2021 Parish Council Minutes of Meetings

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 28 October 2021 at 7.30 pm

Present: Councillors Denman, Dilks (County and District), Fowler, Gilbert, Hall, Halls, Hosking, Little, Olson, Rose, Shinkins-Hoppe, Stevens (District), Thomas (District), and three members of the public. 

The Parish Clerk took the minutes. 

Open Forum 

Ian Stygall, a resident of the Parish addressed the members of the Council about the following 5 issues – 

Can something be done about the refuse collection team leaving the wheelie bins in the middle of pavements making it challenging for people in wheelchairs or with pushchairs. 

The Clerk said they would forward an email to the South Kesteven District Council who are the refuse authority. 

Can something be done about the number of individuals riding around the Deepings on e-Scooters with no lights or high visibility clothing.

Both Councillor Halls and the Clerk said that they would raise this issue with the neighbourhood policing team  

Can a fence be placed around the flat area of Jubilee Park off Thackers Way where the kids play football to avoid the football going into the road and kids running into the road. 

Councillor Stevens advised that this land is owned by South Kesteven District Council although this idea was a project that the community group Friends of Jubilee Park were interested in so it may happen in the future. 

Again, on Jubilee Park what is happening with the now an empty plinth which a wooden memorial bench that has now been removed was sited on. 

The Clerk stated that due to the memorial bench being vandalised twice the family who had donated it had requested it be relocated to the Deeping St James Cemetery. Although the land is SKDC’s Deeping St James Parish Council do intend to purchase a bench similar to others that have been sited on the Park to put on this plinth.  

Can anyone provide an update about the Deepings Leisure Centre? 

Councillor Stevens advised that all the District Councillors had attended a briefing and some had visited North Hykeham Leisure Centre to see the work that had been completed on this building (which is of the same design as the Deepings). A report is due to be available at the end of October which the two overview and scrutiny committees will meet to consider, hopefully before the end of November. 

A resident of Broadgate Lane addressed the meeting expressing concerns about the fence that had been erected round a property that had recently changed hands which had encroached onto County Council land and was causing visibility issues. 

County Councillor Dilks advised that legal matters always take time however the resident should have been served with an enforcement notice and he will chase up what further action has been taken. 

The local resident advised that the fence has been moved but not off all County Council land and the occupant was now parking his car on the grass area. 

County Councillor Dilks advised that he has mentioned it to the recently newly appointed Area Highways Manager as it was the previous Area Highways Manager who had started the action and he will continue to request further action is taken.  

All three members of the public left the meeting.

22.76 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 Bowell.

Councillor Robinson was not present.
 
22.77 To receive declarations of interest under the Localism Act 2011 – being any interest in agenda items not previously recorded on Members’ Register of Interests.

Councillor Stevens declared an interest in agenda item 22.85.2

Councillor Gilbert declared an interest in agenda item 22.83

22.78 To approve the minutes of the previous meeting held on Thursday 30 September 2021. 

The Chairman asked all present for their agreement that the minutes should be signed. 

Councillor Dilks was asked to comment as he had requested by email to the Clerk Councillor Gilbert and Councillor Kate Shinkins-Hoppe that his apology is withdrawn as on reflection he does not believe he has anything to apologise for. He also requested that the word Conservative be added to the following sentence – 

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.

And the words enquiry and enquiries be amended to inquiry and inquiries in the following sentence – 

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.

Councillor Dilks had not anticipated his email being dealt with in this way but did confirm that he wished to withdraw his apology as he was in mid-sentence when the Chairman told him to stop bringing politics into the parish council. He defends the right for all Councillors to have their say and asked everyone not to confuse robust debate with politics.    
 
The Clerk advised that the minutes should not be a verbatim report but had become more so recently. The minutes could just be the proposal, vote and resolution. 

Councillor Little responded saying that he felt that some mention of the debate leading to a decision needed to be minuted.

With these amendments the minutes from the meeting held on Thursday 30 September 2021 were agreed.

