DEEPING ST JAMES PARISH COUNCIL

Draft minutes of the meeting of the Parish Council held at The Institute on Thursday, 28 March 2002.

Councillor Dilks, Chairman, presided over Councillors Abel, Anderson, Auger, Bulmer-Jones, Chambers, Fisk, Lewis, Shinkins, Stevens, Walker, Watkins and the clerk. P.C. Capp was also in attendance.

124    MATTERS RAISED IN THE OPEN FORUM None.

125    APOLOGIES FOR ABSENCE were received from Councillors Thompson and Warrick.

126    MINUTES OF THE PREVIOUS MEETING held on 28 February 2002, having previously been circulated, were approved as a true and correct record and signed by the Chairman.

127    MATTERS ARISING OUT OF THE MINUTES

.1 Bus shelters (114.2) The bus shelters opening ceremony has been arranged for 10.45am on Friday, 12 April 2002 at the Thackers Way shelter. Unfortunately, there has been a graffiti attack on this shelter so the clerk had obtained two quotations for cleaning all six on a regular basis Castle Cleaners £60, Starbright Cleaners £168. It was unanimously resolved to accept the quote from Castle Cleaners and the clerk is to ensure that the Thackers Way shelter is cleaned for the opening.

.2 Memorial (114.5) The clerk reported that formal consent had been received from the Environment Agency and that the artist expected to install the memorial and benches at the end of April.

.3 Gas lamp Church Hall car park (115.2) Advice had been sought concerning the cost to refurbish, repair and install the lamp near The Cross. In view of the age of the lamp, specialist work would be required and it would be expensive to lift and reset the cobbles by The Cross. The overall cost would be somewhere in the region of £1,000 and members agreed that this was too expensive a project to take on. It was agreed by 7 votes to 3 against with 1 abstention that the Parish Council regretfully turned down the offer of the lamp, but if the P.C.C. or the Church Hall Trustees were to take on the project in another location, then an application for assistance towards the cost could be considered in the usual manner.

.4 Presentation (115.5) Revised dates for this cancelled planning presentation were considered and it was agreed to accept Wednesday, 1 May 2002 at 7.30pm in the Town hall.

.5 Cemetery grounds maintenance (118) The clerk confirmed that the new contract had been formally confirmed. The clerk advised that Mr Huddlestone had been engaged on urgent works that day to remove a mattress and other items left near the shed by youths who had been generally causing a nuisance. The police had been informed and would be paying special attention to the area over the Easter holidays.

.6 A.P.M. (121) The clerk reported that the Church Hall was not available on 18 April 2002 and so the venue for the Annual Parish Meeting would be The Institute.

128    CORRESPONDENCE

.1 Community News Members were given a report detailing the response to the first edition of the newsletter, which had been very warmly received by residents. It was unanimously agreed that all respondents should have their comments acknowledged and that the clerk should answer any points where Council policy exists. Members of the Council were asked to review the comments and individually sponsor any other comments that were of specific interest to them and bring them forward as agenda items for future meetings.

.2 Deepings Re-cycling Centre The clerk reported that slow progress was being made to resolve the problems concerning the licensing of the Centre as the Environment Agency was still waiting for confirmation that the works in respect of Lincolnshire County Council’s planning permission had been completed. Councillors remain concerned about the lack of proper recycling facilities in the area and comment was made about the poor state of the Spalding site.

.3 Summer Playschemes Cllr Shinkins declared an interest and took no part in the discussion or voting. South Kesteven District Council has now advised that schemes could still be run without registration providing that session times were no longer than 1 hour 59 minutes and run according to previous good practice, which they were prepared to provide guidance upon. The Linchfield Playleaders had been approached to see whether they would be willing to resurrect their scheme in view of these developments. Although they agreed to reconsider for next year, they felt it was too late this year to start organising and that many of their staff had already arranged holidays. The Playleaders of the DSJ (Hereward) Scheme were content, as it would significantly cut down on onerous paperwork. It was unanimously agreed to accept the District Council’s proposals.

.4 Council Christmas tree A request for the Parish Council to provide a Christmas Tree in the parish was considered. The Parish Council has previously planted a tree at Exeter Close and contributed towards the cost of the illuminations at Market Deeping and it was felt that, as there wasn’t a defined centre of the parish, this should be the extent of the Council’s involvement.

