February 2021 Minutes
Minutes of the meeting of Deeping St James Parish Council held on Thursday 25 February 2021 at 7.30 pm using the virtual meeting code and password below:
https://zoom.us/j/93198996422?pwd=dkdwOEZaYW5mUERBZHV0SUs0dC9LZz09
Meeting ID: 931 9899 6422
Passcode: 913843
Present: Parish Councillors Bowell, Dilks (District), Fowler, Gilbert, Hall, Halls, Hardy, Hosking, Lilley, Robinson, Shinkins-Hoppe, Stevens (District), Thomas (District), County Councillor Dobson, four members of the public, the Parish Clerk and the Assistant Clerk.
The minutes were taken by the Parish Clerk
https://zoom.us/j/93198996422?pwd=dkdwOEZaYW5mUERBZHV0SUs0dC9LZz09
Meeting ID: 931 9899 6422
Passcode: 913843
OPEN FORUM
The two members of public who had applied for the co-option vacancies introduced themselves to the Parish Council.
County Councillor Dobson referred to a report which had been shared with the Members of the Parish Council prior to the meeting saying that a new pothole repair machine had been trialled and Highways were also experimenting with cold fill. Two sections of Station Road had been re-surfaced and that he had pushed for work to be done on Linchfield Road as well. Councillor Fowler asked for an indication of when wok would take place on Linchfield Road as this had been promised when the entrance to the new Springfield’s site was complete. Councillor Dobson advised that it was unlikely to be until 2022. Councillor Dilks recalled that Highways had promised a new pot hole repair machine when he had been County Councillor, he also said the to say the Schools were re-opening on Monday 8 March 2021 was incorrect as the Schools had never closed thanks to the dedicated teaching and support staff – this was acknowledged by Councillor Dobson. Councillor Dilks questioned if the two-day window for applications for the Business Recovery fund grant was correct (Councillor Dobson confirmed it was but future dates would also be available) and having now used the facility acknowledged that the household waste recycling centre pre-booking and opening worked well and was well organised.
District Councillor Stevens advised that a new business set up during the COVID pandemic which had been supported by the Deepings Business Support Group had recently won the Barclays Small Business of the Year Award. She also introduced the group KinD which was a sub group of the Friends of Jubilee Park who were keen to develop a new play area on the Park. They were looking to raise £80,000 and were in the process of designing a survey to find out what sort of equipment users of the play area wanted. Councillor Stevens had spoken to South Kesteven District Council about extending the gated play area and also transferring ownership from the District Council to the Parish Council in the future.
District Councillor Thomas said that along with District Councillor Stevens she had donated some of her District Council ward grant to the KinD project
District Councillor Dilks advised that the topographical surveys relating to the proposed Leisure Centre were back with South Kesteven District Council and Lincolnshire County Council wanted to reduce the term of the land lease. He advised that the 2021/22 budget setting meeting would take place on Monday 1 March 2021 and the proposal was to increase the District Council’s element of the Council Tax by £5 for a Band D property. The figure included an amount for the Police Special Constables Council Tax allowance and the underwriting of the Statue unveiling. He mentioned that the Deepings special expense levy had been removed. Just as Councillor Stevens and Thomas had a District Councillor ward grant he also had a ward grant available and was happy to receive bids for it. Councillor Dilks also said that along with Councillor Shinkins-Hoppe he would be speaking at the Planning Committee and Wednesday 3 March 2021 about the proposals relating to phase 2 of the Springfield’s site off Linchfield Road (S20/1235). Councillor Stevens confirmed she would be speaking too. Finally, Councillor Dilks advised that there is a consultation on the new design code for South Kesteven and Rutland and that there was still no update on the dog training application (S20/0632).
The Neighbourhood Policing team had provided the following report:
Every three months, we listen to your concerns and look at recent crime statistics to shape the things we will concentrate on for the next three months. Our priority(s) for this quarter is: Inappropriate vehicle use on Northfields Industrial Estate
It is almost time for us to identify our next priority and would like feedback from partners and members of the public. If there is a specific issue you feel should be considered, then please send us an email with details.
Anti-Social Behaviour
In the last month there has only been 1 reported incident involving youth ASB in the area and no reports of large groups of youths causing concern.