The Chairman, Councillor Gilbert, stated that he does try to get members to stick to the 3 minutes quoted within standing orders and that he has raised his voice on previous occasions to bring the meeting to order. He encouraged everyone to listen to the Chairman when he is trying to move the agenda on.  

Councillor Shinkins-Hoppe stated that the email Councillor Dilks had sent had not just been ignored but considered by those who had received it but no conclusion had been reached as to how to deal with it other than in this way. 

Councillor Stevens commented that this and the fact that an article quoting her words which was published 25 years ago had recently been republished had helped her decide that she would not stand for election next time. She added that the Leisure Centre had become a political issue.  

Councillor Little asked if matters could be improved if the time allowed to speak and type of information shared was restricted. 

Councillor Gilbert reiterated that Standing Orders did specify a time limit but leniency was often given by the Chair. 

Accepting Councillor Dilks deletion and amendments the minutes from the meeting held on Thursday 30 September 2021 were agreed.

22.79 To receive the Clerks report.

- A meeting has been arranged with representatives from Deeping St James United Charities on Monday 1 November 2021 about the Institute and office space. 
- Councillor Bowell has kindly offered to investigate the ownership of the Riverbank with the Land Registry and report his findings back to the Council. 
- Contact has been made with an Officer at South Kesteven District Council about taking over the responsibility of the maintenance of the play area and play equipment on Parish Council owned land off Hereward Way and whether there would be any contribution towards maintenance costs passed to the Parish Council if this happened. The District Council Officer can see no issues with the Parish Council doing this as it is sited on land owned by the Parish Council however the request has been forwarded to the Asset Manager for consideration. 
- A number of fly-tipping, road, tree/hedge and street light maintenance issues have been reported to the Parish Council offices which have been forwarded to either the District or County Council via email or fixmystreet (https://www.fixmystreet.com) 
-Volunteers from the Deeping Rugby Union Club have borrowed the Parish Council’s litter picking equipment as they have offered to do a litter pick after the firework display which is due to be held on Friday 29 October 2021. 
-A Friends of Deeping St James volunteer has offered to enhance the WW1 Remembrance planter prior to Remembrance Day 2021.
-The Allotment site was broken into on the evening of Wednesday 20 October 2021 and some sheds, greenhouses and the clubhouse were damaged, some equipment stolen and an amount of fly-tipping left. This has been reported to the Police. 
-The recently recruited Maintenance Worker has been booked on two days operational play inspection training on along with a number of District Council staff organised and run by Nottingham City Council at Forest recreation ground. 
-The grounds maintenance contractor has been asked to strim the weeds near the reeds on the riverbank to tidy the area up as well as requested to cut the hedges around Woody Heights which forms part of the agreement the Parish council has with them but has not been done.
-The Deeping Scouts have confirmed that some of their members will attend the Remembrance DSJ Parade and Service from 2pm on Sunday 14 November 2021.
-The street collection licence for the bucket collection at the Carols in the Park on Friday 17 December 2021 has been approved. Proceeds collected will be equally shared between the Salvation Army and the Friends of Jubilee Park. 
-A credit account has been set up with a local DIY company to remove the need for staff to pay for goods themselves or phone the office for payment to be made.  

22.80 To receive reports from the District Councillors and County Councillor.

District Councillor Thomas advised that local residents had approached her about the fence issues on Broadgate Lane which County Councillor Dilks was going to chase up.

She had also been contacted to provide an update about the planning application for a dog agility centre on Back Lane. Councillor Dilks advised that he had heard nothing since it had been referred to the National Inspector so he would ask for an update.  

Councillor Thomas had also been contacted about the condition of the bus shelter at the Spalding Road end of Broadgate Lane which was dirty. The Clerk said she would ask one of the maintenance team to clean it.

Both her and Councillor Stevens had attended a zoom meeting about markets which confirmed that there were regular District Council markets in Bourne, Grantham and Stamford but not in Market Deeping. Councillor Stevens confirmed that the road closure permit was still in place to close the Market Place so the District Council were being encouraged to reinstate a market once a month. 