.5 Planning application 181 Spalding Road A solicitor’s letter on behalf of the applicant was received complaining about comments made by a Councillor, and subsequently reported in the Stamford Mercury, when this application was discussed at the last meeting. In agreeing that the comments had been made from the heart, without malice and that no personal offence had been meant, members rejected the accusations and defended the role of Parish Councillors in the planning process. A letter of response drafted by the Chairman and clerk, and vetted by the Association, was unanimously approved with one minor amendment.

.6 Jubilee Playing Field regeneration project A complaint was heard concerning the fact that the Parish Council had listened to, and supported, residents in their particular concerns yet was still planning to go ahead with its proposals for the playing field against the wishes of residents of that area. A further issue was that there was an alternative site available and that there had been no information about the plans in the recent newsletter. Members responded that the other site had been considered and that the proposals had come about as a result of a democratic decision of the Council, which would only go ahead if sufficient funds were available and planning permission was forthcoming. The planning application was expected to be submitted shortly and would provide the opportunity for local residents to submit any objections to the Planning Authority (S.K.D.C.).

.7 Data protection The clerk advised that guidance had been received concerning recent changes to the law and it was possible that the Council may need to formally notify the Information Commissioner that it processes information. The clerk was asked to make the necessary enquiries. In the meantime, Cllr Warrick has removed members’ personal information from the website and will only replace it where there is the individual’s written consent.

.8 Other items noted ·    L.A.L.C. Circular 112. The Planning Green Paper response submitted by Cllr Warrick on Council’s behalf was approved.
·    Crime & Disorder seminar at Billingborough Village Hall on 24 April 2002.
·    Ethical Standards seminar at Billinghay Village Hall on 16 May 2002 clerk to attend.
·    L.C.C. Request for information about local voluntary groups.
·    Lincolnshire Police Mobile Police Station to visit the parish on 11 April 2002.
·    Deeping Swimming Club Acknowledgement of grant aid.
·    D.T.C.M.P. Report of meeting on 13 March 2002.
·    L.C.C. Pension Fund Actuarial Valuation and Annual Report.
·    S.K.D.C. Results of the recent Community Planning survey.
·    D.E.F.R.A. Campaign against illegal poisoning of wildlife.
·    Rural Links newsletter.

129    PLANNING MATTERS

Having regard to S.K.D.C.’s probity in matters relating to planning, Councillors Auger and Bulmer-Jones took no part in the discussion and did not register a vote. It was unanimously agreed to submit the following observations on the planning applications before the Council:

Ref. Address Proposal

S01/1491 Land off Knights Cl. Erection of four dwellings (amended plans). Objection. Site is too cramped for four dwellings, proposed access is detrimental to the amenity of 9 Knights Close. Query over the boundary of the site.

S02/0232 141 Swift Close Single-storey front and side extensions and erection of conservatory. No objection.

S02/0262 39 Park Road Single-storey rear extension. No objection.

S02/0300 97 Hereward Way Single-storey side extension. No objection.

S02/0325 27 Park Road Two-storey side extensions, erection of double garage and conservatory. No objection providing similar materials are used to match the existing appearance of the house.

S02/0327 28 Hereward Way Single-storey rear extension and erection of single garage. No objection.

S02/0365 Plot adj. 1 Priory Cl. Erection of pair of semi-detached bungalows. No objection.

S02/0379 51 Horsegate Extensions to bungalow to create two-storey dwelling. Plans only received on day of meeting defer to next meeting.

The following applications have been determined by the Planning Authority (S.K.D.C.) since the last Council meeting. The decisions, unless otherwise indicated, are in accordance with the Council’s previously notified observations:

Ref. Address Proposal Outcome

S01/1453 117 Spalding Rd Change of use to Class B1, B2 & B8 development. Approved.

S02/0072 84 Eastgate Erection of detached garage & alterations to house. Approved.

S02/0087 9 Sewell Close First floor & single storey extensions. Approved.

S02/0111 160 Eastgate Extension to garage. Approved.

S02/0134 R/o 12 Horsegate Erection of dwelling (Outline).
Refused * P.C. did not object.

S02/0222 11 Swift Close Two-storey extension. Approved.

