September 2021 Minutes
The minutes of the meeting of Deeping St James Parish Council held at the Open-Door Church, 5 Spalding Road, Deeping St James, PE6 8NJ on Thursday 30 September 2021 at 7.30 pm
Present: Parish Councillors Bowell, Denman, Dilks (County and District), Fowler, Gilbert, Hall, Halls, Hosking, Little, Rose, Shinkins-Hoppe, Stevens (District), Thomas (District), the Assistant Clerk and one member of the public.
The Parish Clerk took the minutes.
OPEN FORUM
Resident, Mr Philip Neville, stated that because of what had happened regarding the Deepings Leisure Centre he wanted to take a more active role and pay more attention to what the Council does so he would be attending more meetings. He requested a copy of the letter that Deeping St James Parish Council had sent to South Kesteven District Council. The Clerk asked him to email the office and she would forward him a copy. Mr Neville then referred to the recent copy of SKToday which had only two references to the Deepings in it which although both positive two was not enough. He mentioned that there were several references to leisure being beneficial but no mention of what was happening with Deepings Leisure Centre. The issues with the Deepings Leisure Centre should have been mentioned as the magazine should include elements of bad news as well as good. He asked that the Parish and District Councillors work towards making sure the Deepings are properly represented in this magazine in the future.
Councillor Stevens responded saying that she felt it was incredibly insensitive and she had made her feelings known concerning this and urged Mr Neville to make the SKDC communications team aware of his feelings.
Councillor Stevens stated that the Conservative District Councillors for the Deepings have been lobbying to look at alternatives to permanently closing the Deepings Leisure Centre following a comment made by District Councillor Dilks referring to work that had been completed at North Hykeham Leisure Centre. Councillor Stevens stated that throughout the country all 1970’s leisure centres were coming to the end of life. She has spoken to the SKDC Chief Executive who has confirmed that the North Hykeham Leisure Centre has had a 5million pound refurbishment and when she visited it she was very impressed and pressure was being put to bear on the District Council to do a structural survey and look at refurbishing the Deepings Leisure Centre in a similar way to that of North Hykeham Leisure Centre. The District Councillors would be visiting North Hykeham Leisure Centre on14 October 2021. Councillor Stevens advised that getting the Leisure Centre open as soon as possible is being worked towards as that is what the community want. She also acknowledged that there was a democratic deficit at both the District and County Council as meetings often took place during the day meaning working people were unable to attend.
Councillor Bowell said that if the ruling party at South Kesteven District Council feel that just re-opening the current Leisure Centre is what the public want they have misunderstood the public. The public want a new one. Councillor Stevens responded advising that this is being looked at and hoped that Councillor Dilks agreed.
Councillor Dilks replied saying that somebody got it wrong just airbrushing Deeping Leisure Centre out of the recent SKToday publication saying there were 3 Leisure Centres as the Deepings one is still there. He went on to say that there was currently no commitment from South Kesteven District Council to get the current Leisure Centre open or to build a new one. If refurbished he feels there is no chance that a new one will be built but is always hopeful that moving forward this will change.
Meeting Chairman, Councillor Gilbert, then called the discussion to a halt as it had become political and the Parish Council was apolitical.
22.62 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 Olson.
Councillor Robinson was not present.
22.63 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 – Agenda items 22.69 and 22.71.1
Councillor Stevens – Agenda items 22.69 and 22.71.1
Councillor Halls – Agenda item 22.69
22.64 To approve the minutes of the previous meeting held on Thursday 26 August 2021.
Councillor Bowell pointed out that Ashley Baxter never livestreamed the meeting and requested that this it is noted that this had come to the Parish Council’s attention after the minutes had been typed.
Councillor Little raised the point about the word disappointed being use in the letter sent to South Kesteven District Council about the closure of the Deepings Leisure Centre and not a more forceful wording. He felt that the minutes did not reflect the alternative suggestions put forward on the evening.
The Clerk advised that the minutes were typed from her notes of the meeting and everyone else’s may well be different.
The Chairman, Councillor Gilbert, put the acceptance of the minutes to a vote.
RESOLVED with two abstentions (Councillor Dilks and Shinkins-Hoppe who were not present at the meeting)
22.65 To receive the Clerks report.
-A report of access issues and litter including broken glass on public right of way 4 have been cleared by a Parish Council Maintenance Worker.
-A further concern about the reeds and weeds on the river has been forwarded to the Environment Agency for a response.
