight of the water on the fragile soil due to the dry weather is concerning.
At 7.35pm Cllr Hawke joined the meeting.
The resident continued that the pipework is classed as an AW asset so they cannot arrange for their own survey to be completed for their own records.
The Chairman responded that as a result of the video footage it was pointed out that several other households on Stow Road have root ingress in their lateral pipes. He asked the council to whether the council feel that the council should write to each household as a council or for the Chairman to make a personal approach to highlight to neighbours to raise awareness of recent findings.
Cllr C Christie stated that she considers the newsletter article to be sufficient.
Cllr S Christie added that he did not feel that letters or putting the Chairman in the position of personal visits was required as the article in the newsletter provided due diligence by communicating the issue as a general broadcast to residents.
A resident raised the point that water from roofs is going into the sewers. AW solicitors are writing to homeowners. She added that this is seen to be happening more in Stow as opposed to Sturton by Stow which servery impacts the flooding on Stow Road.
The Chairman stated that not all residents would be aware of where their pipework goes.
Cllr Hawke added that surface water fed into the sewer line on his own property as it was standard practice yet now the water is intercepted by water buts.
At 7.41pm the treasurer of the village hall shared that the blinds in the upstairs windows of the village hall were being replaced and that AW had mis calculated the reimbursement due back to the village hall referencing AW’s previous calculation of 20 litres usage per hour for over 6 months. The village hall has settled on a £158 rebate for the water leak at the village hall.
Cllr Holtby asked if the parish council could request the gulley sucker to attend Fleets Road as the gulleys are filled with straw and debris being less effective if subjected to flooding anytime soon.
Cllr S Christie suggested that the clerk would need to contact the LCC gulley cleansing team to request this. Clerk to facilitate this.
At 7.43pm a resident attended the meeting to provide background information regarding a tree protected by a Tree Preservation Order (TPO) that had recently been illegally felled in the Bradshaw Yard.
He expressed his upset and that of neighbouring residents that this had occurred.
He wished to raise the matter through the Parish Council’s official process and provide relevant information and documentation so that the matter could be formally recorded in the minutes.
The resident explained that another resident had approached the contractors felling the tree and pointed out that the tree was subject to a TPO. The contractors responded that the tree was rotten and proceeded with the felling. The resident reported the felling to the tree officer at WLDC.
Following the concerns raised by residents and the attention the felling of the tree was receiving, the contractors finished the job, left the site and contacted the landowner.
Subsequently the landowner contacted the resident stating that his planning team had not highlighted that the tree had a TPO and the tree was rotten.
The resident reiterated that the tree had a TPO and that he had the documentation to prove so. He asked whether there were intentions to develop the land where the tree had stood and was informed that there were plans to do so.
The resident informed the Parish Council that the tree had been registered under a TPO in 2005 and that a previous planning application for the land had been refused after a resident declined access from Fleets Road.
Residents expressed their concern and disappointment that this situation had occurred. They requested whether measures could be put in place to make TPO-protected trees more readily identifiable to help prevent similar incidents from occurring in the future.
The resident suggested that plaques or signs could be attached to trees protected by a TPO, clearly identifying their protected status.
Cllr S Christie stated that there is an accessible TPO plan via the WLDC website that references trees with TPO’s. He explained that some trees with TPO’s are on private land so name plaques wouldn’t be possible.
The resident suggested that it was just an idea to try and prevent this from happening again.
Cllr C Christie suggested that the resident put the idea forward to West Lindsey District Council as they would be more likely to beable to enforce the idea.
The resident stated that the Tree Officer had advised him to note down the incident, as the Enforcement Team may request statements and supporting evidence at a later stage. The resident also explained that he had been under the impression that where a tree subject to a TPO is felled, a replacement tree would normally be required and would automatically become subject to the TPO applying to the original tree.
The resident stated that he was satisfied that he had brought the matter to the attention of the Parish Council and that the incident had been formally documented. He expressed his frustration that, had he been at home at the time, he would have challenged the contractors, proven that the tree had a TPO and refused to allow the tree to be felled.