130    ACCOUNTS FOR PAYMENT

It was unanimously resolved to pay the following accounts:

Payee Service/Item of Expenditure
Amount

Clerk
Salary
606.11

Postage

9.20

Mileage expenses: Play seminar Bourne 11.3.02

7.60

Office stationery

33.98

Inland Revenue
Quarterly PAYE/NIC
315.94

L.C.C.
Pension
139.36

Garden Groomers
Cemetery maintenance
564.00

Onyx UK Ltd
Litter picking Jubilee Playing Field
11.75

Adcentre Ltd
Printing and delivery of newsletter
183.30

Zetnet Ltd
Website annual fee
100.00

Audit Commission
Audit fee 2000/01
269.66

ESPO
Meeting Room tables, chairs & display boards
1,124.48

ABB Ltd
Lights maintenance contract The Cross
10.68

S.L.C.C. Publications
Manual New Audit regulations
9.95

SKDC
Cemetery rates
40.36

Autocross Plastics
Bus shelters (3)
9,123.89

W Huddlestone
Clearance of rubbish from cemetery
30.00

DSJ United Charities
Room hire 5.3.02
10.00

Total

12,590.26

131    REPORTS



.1 Liaison Group The report of the meeting held on 5 March 2002 was noted. Cllr Walker volunteered to represent Deeping St James as the moderator for the fledgling Deepings online website.

.2 Deepings T.C.M.P. Cllr Shinkins gave a verbal report of the meeting held on 13 March 2002. It was noted that the structure had changed and that instead of committees there would be four working parties each dedicated to a single issue. Disappointment was expressed concerning the way in which Deeping St James had been represented in the new Deepings tourism leaflet and this had been referred to South Kesteven District Council for urgent attention.

    Cllr Shinkins, who had another engagement, left the meeting at this point.

132    ITEMS TABLED FOR DISCUSSION

.1 Applications for grant aid The following applications were considered against the remaining budget of £430.

·    DSJ Community Primary School assistance towards cost of a travelling theatre performance. Proposed by Cllr Anderson, seconded by Cllr Abel - £152.75. Carried unanimously. Cllr Walker declared an interest and took no part in the discussion or voting.
·    Deepings Raft Race Committee contribution towards the cost of publicity programme for the celebrations of the Queen’s Golden Jubilee. Proposed by Cllr Anderson, seconded by Cllr Abel - £250. Carried unanimously.
·    Deeping Canoe Club safety related equipment. Proposed by Cllr Anderson, seconded by Cllr Abel defer to June meeting. Carried unanimously.
·    Parochial Church Council assistance towards C.C.T.V. camera for the Church. The clerk advised members that this application had been received after the deadline date. It was unanimously agreed that in fairness to other applicants, this application could not be considered at this meeting and should be deferred to the June meeting.

.2 Code of Conduct It was proposed by Cllr Dilks, seconded by Cllr Fisk and carried unanimously that the Deeping St James Parish Council resolves to adopt the statutory Model Code of Conduct for Members as provided in the Parish Councils (Model Code of Conduct) Order 2001 as its local code. It was agreed that all references to the masculine in the Code also referred to the feminine’

.3 Council policy update Members considered Council policies in light of the new Model Code of Conduct.

·    Correspondence. It was unanimously agreed to accept the guidance notes issued in L.A.L.C. Circular 112 (March 2002) for the treatment of correspondence received and sent by the Council. A copy of this guidance was made available to each member.
·    Planning applications. It was unanimously agreed that on receipt of an application, the clerk would notify the nearest member of its existence with a brief outline of the proposals and any relevant information/history. That member will take note of the application and if necessary, declare an interest immediately to enable the next nearest member to be informed. No contact should be made with either the applicant, agent or surrounding neighbours and any query raised by a member of the public either before or after the meeting should be referred to the office. The purpose of the advance notification is intended to enable the nearest member to be able to familiarise his/herself with the location and surrounding geography in the event that any questions arise at the Council meeting. Having regard to S.K.D.C.’s probity in matters relating to planning, Councillors Auger and Bulmer-Jones took no part in the discussion and did not register a vote.