-The Annual Governance and Accounting Return has been signed off by the External Auditors PK Littlejohn with no issues being raised.
-Deeping United Football Club and the Women’s Institute have both completed a community litter pick on Saturday 4 September and Wednesday 22 September 2021
-The flood risk questionnaire received from the Flood Risk Officer at Lincolnshire County Council has been completed and returned.
-The Unity Trust Savings account application has been submitted.
-The Remembrance Day parade to be held at 2.30pm on Sunday 14 November 2021 has been registered with Lincolnshire County Council Highways and road closure and diversions have been requested.
-A complaint of mortar being left on the pavement and possibly blocking drains has been referred to Lincolnshire County Council.
-A concern about an entrance gate along Bridge Street being painted bright pink being in contravention of the conservation area limitations has been forwarded to South Kesteven District Council.
-A service level agreement is now in place for the webpage administration organised by Lincolnshire Association of Local Councils and is working well.
-An additional timetable case is to be installed in the bus shelter adjacent to Benedict Court to offer further travel advice alongside the Delaine timetable as this is the busiest bus stop in Deeping St James.
-A new battery and electrodes have been received for the defibrillator and the cabinet is due to be installed at the new location on the outside of the Methodist Church on Friday 1 October 2021.
-Flytipping at several locations both in and outside of the parish boundary have been reported on fixmystreet and directly to SKDC. Councillor Stevens advised that the individual bags of fly-tipping on the by-pass had been removed but not the larger items so she would chase this.
-A report of a private hedge encroaching the pavement causing obstruction forcing pedestrians to walk on the road has been reported on fixmystreet and directly to LCC Highways.
-Western Power have refunded the payment made to them to cover the cost of installing electricity at Jubilee Park the work has not been completed in the required timescale. This is due to the fact that the Parish Clerk struggled to obtain three comparable quotes for the groundworks required. The process will now commence again.
-The Parish Clerk met with EnvironmentSK Ltd’s Contracts Supervisor to discuss the issue of the weeds among the reeds on the riverbank and the cutting of the hedge at on the West and North perimeter of Woody Heights recreation area. A quote will be provided to cut the former as it is not included in the current contract and the latter will be completed during the next two months as that is within the contract.
-The Parish Clerk met with a representative from a Tree services company to obtain a quotation to cut back the hedging at the rear of the new Cemetery which is encroaching the cremated remains memorials and to cut back the conifer hedge at the north end of the old Cemetery which is encroaching some headstones.
-The independent tree survey reports for the tree stock that the Parish Council are responsible for have been received and are being worked through by the office staff.
At first glance they are very thorough although an incorrect area in the Cemetery does appear to have been surveyed.
Councillor Shinkins-Hoppe had looked at the Trees surveys which were good and had concentrated on the more mature trees. A question had been raised with the contractor as to whether the correct area had been surveyed at the Cemetery as trees in the Churchyard had been mentioned.
-Further to the decision made last month at the recommendation of the Finance and general purposes committee the Parish Clerk has not agreed to use the internal audit service offered via the Lincolnshire Association of Local Councils as the service was not quite ready for roll out so the Internal Auditor used last year will complete the Audit for the financial year 2021-22.
-An additional speed indicator device bracket has been ordered which will be fitted to lamppost no 6 on Broadgate Lane. This location will be included in the 6-weekly rotation of the two speed indicator devices.
-A local resident has raised concerns about speeding traffic entering and exiting the parish on Station Road. They have been advised to bring it to the attention of the County Councillor for Deepings East Councillor Dilks for him to pursue on their behalf.
Member of the public Mr Philip Neville left the meeting
Councillor Gilbert advised that it had been brought to his attention that Councillor Stevens had been given an award and also that the Deepings Business Support Group had also received an award. He wanted to take this opportunity to show how much he and others admire and appreciate what the District and County Councillors do. Councillor Stevens said she had been both surprised and honoured to get the Paul Harris award along with Amrit Mistry and Simon and Michelle Bateman. Paul Harris was a founder member of the Rotary and she had not been aware that the award was given to non-members.
22.66 To receive reports from the District Councillors and County Councillor.
District Councillor reports
Councillors Stevens who had provided a report within the open forum had nothing more to add, neither did Councillor Thomas.
