August 2022 Minutes
DEEPING ST JAMES PARISH COUNCIL
The Institute, 38 Church Street, Deeping St James, PE6 8HD
E-mail: clerk@dsjpc.co.uk
Tel: 01778 343266
Webpage: //deeping-st-james.parish.lincolnshire.gov.uk Facebook: Deeping St James Parish Council
Parish Clerk: Julie Fortnum
The minutes of the Deeping St James Parish Council meeting held in the meeting room at The Institute 38 Church Street Deeping St James PE6 8HD on Tuesday 23 August 2022 at 7.30pm.
Present: Parish Councillors Denman, Dilks (County and District), Fowler, Halls, Little, Olson, Rose, Shinkins-Hoppe and Stevens (District) plus six members of the public.
The minutes were taken by the Parish Clerk
Open Forum
-Two representatives from the Exotic Pet Refuge charity spoke in support of the grant application they had made for assistance towards the purchase of a replacement van. They look after and rehabilitate 300 plus animals and need the van to fetch and carry food supplies. A copy of their accounts had been provided, all their costs have increased and it currently cost approximately £75,000 per annum to operate £2,400 of which is electricity under an agreement that is shortly due to be reviewed. Their only income is from donations and the 6 open days per year that they are allowed to hold. They have approached Deeping St James United Charities and were advised to make an application to Market Deeping Town Council.
-Two residents of Bell Lane Deeping St James spoke about the permissive footpath from Bridge Street to Bell Lane through the Bell Public House car park and how there used to be a no motor vehicle sign in place which they feel needs to be replaced as motorcycles are using this route. They have contacted Lincolnshire County Council Highways who did say they would visit to assess but nothing has happened. County Council Dilks said he would investigate this.
-A representative from Deepings Swimming Club firstly offered a big thank you to the Parish Council for their previous funding of £3000 granted in May 2021 and for the financial support from individual Parish Councillors ward grants and then spoke in support of the grant application for further support. Covid and closure of Leisure has had an enormous impact on the Club and the committee just want to keep the members in the water. Currently using Stamford School pool (four 20m lanes) and during the warmer months have also used Bourne outdoor pool but hoping to return to Deepings Leisure Centre as soon as possible. Lifeguards are in short supply generally as they have not been able to be recruited or trained during covid so they are currently providing their own cover which is costing. Membership has dropped due to the pandemic and the closure of the Deepings Leisure Centre increasing travel time and costs to other pools. They currently have 80 members. In July 2021 40% of the membership had a Deepings postcode 18 of whom had DSJ addresses. They are holding an open meet in Grantham as a recruitment drive so £1400 is required to hire the pool and another £1400 to hire the equipment (their timer from Deepings Leisure Centre is in storage). The Town Council have granted £2500 and they will make enquiries to Deeping St James United Charities about a grant.
-A resident of Hereward Way whose property backs onto Church Walk public right of way 8 attended the meeting to ask if anything could be done about the overgrown trees mainly coming from private properties along Church Street and obscuring the lampposts and making Church Walk very dark and damp. County Councillor Dilks said he would push LCC for the growth to be cut back and contact SKDC regarding the lampposts.
The six members of the public all left the meeting.
23.65 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 Councillors Bowell, Gilbert, Hall, Hosking, Robinson and Thomas.
23.66 To receive declarations of interest under the Localism Act 2011 – being any interest in agenda items not previously recorded on Members’ Register of Interests.
No declarations were received.
23.67 To approve the minutes of the previous meeting held on Thursday 19 July 2022.
Agreed and signed.
23.68 To receive the Clerks report and receive an update on matters arising from previous minutes.
-A platinum Jubilee Bench has been ordered to site at Jubilee Park. The wait time is anticipated to be 16 weeks.
-4 new bins have been ordered and arrived to replace irreparable ones around the Parish.
-The Summer Schemes offered to primary school aged children in the parish have all been successful with lots of positive comments and thanks being shared on social media.
Forest School run by Our Forest Garden from Monday 25 August to Friday 29 August 2022 AM and PM (10 sessions, 32 children each session)
Art workshops run by Artivity from Monday 8 August to Friday 12 August PM only (5 sessions, 16 children each session)
Playscheme run by Madcaps from Monday 8 August to Friday 12 August AM only (5 sessions, 85 children each session)
-The Clerk has contacted / met with 4 firms about Cemetery paths – 2 quotes received for alternative surfaces and 2 others promised.