.4 Finance Committee It was unanimously resolved to form a Finance Committee in view of the new Audit Regulations, which come into effect on 1 April 2002. It was agreed that the Committee should comprise of the Chair and Vice-Chair of the Council with three additional members, and in this respect Cllrs Chambers, Lewis and Stevens were unanimously elected to serve until May 2003. The clerk reported that advice on the new regulations had only been received that day and that the Audit Commission was proposing to change the auditors and introduce a fee structure which would actually cost this Council more than the current full’ audit system. The clerk was asked to write to the Audit Commission requesting that a review of this decision be urgently considered. The Finance Committee will consider the appointment of an Internal Auditor at its first meeting.

133    PARISH-PUMP

.1 Linchfield Road cycle path Cllr Anderson reminded members that it was now twelve months since this path was built yet the stay wires for the electricity poles had still not been re-located. The clerk advised that this was regularly referred to the Highways Surveyor, who had confirmed that the order had been outstanding with East Midlands Electricity for some time.

.2 Rycroft Avenue shops Cllr Walker reported that there were no dipped kerbs anywhere along the length of this road to enable motorised wheelchair users to access the shops. This will be referred to the Highways Surveyor for attention.

The meeting closed at 10.14pm

.1	Bus shelters (114.2)	The bus shelters opening ceremony has been arranged for 10.45am on Friday, 12 April 2002 at the Thackers Way shelter. Unfortunately, there has been a graffiti attack on this shelter so the clerk had obtained two quotations for cleaning all six on a regular basis Castle Cleaners £60, Starbright Cleaners £168. It was unanimously resolved to accept the quote from Castle Cleaners and the clerk is to ensure that the Thackers Way shelter is cleaned for the opening.

.2	Memorial (114.5)	The clerk reported that formal consent had been received from the Environment Agency and that the artist expected to install the memorial and benches at the end of April.

.3	Gas lamp Church Hall car park (115.2)	Advice had been sought concerning the cost to refurbish, repair and install the lamp near The Cross. In view of the age of the lamp, specialist work would be required and it would be expensive to lift and reset the cobbles by The Cross. The overall cost would be somewhere in the region of £1,000 and members agreed that this was too expensive a project to take on. It was agreed by 7 votes to 3 against with 1 abstention that the Parish Council regretfully turned down the offer of the lamp, but if the P.C.C. or the Church Hall Trustees were to take on the project in another location, then an application for assistance towards the cost could be considered in the usual manner.

.4	Presentation (115.5)	Revised dates for this cancelled planning presentation were considered and it was agreed to accept Wednesday, 1 May 2002 at 7.30pm in the Town hall.

.5	Cemetery grounds maintenance (118)	The clerk confirmed that the new contract had been formally confirmed. The clerk advised that Mr Huddlestone had been engaged on urgent works that day to remove a mattress and other items left near the shed by youths who had been generally causing a nuisance. The police had been informed and would be paying special attention to the area over the Easter holidays.

.6	A.P.M. (121)	The clerk reported that the Church Hall was not available on 18 April 2002 and so the venue for the Annual Parish Meeting would be The Institute.

.1	Community News	Members were given a report detailing the response to the first edition of the newsletter, which had been very warmly received by residents. It was unanimously agreed that all respondents should have their comments acknowledged and that the clerk should answer any points where Council policy exists. Members of the Council were asked to review the comments and individually sponsor any other comments that were of specific interest to them and bring them forward as agenda items for future meetings.

.2	Deepings Re-cycling Centre	The clerk reported that slow progress was being made to resolve the problems concerning the licensing of the Centre as the Environment Agency was still waiting for confirmation that the works in respect of Lincolnshire County Council’s planning permission had been completed. Councillors remain concerned about the lack of proper recycling facilities in the area and comment was made about the poor state of the Spalding site.

.3	Summer Playschemes	Cllr Shinkins declared an interest and took no part in the discussion or voting. South Kesteven District Council has now advised that schemes could still be run without registration providing that session times were no longer than 1 hour 59 minutes and run according to previous good practice, which they were prepared to provide guidance upon. The Linchfield Playleaders had been approached to see whether they would be willing to resurrect their scheme in view of these developments. Although they agreed to reconsider for next year, they felt it was too late this year to start organising and that many of their staff had already arranged holidays. The Playleaders of the DSJ (Hereward) Scheme were content, as it would significantly cut down on onerous paperwork. It was unanimously agreed to accept the District Council’s proposals.

