DEEPING ST JAMES PARISH COUNCIL

Minutes of the Meeting of the Parish Council held at The Institute on Thursday, 31 July 2003.

Councillor Anderson, Chairman, presided over Councillors Abel, Auger, Blades, Blessett, Chambers, Dilks, Fisk, Helyar, Griffiths, Redgrave, Shinkins, Stevens, Thomas, and the clerk. Three members of the public and three members of the press were present.

042/03 APOLOGIES FOR ABSENCE

Apologies for absence were received Cllr Warrick and the reason for the absence, which was due to a family holiday, was accepted.

043/03 DECLARATIONS OF INTEREST – None.

044/03 MINUTES OF THE PREVIOUS MEETING

The minutes of the meeting held on 26 June 2003, having previously been circulated, were unanimously approved as a true and correct record and signed by the Chairman.

045/03 REPORT OF MATTERS ARISING OUT OF THE MINUTES

.1

S.L.C.C. Conference (023/03.9)

The clerk reported that she had been unable to attend this conference. As no one was able to take the place the booking was not made and the cheque signed at the last meeting in respect of the £25 booking fee cancelled.
     

.2

Public Open Space survey (024/03.1)

S.K.D.C. is currently undertaking a district-wide survey which will include this part of Deeping St James. It expected to report in autumn 2003.
     

.3

Bonfires (041/03.3)

Cllr Auger provided members and the clerk with copies of South Kesteven District Council’s advice leaflet on garden bonfires.

046/03 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

High Locks Footbridge

L.C.C. Highways proposes to replace the footbridge with a new structure as the original has reached the end of its useful life. As the bridge is in the Conservation Area, planning consent will be needed which will allow the Council to comment on the proposed design. Cllr Anderson, in the absence of the clerk, attended a site meeting with L.C.C. and reported that the new bridge and other safety works would result in an improvement to the area. L.C.C. requested the Council’s assistance to have the nearby Anglian Water pipe in the vicinity moved underneath the bridge when the works are carried out. It was proposed by Cllr Anderson, seconded by Cllr Shinkins and unanimously agreed that the clerk should write to Anglian Water requesting these works in order to enhance the visual amenity.
     

.2

Police Community Support Officers

Lincolnshire Police and the Police Authority provided more information about the deployment of the additional P.C.S.O.’s allocated to Lincolnshire, none of which would be in Deeping St James. They further offered to meet with members to discuss the Council’s intention to submit a bid to the next funding round on Monday, 15 September 2003. It was proposed by Cllr Anderson, seconded by Cllr Dilks and unanimously agreed to accept this offer and date. The clerk was asked to find out more information about the training event at RAF Cranwell in September.
     

.3

Parish Paths Partnership

It was proposed by Cllr Fisk, seconded by Cllr Shinkins and unanimously agreed that the Parish Council should continue to be a member of the Partnership. Cllr Anderson was duly authorised to sign the Agreement.
     

.4

Hedge Planting grant scheme

L.C.C. provided details of its scheme in response to a request for grant assistance towards the cost of planting a hedge at the proposed allotments site. L.C.C. will grant 50% of the cost up to a maximum of £1,000. Cllr Thomas provided details of other funding opportunities and it was agreed to defer a decision on whether to make an application until the clerk has had opportunity to investigate the alternatives.
     

.5

Deepings Lakes Nature Reserve

Lincolnshire Wildlife Trust provided information about the acquisition of the former gravel works on Station Road and its on-going project to transform the site into a nature reserve. It further invited the Council to submit a nomination for membership of the Steering Group. It was proposed by Cllr Fisk, seconded by Cllr Chambers and unanimously agreed to nominate Cllr Anderson.
     

.6

Lincs South West NHS Trust

The Trust is consulting on the future delivery of services. Deeping St James does not, in the main, fall within the Trust’s area of concern. All members received a copy of the summary document and were asked to submit any comments to the clerk to enable a response to be submitted by the deadline of 15 August 2003.
     

.7

S. 101 Local Government Act 2000

The removal of surcharging has led to confusion over the extent of the personal liability of members and officers against actions and decisions taken. The Government is consulting on the nature of the power to provide indemnities for members and officers under this Act. It was agreed that Cllr Anderson should study the consultation document and report back to the Council so that a response could be submitted by 30 September 2003.
     

.8

Cycle of Local Government Elections

The Government is reviewing the timetable and format of elections. It was agreed that Cllr Auger should study the consultation document and report back to the Council so that a response could be submitted by 12 September 2003.

