June 2021 Minutes
The minutes of the meeting of Deeping St James Parish Council which was held at the Open-Door Church, 5 Spalding Road, Deeping St James, PE6 8NJ on Thursday 24 June 2021 at 7.30 pm.
Present: Parish Councillors Bowell, Fowler, Gilbert, Hall, Halls, Hosking, Little, Robinson, Rose, Shinkins-Hoppe, Stevens (District), Thomas (District), David Denman and Sarah Olson.
OPEN FORUM
District Councillor Thomas informed the members that she had been contacted by a resident of Broadgate Lane who was concerned about a Highways land grab issue. Councillor Shinkins-Hoppe advised that she had also been contacted by a local resident with the same concerns and had referred the matter to District Councillor Stevens. District Councillor Stevens confirmed that she had told the South Kesteven District Council Enforcement Officer who would contact Lincolnshire County Council Highways and work together to investigate this.
District Councillor Stevens advised that the District Council funded Artist at the Lakes would start work next week encouraging people to share memories and photos and would be working with people and organisations such as Age Concern and Deeping Youth Group during August. The community organisation Kids in Deeping (KinD) Toddler Toddle will take place this Sunday (27 June 2021) to help raise funds towards play equipment for Jubilee Play Park. An SKDC Officer would speak with after the event about funding opportunities that may be available to them. The Architects interim report had been recieved regarding the development of the Library ground floor and 3 options would be put out for consultation. An invitation to for all Councillors to attend a consultation event would be sent to the Clerk. Councillor Stevens was said that the numbers attending the Deeping Youth Group were starting to raise now that restrictions had altered and they could meet in person rather than virtually. She also advised that several new staff had been recruited at South Kesteven District Council and the Head of Leisure had recently been voted in as a Chief Executive member of the Cultural and Leisure Officers Association.
In the absence of Councillor Dilks the Clerk read a report that he had provided to her verbally.
County Council
Councillor Dilks has a meeting with the Lincolnshire Highways Manager on Monday 28 June 2021 which will also be attended by County Councillor Baxter representing the Market and West Deeping ward. Councillor Dilks intends to request advanced notice of works within Deepings East, to obtain an update and start date for work on Church Street following the recent accident and to get an understanding of why areas have been top dressed yet no pothole repairs of major works have taken place. He has requested that Parish Councillors and the Clerk send him any information about work that is required prior to this meeting so that he can refer to it. He also intends to mention the condition of the pavements in the Rycroft area after a disabled resident has contacted him bringing them to his attention.
Councillor Dilks is also on the Police Panel that holds the Lincolnshire Police and Crime Commissioner to account and has asked why Market Deeping Police Station was not opened when all other voluntary run Police Stations in the County have. He understands that this has now happened (from Monday 21 June 2021).
Councillor Dilks advised that the recycling centres will continue in their present format for a while longer due to COVID restrictions and to avoid queuing – a booking is required but you can take anything on any day. He has been assured however that they do want to return to previous methods as soon as possible.
He ahs also attended an overview and scrutiny management committee where the delta variant which accounts for 90% of the case nationally was considered. In Lincolnshire it only accounts for about 50% of the cases so caution was still required as it may be that the area has not been affected yet.
As a District Councillor he has attended the Environment committee meeting where the Woodland Trust gave a presentation highlighting the need for more trees. He has requested the District council agree a specific budget for planting more trees.
A flyer had been received from Market Deeping and Uffington neighbourhood policing team which advised that as restrictions were being lifted there had been an increase in reports of anti-social behaviour. Residents are encouraged to report incidences via 101 or the online reporting tool so that the local PCSO can “better target her daily patrols to improve the chances of identifying anybody involved and taking appropriate action”. The flyer also advised that the vehicle anti-social behaviour occurring on Northfields Industrial Estate was a priority and a night of action had taken place on 5 June 2021 and more would be planned ad carried out.
22.21 To receive and accept apologies where valid reasons for absence have been given to the Parish Clerk prior to the meeting.
Apologies were received and accepted from Councillor Dilks
22.22 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 Halls as a Trustee of the Deepings Youth Group declared an interest in agenda item 22.25.1
22.23 To approve the minutes of the previous meeting held on Thursday 27 May 2021.
Agreed and signed as a true copy.
22.24 To receive the Clerk’s report.
A former resident of DSJ has offered the Parish Council a 10ft Fir Tree to be planted on the green at Churchgate. The Assistant Clerk has explained that a decision was made not to plant a Fir tree at that location and it was agreed a Rowan would be planted there in the Autumn. As the offer has been made is there an alternative location that this tree could be planted? The Clerk was asked to find out what sort of fir tree it was and also to contact South Kesteven District Council to see if permission would be granted to plant it on Jubilee Park off Thackers Way.
