DEEPING ST JAMES PARISH COUNCIL

Draft minutes of the meeting of the Parish Council held at The Institute on Thursday, 25 July 2002.

Councillor Fisk, Chairman, presided over Councillors Abel, Anderson, Auger, Bulmer-Jones, Chambers, Dilks, Hill, Lewis, Shinkins, Stevens and the clerk.

One member of the public was also in attendance.

024    MATTERS RAISED IN THE OPEN FORUM

.1 Church Walk It was reported that nettles and other weeds need cutting back. This will be referred to the Highways Surveyor.

.2 Litter bin High Locks It was reported that the bin on the Cambridgeshire side of the bank is missing. The Council can take no action in this respect but will refer the matter to Deeping Gate Parish Council.

.3 No waiting’ sign The sign near 64 Church Street is missing. This will be reported to the Highways Surveyor.

.4 Weed growth in River Welland Concern was expressed regarding the excessive weed growth this year and lack of attention by the Environment Agency to reduce it. It was felt that this is spoiling the parish’s best asset and agreed to invite a representative of the Environment Agency to a Parish Council meeting to discuss the matter further.

025    APOLOGIES FOR ABSENCE were received from Councillors Thompson, Walker and Warrick.

026    DECLARATIONS OF INTEREST

Members notified interests in the following items, completed the Register accordingly and in the case of prejudicial interests, left the meeting whilst the item was debated thereby taking no part and having no influence in the outcome:

Cllr Stevens         Prejudicial interest in Minute 030: Planning application for 41 Frognall property owner.
Cllr Lewis         Personal interest in Minute 032.2: Request to build BMX humps in Hereward Way play
                area neighbouring homeowner.

027    MINUTES OF THE PREVIOUS MEETING

The minutes of the meeting held on 27 June 2002, having previously been circulated, were approved as a true and correct record and signed by the Chairman.

028    MATTERS ARISING OUT OF THE MINUTES

.1 Planning application Jubilee Playing Field (013.3) The clerk reported that two letters of objection had been received, one of which had already been copied to South Kesteven District Council. In the case of the other, this was received after the deadline date and the clerk had immediately written to the writer advising urgent contact with the Planning Department to see whether the comments could be included. The objections contained therein echoed those raised at previous meetings.

.2 7.5t Weight restriction (018.2) Lincolnshire County Council has advised that all signs will be addressed as part of the restriction to ensure that vehicles do not stray into the ban area as a result of looking for the B1166. Whilst the re-routing may not happen at the same time as the introduction of the ban, it is expected that it will be addressed in due course.

.3 Liaison Group (021.1) A further series of meetings to work towards the five objectives have been arranged and will be subject of a full report at the August council meeting.

.4 Jubilee Playing Field project (021.2) The clerk reported that further advice had been received concerning Sport England’s preferred lighting levels and that recreational lighting would be permissible. It was understood that the planning application would be heard on 30 July 2002 and depending on the outcome, it would then be possible to submit further grant aid applications. The application to the Police Authority had been submitted and received support from the Local Authority Liaison Officer.

.5 Grant Aid (022.1) Acknowledgements of assistance have been received from the Deeping St James Parochial Church Council and Deepings Friendship Club for the Disabled.

029    CORRESPONDENCE

.1 Annual 10k Road Race Organisers, on behalf of Imperial Cancer Research Fund, were given permission to use the Jubilee Playing Field for the start and finish of the race, subject to the usual conditions.

.2 Rotary Tree planting A request for the Council’s consent to a tree-planting scheme on the Crowson Way/ Thackers Way play area was considered. The Parish Council welcomed the proposals in principle but had concerns about the chosen location on this field. Subject to the scheme being located in a different part, members were happy to give their blessing to this initiative aimed at encouraging children to take an interest in their local environment. It was hoped that daffodil bulbs could also be planted to provide additional interest and feature.

