2020 Parish Council Minutes of Meetings

Deeping St James Parish Council

The Institute, 38 Church Street, Deeping St James, PE6 8EP E-mail: clerk@dsjpc.co.uk 

Tel: 01778 343266

Webpage: //parishes.lincolnshire.gov.uk/deepingstjames

Facebook: Deeping St James Parish Council

Parish Clerk: Julie Fortnum

The Minutes of the meeting of Deeping St James Parish Council held on Thursday 29 October 2020 at 7.30 pm using the virtual meeting code and password below:

Meeting ID: 957 8861 7762

Passcode: 127985

Present: Councillors Bowell, Dilks (District), Fowler, Gilbert, Hall, Halls, Hardy, Kornfeld, Shinkins-Hoppe, Stevens (District), Thomas (District), County Councillor Dobson and 5 members of the public.

Open Forum

Jayne Reed introduced herself as the newly elected Chairperson for the Deepings Youth Group. She had been a Trustee for 2.5 years and volunteered for 18 months. There has been a youth group in the Deepings for 50 years but it is not self-funding and at present the group had sufficient funds to continue until May 2021. The group is open to individuals between the age of 11 and 18 and prior to the COVID lockdown they were open twice a week and there was an average of 30 attendees per night. During lockdown the group met remotely and under the new restrictions since re- opening there have been two time slots offered each night with a maximum of 6 in attendance. Lisa Cuthbert who has recently become a Trustee is going to be investigating funding opportunities which will include approaching local companies, online events such as auctions, quiz nights, race nights and nearly new sales as well as applying for community funds at local supermarkets. Councillor Gilbert thanked them both and added that as 4 of the parish councillors were also Trustees regular updates could be obtained.

Jayne Reed left the meeting.

Pam Byrd from the Deepings First Neighbourhood plan group talked through a PowerPoint Presentation that would be circulated to everyone and had been prepared as part of the grant funding bid to the Green recovery fund. Part of the Deepings neighbourhood plan was to protect open spaces and the Green Walk intuitive would include a nine-mile circuit round the Deepings, an inner network of link footpaths and information boards and installations en-route. An total amount of £175,800 has been applied for and if successful the project will create two part-time jobs for 15 months and would need to be completed by March 2022. A decision is due early November 2020.

Lisa Cuthbert left the meeting.

County Councillor Dobson had provided a report which had been circulated to all the Parish Councillors. He confirmed that bus stop hard standing requested on Thackers Way had now been given a job number and should be completed by the end of November 2020. The replacement of the damaged hazard marker posts on Linchfield Road had also been given a job number but no start date as yet. He congratulated Pam Byrd on the presentation and hoped the Green Walk bid was successful which could possibly be linked to the Welland footbridge project.

District Councillor Stevens had provided a report that had been circulated to all the Parish Councillors which included information about a jointly funded venture by Stamford Town Council and South Kesteven District Council for street performers to entertain the public which may be replicated through the district, informing the parish council that she had been working with residents concerned about the dumping of unpleasant waste, damage to property by grass cutting contractors, noise pollution issues, ownership of overgrown areas and redevelopment of the play area on Jubilee Park. She also provided an update about the presentation to charities of funds raised via the Deepingathon, the literary festival 2021 and November nights virtual event and also an update about the Library – Halloween events, discussion with Architects about refurbishment and opening of the SKDC hub within the building.

District Councillor Dilks advised that he had shared various planning information with colleagues especially relating to the Cratus report and planning decisions. He also referred to the draft minutes of the District Council meeting which took place on 1 October 2020 when District Councillor Dobson had said that the landowners of the adjoining fields to the preferred site for the building of the leisure centre (the playing field on Linchfield / Spalding Road) had been spoken to when this was not the case. He also expressed his disappointment that the caveats requested by the Parish Council within the draft heads of terms document had been watered down and stated that in his opinion the masterplan suggested that the area was not big enough. He also advised that the District Council were looking at alternative locations on Jubilee Park for the wilding project and that a consultation will go ahead.

