DEEPING ST JAMES PARISH COUNCIL

DEEPING ST JAMES PARISH COUNCIL

Minutes of the Meeting of the Parish Council held at The Institute on Thursday, 26 June 2003 commencing at 7.50pm immediately after the Open Forum.

Councillor Anderson, Chairman, presided over Councillors Abel, Blades, Blessett, Chambers, Dilks, Fisk, Griffiths, Redgrave, Shinkins, Stevens, Thomas, Warrick and the clerk. One member of the press was present.

019/03 APOLOGIES FOR ABSENCE

Apologies for absence were received and the reason for the absence accepted from Cllr Auger due to a family engagement and Cllr Helyar due to a work commitment.

020/03 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 Blades	Personal interest in minute 026/03 – Release of Playscheme grant	Son will be attending the Playscheme.
	Personal interest in minute 037/03 – Church Walk lighting	Known to one of the objectors present during the Open Forum.
Cllr Dilks	Personal interest in Minute 037/03 – Church Walk lighting	Resident of different section of Church Walk.
Cllr Fisk	Personal interest in minute 039/03 – Grant aid application for Deepings Friendship for the Disabled Club	Chairman of the Club.
Cllr Shinkins	Personal interest in minute 024/03.2 – Planning application ref: S03/0566	Known to applicant.
	Prejudicial interest in minute 026/03 – Release of Playscheme grant	Playscheme Leader.
Cllr Thomas	Personal interest in minute 023/03.10 – Recycling meeting	Employed by another re-cycling company.
	Personal interest in minute 040/03 – Recycling tour	Employed by the company concerned.
Cllr Warrick	Personal interest in minute 024/03.1 - Planning application ref: S03/0678	Applicant donates to the Annual Rose & Sweet Pea Show.
	Personal interest in Minute 024/03.1 – Planning application ref: S03/0706	Known to applicants’ family.
	Personal interest in Minute 037/03 – Church Walk lighting	Resident of different section of Church Walk.
	Prejudicial interest in minute 039/03 – Grant aid application for Priory Church Social Committee	Vicar and householder of Vicarage.

021/03 MINUTES OF THE PREVIOUS MEETING

The minutes of the meeting held on 15 May 2003, having previously been circulated, were approved as a true and correct record and signed by the Chairman.

022/03 REPORT OF MATTERS ARISING OUT OF THE MINUTES

.1	Appointments to external bodies (004/03.3)	Linchfield C.P. School has accepted the nomination of Cllr Dilks as Community Governor. The Head of Leisure & Cultural Services at South Kesteven District Council is happy to meet the Council to discuss the future and management of the Leisure Centre – agenda to be agreed at the next meeting.

.2	Parish election (010/03.3)	An acknowledgement letter from former Cllr Lewis was received containing good wishes to the new Council and its members.

.3	Register of Interests (010/03.2)	The clerk confirmed that all Councillors have completed their entry to the Register.

.4	Bus services review (010/03.7)	One response was received and was used as the basis for the Council’s submission. Acknowledgement was received from Peterborough City Council with the outcome to be reported in due course.

.5	Banking mandate (012/03)	Confirmation was received that the new mandate is in operation and that there had been a seamless transition of banking affairs.

.6	Councillors Guide (016/03.3.5)	All members have been provided with a personal copy.

.7	Pavement (018/03.4)	The site inspection has been carried out with Lincolnshire County Council Highways and proposals for improvement are expected later in the year.

.8	Tree audit (018/03.5)	South Kesteven District Council’s Tree Officer will be commencing the initial survey works on trees identified in September 2002 by the end of June.

023/03 CORRESPONDENCE BEFORE THE COUNCIL

The Council considered its response to the following correspondence, a summary detailing content and recommendations for required action, where necessary, having been previously circulated.

.1	Free trees for Parishes	It was proposed by Cllr Fisk, seconded by Cllr Anderson and unanimously agreed that the Council accepts the offer of free trees and an application for locations off Hall Meadow Road and the Stowgate crossroads is submitted.

.2	Councillors Training	The training event has been arranged for Wednesday, 2 July 2003 at 7.15pm at The Deepings Community Centre. It was proposed by Cllr Stevens, seconded by Cllr Shinkins and unanimously agreed to provide refreshments as the host Council if necessary.

.3	River bank footpath extension	A resident’s request for the Council to support a claimed extension of the new path to Crowland to regularise existing use was considered. It was proposed by Cllr Fisk, seconded by Cllr Anderson and unanimously agreed that the Council supports the request to extend the path to Crowland providing that the support of Crowland Parish Council is forthcoming and the resident is prepared to give assistance to the claim by co-ordinating witness statements.