.3 Bus campaign Market Deeping Town Council has acknowledged the Council’s campaign and waits to hear of progress before considering any action. No response had so far been received from Stagecoach Eastern. Cllr Auger reported that Lincolnshire County Council had advised that there was no money available to extend its Rural Bus subsidy scheme. L.C.C. also provided details of the Rural Transport Grant, which would provide up to £10,000 over three years providing that the Parish Council could raise 25% of the overall cost. This grant scheme has been discussed by the Council before but, for a variety of reasons, has not been taken forward. There were mixed views as to how any grant might be best applied within this parish and also whether there was scope for recommencing discussions with Market Deeping Town Council. It was agreed that this should be an agenda item for the next meeting in order to determine the Parish Council’s policy on Rural Transport before taking the matter to the Deepings Councils’ Liaison Group.

.4 Cemetery shed The shed has now been disposed of and the gravedigger has agreed to store the Council’s equipment at his property, for an annual sum of £25.00. This charge was accepted.

.5 Other items noted ·    Lincolnshire Community Foundation: Scheme to unlock assets of inactive charities.
·    Deepings Community Partnership: Minutes of meeting held on 13 June 2002.
·    L.C.C. Free trees/hedges: Plants requested for Rycroft Avenue hedge scheme.
·    L.C.C. Highways Acknowledgement that the Council’s request for the footway to be extended as far as the Goat Inn, Frognall is included in the list of outstanding projects.
·    Commission for Racial Equality: Guidance books relating to the amended Act.
·    The Rose public house, Frognall: Notification of application to licensing justices’ for transfer of licence to Stephen Osborn and Jane Mote.
·    Notification that the local correspondent for the Lincolnshire Free Press and Stamford Mercury has resigned.
·    Ms M McDonagh: Request for local people to help with her thesis into local dialects.
·    L.C.C. Highways: Closure of Bridge Street on 11 August 2002 for annual raft race.
·    S.K.D.C. Performance Plan 2002-03.
·    Anglian Water: Drinking Water Quality Summary 2001.

030    PLANNING MATTERS

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

Ref. Address Proposal

S02/0796 R/o 27 Eastgate Erection of dwelling (outline). Objection Backland development.

S02/0877 53 Frognall Two-storey front extension & erection of double garage. No objection to the house extension. Objection to the garage as it is in front of the building line and inconsistent with other properties.

S02/0883 119a Eastgate Erection of conservatory to rear of bungalow. No objection.

S02/0898 41 Frognall Single-storey rear extension. No objection.

S02/0904 24 Horsegate Erection of conservatory to rear of house. No objection.

S02/0908 45 Manor Way Two-storey & single-storey side extensions. No objection.

S02/0925 16 Waterton Close Single-storey front extension. No objection.

S02/0928 Ampy Digilog, Frognall Extension to car park & erection of portable building. No objection to the car park extension. Objection to the portable building as it is two-storey where other buildings are single-storey and is over bearing in nature to nearby residential properties.

S02/0931 110 Church Street Demolition of extension and erection of two-storey rear extension. No objection by 6 votes to 1 against.

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

Ref. Address Proposal Outcome

S02/0155 Land at 72 Eastgate Erection of dwelling.
* Parish Council objected. Withdrawn.

S02/0223 Former pre-cast concrete works, Spalding Road Erection of eight dwellings. Refused.

S02/0404 34 Bridge Street Two-storey rear extension. Granted.

S02/0586 105 Eastgate Erection of double garage. Granted.

S02/0617 35 Rycroft Avenue Single-storey rear extension. Granted.

S02/0653 7 New Row Erection of conservatory. Granted.

S02/0654 61 Towning Close Two-storey side extension. Granted.

S02/0672 96 Millfield Road Two storey side & single-storey rear extensions. Granted.

S02/0677 62 Towning Close Relocation of 2m boundary fence. Granted.

S02/0730 45 Rycroft Avenue Single-storey rear extension & rear extension to garage. Granted.

S02/0738 10a Bridge Street Change of use to tanning studio/salon. Granted.

S02/0758 16 Frognall Extensions to bungalow. Granted.

