January 2023 Minutes
DEEPING ST JAMES PARISH COUNCIL
The Institute, 38 Church Street, Deeping St James, PE6 8HD
E-mail: clerk@deepingstjames-pc.gov.uk
Tel: 01778 343266
Webpage: //deeping-st-james.parish.lincolnshire.gov.uk
Facebook: Deeping St James Parish Council
Parish Clerk: Julie Fortnum
Dear Parish Councillors Bowell, Denman, Dilks (County and District), Fowler, Gilbert, Hall, Halls, Hosking, Little, Olson, Robinson, Rose, Shinkins-Hoppe, Stevens (District) and Thomas (District).
The minutes of the meeting of Deeping St James Parish Council held in the meeting room at The Institute 38 Church Street Deeping St James PE6 8HD on Tuesday 17 January 2023 at 7.30pm.
Present: Parish Councillors Bowell, Denman, Dilks (County and District), Fowler, Gilbert, Hall, Halls, Hosking, Little, Olson, Rose, Shinkins-Hoppe, Stevens (District), Thomas (District) and one member of the public.
The minutes were taken by the Parish Clerk.
OPEN FORUM
Emma Pearce representing Deeping United Football Club spoke in support of the grant funding application advising that the club continue to grow and go from strength to strength. The Club never turned anyone away knowing how important sport is for not only physical health but mental health. Due to the increasing number of members more equipment was needed from training equipment to team kits. A number of questions were posed to Emma including how the Club were managing without the Astroturf and how much and who they were paying to use the playing fields. Emma expressed the Clubs frustration at the loss of the Astroturf plus the condition of the changing facilities as well as South Kesteven District Council’s recent decisions and advised that the Club had paid SKDC £26000 over a year to hire the pitches. Councillor Shinkins-Hoppe advised that work was still ongoing with a group looking at the viability of setting up a community trust and discussions continuing with the County Council.
Emma Pearce left the meeting.
23.130 To receive and accept apologies where valid reasons for absence have been given to the Parish Clerk prior to the meeting.
No apologies were received.
Councillor Robinson was not present.
23.131 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 Thomas – agenda item 23.137. 3
Councillor Rose – agenda item 23.136.1
Councillor Stevens – agenda item 23.137.3
Councillor Denman – agenda item 23.142
23.132 To approve the minutes of the previous meeting held on Tuesday 20 December 2022.
Agreed and signed
23.133 To receive the Clerks report and receive an update on matters arising from previous minutes.
-At the December meeting the issue of dog waste management was raised. The Clerk can advise that there are currently 18 general waste bins and 6 dog waste bins (4 of which are on Jubilee Park) in the Parish which the Parish Council are responsible for emptying. Alongside these there are around a further 20 general waste bins in the Parish that are emptied and maintained by the District Council. Please note that dog waste is disposed of in the same way as general waste so there is no requirement to have separate bins. The nature of their design also means that dog waste bins are not easy to empty and are more likely to lead to health issues. Councillor Stevens commented that she did not think it was wise to remove the number of dog waste bins when the population of Deeping St James and the number of dog owners generally was increasing. It was acknowledged that the message that dog waste can be disposed of in any general waste bin as well as household wheelie bins should be promoted in the next parish council newsletter.
-The issue of there being no lighting on the Millfield Road to Spalding Road section of Lincolnshire County Council public right of way no 7 was raised at the December meeting. The Clerk suggests that this is initially raised with Lincolnshire County Council as the Parish Council could not install lighting without permission and at present even if permission was granted there is no budget available to purchase install and maintain it. County Councillor Dilks agreed to pursue this with Lincolnshire County Council
-Work has been completed by a tree services provider in Millennium Wood. They have removed self-set and non-native trees and raised the canopy of others to open up the area making it more appealing to users and allow more light in to hopefully encourage the growth of Snowdrops, Bluebells and Daffodils that have been planted.
Deepings Youth Group Trustees have a new Chair with effect from 1 February 2022 as Soni Sharma will be taking over the role from Jayne Reed who will continue to be a volunteer at the Youth Group.
