June 2024 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
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 18 June 2024 at 7.30pm.
Present: Parish Councillors Bowell, Dilks (County and District), Gilbert, Halls, Hosking, Rose, Shinkins-Hoppe, Smith, Stevens and Townsin.
Open Forum
Two representatives from Jimmy D’s Early Years Provision Playgroup attended the meeting to support the grant application. The application was to replace the artificial grass which had originally been laid in 2016. A quote for £850 had been obtained. The group had been established for 23 years and the income received was used for running costs, leaving none left for improvements. This year they have 25 children on role which is the best year since pre-covid and September in-take is looking positive. They have contacted local businesses for financial support and as they are separate from the primary school, they are unable to latch on to the parent teacher association to raise funds. The two representatives left the meeting.
Kevin Barber from the Deepings Raft Race Committee spoke in support of the grant application advising that the committee had 15 new members and fundraising was very good from all previous supporters and some new ones. However, the costs have increased. This year they will be raising money for Little Miracles, Deepings Community Library and Save Deepings Leisure Centre community interest group. This year the Masonic Lodge have asked to be involved and are opening their toilet facilities for public use and the Welland River Action Group are helping clean up the river both before and after the event. He advised that Market Deeping Town Council had approved their grant for 50% of the cost of the event insurance. He ended by saving Stamford had sought advice as they are holding a Raft Race this year and Spalding have also made contact as they would like to hold one from 2026. Kevin left the meeting.
Jan Fisk spoke in support of the Priory Church Hall grant. The report completed in 2019 on the Prince of Wales Oak situated in the car park stated that the tree should be re-tested in 3 years so is overdue. The Forrester from Burghley Estates (acting as a Trustee) has viewed the tree and expressed concern that this has not taken place. The estimated cost of the re-test is £1800 and although the Trustees and volunteers have worked hard to increase bookings and they do have some funds due to the number of visitors there is a need to make sure it is safe and the funds available are also required to resolve a leak in the Kitchen, blocked drains and to replace the water heater. Jan left the meeting.
25.17 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 Councillor Fowler.
Councillor Denman was not present.
25.18 To receive declarations of interest under the Localism Act 2011.
Councillor Stevens declared a non-registerable interest in the following
Item 25.22.4 – Founder of Jimmy D’s
Item 25.22.7 – Member of Friends of Deeping St James
25.19 To approve the minutes of the previous meeting held on Thursday 21 May 2024.
Agreed and signed.
25.20 To receive the Clerks report and receive an update on matters arising from previous minutes.
The Arborist visited the Cemetery on 10 June 2024 to assess the Wellingtonia tree and provide a report with work specification if any is required.
Notification has been received that a Commonwealth War Grave Commission volunteer will be visiting the churchyard and Cemetery within the month and 6 monthly thereafter to complete visual inspections and cleaning of the headstones and private memorials of Lance Corporal J Crowson, Serjeant J A Rogers, Sergeant W Henfry, Private D Lunn, and F N Mayes.
The DSJ United Charities Clerk has advised that they are working with supplier to confirm the type of fire door installed in the meeting room which DSJPC have requested has outside access and once established the type of knob or lever outside access device that is required will be known so work can be completed.
The Clerk has confirmed with South Kesteven District Council that on the transfer of Jubilee Park the Parish Council would like SKDC to continue with the grass cutting. Please note that the last cut by SKDC at Jubilee Park was not complete because there was a problem with a vehicle and I have not received confirmation of when they are next due to visit.
The Clerk has provided copies of minutes of evidence that the transfer and statement documents relating to Jubilee Park have been considered at meetings, an attestation clause to be used in the deed and a copy of DSJPC’s Standing Orders confirming the execution and sealing of legal deeds to the Solicitor so that the transfer can be finalised.
An email has been forwarded to Councillor Butroid Executive South Kesteven District Councillor for People Management, Legal and Corporate Property following up the outcome of the meeting between SKDC Officers and representatives from Anthem Trust scheduled to take place during the second week in May which he advised was taking place when he was contacted regarding the Parish Concerns about the Astroturf.
Confirmation has been received from SKDC that due to current resource constraints they are unable to maintain the Big Clean initiative.
Details of all three Parish Council funded summer activities for primary school aged children have been circulated in DSJ and Linchfield Primary Schools and via the Parish Council Facebook page.
