DEEPING ST JAMES PARISH COUNCIL

Minutes of the meeting of the Parish Council held at The Institute on Thursday, 28 November 2002.

Councillor Fisk, Chairman, presided over Councillors Abel, Auger, Bulmer-Jones, Chambers, Hill, Lewis, Shinkins, Stevens, Thompson, Walker, Warrick and the clerk. One member of the public was in attendance.

071    MATTERS RAISED IN THE OPEN FORUM

.1 Re-cycling Centre The operator reported that confirmation had been received that certain exemption licences had been granted and that the final exemption would be in place once the concrete works were completed. Members were pleased to hear this and asked if the kerb-side collection service would be re-instated. It was reported that no decision had been made, as this was dependent on the payment of recycling credits and the service to be introduced by SKDC.

072    RESIGNATION OF COUNCILLOR

Cllr Walker tendered his resignation in view of his impending move away from the area. Cllr Walker was thanked for his contribution and wished good luck for the future. It was resolved that a casual vacancy for a councillor existed but in view of the next ordinary election being due within six months, further resolved not to offer the vacancy for co-option. Cllr Walker left the meeting at this point.

073    APOLOGIES FOR ABSENCE were received from Councillors Anderson, Dilks and Watkins.

074    DECLARATIONS OF INTEREST

Members notified interests in the following items and completed the Register accordingly:

Cllr Shinkins     Personal interest in Minute 078 ref. S02/1437 & LB/5934 known to applicants.
Cllr Warrick         Personal interest in Minute 078 ref. S02/1499 & LB/5934 known to applicants.

075    MINUTES OF THE PREVIOUS MEETING held on 31 October 2002, having previously been circulated, were approved as a true and correct record and signed by the Chairman.

076    MATTERS ARISING OUT OF THE MINUTES

.1 Memorial/ Remembrance Day (064.2 & 065.5) Market Deeping Town Council has agreed to keep the Memorial Group for the time being and to also have the plaque installed at an angle rather than flush with the ground. Cllr Lewis reported that there had been an excellent turn out for the marking of the two minute silence’ on Remembrance Day and that it was hoped that it would become an annual event at this location. Councillors Abel, Lewis, Warrick and the clerk had represented the Council.

.2 Police funding (065.1) The Home Office has acknowledged the Councils’ concerns and advised on the background to proposed changes to the method of determining the settlement.

.3 Welland SSP (065.2) The clerk confirmed that the application had been submitted following advice and assistance from the Economic Development Manager at S.K.D.C.

.4 Cycling on paths (065.3) The Head Teacher of the Deepings School has suggested that the Parish Council submit an article for inclusion in their newsletter. Cllr Stevens volunteered to write the article.

.5 Street map (065.4) The clerk advised that Codair, the company who provides street maps on behalf of L.C.C., had agreed to provide a laminated copy for use in the Parish Council’s notice board.

.6 Safety barrier (065.7) The L.C.C. Highways Surveyor has agreed to provide a suitable piece of barrier providing the Council arranges for collection and installation. This offer was accepted.

.7 Planning breach (066) The Enforcement Officer is aware of the situation and has instigated action. It is anticipated that a planning application in relation to the breach will be submitted in due course.

.8 Drugs Awareness (068.3) The next meeting of the Group will be held on 9 January 2003 with members of the Deepings Youth Forum invited to attend. Cllr Auger requested further information in order that he could attend along with Councillors Shinkins and Stevens.

.9 Dangerous junction (069.1) Members heard that the L.C.C. Area Highways Surveyor believed that the reduction in traffic since the opening of the bypass in conjunction with the proposed extension of the 30mph speed restriction would resolve the problems at this junction. Members were not satisfied with this response and continued to seek an investigation into other measures. It was further reported that the Governors of The Deepings School supported the Parish Council in this matter and had independently written to the Highways Surveyor.

077    CORRESPONDENCE

.1 Bus services campaign Stagecoach East has responded warmly to the Parish Council’s campaign albeit guardedly in terms of the financial viability of enhancing the timetable. Cllr Warrick had drafted a letter aimed at resolving some of the issues raised and it was unanimously resolved to accept this as the Council’s response.