031    ACCOUNTS FOR PAYMENT

It was unanimously resolved to pay the following accounts:

Payee Service/Item of Expenditure
Amount

Clerk
Salary
607.80

L.C.C.
Pension
137.18

Huddlestone Landscapes
Cemetery maintenance (2)
240.00

Onyx UK Ltd
Litter picking Jubilee Playing Field
11.75

Adcentre Ltd
Meetings advert (subject to 50% reimbursement from M.D.T.C.).
30.55

Powergen Plc
Electricity supply The Cross lights
5.43

J R Reedman
Storage of Council’s burial accoutrements (per annum)
25.00

Cornhill Insurance Plc
Playscheme insurance (subject to reimbursement by DSJ Playscheme)
36.75

Castle Cleaners
Bus shelter cleaning & graffiti removal
65.00

S W Fisk
Re-imbursement of purchase of weed killer for footpaths
19.96

Total

1179.42

032    REPORTS

.1 Annual Footpaths inspection Cllr Fisk reported that both events had been extremely well attended and that the footpaths were found to be in good condition with no major problems to report. The clerk was asked to provide a copy of the report to the landowners concerned and also chase progress on the claimed path on the riverbank. It was further agreed to contact Deepings Heritage to see whether their Footpaths Map could be re-printed, and to seek permission to add it to the Council’s website and possibly include it within a future edition of the newsletter.

.2 Cemetery Committee The minutes of the meeting held on 24 July 2002 were received and the recommendations unanimously adopted. It was agreed that the Council would give its conditional consent to local youths building BMX humps in the adjoining play area and that the Committee should liase with S.K.D.C. concerning construction on the Council’s behalf. The clerk was asked to review the Council’s burial literature to ensure that all parties understood that the new portion of the cemetery is to be lawned only. The next issue of the newsletter is to carry an article explaining that this is for grounds-maintenance purposes. The minutes can be accessed through the Council’s minute book or website.

.3 Accounts & Audit practice The clerk’s report on the implications of the new regulations was noted. It was unanimously agreed to accept the following recommendations:

1.    The following additions are entered into the Parish Council’s standing orders:

(i)    The Parish Council shall receive the accounts for the previous financial year ending 31 March at its April meeting for adoption.
(ii)    The Parish Council shall delegate to the Finance Committee responsibility for all matters relating to the annual audit, including completion of the Statement of Responsibility within the Annual Return and the appointment of an Internal Auditor.

2.    The Finance Committee is to undertake a review of the Council’s standing orders in respect of financial and other matters and submit any recommendations to the full Council in due course.

3.    The Finance Committee is to draw up a Financial Regulations protocol for adoption by the full Council in due course.

4.    The Finance Committee is authorised to offer remuneration to the Internal Auditor appointment to a maximum of £100 per annum.

It was further agreed that a meeting of the Finance Committee would be held at 8pm on Monday, 2 September 2002 at The Institute to commence this work programme.

.4 Deepings Management Partnership Cllr Shinkins reported on the meeting held on 16 July 2002, which was principally held to discuss the public meeting arranged for 16 September to launch the re-focused Partnership. Invitations were being sent to local groups and organisations; the Parish Council will be included and all members are able to attend. Members generally welcomed the principles behind the new Partnership but sought clarification of its intended relationship with the Parish and Town Councils. It was also felt that this was too bigger brief for one representative from the Parish Council to handle and agreed that other members should consider supporting Cllr Shinkins on the Partnership. Cllr Shinkins requested the Council’s permission to speak at the launch meeting on Youth and Leisure issues and agreed to produce a paper for prior approval at the next meeting. This was unanimously agreed; Cllr Auger abstained due to his portfolio responsibilities at South Kesteven District Council.

033    ITEMS TABLED FOR DISCUSSION

.1 Thackers Way/ Crowson Way junction Cllr Anderson drew members’ attention to the traffic problems at this junction, which he believed would result in an accident. Cars park on both sides of the mouth of the junction to visit the vet and other shops, and the problem is exacerbated by the double-decker buses crossing over at this particular point. The proximity to the primary school and the large open space play area and playground all contributed to the danger. It was agreed that the matter should be referred to the Highways Surveyor for an urgent site survey.