-The Clerk has contacted 3 companies for quotes regarding a storage unit – awaiting quotes and/or visits
-Wicksteed have been in contact again regarding the increasing the height of the railings around the MUGA. The cost has increased and the benefit of this is will be discussed aging at the next recreation and open space meeting.
-A new contract has been agreed with Biffa waste services in respect of the emptying of the 1100ltr wheelie bin which is very favourable as the Parish Council are now getting 2 empties per week for the price of 1
-The Police Community Support Officer has advised that the police have been unable to identify those responsible for the graffiti at the skatepark even with CCTV footage and the help of the Secondary School however the word has spread that the CCTV cameras are in operation so it is hoped that this will act as a deterrent in the future.
-The independent operational play inspections took place on 8 August 2022. As one of the maintenance team is now RPII qualified it is hoped that most of the issues raised can be dealt with in-house.
-The Clerk contacted Langtoft Parish Council for further information regarding their free-standing defibrillator and emailed those believed to be the owners of Marville Court Shops with a view to either installing a defibrillator on a post on Jubilee Park or on the side of the shop units.
-The Clerk met with a tree services company to arrange the completion of the work at the Allotments highlighted in the arborist reports completed in September 2021 and additional work required at the Cemetery and Woody Heights.
-Contact has been made with skate park event organiser involved at opening event in 2017 who intends to provide a proposal forward to assist with the event scheduled to take place on 24 September 2022
-A small water leak at the allotments has been attended to by the parish council’s maintenance team.
-Issues with overgrown hedges and uneven slabs and manhole covers which the parish council have been made aware of have been reported on fix my street.
-There have been several more instances of heavy goods vehicles entering and exiting the parish over the packhorse bridge some of which members of the public have dealt with by contacting the haulier themselves. The Clerk has forwarded the photographic evidence available to Peterborough City Council to reinforce the need for better/more signage to stop this occurring and reduce the risk of damage to the bridge.
23.69 To receive reports from the District Councillors and County Councillor.
South Kesteven District Council – Councillor Stevens reported that -
The SKDC Community Awards had been judged this week and the winners would be announced shortly.
At a meeting about the Deeping Leisure Centre held today it had been mentioned that some sort of agreement was now in place with Anthem Trust/Deepings School. It was also mentioned that the design team are working with the construction team so it is hoped that they can collegiately keep costs down.
The Mallard Pass Solar Farm debate continued and has been referred back to the applicants for more information. The majority of the District Council were not in favour of this development which would be the size of 19 football pitches as there were other more suitable sites e.g., disused airfield. The District Council would like to see more energy saving initiatives put into new developments but there is currently no legal requirement.
Although rumours there is no intention of closing Stamford Arts Centre. The problem has been with the Café but here is now a document in place for a new tenant to take over.
South Kesteven District Council – Councillor Dilks reported that
Pleased to see that the Deeping Leisure Centre refurbishment was progressing and hopes that the Academy/School and Lincolnshire County Council will pay a proportion towards the required car park renovation. Councillor Stevens said it was hoped that space at the side of the school buildings could be utilised.
Acknowledges that the Mallard Pass debate is ongoing and will continue for some time.
Lincolnshire County Council - Councillor Dilks reported that
The concern raised about the kerb jutting out near the new BP petrol station site on the A15 leading to Langtoft which forces traffic across the double white lines and which has already been damaged was to be altered. County Councillor Richard Davis portfolio holder for Highways had visited the site with Councillor Dilks the Chair of Langtoft Parish Council and Highways Officers and new drawings show that the kerb is to be moved back.
The opening to/from the fishing lakes site at Tallington has been closed as although it was an entrance /exit some 30 years ago the traffic on the road has changed but its re-opening had not been substantiated by LCC Highways during the planning permission.
The Area Highways Manager has been contacted to ask why no white lining has taken place on Linchfield Road since it was resurfaced when other areas have been completed (Stephens Way). Councillor Fowler who has lived in the areas for a number of years advised that there had never been any white lines on Linchfield Road so it was unlikely that there would be.
A number of other works had been completed including signage repairs on Spalding Road to Hards Lane junction, a new fingerpost sign on public right of way on Station Road and Horsegate bus stop clearway signs but still no action on Church Street which he continued to chase.
23.70 Financial matters:
1. To receive the minutes and any recommendations from the finance policy and personnel committee held on Tuesday 16 August 2022 – Councillor Halls introduced the minutes of this meeting from which there was one recommendation from minute 23.19.1. After obtaining quotes to renew the four paths in the Cemetery it was obvious that the money available to do this (£5050) was not sufficient. The committee proposed that a sum of up to £20,000 should be made available from reserves in order for this project to be completed within the financial year 2022/23.
