July 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 29 July 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.
Mike Drinkall Assistant Secretary from The Deepings Lions
OPEN FORUM
Mike Drinkall from The Deepings Lions addressed the Council, requesting a grant for an enhancement to the Community Centre garden. The garden is to have two zones, an activity zone and a quiet zone and contain sensory items. The Deepings Lions are working with Sense. SKDC have given £1960.00 to provide two benches. The Rotary have offered £150 plus help and the Round Tablers are working them too. United Charities have offered £500. Oddfellows and the Masons have been contacted. The Deepings Lions will be responsible for maintenance.
Mike Drinkall left the meeting.
Councillor Dilks’ District Council and County Council reports
South Kesteven District Council
Councillor Dilks advised that the Deepings Leisure Centre has been closed initially for 3 weeks due to a leaky roof. Since the Deepings School uses this facility for PE and as an examination hall, there is to be a meeting from LCC with SKDC.
County Councillor Dilks raised the topic of Planning and the Cratus Report, which has 19 recommendations, limiting the ability of Councillors to ‘call-in’ applications for a committee decision rather than an Officer decision being made being the most controversial one. Councillor Dilks has had 3 long sessions discussing this and stated that SKDC have paid £40,000 toward Cratus reports. The experienced Chairman of the Planning Committee has also been replaced. The Cratus recommendations will come to a Planning Committee for consideration soon.
Councillor Dilks also said that there will be a report questioning value for money especially regarding Arts and Culture of which Councillor Stevens is Committee Chair which accounts for 11% of the budget - more than Leisure.
Lincolnshire County Council
Councillor Dilks had circulated a report providing updates on several highways matters after he and Councillor Baxter had met with the Senior Highways Manager for the area. The Senior Highways Manager had confirmed that they are fully supportive of the need for work to take place outside of 89 Church Street. Councillor Richard Davies (Cabinet Member for Highways) has also been lobbied and has assured that he will look into it. Councillor Dilks is hopeful that something will be done.
Councillor Hosking enquired as to when the decision would be made about the planning application for the dog training ground on Back Lane. Councillor Dilks confirmed that the Planning Inspector has been out and a report is due to be received within the next 6 weeks.
Councillor Bowell advised of wires exposed in the roads at the junction to Spalding Road and Linchfield Road. Councillor Dilks said he would look into this.
District Councillor Thomas’ report
District Councillor Thomas has been notified that the resident who has erected a 6ft fence on land not belong to them on Broadgate Lane, has been reported to the landowner and that the case is still ongoing. Councillor Dilks advised that the land is owned by Lincolnshire County Council who have been asked to take enforcement.
District Councillor Stevens’ report
District Councillor Stevens advised that:
The SKDC Enforcement Officer had confirmed with her that the Broadgate Lane Fence issue had been passed to LCC for action.
It was a requirement of the planning permission that the hedge between the Waterton Arms and the new Kirk Homes was maintained, however the Developer didn’t understand this and has removed it. A new hedge will be planted to replace it. The concern about the removal of the hedge affecting nesting birds had been raised with SKDC who had advised that the was a Police matter.
The correspondence received concerning noise from the Boundary Club has been referred to the Legal team by the planning team as it is a breach of the Conveyance not a breach of the planning permission.
The debris that had been left at Jubilee Park which was initially reported in March has now been removed. As there was no proof, that would stand up in a court of law, that it had been left by a local householder no enforcement action could be taken.
Recently there had been a bad accident at the kink in the road as you enter Frognall from Spalding Road. It was noted that it was difficult to see oncoming traffic from Hards Lane. The signage has also been damaged.
The Toddler Toddle that took place at Jubilee Park on Sunday 27th Jun 2021 to help raise funds to replace the play equipment (Kids in Deeping group) raised £2,000. The group met with an SKDC officer to discuss the next steps to progress the project.
There will be a review of Art & Cultural Services at SKDC. Unlike the Deepings Literary Festival both the events Grantham’s Gravity Fields Festival and the Stamford Georgian Festival are organised by officers from SKDC not community volunteers. It was hopeful that the community would take them on and officers could back away but this has not happened. Deepings Literary Festival works the other way; money is given to a community group to organise the event and this makes the journey as important as the event. Councillor Stevens said she was disappointed that she had not been consulted to consider and discuss options prior to the District Council meeting held on Tuesday 27 July 2021. Councillor Dilks commented that the report did say that some events do make money and so do have a cost benefit and they all do promote Tourism.
