November 2020 Minutes
The minutes of the meeting of Deeping St James Parish Council held on Thursday 26 November 2020 at 7.30 pm using the virtual meeting code and password below:
https://zoom.us/j/98995521442?pwd=ekZtcHRXMDB1d3pKWGptbVVMd1hmZz09
Meeting ID: 989 9552 1442
Passcode: 050574
Present: Parish Councillors Bowell, Dilks (District), Fowler, Gilbert, Hall, Hardy, Hosking, Kornfeld, Lilley, Robinson, Shinkins-Hoppe, Stevens (District), Thomas (District), County Councillor Dobson and two members of the public.
OPEN FORUM
The Chairman welcomed the representative from the Priory Hall Trust to the meeting and it was agreed that they would be able to answer any questions that arose about the grant application when it was considered under agenda item 90.21.4
County Councillor Dobson had provided a report which had been circulated to all Parish Councillors prior to the meeting. He referred to the report and encouraged individuals to use the ‘widenmypath’ website to request new and improved cycleways. Councillor Hosking asked if Lincolnshire County Council intended to question the government on the decision to put the whole of the County into tier 3. Councillor Dobson confirmed that Councillor Martin Hill the Leader of Lincolnshire County Council had written to the Minister stating that the second largest County in the Country shouldn’t have all been place in tier 3.
District Councillor Stevens gave a verbal report advising that the issue around the unpleasant litter being distributed around the parish had now been resolved and she wished to formally thank Jamie Clark for his help in resolving this. She also advised that an updated executive report regarding the Deepings Business Support Group had been forwarded to the Clerk for circulation and it was felt that as the Deepings was moving into tier 3 more businesses may come forward for advice and help.
District Councillor Thomas advised that a resident of Eastgate had contacted her regarding the application for the dog agility business off Back Lane. District Councillor Dilks had shared an update on Facebook which District Councillor Thomas had forwarded to the concerned resident.
District Councillor Dilks brought to the parish council’s attention 3 issues: the serious failings over heating issues in council houses, an increase of 28% in charges by 1Life to the Deepings Swimming Club who they have been undercharging for some time and confirmation that the special expense charge to council tax payers would no longer be charged as it was no longer justifiable now that the school fencing was in place and the playing field was not accessible to the public. Councillor Bowell thanked both District Councillor Dilks and Baxter for their work in getting this charge removed.
County Councillor Dobson left the meeting.
86.21 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 Councillor Halls.
87.21 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.
Councillor Shinkins-Hoppe as a Trustee of Deeping St James United Charities who were also considering a grant funding application from the Priory Hall Trust – agenda item 90.21.4
Councillor Stevens as a payment was being made to partner – agenda item 90.21.2
88.21 To approve the minutes of the previous meeting held on Thursday 29 October 2020.
After the date 11 November 200 in minute number 78.21 had been amended to 11 November 2020 the minutes were agreed as a true copy and would be signed at a later date.
The Chairman, Councillor Gilbert, proposed that agenda item was moved forward to welcome the co-option applicant to the meeting. Seconded and RESOLVED
89.21 To consider the application received for the Co-option vacancy.
It was RESOLVED that Karen Watts’ application for the casual vacancy should be accepted and she was welcomed to the Parish Council. It was agreed that the Clerk would arrange a time for her to sign the acceptance of office form.
90.21 To receive the Clerk’s report.
Dog prohibition orders have been placed on all gated play areas in the parish and have raised questions especially relating to the open space at Hereward Way.
Incidences of dog fouling at Manor Way gardens have been reported to the Neighbourhoods team at South Kesteven District Council
Ownership of the light that is not working at Manor Way shop car park is proving challenging to establish and it is looking like it may be an obsolete lamppost.
Further information has been requested by the external Auditor relating to the Annual Governance and Accounting Return for 2019/20 all of which has been provided.
British Telecommunications have been contacted again about their offer to replace the bench at Frognall which was damaged when the telephone kiosk was removed.
A small repair to a piece of play equipment at the Hereward Way park was brought to the attention of the parish council by a parent and repaired by the maintenance staff.
CCTV and electricity warning signs have been put in place at Woody Heights recreation area.
Market Deeping Town Council have confirmed that they would like to meet to discuss a joint playscheme in 2021.
The letters to allotment tenants not complying with clauses within the tenancy agreements have led to positive improvements.
An updated quotation for the installation of an electricity supply at Jubilee Park has been requested from Western Power.
Further quotes (1 received) are being obtained for the required work to extend the cabling required to install additional CCTV at Woody Heights
The Welland Rivers Trust have contacted Councillor Bowell after he volunteered to represent the Parish Council and he will keep the Clerk updated with information.
