DEEPING ST JAMES PARISH COUNCIL
Minutes of the Annual Meeting of the Parish Council held at The Institute on Thursday, 15 May 2003.
Councillors Abel, Anderson, Blades, Blessett, Chambers, Dilks, Fisk, Helyar, Griffiths, Redgrave, Shinkins, Stevens, Thomas and the clerk were present. Councillor Auger joined the meeting at the beginning of minute 004/03, having been engaged at the Annual Meeting of South Kesteven District Council, and Councillor Warrick joined the meeting at minute 017/03.1. No members of the public were present.
001/03 ELECTION OF CHAIRMAN
Cllr Anderson was proposed, seconded and accepted the nomination. There were no further nominations and Cllr Anderson was unanimously elected as Chairman. Having signed the Declaration of Acceptance of Office, the Chairman thanked members for their confidence and welcomed the new members of the Council to their first meeting.
002/03 DECLARATIONS OF ACCEPTANCE OF OFFICE
The clerk reported that all members had properly submitted their Declarations of Acceptance of Office and written undertakings to observe the Code of Conduct before the meeting had commenced.
003/03 ELECTION OF VICE-CHAIRMAN
Cllr Fisk was proposed, seconded and accepted the nomination. Cllr Warrick was proposed, seconded and had left written confirmation with the clerk that he would accept such a nomination. It was agreed by majority vote that Cllr Fisk be elected as Vice-chairman.
004/03 APPOINTMENT OF REPRESENTATIVES TO OUTSIDE BODIES
It was resolved to make the following appointments unless otherwise indicated:
Deepings Councils Liaison Group (includes occasional ad-hoc sub-groups) |
Cllr R J Auger, Cllr H E Blades, Cllr A M Chambers, Cllr P M Dilks, Cllr B L Helyar, Cllr K P Shinkins, Cllr J D Stevens |
Deepings Community Partnership |
Cllr H E Blades, Cllr K P Shinkins, Cllr J D Stevens |
DSJ Community Primary School - Governor |
Cllr M Warrick (confirmed that the term of office still has some time left to run). |
Linchfield Community Primary School -Governor |
Cllr P M Dilks * It was noted that new legislation means that the Parish Council now only has the power of recommendation. |
Deeping St James United Charities |
Cllr D Abel, Cllr J B Anderson, Cllr J D Stevens * by majority vote – Cllrs Blessett & Redgrave unsuccessful. Cllr R J Auger to give a brief explanation of the work of the charity at the next meeting. |
Deepings Youth Centre Management Committee |
Cllr H E Blades & Cllr K P Shinkins |
Friendship Club for the Disabled |
Cllr S W Fisk |
Red Cross |
Cllr E L Redgrave |
S.K.D.C. Standards Committee |
Cllr H E Blades |
Youth Disco Re-instatement Group |
Cllr K P Shinkins |
Newsletter editorial team |
Cllr J Blessett, Cllr P M Dilks, Cllr B L Helyar, Cllr J D Stevens, Cllr D Abel (Illustrator) |
P3 & Countryside Co-ordinator |
Cllr S W Fisk |
Parish Website Manager |
Cllr M Warrick |
The clerk was instructed to request that South Kesteven District Council consider reinstating the Leisure Centre Management Committee in light of the Parish Council’s interest through land ownership and to copy the Leisure Centre Manager for his information.
005/03 REVIEW OF COMMITTEE STRUCTURE & APPOINTMENT OF COMMITTEE MEMBERS
It was unanimously resolved that the Bus Shelters Committee be re-named the Transport Committee, the Leisure & Amenities Committee be re-named the Playing Field Committee and that all Committees should consider terms of reference and delegated powers at their first meeting making recommendations to the Council accordingly. It was unanimously resolved to appoint the following members to the Council’s Committees:
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Allotments |
Cllrs Anderson, Chambers, Helyar & Thomas |
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Cemetery |
Cllrs Abel, Auger, Blades & Fisk |
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Finance |
Chairman, Vice-Chairman, Cllrs Auger, Chambers & Stevens |
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Planning |
Cllrs Blessett, Griffiths, Shinkins Stevens & Warrick |
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Playing Field |
Cllrs Blades, Dilks, Griffiths, Helyar & Shinkins |
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Transport |
Cllrs Blades, Blessett, Chambers, Helyar & Warrick |
The Chairman and Vice-Chairman of the Council are ex-officio members of each committee except for the Finance Committee where they are automatically allocated a seat in accordance with Standing Order 37(d).
006/03 APOLOGIES FOR ABSENCE
Apologies for absence were received and accepted from Councillor Warrick, who had not anticipated arriving before the end of the meeting due to a work commitment.
007/03 DECLARATIONS OF INTEREST
Members notified interests in the following items and completed the Register accordingly:
|
Cllr J B Anderson |
Personal interest in minute 04/01/03 – Linchfield School Governor appointment: Chair of Governors. |
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Cllr K P Shinkins |
Personal interest in minute 04/01/03 – Deeping St James School Governor appointment: Employee of school. |
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Personal interest in minute 11/03/03 – Ref: S02/1437: Known to applicants. |
008/03 MINUTES OF THE PREVIOUS MEETING
The minutes of the meeting held on 24 April 2003, having previously been circulated, were approved as a true and correct record and signed by the Chairman.
