August 2021 Minutes
Minutes of the meeting of Deeping St James Parish Council held at the Open-Door Church, 5 Spalding Road, Deeping St James, PE6 8NJ on Thursday 26 August 2021 at 7.30 pm
Present: Councillors Bowell, Denman, Fowler, Gilbert, Hall, Halls, Hosking, Little, Olson, Robinson, Rose, Stevens (District), Thomas (District), the Parish Clerk, Assistant Clerk and five members of the public (Ashley Baxter, Phil Neville, Karen Romaine, Pam Steele and Liz Waterland).
OPEN FORUM
Councillor Gilbert explained the limitations of the Parish Council – generally speaking the Parish Council can’t make Lincolnshire County Council or South Kesteven District Council do anything but they will agree a response to the Leisure Centre issue at the meeting tonight. Councillor Gilbert then asked the members of the public to speak.
Phillip Neville said he has been a resident of the Deepings for many years and has already put forward his question to the Clerk which is “what action are the Parish Council taking to ensure that the Leisure Centre is repaired and kept open until a new Centre can be built?” He asked that when writing to the District Council that the Parish Council do not comment too much on the past but focus on now and the future.
Liz Waterland said that she was a resident of Deeping St James and has children and grandchildren who have used the centre over many years in their own leisure time and through the School curriculum. She would like to pose a question to those undecided or opposed to the repair using SKDC figures (which have been queried) – “how would my grandchildren be better off not having a leisure centre for 5 years at a cost of £25 million as oppose to a year at a cost of £1.2million?”.
Councillor Stevens stated that there would be an answer after next Thursday’s (2 September 2021) District Council extraordinary meeting.
Councillor Gilbert agreed that the answer would not be available before then and the Parish Councillors have not got the facts to have an opinion – the District and County Councillors will have. His personal feeling is that it may cost more.
Pam Steele stated that it is very important that both Market Deeping Town Council, Deeping St James Parish Council and Deepings Neighbourhood Plan group have a say in this matter and not sit back and say nothing. The Current petition has over 8,300 signatures and many users who should not be ignored. People have read into the word ‘ambition’ used by the Leader of SKDC, Councillor Cooke, that the District Council think the community can wait but they are not prepared to wait forever. She is aware that Lincolnshire County Council have offered land on the Millfield Road site however the Deepings Neighbourhood Plan allocated this Road as one of two green areas in the Deepings along with Back Lane. The Parish Councillors need to remember that there has recently been uproar about a dog training site on Back Lane. She requests that the Parish Council’s response should mention that they support the Deeping Neighbourhood Plan which recognises that Millfield Road is a green lane and not acceptable for this purpose.
Karen Romaine said she is passionate about the Deepings Neighbourhood Plan as a document and would like to see the plan respected and treated as a vision for the future. These open spaces give the area the character that makes the Deepings such a good place to live.
Ashley Baxter is a resident of Deeping St James and also a District Councillor for Market Deeping and West Deeping and a County Councillor for Deepings West and Rural feels that District Councillors Stevens and Thomas should say where they stand.
Lincolnshire County Council have let the community down badly as they have not sorted the lease out with the School and the Deepings School have also let the community down. Over the last few years the School only contributed to the Deepings Leisure Centre yet have 52% of is usage time. He is working to find out how much each primary school pays the secondary school for use. There are three options –
1.That the District Council close the Deepings Leisure Centre and walk away – which is unacceptable.
2.To do the repairs at a figure of £1.2 million (although other reports have said less) however nobody knows what else will be found when the roof is taken off.
3.To enhance for up to 10 years which would cost more and may kick the can of a new centre down the road.
Three sites have also been considered – the playing field on Linchfield Road, the Millfiled Road site or repurposing an existing building at an alternative location in the Deepings (as per what Councillor Dobson said at the Deepings Neighbourhood Plan meeting on Monday 23 August 2021.
Finally, Ashley Baxter stated that there has never been any money (according to the District Council’s finance department) however he feels the money could be found.
Councillor Bowell asked if there were any benefits to Lincolnshire County Council handing over the ownership of the leisure centre to the Deepings School?
Councillor Stevens said the centre was built with the intention of being a public centre but safeguarding has marginalised the public use and this is where we find ourselves.
Councillor Gilbert advised that there have been conversations in the past to try and get the lease sort out. LCC would not allow the Parish Council to have a lease agreement with the Deepings School because at present the Academy runs the school but the Parish Council were told by LCC that if the Academy failed the County Council would have to take back the responsibility for education of the Children so the lease needed to be with LCC.
