March 2021 Minutes
The minutes of the meeting of Deeping St James Parish Council which was held on Thursday 25 March 2021 at 7.30 pm using the Zoom virtual meeting code and password below:
Meeting ID: 984 1434 0185
Passcode: 778043
Present: Parish Councillors Bowell, Dilks (District), Fowler, Gilbert, Hall, Halls, Hardy, Hosking, Lilley, Little, Robinson, Rose, Shinkins-Hoppe, Stevens (District), Thomas (District), County Councillor Dobson and 5 members of the public.
Open Forum
Andy Cardell the Chairman of the Deepings Swimming Club spoke in support of the grant application saying that the club had lost some members and had a 29% increase in charges imposed on them by 1Life in September. Due to Covid restrictions the Gala had not taken place in 2020 which was the biggest fundraiser. They hope to be returning to the pool in April 221 and now have a robust development plan in place but will require help over the next 6 months whilst they put this plan into action and build the membership. Councillor Bowell stated that he had a number of questions which he required answers for before he could support the application. Virginia Moran spoke as a Market Deeping Town Councillor saying that the Town Council had supported the application which was a one-off request and would not become a regular annual request. She had provided some of her District Council ward grant and had now joined the Swimming Club committee and would be attending community events and Schools to increase membership and had also attended productive meetings with the Head of Leisure at SKDC about how the increase in fees could be managed. The 29% increase imposed by 1Life related to a historic change in 1Life’s VAT status which had to be corrected and had been requested in one go. It was noted that 1Life ran the leisure centre to make a profit and LeisureSK would be running it from 1 April 2021 with the intention of not loosing money.
Local resident Matt Scholes spoke on behalf of residents of Manor Way who had concerns about the trees in the Deeping St James Community Primary School playing field. The trees were approximately 30 years old and were shading the dwellings (bungalows with elderly residents) on Manor Way. Mr Scholes said that the School/County Council were neglecting their duty of care for the trees and had requested that the trees should be reduced by 5/7 metres and a regular maintenance plan put in place for the trees and the ground around them. Meetings had taken place with representatives from the School and Lincolnshire County Council and their Arboriculturalist where budget had been mentioned as the reason no work had or would be done although he is aware that some work has been completed behind one of the properties. Councillor Dilks said that he was familiar with the properties in questions and the gardens do suffer when the trees are in leaf. He also said that when he had been a Governor at the School some work had been done on one tree. The right to light was questionable and this was a civil matter. Councillor Stevens supported this by saying it was not a Parish Council matter but the District Council enforcement and neighbourhood team could liaise with Lincolnshire County Council and she would forward the contact details to the Clerk.
A local resident, Andrew Callow, explained that he had contacted the Parish Council after flood insurance had been refused on a property he rented out within the parish and he not only wanted to know if others in the same position were being refused insurance but also wanted to investigate if the community were happy with the flood defences and response to flooding.
At this point Councillor Gilbert proposed that standing orders were suspended to allow the open forum to continue and delay the start of the council meeting – RESOLVED Andrew Callow had contacted the Environment Agency and a representative had said they would be happy to speak to the Council and received a letter from the Secretary of Rural Affairs. Councillor Shinkins-Hoppe stated that the risk stated by Lincolnshire County Council (the lead local flood agency with guidance from other agencies) on most planning applications for this area was either low or no risk so why the conflict. Another resident had become involved after reading a social media post and as he was involved in insurance offered an explanation - Insurance Companies ‘buy in’ the flood information which does not always consider the same measures that the use Environment Agency use (e.g. Hives Bank and the work of the Welland and Deeping Internal Drainage Board. Councillor Bowell a member of the Welland Rivers Trust advised that Anglia Water were investigating a new reservoir between Tongue End and Holbeach and re-establishing the washes at Cowbit.
Three members of the public, Matt Scholes, Andrew Callow and Ian Walker, left the meeting.
