October 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
The minutes of the Deeping St James Parish Council meeting which was held in the meeting room at The Institute 38 Church Street Deeping St James PE6 8HD on Tuesday 24 October 2023 at 7.30pm.
In attendance: Parish Councillors Bowell, Denman, Dilks (County and District), Fowler, Gilbert, Hosking, Rose, Shinkins-Hoppe, Smith, Stevens, Townsin, District Councillor Ley, the Chair of the Deeping Youth Group, Anil (Soni) Sharma and Lindsey Eassom from the Stop plans for Thetford Farm Quarry in Baston group
OPEN FORUM
Soni addressed the Parish Council providing information to support the application for grant funding for the Deeping Youth Group for the financial year 2024/25. He advised that the numbers attending had grown thanks to the work of the Youth Worker (they had been up to 50) however they are currently limited to 25 due to the building work being carried out at the Cross School. The Club opens two evenings per week and is very beneficial for those attending as it offers a safe space to meet friends and improve social skills.
Soni had only been Chair since the beginning of 2023 so he was unable to explain the spending prior to this but he did add that he had secured a better insurance deal. It was noted that the Youth Group had received some specific grants during the Covid pandemic which may account for the higher expenditure in 2022.
Soni concluded by saying that the Group had streamlined their procedures and hoped that the Parish Council would continue to support them.
Lindsay, a resident of Baston and member of the Stop plans for Thetford Farm Quarry group explained that she was attending the meeting tonight to request that Deeping St James Parish Council object to the gravel extraction planning application at Thetford Farm at Baston. The group’s main concerns are on the grounds of health environmental and road safety. They are aware that local councils were not consultees on this matter and she confirmed that Bourne Town Council intend to lodge objections. The group are not arguing against the need just the location and are trying to raise awareness as there appears to be a lack of awareness of the impact during the gravel extraction and after completion. There is an online petition which the group are encouraging people to sign.
Lindsay Eassom left the meeting.
24.72 To receive and accept apologies where valid reasons for absence have been given to the Parish Clerk prior to the meeting.
Apologies had been received and were accepted from Councillors Green, Halls and Hosking.
24.73 To receive declarations of interest under the Localism Act 2011 – being any interest in agenda items not previously recorded on the registration of disclosable pecuniary interest forms.
Councillor Stevens – agenda item 24.77.4 Deepings Literary Festival grant funding application
Councillor Stevens – agenda item 24.77.9 Deepings Community Library grant funding application
Councillor Stevens – agenda item 24.78.1 S23/1248 Deepings Library planning application
Councillor Dilks – agenda item 24.77.7 Royal British Legion Poppy Appeal donation
24.74 To approve the minutes of the previous meeting held on Tuesday 19 September 2023.
Agreed and signed.
24.75 To receive the Clerks report and receive an update on matters arising from previous minutes.
- The Clerk contacted Caloo play equipment on 20 September 2023 regarding repairs to the gym equipment identified in the annual RoSPA report and a quotation for work valuing £445.00 has been accepted with the work scheduled to take place during week commencing 30 October 2023
- The Clerk contacted Gravity skateparks on 20 September 2023 regarding repairs on to the skatepark identified in the annual RoSPA report. No response has been received to date.
- The Clerk contacted the Parish Nature Recovery Cluster Group Co-ordinator on 20 September 2023 to enquire if any funding was available for bulbs to use at the agreed bulb planting event on Saturday 28 October 2023 however all funds had been allocated and the bulbs had been ordered.
- A resident of Manor Court Gardens who had previously visited the office on 21 September 2023 to report anti-social behaviour which occurs outside their flats made worse by overgrown hedges and an unlit lamppost contacted the office again Tuesday 10 October 2023 requesting that someone collects some cannisters that had been left by the youth near the parked cars and she was concerned if not removed they could be thrown and damage something. Their visit to the office was reported to District Councillors Denniston Dilks and Ley and Councillor Ley involved the SKDC Neighbourhood team who confirmed that the CCTV in this area was live and that a circular letter would be sent to all local residents advising how to report incidences and reassuring them of that their anonymity would be protected
- The Clerk put in a request to South Kesteven District Council for the Big Clean Team to visit Manor Court Gardens (the area outside Manor Way shops) asking for them to visit the area and provide some TLC. No response has been received to date.