-The overgrown trees on public right of way no 8 (aka Church Walk) have been cleared by Lincolnshire County Council Countryside Services so that South Kesteven District council can carry out the required repairs to the lighting columns along the route.
-In preparation for the Parish Council elections taking place in May 2023 Deeping St James United Charities have offered guidance on the procedures for Deeping St James Parish Council to nominate a Trustee to the Charity.
-The declaration of employer contributions agreeing the rates payable from April 2023 to the Lincolnshire Pension Fund which was accepted at the December 2022 Council meeting has been signed and returned
-The Chairman of Deeping Bowling Association has been in contact with the office requesting help and support in extending the term of the sub-lease they have with Lincolnshire County Council for the Parish Council land off Spalding Road which is leased to Lincolnshire County Council. After discussions with the Senior Lawyer in Legal Services at Lincolnshire County Council progress is being made to align the term within the Bowling Clubs sub-lease to correspond with the term within the lease between the Parish and County Council.
-Progress is being made with EnvironmentSK to re-new the grass cutting contracts with them in respect of the DSJ Riverbank, Woody Heights recreation area and the Deepings Highway verges (joint contract with Market Deeping Town Council). A quotation has also been requested for the ground maintenance of Jubilee Park as the asset transfer from South Kesteven District Council to Deeping St James Parish Council is likely to take place from 1 April 2023.
-Donations valuing £30 were received at the Carols in the Park event which took place on Friday 16 December 2023. This will be paid to the Friends of Jubilee Park towards the KinD (Kids in Deeping) fundraising for new play equipment on Jubilee Park.
-The volunteer group known as the Friends of Deeping St James who have kindly re-planted and maintained some of the planters and beds in the Parish since the 2012 have provided a list of those that they are able to continue to maintain and those that they require help with from the Parish Council maintenance staff.
-The Cemetery path improvements will be considered at the next Cemetery committee meeting.
-The Clerk has contacted South Kesteven District Council to enquire when the swing removed from Hereward play area will be replaced and also when the repairs to one of the gates at the Jubilee Park play area will be completed.
23.134 To receive reports from the District Councillors and County Councillor.
County Council report
Councillor Dilks advised that he had attended two executive meetings. At the first the performance of Academies in Lincolnshire in comparison to other Counties was raised as performance was lower predominantly in Grantham and Gainsborough. It was noted that the Local Authority does not get directly involved with Academies.
The second meeting was the pre-budget meeting. Councillor Dilks reminded Parish Councillors that last year there was money left over (20/21 million) which was reallocated. This year the left-over figure was likely to only be 1 million. The County Council are currently consulting on a wide range of increases made more difficult as the Government are late stating their grant for 2023/24.
Councillor Dilks said he will be attending a meeting at Police headquarters on Thursday 19 January 2023 to consider their budget requirements.
Councillor Bowell asked if Councillor Dilks could ask about increasing volunteers at the Market Deeping Police Station as he had had no response from the Chief Inspector.
Councillor Stevens asked if he could chase up the report completed on the Chestnut Tree that had been felled at Market Deeping Police Station.
Councillor Little asked if Councillor Dilks could mention the lack of response and follow up to two 999 calls that his family members had made.
District Council reports
Councillor Dilks stated that the decision regarding the asset transfer of Jubilee Park to Deeping St James Parish Council will be considered on 7 February 2023.
He had recently attended a pre-budget meeting where a question had been posed about the £200,000 money that had been allocated for the re-development of the Astroturf to be told it was no longer available.
The leisure centre has been handed back by SKDC to Lincolnshire County Council however planning permission will be needed to knock it down and demolition will cost a third of a million so it will not be happening immediately, the earliest will be the summer holidays. A group are currently looking at the viability of a community trust get some facility opened but nothing is definite yet.
The District Council are also currently consulting on their budget options. In previous budgets half a million has been given to LeisureSK, and next years budget has £500,000 in it for LeisureSK.
Councillor Stevens advised that the District Council cultural strategy was out for consultation.
She also advised that she is trying to get funding from the District Council community fund to run Story Fest again this year.