The clerk added that after talking with the tree officer it was her understanding that at the very least the tree would be replaced. The tree officer informed the clerk that she was on site within the hour but unfortunately the tree had been felled and the contractors had left. She provided the clerk with information and instructions on how residents can report illegal felling that is in progress that would notify the tree officer more efficiently if ever a situation occurs again. The clerk had added the information into the clerks report.
At 7.49pm, Cllr Mullally joined the meeting.
The Parish Council expressed its disappointment regarding the circumstances surrounding the felling of the tree and concern that a tree believed to be healthy had been felled despite residents raising concerns about its protected status.
The Chairman thanked the resident for providing the information and documentation. He stated that the Parish Council would monitor for any future planning application and would make the relevant planning authorities aware of the concerns raised regarding the illegal felling of a tree with a TPO.
The Chairman requested that the resident keep the Parish Council informed of any further developments.
The Chairman thanked the residents for their input, updates and attendance. He closed the meeting to the public at 7.53pm and continued with the agenda.
187. To discuss flooding updates and agree next steps
The Chairman asked the clerk if there were any further updates in regard to the flooding. The clerk stated that Jason from AW had responded to the questions raised by the parish council and she had added the questions and answers to the clerks’ report and would also put them onto the website via the minutes.
She informed the council that Jason was happy to come to the meeting to give updates to residents and confirmed that he was happy for his contact details to be shared with residents who may have questions relating to the ongoing works or monitoring arrangements. The clerk stated that she would add Jasons’ email address onto the clerks’ report via the minutes.
The Chairman noted that there is an article in the newsletter summarising the outcome of the site meeting and to raise awareness about root ingress in private sewers that could be contributing to flooding.
The Chairman asked Councillors for their views on inviting a representative from AW to attend the November meeting.
Cllr S Christie suggested that a multi-agency meeting involving AW and Highways, potentially forming part of the Annual Parish Meeting (APM) in April, may be more beneficial. He explained that this would allow the Parish Council and residents to gather evidence over the winter months and assess whether there had been improvements in the areas of concern, providing useful feedback to AW and Highways.
Councillors agreed that holding a separate APM at the Village Hall in April would be more beneficial and accessible to the public. This would provide an opportunity for residents to hear directly from representatives of AW and Highways and to ask questions.
It was agreed that having a date to work towards, together with monitoring the impact of the winter months on work already undertaken this would provide a clearer understanding of any areas requiring further remedial works.
The Chairman said that this could be discussed as an agenda item at the next meeting and arrangements.
Cllr Holtby queried the location of the new flood warning signs. He explained that he was happy to retain the other which would cover the centre of the village prone to flooding and suggested that it would be beneficial for one of the signs to be made available to the Stow Road.
The clerk added that she was informed before the meeting of some excellent news that
Cllr Holtby suggested that if the resident present at the meeting was happy to do so perhaps, she could house the other sign and position it on Stow Road when flooding occurs.
This would help raise awareness when the road is flooded and hopefully deter motorists from attempting to travel through the affected area as a preventative measure prior to an official road closure.
He added that if additional signs were purchased then covering Marton Road via Cllr Hawke would be beneficial.
188. To approve minutes of previous meeting in August 2026 and authorise the Chairman to sign.
Prior to signing the minutes, the Chairman sought the views of the Council in relation to Invoice 903, in regard to hedge cutting undertaken outside the terms of the 25/26 hedge maintenance contract.
The Chairman noted that, although the hedge had been cut at the wrong time of year, the work was not an additional or unexpected cut outside the Council’s budget, as hedge cutting had already been budgeted for, albeit in the last financial year within the existing contract.
He stated that the current accounts on the agenda reflected the decisions recorded in the minutes of the August 2026 meeting.
The Clerk explained that she had discussed the outcome of the last meeting with the contractor and advised that the PC would agree to pay the reduced on the understanding that the first cut under the new hedge cutting contract would be deducted, as it would not require trimming again so soon. The contractor accepted this arrangement.
The Clerk sought advice from LALC to check that the council were permitted to pay the invoice. LALC had confirmed that it was acceptable for the Council to make payment of a reduced invoice recognising that the Council has received a benefit from the work undertaken out of contract.
