Minutes 17th September
SWABY GROUP PARISH COUNCIL
MINUTES OF THE ORDINARY COUNCIL MEETING
HELD 17th SEPTEMBER 2025
Present: Cllr A. Gilpin (Chair); Cllrs Hanson, Cooper, Bailey, Gibson
1 Member of the public
Mrs J. Cooper Parish Clerk
There were no matters raised during the public session.
33 APOLOGIES
Apologies and valid reasons for absence were received from Cllrs Millburn, Start, Young, Taylor, Dransfield and Wright, and these were accepted.
34 DECLARATIONS OF INTEREST
Cllr Bailey declared a personal interest in matters relating to South Thoresby Quarry as a nearby resident.
35 MINUTES OF THE MEETING HELD 16TH JULY 2025
It was resolved that the Chairman sign these as a correct record of that meeting.
36 UPDATE ON MATTERS FROM THAT MEETING
Minute 21 – Louth Mens Shed quoted an additional £45 to repair the ends and the Clerk had agreed that with them. Cllr Gilpin noted that the bench near Swaby church would possibly be next on the list for repairs.
Minute 31 – Footpath – Clerk contacted LCC Officer who advised that there were insufficient resources to deal with the matter as urgent, but it would be looked into when they were next in the area.
37 UPDATES FROM ELDC/LCC
There were no members present.
38 FINANCIAL
Accounts for payment:
It was resolved that the following be paid:
Clerks salary & PAYE (August/Sept) £339.32
39 CORRESPONDENCE
Clerks and Councils direct (circulated)
Clerk advised that ELDC would be contacting all those with current postal votes later this year to advise that they will need renewing.
40 QUARRY
There was still the unanswered question regarding the blue pipes, roof girders, skips which were being stored in the quarry – Clerk to contact LCC again.
Discussion on unsheeted vehicles leaving the quarry, it was noted that several tractors had left with unsheeted loads. A query to LCC resulted in the officer advising that the planning consent related to lorries only. Further research resulted in a report submitted to LCC by an officer which clarified that …”all vehicles carrying materials/mineral from the site (whatever they are) are required to be sheeted.” A copy of the relevant page of that report to be sent to LCC officer.
Two planning applications had been received :
County Matter 39/25 – to rectify reprofiling (no comments)
County Matter 10/25 – To vary conditions 5 & 15A imposed on planning reference 2338/14.
Considerable discussion took place on this application covering the legal name of the quarry operator, the requirement for an Ecological report (as submitted in 2026), flood risk from the site and the potential for 145,000 tons of soil to be imported (approx. 7250 deliveries).
It was therefore resolved that the Parish Council object to this application on the following grounds:
1. Conditions 5 & 15A pp 2338/14 are themselves a variation of conditions 5 & 15A of 2206/02.The applicant Grantham Industries Limited t/a GBM Waste Management, applied for and obtained permission 2338/14 and at all times after that permission has remained the owner/operator of the quarry. If Planning permission 2338/14 was the appropriate way of restoring the quarry there is nothing to indicate that it is still not appropriate and as such does not need amending.
2 Conditions 5 & 15A of 2338/14 contained detailed provisions for the restoration in terms of the document prepared by Peak Ecology Ltd, as referred to in those conditions. This approach should be preserved (if not enhanced) not reduced.
3. The assertion that there is no water run off from the quarry to land outside the quarry is not correct as witnessed by the flooding of the public highway between South Thoresby and Aby in January and February of 2024 and the consequent damage to the surface of that highway.
4. Additional vehicle movements of 7250 deliveries circa 20 tons each is not acceptable because of the resulting loss of amenity to those living adjoining the public highway giving access to the quarry and because of the extra wear and tear on the public highway itself.
41 UPDATE ON DOT GOV EMAIL ADDRESS REQUIREMENTS
Clerk gave a brief update on further information received which suggested that, providing the Council had a .gov email address (eg clerk@swabygroupparishcouncil.gov.uk) and this was used for all official correspondence to and from the parish council, this would satisfy the requirements of Assertion 10 on the 2026 AGAR Audit forms, particularly for smaller councils. Personal email addresses were still not recommended, and the issue of Freedom of Information requests was still relevant. Parish Council online were offering one free .gov email address for the Clerk and it was resolved to take this offer up in the first instance.
It was agreed to consider whether to budget for all councillors to have .gov email addresses at a future budget meeting.
The issue of the domain name was irrelevant as the Council’s website was hosted by LCC on its .gov website.
42 IT POLICY
It was agreed that this needed extensive revision to be appropriate for Swaby Parish Council and to be revisited in draft at the next meeting.
43 UPDATE ON LOCAL GOVERNMENT REORGANISATION.
Cllr Gilpin had logged into an online seminar run by ELDC on this. It was well attended. Goal is to move to a 1 tier structure, with 2 unitary authorities each of approx. 500,000 residents, being northern (incorporating Lincoln) and southern (incorporating Boston). There would be opportunities for some Parish Councils to take on additional responsibilities.
44 AUTUMN LITTER PICK
This to be held Saturday 11th October at 1pm for both Swaby and South Thoresby.
45 PLANNING
3110/25 – Extension Field View – no observations.
46 ANY OTHER MATTERS FOR GENERAL DISCUSSION/NEXT AGENDA
The Chairman had attended a public meeting in Alford regarding the possibility of a “Haul Road” for large vehicles in connection with the proposed pylons/substations. This to run from mid way Miles Cross Hill (Rigsby Crossroads), across country behind the crematorium, across Tothby Lane and land (cutting through land with proposal for 200 houses) and exiting somewhere between Saleby and Bilsby. It was agreed that Swaby Parish Council support Alford Town Council in their consultation, on the grounds that this will have a significant impact on the long clear views from the Wolds AONB, impact on traffic on the A16, produce light and noise pollution and possible negative impact on property values in the area.
It was agreed to invite Andy Roberts to the next meeting night, to an extra public meeting commencing at 6pm to talk about the proposed infrastructure proposals.
Agenda items for next PC meeting:
Any further update on .gov
Draft budget
Draft IT policy.
47 DATE OF NEXT MEETING
This was set as 12th November – with public meeting if Mr Roberts could attend commencing at 6pm and Council meeting at 7pm
There being no further business the meeting closed at 8.45pm