August 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 took place in the meeting room at The Institute 38 Church Street Deeping St James PE6 8HD on Tuesday 22 August 2023 at 7.30pm.
Present: Parish Councillors Bowell, Denman, Dilks (County and District), Fowler, Green, Gilbert, Hosking, Rose, Shinkins-Hoppe, Stevens, District Councillor Ley and three members of the public.
The minutes were taken by the Parish Clerk
Open Forum
Peg Torrance, representing the Deeping and Glinton Patient Participation Group and Voluntary Car Scheme, addressed the Council, after circulating an information leaflet to all present. Since 2016 it has been a contractual requirement for all practices to have a PPG, the role of which is to support the practice, identify ways to improve, lobby health services, monitor the impact of health services and ensure patients are aware of their rights. The Voluntary Car Scheme is available to those with no transport or who cannot use public transport to enable them to attend any appointment of a medical nature. The patient pays per mile and volunteer drivers are always needed. Further details can be found on the Practice webpage and Facebook page and on the information boards at the surgery. Peg confirmed that insurance cover was provided to volunteer drivers to cover vehicle usage for this service.
Both members of the PPG left the meeting.
Councillor Shinkins-Hoppe proposed that the order of the agenda was revised allowing item 24.56 to be considered first so that if it was resolved to accept the co- option applicant, they could join the meeting. RESOLVED.
24.56 To consider the Co-option application
Kay Townsin spoke in support of her co-option application saying that having lived in the parish for a number of years, raising a family and using a number of the facilities, she now wanted to give something back and this position offer an opportunity to do so.
It was proposed seconded and RESOLVED to co-opt Kay Townsin on to the Parish Council, who signed an acceptance of office form, in the presence of the Parish Clerk who also signed the form, and then Kay joined the meeting table.
24.47 To receive and accept apologies where valid reasons for absence have been given to the Parish Clerk prior to the meeting.
Acceptable apologies had been received from Councillors Halls and Smith
24.48 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.
None declared.
24.49 To approve the minutes of the previous meeting held on Tuesday 18 July 2023.
Agreed and signed.
24.38a To receive the Clerks report and receive an update on matters arising from previous minutes.
The offer of litter picking kits by Lincolnshire County Council was very popular – the kits were allocated on a first come first served basis to the first 100 Parish councils to contact them and DSJPC were not one of them .
Nuisance parking (including a SORN vehicle) on the development off Linchfield Road has been reported with individuals parking vehicles on what is the footpath/cycleway which has as yet not had any markings or bollards defining its purpose. This has been forwarded to Councillor Dilks to pursue with the LCC Area Highways Officer.
On 30 July 2023 an SKDC Officer confirmed that the statement of truth relating to the unregistered area of land on Jubilee Park has now been signed off by the Finance Director so the Lawyers can now progress with the transfer of ownership of the Park from SKDC to DSJPC.
A member of the public has raised a concern about tress in the garden of a property on Church Street overhanging not only Church Walk but into their garden on Hereward Way. As Church Walk is a public right of way this has been forwarded to Countryside Access at Lincolnshire County Council.
The annual Royal Society of Prevention of Accidents independent play equipment inspections were completed on 9 August 2023 and the reports will be considered at by the Recreation and Open Spaces Committee on 5 September 2023 and action taken where required.
The save a life adult CPR and defibrillator training offered by LeisureSK Limited has been booked to take place at 6.30pm Tuesday 26 September 2023 in the meeting room at the Institute
The annual staff appraisals have been arranged to take place on 4 and 5 September 2023 and will be carried out by Councillors Gilbert and Hosking.
There have been 3 members of the public contact the parish Council office about different concerns at the Cemetery – overgrown hedge at the rear of the new Cemetery now encroaching some cremated remains memorial tablets, the weeds growing between the slabbed path in the new Cemetery and the lack of grass cutting occurring in the oldest section of the old Cemetery especially close to the boundary fences of residents of Burghley Close. All have been responded to saying work will be completed by maintenance team as soon as possible or outside of grass cutting season.
On 30 July 2023 District Councillor Ley provided an update about the Benedict Court issues which were raised by a member of public at the last meeting – the hedge has been cut, the path has been measured for the relaying of slabs, and the fence has been measured to be replaced, quotations are being obtained.