Cllr S Christie stated that despite the advice received from LALC, he objected to the approval of the payment.
The Chairman acknowledged and appreciated Cllr S Christie’s opinion. However, the majority of Councillors were in favour of following the advice received from LALC to approve the payment of the reduced invoice.
It was agreed and RESOLVED the August 2026 minutes as presented and authorise the Chairman to sign as a true record.
At 8.18pm 5 members of the public left the meeting.
189. To receive the Clerks Report
The Clerks report can be viewed as Appendix A.
The Chairman stated that he had reported a streetlight that was out on Stow Road on Fix my Street.
The clerk highlighted the options of Christmas lights were limited as per the clerk’s report. Councillors opted for 40m coloured lights on a white string. The Chairman stated that he would provide the clerk with measurements for a weatherproof box.
The clerk noted that the replacement CSW 30mph signs and 30mph wheelie bin stickers had arrived but sadly had to report that four more had been damaged on Marton Road/Stretton Close in the last 4 weeks. She has passed the two new signs to the CSW Lead who has volunteered to position them higher to replace the recently damaged signs on Marton Road. The clerk has also added costs of two new signs to the agenda for consideration.
The clerk has collected information to display at the village show such as
Regarding the tree with a TPO in the Bradshaw grounds has been felled without permission. The WLDC Tree Officer is aware and dealing with the situation. There is nothing further that the parish council can do though have been encouraged that if anyone has any information they can send it to trees@west-lindsey.gov.uk. They’ll need to provide their names and contact details; details would be kept confidential.
Information will be passed over to the relevant enforcement officer who will be dealing with this case. For any future reports on protected trees or planning breaches people can use the ‘Report it’ option on the WLDC website home page and select the option for planning breaches. For felling in process, contacts numbers have been made available for an urgent response.
The clerk noted that there had been no further correspondence from virgin media regarding the removal of the redundant green boxes.
The clerk urged the councillors to view the draft newsletter as soon as possible as the editor was due to go on annual leave.
It was noted on the clerk’s report that the land registry document did not reference the ownership of the boundary as belonging to the parish council. It was discussed that a passed committee member has a wealth of knowledge may be able to provide some information. Clerk to approach.
Cllr Hawke to form a reply to the Quakers emphasising that the biodiversity gain for such a small site does not outweigh diminishing the status of the historical asset.
190. Correspondence received.
The clerk highlighted that she had been notified that the monthly playpark inspection sheet would be late and that she would send it electronically.
The clerk noted that correspondence had been received from WLDC regarding the illegally felled tree regarding the reporting process and a resident had passed on documents relating to the TPO.
All other correspondence has been received electronically.
191. Planning Applications (Any applications up to the date of the meeting)
None
192. Planning Granted (Any applications up to the date of the meeting)
None
193. Other planning matters.
None
194. 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
i) Salaries-Clerk and expenses/litter picker/OSR Cleaner/Handy-man/PAYE
ii) Ian Moore Contracting INV 923- Full Grass Cut and Strim £486 including VAT
iii) Ian Moore Contracting IN V 950- Full Grass Cut and Strim £486 including VAT
iv) Ian More Contracting INV 905- Hedge Contract £356.09 including VAT
v) Ian More Contracting INV 903- Reduced Hedge Contract £204.00 including VAT
Payments to be agreed:
i) Jewsons- Handy bag Raw Building Sand £8.33 including VAT
ii) Jewsons- General purpose Cement £7.90 including VAT
Direct Debits paid:
British Gas OSR –£15.52 including VAT
British Gas Village Green- £14.65 including VAT
ID Mobile- Phone Contract- £8.00
Charge Card- (£16.49) including £3 Charge fee and £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
N-U-C/A £9,440.46 N-U-D/A £1,983.99 N-U-GR/A £33,049.52
195. To approve the September 2026 accounts (circulated)
It was agreed and RESOLVED to approve the payment of Invoice 903 and noted that the Council does not accept contractual liability for the invoice as submitted, as the work was not authorised under the current hedge maintenance contract.