County Councillor Dobson advised that he had communicated with the local resident about the School trees as well as another resident about an accident on Broadgate Lane, involving a school child and that he would investigate flooding issues and the work that had been undertaken near public right of way 14 near the sewerage works. Councillor Bowell brought up the poor repair work on the potholes on Linchfield Road questioning why they had been done in three stages and some had been missed. He also raised the fact that the work to install additional bus stops in the parish which had been requested 24 months ago had been delayed again and asked why this was. Councillor Stevens said she had used the ‘fixmystreet’ system about issues with a give way sign and directional sign – which had now been resolved but had not been dealt with together so there was no joined up thinking.
District Councillor Thomas advised that she had contacted the Local Highways Manager at Lincolnshire County Council Highways about the damage to the grass verges on Linchfield Road where the Lorries were entering leaving the new development and been advised that the area would be checked regularly.
District Councillor Dilks supported Councillor Bowell’s comments about the potholes on Linchfield Road and whilst he appreciated potholes were a national issue the whole system needed reviewing. He then advised that he had attended 2 cross party working groups one relating to mental health and one on climate change. Planning committees had continued to meet and the scrutiny committee had signed p to the modern slavery charter also it had been agreed at the budget and cabinet meeting that £100,000 of public money would not be used for a statute unveiling.
District Councillor Stevens advised that a local resident wo is a Compliance Officer with a large local food manufacturer had been put in touch with the SKDC Officer involved with the modern slavery charter so that they could work together. The Ward Councillors for Deeping St James and Market Deeping had met with the Head of Leisure who had provided the following report regarding the progress on the replacement of the 3G pitch and the proposed leisure centre –
- The Council are continuing the feasibility work to develop a new leisure centre on the Linchfield Road site.
- Cabinet have approved the lease of the Linchfield Road site and the Council have appointed a solicitor to progress the lease.
- Work currently being undertaken includes the development of an operational business plan which can then be linked to the funding strategy to assess affordability, and to ensure that the revenue surplus received will offset the Council’s borrowing costs.
- A site masterplan had previously been developed, a topographical survey has recently been undertaken on the site. This has been provided to the Council’s Architect for assessment and to determine the optimum location of the leisure centre on the site, and mitigate any loss to grass pitches.
- The Council are continuing to work on an application to the Football Foundation to develop a 3G pitch on the site. Now that the site has been surveyed the Football Foundation are undertaking the technical work they need to do before the application can be submitted.
- Informal early talks have taken place with Sport England who are comfortable with the Council’s feasibility plans.
- Talks are continuing with the rugby club, Karen Whitfield is meeting with the club and representatives from England Rugby on the 1st April.
Councillor Little requested that a project plan with key timescales should be obtained from the District Council. Councillor Dobson (as Deputy Leader of the District Council and Cabinet Member for Leisure and Economy) said that the District Council were still waiting for the football foundation to provide their timelines. Councillor Gilbert said that the Clerk should ask the Head of Leisure if she could provide a project plan and timescales however sometimes responding to regular questions could slow down progress on a project.
145.21 To receive and accept apologies where valid reasons for absence have been given to the Parish Clerk prior to the meeting.
All present.
146.21 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 and Stevens declared an interest in agenda item 149.21.1
147.21 To approve the minutes of the previous meeting held on Thursday 25 February 2021.
Agreed as a true copy to be signed at a later date
148.21 To receive the Clerk’s report
After receiving advice from an Arboriculturalist the Priory Church Hall Trustees have requested that the two large bags of salt donated to DSJPC by LCC that are situated near the Prince of Wales Oak be moved to avoid damage to the tree roots. The salt is now located in two salt bins one nearer to the Priory Hall and one in the open space off Hereward Way.
A hardstanding area has been put in place for the parish council’s large wheelie bin sited outside Millennium Wood to be sited on to remove it from the drive of the neighbouring property.
Some damage to the Perspex covering one of the gym equipment information boards at Jubilee Park has been reported and new Perspex has been purchased to replace it.
The issues of owners taking Dogs into the play area continues but this should improve now that railings are being manufactured to enclosed the play equipment. The recent incidence of the play area being cable tied closed something that was not done by either Parish or District Council may be connected with this.
Confirmation has been received from South Kesteven District Council that they will pay 50% of the costs of manufacture of these railings.
The amended waiver of the restrictive covenant allowing the extension to the Cemetery and the continuation of the use of some land for play area / open space has been finalised and a signed copy received.