Councillor Stevens continued by saying that festivals have been hugely expensive in the past and there was no longer any Arts Council funding available. The Deepings Literary Festival never received Arts Council funding but there is also no District Council funding for any of the festivals this year. The District Council are now promoting community run/voluntarily led festivals much like the Deepings Literary Festival and the Stamford Diversity Festival.
23.135 Financial matters:
1. To consider the budget and precept recommendations for the financial year 2023/24 from the extraordinary meeting of finance policy and personnel committee held on Tuesday 3 January 2023 – Councillor Gilbert introduced the minutes of the meeting from which there was one recommendation (agenda item 23.41). Councillor Gilbert referred to the paperwork which had been shared and advised that the Clerk and the finance policy and personnel committee had done a lot of work calculating the 2023/24 budget and keeping the parish precept for 2023/24 as low as possible however even after reducing some budget headings a rise was still required. The committee recommended that the Parish Council accept the budget and the precept increase of 20.40% or £13.04 (Band D equivalent). The explanation for the increase was that all costs had risen (staffing, materials, contractors and utilities), costs relating to the Parish Council agreeing to the asset transfer of Jubilee Park and also the fact that there was the parish precept was not increased in 2022/23 and reduced in 2021/22. This recommendation was RESOLVED unanimously.
Councillor Gilbert left the meeting.
2. To approve the payments for January 2023 – it was proposed seconded and RESOLVED to pay invoices totalling £5584.58
3. To note the income for January 2023 – income of £3535.54 was noted.
4. To consider the grant application received from Deeping United Football Club – It was proposed seconded and RESOLVED that a grant of £500 should be awarded to Deeping United Football Club. The Clerk was asked to enquire whether some of the grant was to be used for football kits or training bibs and if so, further funding should be offered to cover the costs of having the Parish Council’s logo printed on them.
5. To receive the interim Audit report for 2022/23 from the Lincolnshire Association of Local Council Internal Auditor – it was agreed to delegate this to the next finance policy and personnel committee meeting.
23.136 Planning and transport matters:
1. To consider the following planning applications -
S22/1920 – Mr C Dawson, 81 Church Street, Deeping St James.
Proposed demolition of side single storey extension and construction of rear/side 2 storey extension with internal alterations
Planning application: s22/1920 details (southkesteven.gov.uk)
Councillor Shinkins-Hoppe advised that the design and access statement for this application was incorrect as it refers to a retail unit opposite when there are now 6 residential dwellings and comparison were made with a property further down Church Street which had no relevance to this application however she had no issue with the build itself and she would recommend approval. RESOLVED.
S22/2436 – Mrs R Fereday 31 Pawlett Close, Deeping St James.
Extensions to rear and side elevations
Planning search - S22/2436 (southkesteven.gov.uk)
Councillor Shinkins-Hoppe advised that this application was acceptable however she would like to request a condition of permission be that the fence at the front of the property is removed and it was also acknowledged that the Parish Council had requested this previously. It was RESOLVED to approve the application with the following comment being made – Deeping St James Parish Council have no comments to make on this application supporting it with the condition that the front fence is removed completely as the property is sited on an open plan estate”
2. To receive an update regarding the sand and gravel extraction plans for Baston, Langtoft and West Deeping – Councillor Dilks advised that the attended the West Deeping public meeting and was given paperwork about these plans but these had not been shared with any other Parish Councillors. The meeting took place after a call for sites by Lincolnshire County Council led to several sites coming forward which had frightened residents of the parishes of West Deeping Langtoft and Baston as they were concerned about the impact on the water table and the road infrastructure. It was noted that the sand and gravel extracted is not likely to be used locally so other sites should be investigated. It was noted that many gravel companies offered community funding opportunities which may be beneficial to a cross parish community project and that many sites had become to communities after they had been exhausted and become wildlife or recreational areas. He added that whilst Deeping St James Parish Council are not one of the parishes directly affected, they should make sure they become official consultees.
23.137 To consider the following correspondence.
1. Proposal for a no-cost monkey challenge piece of play equipment from Finding Fitness Ltd – It was agreed not to pursue this option.