County Councillor Dilks took the Area Highways Officer along Horsegate to see the newly sited bollards on the highway verge and the stumps of the former ones which have not been replaced. The Area Highways Officer intended to look investigate this and reported back to Councillor Dilks
Concerns have been raised about Jubilee Park gated play area having no signage saying no dogs allowed and that certain individuals are taking their dogs in there, the safety of the gates as the closers appear to be broken and one of the four wooden goalposts having not been replaced. The Clerk has asked if these issues will be remedied prior to the completion of the transfer of ownership
A member of the public has contacted the office raising concern after a sizeable stone was flung from under the ride on mower which he suggests is not the appropriate machine to use on the riverbank as it is only suitable for flat services. The concern has been passed to grounds maintenance at SKDC who cut the riverbank on behalf of DSJPC.
A member of the public contacted the Parish Council office concerned about the willow trees on the riverbank and how in their opinion they are in need of pollarding. It was explained to them that the Parish Council are also concerned but that responsibility lies with LCC. The member of the public was advised to raise the matter directly with LCC.
A representative of the Deepings Bowling Association has visited the office and shared a copy of the new lease they have with LCC for the parish council owned area of land currently leased to LCC. It is now in line with the head lease – expiring on 21 May 2054.
A member of the public contacted the office concerned that a number of mopeds have been seen entering Woody Heights and riding around the area wearing no safety equipment and possibly damaging the skatepark and grass area. They were requesting that if CCTV is available could it be provided to the Police. He also raised concerns about the use of drugs at the Park and how neither of these issues is setting a good example to youngsters using the park. This has been reported to the Police and as CCTV footage of mopeds on the park is available to support the report.
24.50 To receive reports from the District Councillors and County Councillor.
District Councillor Ley advised that all her training was now completed. She advised that a meeting had been held with the residents of Benedict Court which District Councillors and South Kesteven District Council Officers had attended. A number of issues had been raised about individual properties but also about the hedges, fencing, paths and School Children cutting through the area causing issues for the residents. She advised that tarmac was to be laid on the path, two quotes had been obtained and once the required third quote had been received the contract would be offered and a date for work to be completed agreed. The fence is also to be replaced with either Eco plastic or metal. The hedge has been cut back and the trees will also be cut back but not removed. She also stated that contact had been made with the Deepings School to obtain their support regarding the schoolchildren using this pathway.
District Councillor Ley also advised that the SORN car which had been parked on what is the cycleway/footpath on Stretton Way on the new development off Linchfield Road has now moved, adding that as the roads and pavements have not been adopted by the local authority the action that can be taken when cars do park there is very limited.
Councillor Dilks, in his capacity of County Councillor, advised that the Area Highways Officer had visited Deeping St James in early August 2023 and they had both cycled round the Parish looking at some issues that had been raised. The Area Highways Officer had since investigated these matters and provided the following update - Linchfield Close, Deeping St James - An enquiry has been raised for the Highways Officer to investigate and raise a ‘jet-patching’ works order to address the issues with the surface course on this street.
Jubilee Park (Footway between Crowson Way & Knight Close) - A forward programme brief (FPB) has been raised for consideration by our team who specialise in footway works. I have outlined the concerns you have raised, and the access issues it is causing residents. The reference number for this is 293234.
Eastgate - An FPB has been raised for Eastgate (4553007), I have requested that the location is assessed and considered for inclusion in a future works programme. I am unable to provide timescales as to when works may be completed. I can update you if and when I see any progress though.
Church Street - As above, and FPB has been raised and proposed to our team who specialise in surface treatments (4550045). We are awaiting an assessment of this location, to see if it suitable for inclusion in a future works programme for Surface Dressing. The proposals put forward by Deeping St James Parish Council to alter the existing layout of the highway, outside the Waterton Arms will be considered in due course and I will update you when possible. As mentioned during our meeting, significant changes would be subject to the availability of capital funding and/or contributions from 3rd parties as part of planned developments. Please accept my apologies if this wasn’t made clear to you in the past.
The Clerk asked if the lamppost that had been removed (due to corrosion to the base) from public right of way number 1 which runs through Jubilee Park in February 2023 had been discussed as despite assurances it would be replaced (with a target turnaround of 3 months being quoted) it hadn’t. Councillor Dilks asked the Clerk to send information to him so he could follow this up.
Councillor Shinkins-Hoppe asked if Deeping St James Parish Council could make a complaint about how matters were being handled. She was especially referring to the new layout for Church Street as a lot of work had been undertaken by the Parish Council on this and the fact that the 3-month turnaround target was not being met for completion of works. It was RESOLVED that the Parish Clerk should work with Councillor Dilks to write a letter to the Lincolnshire County Councils Executive Councillor for Highways, Transport and IT, Councillor Richard Davies.