22.35 To receive and accept apologies where valid reasons for absence have been given to the Parish Clerk prior to the meeting.
All Councillors were present.
22.36 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 Gilbert declared an interest as there was a payment to his company under agenda item 22.43.1.
22.37 To approve the minutes of the previous meeting held on Thursday 24 June 2021.
Agreed and signed as a true copy.
22.38 To receive the Clerk’s report.
-The Annual Governance and Accounting Return for 2020-21 was forwarded to the Auditors on 28 June 2021 and has been posted on the Parish Councils webpage and the noticeboard at the Institute.
-The Parish Council’s intention to light the Beacon at Jubilee Park on 2 June 2022 to mark the Queen’s Platinum Jubilee has been registered with the Pageant Master.
Confirmation that the Parish Council would promote the Robinson Road Run Tractor Spectacular on 12 September 2021 has been issued and posters have been displayed in the noticeboards near the route (the North end of Linchfield Road and Thackers Way).
-More damage to the Deepings School playing field fencing was reported by the Maintenance Staff on 13 July 2021. The School have been informed and CCTV footage has been viewed. Although there is footage showing individuals it is not sufficient to identify them.
-A report on the skate park including photographs information about availability usage and maintenance has been provided to the FCC Communities Foundation (formerly Wren) as they have not been able to do a site visit themselves to fulfil the post completion funding report that is required.
-Some concerns were raised by members of the public regarding the maintenance of the Cemetery which were predominantly due to the recent weather conditions but also because the maintenance staff had been diverted onto other tasks. Most of the issues have now been rectified and recommendations are in place to deal with others.
-The member of the public who had volunteered to keep the former Shaws timetables up to date in the bus shelters and also produce a flyer with recent bus information for circulation in community hubs has now handed back al the bus timetable stock they were holding on the Parish Councils behalf. There are several obsolete green and black timetable cases which if no other use can be found will be scrapped.
-Both Summer activities for Primary School aged children which have been funded by the Parish Council have been organised by the providers, promoted via Parentmail from Linchfield and Deeping St James Community Primary Schools and the take up has been good – the activities will take place between Monday 26 July and Friday 6 August 2021.
-The required annual independent operational play equipment inspections are booked to take place sometime during August 2021.
-A resident raised an issue with the Parish Council about the overgrowth on the link footpath between Bryony Way and Speedwell Court. This was raised with LCC Highways who have not responded. It is a link footpath that along with others has been cleared by the Probation Service Community Payback Team because of the lack of action by LCC it was arranged for one of the Parish Council’s maintenance team visited to make it accessible.
-The flagpole was erected on Jubilee Park on Monday 5 July 2021 and the St Georges flag was raised on the evening of Sunday 11 July 2021 to show support for the England Football team in the finals of the Euros.
-The Parish Council’s intention to light the Beacon at Jubilee Park on 2 June 2022 to mark the Queen’s Platinum Jubilee has been registered with the Pageant Master.
-An explanation as to why a slippery surface sign which has been erected on the Deeping St James United Charities land next to 91 Church Street was requested from Lincolnshire County Council Highways as no-one had ever identified this starch of road as slippery. The answer received was that a routine road condition survey had indicated that the road surface is below the certain skid resistance required according to its layout and alignment.
-Reports of lights either being on permanently or being obscured by foliage have been reported to the relevant authority who in these three cases is South Kesteven District Council
-More reports of fly-tipping have been received details of which have been forwarded to South Kesteven District Council
-Work has taken place on public right of ways 9 and 11 by the Parish Council’s maintenance staff to ensure the footpaths were accessible for the walk on 13 July 2021. Lincolnshire County Council Countryside Access team were also requested to contact the landowner/tenant of the fields that public rights of way 5, and 13 passed through as none of these paths had been kept accessible and were due to be walked on 13 and 20 July respectively – the issues were rectified promptly once contact was made.
-A wasp nest in a grave in the new Cemetery, which was brought to my attention by a memorial mason, was dealt with by a Pest Control company on Saturday 17 July 2021.
-The trees overhanging Spalding Road opposite Millennium Wood have been reported to Lincolnshire County Council Highways as they once again causing an obstruction on the Highway especially to Buses.
-An issue with a broken branch hanging from a tree in the closed Churchyard which is close to a resident’s property has also been reported to South Kesteven District Council who are responsible for the ground maintenance. A similar issue has been reported about a tree at the rear entrance to Linchfield Community Primary School.
