2022 Parish Council Minutes of Meetings

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

 

 

Present: Parish Councillors Denman, Dilks (County and District), Gilbert, Hall, Little, Olson, Robinson, Rose and Stevens (District). 

The minutes were taken by the Assistant Clerk  

 

23.79 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, Fowler, Halls, Hosking, Shinkins-Hoppe and Thomas. 

 

23.80 To receive declarations of interest under the Localism Act 2011 – being any interest in agenda items not previously recorded on Members’ Register of Interests.

Councillor Olson declared an interest in item 23.84.3. 

Councillor Hall declared an interest in item 23.89.

Councillor Stevens declared an interest in item 23.84.1.

 

23.81 To approve the minutes of the previous meeting held on Tuesday 23 August 2022. 

Last month’s Minutes were agreed and signed. 

 

23.82 To receive the Clerks report and receive an update on matters arising from previous minutes.

The three agreed neighbourhood policing team priorities have been forwarded to the Safer together Co-ordinator at the Police and Crime Commissioner’s office.

 

The Clerk has spoken to the local Police Community Support Officer about the Lincolnshire Strong Voices Project and they have confirmed it has been shared with all the organisations with connections to 11–21-year-olds but they are unaware of whether any of the organisations have contacted the Police and Crime Commissioners Office expressing an interest in taking part.

 

The Civility and Respect pledge has been signed and a certificate confirming this has been received. 

 

The Clerk has asked for Lincolnshire Association of Local Councils to arrange for an internal Auditor for DSJPC as soon as possible.

 

The Clerk has completed the parish council’s neighbourhood policing updates survey.

 

The Allotment tenancy renewals have been issued including the required notice of the agreed annual increase of a £1 (half plot) or £2 (full plot) per annum for the next three years.

 

As agreed, the Clerk is still obtaining quotations for a secure metal storage unit to be located in the Cemetery.

 

Thirty lamppost poppies have been ordered via the local Royal British Legion Co-ordinator.

 

The relative of a local resident contacted me once again about the uneven path between Benedict Court and Park Estate as an individual has now tripped and hurt themselves. Councillor Stevens is progressing this matter. 

 

The Clerk has contacted by Lincolnshire County Council and South Kesteven District Council about the damaged lampposts along Church Walk caused by overhanging branches from local properties and both organisations are working towards getting the trees cut back and the lampposts repaired. 

 

The idea of investigating offering warm hubs in community buildings in the parish to help those struggling with the energy crisis has been shared with the Priory Hall and the DSJ United Charities by Councillor Stevens both organisations are considering it.

 

The skatepark event which was provisionally booked to take place on Saturday 24 September has been postponed until Spring 2023 as there wasn’t enough time available to pull everything together.

 

The replacement heightened railings which were going to be installed on the field side of the multi-use games area will no longer go ahead as the price has become prohibitive. 

 

An application registering an event that will affect the highway has been lodged with Lincolnshire County Council for Sunday 13 November 2022 to allow the DSJ Remembrance Parade to take place. 

 

Reports of HGV’s continuing to enter Back Lane have been reported and Lincolnshire County Council are being pressed to change the signage to show this is illegal which should make enforcement easier.  

Cllr Dilks elaborated that he has raised the issue with LCC Highways, asking for them to upgrade the guidance and signage at the Broadgate Lane end to Back Lane.  Recently, two arctics were seen in Back Lane, and pedestrians wouldn’t have been able to get passed them.  Cllr Dilks and Cllr Stevens to look to see if there has been a change in use for properties along Back Lane.

 

There have been 4 incidences of vandalism, 2 at Jubilee Park and 2 at Woody Heights.

Damage to the metal bench at Woody Heights, arson damage to a spinning seat at Jubilee Park, arson damage to the goal net at Woody Heights and the removal of a goal post wooden pole at Jubilee Park. Where available CCTV has been shared with the Police. SKDC have confirmed that they have ordered a replacement for the spinning seat at Jubilee Park. The metal bench and wooden goal post have been reinstated by the DSJPC maintenance team.    