.2 Extension of 30 mph speed limit on B1525 L.C.C. Highways has proposed reducing the entire length of the 40mph restriction on the B1525 to 30mph. Members warmly welcomed the proposals, which matched views expressed during the previous consultation. Concern was registered about enforcement in view of the straightness, width and surface quality of the road concerned. It was unanimously resolved to request that cycle lanes be introduced on both sides of the highway, with suitable crossing points provided, to restrict the width of the road thus having the effect of slowing down traffic and providing cyclists a safe route to the Deepings School.

.3 Cemetery rating appeal The clerk advised that the Valuation Officer had submitted a revised valuation in advance of the tribunal hearing. It was unanimously resolved to accept the valuation.

.4 Other items noted ·    Lincolnshire Police - Archer data supports speed enforcement on Linchfield Road but not Bridge Street. Attention to be paid to Linchfield Road and a further survey to be carried out in Bridge Street in due course.
·    Dog fouling - complaint concerning verges on Broadgate Lane.
·    Environment Agency - Lincolnshire Flood Action Partnership events.
·    Countryside Agency - newsletter and Parish Transport guide.
·    N.A.L.C. Legal guidance on the ethical framework of local councils.
·    Lincolnshire Police mobile police station to visit on 27 February 2003.
·    Nene Housing Society Ltd Annual Report 2001/02.
·    L.C.C. Highways Salting route information, including Crowson Way bus route.
·    L.C.C. Education & Cultural Services School Organisation Plan 2002-07.
·    Deepings Community Trust Ltd Winner of award for the garden.
·    Deepings Youth Centre Open invitation for members to meet the new Leader.
·    Market Deeping Town Council invitation to Mayor’s Christmas buffet on 11.12.02.

078    PLANNING MATTERS

Having regard to probity in matters relating to planning Cllrs Auger and Bulmer-Jones, as members of S.K.D.C., took no part in the discussion and did not register a vote. The Chair of the Planning Committee presented the Committee’s recommendations, which had been agreed at its meeting held before the Council meeting. It was unanimously resolved to accept the recommendations and submit the following observations to the applications before the Council:

Ref. Address Proposal

S02/1299 153 Eastgate Use of glass houses for fish farming. No objection.

S02/1374 Hards Lane, Frognall Extensions to warehouse. No objection providing the buildings are green clad and a tree belt is provided in the interests of the visual impact of the open countryside.

S02/1425 Plots 4 & 5, Spalding Rd Erection of two dwellinghouses. No objection providing that any trees removed during construction or during occupation of the dwellings are replaced in the interests of the natural amenity of the area.

S02/1437 39 Burchnall Close Two-storey side extension & erection of double garage. No objection to the extension. No objection to the garage providing it has a pitched roof in the interest of the general and visual amenity of the surrounding area.

S02/1455 39 Cowslip Drive Single-storey front extension & porch. No objection.

S02/1492 69 Lady Margaret’s Avenue Two-storey side extension. No objection.

S02/1499 12 Linchfield Close Two-storey side extension & erection of double garage. No objection.

S02/1517 Junction - Speedwell Court/ Lady Margaret’s Avenue Erection of postal pouch box. No objection.

S02/LB/5934 40 Church Street Alterations to listed building (listed building consent). No objection.

S02/1540 Plot adj. 105 Eastgate Erection of dwellinghouse & garage. Application not received in time for the meeting. Agreed to delegate to Chair of Committee providing that the application did not differ from that received earlier in the year, otherwise defer to next meeting on the Planning Committee.

The following applications have been determined by the Planning Authority since the last Council meeting. The decisions are in accordance with the Council’s previously notified observations:

Ref. Address Proposal Outcome

S02/1296 110a Church Street Externally illuminated advertisement. Approved.

S02/1300 143 Eastgate Erection of conservatory. Approved.

S02/1311 Tyesmead, Spalding Rd Single-storey rear extension. Approved.

Members accepted the explanation by the Planning Authority concerning the reasons for the removal of the occupancy condition at Llamedos, Back Lane but remained concerned that a precedent had been set for further residential development. The revised Planning Enforcement Appeal notice in connection with the use of land at 153 Eastgate was received without further comment; it was agreed that Cllr Lewis would represent the Parish Council in place of Cllr Warrick.