Councillor Stevens advised that what is being considered at the District Council’s extraordinary meeting on Thursday 2 September 2021 is whether or not to permanently close the Deeping Leisure Centre not to decide anything about a new build.
Pam Steele stated that she only mentioned Millfield Road as the District Council had mentioned it when they said the leisure centre was going to permanently close at its current site. It is important that the Town and Parish Council mentions Millfield Road’s green status.
Ashley Baxter advised that he would be recording part of the meeting.
22.49 To receive and accept apologies where valid reasons for absence have been given to the Parish Clerk prior to the meeting.
Apologies had been and were accepted from Councillors Dilks and Shinkins-Hoppe
22.50 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 Stevens declared a prejudicial interest in agenda item 22.54 and pecuniary interest in agenda item 22.57.2
Councillor Thomas declared prejudicial interest in agenda item 22.54
Councillor Olson declared a prejudicial interest in agenda item 22.58 S21/1592 100 Bridge Street
22.51 To approve the minutes of the previous meeting held on Thursday 29 July 2021.
After one amendment changing the wording under agenda item 22.41 from “Councillor Stevens said that the area would to be built on” to “Councillor Stevens said the area would not be built on” the minutes were agreed and signed as a true copy.
22.52 To receive the Clerks report.
Several positive comments have been received about the both the Forest School and Playscheme that the Parish Council funded between Monday 26 July and Friday 6 August 2021.
-A resident contacted the office about the overgrowth at Scout Island after explaining that although used by many DSJ residents it was not within the DSJ parish boundary and was privately owned with the local Rotary Club volunteering to maintain it to benefit wildlife the resident said he would speak to them.
-A relative has requested that some work be carried out on the hedge close to a grave they visit in the Cemetery. The maintenance staff will do what they can and a contractor will be arranged for more substantial work in the Autumn.
-The new tenancy agreements have been issued to the allotment tenants including a letter explaining the requirement for them all to join the Allotment Association to ensure they have insurance cover.
-The replacement bench has been installed in Frognall.
- After the Parish Council advised a resident that they would not give permission for them to use a metal detector on the open space off Hereward Way (formerly land owned by the Priory) Councillor Denman contacted the Historic Places Manager at Lincolnshire County Council who confirmed that they do not encourage metal detecting as it can result in artefacts being removed from archaeological contexts which may lead to the loss of important information also given the proximity to the priory site there is a risk of human remains being disturbed and that could lead to a criminal offence being committed.
- Deeping St James United Charities have requested that the parish council office lease which has been agreed by the Council and was issued to the Chairman in July be signed and returned so it can be renewed in October 2021.
- The Clerk has cancelled the receipt of paper copies of the Lincolnshire Association of Local Councils monthly newsletter as it is also received and circulated electronically.
- A Maintenance Worker has handed in his resignation and an advert for a replacement has been placed in a local free magazine and promoted via Facebook.
- A resident contacted the office asking for permission to place a memorial bench close to the Church. I advised permission could be given for a bench to be place in the Cemetery but they needed to contact the Vicar regarding the Churchyard. They may come back if permission is not granted or no suitable location in the Church yard is agreed.
- The Chairman and Members Services Officer at South Kesteven District Council was informed that The Parish Council does not have a protocol regarding the wearing of the chain of office on the death of significant members of the Royal Family and would be led by the District Council as to what was required.
- A Sue Ryder Thorpe Hall Charity volunteer contacted the Parish Council office to ask for permission to hang a banner from the High Locks Bridge advertising a fund-raising event. They were directed to the Environment Agency who have confirmed they are responsible for the lock itself but the bridge is the responsibility of Lincolnshire County Council.
The Parish Council’s Insurers confirmed that if the Parish Council took on responsibility for Jubilee Park there would be no increase in the premium and cover would be subject to the terms, conditions and exclusions of the policy and a Limit of Indemnity at £10,000,000. Cover is in respect of any one claim with no limit on the number of claims. However, cover is for legal liabilities only and would not necessarily cover ANY claim, but only those for which the Parish Council be held to be legally liable, and found of negligence.
-The Environment Agency have issued the raising awareness of flood risk information to the 163 residents within Deeping St James whose properties are at risk of flood. The information has also been shared on the Parish Council’s Facebook page and Institute noticeboard.
-The Contractor chosen to complete the survey of the Parish Council’s tree stock has been contacted to arrange a date for the work to be completed.
-Two community groups (the Women’s Institute and Deeping United Football Club) have contact the Parish Council requesting to borrow the equipment to arrange a litter pick. DUFC are organising theirs as a thank you to the community for being so supportive after their equipment was vandalised recently. They have also said that they would like to use some of the money donated to purchase a goal post to be installed at Woody Heights recreation area.