Councillor Dilks completed his County Council report by saying that the formal expression of interest documents in respect of the Deepings Leisure Centre had gone public inviting interested parties to come forward to be considered.
Councillor Dilks, in his capacity of ward District Councillor, stated that he was pleased to hear of the proposed improvements at Benedict Court. Although not in
Deeping St James he then referred to the 12 houses that the District Council had purchased in Langtoft using a government grant and money from the District Council’s housing revenue account to house Afghan and Ukrainian refugee families which had led to some ill feeling in the area and a large amount of media coverage. Councillor Stevens mentioned that she understood some had already been purchased on the development off Linchfield Road Deeping St James and were being used for this purpose. She stated that the District Council had offered support to a large number of Ukrainians something which she felt people should be proud of.
24.51 Financial matters:
1. To receive the minutes and any recommendations from the Finance Policy and Personnel committee meeting held on Tuesday 15 August 2023 – Councillor Bowell introduced the minutes of this meeting from which there were no recommendations but two resolutions had been made by the committee regarding policies and procedures which were noted in the minutes which had been shared and were available on the Webpage.
2. To approve the payments for August 2023 – it was proposed seconded and
RESOLVED to make payments totalling £8966.06.
3. To note the income for August 2023 – The receipt of income totalling £4448.58 was noted.
24.52 Planning matters:
1. To receive the minutes and any recommendations from the Planning and Transport committee meeting held on Tuesday 15 August 2023.
In the absence of Councillor Smith, Councillor Shinkins-Hoppe introduced the minutes of this meeting, from which there were three recommendations.
Minute 38.24 S23/1339 Applicant: Mr Forcellati
Proposal: T1 - Lime - 3m crown reduction in height & prune lateral spread by up to 1m.
T2 - Lime - 3.5m crown reduction in height & prune lateral spread by up to 1.5m. Location: 90 Church Street, Deeping St James, Lincolnshire, PE6 8HD,
App Type: Works to TPO Tree(s)
The committee RECOMMENDED Full Council to Support.
RESOLVED
Minute 38.24 S22/2405
Applicant: Deeping United Football Club.
Proposal: Change of use of land from agricultural to football club ground, installation of flood lighting, development of changing facility, gravel car park and fencing.
Location - Towngate East and Cross Road.
New information has been added to this application re access to the new fields for Deeping United Football Club (DUFC).
The committee RECOMMEND Full Council to support this application with comments relating to landscape, ecology, archaeology and access.
RESOLVED
Minute 33.24 Peterborough Local Plan Issues and Options Consultation. This consultation is at a generalised stage and the Committee wish to RECOMMEND to Full Council for this consultation to be investigated by the Deeping Neighbourhood Plan group and for them to report back on behalf of Deeping St James Parish Council.
RESOLVED
2. To consider the following planning applications
S23/1426 Mr and Mrs A Sterry-Blunt 28 Bridge Street Deeping St James PE6 8HA Enlarging first floor bedroom
Planning application: s23/1426 details (southkesteven.gov.uk)
Councillor Shinkins-Hoppe advised that she had looked at the plans and proposed supporting this application although she did note her disappoint at there being no floor plan enclosed, Councillor Gilbert seconded this and it was RESOLVED to support the application.
24.53 To consider the following correspondence.
1. South Kesteven District Council – invitation to respond to the open space, sports and recreation study consultation open from 4 August 2023 to 1 September 2023
It was proposed seconded and RESOLVED that the Parish Clerk should complete this consultation on behalf of the Parish Council.
2. Lincolnshire County Council – invitation from the Chairman Councillor Robert Reid to attend a service of dedication from 3.15pm on Sunday 10 September 2023 at Lincoln Cathedral
As Chairperson for Deeping St James Parish Council, Councillor Shinkins-Hoppe will attend this event along with the Mayor of Market Deeping Town Council, Councillor Broughton.
3. Citizens Advice South Lincolnshire – invitation to attend a Dinner Dance at Bourne Corn Exchange from 7pm on 16 September 2023. Tickets £35 per person.
Noted
4. The Deepings Lions – update regarding the re-wilding project on Wade Park Avenue following a consultation with local residents.