079    ACCOUNTS FOR PAYMENT

It was unanimously resolved to pay the following accounts:

Payee Service/Item of Expenditure (Relevant power to incur)
Amount

Clerk
Salary including overtime for November (LGA 1972, s 112)
767.21

Mileage expenses: Skate park meeting 15.11.02 & Clerks’ Course 20.11.02 (LGA 1972, s 174)

32.70

Postage (LGA.1972, s 111)

46.00

L.C.C.
Pension (LG Pension scheme Regs 1997)
183.46

Huddlestone Landscapes
Cemetery maintenance (LGA 1972, s 214)
240.00

Onyx UK Ltd
Litter picking Jubilee Playing Field (OSA 1906, s 10)
11.75

DSJ United Charities
Room hire Committee meetings 20.11.02 (LGA 1972, s 133)
10.00

R Taylor
Linchfield notice board vandalism repairs (LGA 1972, s 232)
20.00

B.T.
Quarter telephone account (LGA 1972, s 111)
133.95

Autocross
Replacement timetable information board (LG (MP) Act 1953, s 4)
411.25

M Warrick
Re-imbursement of costs replacement bus timetables (LG (MP) A 1953, s 4)
2.00

Total

1858.32

It was resolved that, in pursuance of the power conferred by section 137 of the Local Government Act 1972 (as amended) and being of the opinion that the expenditure satisfies the requirements of that section, the Council approves the payment of the sum of £25 to The Deepings School in respect of the annual presentation prize.

080    REPORTS

.1 Cemetery Committee The Minutes of the meeting held on 13 November 2002 were received and it was unanimously resolved to accept all the recommendations contained therein.

.2 Bus Shelters Committee The Minutes of the meeting held on 20 November 2002 were received and it was unanimously resolved to accept all the recommendations contained therein.

.3 Finance Committee The Minutes of the meeting held on 20 November 2002 were received and it was unanimously resolved to accept the recommendation contained therein. The clerk reported that the first meeting with the Internal Auditor had taken place and had proved most positive. The Internal Auditor will make a series of inspections, some of which will be planned in order to deal with specific areas of finance and control, and will provide an interim and final report each year to the Council on the findings.

.4 Clerk’s Training It was unanimously resolved to defer this report to the next meeting to enable a written report to be presented.

.5 Jubilee Playing Field Project update The clerk reported letters of support for the project from The Deepings School, Deeping St James Community Primary School and the Deepings Carnival Committee. The pre-application papers had been submitted to Sport England in relation to the National Lottery bid and advice from SKDC in this respect had been sought. It was resolved that a project update should be included on the agenda for each meeting in the form of a clerk’s report.

081    ITEMS TABLED FOR DISCUSSION

.1 Standing Orders & Financial Regulations It was unanimously resolved to adopt the Standing Orders and Financial Regulations documents as presented by the Finance Committee. It was further unanimously resolved that the former should be reviewed annually, the latter bi-annually.

.2 Freedom of Information Act 2000 Having due regard to the clerk’s report on the implications of the Act, it was unanimously resolved to adopt the Model Publication Scheme for Local Councils; core classes and core information within those classes only. It was further unanimously resolved to apply the following charges:

·    Detailed search of records (for example the Council Minutes) needing the assistance of the Parish Clerk will be subject to a charge of £12 per hour or part of, charged to the nearest five minutes, and will require 20 days written notice in order to meet the specific request.
·    Production of copies 10p per A4 sheet.

.3 Cemetery extension/ future of Hereward Way play area The clerk reported that 36 responses had been received to the article in the Newsletter concerning the location of the cemetery extension. 32 responses, one of which included a petition containing 20 signatures, were strongly in favour of extending the cemetery into the play area, as had originally been planned when the land was purchased. Two were for keeping the play area and moving the cemetery to a new location, and the remaining two wanted a combination of both. Having due regard to the qualitative data produced by the survey, it was resolved by 11 votes to 0 with 1 abstention to embrace the commitment under the terms of the covenant to provide burial land at the current site. As only a small portion of the play area is required at this time for the cemetery extension, it was further resolved by 11 votes to 0 with 1 abstention to offer SKDC the facility to move the play equipment further along the site until such time as the land is required for burial purposes.