This was RESOLVED with two abstentions Councillors Dilks and Fowler.
Councillor Stevens also suggested making enquiries to the South Kesteven District Council Officer responsible for the allocation of the Community Fund to see if this project qualified for any support.
2. To approve the payments for August 2022 – It was proposed seconded and RESOLVED to approve payments totalling £9,970.96.
3. To note the income received during August 2022 – It was noted that income totalling £159.78 had been received.
4. To consider the grant application received from Deepings Swimming Club Councillor Stevens proposed a grant of £2000 seconded by Councillor Dilks and unanimously RESOLVED
5. To consider the grant application received from the Exotic Pet Refuge – Councillor Stevens proposed a grant of £1500 seconded by Councillor Denman and unanimously RESOLVED
23.71 Planning matters:
1. To receive the minutes and any recommendations from the planning and transport committee meeting held on Tuesday 16 August 2022 – Councillor Shinkins-Hoppe introduced the minutes from this meeting from which there were no recommendations.
2. To consider planning application S22/1563 in respect of the erection of a dwelling on land to the rear of 5 Broadgate Lane Deeping St James PE6 8NW
Planning search - 5 Broadgate Lane (southkesteven.gov.uk)
Councillor Shinkins-Hoppe introduced this application stating that there were no planning grounds to which refuse it. She also advised that she had, by chance, spoken to the owners of 3 Broadgate Lane who had advised that if planning permission was granted, they would then discuss the cost of access using a shared driveway. It was proposed seconded and RESOLVED that a response of no objection should be forwarded to the planning authority (SKDC)
23.72 To consider the following correspondence.
1. Lincolnshire County Council’s Road Safety and Accident Investigation Manager – locations for a speed indicator device on Linchfield Road
Councillor Dilks has taken photographs of the suitable lampposts and their locations which he will forward to the Clerk.
2. Safer Together Co-ordinator at the Lincolnshire office of Police and Crime Commissioner – Neighbourhood Policing Team Priority Setting meetings
It was agreed that the Clerk should complete the form that had been provided stating the following 3 priorities
1. Increased visibility of Police Community Support Officers and Police Officers to provide reassurance and help to reduce low level ASB and speeding issues.
2. Graffiti and low level anti-social behaviour
3. Speeding traffic
3. Safer Together Co-ordinator at the Lincolnshire office of Police and Crime Commissioner – Lincolnshire Strong Voices Project
It was agreed that this information should be forwarded to the Deepings School and the Deeping Scouts who had access to a pool of individuals between the ages of 11 and 21 years old who may be interested in participating in this project
4. Barrett Corp Harrington Ltd assessors for BHIB Insurers - quotation to value the grade I listed ancient monument The Village Cross and Lock-up
It was agreed that the quotation of £400 should be accepted and that a valuation should be arranged as soon as possible
5. Smaller Authorities Audit Appointments – option to opt out of the SAAA central external appointment arrangements
It was agreed that the Parish Council do not choose to opt out of these arrangements.
6. Lincolnshire Association of Local Councils confirming the charge for use of their Internal Audit scheme.
The fees (totalling £360pa) were noted and it was agreed that the Clerk should arrange for an internal audit to be completed as soon as was practicable.
7. Lincolnshire Association of Local Councils encouraging all local councils to sign the Civility and Respect pledge – to treat other councillors, clerks, all employees, members of the public, representatives of partner organisations and volunteers with civility and respect in their roles.
It was proposed seconded and RESOLVED that the Clerk should sign the pledge on behalf of Deeping St James Parish Council.
8. District Chief Police Inspector for Lincoln and West Lindsey requesting DSJPC complete a parish council survey on neighbourhood policing updates
It was agreed that the Clerk should answer this short survey on behalf of the Parish Council
9. Anglian Water Services Limited invitation to join a webinar at 6pm on 25 August 2022 about investment in two new reservoirs
The Clerk was asked to forward the email containing the webinar link to all the Parish Councillors so that they could choose to join the meeting.
23.73 To decide whether to have a pitch at the Deepings Duck Race on Sunday 4 September 2022.
Councillor Shinkins-Hoppe asked who would be available to set up staff and clear away a stand, probably without the gazebo. Councillors Halls Little and Rose said they could help Councillor Shinkins-Hoppe on the day. The Clerk was asked to reserve a pitch and pay the £10 donation required.