 

The Deepings School have approached the office requesting footage from the Parish Council’s CCTV cameras at Woody Heights after an incident involving some of their pupils was reported to them.

 

The Neighbourhoods Team at South Kesteven District Council are working with a Broadgate Lane resident to hopefully resolve ongoing issues.  

 

23.83 To receive reports from the District Councillors and County Councillor.

South Kesteven District Council – Councillor Stevens reported that -

South Kesteven District Council agreed a £10.7m refurbishment last December for The Deepings Leisure Centre and currently the delay is for the headline lease to be signed by the Department of Education.  A possible problem that could arise would be a rise in costs for refurbishment, due to the delay.  SKDC are going to try to keep costs down.  Cllr Baxter asked at Lincolnshire County Council Full Council, what stage the Leisure Centre was at and confirmation was received that this is now with Dept of Education.  Once the Dept of Education approves this lease, LCC (owners of Leisure Centre), will advise SKDC, so that the agreed contractors can begin work.

Concern was raised about the roof as it stands as each time it rains, further damage is taking place.  MP John Hayes lobbying the Dept of Education to progress the signing of the lease.

 

How festivals in South Kesteven are run are changing as there is a review of Cultural Strategy.  The scale of festivals are likely to be lower than previously seen; for example, it is likely that the Literary Festival budget will be cut.

 

The library’s energy contract has expired and for a new contract is looking to be £9,000 more than previously provided due to rising costs, with no government intervention.

 

The library has had a successful year with the Summer Reading Scheme, where children are asked to read 6 books over the summer holidays.  350 children took up the challenge and a fantastic 320 achieved this.  Certificates are being handed out in schools as the library is too small to accommodate this number of children.

 

The library are pursuing a Heritage Lottery bid to get some funding for the rebuild of the extension to the library.  Currently on second lottery grant, which it is hoped will see the library through to planning stage.  There will be a public consultation in the coming weeks, looking at building an Orangery at the back of the children’s library and an extension to the side near to the Police Station to meet demand.

A query was raised regarding using the top floor of the library, which cannot be considered as the roof is used for storage and is unstable.  It is a Grade II listed building and considerations would need to be made to accommodate disability access, which would be expensive.

 

Friends of Deeping Library have created an event where Francis Pryor has been invited to talk about his book ‘The Fens’, on Sunday 13th November at 2pm at The Green School.  This event costs £10 and includes a cream tea.  The money raised is to be used towards the second stage of the planning application for the extension.

 

The library doesn’t have access to the Soprano system, which other core libraries have, to enable people to join the library via the internet and instead has to telephone customer services.  Conversations are being had to try and gain access to this system.

 

The current business occurring is the review of the Cultural Strategy which will be put out to the public in the coming weeks for engagement.

 

Councillor Stevens’ final point was regarding planning.   There are numerous concerns that Cllr Stevens would like to look into at the Spitfire Estate in Market Deeping.  Phase D (which was the first section built in June 2021), has a complete play park that has been built which has three sides of Heras fencing and the fourth side edges onto the workmen’s yard and the children have not been able to access this park all summer.  

South Kesteven District Council claim that it is difficult for the enforcement officer to make sure that all the planning conditions are adhered to with all of the developments, all of the time and therefore breaches in conditions occur.  District have mentioned that the town and parish councillors should be able to report any breaches that they witness in plans and that the public are also used for this purpose.  There has however, been no formal request for Councillors to do this.

 

Council RESOLVED to add this topic to the planning agenda to ask SKDC if we have the formal responsibility to go through conditions, clauses, landscaping, section 106, breaches etc. to assist the planning department.

 

South Kesteven District Council – District Councillor Dilks reported that - 

At Full Council last week, things had been busy due to the death of HRH Queen Elizabeth II.

There has been a motion to declare a cost-of-living crisis across South Kesteven to see how we can help; it was decided that an agreement to improve communications to let people know what help is available through the District Council and others and to offer a cost-of-living workshop with interested parties such as Citizens Advice and voluntary groups.  There is no extra funding for this.