Councillor Gilbert responded saying the caveats had been clear in the document the Clerk had sent to the District Council and the heads of terms had not been signed. Councillor Dobson stated that the plan was lines on paper at the moment, could change and the parish council would be kept informed.

Councillor Dobson and Pam Byrd left the meeting

75.21 To receive and accept apologies where valid reasons for absence have been given to the Parish Clerk prior to the meeting.

Apologies had been received and were accepted from Councillors Hosking and Lilley

76.21 To receive declarations of interest under the Localism Act 2011 – being any pecuniary interest in agenda items not previously recorded on Members’ Register of Interests.

Councillors Bowell, Dilks, Halls and Stevens declared a non-pecuniary interest in agenda item 79.21.2

Councillors Halls and Shinkins-Hoppe declared a non-pecuniary interest in agenda item 82.21.4

77.21 To approve the minutes of the previous meeting held on Thursday 24 September 2020.

Councillor Dilks mentioned that the requirement for all reports for the council meeting to be sent to the Clerk for circulation 3 days prior to the meeting date had been raised at the September meeting where the Chairman had picked him up for not complying yet it had not been mentioned this evening that Councillors Dobson and Stevens had not complied. He had asked for a copy of the policy in which this was included which had had not yet received. Councillor Gilbert requested that this be added to an agenda for future consideration.

The minutes were agreed and would be signed by the Chairman at a later date.

78.21 To receive the Clerk’s report

Meetings continue regarding upgrading the CCTV at Woody Height recreation area

MDTC are to consider the parish council’s suggestion that the playscheme in the summer of 2021 should be organised as a joint venture at their meeting on 11 November 2020

A skip has been arranged for use by the allotment tenants

A new keypad has been ordered and is on its way from the Netherlands for the cabinet that houses the defibrillator

An IT company has been given approved to download convert and upload information from the current LCC website to the new LCC website

The signatory issues with Barclays Bank is still ongoing

A second opinion regarding the Oak Tree on the green at Churchgate is still being sought

Talks are still ongoing regarding the replacement of the bench at Frognall damaged by the contractors when the BT kiosk was removed

The redaction of the temporary waiver of the conveyance on the burial ground for use as a play area is still ongoing

The majority of the allotment rents have been collected and vacated allotments re-let.

Work to revert the new Cemetery to lawn continues with some exclusive right holders requiring individual letters to prompt action

Daffodil bulbs have been planted at the Cemetery and in the United Charities garden and will be planted on the green area at The Cross School

The flagpole consultation letters have been issued.

Discussions are still ongoing with three prospective internal audit providers

Arrangements to cut the hedge at the allotments have been arranged The contractors have been chased about cutting the hedge at Woody Heights recreation ground

Investigation are ongoing into the cause/culprit behind the unhygienic/hazardous waste that has been seen dispersed around the parish

Discussions continue with the electricity provider about the ideal location for the supply to be installed at Jubilee Park to support CCTV

79.21 Financial matters

1. To receive the minutes and consider any recommendations from the finance and general purposes committee meeting held on Thursday 22 October 2020 – Councillor Bowell introduced the minutes of this meeting from which there were no recommendations. The Chairman advised everyone to direct any questions they had about the minutes to the Clerk or Councillor Bowell

2. To receive the Deeping Youth groups accounts – The accounts had been shared with all the Parish Councillors prior to the meeting. Councillor Dilks said that he was not part of the recent Facebook discussions around the decisions made by Market Deeping Town Council at the meeting held on 14 October 2020 regarding granting funding to the Deepings Youth Group. As he understood the Town Council did not agree to withdraw funding they merely wanted clarification of the accounts which they have now received and the funding will now be reconsidered. He requested those involved in the Facebook comments to apologise. Councillor Stevens responded explaining that she understood it on the night of the meeting the funding had been declined and it was the decision to reconsider was made some days later when the Market Deeping Town Mayor, Councillor Yarham, and Vice Mayor, Councillor Moran, attended a meeting with the Trustees. Councillor Gilbert, the Chairman of this meeting, ended this discussion as neither the Facebook comments or the Town Council’s decision formed part of this agenda the item.