A section 134 notice has been erected on the Caseys Corner, at the junction of Eastgate to Station Road, by Lincolnshire County Council Countryside Access to deter motorised users on the route, but landowners, tenants of and visitors to the property and maintenance vehicles for the property and the right of way are allowed to use the route.
-A Councillor from Ancaster, Sudbrook and West Willoughby Parish Council has contacted Deeping St James who is also studying for a Planning and Development Degree has contacted Deeping St James requesting we share our experience of building our Neighbourhood Plan in a very brief confidential survey. Councillor Shinkins-Hoppe completed the survey on behalf of Deeping St James Parish Council and provided her contact details.
-County Councillor Dilks along with County Councillor Baxter met with Lincolnshire County Councils Area Highways Manager on 28 June 2021 to discuss outstanding highways issues in the Deepings and has provided a report which has been circulated to all Parish Councillors.
-The Clerk has calculated the electricity costs relating to the Defibrillator so that discussions can take place with representatives from the Methodist Church about its installation.
-The suggestion that the large Fir tree offered by a former resident should be installed on Jubilee Park to be used as the focal point for the Christmas Carols in the Park has been considered by the landowner, South Kesteven District Council. The Officer responsible for grounds maintenance has said that as the species, origin and health of the tree is not known along with the large amount of maintenance involved in getting a tree of this size re-established they would not allow the Parish Council to plant such a tree on the park.
22.39 To consider the use of the Parish Councils land at the playing fields on Spalding Road / Linchfield Road, its use for the proposed Leisure Centre and the required leasing arrangements.
Councillor Gilbert introduced this item saying that the Parish Council can lobby but do not have the authority to make anything happen regarding repairing the current facility or building a new one.
He referred back to Head of Leisure at SKDC’s comments during her last meeting with some members of the Parish Council where she had advised that the funding application for the all-weather would not be considered by the Football Foundation until at least April 2022 and that it would be likely to be delayed longer that that so that the all-weather pitch was built at the same time as the proposed Leisure Centre.
Councillor Gilbert advised that he had spoken to the Business Manager at the Deepings School who had said that the School were positive about the proposed Leisure Centre being built on the playing field as the facilities were required to fulfil PE requirements and for use as an examination hall. The playing field location would also allow primary school aged children to continue to walk to the facility for their swimming lessons.
He advised that he had met with Councillor Shinkins-Hoppe and the Clerk on Monday 25 July 2021 to consider the lease options suggested by the Education Reorganisation Officer at Lincolnshire County Council. It was felt that the information provided is not sufficient for the Parish Council to agree which, if any, of the proposed lease options being offered provides the best outcome for the Parish Council, other interested parties and the general public.
Alongside this there has been a noticeable increase in concern from the public (mainly via social Media) about the condition of the current leisure facilities and the unfulfilled promise of a new leisure centre.
He noted that the playing field had ceased being an open space accessible to all a long time ago however in signing a new lease the Parish Council may lose any leverage it may have so before signing any lease the Parish Council need to be sure that what is being offered is what the community needs and that there is money available to provide what is needed
Councillor Gilbert proposed that the Parish Council give the Chairman, the Vice Chairperson and the Clerk permission to investigate the lease options further, to engage with District Council, County Council and other interested parties to better understand the needs, the costs and the plans plus to obtain independent legal advice regarding the lease and the Parish Council’s position, then to feedback to the Parish Council to agree a way forward. This was seconded and RESOLVED.
22.40 To agree when the Parish Council will fly a flag at Jubilee Park and also agree a flag flying policy.
Councillor Bowell had provided a paper detailing proposed flag flying days and a flag flying policy which had been circulated to all the Parish Councillors prior to the meeting. It was proposed that the flag should be raised for the reasons below and the policy should be applied –
-Commonwealth Day (second Monday in March.) The Commonwealth Flag to be raised, and the Commonwealth Affirmation to be read out by the Chair/Vice Chair of the Council.
-21st April - Birthday of HM the Queen (Union Flag). In the event of Her Majesty’s death this to be changed to the new Sovereigns birthday.
-23rd April - St George’s Day (St George’s Flag)
-12th June - Official Celebration of Her Majesty’s Birthday (Union Flag)
-Remembrance Sunday - second Sunday in November (Union Flag).
-1st October - Lincolnshire Day (Lincolnshire Flag)
-Half- mast as proclaimed by the Sovereign
These dates were seconded and RESOLVED.