Other groups and organisations such as Kingsgate, are already ahead of the curve and have things in place.  Deeping St James United Charities are investigating the implementation of a warm hub.

 

At the Financial Scrutiny meeting, it was declared that South Kesteven’s budget potentially had half a million pounds overspend; other areas are significantly worse.  It is unknown at present how the government will help with the overspend.  Before the government changed over, Michael Gove agreed at least a 2-year settlement, which allowed time for government to plan, but now there is a new government in place, it is unknown how this will change.

The Governance Committee at South Kesteven, are preparing an independent report and action plan on how council manages scrutiny and how they can improve.  Cllr Dilks will report more next month. 

The Overview Scrutiny Management Board at County similarly review on how well they do scrutiny.

 

Lincolnshire County Council - Councillor Dilks reported that he attended a Full County Council meeting where they were deciding how to use the unallocated £7m underspend from last year's council tax payers.  It was proposed to spend an extra £5m on highways repairs and £2m on contingency inflationary pressures. 

There has been a Scrutiny Meeting into highways and how highways work this afternoon, County Cllr Dilks is hoping for a report, re how they prioritise.  TRO are taking 2 years to action works.

 

Cllr Dilks asked a question about the Best Kept Village competition, as Deeping St James is a village and had been banned from it last year.  Cllr Dilks wanted an assurance that we would be allowed to enter the competition next year Cllr Trollope-Bellew is looking into it and will come back as and when she can with reference to this.

 

23.84 Financial matters: 

1. To approve the payments for September 2022 – It was proposed, seconded and RESOLVED to approve the payments totalling £17, 499.25.  Cllrs Stevens and Olson abstained from voting.

2. To note the income for September 2022 - It was noted that the income totalling £101.50 had been received.

3. To consider the grant funding application received from Deepings Youth Group.  Cllr Stevens proposed the release of funds for the grant of £2000.00, which was seconded by Cllr Hall and unanimously RESOLVED.

 

23.85 To consider the following correspondence. 

1. Delaines Buses – The Parish Council have been copied into to correspondence between the bus service and Lincolnshire County Council highways about issues with overhanging trees along Spalding Road leading to damage to buses and danger to passengers.

Thanks were offered to all involved in helping to get this resolved.  Cllr Dilks apologises that it took Delaine Buses to divert their route, after reporting on fixmystreet over a year ago, to get this problem addressed.  It took a teacher reporting a child walking in the road to get past the trees for this to be actioned.

In relation to this, as you leave Hards Lane and turn left, they have cut back the left-hand side, but not the ones on the right near the telegraph pole, which obscures the bend.  There has been one serious accident there already and highways are aware.

2. Anglian Water Services Limited – Information about the proposed new Reservoirs.

3. Community Inclusive Trust Academies – Consultation to close Little Linchfield pre-school. Consultation deadline Wednesday 28 September 2022. 

4. South Kesteven District Council – Consultation on a review of polling places in the South Kesteven area. Consultation deadline Friday 7 October 2022.  All are to fill in as is relevant to themselves, if wished.

5. PKF LittleJohn – Completion notice received from the external Auditors signing off the 20221/22 accounts with no issues raised. All required information has been shared on the parish council’s webpage. - No issues raised.

6. Neighbourhood Policing team newsletter – circulated to all Parish Councillors via email and shared on noticeboards.

7. Licencing Survey – The Parish Council were asked to participate in a survey about the Gambling Licence.  Cllr Shinkins-Hoppe completed this on behalf of the Council.

 

23.86 To reconsider planting a Christmas Tree on the green at Churchgate Deeping St James previously considered in August 2021 (minute 22.18).

A Rowan Tree has previously been agreed to be placed on the Churchgate green, in place of the Oak Tree, that had to be removed.  Unfortunately, the Rowan doesn’t look like it is taking hold where it is placed, possibly due to the roots of the Oak Tree and the utilities pipes below ground, alongside the drought that has been suffered this summer.    

The discussion of a Christmas Tree placed on the green ensued, and it was considered that it would be out of keeping and would block the view of the Church Gates and Church.