Councillor Stevens requested Councillor Ley to pursue this on Deeping St James Parish Councils behalf.
- A representative from the Deepings Lions Club advised the Parish office that the wildflower seed has now been sown on the prepared seedbed in Douglas Road. The Club will be looking into the possibility of putting up an illustrated information board there, and may plant some bulbs in the grass strip alongside the pavement so there is something to look at while the flowers are getting established. The Club will also need to work out how to control the nettles along the back margin, probably by strimming. No objections or incidents have been reported!
- On 25 September 2023 a resident reported trees and shrubs overhanging the footway on the junction of Foxgloves/Burchnall Close and outside two properties on Thackers Way – all were reported on fixmystreet for the appropriate Authorities (believed to be SKDC and LCC respectively, to react) and the resident was advised of this.
Councillor Fowler advised that the footpath from Foxgloves was overgrown and needed to be dealt with by the correct authority.
- The quotation from Lindum Peterborough for the work to roadway 1 at the allotments has been accepted and Councillor Fowler will oversee the completion of the project , whilst the Assistant Clerk will keep the allotments plot holders informed.
- Work commenced on the installation for the CCTV cameras at Jubilee Park in week commencing 9 October 2023 with 4 cameras being installed in total.
- A member of the public has contacted the office raising concerns about the likelihood of the invasive Chinese Mitten Crab making into the river or drains in and around the Deepings and asking what was being done to avoid this. I have advised the member of the public to contact the Environment Agency and the Welland and Deeping Internal Drainage Board for advice and also forwarded this to both Councillor Denman in his professional capacity and Dilks as a member of the WDIDB for guidance.
- The Parish office have been advised that from week commencing 23 October 2023 there will be a new Operations Manager, Clare Taylor, at The Deepings School as Lisa Goodchild leaves to take on a new role in Peterborough.
- Communications with SKDC, LCC and legal teams continues in order to progress the transfer of ownership of Jubilee Park from SKDC to DSJPC and to work towards obtaining the best outcome regarding the playing field land leased to LCC.
- Confirmation has been received that the Unity Trust Bank mandate has now been amended to add Councillors Gilbert and Hosking alongside Councillors Bowell, Halls and Shinkins-Hoppe. Work is still ongoing to open a savings account with Unity Trust and amend the bank mandate with Barclays Bank PLC
- The Housing Strategy Working Group due to be held at South Kesteven District Council offices on Monday 30 October 2023 had been cancelled however there was a housing strategy consultation survey with a deadline of 31 October 2023 which Councillor Smith would complete on behalf of Deeping St James Parish Council. He had already completed it on behalf of the Deepings Neighbourhood Plan Group.
- The Clerk had contacted Lincolnshire County Council Highways to report the damage to the grit bin on Linchfield Road opposite the Thackers Way junction to be advised that as Linchfield Road was on the primary gritting route and Thackers Way on the secondary gritting route the bin would not be repaired and it was recommended that it was removed. No objections raised.
- The Clerk advised that she had been woken by a phone call on her mobile at 2.13am on Sunday 22 October 2023 advising that the Lower Welland region was on flood alert. She wanted the Parish Councillors to be aware of this as previously when this flood warning had been raised some residential properties along Eastgate had been affected.
- The Clerk had obtained a quote from a second Solicitor to complete the work required in respect of the transfer of Jubilee Park from the District to the Parish Council. This had been excessive so it was felt that the Parish Council should continue to use the original Solicitor especially as they had already done some work towards completion. She also advised that documents had been received from South Kesteven District Council which the Parish Council needed to consider – it was decided that an extraordinary meeting should be called as soon as possible to address this.
24.76 To receive reports from the District Councillors and County Councillor.
District Councillor Ley provided an update about Benedict Court saying that work on the tarmac pathways would start next week but she was still waiting to see examples of the fencing which was to be provided.
Along with the Parish Clerk Councillor Ley had arranged to meet with the South Kesteven District Council’s Senior Neighbourhoods Officer at Manor Court Gardens on 31 October 2023 following reports of anti-social behaviour.
Following reports of overgrowth obscuring signage and obstructing pathways Councillor Ley advised the hedge at Campions Drive would be cut back and that photos to assist with the location of the sign at Marigolds would be helpful in order to get this work completed.