After asking for confirmation of locations within the Parish of defibrillators South Kesteven District Council have advised the Parish Council office that they intend to locate a defibrillator at Exeter Close, Millfield Road, Deeping St James and also at Benedict Court, Horesgate, Deeping St James
Confirmation has been received from Lincolnshire County Council Countryside access that the holes in the tarmac path have been in filled on public rights of way 7 (through the Cemetery) & 8 (Church Walk)
The cast iron Kesteven County Council finger post on Bridge Street was knocked down by a Branch Brothers Lorry on Tuesday 8 June 2021. Branch Brothers have all the parts in safe keeping accept liability and have contacted the County Council to organised reinstatement
The flagpole base was installed on Jubilee Park on Tuesday 22 June 2021 and the flagpole itself will be installed week commencing 5 July 2021
There has been a report of fly tipping on Back Lane which the District council would not collect as it was on private land. The landowner was informed but ten some volunteers cleared it and room was found for it in the Parish Council wheelie bin
The fence which has been erected at on property on Broadgate Lane encroaching on County Council open space has been reported to the District Council Planning Enforcement Officer.
Four different Lorries all over 7.5t have been reported to the office travelling over Deeping St James Bridge. I was only provided with a registration number and company name for one of them and after contacting the company I have been advised that the Driver of the vehicle that day was an Agency Driver, who has subsequently been banned from site for this and other concerns raised and they have assured me that all existing Drivers have been briefed regarding the restrictions in the area.
The 3 Footpath Walks organised during July 2021 have been promoted on the webpage, via social media and on the noticeboards
Two bins to store sand and sand bags have been ordered to be located at the Stowgate junction with Eastgate and to replace the one in the Methodist Church car park
The Litter picking event organised for Saturday 5 June 2021 was attended by 3 people and despite visiting Jubilee Park, Hall Meadow Road, Millennium Wood and Woody Heights skate park only one full bin bag of litter was collected. It was very obvious that some areas are being kept clean by individual volunteers whom the Parish Council would like to thank.
22.25 Financial matters:
1. To approve the payments for June 2021 – The Clerk explained that the payment to the Deepings Youth Group would be deferred as the resolution reached by the Parish Council at the December meeting in respect of this funding had not been forwarded to the Youth Groups Trustees and therefore they had not been accepted and fulfilled proposals resolved. It was proposed seconded and RESOLVED to release payments valuing £21,999.97
2. To note the income received in June 2021- noted.
3. To receive the minutes and any recommendations from the finance and general purposes committee meeting held on Thursday 3 June 2021 – Councillor Bowell introduced the minutes from which there was one recommendation that the budget control and authority to spend limit within point 4 of the financial regulations should be increased from £500 to £1000. RESOLVED. As the Clerk (who had not been present at the meeting) had since shared a paper offering her thoughts and clarification on the points raised in relation to other suggested amendments it was proposed seconded and RESOLVED that these amendments be accepted. It was noted that the Clerk would further investigate how to set up gov.uk emails for the parish council and all staff and councillors.
4. To agree and sign section 1 of the Annual Governance and Accounting Statement 2020/21 – Councillor Gilbert read statements 1 to 9 receiving positive confirmation from all Councillors and asked for their agreement to sign the section. Proposed seconded and RESOLVED.
5. To agree and sign section 2 of the Annual Governance and Accounting Statement 2020/21 – Councillor Gilbert asked for confirmation that everyone had read this section and the related papers that had been shared by the Clerk and agreed that it should be signed. Proposed seconded and RESOLVED.
22.26 Planning matters:
1. To receive the minutes and any recommendations from the planning and transport committee meeting held on Thursday 17 June 2021 – Councillor Shinkins-Hoppe advised that there were no recommendations from this meeting.
22.27 To consider the following correspondence received.
1. The Deepings Lions – providing an update about the Duck Race in 2021 and the Carnival in 2022 and asking for the Parish Council’s support to ensure these events take place. The Clerk was asked to respond advising that the Parish Council would be supportive of both of these events.
2. Resident concerned about anti-social behaviour in the Parks in both Market Deeping and Deeping St James and the lack of police action when they are reported – The Clerk was advised to respond advising the individual that they should communicate their concerns to the Police Inspector and Police and Crime Commissioner.
3. Offer of ongoing assistance with the webpage at a minimal cost via Lincolnshire Association of Local Councils – After the Clerk had explained the how time consuming the maintenance of the Parish webpage (offered freely by LCC) was,
the Parish Council agreed that they would be interested in knowing more about this offer.