However, recognising that the Council has received a benefit from the work undertaken, the Council agrees to make a one-off goodwill payment of £204 inclusive of VAT in full and final settlement of the matter, The contractor has confirmed their acceptance of this amount and has agreed to the deduction of the cost of the first hedge cut on Map 5 from the 2026–2028 hedge-cutting contract.
This decision is a one-off resolution based upon the particular circumstances and does not constitute authority for contractors to undertake additional work without prior authorisation in future.
It was noted that British gas lite had attempted to generate another invoice for the village green electric. The new bill has been removed, and the clerk need to evidence the figures of the meter with photos. It was agreed and RESOLVED to approve the September 2026 accounts.
196. To agree the monthly reserves summary sheet (circulated)
It was noted that Invoice 903 had had been deducted from unexpected expenditure as the funds needed were not in this year’s budget figures It was agreed and RESOLVED to approve the monthly reserves sheet
197. 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.
198. To review and discuss the quarterly budget
It was agreed and RESOLVED to defer this agenda item until next month to enable the council to see the figures following the NJC back pay approval to inform the budget planning for 27-28.
199. To acknowledge and agree NJC pay increment and agree back pay from April 2026 for the clerk’s salary.
It was agreed and RESOLVED to accept the NJC pay increment applicable to the Clerk’s salary.
It was approved that the clerk will calculate any applicable back pay from April, taking into consideration the salary scale applicable at the time. which would be paid in full at the next meeting.
200. To discuss and agree to order Christmas Tree for the Village green and additional smaller trees
It was discussed that Cllr Cook would choose the Christmas Tree this year. Clerk to make an appointment. It was noted that last year it was highlighted that payment terms were changing to 7 days on receipt of invoice, received on delivery. It was agreed and RESOLVED to purchase a 15ft-18ft tree from Fillingham Christmas Trees plus 8 smaller un-reamed trees, clerk to request the invoice early to enable council to pre-authorise costs agree costs and pay using the charge card or a scheduled payment on receipt of the trees to meet the payment terms.
201. To discuss arrangements for the Christmas Light Switch on
It was agreed and RESOLVED that the event takes place on Saturday 5th December at 4pm. The Chairman will switch on the Christmas Lights this year. Clerk to liaise with the school regarding the school choir and the shop owner regarding the storage of the flagpole whilst the tree is in place. Cllr Holtby suggested that some trestles to store the flagpole on whilst not in use would be beneficial. The Chairman questioned whether it could be something that the Mens Sheds could help with. Cllr Holby agreed to look into this.
202. To consider whether to reinstate the Christmas display competition and to discuss potential arrangements.
It was agreed and RESOLVED to not reinstate the Christmas display competition due to lack of interest.
203. To discuss projects for 27/28
- The councillors noted that the rainbow walks project is still ongoing and soon to be completed.
- Future projects relating to traffic calming and enhancing village recognition were discussed. One suggestion was to paint the village gateways white to make them more prominent and visually distinctive to road users, with the aim of encouraging drivers to slow down as they enter the village.
- Collecting data from the SID’s and potentially invest in two more devices. It was noted that the view of the SID on Marton Road is restricted by overhanging trees and was suggested to make Highways aware. Cllr Hawke suggested that he and a jubilee wood volunteer would be able to remove some branches as they are overhanging the field.
- The councillors discussed the possibility of involving the school in creating posters about speeding to raise awareness.
- Councillors discussed projects to enhance the village identity such as an enamelled village logo displayed on the door of the Old Schoolroom and new signs on the entrances to the village.
- The clerk highlighted that she had created a community engagement poster to enable residents to give suggestions for projects and that this would be available at the village show on the parish council stand.
The Chairman noted that the community engagement suggestions would feed into discussions at the next meeting.