.4 Playscheme 2003 Cllr Shinkins, in her capacity as Play Leader for the Deeping St James (Hereward) Scheme presented a report on the recent meeting of Playleaders. Members were concerned to learn that Ofsted regarded the Parish Council as the employer in the event of complaints and/or other problems relating to playschemes. It had previously been understood that the Parish Council merely acted as a grant-aiding body to facilitate the provision of playscheme within the parish. The clerk was instructed to obtain clarification from Ofsted, SKDC and its insurers in order to assess the implications for future schemes. One possibility mentioned was for the current grant-aiding role to be reversed so that SKDC became the organising body. The clerk was instructed to pursue this with the portfolio-holder concerned.

.5 Gravel extraction consents It was unanimously resolved to authorise Cllr Anderson to contact West Deeping Parish Council to discuss the possibility of land being opened up for public recreation once extraction works were complete.

082    PARISH-PUMP

.1 Street cleaning Cllr Stevens reported that Hereward Way and Bridge Street required attention.

.2 Scout Group Cllr Shinkins advised of an invitation to speak to the Scouts on the Jubilee Playing Field project on 9 December 2002. As she was unable to attend on that night, Cllr Auger volunteered to stand in if the date could not be conveniently changed.

.3 Fallen tree Priory Close Cllr Lewis reported a fallen tree near the entrance of the Close. The clerk will report this to the Highways Department for attention.

.4 Fallen tree Hereward Way Cllr Auger reported a fallen tree near the entrance to the play area. The clerk had already reported this to South Kesteven District Council.


083    DATE OF NEXT MEETING

It was resolved that the next meeting would be moved by one week to 2 January 2003 to avoid the Christmas holiday period.

The meeting closed at 10.02pm.

.1	Memorial/ Remembrance Day (064.2 & 065.5)	Market Deeping Town Council has agreed to keep the Memorial Group for the time being and to also have the plaque installed at an angle rather than flush with the ground. Cllr Lewis reported that there had been an excellent turn out for the marking of the two minute silence’ on Remembrance Day and that it was hoped that it would become an annual event at this location. Councillors Abel, Lewis, Warrick and the clerk had represented the Council.

.2	Police funding (065.1)	The Home Office has acknowledged the Councils’ concerns and advised on the background to proposed changes to the method of determining the settlement.

.3	Welland SSP (065.2)	The clerk confirmed that the application had been submitted following advice and assistance from the Economic Development Manager at S.K.D.C.

.4	Cycling on paths (065.3)	The Head Teacher of the Deepings School has suggested that the Parish Council submit an article for inclusion in their newsletter. Cllr Stevens volunteered to write the article.

.5	Street map (065.4)	The clerk advised that Codair, the company who provides street maps on behalf of L.C.C., had agreed to provide a laminated copy for use in the Parish Council’s notice board.

.6	Safety barrier (065.7)	The L.C.C. Highways Surveyor has agreed to provide a suitable piece of barrier providing the Council arranges for collection and installation. This offer was accepted.

.7	Planning breach (066)	The Enforcement Officer is aware of the situation and has instigated action. It is anticipated that a planning application in relation to the breach will be submitted in due course.

.8	Drugs Awareness (068.3)	The next meeting of the Group will be held on 9 January 2003 with members of the Deepings Youth Forum invited to attend. Cllr Auger requested further information in order that he could attend along with Councillors Shinkins and Stevens.

.9	Dangerous junction (069.1)	Members heard that the L.C.C. Area Highways Surveyor believed that the reduction in traffic since the opening of the bypass in conjunction with the proposed extension of the 30mph speed restriction would resolve the problems at this junction. Members were not satisfied with this response and continued to seek an investigation into other measures. It was further reported that the Governors of The Deepings School supported the Parish Council in this matter and had independently written to the Highways Surveyor.

.1	Bus services campaign	Stagecoach East has responded warmly to the Parish Council’s campaign albeit guardedly in terms of the financial viability of enhancing the timetable. Cllr Warrick had drafted a letter aimed at resolving some of the issues raised and it was unanimously resolved to accept this as the Council’s response.