24.77 Financial matters:
1. To receive the minutes of the Finance Policy and Personnel committee meeting held on Tuesday 17 October 2023 –
As there were no recommendations the minutes were noted.
2. To approve the payments for October 2023 – it was proposed seconded and RESOLVED to approved payments totalling £20,746.21
3. To note the income for October 2023 – it was noted that income totalling £104,065.53 had been received.
Councillor Dilks arrived.
4. To consider the grant application received from the 2024 Deepings Literary Festival –
Councillor Bowell queried why the application was for £750 when £20,000 was required where would the other funding be coming from. Councillor Stevens advised that there was some money left from previous years tickets sales, that they had also approached Market Deeping Town Council, had also applied to the SKDC Community fund and would be applying for other grants as well fundraising in the community and requesting sponsorship from local businesses
It was proposed seconded and RESOLVED to amend the order of the agenda to allow agenda item 24.77.9 to be dealt with after agenda item 24.77.4 as Councillor Stevens had declared an interest in both.
9. To consider the Deepings Community Library grant request for the financial year 2024/25 –
No question were raised.
Councillor Stevens left the meeting room to allow agenda items 24.77.4 and 24.77.9 to be discussed.
It was proposed seconded and RESOLVED to award a grant of £750 to the Deepings Literary Festival
It was proposed seconded and RESOLVED to provide a grant of £7000 for the financial year 2024/25
Councillor Stevens returned to the meeting room
5. To consider making a donation to the Royal Life Saving Society in lieu of SKDC’s Save a Life CPR and AED training held on 26 September 2023
It was proposed seconded and RESOLVED to make a donation of £100.
6. To consider the Deeping Youth Group grant request for the financial year 2024/25
It was proposed seconded and RESOLVED to provide a grant of £6000 for the financial year 2024/25
7. RBL poppy appeal donation in lieu of wreaths and lampposts poppies
It was proposed seconded and RESOLVED to make a donation of £250
8. To consider a donation to LIVES Lincolnshire to help to keep the of over 400 volunteer Emergency Responders on the road in the County
It was proposed seconded and RESOLVED to make a donation of £1000.
10. To agree the donation to be made to the Exotic Pet Refuge in lieu of providing refreshments following the Footpath Walk on Sunday 10 September 2023.
It was proposed seconded and RESOLVED to make a donation of £200
24.78 Planning matters:
1. To receive the minutes and any recommendations from the Planning and Transport committee meeting held on Tuesday 17 October 2023.
Councillor Smith introduced the minutes from which there were 2 recommendations
Minute 58.24 It was RESOLVED that clip-on reflectors should be purchased to be offered to the primary school aged children at Linchfield and Deeping St James Primary Schools.
Minute 61.24 S23/1248 and S23/1249 Deepings Community Library
It was RESOLVED to respond welcoming the improvements to meet the needs of the community and to support these applications. Councillors Dilks and Stevens abstained from voting
2. To consider the following planning applications
S23/1813
Applicant: Mr B Fallows
Proposal: Demolish existing detached single storey garage/utility room and construct new detached utility room with storage to loft space, increase width of existing dropped kerb access
Location: 125 Eastgate, Deeping St James, Lincolnshire, PE6 8RB
Planning application: s23/1813 details (southkesteven.gov.uk)
It was proposed seconded and RESOLVED that Deeping St James Parish Council should object to this application massing and visual amenity due to the excessive height at the boundary, excessive widening of the crossover at the front of the property which would not be pleasing on the eye and potentially harm the character of the area. Councillor Dilks abstained from the vote.
S23/1815
Applicant: Deeping St James Parish Council
Proposal: Two new bus shelters
Location: Street Record , Brewton Drive/Linchfield Road, Deeping St James, Lincolnshire, PE6 8GR
Planning search - S23/1815 (southkesteven.gov.uk)
This application was noted.
24.79 To consider the following correspondence.
1. Lincolnshire Police’s Parish Council Newsletter and invitation to attend a virtual Parish Council Engagement Session on 7 December 2023. Pre session survey deadline, 22 October 2023 – Councillor Shinkins-Hoppe will attend
2.South Kesteven District Council Electoral Services consultation reviewing Polling Districts and Polling places. Consultation ends 27 October 2023 – Noted.