- A resident has contacted the Parish council office concerned that people using the playing field are parking their vehicles on the grass verge opposite the entrance to the rugby club on Spalding Road and has asked if anything can be done to avoid it becoming a muddy mess. They have suggested we consider extending the low wooden fence that was installed on a section of this verge a few years ago.
-Contact has been made and discussions are ongoing with Lincolnshire Probation Service regarding reinstating the visits of the Community Payback team in the parish. The Parish Clerk provided an update as the Probation Service has been back in contact advising that they currently have no spare capacity but they will put DSJ Parish Council on a list of those requesting a team. Councillor Stevens said that this was disappointing as she had received further complaints about the weeds between the slabs in front of the Manor Way shops.
22.53 To receive reports from the District Councillors and County Councillor.
Councillor Stevens advised that the Artist in residence at the Deeping Lakes had been a successful project with work being completed with Age Concern, playscheme attendees at Our Forest Garden, the Rotary, Deeping Youth Group and workshops at Deepings Community Library and the Deeping Lakes. The completed artwork would be unveiled from 11am on Saturday 28 August 2021 and there would be an artist led walk at Deepings Lakes at 3pm on Sunday 29 August 2021.
Councillor Thomas mentioned that the issues with the fencing erected on Lincolnshire County Council land on Broadgate Lane is still ongoing and that there was an accident on Broadgate Lane on Friday 20 August 2021 and some parishioners have contacted her asking if the speed indicator device can be installed in the area.
22.54 To consider the Parish Council’s response regarding the recommendation to be considered by South Kesteven District Council on 2 September 2021 that Deepings Leisure Centre remains closed permanently and the building of a replacement be downgraded to an 'ambition' to be met only if a suitable site can be identified and providing funding is made available at some future time.
Councillor Baxter advised all those present that he had started recording the meeting.
Councillor Gilbert read the agenda item out loud and asked that no political comments were made as a Parish Council should remain apolitical. He then asked the Members of the Parish Council for suggestions on how they could influence, recommend, guide ask etc. on this matter.
Councillor Stevens and Thomas declared a prejudicial interest in this matter so advised that they would not be commenting.
Councillor Little stated that it was imperative that the Parish Council back the repair and re-opening of Deeping Leisure Centre as if not it would suggest the Parish Council would be happy for it to be closed. Over eight thousand people have signed the petition and Olympians, Para-Olympians and the local Member of Parliament are backing the campaign.
Councillor Hall agreed saying it was a disgrace to think that the community could lose the leisure centre and to move it to another site would disrupt all the Schools swimming curriculum. The centre should be repaired maintained and kept forever.
Councillor Bowell agreed that the centre should be repaired but that a new one was needed at a different but the right location as the location of the current one was the only place that the school could expand on and this would be required.
Councillor Hosking stated that the letter should be succinct but forceful, Councillor Olson added that it should also be respectful.
Councillor Gilbert suggested that the letter should start by expressing the parish council’s disappointment that the current leisure centre had been closed to which Councillor Robinson replied saying that the word used should be disgusted not disappointed.
Councillor Stevens then advised those present that the meeting was not only being recorded but livestreamed onto a Facebook page and members of the public were commenting on individual Councillors and the Parish Council. She had requested that it was removed from the page.
Councillor Denman returned to the agenda item saying that the letter needed to state that the leisure centre was vital to the local community, the effect of its closure are already apparent and the word ambition is far too vague to be acceptable.
Councillor Little suggested that the letter needed to fundamentally disagree with the proposal to permanently close the leisure centre and state that the Parish Council would like it repaired and re-opened as soon as possible and also disagree that the commitment made to build a new centre be downgraded to an ambition and they should continue to pursue a suitable location.
Councillor Halls said as there is a lot of new housing being built the community is growing so a new centre would be needed.
Councillor Rose stated that the current building had not been fit for purpose for a long time so does need repairing but also replacing.
Councillor Gilbert then asked the members of the public present what they would like included in the letter.
Pam Steele requested that the letter respects the wishes of the Deepings Neighbourhood Plan which would not allow the Millfield site to be considered.
Liz Waterland said that the letter should support the need to protect the health and well being of all the Deepings residents by providing suitable facilities.
Phil Neville asked that once the centre is repaired annual maintenance takes place.
Ashley Baxter said he agreed that the health implications should be included and that the centre should be repaired and a new build should be built. He also requested that reference is made to the role of the Deepings School/Anthem Trust and Lincolnshire County Council so that South Kesteven District Council could share the letter with them.
Councillor Stevens at this point advised that the District Council have no statutory obligation to provide leisure facilities but South Kesteven do as do many others.