009/03 MATTERS ARISING OUT OF THE MINUTES
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.1 |
Daffodil bulbs (136.7) |
The developer has apologised for damaging the bulbs and offered to ensure that replacements are provided when the site is vacated and landscaped. |
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.2 |
H.G.V. Parking (136.8) |
The clerk reported that the house number was still not known and it was therefore assumed that the activity had ceased. No further action will be taken. |
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.3 |
Renewable energy (137.4) |
The clerk reported that Cllr Warrick had no further findings to report following the in-depth study of the draft policy document. |
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.4 |
Booklet (137.7) |
A copy of the booklet detailing flood responsibilities was issued to each member. |
010/03 COMMUNICATIONS BEFORE THE COUNCIL
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.1 |
Parish Election |
The result of the election as notified by the Returning Officer was noted. It was unanimously resolved that the clerk should write to the retiring members of the previous Council in gratitude of their contribution. |
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.2 |
Members’ Register of Interests |
It was unanimously resolved that all outstanding forms should be returned to the clerk for processing and forwarding on to the Monitoring Officer by 23 May 2003. |
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.3 |
Notice of audit |
The audit of the accounts for the year ending 31 March 2003 will take place on 1 July 2003. The Finance Committee will meet to complete the Annual Return for adoption at the June meeting and the Internal Auditor will be advised accordingly. |
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.4 |
Councillor training |
The event on 21 May 2003 was not convenient. It was unanimously resolved that the clerk should try to arrange a local event with L.A.L.C. as soon as possible. |
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.5 |
County Circular |
The content was noted. It was unanimously resolved that any discussion in the Open Forum would no longer form part of the minutes of the meeting. |
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.6 |
Local Nature Reserves |
The appointment of a Local Nature Reserve Officer by Lincolnshire County Council was noted and it was agreed to seek more information on whether Millennium Wood was suitable for inclusion in the County’s proposed network. |
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.7 |
Peterborough bus services review |
It was unanimously resolved to provide each member with a copy of the review notice and request any member making a response to copy the clerk by 22 May 2003 to enable a formal response to be collated and issued on behalf of the Council. |
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.8 |
Other items noted |
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011/03 PLANNING MATTERS
Having regard to probity in matters relating to planning Cllrs Auger and Helyar, as members of S.K.D.C., took no part in the discussion and did not register a vote.
It was unanimously resolved to submit the following observations on the applications before the Council:
Ref: |
Address |
Proposal |
S03/0463 |
135c Eastgate |
Single-storey rear extension. No objections. |
S03/0464 |
50 Towning Close |
Erection of replacement wall adj. footpath. No objections. |
S03/0482 |
Adj. 105 Eastgate |
Substitution of house type. No objections. |
S03/0508 |
11 Horsegate |
Alterations to roof to provide dormer windows with first-floor living accommodation and two-storey rear extension. No objections. |
S03/0523 |
1 Campion Drive |
Two-storey side extension & erection of conservatory. No objections. |
S02/1437 |
39 Burchnall Close |
Two-storey side extension & double garage (amended plans). No objections. |
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:
Ref. |
Address |
Proposal |
Outcome |
S03/0215 |
184 Eastgate |
Single-storey front & rear extension. |
Granted. |
S03/0221 |
81 Eastgate |
Single-storey rear extension. |
Granted. |
S03/0257 |
35 Linchfield Road |
Extension over garage, single-storey rear extension, pitched roof to front flat roof. |
Granted. |
S03/0265 |
6 Park Estate |
Single-storey rear extension. |
Granted. |
S03/0273 |
73 Thackers Way |
Two-storey side extension. |
Granted. |
S03/0275 |
2 Kesteven Close |
Erection of conservatory. |
Granted. |
012y 22 May 2003 to enable a response on behalf of the Council to be collated.and submioe and individual responses should be copie/03 BANKING MANDATE
It was unanimously resolved to appoint Cllrs Anderson, Dilks, Chambers, Shinkins, Stevens and the clerk as the signatories to the mandate. Any two of the five members and the clerk must sign every cheque in accordance with the Council’s financial regulations.
013/03 MANAGEMENT OF DEPOSIT FUNDS
The clerk reported on the availability of a postal account provided by the Council’s bankers which offered improved interest rates albeit at the expense of ease of access to the funds. Having considered the implications of operating a postal account, it was resolved unanimously to continue with the existing deposit facility.