Councillor Bowell advised that due to the size of the grant not only were a copy of the accounts required a report on how the funds were being used should also be provided. Councillor Gilbert advised that the verbal report provided by two of the Trustees within the open Forum would be included in the minutes and Councillor Stevens assured the Parish Council that feedback would be provided by both the Youth Group and the Community Library prior to the precept being set.

3. To approve the payments for October 2020 – It was proposed seconded and Resolved to pay the account totalling £17,229.74

4. To note the income received in October 2020 – Noted One member of the public left the meeting

80.21 Planning matters

1. To receive the minutes and consider any recommendations from the planning and transport committee held on Thursday 22 October 2020 – Councillor Shinkins-Hoppe introduced the minutes of this meeting from which there were the following comments and recommendations:

• Agenda item 47.21 - After the public speaking hearing in respect of planning application S20/0632 where despite the unanimous decision of South Kesteven District Council’s planning committee a 5-day cooling off period had been granted in which time District Councillor Dilks and the applicant were required to provide their case in writing for the application to be considered again at a later date. The Parish Council planning committee were so concerned about this that they recommended that a letter be sent to the Chairman of South Kesteven District Council planning committee, Councillor Adams. Resolved

• Agenda item 49.21 - As the deadline for the response to the Government’s white paper on the reforms to planning procedures was 30 October 2020 leaving no time for this to be considered at this meeting a reply had been complied and comments requested by email. Councillor Dilks praised Councillor Shinkins-Hoppe for all the work she had done on this. Councillor Gilbert explained that on some occasions due to the tight deadline responses could not be considered by full council so sharing the document and getting responses by email was the only option. He suggested that the delegated powers of the planning committee may need amending to reflect this.

• Agenda item 50.21 – Councillor Shinkins-Hoppe explained that the comments in respect of this application for phase 2 of the Linden Homes development on Linchfield Road was very thorough as there was a great deal of disappointment with the plans and the planning committee recommended that the agreed to it being forwarded to South Kesteven District Council. Resolved

• Agenda item 53.21 – After completion of work to the Prince of Wales Oak in the Priory Hall car park the Priory Hall Trust had obtained quotes for railings to protect the tree and roots. Iron railings were preferred as they were more in keeping with the area. As the parish council had previously offered to financially help with the cost of saving the tree it was agreed that the Priory Hall Trust should be asked to complete a grant application.

• Agenda item 54.21 – The planning committee recommends refusal of planning application S20/1564 (103 Horsegate) as it is backland development close to a busy crossroads plus it takes up more than 50% of the garden area. Resolved Councillor Dilks abstained from voting

81.21 To consider correspondence received:

For consideration

Lincolnshire Association of Local Councils

County committee vacancies – do the parish council have any person interested in acting as a representative? No Parish Councillors were interested in these vacancies.

A relative visiting the Cemetery

Disappointed and upset at the parish council’s decision to enforce the regulations removing all ornaments and planting from graves and returning to lawn. Noted

An allotment plot holder

Responding to letter drawing their attention to contravening clause 7.15. It was proposed seconded and Resolved that a letter should be issued stating that failure to stop blocking the access road by parking near the plot will result the termination of the tenancy.

A resident     

Volunteering to get involved in some tree planting. It was agreed that the Clerk should respond inviting the individual to get involved in hedge planting when supply received from the Woodland Trust

Welland Rivers Trust

Hoping to build a relationship with the parish council to understand how the community currently engages with the river and how the river can be made more accessible to a wider range of residents. Councillor Bowell volunteered to represent Deeping St James Parish Council and work with the Welland Rivers Trust.