Councillor Gilbert then asked if anyone present had suggestions of where would be suitable for the new building – he suggested the field to the East at the North end of Linchfield Road. Councillor Halls suggested industrial land near Swines Meadow Nursery, and member of the public Liz Waterland suggested repurposing an industrial unit that was available. Councillor Gilbert advised that the latter suggestion was unlikely to be feasible. Member of the public, Pam Steele, said that the Facebook comments showed that lots of the community wanted the local Councillors to support them and also showed that the community felt the leisure facility should be central.
Councillor Gilbert closed by saying that is was unfortunate that things were misinterpreted on social media or taken out of context and this would be considered further under agenda item 22.59.1.
The Clerk was tasked with writing a letter that incorporated the points raised.
The members of the public were thanked for attending and for their contributions. They were given the opportunity to stay for the rest of the meeting but all chose to leave at this point.
22.55 To consider the three quotations obtained to repair the car park and roadways at the Allotments site on Hall Meadow Road.
Councillor Fowler had obtained three quotations for the work. All contractors had received the same brief although the quotations obtained differed in quality and price and only one of them had met him on site. Councillor Gilbert advised that the Parish Council needed contractors to provide a thorough quote explaining what they were going to do and how much it would cost. It was proposed seconded and RESOLVED that option A (Holland Wing Civil Engineering Limited) should be offered the contract.
22.56 To consider purchasing an additional bracket for the speed indicator sign to add to lamppost 6 on Broadgate Lane and also purchasing additional passive speed indicator notices to be used at various locations within the Parish.
Councillor Thomas asked if it was possible to put the speed indicator device on Broadgate Lane. There was a nasty accident there on Friday 13 August 2021.
The Clerk advised that DSJPC do have a licence to put one of the two reactive speed indicator signs on lamppost 6 on Broadgate Lane (opposite the junction to Rycroft Avenue) BUT this lamppost doesn't have a bracket on it at the moment to attach the speed indicator sign too because it is being used elsewhere – the Parish Council have 7 licences but only 6 brackets. One of the reasons the bracket was removed for use elsewhere was because the statistics received from the Bluetooth within the SID when it was at this location did not show significant speeding on Broadgate Lane. There are often too many parked cars along there to speed. The two SID's are rotated round the locations on a six-weekly cycle (a requirement of the licence) so if an additional bracket was purchased for Broadgate Lane it would not be permanent. The SID’s are due to be rotated again in the first week of September
It was proposed, seconded and RESOLVED to purchase an additional bracket, add this location to the rotation list and to rotate the passive speed indicator signs more frequently too.
22.57 Financial matters:
1. To receive the minutes from the Finance and General Purposes meeting held on Thursday 19 August 2021- Councillor Bowell introduced the minutes of this meeting from which there were three recommendations.
Agenda item 22.19 – As the Barclays account balance exceeded the financial Services Commission guarantee of £85,000 the Committee recommended to full council that a deposit account should be opened with Unity Trust Bank who the Parish Council already had a current account with and money should be transferred to it. RESOLVED
Agenda item 22.20 – The committee recommended that the Parish Council subscribe to the premium Website management service being offered by Lincolnshire Association of Local Councils at £15 per month as the office staff already spent more than this cost in time administering the website. RESOLVED.
Agenda item 22.21 – The committee recommend that the Parish Council subscribe to the internal audit service being offered by the Lincolnshire Association of Local Councils at a cost of £360 for Deeping St James Parish Council. RESOLVED.
2. To approve the payments for August 2021- It was proposed seconded and RESOLVED that payments valuing £8,743.95 should be made. Councillor Stevens abstained from voting.
3. To note the income received in August 2021 – noted.
22.58 Planning matters:
1. To receive the minutes and any recommendations from the planning and transport committee meeting held on Thursday 19 August 2021.
In the absence of Councillor Shinkins-Hoppe, Councillor Denman introduced the minutes of this meeting from which there were four recommendations.
Agenda item 24.22 – Consultation regarding no waiting at any time restrictions being imposed near Deeping St James Community Primary School Hereward Way – The committee recommends that the no waiting times are confined to 8-9am and 3-4pm, Monday to Friday during school term time and to suggest that bollards that come in the shape of children be installed to discourage nuisance parking and cause drivers to slow. RESOLVED
Agenda item 25.22
S21/1350 Demolition of existing garage and construction of 3-bedroom bungalow and detached single garage at the rear of 52 Horsegate – The committee approve of the planning application although they recommend that the three fruit trees on the boundary which were to be removed as part of the application, but could be retained without effecting the build, should be retained to help prevent climate change and encourage bird roosting. RESOLVED. Councillor Stevens abstained from the vote.