3. Lincolnshire Police’s update regarding the new Neighbourhood Policing model and DSJPC’s enquiry about funding a Police Community Support Officer – The Clerk stated that the Head of local Policing has advised that some agreement has been sought from Chief Officers regarding the Parish Council’s offer and a further meeting is due to take place on 30 October 2023 to consider the matter further.
4. Zero Hour, the campaign for the Climate and Ecology Bill requesting that Deeping St James Parish Council resolves to support the Climate and Ecology Bill; inform local residents, and local press/media of this decision; write to the Rt Hon Sir John Hayes MP to inform them that this motion has been passed, urging them to sign up to support the CE Bill, or thanking them for already doing so; write to Zero Hour, the organisers of the cross-party campaign for the Climate and Ecology Bill, expressing its support (campaign@zerohour.uk).
It was proposed, seconded and RESOLVED to support the Climate and Ecology Bill in the ways mentioned.
5. Woodland Trust to support the Living Legends campaign to help ancient trees by signing the petition, spreading the word and donating to support the work.
It was proposed seconded and RESOLVED to support the Living Legends Campaign in the ways mentioned, donate £200 and to write to them advising them of ancient trees and trees with preservation orders that are within this Parish.
6. South Kesteven District Council hold the date notification as the second Local Economic Forum meeting will take place on 15 November 2023 in Grantham (venue to be confirmed)
As Councillor Shinkins-Hoppe had attended the first meeting it was agreed that she would also attend this meeting.
7. Market Deeping Town Council invitation to the opening and closing of the Garden of Remembrance at 3pm on Sunday 5 and 19 November 2023 respectively
Noted
8. Invitation to attend the Annual General Meeting of the Deepings Practice Patient Participation Group on Tuesday 14 November 2023 – Councillor Townsin and the Parish Clerk Julie Fortnum will attend.
9. Invitation from the Lincolnshire Resilience Forum to attend the Community Emergency Planning and Ready for Anything Volunteer Open Evening on 22 November 2023 at the County Emergency Centre in Lincoln.
Councillor Dilks said that this was a fantastic facility and he would encourage those who had not visited to so.
24.80 To consider siting two benches on the grass area on Linchfield Road/Brewton Drive and one on the former site of the telephone kiosk on Stowgate Road to compliment the Deepings Neighbourhood Plan Green Walk.
Councillor Smith said that locations along the Green Walk had been challenging to find so any ideas would be welcome.
Councillor Gilbert stated that a suggestion from the recent staff appraisals was that the corporate image of Deeping St James Parish Council should be incorporated in future purchases of street furniture.
It was proposed seconded and RESOLVED that Councillor Shinkins-Hoppe should continue to investigate suitable designs and costings.
24.81 To consider arranging a joint meeting with relevant organisations to discuss the following cross boundary community matters
1. The general perception of the Deepings Health Centre
It was acknowledged that representatives from the Deepings Neighbourhood Plan group had met representatives from the Deepings Practice back in September 2021 where it had been suggested that a walk-in centre was the way forward. It was also noted that Councillor Byrd (SKDC and MDTC Councillor) had recently met with the Deepings Practice. It was proposed seconded and RESOLVED that the Clerk should arrange a meeting with Market Deeping Town Council to agree how to move forward then arrange a meeting with the Deepings Practice inviting other neighbouring local councils to participate too.
2. The future of the Deepings Leisure Centre and the funding application from the Deepings Leisure Centre Community Group CIC.
Councillor Shinkins-Hoppe suggested that the meeting in respect of this item should be postponed until after Lincolnshire County Council have reached their decision. Councillor Dilks confirmed that LCC are currently assessing the only bid received and a decision will be made in the next few weeks. It was agreed that the Parish Council should wait for the decision before arranging a meeting. Councillor Shinkins-Hoppe advised that further paperwork supporting the application for funding via the 2024/25 precept had been received but not yet circulated. Councillors Bowell and Smith asked to view this paperwork and the Clerk agreed to circulate it.
24.82 To decide how to respond to the Lincolnshire County Council’s call for mineral sites consultation therefore showing support to the neighbouring local councils of Baston, Langtoft, Greatford and West Deeping (agreed minute 23.178)
Councillor Dilks agreed that Deeping St James Parish Council should support Baston in objecting to the Thetford Farm application using Councillor Bowell’s words about the environmental impact but also adding more about the impact on the Deepings.