.2	Extension of 30 mph speed limit on B1525	L.C.C. Highways has proposed reducing the entire length of the 40mph restriction on the B1525 to 30mph. Members warmly welcomed the proposals, which matched views expressed during the previous consultation. Concern was registered about enforcement in view of the straightness, width and surface quality of the road concerned. It was unanimously resolved to request that cycle lanes be introduced on both sides of the highway, with suitable crossing points provided, to restrict the width of the road thus having the effect of slowing down traffic and providing cyclists a safe route to the Deepings School.

.3	Cemetery rating appeal	The clerk advised that the Valuation Officer had submitted a revised valuation in advance of the tribunal hearing. It was unanimously resolved to accept the valuation.

.4	Other items noted	· Lincolnshire Police - Archer data supports speed enforcement on Linchfield Road but not Bridge Street. Attention to be paid to Linchfield Road and a further survey to be carried out in Bridge Street in due course. · Dog fouling - complaint concerning verges on Broadgate Lane. · Environment Agency - Lincolnshire Flood Action Partnership events. · Countryside Agency - newsletter and Parish Transport guide. · N.A.L.C. Legal guidance on the ethical framework of local councils. · Lincolnshire Police mobile police station to visit on 27 February 2003. · Nene Housing Society Ltd Annual Report 2001/02. · L.C.C. Highways Salting route information, including Crowson Way bus route. · L.C.C. Education & Cultural Services School Organisation Plan 2002-07. · Deepings Community Trust Ltd Winner of award for the garden. · Deepings Youth Centre Open invitation for members to meet the new Leader. · Market Deeping Town Council invitation to Mayor’s Christmas buffet on 11.12.02.

Ref.	Address	Proposal

S02/1299	153 Eastgate	Use of glass houses for fish farming. No objection.
S02/1374	Hards Lane, Frognall	Extensions to warehouse. No objection providing the buildings are green clad and a tree belt is provided in the interests of the visual impact of the open countryside.
S02/1425	Plots 4 & 5, Spalding Rd	Erection of two dwellinghouses. No objection providing that any trees removed during construction or during occupation of the dwellings are replaced in the interests of the natural amenity of the area.
S02/1437	39 Burchnall Close	Two-storey side extension & erection of double garage. No objection to the extension. No objection to the garage providing it has a pitched roof in the interest of the general and visual amenity of the surrounding area.
S02/1455	39 Cowslip Drive	Single-storey front extension & porch. No objection.
S02/1492	69 Lady Margaret’s Avenue	Two-storey side extension. No objection.
S02/1499	12 Linchfield Close	Two-storey side extension & erection of double garage. No objection.
S02/1517	Junction - Speedwell Court/ Lady Margaret’s Avenue	Erection of postal pouch box. No objection.
S02/LB/5934	40 Church Street	Alterations to listed building (listed building consent). No objection.
S02/1540	Plot adj. 105 Eastgate	Erection of dwellinghouse & garage. Application not received in time for the meeting. Agreed to delegate to Chair of Committee providing that the application did not differ from that received earlier in the year, otherwise defer to next meeting on the Planning Committee.

Payee	Service/Item of Expenditure (Relevant power to incur)	Amount
Clerk	Salary including overtime for November (LGA 1972, s 112)	767.21
	Mileage expenses: Skate park meeting 15.11.02 & Clerks’ Course 20.11.02 (LGA 1972, s 174)	32.70
	Postage (LGA.1972, s 111)	46.00
L.C.C.	Pension (LG Pension scheme Regs 1997)	183.46
Huddlestone Landscapes	Cemetery maintenance (LGA 1972, s 214)	240.00
Onyx UK Ltd	Litter picking Jubilee Playing Field (OSA 1906, s 10)	11.75
DSJ United Charities	Room hire Committee meetings 20.11.02 (LGA 1972, s 133)	10.00
R Taylor	Linchfield notice board vandalism repairs (LGA 1972, s 232)	20.00
B.T.	Quarter telephone account (LGA 1972, s 111)	133.95
Autocross	Replacement timetable information board (LG (MP) Act 1953, s 4)	411.25
M Warrick	Re-imbursement of costs replacement bus timetables (LG (MP) A 1953, s 4)	2.00
Total		1858.32

.1	Cemetery Committee	The Minutes of the meeting held on 13 November 2002 were received and it was unanimously resolved to accept all the recommendations contained therein.