District Councillor Stevens advised that there had been lots of fly-tipping reported especially sofas some of which was outside of this parish boundary. She also advised that some of the ideas that came out of the Arts review were being implemented including streamlining the box offices and offered reassurances that nothing would close. She also advised that work was taking place to organise the Deeping Literary Festival to take place over the last weekend of April 2022 and first weekend in May 2022. She ended by saying that she is finding the District Council extremely demoralising. 

District Councillor Dilks stated the District Council had made headlines for the use of racist language by one District Councillor at a meeting last. The District Councillor concerned was still in position although they had been suspended. He also advised that Councillor Dobson, who was the County Council representative for the Deepings East ward from 2018 – 2021, had resigned as the Deputy Leader of South Kesteven District Council. Councillor Dilks is waiting to see the reports, which cost £30,000, about the Deepings Leisure Centre which are due to go to Architects before the overview and scrutiny committees see them at the end of November 2021. He continued saying that he had requested that a tarpaulin be put over the leisure centre roof to reduce the risk of further damage yet 13 weeks after it’s closure there was still not any protection. 

Councillor Stevens said that as the roof was in such poor condition and needed replacing placing a tarpaulin over it was not that easy. 

Councillor Dilks then moved onto planning matters saying that a recent large development had been approved and the application had included a paragraph covering the climate change impact of the development. He had asked that it should become a standard requirement for all applications to include such a statement as there is a duty on the planning authority to work towards reducing the impact of developments on climate change. 

In his capacity as County Councillor, Councillor Dilks had met the recently newly appointed Area Highways Manager, along with Councillor Baxter (County Councillor for Deepings West and Rural), and had discussed the road surface on Church Street, the entrance to the new development next to the Waterton Arms, the Linchfield Road surface, the fence on Broadgate Lane and the recent accident at the Frognall Road junction to Spalding Road. 

He advised that the By-election to fill the vacancy created by the late Mike Exton who had been County Councillor for this ward in the past was taking place today in Stamford. 

The Public Health Officer for Lincolnshire had provided an update about COVID saying there are currently more cases in the County than there have ever been but there were not as many deaths. Today there were 50 people on oxygen in Lincolnshire hospitals. 

The County Council were considering disbanding the recovery strategic co-ordination group which Councillor Dilks did not feel was a good idea. 

Councillor Shinkins-Hoppe asked Councillor Dilks to further investigate with the District Council planning department the high fence that had been built around a property on Millfield Road that had originally been reported 18 months ago. 

22.81 To consider reinstating the quarterly Neighbourhood Policing panel meetings. 

In the absence of Councillor Bowell, Councillor Halls introduced his paper on this agenda item, which had been circulated to all Councillors prior to the meeting.
 
‘The previous Community Policing Forum was originally held every three months at the Open-Door Church, and was a chance for the public to discuss any problems they may be having, and to have a say in setting the priorities for the Police for the next 3 months. There would always be a PCSO in attendance, together with representatives from the Parish Councils at Baston, Langtoft, Tallington as well as the Deepings, and members of the public.

Achievements 

1.   Meeting with a new Chief Constable to discuss his plans for Policing Lincolnshire and how it would effect the Deepings.

2.   Meeting with the Police and Crime Commissioner to find out about his role, and to discuss the lack of police presence in Deeping.

3.   The reopening of Deepings Police Station after it was closed. 

4.   The Deepings Community Police Forum was very influential in tackling hare coursing in this region, after a visit from farmers who were genuinely frightened, and had received death threats from these criminals. Indeed, without the Deepings Policing Forum this evil crime would not have been reduced in future years. 

Although times have changed, and the Police cannot guarantee having a PCSO at every meeting, I believe there is still a place for a Forum, either in the same format; or in a different format, and with a new name.

New format – Deepings Community Forum

This would replace the Police Forum and the Councillor Surgeries

Held every 2 months

This would be a Community Forum for the public to attend.