204. To discuss and agree to purchase replacement Hi-Visibility 30mph signs x2 from (LRSP) =£40 using (CIL Money) that have been damaged due to ASB and install on Marton Road/Stretton Close as a visual reminder for the 30mph speed limit
It was noted that multiple Community Speed watch signs have been subjected to ASB in the last month. It
was agreed to re-position the current signs 2m above the ground. Cllr Hawke reiterated that with options of traffic calming restricted we are doing what we can and hopes the data gathered from the SID’s will help supply evidence that further intervention from LCC is needed. It was agreed and RESOLVED not to purchase replacement signs and to instead wait for the data of the new SID’s to demonstrate that the council are doing all that they can to raise awareness and reduce speeding.
205. To receive a progress report from the project walking leaflet sub-committee (if required)
It was noted that the cartographer is drafts of the rainbow walks will be ready to display at the village show, giving residents an opportunity to see what the Parish Council had been working on.
206. To consider and approve a request from the Recreational Committee that the Parish Council funding previously awarded towards new multi play piece of equipment to instead be used towards the provision of concrete skate ramps at the Recreation Ground. The proposed change of use is intended to provide a facility that is considered more durable and potentially less costly to maintain and upkeep due to ASB being experienced.
It was agreed and RESOLVED that the parish council approves of the alternative spending of the PC grant awarded to the recreational ground.
At 9.06pm
There was a report querying missing flowers from the graveyard. It has since come to light that wildlife are eating the tributes left in the graveyard.
Following the return of the donation box vandalism has taking place inside the church. Fire extinguishers have been removed and taken outside, and flowers have been placed inside by an unknown source.
Cllr Mullally stated that, as a result of the LGR, the Reverend Jane Foster-Smith would be responsible for two additional churches being Gate Burton and Marton, bringing the total number of churches under her responsibility to nine.
The Chairman thanked Cllr Mullally for her updates and returned to the agenda at 9.15pm
207. Reports from local organisation.
Jubilee Wood- Cllr Hawke has requested that the 2 cut due from the contractor is scheduled as late as possible due to the grass not growing. The clerk has relayed this information to the contractor whom agrees but remains cautious that it would be beneficial to cut the grass before the area gets too wet.
The Jubilee Wood Volunteers are meeting in October to clear the central meadow. After this he hopes to reposition the new owl box in November on the current pole. He suggested that the farmer’s telehandler would be the best way to safely reposition and install the box.
208. General maintenance in the Parish
It was noted that the rose bush has regrown around the seat near the Bradshaws Entrance and requires a harsh cut back to enable the seat to be accessible. Clerk to request the handyman to maintain.
Cllr C Christie highlighted that the hedge boundary of the Quakers Burial Ground requires maintenance as the hedge is overgrown and this impacts on the parish council grass cutting. Cllr Cook stated that has tools suitable for the job and volunteered to help cut back the hedge with the assistance of Cllr S Christie and Cllr C Christie. The councillors agreed.
The Chairman questioned the arrangements for Remembrance Day and to whether we had been informed on who was leading the service. Cllr Holtby confirmed that Reverend Joan Vickers will be attending to support David Justham with the service. Cllr Cook and Cllr Holtby will be available to offer additional support if required.
Cllr Holtby stated that the sign on the Parish Council sign on the Old School room building would benefit from being varnished before the colder weather begins to preserve the Mens Sheds craftmanship. The Chairman suggested to task the handyman with this maintenance.
Cllr Holtby also mentioned that the old village sign is wonky. Cllr Hawke stated that it had always been wonky and it is likely to be a result of a warped post than the plinth itself. Cllr Cook stated that he would assess the asset when visiting the village green to measure up for the weatherproof box.
The councillors queried whether the lime tree on the village green required maintenance this year prior to the Christmas light switch on. It was suggested that the clerks asked Mr Tindall’s professional advice on whether maintenance is required.
209. Items to be noted for the next meeting.
Cllr Hawke noted that a resident had approached him about the possibility of introducing allotments to the village. He requests that an agenda item to discuss progress on seeking land for community allotments is added to the October agenda.
He informed the council that an area of land on Stow Road had been suggested. However, he acknowledged that, reluctantly, the area in question was considered to be the best area for nature and wildlife.
Agenda item required for discussion regarding the APM meeting inclusive of a multi-agency meeting.
Meeting Closed at 9.34pm Smoke alarm tested and passed at 9.36pm.