Councillor Dilks in his District Council role apologised if his passion had overflowed earlier but the future of Deepings Leisure Centre did remain a hot topic. The roof is likely to be damaged further due to wet weather so he has asked for a cover to be put over it which he has been told is being looked at. He did table a motion to have an independent inquiry into what went wrong as the Leader himself said there had been a lack of maintenance over decades and a failure on the part of his predecessors. There is a precedent for inquiries to take place and the District Council do need to learn from this to avoid other Leisure Centres (Bourne, Grantham and Stamford) suffering the same in the future. At present his motion has been turned down but he is hopeful it will be considered.
Councillor Dilks went on to say that the District Council had lost a million pounds last year and had to hand back a million-pound grant for climate mitigation work which was planned on the Stamford Arts Centre and the Bourne Corn Exchange as contractors to complete the work were not in place in time. There will be an opportunity to reapply for this funding but it will require match funding in future.
County Council report
Councillor Dilks said he was supporting Lincolnshire County Council’s 20’s plenty campaign which was being used in limited places such as outside Schools.
The County Council had underspent last year by approximately 25million. Some departments had been allowed to carry over the underspend – 10million for work to roads (mainly B roads). The rest would go to top up reserves.
As a County Lincolnshire Covid figures were ok but the South of the County was higher with an outbreak at the Deepings School (19 known cases)
Finally, Councillor Dilks advised that the County has been looking at what should have deep scrutiny and a long list has been prepared – Town High Streets are to be looked at.
Councillor Thomas advised that the flat roof was leaking at William Hildyard School and requested Councillor Dilks to investigate this.
Councillor Shinkins-Hoppe stated that JCB had brought out a machine that can mend a pothole in six minutes and asked if LCC have looked into purchasing one. Councillor Little stated that the former County Councillor for Deepings East, Councillor Dobson, had mentioned these sometime ago and that they cost about £155,000. Councillor Dilks noted this and said that potholes were an issued nationwide not just within this County. He was aware that the fairer funding campaign was still being pursued and he also mentioned that he was still waiting to hear back from Executive Councillor Richard Davies, the portfolio holder for Highways, Transport and IT.
Councillor Gilbert stated that the next four items have an impact on finance and also on the office staff’s time.
22.67 To consider investigating ownership and therefore responsibility of the Willow trees on the riverbank with a view to employing a contractor to carry out some work.
Councillor Shinkins-Hoppe is keen to find out who owns the riverbank as it, and the Willow trees on it, are a visual and environmental asset.
Councillor Hall advised that his Willow tree had recently been cut back and it had grown back in 4 months!
Councillor Bowell advised that it is not onerous to ask and if it is unregistered land than the Parish Council will need to consider if they want to own it.
It was seconded and RESOLVED that the office staff should contact the Land Registry and come back to the Parish Council with the results.
22.68 To consider if the parish council should investigate becoming responsible for the ground’s maintenance of, and the play equipment on, the Parish Council owned land off Hereward Way.
Councillor Shinkins-Hoppe introduced this agenda item saying that the land is owned by the Parish Council but at present South Kesteven District Council undertake the grounds maintenance of the area and are responsible for 5 pieces of play equipment (See-Saw, Swings, Climbing Frame/Slide and two Springers) within the play area. The ground maintenance involves cutting the grass, but not collecting the cuttings, approximately every 6 weeks between April and October and the play equipment is deteriorating and based on what is happening at Jubilee Park is not likely to be replaced by the District Council.
Councillor Bowell said he is aware that there is sometimes duplication of litter picking and equipment inspections
Councillor Little said he would be in favour of the Parish Council taking on the responsibility if the District Council passed on some of their maintenance budget to the Parish Council.
Councillor Halls said that Hereward Way deserved a better play area especially as the community were working towards improving the play area at Jubilee Park
It was seconded and RESOLVED that the Clerk should contact the appropriate Officer at District Council to investigate this further.
22.69 To consider if the parish council should investigate purchasing the Institute building at some point in the future.
Councillor Shinkins-Hoppe advised that Deeping St James United Charities had held a property meeting on 29 October 2021 and surveys were to be done on the condition of all the buildings they owned.
Councillor Thomas asked if it was possible to access the Cemetery from the rear of the plot the Institute was on. It was acknowledged that this was a possibility.
Councillor Bowell advised that interest rates were very reasonable at the moment.
It was seconded and RESOLVED that the Clerk should arrange a meeting with representatives from the United Charities to open up discussions.