A resident contacted the Parish Office to ask if they could place some bird feeders in Millennium Wood which they will keep stock with supplies. This was allowed.
An acceptable quote has been obtained to reduce the weight of a branch on the tree at the entrance to Woody Heights recreation area to avoid the damage to the union of the branches on the trunk worsening.
Two incidences of fly tipping of garden and fencing materials onto Jubilee Park from properties on Pawlett Close have been reported to South Kesteven District Council
A zoom meeting between a representative from Deeping St James Parish Council, a representative from Market Deeping Town Council and the preferred paly provider has been arranged for 7pm on Tuesday 30 March 2021 to discuss organising a playscheme during the school summer holidays
The fencing between the skatepark and the playing field has been damaged again in two places. The Deepings School are aware of this and in order to comply with their safeguarding requirements have arranged for it to be repaired/replaced.
Further work has been undertaken to the CCTV installation at Woody Heights recreation area so that all areas of the park are covered.
A new water trough has been installed by the allotments.
Lincolnshire County Council transport services have advised that there will be a delay in the additional bus poles being installed (originally due to take place by April with will now happen as soon as possible).
The recently issued council tax bills which included a Parish precept information sheet have led to a number of emails and letters (as well as discussion on social media sites) asking why there is still a figure included in the budget for 2021/22 for the community skip which ceased operating at the end of January 2021.
Potholes continue to reported to the parish office who log them on fixmystreet so Lincolnshire County council can act on them. Work has taken place on several of them – notably a few on Linchfield Road one on Church Street and one on Park Road.
The Parish Council have joined the British Register of Accredited Memorial Masons to benefit the bereaved by ensuring that all memorials erected in the Cemetery meet British Standard 8415 and are fitted by BRAMM competent masons.
Following the decision to return the new Cemetery to lawn two further phone calls have been received from distressed relatives who were unhappy with the decision.
As the Insurance is due for renewal on 1 June 2021 quotations have been requested to be considered at the April meeting.
Following the Community clean up on Sunday 21 March the Welland and Deeping Internal Drainage Board have been informed of some items that were found in dykes that could not be retrieved by the individual litter pickers.
Councillor Stevens has advised both the District and County Council of a number of missing and damaged road signs and street name plates
149.21 Financial matters
1. To approve the payments for March 2021 – It was proposed seconded and RESOLVED to make payments totalling £12,212.66
2. To note the income received in March 2021 – Noted
3. To consider the grant application from the Deepings Swimming Club – Councillor Gilbert introduced this item proposing the Parish Clerk arranges a meeting between representatives from the finance and general purposes committee and representatives from the Swimming Club to consider this application further and the questions posed by Councillor Bowell, which should be shared with the Swimming Club representative in advance. Councillor Dilks said he hoped the meeting wold be held in the spirit of supporting the Swimming Club which had been around for 40 years. He reminded people that we do live near a river and recalls children receiving free swimming lessons when he first moved here. He noted that the biggest activity of the Swimming Club was not Swimming but fundraising and was surprised that they had not asked for a grant before. The Clerk advised that a grant had been provided over 11 year ago. Councillor Little requested that the Parish Council take up the costings with 1Life / LeisureSK on behalf of the Swimming Club. It was seconded and RESOLVED that Councillors Gilbert, Shinkins-Hoppe, Dilks, Stevens, Bowell and Halls should attend the meeting.
Two members of the pubic, Andy Cardell and Virginia Moran, left the meeting.