Councillor Denman advised that all the documents were available to view on the portal so a valid response could be made to which Councillor Smith added that everyone should look at these documents as they also state how the impact is mitigated.
It was proposed seconded and RESOLVED that an objection should be lodged.
Councillors Denman and Shinkins-Hoppe would prepare this.
Planning Register : Lincolnshire County Council (planning-register.co.uk)
24.83 To consider forming a working party to review the annual making a difference award nomination and presentation process.
It was proposed seconded and RESOLVED to form a working party consisting of Councillors Shinkins-Hoppe, Stevens and Townsin to consider this item.
24.84 To consider the amended plan for the land within the playing field which DSJPC lease to LCC.
It was proposed seconded and RESOLVED to accept the amended plan and acknowledge that Lincolnshire County Council will pay any reasonable legal costs involved.
24.84 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. ‘Save a Life Session’ CPR and AED training held in the meeting room at the Institute from 6.30pm on Tuesday 26 September 2023 led by LeisureSK Contracts Manager – Councillor Shinkins-Hoppe attended this valuable training, along with representatives from the Deeping Mens Group and the Priory Church
2. Lincolnshire Day – Lincolnshire flag flown on Jubilee Park on Sunday 1 October 2023.
Noted
3. Combined Town and Parish Council highway verge grass cutting meeting held at Market Deeping Town Hall on Tuesday 3 October 2023 and attended by Councillor Stevens and the Parish Clerk, Julie Fortnum.
The Parish Clerk advised that quotations for the highway verge grass cuts along with the cutting of Woody Heights and the Riverbank had been requested from 3 contractors.
4. The meeting of the Jubilee Park improvements working party who met on Tuesday 3 October 2023 attended by Councillors Rose, Shinkins-Hoppe, Smith and Stevens
Councillor Stevens provided an update advising that it had been agreed to start with a focus group to discuss a way forward for the improvements
5. Personnel sub-committee meeting held in the meeting room at the Institute on Wednesday 4 October 2023.
Councillor Gilbert introduced the minutes from which there were the following 3 recommendations:
- that the maintenance workers hourly rate be increased from 1 April 2024 by 10% (the equivalent to the increase announced on 24 October 2023 to the real living wage);
- that the contractual hours worked by the office staff are increased to 30 hours each per week (currently 24 and 25 hours each) from 1 April 2024 and;
- that complaints received about Councillors (unless they were of a nature that required them to be referred to the District Council’s Monitoring Officer) should be dealt with by the Personnel sub-committee.
RESOLVED.
6. Meeting with the Chair and Treasurer of the Deeping Youth Group on Thursday 19 October 2023 attended by Councillors Hosking and Shinkins-Hoppe and the Parish Clerk.
It was noted that this meeting with the Chair, Anil (Soni) Sharma and the Treasurer, Trevor Smith had been very beneficial.
7. Preview of Art at the Priory attended by Councillor Gilbert on Friday 20 October 2023
Councillor Gilbert had attended the preview which was a well-presented event with a good display of local Artists and was well attended.
24.85 Parish Pump – items for information or inclusion on future agendas.
Councillor Dilks apologised for his late arrival; he had been attending a meeting of Langtoft Parish Council. As a County Councillor he advised that a devolution deal was imminent and that the Chancellor would be announcing something soon.
As the Chair of the local branch of the Royal British Legion he invited members of the Parish Council to join them visiting the War Graves within the Deeping St James Churchyard and Cemetery at 12noon on Sunday 5 November 2023
Councillor Stevens said that a newsletter needed to be published and asked for contributions from all to be forwarded to her.
Councillor Bowell enquired as to what date the extraordinary finance policy and personnel meeting would be held. The Clerk was to look at available dates.
Councillor Bowell also asked for details of the Deeping St James Remembrance Parade to be circulated to all Councillors
Councillor Shinkins-Hoppe reminded everyone that the bulb planting morning was taking place from 10.30am on Saturday 28 October 2023 and asked for Councillors to confirm their attendance. Councillors Denman, Gilbert, Hosking, Rose, Shinkins-Hoppe, Stevens and Townsin confirmed that they would be there weather permitting.
Meeting finished at 9.55pm