There have been a large number of incidents reported regarding breaches of COVID restrictions.
There have been 2 reports of vehicle ASB on the industrial estate. Cambridgeshire police are communicating to us if they have any information about car meets planned or if they break up a gathering in their area, as often, those involved then move on to Market Deeping.
Fraud
The number of reports of incidents of fraud have increased in the local area. As face to face engagements are more difficult at this time, if you are aware of anybody who may need advice or support regarding fraud then please let me know.
Vehicle Seizures
A number of vehicles have been seized over the last few weeks for having no insurance.
It was acknowledged that the Market Deeping and Uffington Neighbourhood Policing Teams area covered Barholm, Baston, Deeping St James, Langtoft, Market Deeping, Tallington, Uffington and West Deeping.
129.21 To receive and accept apologies where valid reasons for absence have been given to the Parish Clerk prior to the meeting.
All present.
130.21 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 Halls and Shinkins-Hoppe – agenda item 139.21
Councillors Gilbert, Shinkins-Hoppe and Stevens – agenda item 133.21.1
131.21To approve the minutes of the previous meeting held on Thursday 28 January 2021.
Agreed as a true copy to be signed by the Chairman at a later date
132.21 To receive the Clerk’s report
Two sand bins have been purchased one to be located at the Stowgate Road junction of Eastgate and one in the Methodist Church car park to replace the one currently situated there which is split.
The Parish Council has been registered to receive flood alerts via email (and text plus voice message to the Parish Clerk’s mobile)
A concrete base has been laid on land near the entrance to Millennium Wood for the 1100ltr general waste wheelie bin to place on to avoid issues around it being left on a neighbouring drive or it being difficult to move on a grass surface.
There 1100ltr wheelie bin was not emptied by the contractor on two separate occasions this month – the first because the site was deemed unsafe due to snow and ice and the second because the bin was deemed too heavy. The Contractor only visits this area once a week on a Thursday and it has been agreed that they will take all the rubbish whether in the wheelie bin or piled next to it on Thursday 25 February 2021.
Following the closure of Deepings Recycling Centre to the general public and in the hope or reducing fly-tipping in the Parish information on how to book a slot at the Lincolnshire County Council household waste recycling centres has been shared on the Parish Council’s Facebook page.
There has been one interment of cremated remains and two reservations for cremated remains at the Cemetery during February 2021
A planning permission has been applied for by the Contractor chosen to remove the Oak Tree on the Green at Churchgate.
South Kesteven District Council Department are processing a licence to allow the Parish Council to erect the flagpole at Jubilee Park.
Communications from the public continue to be received concerning dogs running free in the play area off Hereward Way and in the Old Cemetery. Signs have been placed on all the gates and the Maintenance Staff continue to speak to the individuals concerned.
One thousand Snowdrops have been purchased by the Parish Council and planted in the Cemetery by Councillor Thomas.
LCC Highways have carried out a survey of all trees along the highways which has highlighted a possible future problem with a tree at the entrance to Woody Heights recreation area which is being investigated.
133.21 Financial matters
1. To approve the payments for February 2021
It was proposed seconded and RESOLVED to make payments valuing £14084.64
2. To note the income received in February 2021
Income totalling £1259.67 was noted
134.21 Planning matters
1.To consider the minutes and any recommendations from the planning and transport committee meeting which took place on Thursday 18 February 2021
Councillor Shinkins-Hoppe introduced the minutes of this meeting from which there were no recommendations. She confirmed that she had submitted an online response on behalf of the Parish Council to the draft design code consultation and encouraged everyone to read the document as it is very good and will be useful. She referred to the community involvement statement which states that yellow planning notices at sites were deemed not necessary. She had suggested that if the District Council were no longer going to put these up that they should be put in place by the applicant or the parish Council. Councillor Shinkins-Hoppe advised that she would speak on behalf of the Parish Council in respect of planning application S20/1235 (approval of conditions phase 2 of the Springfield’s site off Linchfield Road) at the District Council planning committee meeting on Wednesday 3 March 2021. Councillor Dilks paid tribute to the work Councillor Shinkins-Hoppe had done. He also said that the design code consultation had some good parameters ad feel confident that if this development had been made now it would to have been approved. The design parameters even include the word beauty. Councillor Stevens also intends to speak as she spoke at the first phase and managed to get 4 stone fronted houses. All agreed that the application was unlikely to be refused but some small changes would be gained. Councillor Shinkins-Hoppe asked for permission to send her 3- minute speech to the members of the planning committee prior to the meeting on 3 March 2021 as at a previous public speaking meeting the members had not had sight of her paper. It was proposed seconded and RESOLVED that this should happen.