.4	Council Christmas tree	A request for the Parish Council to provide a Christmas Tree in the parish was considered. The Parish Council has previously planted a tree at Exeter Close and contributed towards the cost of the illuminations at Market Deeping and it was felt that, as there wasn’t a defined centre of the parish, this should be the extent of the Council’s involvement.

.5	Planning application 181 Spalding Road	A solicitor’s letter on behalf of the applicant was received complaining about comments made by a Councillor, and subsequently reported in the Stamford Mercury, when this application was discussed at the last meeting. In agreeing that the comments had been made from the heart, without malice and that no personal offence had been meant, members rejected the accusations and defended the role of Parish Councillors in the planning process. A letter of response drafted by the Chairman and clerk, and vetted by the Association, was unanimously approved with one minor amendment.

.6	Jubilee Playing Field regeneration project	A complaint was heard concerning the fact that the Parish Council had listened to, and supported, residents in their particular concerns yet was still planning to go ahead with its proposals for the playing field against the wishes of residents of that area. A further issue was that there was an alternative site available and that there had been no information about the plans in the recent newsletter. Members responded that the other site had been considered and that the proposals had come about as a result of a democratic decision of the Council, which would only go ahead if sufficient funds were available and planning permission was forthcoming. The planning application was expected to be submitted shortly and would provide the opportunity for local residents to submit any objections to the Planning Authority (S.K.D.C.).

.7	Data protection	The clerk advised that guidance had been received concerning recent changes to the law and it was possible that the Council may need to formally notify the Information Commissioner that it processes information. The clerk was asked to make the necessary enquiries. In the meantime, Cllr Warrick has removed members’ personal information from the website and will only replace it where there is the individual’s written consent.

.8	Other items noted	· L.A.L.C. Circular 112. The Planning Green Paper response submitted by Cllr Warrick on Council’s behalf was approved. · Crime & Disorder seminar at Billingborough Village Hall on 24 April 2002. · Ethical Standards seminar at Billinghay Village Hall on 16 May 2002 clerk to attend. · L.C.C. Request for information about local voluntary groups. · Lincolnshire Police Mobile Police Station to visit the parish on 11 April 2002. · Deeping Swimming Club Acknowledgement of grant aid. · D.T.C.M.P. Report of meeting on 13 March 2002. · L.C.C. Pension Fund Actuarial Valuation and Annual Report. · S.K.D.C. Results of the recent Community Planning survey. · D.E.F.R.A. Campaign against illegal poisoning of wildlife. · Rural Links newsletter.


Ref.	Address	Proposal

S01/1491	Land off Knights Cl.	Erection of four dwellings (amended plans). Objection. Site is too cramped for four dwellings, proposed access is detrimental to the amenity of 9 Knights Close. Query over the boundary of the site.
S02/0232	141 Swift Close	Single-storey front and side extensions and erection of conservatory. No objection.
S02/0262	39 Park Road	Single-storey rear extension. No objection.
S02/0300	97 Hereward Way	Single-storey side extension. No objection.
S02/0325	27 Park Road	Two-storey side extensions, erection of double garage and conservatory. No objection providing similar materials are used to match the existing appearance of the house.
S02/0327	28 Hereward Way	Single-storey rear extension and erection of single garage. No objection.
S02/0365	Plot adj. 1 Priory Cl.	Erection of pair of semi-detached bungalows. No objection.
S02/0379	51 Horsegate	Extensions to bungalow to create two-storey dwelling. Plans only received on day of meeting defer to next meeting.

Payee	Service/Item of Expenditure	Amount
Clerk	Salary	606.11
	Postage	9.20
	Mileage expenses: Play seminar Bourne 11.3.02	7.60
	Office stationery	33.98
Inland Revenue	Quarterly PAYE/NIC	315.94
L.C.C.	Pension	139.36
Garden Groomers	Cemetery maintenance	564.00
Onyx UK Ltd	Litter picking Jubilee Playing Field	11.75
Adcentre Ltd	Printing and delivery of newsletter	183.30
Zetnet Ltd	Website annual fee	100.00
Audit Commission	Audit fee 2000/01	269.66
ESPO	Meeting Room tables, chairs & display boards	1,124.48
ABB Ltd	Lights maintenance contract The Cross	10.68
S.L.C.C. Publications	Manual New Audit regulations	9.95
SKDC	Cemetery rates	40.36
Autocross Plastics	Bus shelters (3)	9,123.89
W Huddlestone	Clearance of rubbish from cemetery	30.00
DSJ United Charities	Room hire 5.3.02	10.00
Total		12,590.26

.1	Liaison Group	The report of the meeting held on 5 March 2002 was noted. Cllr Walker volunteered to represent Deeping St James as the moderator for the fledgling Deepings online website.