.2 Memorial project Cllr Lewis informed members that the outstanding issues had been resolved and that the artist would be installing the structures on 30 July. A site meeting has been arranged to agree the exact layout before installation commenced. It was agreed that a formal opening ceremony should be held and suggested that 21 September be proposed to Market Deeping Town Council as a suitable date. Cllr Stevens volunteered to work with a representative from Market Deeping Town Council to co-ordinate the event.

.3 Community News -responses Members studied the report on the responses to the latest issue of the newsletter and noted the comments made. Cllr Auger drew members’ attention to the omission of recognition of grant aid for projects such as the bus shelters and playscheme. It was agreed that this had been an oversight and would be corrected in the next issue. All projects receiving assistance from other bodies will be automatically recognised in future.

034    PARISH-PUMP

.1 Gravel pits Station Road Cllr Anderson reported that the second of the pits was for sale and that the Lincolnshire Wildlife Trust hoped to purchase it, subject to grant aid, to extend the area about to be handed over following the completion of the gravel extraction works. The Parish Council agreed that this was a suitable use for the site and supported the Trust in its endeavours.

.2 Deepings School Cllr Anderson requested that the Deepings School’s bid to become a business and enterprise specialist school is an agenda item for the next meeting.

The meeting closed at 10.05pm.

.1	Church Walk	It was reported that nettles and other weeds need cutting back. This will be referred to the Highways Surveyor.

.2	Litter bin High Locks	It was reported that the bin on the Cambridgeshire side of the bank is missing. The Council can take no action in this respect but will refer the matter to Deeping Gate Parish Council.

.3	No waiting’ sign	The sign near 64 Church Street is missing. This will be reported to the Highways Surveyor.

.4	Weed growth in River Welland	Concern was expressed regarding the excessive weed growth this year and lack of attention by the Environment Agency to reduce it. It was felt that this is spoiling the parish’s best asset and agreed to invite a representative of the Environment Agency to a Parish Council meeting to discuss the matter further.

.1	Planning application Jubilee Playing Field (013.3)	The clerk reported that two letters of objection had been received, one of which had already been copied to South Kesteven District Council. In the case of the other, this was received after the deadline date and the clerk had immediately written to the writer advising urgent contact with the Planning Department to see whether the comments could be included. The objections contained therein echoed those raised at previous meetings.

.2	7.5t Weight restriction (018.2)	Lincolnshire County Council has advised that all signs will be addressed as part of the restriction to ensure that vehicles do not stray into the ban area as a result of looking for the B1166. Whilst the re-routing may not happen at the same time as the introduction of the ban, it is expected that it will be addressed in due course.

.3	Liaison Group (021.1)	A further series of meetings to work towards the five objectives have been arranged and will be subject of a full report at the August council meeting.

.4	Jubilee Playing Field project (021.2)	The clerk reported that further advice had been received concerning Sport England’s preferred lighting levels and that recreational lighting would be permissible. It was understood that the planning application would be heard on 30 July 2002 and depending on the outcome, it would then be possible to submit further grant aid applications. The application to the Police Authority had been submitted and received support from the Local Authority Liaison Officer.

.5	Grant Aid (022.1)	Acknowledgements of assistance have been received from the Deeping St James Parochial Church Council and Deepings Friendship Club for the Disabled.

.1	Annual 10k Road Race	Organisers, on behalf of Imperial Cancer Research Fund, were given permission to use the Jubilee Playing Field for the start and finish of the race, subject to the usual conditions.

.2	Rotary Tree planting	A request for the Council’s consent to a tree-planting scheme on the Crowson Way/ Thackers Way play area was considered. The Parish Council welcomed the proposals in principle but had concerns about the chosen location on this field. Subject to the scheme being located in a different part, members were happy to give their blessing to this initiative aimed at encouraging children to take an interest in their local environment. It was hoped that daffodil bulbs could also be planted to provide additional interest and feature.