23.74 To consider working with other community groups to organise a ‘warm hub’ for residents struggling to heat homes through the winter months.
Councillor Shinkins-Hoppe introduced this item stating that she had seen and heard this being talked about on television and radio and that the Clerk had seen it being discussed by Clerks of other local councils and a social media e-group she was a member of and wanted to know what the Parish Council thought of the idea. It was agreed that the Clerk should initiate conversation with the United Charities and the Churches.
23.75 To consider increasing the Allotment rents on an annual basis from 2023.
Councillor Halls introduced this item advising that the Assistant Clerk had contacted neighbouring Parish Councils and found that every parish charged differently dependent on what was in their contract; the National Allotment Society and the Lincolnshire Association of Local Councils had advised that the Parish Council can set their own terms. Councillor Halls advised that the amount collected in rents does not cover the outgoings associated with the allotments but offering them was a statutory duty of the Parish Council. She proposed that the rents are increased annually by £1 per half plot and £2 per full plot from October 2023. Councillor Shinkins-Hoppe added that this should be reviewed in 3 years and seconded the proposal. RESOLVED
23.76 To discuss the issue of the overgrown conifers in the open space off Hereward Way and agree a way forward.
Councillor Shinkins-Hoppe explained that not only were these conifers severely encroaching the open space owned by the Parish Council they were also providing an area hidden from view for anti-social behaviour to take place and because of this the Cemetery Committee during their meeting at the site on Tuesday 5 July 2022 felt it would be beneficial to cut them back. The Clerk had met with a representative from a Tree Services Company with a view to arranging the work but had discovered that the conifers may belong to the residents as they formed the boundary to their back gardens.
It was agreed that the Clerk should write to the residents whose boundaries consisted of these conifers advising them that the Parish Council would be cutting back the conifers on the park side starting at the bottom and gauge the reaction.
23.77 To reconsider the location of a newly built storage unit (which is required due to the loss of the use of the current storage facilities).
Councillor Shinkins-Hoppe introduced this item stating that she felt that the Institute may not be the most suitable / appropriate place for a storage unit (as the site preparation costs were high and the Parish council did not own the land) and that thought should be given to locating the unit at the Cemetery. The Cemetery was central to most of the work the maintenance team carried out and solar panels could be added for a power supply. Councillor Denman suggested that the users of the facility should be consulted which was acknowledged. Councillor Dilks asked if planning permission would be required. The Clerk advised that both locations were within the conservation area and it had been suggested that the work at the Institute fell within permissive development. It was proposed seconded and RESOLVED that the unit be placed at the Cemetery.
23.78 To receive and consider minutes and recommendations of other committees, reports from advisory committees, members reports from external bodies and reports of meetings, seminars, training and events attended on the Council’s behalf:
1. Raft Race on Sunday 7 August 2022 – It was noted that this had been a well-attended fun afternoon.
2. Meeting with Peterborough Environment City Trust (PECT) regarding the Welland Footbridge meeting on Tuesday 9 August 2022 – Councillor Shinkins-Hoppe had provided a report of the findings from this meeting which had been circulated to all Parish Councillors.
3. DSJ Allotments Association show and BBQ Sunday 14 August 2022 – It was noted that this had also been well-attended.
23.78 Parish Pump – items for information or inclusion on future agendas.
After being contacted by the local Royal British Legion Co-ordinator the Clerk asked if the Parish Council would like to investigate the possibility of obtaining some lamppost poppies to use during the Remembrance. It was agreed that the Clerk should work with the local Co-ordinator to purchase some for this use.
Councillor Halls asked if the Allotments Committee meeting scheduled to take place on Tuesday 13 September 2022 could be re-scheduled. The Clerk advised she would look at the meeting schedule and advise.
Councillor Little said that it was the intention to aim to start using the .gov.uk email by 20 September meeting.
Dates for the diary for the coming month –
7pm Thursday 1 September 2022 – Frognall footpath walk
12noon until 5pm Sunday 4 September 2022 - Deepings Duck Race
7pm Tuesday 6 September 2022 – Cemetery Committee meeting
7.45pm Tuesday 6 September 2022 – Recreation and open spaces committee meeting
7pm Tuesday 13 September 2022 - Planning and transport committee meeting
7.45pm Tuesday 13 September 2022 – Allotments committee meeting
7.30pm Tuesday 20 September 2022 – Full Council meeting
2pm Saturday 24 September 2022 – Skatepark event