Noted
5. South Kesteven District Council – invitation to respond to the public spaces protection orders consultation closing on 6 September 2023
It was proposed seconded and RESOLVED that the Parish Clerk should complete this consultation on behalf of the Parish Council
6. A member of the public raising concerns about the Deeping Youth Group’s procedures.
Councillor Stevens proposed that the Parish Clerk should arrange a meeting between the Chairperson on both organisations as whilst the Parish Council are not directly involved in the adoption of the policies followed by the Deepings Youth
Group or the recruitment of their staff as a funding provider the Parish Council needs to be satisfied that the organisation is run correctly. RESOLVED
7. LCC Legal Services – Confirming that the riverbank is included in the Parish agreement between LCC and DSJPC and advising that adverse possession of the DSJ riverbank cannot be claimed as it forms part of the public highway (R(on the application of Wayne Smith) V The Land Registry (Peterborough office) 2010 EWCA Civ 200)
Councillor Gilbert stated that if this was the case Lincolnshire County Council Highways needed to maintain the trees on the riverbank. It was agreed that the Parish Clerk should pursue this matter and that it should be included in the correspondence to be forwarded to the LCC Executive member of Highways, Transport and IT, Councillor Richard Davies.
8. The Deepings Lions Club CIO – Notification of the decision that after 19 years the Club will no longer be organising and running the annual carnival
Councillor Stevens advised that Market Deeping Town Council may consider putting on a motorcade next year and possibly having a vintage car rally. It has been suggested that the Town Council should meet with Deeping St James Parish Council, the Deepings Lions, The Rotary Club of the Deepings and Deepings Round Table to consider this. Councillor Stevens proposed that if/when the Parish Council are contacted, they should enter into discussions about this. Seconded and RESOLVED
24.54 To consider the quotations received for the installation of CCTV at Jubilee Park off Thackers Way
Councillor Shinkins-Hoppe referred to the three quotes which had been shared with the members and asked for their comments.
Councillor Gilbert stated that quote 3 was too much, quote 2 would work out more as there was no mention of any groundworks costs and he felt that if quote 1 was amended to include upgraded cameras that it should be accepted.
Councillor Bowell felt that if CCTV was to be installed to protect the assets on the park and to assist the Police if there was an incident the best equipment should be installed so a quote including night vision should be considered.
Councillor Shinkins-Hoppe explained that the CCTV at Woody Heights did not act as a deterrent and unless a specific time could be given locating footage could be very challenging and time consuming as the cameras were not being surveyed 24/7.
Councillor Stevens suggested that because Jubilee Park was more visible than Woody Heights and also overlooked by residential properties if any incidence did occur limiting a timeframe to view shouldn’t be as much of a problem.
Councillor Gilbert proposed that quote 1 with an amendment to upgrade the cameras should be accepted. This was seconded by Councillor Hosking and RESOLVED.
24.55 To receive and consider the nature recovery template provided by the Langdyke Trust and completed by Councillor Denman
Councillor Denman said he had hoped to provide the nature recovery template for this evening’s meeting but he was still working on it. A further meeting had been arranged by Langdyke Trust involving 4 other parishes – Etton, Helpston, Maxey and Deeping Gate – to consider how to build the nature recovery templates so he hoped to be able to provide an update next month. He did advise that he felt Deeping St James had already done more than the other 4 parishes altogether although we were a much large parish and had additional assets – the River, the Lakes, open and rural spaces within our boundary.
Councillor Shinkins-Hoppe asked for clarification of whether when complete this document would hold any weight in planning policy. Councillor Denman said he felt it could be fed into the Deepings Neighbourhood Plan and be referred to. He also advised that he would investigate any grant funding available to assist.
24.57 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. Lincolnshire Association of Local Councils Summer Conference held on 19 July 2023 at the Bentley Hotel South Hykeham and attended by Councillors Bowell and Halls.
Councillor Bowell had provided a report about this event and encouraged others to attend similar events as not only were they interesting but provided an opportunity to meet and share thoughts and ideas with representatives from other local councils
2. Report of a telephone conversation on 19 July 2023 between Julie Fortnum, Parish Clerk, Councillor Kate Shinkins-Hoppe and Juliet Slater, Head of Property Strategy & Business Operations in Corporate Property at Lincolnshire County Council regarding the lease of the parish council owned land within the playing field. Councillor Shinkins-Hoppe introduced this item asking for the members opinions on the option of Lincolnshire County Council buying the land owned by the parish Council as no alternative piece of land within the parish could be offered so that a 125-year lease could be agreed between LCC and Anthem Trust for the whole school site (excluding or including the land the leisure centre is situated on pending the outcome of any expressions of interest to take over the running of the leisure centre).