The use of a new Contractor to cut the highway verges has been problematic as the maps provided by LCC were not clear so misread on the first visit in April, no visit took place in May and the cut in June has been of a lower standard. The Clerk is communicating with the contractor to resolve this.
Confirmation has been received that the annual play equipment inspections (royal society for the prevention of accidents) have been booked to take place in August 2024
Incidents of anti-social behaviour occurring at Hereward play area on Friday 14 June 2024 have been reported to the Parish Council office leading to the Police visiting to disperse those congregating. Local residents cleared the area of rubbish including glass. The Clerk advised the neighbourhoods team and South Kesteven District Council who are liaising with the Police to deal with this issue along with those around Manor Way shops. The Clerk was asked put a post on the Parish council’s Facebook page to raise awareness of who to call when anti-social behaviour was witnessed (the Police on 101 (or 999 if an emergency) or wishing to remain anonymous Crimestoppers on 0800 555111).
A representative of Deeping United Football Club has contacted the Parish council office advising that Lincolnshire County Council legal services have contacted the landowners on Cross Road Market Deeping requesting that the obstruction be removed as Cross Road is a public highway and permission has never been granted for it to be blocked up. County Councillor Dilks had already been in touch with the Area Highways Manager questioning this decision as the road was a dead-end and having the road blocked had removed the incidences of fly-tipping and other anti-social behaviour that had previously been associated with it.
Councillor Shinkins-Hoppe asked Councillor Dilks in his capacity as Chair of the local branch of the Royal British Legion if he had agreed a meeting date to consider the Deeping St James Remembrance Parade. He had not but advised he would and would invite Councillors Shinkins-Hoppe and Stevens as well as the Revd. Mark Williams.
Councillor Bowell noted from the Deepings Practice Patient Participation Group report that a walk-in centre at the Deepings Practice had been turned down and advised that this was needed as patient information was not shared with Spalding urgent treatment centre. This was to be discussed further under agenda item 25.25
25.21 To receive reports from the District Councillors and County Councillor.
South Kesteven District Council
Councillor Dilks advised that SKDC had recently held their annual general meeting where he had remained cabinet member for planning but no longer housing. Prior to relinquishing this role, he had finalised the purchase of social housing in Corby Glen.
The consultation of the draft local plan had ended and there had been 1500 responses received. These were being reviewed and compiled prior to amendments /recommendations about the sites put forward being circulated in a revised document due out in September 2024.
Councillor Dilks advised that he has become a board member for Citizens Advice South Lincolnshire.
He also advised that some training was now mandatory for District Councillors prior to them joining any committees.
Lincolnshire County Council
Councillor Dilks advised that the re-opening of Cross Road Market Deeping was causing concern for Deeping United Football Club who are trying to progress planning permission for a football ground on land on one of the adjoining fields. Five years ago there was a lot of anti-social behaviour on Cross Road so a landowner blocked the road and a request was put to Lincolnshire County Council that the road which is a dead-end be closed. Two landowners plus the Parish Council and Town Council supported this however in January 2020 this was refused as objections were received from one landowner. However, the road has remained blocked since 2019, removing the anti-social behaviour issues. However, LCC Legal Services have now written demanding it is removed as Cross Road is a public highway, and so the blockage has been removed. County Councillor Dilks has already been in touch with the Area Highways Manager questioning this decision as the road is a dead-end and having the road blocked had removed the incidences of fly-tipping and other anti-social behaviour that had previously been associated with it. He requested the Parish Council’s support in this matter. It was RESOLVED that the Clerk would support Councillor Dilks’ email asking why this decision was being made and requesting the road be blocked up again.
Councillor Dilks advised that he was now Leader of the opposition party at Lincolnshire County Council and had been pressing for a date for the repairs to public right of way 1 that runs from Linchfield Road through Jubilee Park and also an update about the Anglian Water pipeline improvements
Finally, Councillor Dilks advised that he had attended the West Deeping Minerals and Waste plan meetings along with Councillor Baxter whose ward this falls within. The impact on the water table is significant so he is pleased that the consultation has been delayed as there has not been enough research done to see what the impact may be.
25.22 Financial matters:
1. To receive the minutes and any recommendations from the finance policy and personnel committee meeting held at 8pm on Tuesday 4 June 2024
Councillor Gilbert introduced the minutes from which there were no recommendations although there were some amendments which he shared with the Clerk.