The Councillors RESOLVED that if the Rowan does not bud in Spring, then Council will take advice regarding what to do at this time next year.  Of the 9 Councillors present, 7 voted against having a Christmas Tree placed on the Churchgate Green and 2 abstained.  Furthermore, The Council are to organise care for the tree should it need watering through winter if winter is dry and on into summer. This subject was RESOLVED to be brought up as a future agenda item should there be a need, deciding which tree to plant on the Churchgate green and to ask if we would like a Christmas Tree elsewhere.

 

23.87 To consider whether to hold a stall at the upcoming Bark in The Park, Dog Show Sunday 2nd October 2022.

There are a variety of other independent stalls being held at the Dog Show.  Cllr Gilbert asked if anyone is available to attend the stall on Sunday and two people put themselves forward, but as there was not enough uptake, attendance with the stall was declined.  Help from Councillors was requested with set-up from 10:30am and the access and exit gates to the ring from 1:30pm and some volunteers have come forward.

 

23.88 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. To receive the Cemetery Committee minutes and any recommendations from the meeting held on Tuesday 6 September 2022.

It was acknowledged that it was previously recommended locating the maintenance men’s shed at the Cemetery and was approved; quotes are being received.  Also, after receiving expensive quotes to upgrade the four footpaths, it was agreed to take the two older paths back to grass and upgrade the last two footpaths; quotes are being collected.

2. To receive the Recreation and Open Spaces Committee minutes and any recommendations from the meeting held on Tuesday 6 September 2022.

The decision was made not to put high fencing around the mugga due to extreme price rises.  The Skate Park event was cancelled, partly due to lack of time to organise due to the death of the Queen, and further due to lack of promotion time, the event is to be brought back in the Spring.

3. Event Traffic Management Training in Horncastle on Wednesday 7 September 2022 organised by Lincolnshire County Council and attended by the Parish Clerk and Chairperson who after passing the assessment hold certification for a five-year period.

This training will be useful for the Remembrance Parade which we anticipate will be held.

4. How to be a good employer training held via Zoom on Tuesday 14 September 2022 and attended by the Councillor Shinkins-Hoppe.

Feedback has been received.  All Councillors need to take notice of this as all Councillors are responsible for employing the Parish Council staff, not just the Personnel Committee.  Topics such as pay reviews, increases in salary, changes in terms and conditions, handbooks and contracts which need to be made at Full Council.  Employment of new workers is made by interview panel.  Councillors should introduce themselves to maintenance workers and be more involved with staff.

 

23.89 Parish Pump – items for information or inclusion on future agendas.

A discussion regarding purchase of the Riverbank is to be added to a future agenda, when appropriate information has been gathered.

There is interest in providing a Newsletter before Christmas, after checking figures to see if possible before Christmas.  Can include Raft Race pictures, Playscheme pictures, Carols for Carols in the Park.

Carols in the Park 16th December– Salvation Army booked to attend and Lions looking to see if they can attend.  UPP are sponsoring the Carols.  Make an agenda item for next month.

New .gov emails to be used as main method of contact going forward from October Full Council meeting.  Cllr Little coming to the office on Thursday 29 September 2022, to help the Councillors transition between email accounts, if help is required.

Sunday 6th November British Legion Tour of the Commonwealth War Graves in our area.  Time to be confirmed.  All Councillors welcomed.  Add to dates for the diary.

Saturday 8th October 2022, 10am –12pm there is a coffee morning for the Signal Box.  Coffee, cakes and raffle will be provided.  Display and chatter referring to the history of the signalmen.

 

 

Dates for the diary for the coming month – 

Bark in the Park, the Deeping Dog show – Sunday 2nd October 2022

Staffing sub-committee - Thursday 6th October 2022

Allotments Committee - To be agreed

Planning and Transport committee - Tuesday 11th October 2022

Finance, Policy and Personnel committee – Tuesday 11th October 2022

Full Council – Tuesday 18th October 2022

 

Meeting closed at 8:55pm