2. Request for help from Providence Homes to resolve a pothole issue outside one of the Almhouses on Broadgate Lane. Advised of ‘fixmystreet’ reporting system and referred to Ward County Councillor – The Clerk confirmed that information had been forwarded to the ward County Councillor, Councillor Dilks, on 22 December 2022. He confirmed that he would investigate the issue and if it had not been resolved he would pursue it with the County Council.
3.Offer from the Rotary Club of the Deepings to refund the grant of £500 as it was not used to provide the free bus travel to the out of Deepings venue where the Grimethorpe Colliery Brass Band performed this year – As the event had not been as successful as in previous years and requesting the return of the grant would mean there was not sufficient to cover the costs it was proposed seconded and RESOLVED that the Parish Council did not require the Rotary Club of the Deepings to return the grant.
4. Neighbourhood Policing report for December 2022 – It was noted that the Parish Council were disappointed with the level of Policing in the Deepings however it was acknowledged that the Deepings was a relatively low crime area.
5.Communication from a resident regarding the parking situation on the Crowson Way/Thackers Way junction outside Marville Court shops and the redundant Royal Mail Bag Lockers – Councillor Dilks advised that he was aware of the issues with parking at this junction and advised that he would investigate what options were available to ease this with the County Council’s Area Highway Officer.
6. Message from local resident regarding the date of the next South Lincs Connected meeting, lack of bus clearway signage and the re-use of redundant bus shelters at other locations – Councillor Bowell confirmed that he would attend the meeting on 20 January 2023 and the Clerk confirmed that she would enquire with the County Council as to when the signage was to be installed on Horsegate and also advise the resident.
7. Thank you message from the Priory Church of Deeping St James for participating in the Christmas Tree Festival and contributing towards the decoration of the outdoor Christmas Tree – Councillor Shinkins-Hoppe advised that there had been 27 Christmas Trees in the Priory Church and thanked the Clerk and Assistant Clerk for their help with this and the Advent window.
Councillor Stevens took the opportunity to also offered her thanks for the Parish Council’s entry and advised that the winner was number 14 at The Waterton Arms which was the silhouette of 3 Deeping St James landmarks (The Cross the Priory Church and the Bridge) created by Paul Taylor. The donation of £25 provided by Deeping St James Parish Council was to be [paid to Deeping Mens Group.
23.138 To receive further information about and consider obtaining a council vehicle.
Councillor Halls referred to the papers that had been shared with all the Members which provided costings and reasons why a Parish Council Vehicle was needed and posed the question does the Parish Council want to obtain or lease a vehicle. This raised a number of questions from several Parish Councillors including the comment that exact costs had not been provided, and the suggestions that the need for a council owned vehicle had still not been proven and that rather than purchasing a vehicle increasing the vehicle allowance being provided to the maintenance team to cover the costs of insurance, tax, maintenance and wear and tear on their personal vehicles should be investigated. This led to an amended proposal being made – do the Parish Council wish Councillors Halls and Shinkins-Hoppe to obtain accurate costings and come back to the Parish Council for further consideration. This was seconded and RESOLVED with 10 votes for 2 against (Councillors Denman and Thomas) and one abstention (Councillor Dilks)
23.139 To receive and agree the drafts heads of terms for the asset transfer of Jubilee Park from the District Council to the Parish Council.
Councillor Shinkins-Hoppe referred to the draft heads of terms and red line plan that had been received a proposed that the documents should be accepted. Councillor Bowell requested that the Clerk ask that the wording in the pre-emption section be amended so that it read Parish Council instead of Town Council, he then seconded the proposal which was RESOLVED with two abstentions (Councillors Stevens and Thomas)
23.140 To give consideration to taking over the running and maintenance of the South Kesteven District Council managed play areas off Hereward Way and on Churchfield Close.