2. To approve the expenditure for June 2024.
It was proposed seconded and RESOLVED to approve expenditure totalling £20,972.98
3. To note the income for June 2024.
Income valuing £7,543.26 was noted
4. To consider the grant request from Jimmy D’s
Councillor Gilbert asked for confirmation as to whether a grant could be made to this organisation as although they are a registered charity, they are also a business. Subject to clarification from Lincolnshire Association of Local Councils, Councillor Smith proposed £400, seconded by Councillor Hosking. RESOLVED. The Clerk was asked to suggest that they also make an application to Deeping St James United Charities.
5. To consider the grant request from the Priory Hall
Councillor Smith asked about the significance of the tree and was advised that it was originally planted in 1814, had previously been ‘saved’ from felling and was assured that it is symbolic to the Village. He suggested that due to its importance funding needs to be included in a budget heading as this would be ongoing. It was agreed that when setting the budget for 2025/26 the finance policy and personnel committee would consider a heritage tree budget alongside or within the current tree maintenance budget. Councillor Shinkins-Hoppe proposed, seconded by Councillor Dilks that a grant of £600 should be paid. RESOLVED.
6. To consider the grant request from the Raft Race Committee
Councillor Dilks proposed, seconded by Councillor Halls, that the £400 being requested should be granted. RESOLVED
7. To consider the grant request from the Friends of Deeping St James.
Councillor Shinkins-Hoppe advised everyone that in recent years funds had been granted for this purpose from the Hall Meadow Estate Charity account which currently had a balance of £1554.13. Councillor Halls proposed, seconded by Councillor Hosking that a grant of £300 should be paid. RESOLVED with one abstention (Councillor Stevens). It was noted that the planter outside the Masonic Lodge was in need of replacement and Men in Sheds were to be approached to see if a new one could be made. If this was not possible the group should come back to the Parish Council to source a replacement to purchase.
25.23 To consider and approve documents relating to the 2023-2024 Annual Governance and Accounting Return
1.To receive the Annual Internal Auditor’s Report 2023-2024 – noted
2.To consider recommendations or matters arising from the internal auditor’s narrative report – It was proposed seconded and RESOLVED that the recommendation mentioned in the report be referred to the finance policy and personnel committee to consider.
3.To complete and sign the Annual Governance Statement 2023-2024 – This document had been shared with all the members of the Council prior to the meeting and Councillor Shinkins-Hoppe read out each statement requesting the members confirm their agreement to each one. It was proposed seconded and RESOLVED that the document should be signed by the Parish Council Chairperson and the Parish Clerk.
4.To receive and sign the Accounting Statements 2023-2024 - This document signed by the Responsible Financial Officer had been shared with all the members of the Council prior to the meeting and Councillor Shinkins-Hoppe asked for confirmation that the members agreed that it should be signed. It was proposed seconded and RESOLVED that the document should be signed by the Parish Council Chairperson.
5.To receive and consider the bank reconciliation 2023-2024 – noted.
6.To receive and consider the explanation of variances – noted.
7.To receive and consider the breakdown of reserves held – noted.
8.To agree the dates for the period of public rights – The dates of Monday 1 July 2024 to Friday 9 August 2024 were proposed seconded and RESOLVED
25.24 Planning matters:
1. To receive the minutes and any recommendations from the Planning and Transport committee meeting held on Tuesday 11June 2024.
Councillor Smith introduced the minutes of this meeting from which there were two recommendations
Minute 08.25 - EN101069 – Meridian Solar Farm – EIA Scoping Notification and Consultation / Reg 11 Notification
Committee recommendation RESOLVED.
Minute 09.25 - Road naming proposal.
Committee recommendation RESOLVED.
25.25 To consider concerns raised about primary healthcare in general, including the Deepings Practice, on social media and in the recent practice newsletter.
The Deepings Practice Newsletter June 2024 (cloud.microsoft)
Councillor Townsin advised that she is now a member of the Deepings Practice Patient Participation Group (PPG). She also advised that members of the public had raised a petition about the service being provided by the Deepings Practice and the Practice had responded with another petition that they feel people should support to obtain improved funding for primary healthcare. The next meeting of the PPG is on Tuesday 16 July please email any issues you would like brought up to Councillor Townsin prior to that date. Councillor Stevens suggested that the Parish Council should formally ask the Deepings Practice if they have applied for a walk-in centre and if so, why they didn’t get it, plus also ask what the local councils can do to support them.