.4	Police Community Support Constables	The Home Office has commended the Parish Council for its support of the scheme but advised that there are no funds remaining for 2003. Lincolnshire Police Authority has welcomed the Council’s commitment and offered to meet the Council to discuss the scheme and a future application in more detail. It was proposed by Cllr Dilks, seconded by Cllr Shinkins and unanimously agreed that in view of the forthcoming holiday season the clerk should arrange for a separate meeting to be held in mid – late September to enable as many members as possible to attend.

.5	Flood Plain maps	The Environment Agency acknowledged that although the Indicative Flood Plain Maps show Deeping St James as being at a 1:100 years risk of flooding this should not present a difficulty in obtaining house insurance locally as insurers had agreed that standard cover would be offered if the risk was 1:75 years or better. It was proposed by Cllr Anderson, seconded by Cllr Dilks and unanimously agreed to seek permission to include this information on in the newsletter.

.6	Hereward Way play area	S.K.D.C. confirmed its intention to provide replacement play equipment for the 4 – 11 age group when the existing equipment is removed to allow for the cemetery extension and has agreed to a site meeting with the Council to discuss its exact location. It was proposed by Cllr Fisk, seconded by Cllr Dilks and unanimously agreed that the site meeting, agreement to relax the covenant is received from the former land-owners and a formal maintenance agreement is entered into with S.K.D.C. is delegated to the Cemetery Committee and the clerk.

.7	School Safety Zones	It was noted that Deeping St James primary schools are not included in the next phase of the scheme. It was proposed by Cllr Dilks, seconded by Cllr Stevens and unanimously agreed to instruct the clerk to seek information as to whether The Deepings School could be included in future.

.8	Green Waste re-cycling	Market Deeping Town Council issued an invitation for representatives of the Council to attend a meeting which it was trying to arrange with Lincolnshire County Council’s Waste Management Officer and the Operator of the Deepings Recycling Centre to discuss L.C.C.’s proposals to improve recycling. It was proposed by Cllr Anderson, seconded by Cllr Fisk and unanimously agreed that the Council accepts the invitation and appoints Cllr Dilks, Shinkins and Stevens as its representatives.

.9	S.L.C.C Regional Conference	It was proposed by Cllr Anderson, seconded by Cllr Chambers and unanimously agreed that the clerk should attend the conference on 22 July 2003 at Loughborough for a delegate fee of £25 (LGA 1972, s 112).

.10	Health & Safety/Risk Assessments	It was proposed by Cllr Anderson, seconded by Cllr Fisk and unanimously agreed that the Council purchases the cd-rom package from Zurich Municipal at a cost of £95 + VAT to facilitate the Council’s production of assessments (LGA 1972, s 111).

.11	Stamford Volunteer Bureau	It was proposed by Cllr Dilks, seconded by Cllr Shinkins and unanimously agreed that Cllr Blades represents the Council at the A.G.M. in Stamford on 3 July 2003.

.12	Other items noted	It was proposed by Cllr Anderson, seconded by Cllr Fisk and unanimously agreed to note the following items: L.C.C. - Capital Grant Aid scheme 2004/5. M.D.T.C. - Invitation to Civic Service on 6 July 2003. Postwatch East – Newsletter and notice of Conference on 23 October 2003. N.A.L.C. – Annual Conference on 2 – 5 October 2003. N.A.L.C. – Direct Information Service subscription details. Police – Local Police Forum at Deepings Community Centre on 1 July 2003. L.C.C. – Notice of reduction of speed limit to 30mph on Horsegate & Spalding Road. Re-routing of the B1166 and 7.5t weight limit are being progressed. L.C.C. – Confirmation of approval of the P3 grant for 2003. L.C.C. – Travel & Transport Briefing Issue 9. Rotary Club – Notification that the Crowson Way tree planting scheme will commence in the autumn and will involve local school children. Inland Revenue Bulletin - Returns to be submitted electronically by 2010. Standards Board for England – Video and work book on the Code in Practice. IDeA/Standards Board – Guide for new members on the Code. Rural Links – Newsletter Summer 2003. The Clerk – Volume 33 No. 2.