22.70 To consider the organisation of the following upcoming events -
1. Remembrance Parade 2021 at 2.30pm on Sunday 14 November 2021 – The Clerk advised that they had requested permission from Lincolnshire County Council to hold the event, for a road closure and for traffic diversions. They had also asked to borrow the road closure barriers and traffic diversion signs from Market Deeping Town Council. Councillor Dilks as Chairman of the local branch of the Royal British Legion had said he would contact the Revd. Mark Williams. A Scout Leader had also been in contact asking for details
2. Carols in Jubilee Park at 7pm on Friday 17 December 2021.
The Clerk confirmed that this event could be insured under the Parish Councils Insurance as it covered volunteers helping at Parish Council events. The Parish Council had also applied and obtained permission to hold the event on land owned by South Kesteven District Council.
Councillor Bowell said in view of this and that refreshments were supplied by Deeping St James Parish Council the Parish Council should be acknowledged on the adverts and song sheets for the event.
Councillor Stevens replied saying the Parish Council facilitates this event now but prior to the Parish Council doing this Mince pies were donated by the Co-operative store.
Councillor Gilbert asked if everyone was happy for the Parish Council office staff to work with the Friends of Jubilee Park to make the event happen.
Seconded and RESOLVED
Councillor Stevens advised that the a FOJP meeting would take place in the next couple of weeks.
22.71 Financial matters:
1. To approve the payments for September 2021 – It was proposed seconded and RESOLVED to make payments of £8576.36. Councillors Shinkins-Hoppe and Stevens abstained from the vote.
2. To note the income received in September 2021 – noted.
22.72 Planning matters:
1. To receive the minutes and any recommendations from the planning and transport committee meeting held on Tuesday 21 September 2021.
Councillor Shinkins-Hoppe introduced the minutes of this meeting from which there was one recommendation relating to planning application S21/1776 in respect of 1 Frognall Deeping St James. It was noted that Welland and Deeping Internal Drainage Board had objected as they have a large pipe running through the site. The planning committee’s recommendation is to object because it is too dominant in comparison with other properties in the area as the apex is much higher than neighbouring properties and it is a modern style in comparison to others so not in keeping with the street scene. RESOLVED
Councillor Gilbert said that the twenty’s plenty and car parking awareness banners outside Schools were also discussed at the meeting
2. To consider planning application S21/1903 in respect of a rear and first floor extension to the dwelling at 2 Park Estate Deeping St James PE6 8NG.
Councillor Shinkins-Hoppe said that this was a unique housing estate and the character was being lost as the precedent had already been set. The Planning committee were aware that there were no planning grounds to object on but felt that these comments should be made anyway. RESOLVED
22.73 To consider the following correspondence received.
1. John Clare Countryside Project advising that there is an opportunity for Deeping St James Parish Council to identify and submit heritage links with the JCCP to Peterborough City Council who are compiling a Heritage List.
Councillors Denman and Shinkins-Hoppe have been working on this as the Parish Council have been invited to put in a bid for funding which will go towards the Welland Footbridge Project. The Kennulph Stone is the heritage link they will use.
2. A member of the Facebook group “Pass wide and slow” asking the Parish Council to get involved in sharing the message to make people more aware of horse riders, cyclists and walkers out on the roads and how to safely pass them. Received on 29 August 2021 – Agreed that this should be referred to the planning and transport committee for further consideration.
3. Lincolnshire Association of Local Councils Annual report 2020-21 – Councillor Bowell is attending the AGM on 6 October 2021 to represent Deeping St James Parish Council
4. Lincolnshire County Council’s Transport Services Group advising of a new App, CONNECTBUS, that allows passengers to book, track and access the CallConnect bus service in the Bourne, Stamford, Rutland and Peterborough area. Received 14 September 2021 – noted.
5. The Environment Agency advising that they intend to organise an inspection of Hives Bank in mid to late October and they will send letters to the residents of properties where access will be required. Received on 21 September 2021 - noted.
22.74 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. Meeting with representatives of the Deepings Practice held on Tuesday 7 September 2021 and attended by David Shelton, Kate Shinkins-Hoppe, Judy Stevens and Julie Fortnum.
The Parish Clerk provided the following notes -
The meeting was called to obtain a better understanding of how the Deepings Practice operates and to consider how the Town and Parish Council could help disseminate information and improve the public’s perception of the Deepings Practice.
The patient statement issued in May 2021 was used as a starting point and it was acknowledged that it had covered many questions but it was felt that many of the public had not read it or if they had they had not digested it.