.2	Bus Shelters Committee	The Minutes of the meeting held on 20 November 2002 were received and it was unanimously resolved to accept all the recommendations contained therein.

.3	Finance Committee	The Minutes of the meeting held on 20 November 2002 were received and it was unanimously resolved to accept the recommendation contained therein. The clerk reported that the first meeting with the Internal Auditor had taken place and had proved most positive. The Internal Auditor will make a series of inspections, some of which will be planned in order to deal with specific areas of finance and control, and will provide an interim and final report each year to the Council on the findings.

.4	Clerk’s Training	It was unanimously resolved to defer this report to the next meeting to enable a written report to be presented.

.5	Jubilee Playing Field Project update	The clerk reported letters of support for the project from The Deepings School, Deeping St James Community Primary School and the Deepings Carnival Committee. The pre-application papers had been submitted to Sport England in relation to the National Lottery bid and advice from SKDC in this respect had been sought. It was resolved that a project update should be included on the agenda for each meeting in the form of a clerk’s report.

.1	Standing Orders & Financial Regulations	It was unanimously resolved to adopt the Standing Orders and Financial Regulations documents as presented by the Finance Committee. It was further unanimously resolved that the former should be reviewed annually, the latter bi-annually.

.2	Freedom of Information Act 2000	Having due regard to the clerk’s report on the implications of the Act, it was unanimously resolved to adopt the Model Publication Scheme for Local Councils; core classes and core information within those classes only. It was further unanimously resolved to apply the following charges: · Detailed search of records (for example the Council Minutes) needing the assistance of the Parish Clerk will be subject to a charge of £12 per hour or part of, charged to the nearest five minutes, and will require 20 days written notice in order to meet the specific request. · Production of copies 10p per A4 sheet.

.3	Cemetery extension/ future of Hereward Way play area	The clerk reported that 36 responses had been received to the article in the Newsletter concerning the location of the cemetery extension. 32 responses, one of which included a petition containing 20 signatures, were strongly in favour of extending the cemetery into the play area, as had originally been planned when the land was purchased. Two were for keeping the play area and moving the cemetery to a new location, and the remaining two wanted a combination of both. Having due regard to the qualitative data produced by the survey, it was resolved by 11 votes to 0 with 1 abstention to embrace the commitment under the terms of the covenant to provide burial land at the current site. As only a small portion of the play area is required at this time for the cemetery extension, it was further resolved by 11 votes to 0 with 1 abstention to offer SKDC the facility to move the play equipment further along the site until such time as the land is required for burial purposes.

.4	Playscheme 2003	Cllr Shinkins, in her capacity as Play Leader for the Deeping St James (Hereward) Scheme presented a report on the recent meeting of Playleaders. Members were concerned to learn that Ofsted regarded the Parish Council as the employer in the event of complaints and/or other problems relating to playschemes. It had previously been understood that the Parish Council merely acted as a grant-aiding body to facilitate the provision of playscheme within the parish. The clerk was instructed to obtain clarification from Ofsted, SKDC and its insurers in order to assess the implications for future schemes. One possibility mentioned was for the current grant-aiding role to be reversed so that SKDC became the organising body. The clerk was instructed to pursue this with the portfolio-holder concerned.

.5	Gravel extraction consents	It was unanimously resolved to authorise Cllr Anderson to contact West Deeping Parish Council to discuss the possibility of land being opened up for public recreation once extraction works were complete.

.1	Street cleaning	Cllr Stevens reported that Hereward Way and Bridge Street required attention.
.2	Scout Group	Cllr Shinkins advised of an invitation to speak to the Scouts on the Jubilee Playing Field project on 9 December 2002. As she was unable to attend on that night, Cllr Auger volunteered to stand in if the date could not be conveniently changed.
.3	Fallen tree Priory Close	Cllr Lewis reported a fallen tree near the entrance of the Close. The clerk will report this to the Highways Department for attention.
.4	Fallen tree Hereward Way	Cllr Auger reported a fallen tree near the entrance to the play area. The clerk had already reported this to South Kesteven District Council.