024/03 PLANNING RELATED ISSUES

.1	PLANNING APPLICATIONS

The Chairman of the Planning Committee presented the report of the Planning Committee meeting held before the Council meeting to discuss outstanding applications. It was proposed by Cllr Warrick, seconded by Cllr Stevens and unanimously agreed except where indicated to accept the recommendations of the Committee and submit the following observations:

Ref.	Address	Proposal
S03/0665	36 Towning Close	Erection of conservatory. No objection.
S03/0668	82 Eastgate	Erection of conservatory to rear and new double garage. No objection.
S03/0678	72 Church Street	Extension to factory for storage. No objection.
S03/0706	17 Locks Close	Erection of conservatory to rear. No objection.
S03/0709	26 Thackers Way	First floor extension over garage. No objection.
S03/TEL/06/25	Adj. Electricity Sub-Station, Linchfield Road	6 Dual band plain sonar antennae & 2 transmission dishes on existing mast (Permitted development – Telecommunications). Noted.
S03/0768	Adj. 2 Priory Close	Erection of two retirement bungalows (semi-detached). No objection.
S03/0778	5 Allen Close	First floor extension over garage. No objection.
S03/0794	13 Curlew Walk	Erection of conservatory. Not considered – Market Deeping property address.

It was proposed by Cllr Stephens, seconded by Cllr Blessett and agreed by majority vote that in respect of application S03/0699 - Residential Development (Outline planning) on land opposite 5 – 9c Broadgate Lane the Parish Council objects as the community cannot afford to lose this green space within the confines of the built village. It was further proposed by Cllr Anderson, seconded by Cllr Thomas and unanimously agreed that the clerk be instructed to request that S.K.D.C. undertakes a survey to assess the current level of land available to public open space in this section of the parish and then considers whether a Compulsory Purchase Order is necessary to preserve this land for future recreational use.

It was noted that planning permission for application S03/0463 Single-storey rear extension for 135c Eastgate had been granted, which was in accordance with the Council’s observation.

.2	MINUTES OF THE PLANNING COMMITTEE MEETING HELD ON 4 JUNE 2003

The minutes of the meeting, having been previously circulated, were received. It was proposed by Cllr Warrick, seconded by Cllr Stevens and unanimously agreed to approve the minutes of the meeting and all recommendations contained therein.

025/03 ANNUAL RETURN FOR FINANCIAL YEAR ENDING 31 MARCH 2003

It was proposed by Cllr Chambers, seconded by Cllr Fisk and unanimously agreed to approve the Annual Return, which had been prepared by the Finance Committee, the Clerk & Responsible Financial Officer and the Internal Auditor in accordance with the Accounts & Audit Regulations 2003

026/03 ACCOUNTS FOR PAYMENT AND OTHER FINANCIAL MATTERS

.1	ACCOUNTS APPROVED FOR PAYMENT

It was proposed by Cllr Fisk, seconded by Cllr Dilks and unanimously agreed to pay the following accounts:

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

Clerk	Salary (LGA 1972, s 112)	916.51
	Postage (LGA.1972, s 111)	49.20
Inland Revenue	Quarterly PAYE/NIC (LGA 1972, s 112)	927.38
L.C.C.	Pension (LG Pension scheme Regs 1997)	258.89
L.A.L.C.	Clerk’s Accreditation Training Fee (LGA 1972, s 112)	90.00
Huddlestone Landscapes	Cemetery maintenance (LGA 1972, s 214)	240.00
	Parish footpaths maintenance (H’wysA 1980 s, 43)	45.00
	Hedge cutting – F/P 11(H’wysA 1980 s, 43)	10.00
	Millennium Wood maintenance (OSA 1906, s 10)	5.00
Adcentre	Meetings advert (subject to 50% reimbursement from M.D.T.C.) (LGA 1972, s 232)	32.90
	Printing & delivery of the summer edition of the newsletter (LGA 1972, s 142(2))	206.80
Onyx UK Ltd	Litter picking – Jubilee Playing Field (OSA 1906, s 10)	11.75
Jimmy D’s Out of School Club	Playscheme grant (LG (MP) A 1976, s 19)	2,365.75
DSJ United Charities	Room hire – Meetings 4.6 & 9.6.03 (LGA 1972, s 133)	20.00
S W Fisk	Footpath refreshments float 10, 16 & 23/7 (LGA 1972, s 144)	90.00
Castle Cleaners	Bus shelters cleaning programme (LG(MP)A 1953, s 4	60.00
ABB Ltd	Lights maintenance contract – The Cross (PCA 1957 s3)	10.68
Robinson Construction (Deeping) Ltd	Survey & inspection of headstones and memorials in cemetery (LGA 1972, s 214)	1,615.63
TOTAL

It was reported that the quarterly account for B.T. in the sum of £140.53 (LGA 1972, s 111) and the contribution to Lincolnshire County Council towards traffic calming works on Church Street and Park Road in the sum of £2,946.25 (LG & RA 1997, s 30) had been paid in accordance with the authority granted at the last Council meeting.