91.21 Financial matters
- To receive the minutes and consider any recommendations from the finance and general purposes committee meeting held on Thursday 19 November 2020 – Councillor Bowell introduced the minutes from which there was one recommendation, to accept a 5% increase in charges for the grass cutting of Woody Heights, the riverbank and the highway verges (a joint contract so dependent on Market Deeping Town Council also agreeing it) in 2021 and to continue using the current contractor. RESOLVED
- To approve the payments for November 2020 – it was proposed second and RESOLVED to pay accounts valuing £9,125.62
- To note the income received in November 2020 - noted
- To consider the grant application received from the Priory Hall Trust in respect of the costs of the recent work to the Prince of Wales Oak and the proposed installation of railings – After some discussion it was proposed seconded and RESOLVED (with one abstention) that the Clerk should arrange payment of £2,529 subject to consultation of the Parish Council’s standing orders/financial regulations around making a payment of this value and for this purpose, confirmation being obtained from the Priory Hall Trust’s Treasurer of how the District Councillor’s ward contributions were spent and agreement from Deeping St James United Charities that they will pay the remaining 50%.
One member of the public, representing the Priory Hall Trust, left the meeting
92.21 Planning matters
- To receive the minutes and consider any recommendations from the planning and transport committee held on Thursday 19 November 2020 – Councillor Shinkins-Hoppe introduced the minutes of this meeting from which there were three recommendations
S20/1273 – Stephens Way. After some discussion it was RESOLVED to object to this application siting the reasons – Increased traffic flow and encroachment onto Back Lane
S20/1862 & 1863 - Demolition of existing modern farm buildings, alterations and extension to traditional farm buildings to form two dwellings and erection of five dwellings and associated garages at Osier Farm 141B Eastgate. After some discussion it was RESOLVED to recommend approval of this application.
S20/0592 – Appeal against the refusal of the proposal for 2 number 4-bedroom dwellings at 69 Horsegate. It was RESOLVED to continue to object to this application on the grounds originally put forward.
Councillor Dilks provided an update about planning application S20/0632 relating to the change of use of land at the rear of 17 Eastgate with access from Back Lane to an area for dog exercise, obedience and agility classes. The application received 77 letters of objection and was refused by the District Councils planning committee however as it has not been dealt with within the required timescales the applicant has lodged an appeal so it will now be the Planning Inspector who makes the decision.
- To note that a planning application (S20/1952) has been required to reduce height of conifer hedging to 6 feet, remove one pine tree, remove self-set sycamore and elder trees due to the Cemetery being within the conservation area – Noted.
93.21 To receive and consider correspondence.
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Councillor Adams, South Kesteven District Council |
acknowledging receipt of a letter raising points about the cooling off period especially in respect of S20/0632 and advising he will respond in due course. |
Noted
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Chief Constable Skelly, Lincolnshire Police |
acknowledging receipt of a letter raising questions about the level of policing now and in the future in the Deepings, advising that it has been forwarded to the District Chief Inspector for response. |
Chief Inspector Gary Stewart has since spoken to the Clerk and advised that the Stamford Bourne and Deepings Neighbourhood Policing Team consists of 4 Police Officers and 4 Police Community Support Officers and this was unlikely to change. He advised that incidences are handled on a harm and risk basis. He confirmed that he would welcome working alongside a private security firm and encouraged residents to the continue calling 101 to report incidences and provide information. Councillor Shinkins-Hoppe requested that the use of private security patrols was included as a future agenda item |
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Jayne Reed, Chair of Deepings Youth Group |
confirming the election of the following Trustees –Jayne Reed (Chair), Paul Hanson (Treasurer), Judy Stevens, Si Fox, Xan Collins, Christine Halls (HR Lead) Helen Clark (Secretary) and Lisa Cuthbert (Fundraising Lead) at the AGM which was held on Wednesday 18 November 2020 and that they intend to provide a funding application to be considered by the parish council for 2021/22. |
Noted. |
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A relative of an individual buried in the Cemetery |
Responded to a letter informing them of the deadline for removal of planting on the grave in accordance with the cemetery regulations advising of the upset this has caused. |
Noted. |
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A relative of an individual buried in Cemetery |
Contacted the office in response to the notices placed in the Cemetery asking for planting to be removed by 31 October 2020 and asked for the return of the plants or compensation from the Parish Council. The Maintenance Worker had removed the Rose and placed it in pot however it had not survived. |
Upon receipt of the invoice confirming the value of the plant it was RESOLVED to make a payment as compensation.
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Pam Byrd, Deepings Green Walk |
Confirming that the application to the Green Recovery Challenge Fund was unsuccessful due to the very large number of submissions. Further grants and funding options are being investigated. confirming that the application to the Green Recovery Challenge Fund was unsuccessful due to the very large number of submissions. Further grants and funding options are being investigated. |
Noted. |
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Business Manager of the Deepings School |
Advising of the further costs of repairs to the school fencing on the perimeter of the skatepark. |
It had been agreed previously that the Youth and Community committee would consider this issue at their next meeting |
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Lincolnshire Road Safety Partnership |
Advising that after being contacted by a resident of Horsegate an Archer survey had been carried out at the location which showed the average speed of vehicles to be 29.7mph but that 17.1% of the vehicles using the road could be enforced in terms of speeding |
To be considered at the next planning and transport committee meeting |
94.21 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:
- To receive an update from the Northern Footpaths Forum Group about the Welland Footbridge Project – The document that had been provided by a representative of the Northern Footpath Forum was noted and Councillor Shinkins-Hoppe advised that she would update Deepings First, the neighbourhood plan group.