Councillor Dilks also proposed that a sub-committee should be formed to consider ad-hoc additional days to fly the flag. Councillors Bowell, Hall, Olson, Robinson and Stevens volunteered to sit on this sub-committee. The flag flying days, policy and sub-committee were seconded and RESOLVED (with two abstentions Councillors Hosking and Shinkins-Hoppe).
22.41 To consider taking over responsibility for Jubilee Park, the open space between Crowson Way and Thackers Way.
Councillor Gilbert reminded everyone that the Parish Council had agreed in principal to take over responsibility for the gated play area when it has been renewed. This agenda item is to consider taking over the entire area of Jubilee Park from Crowson Way to Thackers Way. As he understood it there were three options
-Gated play area with legal access
-Gated play area plus a strip of land for access
-Whole park
The current grounds maintenance costs have been obtained from South Kesteven District Council, the Clerk was still awaiting a reply from the Insurers as to what is any implications there were, tree maintenance and neighbourhood issues need to be taken into consideration.
Whilst the District Council owned the land at present it was the Parish Council in association with the Friends of Jubilee Park that had enhanced the area (with seating bins, a Beacon, a flagpole, additional play equipment hedging and planting) and used the area for events (the Dog Show, Carols in the Park and Beacon lighting events and in future flag raising events).
Councillor Stevens said the area would not be built on because it is so well used and there is a community group involved in improving and using it.
Councillor Shinkins-Hoppe advised the Parish Council that the land was offered some protection being offered by the Deepings Neighbourhood Plan.
Councillor Bowell advised that building work was taking place in Deeping St Nicholas in contravention of their neighbourhood plan and that South Kesteven District Council were always looking for ways to cut costs and reducing park enhancements and maintenance was likely to be area in which savings could be made.
Councillor Gilbert asked for a show of hands from those who wanted further investigation of taking over the whole park to take place – eleven Councillors raised their hands so it was RESOLVED.
Councillor Stevens requested that an agenda item be added to a future agenda to consider how to encourage the community to use and engage with other open spaces in the Parish to ensure they remain open spaces.
22.42 To consider the quotations received for surveying the Parish Council’s tree stock.
The Assistant Clerk had received three quotations for the work. All Contractors had been provided with the same information however it was questioned whether they had understood the brief in the same way as the quotations did not appear comparable. Councillor Rose who had provided the names of the contractors she had had experience of using within her employed role stated that she was surprised at the low prices. It was proposed seconded and RESOLVED that contractor A – Countryside Grounds Maintenance should be given the contract
22.43 Financial matters:
1. To approve the payments for July 2021 –
it was proposed seconded and RESOLVED to make payments totalling £10,862.83.
2. To note the income received in July 2021 –
noted
3. To consider the grant application received from the Deepings Lions Club CIO –
it was proposed seconded and RESOLVED to make a grant of £500.
22.44 Planning matters:
1. To receive the minutes and any recommendations from the planning and transport committee meeting held on Thursday 22 July 2021.
Councillor Shinkins-Hoppe introduced the minutes from which there were no recommendations although she did wish to bring to everyone’s attention the application for signage at Children’s Nursery at The Rundles 100 Bridge Street Deeping St James (S21/1207). Councillor Bowell had brought it to her attention that this building was listed and when this had been pointed out to the Planning Officer they had been unaware of this. They have confirmed that the application will be re-consulted. Councillor Shinkins-Hoppe expressed her concern that these issues did not appear to be checked when an application was received. It was agreed that a message should be issued to SKDC expressing the Parish Council’s disappointment.
22.45 To consider the following correspondence received.
1. A resident expressing concern at the noise from the Boundary Club due to more seating being installed in the car park outside, plus the green hedging being removed and replaced with 6-foot fence panels and the installation of an outside light that seems to be like a search light. The noise level has increased both during the day and at weekends, in what is a residential area, since the seating area has been installed. This is in contravention to the title deeds relating to the Boundary Club property. Councillor Stevens did share this with the Planning Enforcement team at South Kesteven District Council. Councillor Stevens had received a reply from the Planning Enforcement Team saying that the actions were not in contravention of the planning permission but maybe in contravention of the conveyance so they had referred it to the legal department. If this was the case it would be a civil matter between the complainant and the Boundary Club.
2. A resident requesting permission to use their personal metal detector in the open space behind the play area off Hereward Way offering assurances that finds are few and far between and not usually deeper than 5 inches and divets would be replaced leaving the area in the same condition as it was found
It was acknowledged that the land had previously been part of the Old Priory although when Priory Close was built nothing of importance was unearthed.