4. Invitation to light the Beacon for the Queen’s Platinum Jubilee on 2 June 2022 – It was agreed that the Parish Council would like to take part in this event and that the Clerk should reply to the Queens Pageant Master confirming this.
5. Resident concerned about anti-social behaviour in the Manor Way/Exeter Close area. Incidences are being reported to the Police – See comment under item 2
6. Response from Lincolnshire County Council about the provision of raise kerbs on Linchfield Road and the section 106 agreement for the provision and maintenance of bus shelters – noted.
7. Representative from the Robinson Road Run Tractor Spectacular on 12 September 2021 advising of the route which this year incorporates the north end of Linchfield Road and the length of Thackers Way and asking for support in promoting the event. It was agreed that the Parish Council should put the posters in the noticeboards on or close to the route.
8. Confirmation that the Deepings Neighbourhood Plan will be formally Adopted by South Kesteven District Council tomorrow Friday 25th June 2021, just over five years from its inception – noted.
22.28 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. Council powers and procedures training (via Zoom) on Tuesday 25 May 2021 and Wednesday 26 May 2021 organised by Lincolnshire Association of local Councils attended by Councillor Halls - noted.
2. River Welland Trust river warden training held on Wednesday 26 May 2021 attended by Councillor Bowell – noted.
3. Chairman and Clerk training (via Zoom) on Tuesday 8 June and Wednesday 9 June 2021 organised by the Lincolnshire association of Local Councils attended by Councillor Halls – noted.
4. Councillors training (via Zoom) on Tuesday 15 June and Wednesday 16 June 2021 organised by Lincolnshire Association of Local Councils attended by Councillor Halls – noted.
5. North and South Kesteven Parish Council Clerks Cluster meeting (via Zoom) on Wednesday 16 June 2021 attended by the Parish Clerk – noted.
6. The Langdyke Trust annual general meeting on Wednesday 16 June 2021 attended by Councillor Shinkins-Hoppe – Councillor Shinkins-Hoppe is meeting with Sally Jackson the lead on the Welland Footbridge project on Tuesday 29 June 2021 as the John Clare Countryside Trust may be able to support the project with funding. Authorities Peterborough side of the Welland are all keen for the project to come to fruition but £150,000 is needed for piling work and £130,000 for building work.
7. River Welland Trust meeting on Wednesday 16 June 2021 attended by Councillor Bowell – Councillor Bowell continued to provide reports about the regular meetings being held to try to encourage rive use and access for all. Councillor Stevens also attended this meeting and is working with another representative who will prepare an article for her magazine.
8. The Allotments footpaths and open spaces committee meeting held on Thursday 17 June 2021 - Councillor Halls introduced the minutes of the meeting at which she had become Chair. There were two recommendations from the meeting –
Agenda item 10.22 - that the review of the wording of the tenancy agreement should be delegated to Councillor Halls and Rose. RESOLVED
Agenda item 11.22 - that plot 32B (the former community plot) situated next to the Allotments Association hut should be rented to a new tenant rather than used by the Allotment Association. RESOLVED
9. Meeting (via zoom) to receive an update regarding the 3G pitch and Leisure Centre from South Kesteven District Council’s Head of Leisure Services on Monday 21 June 2021 – Councillor Gilbert provided a resume of the meeting for those who had not attended. The 3G pitch funding application had been delayed until January 2022, so the outcome will not be known until at least April 2022 therefore the earliest a new pitch would be in place would be Autumn 2022. This may also be impacted by the timing of the leisure centre build as if the two were combined the delivery of the 3G pitch could be delayed longer. It had been confirmed at the meeting that the District Council had no intention of pursuing the purchase of additional land as they deemed the current site adequate. As some Councillors suggested that this site is not the right location it was agreed that an to consider the Parish Council’s land ownership and it’s use.
10. Meeting to receive an update regarding flooding risk and issues around Hives bank from the Environment Agency’s Asset Performance Team Leader for the Welland and Nene on Tuesday 22 June 2021 – The Clerk confirmed that a representative from the Environment Agency had since the meeting emailed all the presentation so this could be shared with all the Councillors. The representatives from the Environment Agency had left the meeting intending to develop some fact sheets to be shared with the public, to arrange to access the gardens of properties where Hives Bank is situated to access its condition, to look at the sluice operation procedures and to look at planning issues on Eastgate.
11. Scribe Cemetery demonstration (via Zoom) on Wednesday 23 June 2021- this had been attended by the Clerk and Councillor Thomas both of whom felt it was a good tool to have and that the Council should considered budgeting for this from April 2022.
22.29 To receive an update about the possible new locations for the defibrillator and consider a use for the Red Heritage Telephone Box.