Councillor Shinkins-Hoppe referred to the letter received from the District Council and proposed that the Parish Council should take over the running and maintenance of the play area at Hereward Way as this was on land already owned by the Parish Council and the play area was in a reasonable condition. She was not in favour of taking over the running and maintenance of the play area at Churchfield Close as the equipment there although younger was in a much worse condition. She commented that every year she looked at the annual operational inspection reports completed by an independent RoSPA qualified Inspector and this showed a number of major issues at the Churchfield site. Councillor Stevens stated that it was because of this that she felt that the Parish Council should take over Churchfield Close because it had deteriorated and had been neglected the most.
The Clerk advised that the Parish Council’s maintenance team already cut the grass in the Hereward Way play area as it was next to the Cemetery which was regularly cut and the maintenance team also inspected the 4 pieces of District Council owned play equipment in there alongside the 4 pieces owned by the Parish Council.
A separate show of hands took place -
Hereward Way – 8 for 5 against RESOLVED
Churchfield Close – 5 for, 6 against and 2 abstentions REJECTED
When responding to South Kesteven District Council with this decision the Clerk was asked to clarify the relationship with the housing association responsible for the properties on Churchfield Close and this play area as there was believed to be a management agreement in place to look after the gardens of the properties that faced Spalding Road
23.141 To consider a request by Deeping St James Women’s Institute to donate a commemorative bench to be installed on the green at Churchgate.
After some discussion it was agreed that the Green on Churchgate may both be the most suitable location due to its proximity to residential dwellings and a highway as well as the knowledge that gas pipes ran under it which could at any time be required to be dug up again. It was acknowledged that the remaining riverbank was too steep to site another bench. The Clerk was asked to respond to the DSJ Womens Institute advising them that the locations they had stated were not suitable but alternatives sites such as on the grassed area on the new housing development of Linchfield Road, on Jubilee Park at Crowson Way end or in the Cemetery.
As it was 10pm and standing orders state that a meeting should not continue after this time the Chairperson, Councillor Shinkins-Hoppe, asked everyone if they were happy to extend the meeting by a further 15 minutes to deal with the remaining agenda items. This was agreed.
23.142 To consider the quotations received for a storage container to be located at the Allotments site for Parish Council use.
The Clerk presented three quotations and it proposed seconded and RESOLVED that the quotation of £2500 from Deeping Direct for a 20ft used storage container should be accepted as they were a local company. It was requested that, if possible, the container should be green in colour.
23.143 To receive and consider minutes and recommendations of other committees, reports from advisory committees, member reports from external bodies and reports of meetings, seminars, training and events attended on the Council’s behalf:
1. Meeting at the Deepings School on Wednesday 4 January 2023 with the Chief Operating Officer from Anthem Trust and the Deepings School Business Manager to consider issues around the playing field especially the Astro-turf. Attended by Councillors Shinkins-Hoppe and Gilbert and the Parish Clerk – Noted.
2. To receive the minutes and any recommendations from the Allotments Committee meeting held on Tuesday 10 January 2023 – Councillor Bowell introduced the minutes of this meeting from which there was one recommendation under minute 30.23. It was recommended that the tenancy warning letter protocol for allotment tenant should be amended to reflect the following - when an inspection takes place, should a tenant have previously received a first letter, then the first letter is bypassed and instead, a second letter is automatically sent out with a 2-year record being held of such actions. RESOLVED.
3. To receive a report from the Deepings Neighbourhood group meeting held on Monday 9 January 2023 – Councillor Shinkins-Hoppe advised a wish list of projects to be requested in future 106 agreements was being drawn up by the group.
4. Meeting on Wednesday 11 January 2022 with a representative from the Northern Footpaths Forum regarding the Welland Footbridge Project – Noted
5. To receive a report from the Deepings Leisure Centre Action Group meeting held on Monday 16th January 2023. The invitation offered to Councillor Shinkins-Hoppe had been retracted but it was noted that she would be invited to the next meeting.
23.144 Parish Pump – items for information or inclusion on future agendas.
Councillor Dilks as Chairman of the Langtoft Deeping and surrounding Villages Royal British Legion advised that the previously postponed presentation by the Goldfish Club had been re-arranged and would take place at The Goat Spalding Road Frognall on Monday 13 February 2023. Please ring to book as entry is restricted to 50 people.
Meeting finished at 10.10pm