The general consensus of the 10 Councillors present was that the current lease with LCC, up to May 2054, should NOT be extended to allow the above to happen and that the Parish Council should NOT accept a buy out for the land either as it would not even be at agricultural rates let alone development rates.
Councillor Dilks said that the land should be kept as over time things change. By 2054 the position may be different, the School may not be there and the lands use and value will then be different.
Councillor Shinkins-Hoppe stated that she understood that with a longer lease Anthem Trust could secure grants to replace the Astro-turf which was situated predominantly on the Parish Council’s land .
Councillor Stevens then suggested that she was sure the Parish Council could act as the lead authority on the replacement of the Astro-turf and that grants would be available for this. She also added that the decision made by the Parish Council in the 1970’s to allow this land to become part of the school field was a poor one which should not be replicated.
At this point Councillor Bowell questioned whether Councillor Shinkins-Hoppe should declare a conflict of interests as she was also a School Governor. She assured him she was not involved in property or financial matters.
Councillor Gilbert proposed that as this item needed to be considered thoroughly it should be deferred to the next agenda to allow time for the Parish Clerk to get more information and for the members to prepare their responses. Agreed.
3. The Parish Council funded Forest School sessions run by Our Forest Garden at Swines Meadow Garden Nursery from Monday 24 July 2023 to Friday 27 July 2023
– A report had been provided by Our Forest Garden which confirmed that a great time was had by the 118 children who attended across the 10 sessions. Councillor Shinkins-Hoppe attended the Wednesday session where den building, collecting eggs from the Chicken wood whittling and marshmallow toasting was taking place.
4. The Deeping Dog Show held at Jubilee Park Way on Sunday 30 September 2023
– Councillor Rose advised that the Friends of Jubilee Park had received some positive feedback, raised £750 from the event towards the replacement of the play equipment but noted that the numbers were down on previous years which may have been due to the date being later and a number of other events being on.
5. The Parish Council funded Art workshops run by Artivity Studios at Swines Meadow Garden Nursery from Monday 31 July 2023 to Friday 4 August 2023 The Parish Clerk had visited on the Thursday afternoon and been told that 12-15
children had attended each session where they had worked with stamps and stencils to design a village, messy but very creative.
6. The Deepings Raft Race held on Sunday 6 August 2023
Councillor Dilks advised that there had been some issues with the use of what appeared to be permanent/semi-permanent paint for road markings.
The Parish Clerk advised that a Bridge Street resident had raised concerns about the residue from a fast-food outlet being disposed of in the gutters and some being left on the pavement
Councillor Gilbert stated that a different approach needed to be employed to engage with the public as the current noticeboards were not sufficient.
Councillor Townsin raised concerns about the difficulties some emergency vehicles had getting over the Bridge and wonder if more Stewards were needed to clear the way in emergencies.
7. The Parish Council funded playscheme run by Madcaps out of school club at Market Deeping Community Primary School from Monday 7 August 2023 to Friday 11 August 2023
Councillor Shinkins-Hoppe attended the playscheme on the Wednesday morning and everyone was having a good time. The Staff were pleased she had visited and advised that they had between 100-115 children attended each session.
8. The Deeping St James Allotment Association show and BBQ – Sunday 13 August 2023
This event was attended by Councillor Halls and the Assistant Clerk and the feedback was that is had been very good.
24.58 Parish Pump – items for information or inclusion on future agendas. Councillor Dilks advised that the planning application for a 5G mast on the highway verge on Thackers Way had been refused by South Kesteven District Council.
Councillor Bowell asked if the community in bloom award could be considered by the recreation and open spaces committee with a view to entering next year. The Parish Clerk will add it to the next agenda
Councillor Shinkins-Hoppe asked for clarification of who was maintaining the World War I planter on the green at Churchgate as it needed attention. Councillor Stevens and the Parish Clerk will look into this.
Councillor Stevens said that the organisation of the Market Deeping and Deeping St James Remembrance Parades needed to be considered and Councillor Dilks advised that the local Royal British Legion branch was hoping to arrange a meeting between all involved parties.
Councillor Hosking agreed to lead the walk on Sunday 10 September 2023 and advised that those returning to the Exotic Pet Refuge would be offered tea and cakes and a tour round the site.
Meeting closed at 10pm