RAOS 2022 Minutes

DEEPING ST JAMES PARISH COUNCIL
The Institute, 38 Church Street, Deeping St James, PE6 8EP
E-mail: clerk@dsjpc.co.uk
Tel: 01778 343266
Webpage: //deeping-st-james.parish.lincolnshire.gov.uk Facebook: Deeping St James Parish Council
Parish Clerk: Julie Fortnum

Minutes of the recreation & opens spaces committee meeting held at 7.45pm on Tuesday 6 September 2022 in the meeting room at the Institute 38 Church Street Deeping St James PE6 8HD.

Present: Councillors Gilbert (ex-officio), Hall, Halls, Little, Olson, Stevens and Shinkins-Hoppe.

23.11 To receive apologies of absence.

All present 

22.12 To receive declarations of interest.

None declared. 

23.13 To agree the minutes of the meeting held on 5 July 2022. 

Agreed and signed. 

23.14 To receive the Clerk’s report.

-The independent operational play equipment inspection by a Royal Society for the prevention of accidents qualified Inspector took place in August and the maintenance team are working through the report to complete the repairs.

-The three summer activities funded for primary school aged children in the Parish were all very successful with lots of positive feedback being received by the organisers 

-There have been some incidences of vandalism in the parish at Hereward Way play area Jubilee Park and Woody Heights. The salt that was dispersed from the grit bin around Hereward Way play area was cleared away by the maintenance team; the fire damage to a piece of play equipment at Jubilee Park was reported to the police who closed the case as undetected as there were no witnesses or CCTV and to SKDC the owners of the piece of equipment who are pricing a replacement; the uprooting and moving of a bench at Woody Heights is under investigation still as CCTV has been provided. 

Councillor Little commented about the previously reported graffiti for which CCTV had been provided had not led to anybody being held accountable despite names being put forward and said that he felt the Police do not pursue such matters sufficiently. 

23.15 To consider the Lincolnshire Strong Voices Project, an initiative shared from the Lincolnshire Police and Crime Commissioner’s office by the Safer Together Co-ordinator.

It was agreed that this was not something the Parish Council felt they could facilitate. The Parish Clerk was asked to liaise with the Police Community Support Officer to see if they could work with teenagers when she visits the secondary school and the Youth Group.

23.16 To receive an update on the organisation of the event at Woody Heights recreation area and Skatepark on 24 September 2022. 

Councillor Shinkins-Hoppe has spoken to a local DJ who is willing to provide music for the event and she along with others is prepared to put on a BBQ providing hot dogs and drinks. 

The Parish Clerk advised that after seeing the advert in the recent newsletter, a local resident and long-term skater, who organised the event for the opening of the concrete skate park in 2017, had contacted the office offering to organise this event. It was agreed that his proposal to provide a DJ with his own decks, speakers and vinyls and a number of prizes obtained from a skate shop in Peterborough to give away during organised competitions at a cost of £400 was accepted. It was also agreed that refreshments (snacks and drinks) to the value of £100 should be purchased to give away on the day.  

This needs to be promoted as soon as possible via Facebook and posters in noticeboards and at the skatepark along with the volunteer event organiser promoted through their own social media sites.  

23.17 To receive an update on the organisation of the Bark in the Park Dog Show to be held on 2 October 2022. 

The Clerk has requested permission from SKDC to hold the event on their land. 

DSJPC’s public liability insurance will cover the event. 

Councillor Halls Rose and Stevens have met to progress the organisation of the event. 

Councillor Stevens has asked the Clerk for an invoice template and it is understood that the invoices will be raised in the name of Friends of Jubilee Park with all proceeds going to the Kids in Deepings play equipment refurbishment fund. 

As permission is being obtained in the name of DSJPC (and insurance cover also) the Parish Clerk as Financial Officer will require proof of income and expenditure. 

Donations are being collected for the tombola stall and Rosettes are being obtained. 

A number of sponsors are on side and there will be a cake, craft and trade stands.

The Clerk was asked to advise the local Ice Cream van of both of these events and Councillor Stevens said she would contact the local company to see if they could provide an outside catering unit.  

It was agreed that quotes for a portable to be made available at both events (under agenda items 23.16 and 23.17) should be obtained. 

23.18 To consider a report on the budget position to date and expected outturn by 31 March 2023. 

It was agreed that to Jubilee Park play equipment and play area improvement budgets totalling £25,000 should be transferred to earmarked reserves and along with other promised financial support should form a fund that could be used to apply for a match funded grant. Councillor Shinkins-Hoppe volunteered to look at the grant funding application form and work with the Clerk to complete it. 

It was also agreed that the £10,000 held in reserves from 2021/22 to cover the cost of the heightened fencing along one side of the multi-use games area at Woody Heights should be released. This was due to it being agreed that the project should no longer go ahead  as the most recent quotation received had been for £17,000 which was felt to be too expensive for the benefit it was going to bring. 

23.19 To consider the budget estimates for the financial year 2023/24 and make recommendations to the finance policy and personnel committee whose next meeting is on Tuesday 11 October 2022. 

23.20 To note the date of the next meeting – 7.00pm on Tuesday 3 January 2023.