S21/1519 Detached 3-bedroom bungalow with garage at 69 Horsegate. The committee noted that the applicant had listened to the advice of the Planning Inspector, who had refused an earlier planning application, and amended the plans which it was recommended should be approved. RESOLVED. Councillor Stevens abstained from the vote.
S21/1592 - Installation of 1 x freestanding totem sign, 1 x projecting sign and 2 x sign panels to be fixed to the side elevation of Listed Building at 100 Bridge Street. The committee recommends that the Parish Council maintains its previous objections as it has still not been confirmed whether a listed building consent form has been received and there is no report from the Conservation Officer. RESOLVED. Councillors Olson and Stevens abstained from the vote.
22.59 To consider the following correspondence received.
1. Deeping St James United Charities – Requesting that matters of Councillor confidentiality be addressed.
Councillor Gilbert reminded all Councillors that they were expected to use their discretion act professionally and be very careful about what they put and how they worded comments on social media platforms. He also stated that it is was totally inappropriate to make comments about things that have been seen or heard in confidence at the Institute. As Chairman he does not want any of the Councillors or the Council to have to deal with any repercussions from such matters.
Councillor Stevens stated that the Parish Council had also been undermined this evening as comments had been made on social media whilst discussions were taking place because Councillor Ashley Baxter had livestreamed the meeting. Councillor Stevens felt that the politics and bullying taking place at the moment was not acceptable.
Councillor Gilbert reminded everyone that they should remain professional and if a member of the public says something to them or about them Councillors should be careful how they respond. The Councillors must also remember that the office staff do need to maintain a good working relationship with representatives of the Town, District, County Council and other local organisations. Whilst every individual has a right to post comments Councillors are governed by the Nolan Principles. It was agreed that the Clerk should respond the United Charities advising them that the Chairman had addressed the Council and requested that the Councillors do not share information that they should not, that they remain professional at all times and that they follow the Nolan Principles.
2. Deeping St James United Charities – Confirming that permission would be given to locate a defibrillator on the Scout Hut building on Church Street – noted
3. Deepings Raft Race Committee – Requesting support from the Parish Council to improve the River conditions prior to the Deepings Raft Race 2022. Councillors Bowell Denman and Stevens spoke in support of leaving it as it is as it is healthy and that the River Trust are all for retaining the current habitat and working to improve the river for the various life forms that live there not for the benefit of the Raft Race. Councillor Halls stated that while she understands the importance of the river for wildlife the river does look very narrow and we do need to be listening to what the community wants. It was agreed that the Raft Race Committee should be referred to the Parish Council’s contacts in the Environment Agency for them to explain how, when and why work is done on the river and the importance of the bankside vegetation to the vegetation for wildlife.
22.60 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. Meeting with representatives from Western Power and Vistry Homes on 5 August 2021 – noted.
2.Staffing sub-committee meeting held on Thursday 12 August 2021 – Councillor Hosking introduced the minutes of this meeting advising that the committee had considered the recent resignation of a Maintenance Worker whose last working day was (Thursday 19 August) and in the interests of saving time had agreed (without full Council authority) to increase the hours for this post from 15 to 25 per week and approved an advert be released on Friday 20 August 2021. All members acknowledged this decision. The committee now sought the Council’s permission to arrange interviews and recruit a replacement. Seconded and RESOLVED.
3. Deepings neighbourhood plan meeting on Monday 23 August 2021 – noted.
22.61 Parish Pump – items for information or inclusion on future agendas.
Councillor Stevens reminded members of the Art pop up events at the Deepings Library between 11am and 3pm on Saturday 28 August and the Deepings Nature Reserve at 3pm on Sunday 29 August 2021.
Councillor Robinson clarified that the Forest School which is based at Swines Meadow Nursery is called Our Forest School
Councillor Fowler asked for clarification of what happens next regarding the work at the allotment. The Clerk advised that she would contact Holland Wing.
Councillor Little asked if the Clerk could contact Lincolnshire County Council to ask if the lease could be finalised for the land that the Astroturf was laid on. The Clerk explained that there was already a lease in place between the two parties up to 28 May 2054.
Councillor Bowell gave his apologies for the allotments, footpaths and open spaces committee meeting and the planning and transport committee meeting on Tuesday 21 September and the Council meeting Thursday 23 September 2021
Councillor Gilbert advised that following his previous announcement, he would now be available to chair the Council meeting on Thursday 23 September 2021
Councillor Gilbert also confirmed that his gmail account had not been hacked and anybody who had received a suspicious email supposedly from him should report it.
Meeting ended 9.45pm