Information was shared which showed the number of patients registered at the Practice (around 24,000) and of those registered how many had access to online services (17,088).
At the date of the meeting the Practice had 6 GP’s and 7 Registrars (training to be GP’s). There was one long term vacancy for a GP. There were also 4 Reception/Administration vacancies (with a number of individuals who had started working at the Practice but had not stayed)
During lockdown the Practice had moved to a total triage model and they will be maintaining that going forward. This system had been adopted by many General Practices prior to lockdown and was working well for most. The triage model had led to 25% more patient enquiries being handled per week than under the previous face to face appointment system and had reduced the risk of any infections spreading through a crowded waiting room.
Face to face appointments can still be made if the Doctor assesses that they are needed. The Doctors, Nursing Staff and Administration Staff are all still working, in fact many had not taken holiday entitlement during the pandemic.
Those individuals able to access online services were being encouraged to do so to free up phone availability for those who could not access the online services. Self-care, getting family members or friends to act on the patient’s behalf, obtaining advice from Pharmacists and calling 111 were also being encouraged.
The difficulties getting through on the phone lines were acknowledged and trailing a ring back facility was being investigated.
Examples of individual cases were sited by Judy Stevens and Kate Shinkins-Hoppe and whilst it was acknowledged that patient confidentiality meant they could not be discussed in detail it was noted that if anyone was unhappy with the service offered that they could contact the Practice Team and their individual case would be looked at.
The Practice team pointed out that improvements could be made by the government as to where funding was directed and by improving the working practices between the primary and secondary care sector. The Practice team advised that many patients were discharged from the care of the hospital without medication or a care plan in place and they then turned to the general practice for support. Also, Individuals with issues that could not be dealt with by a GP came to them instead of going to accident and emergency. The Practice team advised that thier ‘wish list’ included a minor injuries unit in the Deepings.
After the meeting, which lasted two hours, no clear conclusion was reached as to how the Town and Parish Council could improve the public’s perception of the Deepings Practice but it was agreed that any information that the Practice could share with the Parish Council would be circulated via the Parish Council’s Facebook and Webpage and the Parish Council, if asked about health services, would try to point people in the right direction.
Councillor Stevens added to the Clerks notes by saying that 250 appointments per week were lost due to the lack of one Doctor and also that the Deepings Practice communication of the change to the triage system had not been successful leading to the public being frustrated.
Councillor Shinkins-Hoppe added that there were only 50 telephone call back appointments available everyday.
Many of the Parish Councillors sited their personal experiences.
Councillor Shinkins-Hoppe said that the Deepings Neighbourhood Plan group were looking at the Deepings Practice’s understanding of the future need and it had come to their attention that the Practice had no idea about future developments and also that they have been known to refuse section 106 monies in the past because of this. With this in mind perhaps the Parish Council, Town Council and the
Deepings Neighbourhood Plan group should play a part in keeping them informed.
Councillor Gilbert asked if the Parish Council needed to send a letter to the Practice.
It was decided that as Councillor Stevens had volunteered to write to the Clinical Commissioning Group who had organised the meeting this should happen first prior to the Parish Council writing to the Practice.
2. Committee structure working party meeting on Thursday 9 September 2021 – it was agreed that a further meeting should be arranged
3. Cemetery committee meeting on Thursday 16 September 2021 – Councillor Thomas advised that the committee had looked at the budget for 2022/23 which will further be considered by Finance and general purposes committee on Thursday 21 October 2021.
4. Youth and Community Committee meeting on Thursday 16 September 2021 – Councillor Shinkins-Hoppe introduced the minutes advising that she was still waiting for a quotation for work to heightened the barriers around the multi-use games area and it was now likely that Deeping United Football Club would invoice the Parish Council for the cost of the football goal for Woody Heights that they had purchased from donated funds as the funds were now required to support families struggling to pay subs. The committee had also looked at the budget for 2022/23 which will further be considered by Finance and general purposes committee on Thursday 21 October 2021.
5. Allotments footpaths and open spaces committee meeting on Tuesday 21 September 2021 – Councillor Halls advised that the committee had looked at the budget for 2022/23 which would be further considered by the finance and general purposes committee on Thursday 21 October 2021. She also reminded everyone that the work to upgrade 3 of the 4 roadways and the car park at the Allotments was due to commence on Monday 4 October 2021
22.75 Parish Pump – items for information or inclusion on future agendas.
Nothing mentioned.
Meeting closed at 9.55pm