County and District Councillors to be invited to each meeting, along with Parish Councillors, to enable views and ideas to shared, and for Councillors to pick up on problems the public are facing.

To include visiting speakers on subjects including:

• Policing
• Volunteering positions in the Deepings
• What services each Council is responsible for
• Age Concerns Services
• Health Service
• Fire Service
• Education 
• Deepings Lakes
• The River Welland – benefit to wildlife and the Deepings
• How the Deepings Market could be improved to benefit the Deepings.
• First Responders

This list of speakers is not set in stone, and, will depend on those attending and what they would be interested in, and what is happening in the area.

Aims

To be a forum to help Councillors engage with the public
To be interesting and informative
To help drive change for the better in the Deepings. 

Proposal

To resurrect the Police Community Forum, enhanced with having County Councillors attending, and visiting speakers.

OR

To create a Community Forum in a similar format to above. 

Maybe initially on a 12 months trial to see what the public response is. 

Parish Council Support  

• Attendance by any Councillors interested
• Help with promoting the event, e.g.: Social Media, website, printing posters, displaying posters on notice boards. 
• It would be advantageous to hold the events at the Open-Door Church, who previously held the Police Forum, free of charge. However, if that is not possible then help will be needed with cost of rent.

If this proposal is successful I would like to form a sub-committee for the purpose of organising the first few meetings, so there is minimal extra work for the Clerks.’ 

A discussion took place considering this proposal. 

Councillor Gilbert advised members that the Safer Together Co-ordinator for North and South Kesteven who works within the Police and Crime Commissioners Office would be attending the November Council meeting and suggested that the decision should be deferred until after their visit which hopefully would provide more information. All the members agreed.   

22.82 To consider the quotation received to fit crank top fencing to two sides of the multi-use play area. 

Councillor Shinkins-Hoppe introduced this item explaining the ongoing problem of the footballs leaving the multi-use games area (MUGA) and ending up in the enclosed playing field. The School fencing had been heightened to try to reduce this problem however it had not removed it. The Company who had originally supplied the MUGA had been contacted to provide a quotation to supply and install 11 bays of 4-metre-high rebound mesh on two sides of the MUGA at a cost of £10,395. It was proposed seconded and RESOLVED to suspend financial regulation point 11.7 regarding obtaining three quotes and use the original supplier as their product would be most compatible. 

22.83 To consider the quotations received to complete the groundworks at Jubilee Park prior to the electricity supply being installed. 

The following three quotations had been received. 

The Clerk advised that as contractor C’s quotation was the price excluding the cost of a concrete base it should be rules out as too expensive. The Clerk also advised that both contractor A and B had satisfactorily completed work previously for the Parish Council and both could commence and complete the work in the same timescale. 

It was proposed seconded and RESOLVED that contractor A should be awarded the contract.  

22.84 To consider audio-recording all future meetings of Deeping St James Parish Council. 

Councillor Dilks introduced this agenda item stating that it had been done during the pandemic when zoom meetings had taken place. Anyone - member of the Council, public or press could legally do it so to him it was a no brainer that the Parish council should do it. It seems illogical not to as at present the Parish Council would not be able to defend itself if something was quoted inaccurately. Councillor Hosking asked who would do this and how, to which Councillor Gilbert advised that the laptop could do it without a WIFI connection and Councillor Shinkins-Hoppe suggested a recording device similar to that used at the recent meeting at the Deepings Practice was purchased. It was proposed, seconded and RESOLVED with two votes against and two abstentions. 

22.85 Financial matters:

1. To consider the minutes and any recommendations from the Finance and general purposes committee meeting held on Thursday 21 October 2021 – There were no recommendations from this meeting. 