.2	CURRENT FINANCIAL POSITION

The accounts to 31 May 2003, having been circulated prior to the meeting, were received. No questions or comments were raised.

REPORTS

027/03 TRANSPORT COMMITTEE

The minutes of the meeting held on 4 June 2003 were presented by Cllr Chambers, Chairman of the Committee. It was proposed by Cllr Anderson, seconded by Cllr Fisk and unanimously agreed to accept the recommendations contained in minutes 004, 005, 007, 008 and 010. The recommendation in minute 009 to seek a Parish Transport Grant to improve early morning, late evening and weekend bus services was proposed by Cllr Chambers and seconded by Cllr Warrick. Cllr Dilks, seconded by Cllr Stevens, tabled an amendment that there should be further debate at an early meeting of the Council to consider other options. The amendment received a minority vote and therefore failed. The original proposal was then put to the vote and was agreed unanimously.

028/03 PLAYING FIELD COMMITTEE

The minutes of the meeting held on 12 June 2003 were presented by Cllr Shinkins, Chairman of the Committee. A correction to paragraph 1 of minute 004 to state by ‘majority vote’ in place of ‘unanimously’ was accepted. It was proposed by Cllr Shinkins, seconded by Cllr Griffiths and unanimously agreed to accept all the recommendations. The clerk reported that Huddlestone Landscapes had quoted £5 per visit to remove litter and inspect the area. It was proposed by Cllr Shinkins, seconded by Cllr Fisk and unanimously agreed that the Council’s maintenance contract with Huddlestone Landscapes be varied with effect from 1 July 2003 to include litter removal and inspections of the Playing Field in the sum of £5 per visit (OSA 1906, s 10). The clerk reported that only one quote had been received for the remedial works identified in minute 004 where the Council’s Financial Regulations stated that more than one should be obtained. As a second quote was anticipated it was agreed to defer this matter to the next meeting.

029/03 ALLOTMENTS COMMITTEE

The minutes of the meeting held on 16 June 2003 were presented by Cllr Anderson, Chairman of the Committee. It was proposed by Cllr Anderson, seconded by Cllr Chambers and unanimously agreed to accept all the recommendations. The clerk reported that prices for the survey and plan work had been received as follows: Mr R Roberts £100, Mr T Robinson £500. It was proposed by Cllr Anderson, seconded by Cllr Chambers and unanimously agreed to engage Mr Roberts to undertake the survey and plan work for the sum of £100 (Small Holdings & Allotments Act 1908, s 26).

030/03 CEMETERY COMMITTEE

The minutes of the meeting held on 19 June 2003 were presented by Cllr Fisk, Chairman of the Committee. It was proposed by Cllr Fisk, seconded by Cllr Abel and unanimously agreed to accept all the recommendations.

031/03 FINANCE COMMITTEE

The minutes of the meeting held on 16 June 2003 were presented by Cllr Chambers, Chairman of the Committee. It was proposed by Cllr Chambers, seconded by Cllr Fisk and unanimously agreed to accept all the recommendations.

032/03 CLERK’S REPORT

The clerk’s report, having been previously circulated was considered. It was proposed by Cllr Anderson, seconded by Cllr Fisk and unanimously agreed that the clerk should undertake the two-day training course run by the Lincolnshire County Training Strategy as part of the process of gaining the Certificate in Local Council Administration at a cost of £90 plus travelling expenses (LGA 1972, s 112).

033/03 EXTERNAL BODIES - YOUTH CENTRE MANAGEMENT COMMITTEE

Cllr Shinkins attended the A.G.M. of the Management Committee held on 2 June 2003 and reported that the new Youth Development Worker was already having a positive impact in promoting the Centre for use by other Groups and also developing activities and opportunities for young people in the wider area. The report was noted.

034/03 EXTERNAL BODIES – DRUGS AWARENESS GROUP

Cllrs Shinkins and Stevens reported that the Drugs Awareness leaflet had been distributed to all homes in the area. The Group was disappointed that the fledgling Youth Forum had become moribund and hoped to re-launch this by working with the Youth Development Worker at the Youth Centre and staff at the Deepings School. The report was noted and the clerk was asked to write to the Deepings School to confirm the date of the next meeting.