150.21 Planning matters
1. To consider the minutes and any recommendations from the planning and transport committee meeting which took place on Thursday 18 March 2021 – Councillor Shinkins-Hoppe introduced the minutes saying there was one recommendation to agree to adopt the new Neighbourhood Plan Constitution. Councillor Shinkins-Hoppe explained why there is a need for a new constitution. The first one was written back in 2016 and was now in need of being updated. The Neighbourhood Plan is for the whole of the Deepings, with Deeping St James Parish Council as the responsible body, and is answerable to both DSJPC and MDTC. The Plan is moving through the processes towards final approval and part of this process will be when it goes to public consultation for the final time. This is being arranged to coincide with the local elections on 6th May when it will simply be a yes or no question on the ballot form, asking people to either approve it – or not. The new constitution has set up some processes which will assist both Councils when it comes to issues relating to large planning applications (Objectives Box 1). The NP Team will support either Council, by use of the policies set out in the Neighbourhood Plan. Councillor Bowell said he was unable to support a document that he had not seen to which Councillor Shinkins-Hoppe replied that much like planning applications details of which were not shared everyone did have the opportunity to look at the relevant Website or Facebook page for details. The planning committee had thoroughly studied it and recommended approval. Councillor Dilks asked for an explanation as to why Deeping St James Parish Council had to approve the new constitution. Councillor Shinkins-Hoppe said yes as Deeping St James Parish Council were the lead organisation and the Neighbourhood Plan group are accountable to both the Parish Council and Market Deeping Town Council. Councillor Dilks said that if Councillor Shinkins-Hoppe was assured it had been thoroughly looked at by the Neighbourhood Planning group and DSJPC’s Planning Committee he would second the proposal. It was RESOLVED (with two abstentions)
2. To consider planning application S21/0443 - Mr Nick Cancea Kyoto Futons Limited Hards Lane Frognall DSJ PE6 8RP. Erection of warehouse with ancillary showroom for Kyoto Futons, 13 small employment units for B3/B8 use together with car parking and vehicle servicing areas.
Councillor Shinkins-Hoppe introduced this application which would increase employment by 70-100 which was welcome. It was noted that the Neighbourhood Plan group had fought hard to get Hards Lane recognised as an employment site but the Officer would not recognise the area as such. Councillor Shinkins-Hoppe recommended that the Parish Council should not object to this application but should ask for enhanced planting to screen the units, a construction plan for vehicle movements during construction and improvements to the condition of the Highways in the area. RESOLVED (with 1 abstention)
Councillor Shinkins-Hoppe also advised that a meeting was being arranged with a South Kesteven District Council Planning Officer to discuss issues at the Springfields site off Linchfield Road. Councillor Dilks thanked Councillors Shinkins-Hoppe and Stevens for speaking at the hearing in respect of the second phase of the Springfields site alongside him and others. Between them they had managed to obtain two further stone houses, 8 pieces of play equipment and the use of Burchnall Close as the construction vehicle entrance after the first phase was completed.
151.21 To consider the following correspondence received.
1. Response from Environment Agency explaining the process of the investigations into the issues around Hives Bank flood defence – The Clerk advised that further correspondence had been received including a copy of the survey which had been issued to all affected properties in Deeping St James as well as a map showing the flood risk areas (both tidal and river flooding) and some educational information to be promoted.
2. Request from a resident asking that both the Parish and Town Councils work together to understand the flood risk to the Deepings, to ensure the flood defences and flood responses are adequate and to work with other organisations to provide confidence to Insurers – Several Councillors expressed concern about the approval of planning applications along Eastgate and that some residents had ‘eaten into’ Hives Bank. Councillor Dilks said this was another thing that could be brought up with the Planning Officer when he and Councillor Shinkins-Hoppe met with them at the Springfields site. It was proposed seconded and RESOLVED that a working party should be formed to consider this further. Members of the working party would be Councillors Bowell, Fowler, Hosking, Robinson, Rose, Stevens, Shinkins-Hoppe and Thomas
3. Request from a resident for support in obtaining action from Lincolnshire County Council to reduce the height of trees within the grounds of Deeping St James Community Primary School that are having a detrimental effect on the wellbeing of residents who live locally – Councillor Gilbert was happy to facilitate a meeting however as it was not within the Parish Council’s remit to deal with this Councillor Stevens said she would forward the District Council’s neighbourhood and enforcement Officer’s email to the Clerk to share with the member of the public as their role was conflict resolution. It was proposed seconded and RESOLVED that the Clerk should write to the Estates Manager at Lincolnshire County Council and insist that they take responsibility for the maintenance of the trees for the benefit of the local residents but more importantly the safety of the School Children.