Councillor Denman proposed that if this was to happen it should not be left to an amateur and he volunteered to investigate if the site was appropriate for such work.
3. A representative of the Deeping Bowls Club expressing concern at the ongoing parking issues along the length of Spalding Road especially when there are sporting events being held on the playing field which make entering but more importantly exciting the bowling club parking area very difficult and dangerous.
Councillor Dilks requested that this information was sent to him so that he could follow up with the LCC Highways Manager the traffic regulation order consultation regarding this that took place in January 2020.
4. South Kesteven District Council’s Chairman and Member Services Officer has asked how the chains of office would be dealt with during the mourning period of a significant member of the Royal Family.
s Deeping St James Parish Council has no written protocol on how deal with this it was agreed to reply saying that the Parish Council would be led by the District and Town Councils.
5. Letter from Assistant Chief Constable of Lincolnshire Police Chris Davison explaining how they are working towards enhancing their provision of neighbourhood policing and message from local Police Community Support Officer.
Noted.
6. An email from Lincolnshire County Council suggesting 4 options to amend or replace the lease for the land on the Spalding Road playing field to facilitate developing better leisure facilities within Deeping St James.
Discussed under agenda item 22.39
7. Following the meeting on 22 June 2021 receipt of the draft briefing note for residents with information about how flood risk is managed, survey responses, actions people can take and future activity from the Environment Agency.
Noted.
22.46 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. To receive an update from the Deepings Neighbourhood Plan group representative after a meeting was held with the Director of Growth and Culture at South Kesteven District Council on 6 July 2021 –
Councillor Shinkins-Hoppe had provided a report which had been circulated to all the Councillors prior to the meeting.
2. To receive an update about the River Welland Footbridge Project –
Councillor Denman has looked at all the paperwork for this project and notes that there has been a lack of momentum due to the Covid pandemic but says it is a complex project that does have a community support. There are many time dependant points so it is imperative that the group keep Deeping St James Parish Council up to date. The planning application runs out in May 2022 and many other reports will need renewing at that point as well – flooding and ecological for example. The Clerk was asked to confirm if there was a budget for the costs involved.
3. Footpath walks on 6, 13 and 21 July 2021 –
The first two walks took place although attendance was lower than in previous years. The third walk had to be cancelled due to the weather.
4. To receive the minutes and any recommendations from the Staffing sub-committee meeting held on Thursday 8 July 2021.
Councillor Hosking introduced the minutes of this meeting from which there were two recommendations. It was recommended that a contractor be employed to do some work on the hedges at the Cemetery to make them more manageable for the maintenance staff to look after in the future. Seconded and RESOLVED. It was also recommended that all the current Staff’s contracts of employment are reviewed and a new contract is written for future staff. Seconded and RESOLVED.
It was proposed seconded and RESOLVED to suspend standing orders so that the meeting could continue after 10pm.
5. To receive the minutes and any recommendations from the Cemetery Committee meeting held on Thursday 15 July 2021
Councillor Thomas introduces the minutes of the meeting from which there is one recommendation which mirrors that of the Staffing sub-committee – to employ a contractor to cut the hedges.
6. To receive the minutes and any recommendations from Youth and Community Committee meeting held on Thursday 15 July 2021
Councillor Shinkins-Hoppe introduced the minutes of the meeting from which there were no recommendations however she was investigating the cost of heightening the railings around the multi-use games area to stop footballs escaping.
7. To receive the minutes of the committee structure working party which met on Monday 19 July 2021
Councillor Shinkins-Hoppe introduced the minutes of the meeting requesting that the Parish Councillors show whether they are in favour of the proposed new committee structure before the sub-committee move forward with setting up the terms of reference and delegated powers of each committee. The new structure (Planning and Highways; Assets and Amenities; Finance and Administration) would reduce the number of committees and therefore the number of meetings and the confusion, overlap and conflict of responsibility between some at present. It was agreed that more work should be done before a commitment was made.
22.47 Parish Pump – items for information or inclusion on future agendas.
The Councillors to forward any matters for inclusion on future agendas to the Clerk.
22.48 To note the date of the next Council meeting and other diary dates for the coming month –
Council meeting - 7.00pm Thursday 26 August 2021.
Planning and transport – 7.00pm Thursday 19 August 2021
Meeting Closed at 10.10pm