NOTICES OF RESOLUTION/RECOMMENDATION

035/03 VITAL VILLAGES – PARISH PLAN GRANT SCHEME

Cllr Dilks, having given notice of recommendation that the Council considered whether to apply for a Vital Villages grant in order to produce a Parish Plan, drew members attention to the summary sheet detailing the scheme circulated prior to the meeting. He explained that such a plan would allow the Council to take a lead in developing a vision for the community and provide this new Council with a blue-print for the next five to ten years. It was proposed by Cllr Dilks, seconded by Cllr Chambers and unanimously agreed that the Council registers its interest in preparing a Parish Plan and requests a representative of the Countryside Agency to attend a meeting to give more information.

036/03 EXTENSION OF DURATION OF THIS MEETING

In accordance with Standing Order 22 (r) it was proposed by Cllr Anderson, seconded by Cllr Fisk and unanimously agreed to extend the duration of the meeting to permit completion of business.

037/03 CHURCH WALK LIGHTING

Cllr Dilks, having given notice of recommendation that the Council considered whether to approve the order for the proposed Church Walk lighting scheme, asked members to consider the clerk’s report which had been previously circulated in conjunction with the remarks made by objectors to the scheme in the Open Forum. It was proposed by Cllr Dilks and seconded by Cllr Abel that wider consultation is undertaken by writing to all residents with property boundaries on Church Walk, the police and through the newsletter before a decision is taken. Cllr Stevens, seconded by Cllr Blessett, tabled an amendment that the scheme is now cancelled. The amendment received a minority vote and therefore failed. The original proposal was then put to the vote and was unanimously agreed.

038/03 QUALITY PARISH STATUS

Cllr Anderson, having given notice of recommendation that the Council confirms its intention to seek Quality Parish Status and considers how it would manage the application process proposed that Deeping St James Parish Council makes an application for such status and the Finance Committee is requested to undertake application process on its behalf. This was seconded by Cllr Fisk and unanimously agreed.

039/03 GRANT AID APPLICATIONS

Cllr Anderson, having given notice of recommendation that the Council considered the next round of applications for grant aid assistance in accordance with the Council’s procedures on grant aid, requested that the three properly completed applications received by the closure date were debated.

Deepings Friendship Club for the Disabled – Contribution requested towards the cost of social activities and trips. Proposed by Cllr Dilks, seconded by Cllr Chambers and unanimously agreed to award £300 (LG (MP) A 1976, s 19).

Glebe Singers – Contribution requested towards the cost of developing opportunities for working with young singers. Proposed by Cllr Shinkins, seconded by Cllr Fisk and unanimously agreed to award £150 (LGA 1972, s 145 (d)).

Priory Church Social Committee – Contribution requested towards the cost of staging the annual Musical Evening on the Vicarage Lawn. Proposed by Cllr Chambers, seconded by Cllr Redgrave and unanimously agreed to award £200 (LGA 1972, s 145 (a)).

Members expressed disappointment that other enquirers had not completed and returned the application form provided, thus preventing the Council from considering these requests further.

040/03 RE-CYCLING CENTRE VISIT

Cllr Thomas, having given notice of recommendation that the Council now agreed a date for the tour of the recycling centre at Dogsthorpe, Peterborough reminded members that before her election to the Council, she had made an offer to the previous Council to conduct a tour of the centre which had been accepted on the new Council’s behalf. It was proposed by Cllr Anderson, seconded by Cllr Griffiths and unanimously agreed to undertake the tour on Monday, 22 September 2003 at 7.00pm.

041/03 PARISH PUMP

.1	Residential use of caravans	Cllr Shinkins reported that there appeared to be more than one caravan being used for residential use at Frognall Livery.

.2	Cycling/parking on pavements	Cllr Griffiths gave notice of an agenda item for the next meeting concerning the danger caused to pedestrians.

.3	Bonfires	Cllr Redgrave requested information concerning bylaws and bonfires in response to a complaint.

.4	Telephone box	Cllr Redgrave reported problems caused to residents due to the telephone box on Park Road.

.5	Cemetery railings	Cllr Dilks requested that the Cemetery Committee considered the potential hazard caused by the railings at its next meeting.

.6	Litter bin	Cllr Blades reported that a bin had appeared on the path near the Deeping St James Community Primary School and required emptying.

.7	Concert	Cllr Chambers reported that a concert by the Lincolnshire Youth Orchestra, of which some local children are members, would be held on Wednesday, 2 July 2003 in the Church.

.8	Bus shelters	Cllr Warrick reported further fly posting and asked that the Transport Committee addressed this problem.

.9	Post Office	Cllr Abel reported that there had been a raid on the Post Office that afternoon.

The meeting closed at 10.30pm

Signed ………………………..

Chairman

Date: 31 July 2003