.3	Bus campaign	Market Deeping Town Council has acknowledged the Council’s campaign and waits to hear of progress before considering any action. No response had so far been received from Stagecoach Eastern. Cllr Auger reported that Lincolnshire County Council had advised that there was no money available to extend its Rural Bus subsidy scheme. L.C.C. also provided details of the Rural Transport Grant, which would provide up to £10,000 over three years providing that the Parish Council could raise 25% of the overall cost. This grant scheme has been discussed by the Council before but, for a variety of reasons, has not been taken forward. There were mixed views as to how any grant might be best applied within this parish and also whether there was scope for recommencing discussions with Market Deeping Town Council. It was agreed that this should be an agenda item for the next meeting in order to determine the Parish Council’s policy on Rural Transport before taking the matter to the Deepings Councils’ Liaison Group.

.4	Cemetery shed	The shed has now been disposed of and the gravedigger has agreed to store the Council’s equipment at his property, for an annual sum of £25.00. This charge was accepted.

.5	Other items noted	· Lincolnshire Community Foundation: Scheme to unlock assets of inactive charities. · Deepings Community Partnership: Minutes of meeting held on 13 June 2002. · L.C.C. Free trees/hedges: Plants requested for Rycroft Avenue hedge scheme. · L.C.C. Highways Acknowledgement that the Council’s request for the footway to be extended as far as the Goat Inn, Frognall is included in the list of outstanding projects. · Commission for Racial Equality: Guidance books relating to the amended Act. · The Rose public house, Frognall: Notification of application to licensing justices’ for transfer of licence to Stephen Osborn and Jane Mote. · Notification that the local correspondent for the Lincolnshire Free Press and Stamford Mercury has resigned. · Ms M McDonagh: Request for local people to help with her thesis into local dialects. · L.C.C. Highways: Closure of Bridge Street on 11 August 2002 for annual raft race. · S.K.D.C. Performance Plan 2002-03. · Anglian Water: Drinking Water Quality Summary 2001.

Ref.	Address	Proposal

S02/0796	R/o 27 Eastgate	Erection of dwelling (outline). Objection Backland development.
S02/0877	53 Frognall	Two-storey front extension & erection of double garage. No objection to the house extension. Objection to the garage as it is in front of the building line and inconsistent with other properties.
S02/0883	119a Eastgate	Erection of conservatory to rear of bungalow. No objection.
S02/0898	41 Frognall	Single-storey rear extension. No objection.
S02/0904	24 Horsegate	Erection of conservatory to rear of house. No objection.
S02/0908	45 Manor Way	Two-storey & single-storey side extensions. No objection.
S02/0925	16 Waterton Close	Single-storey front extension. No objection.
S02/0928	Ampy Digilog, Frognall	Extension to car park & erection of portable building. No objection to the car park extension. Objection to the portable building as it is two-storey where other buildings are single-storey and is over bearing in nature to nearby residential properties.
S02/0931	110 Church Street	Demolition of extension and erection of two-storey rear extension. No objection by 6 votes to 1 against.

Payee	Service/Item of Expenditure	Amount
Clerk	Salary	607.80
L.C.C.	Pension	137.18
Huddlestone Landscapes	Cemetery maintenance (2)	240.00
Onyx UK Ltd	Litter picking Jubilee Playing Field	11.75
Adcentre Ltd	Meetings advert (subject to 50% reimbursement from M.D.T.C.).	30.55
Powergen Plc	Electricity supply The Cross lights	5.43
J R Reedman	Storage of Council’s burial accoutrements (per annum)	25.00
Cornhill Insurance Plc	Playscheme insurance (subject to reimbursement by DSJ Playscheme)	36.75
Castle Cleaners	Bus shelter cleaning & graffiti removal	65.00
S W Fisk	Re-imbursement of purchase of weed killer for footpaths	19.96
Total		1179.42

.1	Annual Footpaths inspection	Cllr Fisk reported that both events had been extremely well attended and that the footpaths were found to be in good condition with no major problems to report. The clerk was asked to provide a copy of the report to the landowners concerned and also chase progress on the claimed path on the riverbank. It was further agreed to contact Deepings Heritage to see whether their Footpaths Map could be re-printed, and to seek permission to add it to the Council’s website and possibly include it within a future edition of the newsletter.