014/03 ACCOUNTS FOR PAYMENT
It was unanimously resolved to pay the following accounts:
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Payee Service/Item of Expenditure (Relevant power to incur)Amount
Clerk Salary inc. 26 hrs overtime – April (LGA 1972, s 112) 968.92
Ink jet cartridge (LGA 1972, s 111)22.99 L.C.C. Pension (LG Pension scheme Regs 1997)189.88 Huddlestone Landscapes Cemetery maintenance (3) (LGA 1972, s 214)Jubilee Playing Field maintenance (OSA 1906, s 10)360.00 100.00 Adcentre Meetings advert - May (LGA 1972, s 232)32.90 Onyx UK Ltd Litter picking: Jubilee Playing Field - May (OSA 1906, s 10)11.75 United Charities Room hire – Meeting 12.5.03 (LGA 1972, s 133)10.00 S.L.C.C. Publication: Governance and Accountability in Local Councils – Practitioner’s Guide (LGA 1972, s 111)11.99 H M Land Registry Title inspection fee – Church Walk (PCA 1957, s 3)4.00 Graytones Office letterheads printing (LGA 1972, s 111)68.15 E.S.P.O. Office stationery (LGA 1972, s 111)68.70 XMA Ltd Printer ink jet cartridges (LGA 1972, s 111)96.71 Castle Cleaners Bus Shelter emergency clean (LG (MP)A 1953 s 4)17.50 W& D I.D.B. Il Drainage Board rates – Hall Meadow Estate (Ch.A 1960)17.58 TOTAL
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The clerk was authorised to pay the invoice from Lincolnshire County Council in the sum of £2,946.35 in respect of the contribution towards the traffic calming schemes on Church Street & Park Road (LG & RA 1997 s30) once the works were completed and, in view of the delay until the next meeting, to pay the B.T. quarterly account (LGA 1972, s 111) which was expected imminently. 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 £12 to Campaign for the Protection of Rural England in respect of the annual affiliation fee. |
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015/03 HALL MEADOW ESTATE – ADOPTION OF ACCOUNTS
The accounts and accompanying statement for the financial year ending 31 March 2003 were unanimously adopted. It was noted that the balance now stands at £497.20 and that the current lease agreement will cease on 30 September 2003 when the land shall be utilised for allotment gardens. As all Parish Councillors serve as the sole trustees of the charity the clerk was instructed to notify the Charity Commissioners of the changes caused by the recent election.
016/03 REPORTS
|
.1 |
Drugs Awareness |
The report of the meeting held on 7 May 2003, having been previously circulated, was noted. Cllrs Shinkins and Stevens reported that as the proposed information leaflet would form part of the Government’s forthcoming campaign there was an embargo on further information until the national launch on 26 May 2003. Lincolnshire Police will be approached regarding funding for the leaflet’s printing and distribution costs. |
|
.2 |
Youth Disco |
The report of the meeting held on 13 May 2003, having been previously circulated, was noted. Cllr Shinkins reported that significant progress had been achieved towards resolving the outstanding administrative and security issues and that it was hoped the first event could be held before the end of the school year. |
|
.3 |
Clerk’s report |
The clerk’s report, having been previously circulated, was noted. It was resolved to:
Deeping St James Parish Council, without prejudice to any other obligation placed upon it, shall exercise its various functions with due regard to the likely effect of the exercise of those functions on, and the need to do all that it reasonably can to prevent, crime and disorder in its area. |
017/03 NOTICE OF RESOLUTION/RECOMMENDATION
|
.1 |
Standing Orders |
The Chairman tabled a resolution that the Council confirmed the addition of a Standing Order requiring members who are unable to attend a meeting of the Council tender apologies in advance so that the absence and the reason can be properly recorded. It was unanimously resolved to make this addition. |
|
.2 |
Footpath Walks |
Cllr Fisk tabled a resolution that the Council confirmed the dates and arrangements for the annual footpath inspection walks. It was unanimously resolved that walks would be held on the following dates starting at 7.00pm, be open to the general public and followed with a sandwich buffet at a cost of £30 per event (LGA 1972, s 144): Thursday, 10 July: Stowgate & Frognall paths – Meet at the Rose Public House with refreshments there afterwards. Wednesday, 16 July: Linchfield & Outgang paths - Meet at the Jubilee Playing Field, Linchfield Road. Refreshments to follow in The Horsegate Tavern. Wednesday, 23 July: River bank path - Meet at the Crowland Road access point. Refreshments to follow in the Waterton Arms. |
|
.3 |
Newsletter |
Cllr Stevens tabled a resolution that the Council confirmed the timetable for future editions of Community News. It was unanimously resolved that future issues would be published in June, September, December and March. |
018/03 PARISH PUMP
|
.1 |
Cemetery tree |
Cllr Auger reported that a resident’s concerns about the size of the Wellingtonia Tree had been referred to the District Council’s Tree Officer for a site visit. |
|
.2 |
Community Support Officers |
Cllr Shinkins referred to recent press coverage concerning the allocation of new officers for Lincolnshire and requested that an update regarding the position for Deeping St James be given at the next meeting. |
|
.3 |
Vicarage tree |
Cllr Warrick reported that tree surgery would shortly be carried out on the Wellingtonia tree in the grounds of the Vicarage following approval by the District Council. |
|
.4 |
Dangerous pavement |
Cllr Abel advised that there still remained a serious tilt in the camber of the pavement near the day nursery on Church Street which made wheelchair use extremely dangerous. The clerk will again request that a site inspection be made by the Highways Department. |
|
.5 |
Tree audit |
Cllr Anderson requested that an update concerning progress be given at the next meeting. |
The meeting closed at 9.35pm
Signed ………………………..
Chairman
Date: 26 June 2003