- Attendance by Councillors at Remembrance events held on 1 November, 8 November, 11 November and 15 November 2020 Noted.
- Attendance by the Assistant Clerk on Council policies and procedures training via zoom on 10 & 11 November 2020 – Noted.
- Attendance by the Parish Clerk, Assistant Clerk and Councillor Shinkins-Hoppe on local Highways role in the planning process training via zoom on Monday 23 November 2020 – This event is due to take place on Monday 30 November 2020
- Meeting on Tuesday 24 November 2020 with an Officer from SKDC to confirm the exact location of the railings when the Cemetery is extended so as to comply with health and safety requirements in respect of the play equipment and to formalise the arrangement for SKDC to use the reduced section as a play area. Attended by the Parish Clerk, two Maintenance staff and the Chair of the Cemetery committee, Councillor Thomas – The location of that the Cemetery railings will be removed to was agreed and the suggestion that the play equipment should also be gated to restrict access to dogs was suggested and it was agreed it would be investigated.
95.21 To receive the response from the consultation regarding the installation of the flagpole on Jubilee Park and to consider the next steps.
The Clerk advised that there had been 1 response to the consultation letter sent out to 60 residents whose properties overlooked the flagpole location on the park. The response raised issues about anti-social behaviour on the park and encouraged the installation of CCTV rather than a flagpole. The Clerk advised the members that a reply had been issued informing the resident that it was the intention to install CCTV, to encourage a police presence and investigate the use of a private security firm. As a resolution had already been agreed to progress with the erection of a flagpole providing the consultation was not unfavourable it was agreed to arrange for installation.
96.21 To receive the second opinion and quotation for work on the Oak Tree on the green at Churchgate and consider the next steps – The Clerk advised that the second opinion also recommended removal of the tree as the best option although had also quoted for remedial work which would require ongoing inspection. The Clerk was asked to obtain a third opinion after which a decision would be made. Councillor Shinkins-Hoppe suggested replacing the Oak Tree with a Fir tree which could have solar lights on it during December. It was agreed that the location of a fir tree for this purpose would be considered at the next Allotments footpaths and open spaces committee meeting.
97.21 To consider the timescale for receipt of reports to be considered at a council meeting.
Councillor Gilbert introduced this item saying that the concern was not just around the when the reports should be issued but also about who should be circulating the reports. The communications policy clearly states that all council correspondence should come via the Clerk and as at least 3 working days was required between the date of issue of an agenda and the date of the meeting it would be good practice if this applied to appendices and reports too. Councillor Gilbert stated that it was difficult to control the open forum with 3 District Councillors and 1 County Councillor all wishing to give a report and also allow members of the public time to speak and he was unwilling to Chair meetings that reduced to political arguments.
Councillor Gilbert asked if those present wanted standing orders to be suspended to allow the meeting to continue past 10pm. RESOLVED.
Councillor Dilks responded to Councillor Gilbert’s comments asking where his paper supporting this agenda item was, requesting a copy of the communications policy and stating that the reports were political because the District Council was a political organisation. Councillor Stevens stated that she was happy to send a report, relevant to DSJ, to the Clerk for approval and circulation 72 hours prior to the meeting to avoid public political disagreement. As it was apparent no agreement would be reached tonight Councillor Bowell proposed that the item was considered further at the next finance and general purposes committee. Seconded and RESOLVED.
98.21 Parish Pump – items for information or inclusion on a future agenda.
Councillor Dilks in his capacity as Chairman of the Langtoft and Deepings Royal British Legion apologised for an invitation not being issued to the Parish Council Chairman to attend the wreath laying service at on Sunday 8 November 2020 at the Remembrance planter on the Green at Churchgate. He thanked the Chairman Councillor Gilbert for attending the visit to the war graves within the Priory Churchyard and Deeping St James Cemetery and also for laying the wreath at the opening of the Garden Remembrance.
Councillor Bowell apologised to the new Councillor Karen Watts as he had informed her that meetings were not political and were finished before 10pm.
Councillor Fowler asked when the planting of the Woodland Trust saplings was going to take place. Councillor Bowell advised that he and Councillor Dilks had completed this on Sunday 22 November 2020.
Councillor Kornfeld commented that she agreed with Councillor Gilbert saying how refreshing it had been not to have any ill feeling at the beginning of this meeting.
Meeting closed at 10.15pm