.2	Cemetery Committee	The minutes of the meeting held on 24 July 2002 were received and the recommendations unanimously adopted. It was agreed that the Council would give its conditional consent to local youths building BMX humps in the adjoining play area and that the Committee should liase with S.K.D.C. concerning construction on the Council’s behalf. The clerk was asked to review the Council’s burial literature to ensure that all parties understood that the new portion of the cemetery is to be lawned only. The next issue of the newsletter is to carry an article explaining that this is for grounds-maintenance purposes. The minutes can be accessed through the Council’s minute book or website.

.3	Accounts & Audit practice	The clerk’s report on the implications of the new regulations was noted. It was unanimously agreed to accept the following recommendations: 1. The following additions are entered into the Parish Council’s standing orders: (i) The Parish Council shall receive the accounts for the previous financial year ending 31 March at its April meeting for adoption. (ii) The Parish Council shall delegate to the Finance Committee responsibility for all matters relating to the annual audit, including completion of the Statement of Responsibility within the Annual Return and the appointment of an Internal Auditor. 2. The Finance Committee is to undertake a review of the Council’s standing orders in respect of financial and other matters and submit any recommendations to the full Council in due course. 3. The Finance Committee is to draw up a Financial Regulations protocol for adoption by the full Council in due course. 4. The Finance Committee is authorised to offer remuneration to the Internal Auditor appointment to a maximum of £100 per annum. It was further agreed that a meeting of the Finance Committee would be held at 8pm on Monday, 2 September 2002 at The Institute to commence this work programme.

.4	Deepings Management Partnership	Cllr Shinkins reported on the meeting held on 16 July 2002, which was principally held to discuss the public meeting arranged for 16 September to launch the re-focused Partnership. Invitations were being sent to local groups and organisations; the Parish Council will be included and all members are able to attend. Members generally welcomed the principles behind the new Partnership but sought clarification of its intended relationship with the Parish and Town Councils. It was also felt that this was too bigger brief for one representative from the Parish Council to handle and agreed that other members should consider supporting Cllr Shinkins on the Partnership. Cllr Shinkins requested the Council’s permission to speak at the launch meeting on Youth and Leisure issues and agreed to produce a paper for prior approval at the next meeting. This was unanimously agreed; Cllr Auger abstained due to his portfolio responsibilities at South Kesteven District Council.

.1	Thackers Way/ Crowson Way junction	Cllr Anderson drew members’ attention to the traffic problems at this junction, which he believed would result in an accident. Cars park on both sides of the mouth of the junction to visit the vet and other shops, and the problem is exacerbated by the double-decker buses crossing over at this particular point. The proximity to the primary school and the large open space play area and playground all contributed to the danger. It was agreed that the matter should be referred to the Highways Surveyor for an urgent site survey.

.2	Memorial project	Cllr Lewis informed members that the outstanding issues had been resolved and that the artist would be installing the structures on 30 July. A site meeting has been arranged to agree the exact layout before installation commenced. It was agreed that a formal opening ceremony should be held and suggested that 21 September be proposed to Market Deeping Town Council as a suitable date. Cllr Stevens volunteered to work with a representative from Market Deeping Town Council to co-ordinate the event.

.3	Community News -responses	Members studied the report on the responses to the latest issue of the newsletter and noted the comments made. Cllr Auger drew members’ attention to the omission of recognition of grant aid for projects such as the bus shelters and playscheme. It was agreed that this had been an oversight and would be corrected in the next issue. All projects receiving assistance from other bodies will be automatically recognised in future.

.1	Gravel pits Station Road	Cllr Anderson reported that the second of the pits was for sale and that the Lincolnshire Wildlife Trust hoped to purchase it, subject to grant aid, to extend the area about to be handed over following the completion of the gravel extraction works. The Parish Council agreed that this was a suitable use for the site and supported the Trust in its endeavours.

.2	Deepings School	Cllr Anderson requested that the Deepings School’s bid to become a business and enterprise specialist school is an agenda item for the next meeting.