.2	Deepings T.C.M.P.	Cllr Shinkins gave a verbal report of the meeting held on 13 March 2002. It was noted that the structure had changed and that instead of committees there would be four working parties each dedicated to a single issue. Disappointment was expressed concerning the way in which Deeping St James had been represented in the new Deepings tourism leaflet and this had been referred to South Kesteven District Council for urgent attention.

.1	Applications for grant aid	The following applications were considered against the remaining budget of £430. · DSJ Community Primary School assistance towards cost of a travelling theatre performance. Proposed by Cllr Anderson, seconded by Cllr Abel - £152.75. Carried unanimously. Cllr Walker declared an interest and took no part in the discussion or voting. · Deepings Raft Race Committee contribution towards the cost of publicity programme for the celebrations of the Queen’s Golden Jubilee. Proposed by Cllr Anderson, seconded by Cllr Abel - £250. Carried unanimously. · Deeping Canoe Club safety related equipment. Proposed by Cllr Anderson, seconded by Cllr Abel defer to June meeting. Carried unanimously. · Parochial Church Council assistance towards C.C.T.V. camera for the Church. The clerk advised members that this application had been received after the deadline date. It was unanimously agreed that in fairness to other applicants, this application could not be considered at this meeting and should be deferred to the June meeting.
.2	Code of Conduct	It was proposed by Cllr Dilks, seconded by Cllr Fisk and carried unanimously that the Deeping St James Parish Council resolves to adopt the statutory Model Code of Conduct for Members as provided in the Parish Councils (Model Code of Conduct) Order 2001 as its local code. It was agreed that all references to the masculine in the Code also referred to the feminine’

.3	Council policy update	Members considered Council policies in light of the new Model Code of Conduct. · Correspondence. It was unanimously agreed to accept the guidance notes issued in L.A.L.C. Circular 112 (March 2002) for the treatment of correspondence received and sent by the Council. A copy of this guidance was made available to each member. · Planning applications. It was unanimously agreed that on receipt of an application, the clerk would notify the nearest member of its existence with a brief outline of the proposals and any relevant information/history. That member will take note of the application and if necessary, declare an interest immediately to enable the next nearest member to be informed. No contact should be made with either the applicant, agent or surrounding neighbours and any query raised by a member of the public either before or after the meeting should be referred to the office. The purpose of the advance notification is intended to enable the nearest member to be able to familiarise his/herself with the location and surrounding geography in the event that any questions arise at the Council meeting. Having regard to S.K.D.C.’s probity in matters relating to planning, Councillors Auger and Bulmer-Jones took no part in the discussion and did not register a vote.
.4	Finance Committee	It was unanimously resolved to form a Finance Committee in view of the new Audit Regulations, which come into effect on 1 April 2002. It was agreed that the Committee should comprise of the Chair and Vice-Chair of the Council with three additional members, and in this respect Cllrs Chambers, Lewis and Stevens were unanimously elected to serve until May 2003. The clerk reported that advice on the new regulations had only been received that day and that the Audit Commission was proposing to change the auditors and introduce a fee structure which would actually cost this Council more than the current full’ audit system. The clerk was asked to write to the Audit Commission requesting that a review of this decision be urgently considered. The Finance Committee will consider the appointment of an Internal Auditor at its first meeting.

.1	Linchfield Road cycle path	Cllr Anderson reminded members that it was now twelve months since this path was built yet the stay wires for the electricity poles had still not been re-located. The clerk advised that this was regularly referred to the Highways Surveyor, who had confirmed that the order had been outstanding with East Midlands Electricity for some time.

.2	Rycroft Avenue shops	Cllr Walker reported that there were no dipped kerbs anywhere along the length of this road to enable motorised wheelchair users to access the shops. This will be referred to the Highways Surveyor for attention.