25.26 To consider the purchase of
1. a second civic chain for use of the Vice Chair
Civic Chain of Office - "3 Row Chain Collar" - Style 26 (crestregalia.com)
It was proposed seconded and RESOLVED to purchase a chain at a cost of £225 inclusive of VAT. Councillor Stevens was against this purchase as following the detailed considerations that had taken place around providing grants, she felt that this had not been considered thoroughly enough.
2. a replacement noticeboard for outside the Institute
6 x A4 Oak 2-bay Lockable External Notice Board Portrait Format (greenbarnes.co.uk)
It was proposed seconded and RESOLVED that a noticeboard valuing £1655.92 should be purchased as the one currently in situ was not only looking tired but challenging to open and pin items too and the noticeboard was after all the window to the Parish Council
25.27 To consider the following correspondence.
1. Rotary Club of the Deepings – Thank you for the grant founding towards the Deeping 10k and fun run which this year saw an 89% increase in participants and lots of positive feedback.
Noted.
2. William Hildyard Church of England Primary and Nursery School – As part of the necessary consultation regulations the School are asking DSJPC if they have any questions or objections to the proposed changes to William Hildyard Nursery, the de-designation of it, enabling them to be able to offer places with added flexibility
The Parish Council acknowledged the need for de-designation.
3. Lincolnshire Association of Local Councils - Pre-election briefing note and code of recommended practice on local authority publicity in England
Noted
4. Lincolnshire Neighbourhood Policing – A partner feedback form from the Beat Manager for Bourne and the Deepings asking for the Parish council’s comments/thoughts regarding the neighbourhood policing remodelling
thematic-briefing-nhp-remodel.pdf (lincolnshire-pcc.gov.uk)
Neighbourhood Policing Commitment 2023 (lincs.police.uk)
The Parish Council agreed the following responses to the 4 questions
1. negatively
2. negatively
3. declined
4. closure of police station, community policing panel meetings no longer held, removal of Police Community Support Officers in the Deepings have had a detrimental impact on the community.
5. Lincolnshire County Council – asking representatives such as parish councils to help set strategic and aspirational priorities in a draft public rights of way improvement plan for the next 10 years. Following this there will be a further consultation with the public. Rights of way improvement plan - Policies, strategies and plans – Lincolnshire County Council
It was proposed seconded and RESOLVED that Councillor Smith should complete his survey on behalf of Deeping St James Parish Council
6. South Kesteven District Council – Community grants and funding Officer inviting anybody who is interested to attend a community funding workshop at the Deepings Community Centre between 6pm and 8pm on Thursday 27 June 2024. Tickets can be booked by following the link below Select tickets – SKDC Community Funding Workshop – Deepings Community Centre (tickettailor.com)
Councillor Stevens advised that the date had since changed to 11 July 2024. Those interested in attending were asked to book their tickets directly.
7. UK Charity Electrical Safety first – Asking for the Parish Council to support the campaign to improve the safety of lithium batteries (used in e-bike and e-scooters) and their disposal (The Safety of Electric-Powered Micromobility Vehicles and Lithium Batteries Bill)
It was proposed seconded and RESOLVED to support in principle.
8. Local Cycling and Walking Infrastructure Plan (LCWIP) for The Deepings – Acceptance of Grant and entering contract with Sustrans.
Councillor Smith introduced this item advising that the Deepings Neighbourhood plan group had applied for and been successful in obtaining a grant of £29,220 from the UK Prosperity Fund being administered by SKDC. Deeping St James Parish Council would be acting as host, dealing with all the finances and entering into a contract with Sustrans for the required work.
Councillor Smith added that he would be attending the prosperity board meeting at SKDC on 15 July 2024 to speak in support of another grant from the UK Prosperity Fund for funding towards planning and consultation works to improve Jubilee Park once transferred from SKDC to DSJPC
25.28 To receive reports and minutes from committees, advisory committees, meetings, seminars, training and events or meetings of external bodies attended on the Council’s behalf and consider any recommendations from them:
1. 7pm Tuesday 4 June 2024 – Cemetery Committee meeting
The minutes had been circulated and there were no recommendations to Council from this meeting
2. 1.30pm Wednesday 5 June 2024 – Meeting with representatives from Citizens Advice South Lincolnshire along with representatives from DSJ United Charities and Market Deeping Town Council
The meeting notes had been circulated.