135.21 To consider the following correspondence received.
No correspondence had been received
136.21 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. Allotments training on 2, 4 and 10 February 2021 – attended by the Assistant Clerk and Councillor Halls. For information the presentation had been shared with all members of the Allotments Footpaths and Open Spaces Committee
2. Parish Online Mapping training on Thursday 11 February 2021 – attended by the Parish Clerk and the Assistant Clerk who both agreed it had been very beneficial ad that the mapping system was a very useful tool.
3. Welland River Trust Lowland Steering Group meeting on Thursday 18 February 2021 – Councillor Bowell had provided a report which had been circulated to all the Parish Councillors
4. LCC Website training on Monday 22 February 2021 – This was offered by a member of the public from Sudbrooke. This individual has now provided training to 72 parishes free of charge requesting a donation to his chosen charity if payment is to be offered. He has also offered ongoing support. The training was very useful as this website is set up differently to the previous LCC website.
5. The Deeping Library AGM on Tuesday 23 February 2021 – Attended by the Parish Clerk, Councillors Dilks, Hardy, Robinson and Shinkins-Hoppe and Councillors Stevens and Thomas as committee members). Councillor Stevens agreed to provide the report for circulation
6. Scribe Account year end training on Wednesday 24 February 2021 – attended by the Parish Clerk was useful but as it was open to non-Scribe Accounts subscribers too some of it was very basic and the session included a sales pitch
137.21 To consider the applications received for the co-option vacancies.
Councillor Gilbert proposed that as there were two vacancies and two applicants both of whom fulfilled the criteria for becoming a Parish Councillor Jack Little and Diane Rose should be co-opted. This was seconded and RESOLVED.
138.21 To consider alternative suppliers and locations for the Parish Council funded DSJ Community Skip.
As Prentice Recycling Centre had closed to the public the community skip which had been located within their yard could no longer operate from there. It was acknowledged that Prentices had provided a great service for a number of years which some members of the pubic had abused by taking items (e.g. Fridges and Freezers) there that could not be disposed of by the Centre and had also suffered verbal abuse from members of the public.
It was proposed, seconded and RESOLVED (with two abstentions) that due to the Parish Council having no premises of their own to operate the service from and not knowing any alternative supplier prepared to offer the service the community skip would no longer be available to the residents of Deeping St James.
It was noted that the service could be reinstated at a later date if a supplier and location became available.
139.21 To consider the lease with Deeping St James United Charities for the Parish Council office which expires in October 2021.
It was proposed, seconded and RESOLVED (with 3 abstentions) that the lease for the office should be renewed in October 2021 for a further six years on the same terms but including an annual increase of £100 in the rental figure.
140.21 To consider organising a litter picking initiative within the Deepings inspired by the Spalding Wombles.
Councillor Shinkins-Hoppe introduced this item as she had seen first-hand the difference the voluntary group the Spalding Wombles had made and was aware that a number of Deeping St James residents had been litter picking whilst out walking and felt there was an opportunity to acknowledge their work and support them.
The Spalding Wombles are not connected to the Council, raised their own funds and were very much free spirits. Councillor Stevens advised that the residents of Frognall would be holding their spring clean on 21 March 2021 and that the Rotary had now installed an aluminium can crusher in the car park at Tesco. After some discussion around the best way to organise a group or event taking into account health and safety responsibilities it was proposed, seconded and RESOLVED with two abstentions) that the Clerk should use the Parish Council’s website and Facebook page to thank those who have been litter picking and encourage them to continue and others to join in by offering to provide litter pickers, bin bags bag hoops and disposable gloves plus collection of full bags of waste.