4. A request from a newly created local Forest School Company who would like an opportunity to meet with a representative from the Parish Council to discuss how we could work together – Councillor Shinkins-Hoppe volunteered to represent the Parish Council and meet with this company. RESOLVED
5. An update from Lincolnshire County Council Countryside Access regarding public right of way 14 confirming the work that has been completed by the landowners following the recent spillage from the Anglian Water Sewage works. There is still work to be done which will be completed when the weather has improved – Several Councillors expressed concern that the Sewerage works were problematic both here and surrounding areas with Councillors Dilks and Stevens saying they continually mention this at District Council’s Planning Committee meetings where they are informed that the infrastructure is sound. It was proposed, seconded and RESOLVED that a letter should be issued to Anglian Water asking if a representative would speak with the Parish Council. Also, a letter should be sent to the Head of Planning at SKDC asking for his comments on this matter. Councillors Dilks and Shinkins-Hoppe also said they would bring with the Planning Officer during the meeting about the Springfields site.
6. A request from Market Deeping Town Council for several minor amendments and additions to the Deepings Emergency plan – these amendments were noted and it was agreed that representatives from Market Deeping Town Council should be invited to attend the working party about flooding defence and response.
152.21 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. Staffing sub-committee meeting held on Monday 8 March 2021 – Councillor Thomas asked if it was correct that only one person had applied and was it legal to progress the recruitment if this was the case. Councillor Hosking confirmed that there were 5 application packs issued but only one was returned completed. The Clerk had checked the legality of progressing the legal process and on interview the candidate fulfilled the criteria. Councillor Thomas asked if it was correct that he was collecting litter using his bicycle and a trailer. The Clerk confirmed that he had asked if he could trail this for the area around Woody Heights and Jubilee Park. He had also used his motorised vehicle.
2. Welland Lowland Steering Group meeting held on 17 March 2021 – Councillor Bowell had attended this meeting where helped had been requested from the Parish Council, and any other individuals, to complete a land ownership project. They were also looking for volunteers to look after the fishing pegs in Deeping St James and to reduce the Mink population. On 30 March 2021 a representative from Risby Wildlife Project was giving a talk via Zoom which everyone was invited to attend. Councillor Bowell would share the access code and password.
3. The Deeping St James Spring Clean on 21 March 2021 – Councillor Stevens said this had been a successful day with a number of residents joining in some of whom were already regularly litter picking in the community and had led to 170 bags being collected which took South Kesteven District Council 3 days to remove. Councillor Gilbert proposed that Standing Orders were suspended to allow the meeting to continue past 10pm. Seconded and RESOLVED.
Councillor Gilbert advised that he along with a local resident had had to stop a group of individuals rifling through the rubbish so if people were continuing to litter pick they should be encouraged to dispose of what they had collected in their own household waste recycling wheelie bins or place it in the street bins.
4. Keep Britain Tidy Great British Spring Clean launch event on 23 March 2021 – The Clerk had attended this event promoting the #milionmilemission event which would be held between 28 May and 13 June 2021 to 13 June 2021. It was agreed to add this to the item to the April agenda
5. The Allotment Association Annual General Meeting on 23 March 2021 – This has been attended by Councillors Bowell and Halls and the Assistant Clerk and had raised a number of question and issues. Councillor Bowell requested that the Allotments Footpaths and Open Spaces committee meet in April to consider them.
153.21 Parish Pump – items for information or inclusion on future agenda.
Councillor Shinkins-Hoppe requested that Security Patrols within the Parish should be added to the next agenda.
Councillor Stevens requested that the Maintenance staff did some work at Manor Shop gardens (weeding between slabs and in flower beds, paint metal benches and under stairwell) and confirmed that a volunteer had been found to water the 4 planters so the Friends of Deeping St James group would re-plant them.
Councillor Dilks asked if some plants could be put in the border along the path near Manor House Court and if anyone knew who owned the hedge there as it needed maintaining. It was felt this was likely to be LCC Highways is anyone. Councillor Dilks also asked if a tree specification for maintenance of the Parish Councils tree stock had been agreed. The Clerk advised that contact had been made with the Woodland Trust and South Kesteven District Council who had advised the Parish Council to contact their Insurers so this was still progressing.
154.21 To agree the date of the next meeting which will be the Annual Parish meeting followed by the monthly full Council meeting –
Annual Parish Meeting 7.00pm Thursday 29 April 2021.
Council Meeting 8.00pm Thursday 29 April 2021.