82.21 To receive and consider minutes and recommendations of committees, reports from advisory committees, members reports from external bodies, members reports of meetings, seminars, training and events attended on the Council’s behalf:

1. Lincolnshire Association of Local Councils Clerks Training via zoom held on 22 and 23 September 2020 attended by the Assistant Clerk - noted

2. Scribefest Remote – Facing and embracing the new normal held on Wednesday 7 October 2020 organised by Scribe accounts and the Local Council Clerks’ Community and attended by the Parish Clerk - noted

3. Meeting on Thursday 8 October 2020 with an Officer from Corporate Operations (Property) from South Kesteven District Council to confirm the exact location of the flagpole on Jubilee Park prior to consultation attended by the Assistant Clerk and Councillor Shinkins-Hoppe – Consultation letters had since been issued to residents living locally to the location

4. Meeting on Tuesday 13 October 2020 via zoom with representatives from the Deepings School and Councillors Gilbert and Shinkins- Hoppe along with the Parish Clerk to discuss the ongoing problem of damage to the field fencing – Councillor Gilbert explained that the Deepings School were requesting some financial support from the parish council as the fence was only ever damaged near the skate park. It was noted that the trees at the rear of the skate park needed some work on them and the Clerk intended to obtain quotes. It was agreed to add this to the youth and community committee agenda for the meeting scheduled for Thursday 14 January 2021 by which time it was hoped that the additional CCTV equipment would have been installed and the work to the trees completed.

5. Lincolnshire Association of Local Councils AGM via zoom held on Tuesday 13 October 2020 attended by Councillor Shinkins-Hoppe and the Parish Clerk - noted

6. Lincolnshire Association of Local Councils finance training via zoom held on 14 October 2020 attended by the Assistant Clerk - noted

7. Lincolnshire Association of Local Councils Planning training held via Zoom on Thursday 15 October 2020 attended by the Assistant Clerk and Councillors Shinkins-Hoppe and Robinson - noted

8. Association of Local Council Clerks AGM via Zoom held on Friday 23 October 2020 attended by Parish Clerk - noted

9. Langtoft and Deepings Royal British Legions laying of wreaths on the Commonwealth War graves in the parish on Sunday 25 October 2020 attended by Councillor Gilbert and Councillor Dilks – Councillor Gilbert thanked the Royal British Legion for the invitation and acknowledged that although sad it was important to remember the fallen.

83.21 To consider play equipment provision (including land ownership issues) within the parish and agree a way forward to improve the provision – Councillor Shinkins-Hoppe introduced this item explaining that at a meeting with an Officer from South Kesteven District Council it had been suggested that the Parish Council should approach the District Council to discuss taking over responsibility of play areas and also open spaces within the parish. Councillor Stevens advised that herself and Councillor Shinkins-Hoppe had met with a group of parents who eager to improve the park and prepared to fund raise and apply for grants towards this. She agreed that some of the play equipment within the play area being owned by the District and some by the Parish led to confusion and duplication of duties (therefore increased costs) so the taking total responsibility for it would clarify this. The Clerk was asked to investigate the cost implications (insurance, grounds maintenance and annual inspections) so that the adoption of the play area on Jubilee Park could be further considered at the November Council meeting.

84.21 To discuss the care and / or adoption of new development green spaces – Following on from the above discussion it was agreed that a working party should be formed in the new year to considered the adoption of open spaces currently available within the parish and also newly created open spaces and landscaped areas within future developments.

85.21 Parish Pump – items for information of inclusion on future agenda. Councillor Dilks reminded everyone to support the Royal British Legion Poppy Appeal and encouraged everyone to put a picture or photo of a poppy in their window. He advised that Revd. Mark Williams of the Priory Church was hoped to hold an outdoor service (by invitation only) around the remembrance planter on 8 November 2020. Councillor Gilbert confirmed that he would be attending the opening and closing of the garden of Remembrance at 3pm on Sunday 1 and 15 November 2020 respectively and would also ensure a wreath was laid at the war memorial within the Priory Church.

Councillor Hardy advised that he had obtained advice from the Lincolnshire Wildlife Trust about the hedge planting on Broadgate Lane. It was confirmed that Carols in Jubilee Park would not be going ahead this year so the loan of the floodlights would not be required.

Meeting finished at 9.53pm