141.21 To consider
1. How to safely return to holding face-to-face committee and council meetings from 7 May 2021 onwards after which date current legislation no longer allows virtual meetings.
Although the National Association of Local Councils and the Society of Local Council Clerks are confident that the Government will amend the legislation before 7 May 2021 there is no guarantee of this. The Clerk was asked to make enquiries with the Caretakers of the Methodist Church, Open Door Church, Baptist Church, Priory Hall and Cross School to see if the Parish Council could use their Halls for meetings.
2. When to hold the Annual Parish meeting (required to be held between 1 March and 1 June) and if face to face how to do this safely.
In view of the uncertainty over the above many local councils were opting to hold their Annual Parish Meetings virtually prior to the 7 May thus avoiding a large number of people gather together in a confined space. It was proposed seconded and RESOLVED that the annual Parish Meeting would be held before the Parish Council meeting on 29 April 2021. It would be a very simple meeting in comparison to Deeping St James normal Parish meeting in that it would only include a report form the Chair and a thank you to all involved who had helped the community during the COVID lockdown and restriction periods. An event could be organised later in the year, if the regulations allowed, to recognise the work of individuals and organisations by presenting ‘Making A Difference Awards’.
142.21 To consider a reduction in the term of the lease to South Kesteven District Council for the land within the playing field on Spalding Road/Linchfield Road from 99 years to 50 years.
The following request has been received from the Head of Leisure at South Kesteven District Council
“Lincolnshire County Council have stipulated that the sub-lease to South Kesteven District Council can be for a period no longer than 50 years, originally the Anthem Trust responsible for the Deepings School had insisted that it would need to be 125 years. As South Kesteven District Council were trying to ensure the terms were consistent across the whole of the site they had settled on 99 years for the area of land under the Parish Council’s ownership. Would the Parish Council members prefer a term of 50 years?”
It was proposed seconded and RESOLVED that the Clerk should replying confirming that a 50-year lease is acceptable.
142.21 To receive an update, and the quotations obtained to date, for the supply of metal railings to secure the play equipment off Hereward Way.
The Clerk advised that she had attempted to obtain 3 quotations. One was for off the shelf metal railings and one from a company who the Council had used before. A third company had been approached but unfortunately, they were unable to provide a quotation as he would not be able to complete the work until the end of May at the earliest. A representative of the District Council had advised that they could approach the contractor on their preferred contractor list however they were confident the quote received would be competitive with the one the Parish Council had received from their local provider. The representative also suggested that it may be able to split the cost between the two councils. It was proposed seconded and RESOLVED to suspend the requirement in Standing Orders to provide three quotations and to place the order with the local company to get the railings install as soon as possible.
143.21 Parish Pump – items for information or inclusion on future agenda.
Councillor Hosking advised that the next Exotic Pet Refuge Open Day (provisional) was 2 May 2021
Councillor Hardy advised that the Green Walk was being advertised in the Saga Magazine despite it still being a work in progress.
Councillor Shinkins-Hoppe requested that an agenda item to update on the neighbourhood plan was added to the March agenda.
Councillor Fowler enquired what the procedure was for bringing the tender document for the allotment road repairs to the Parish Council. The Clerk advised that as soon as the document was ready an agenda item could be added to the next available agenda for the document to be accepted and advertised.
Councillor Stevens reminded the Parish Council that a newsletter had not been produced for over a year. Articles that could be included were new Councillors, Cemetery extension, playscheme, information about the Household Waste Recycling Centres.
Councillor Dilks advised that the District Councillors had been advised that the Methodist Church would act as the polling station for May’s elections. The Clerk explained that the idea was to avoid using school buildings and the Electoral Officer had asked the Clerk to provide a list of halls that would be large to be used as a two Polling station site.
Newly co-opted Councillor Little thanked everyone for their support said he had a couple of questions but would direct them to the relevant person.
Newly co-opted Councillor Rose also thanked everybody for their support and said that they looked forward to working with everyone.
Councillor Bowell thanked everybody for their support over the last month.
Councillor Shinkins-Hoppe offered to talk to the new Councillors if they needed advice as she had been a Councillor for a long time.
144.21 To agree the date of the next meeting
7.30pm Thursday 25 March 2021.