3. 10am Thursday 6 June 2024 - D-Day 80 flag raising and wreath laying at Riverside Park
Noted
4. 2pm Thursday 6 June 2024 – Meeting with representative from the Salvation Army regarding Carols in the Park on Friday 13 December 2024
Councillors Shinkins-Hoppe and Stevens met with a representative from the Salvation Army Band who agreed to the DSJ Carol event being held in the Marquee at The Waterton Arms rather than out in the open air at Jubilee Park. He will bring song sheets, the band and the choir and they will play/sing for 45 minutes. Councillor Shinkins-Hoppe proposed that the evening should be made more of an event with further entertainment following the Salvation Army. This was seconded and RESOLVED and it was agreed that the recreation and open spaces committee would consider this further when they met on 9 July 2024
5. 6pm Thursday 6 June 2024 – Meeting of the Deeping Fun Day Sunday working party
Councillor Shinkins-Hoppe confirmed that everything is coming together and that there is another meeting on Thursday 20 June 2024. Volunteers will be needed between 10am and 6pm on Sunday 7 July 2024
6. 9.15pm Thursday 6 June 2024 – D-Day 80 Beacon lighting at Jubilee Park
Several Councillors were present at this well attended event
7. 10am Sunday 9 Jun 2024 Civic Service for Market Deeping Town Mayor, Councillor Dr Pam Byrd
Councillors Dilks, Shinkins-Hoppe and Stevens attended.
8. 8pm Tuesday 11 June 2024 – Allotments committee meeting
Councillor Halls introduced the minutes of this meeting from which there was one recommendation from minute number 09.25 proposing that quotations should be obtained for a contractor to attend an abandoned plot to clear it prior to it being re-let.
It was acknowledged that an individual with a strimmer would take too long and as it was unknown what may be among the long grass the use of a strimmer could be hazardous so it was suggested an individual with a digger and skip could clear a plot effectively and quickly. It was proposed, seconded and RESOLVED to obtain quoted for digger and personnel hire.
It was RESOLVED to suspend standing orders and continue the meeting past 10pm to conclude the outstanding business.
9. Monday 17 June 2024 - the Annual General meeting of the Deeping Youth Group
Councillor Hosking attended this meeting which was in her opinion not an annual general meeting as no-one was elected/re-elected and no Chairman’s or Treasurer’s reports were received. The impact of the building work at the Cross School has affected the numbers attending as they are limited to 25 including staff when previously they could have up to 75. The building work is due to be completed on 24 September. They have considered applying to DSJ United Charities for a contribution to the rent or the Ministry of Dance for a reduction in the rent as the restrictions on available space and limited numbers has affected income.
A new fundraiser is soon to join the committee so they intend to apply to funding pots. There will also be an advertising campaign for more Trustees.
There have been noise complaints received following the attendees playing outside as they are congregating closer to residential properties due to the restrictions imposed because of the building work.
Councillors Hosking and Stevens agreed to discuss this further outside of the meeting and report back to the Parish Council and the Deepings Youth Group
25.29 Parish Pump - items for information or inclusion on future agendas.
Councillor Smith would be attending the SKDC funding committee meeting on 15 July 2024
Councillor Stevens requested that the Clerk share the SKDC art and culture consultation and encouraged everyone to complete it.
Councillor Stevens advised that StoryFest 2024 was successful and thanked the Parish Council for providing funding. Councillor Shinkins-Hoppe agreed that it was a huge success and feels that next year the Parish Council should provide more funding
Councillor Dilks advised that Age Concern Deepings are looking for more Drivers
Councillors Dilks, Halls, Rose, Shinkins-Hoppe and Stevens agreed to attend the Rose and Sweetpea Show on Saturday 29 June 2024 to represent the Parish Council
Councillors Bowell, Dilks, Halls, Hosking, Rose, Shinkins-Hoppe, Smith and Stevens agreed to assist with the setting up stewarding and clearing away at the Fun-day Sunday event on Sunday 7 July 2024
Meeting finished at 10.15pm