2. To approve the payments for October 2021- it was proposed, seconded and RESOLVED to make payments valuing £21,483.15 

3. To note the income received in October 2021 – It was noted that income totalling £80,174.50 had been received.

22.86 Planning matters:

1. To receive the minutes and any recommendations from the planning and transport committee meeting held on Tuesday 21 October 2021- Councillor Shinkins-Hoppe introduced the minutes speaking about planning applications S21/1592 and S21/1207 for the installation of 1 x freestanding totem sign, 1 x projecting sign and 2 x sign panels to be fixed to side elevation of the listed building, 100 Bridge Street used by Caterpillar Day Nursery. The planning authority had confirmed that the original signs did not have planning permission, that an application made in 2003 had been withdrawn for that reason and that conservation area consent was only needed if the signs were to be attached to the building. Councillor Stevens questioned the latter point as the Library had required planning permission and their signs were free standing. Councillor Dilks stated that due to the length of time the signage had been in place they may have got permitted development rights. As this information confirmed that there were no grounds to object the Parish Council accepted the applications.   

22.87 To consider the following correspondence received.

1. Consultation from South Kesteven District Council regarding the Council Tax Support (CTS) scheme. There are no proposed changes to the current scheme however the District Council are still required to consult with those who have an interest in the operation of the scheme. Consultation deadline 31 October 2021.

It was agreed that the Clerk should respond acknowledging the consultation. 

2. Invitation to attend the opening and closing of the Garden of Remembrance at 3pm on Sunday 7 November 2021 and 3pm on 21 November 2021

Councillors Dilks, Gilbert, Hall, Halls, Little, Olson and Shinkins-Hoppe confirmed that they would attend the opening, closing or both.   

3. Lincolnshire County Council have offered one tonne salt bags for parishes to use over the forthcoming Winter. Apply online by 31 October 2021. 

The Clerk advised that the two salt bins (located in the Priory Hall car park and the play area off Hereward Way) did not need topping up however some of the grit bins on the highway verges may need replenishing or replacing e.g. Linchfield Road opposite Thackers Way junction so She would reply asking for someone to check.  

22.88 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 AGM and Conference held on Wednesday 6 October 2021 attended by Councillor Bowell – noted. 

2. Neighbourhood plan meeting on Monday 11 October 2021 attended by Councillor Shinkins-Hoppe 

2. Tree stock survey working party committee meeting held on Thursday 14 October 2021 – The minutes of this meeting had been circulated prior to the meeting. Councillor Shinkins-Hoppe advised that from the information the reports had provided she had prepared a spreadsheet for the Clerk and Assistant Clerk to work through. It was noted that work to trees at the Allotments was the priority.  

3. Service of Remembrance Recognition and Renewal at St Guthlac’s Church on Sunday 17 October 2021 – Councillor Stevens said that the intention had been to hold an event in each Church however Churches Together took it on and organised one event. A number of organisations who had stepped up during the pandemic had been invited to attend and during the service some members of the public spoke of their experiences.     

22.89 Parish Pump – items for information or inclusion on future agendas.

Councillor Fowler asked if there had been any reaction to the improvements to the car park and roadways at the Allotments. Councillor Halls confirmed that there had been several positive responses. 

Councillor Stevens advised that she intended to contact Linden Homes regarding the site access to the development off Linchfield Road as local residents had advised her that stage 2 had been started but site traffic was still using the Campions Drive / Burchnall Close entrance not the one off Linchfield Road as was agreed.

Councillor Stevens also advised that she would also be contacting the Clinical Commission Group and Care Quality Commission as she had received further reports concerning the Doctors Practice. 

The following upcoming dates were noted – 

Opening of the Garden of Remembrance at Boundary Park at 3pm on Sunday 7 November 2021 

Raising and lowering of the Union flag at Jubilee Park on 11 November 2021 and 14 November 2021 for Remembrance 

Deeping St James Remembrance Parade from Deeping St James United Charities garden next to 91 Church Street at 2.30pm on Sunday 14 November 2021

Remembrance Service at the Priory Church at 3pm on Sunday 14 November 2021

Closing of the Garden of Remembrance at Boundary Park at 3pm on Sunday 21 November 2021 

The meeting closed at 9.40pm