The Clerk confirmed that she had contacted the Methodist Church the Priory Hall Trust and the Deeping St James United Charities who had all expressed an interest in having the defibrillator located on the outside of their building. It was agreed that visibility was of the highest importance. It was proposed that the Methodist Church was the chosen location, this was seconded and RESOLVED. The Clerk was asked to arrange a meeting with representatives from Methodist Church to discuss costings and liabilities. A discussion took place about whether the parish council needed to look at additional locations and precept to purchase another defibrillator next year. Councillor Robinson offered to speak to the tenants and owner of Marville Court shops to see if they would be interested.
Consideration was given to an alternative use for the heritage telephone box and a Library seemed to be the most favoured. It was agreed that before a definite decision could be made the door needed repairing and the mosaic floor needed to be taken up.
22.30 To consider using a private firm to provide Street Wardens/Security Patrols in known anti-social hotspots in the parish.
Councillor Shinkins-Hoppe explained that the Parish Council had used the service of Street Wardens approximately past and that it had been very successful. Councillor Bowell was concerned that using this service may mean that we see less of a police presence in Deeping St James. Councillor Thomas was very much against the idea as anti-social behaviour was a matter for the police to deal with. Councillor Little could see the positive as the Wardens would provide a report of what was going on but they would still have to get Police support when things got out of hand. Councillor Gilbert proposed that a vote should be taken as to whether the Parish Council wanted to provide Street Wardens? It was seconded and RESOLVED that the Parish Council would not pursue this any further.
22.31 To consider the recent highways works in the Deepings.
Councillor Gilbert introduced this item by saying that the Highway problems were not unique to the Deepings and in comparison, to some areas Lincolnshire roads were in good condition. He proposed that a Councillor was nominated to write a report to share which collated all the issues in the Deepings including signposts hidden by trees, signboards lying flat on pavements and verges, priorities being back to front, the re-surfacing of roads that didn’t need doing, lack of notification of road closures/restrictions prior to work starting and pothole repairs being done independently of each other. This report should be shared with the Clerk, the ward County Councillor and the Area Highway Manager. It was seconded and RESOLVED that Councillor Little should prepare this report (also including a list of all the outstanding tickets on ‘fixmystreet’) and share it prior to Councillor Dilks meeting with the Area Highway Manager.
Councillor Gilbert asked the two co-option applicants, David Denman and Sarah Olson, if after observing the meeting, they were still interested in being considered for the role of Parish Councillor. Both confirmed that they were and then left the meeting.
It was RESOLVED to move into closed session in accordance with The Public Bodies (Admission to Meetings) Act 1960 due to the confidential nature of the business to be discussed in relation to the following matters.
22.32 To consider the Co-option applications that have been received.
It was proposed seconded and RESOLVED that both David Denman and Sarah Olson should be co-opted onto Deeping St James Parish Council.
Induction sessions training and mentoring of newly elected Parish Councillors will be discussed at the next Staffing sub-committee who will bring a recommendation back to the Council.
It was RESOLVED to move out of closed session.
22.33 Parish Pump – items for information or inclusion on future agendas.
Councillor Thomas had visited the Cemetery and was shocked at the number of weeds and length of the grass. Councillor Robinson asked if the maintenance team had the right tools for the job and Councillor Stevens suggested that if storage space was the issue with regard to the tools that a lock-up could be sited on the former community plot at the allotments rather than letting it to a new tenant. All these issues along with additional hours and/or help will be considered by the Staffing sub-committee who will bring a recommendation back to the Council.
Councillor Shinkins-Hoppe had noticed a sign saying Conservation area had been erected on a piece of land off Spalding Road and wondered if anyone knew what the land was and who owned it? No-one was aware so further investigation was needed.
It was agreed that Councillor Hall would lead the footpath walk on Tuesday 6 July 2021, Councillor Shinkins-Hoppe on Tuesday 13 July 2021 and Councillor Bowell on Tuesday 20 July 2021.
22.34 To note the date of the next Council meeting and diary dates for the coming month –
Council meeting - 7.00pm Thursday 29 July 2021.
Footpath walk from the Nature Reserve car park – 7.00pm Tuesday 6 July 2021
Rose and Sweetpea Show (Competition entries and raffle only)– 1.00pm to 4.30pm Saturday 10 July 2021
Footpath Walk from Frognall green – 7pm Tuesday 13 July 2021
Cemetery Committee meeting – 7pm Thursday 15 July 2021
Youth and Community Committee meeting – 8pm Thursday 15 July 2021
Footpath Walk from Linchfield Community Primary School car park – 7.00pm Tuesday 20 July 2021
Planning and transport committee meeting – 7.00pm on Thursday 22 July 2021
Meeting Closed at 9.50pm