.9

Minimum voting/

candidacy age

The Government is reviewing the minimum ages with a view to reducing to encourage better electoral participation. It was agreed that Cllr Shinkins should study the consultation document and report back to the Council so that a response could be submitted by 17 October 2003.
     

.10

Local Authority business rate incentives

It was noted that consultation was currently underway and that there was an opportunity for debate on the return of some of the business rate to parish and town councils. It was proposed by Cllr Anderson, seconded by Cllr Fisk and unanimously agreed to support N.A.L.C.’s campaign for this change.
     

.11

L.C.C. Best Value Plan

The Plan was received and it was agreed that Cllr Blades should study the document and report back to the Council with any comments.
     

.12

S.K.D.C. Best Value Plan

The Plan was received and it was agreed that Cllr Shinkins should study the document and report back to the Council with any comments.
     

.13

Vital Villages Grant Scheme

Members were disappointed to note that there was an embargo on new applications to the three elements of the fund and that application process was likely to change. The matter will be kept under close review.
     

.14

Publications

It was proposed by Cllr Anderson, seconded by Cllr Auger, and unanimously agreed that one copy of the Parish Councillor’s Guide (18th edition) and one copy of the Law of Allotments (5th edition) should be purchased from Shaw & Sons at a price of £13.50 and £18.95 respectively (LGA 1972, s 111).

     

.15

Road Safety Partnership presentation

Bourne Town Council extended an invitation to attend a presentation in October, subject to sufficient numbers. It was proposed by Cllr Anderson, seconded by Cllr Dilks and unanimously agreed to accept the invitation and send six delegates.
     

.16

Raft Race

Notification of the closure of Bridge Street on Sunday, 9 August 2003 for the annual Raft Race was noted. It was agreed that the clerk should once again request Market Deeping Town Council to ask that the Memorial is cordoned off.
     

.17

Other items noted
  • Commonwealth War Graves Commission: Maintenance of graves – deferred to the Cemetery Committee.
   
  • Association of Burial Authorities: Newsletter – deferred to the Cemetery Committee.
   
  • Macmillan Cancer Relief: Publicity on the ‘World’s Biggest Coffee Morning’.
   
  • O.D.P.M.: Notification that the Local Authorities (Code of Conduct) (Local Determination) Regulations 2003 came into force on 30 June 2003.
   
  • Chairman of S.K.D.C. Standards Committee: General advice.
   
  • S.K.D.C.: Local Strategic Partnership Strategy Document July 2003.
   
  • L.C.C. Education & Cultural Services: Notification of legislative change to replace Minor Authority Governors (appointed by Parish Councils) with Community Governors (appointed by the Governing Body). Existing appointments will serve out their terms of office.
   
  • Market Deeping Town Council: Letter of thanks for organising the Councillors’ Training Event on 2 July 2003.
   
  • Deepings Friendship Club for the Disabled: Acknowledgement of grant aid.
   
  • Glebe Singers: Acknowledgement of grant aid.
   
  • S.K.D.C. Planning: Confirmation of the position relating to the siting of caravans for residential purposes at the Frognall Livery.
   
  • Wicksteed Leisure: Working regarding the Disability Discrimination Act 1995 – deferred to the Playing Field Committee.
   
  • C.P.R.E. Lincolnshire: Acknowledgement of affiliation to the branch/ explanation as to why the population band for B.K.S.T.C cannot be raised.
   
  • D.E.F.R.A.: Notification of publication of Rural Services Standards 2003.
   
  • Anglian Water: Drinking Water Quality 2002 Report.
   
  • L.C.C.: Freedom of Information Act 2000 – Publication Scheme.
   
  • Stamford Volunteer Bureau: Newsletter.
   
  • Charity Commission: Newsletter.
   
  • Local Council Review: Journal.
  • Clerks & Council’s Direct: Journal.

047/03 PLANNING RELATED ISSUES

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 following discussions on planning issues and did not register a vote.

048/03 MINUTES OF THE PLANNING COMMITTEE MEETING HELD ON 24 JULY 2003

The minutes of the meeting having previously been circulated were received. Having considered the recommendations contained therein it was proposed by Cllr Dilks, seconded by Cllr Chambers and agreed by 11 votes to 1 against to accept the recommendation in respect of application S03/0817 and unanimously agreed to accept the recommendations in respect of applications S03/0869, S03/0912 & S03/0939.

049/03 PLANNING APPLICATIONS BEFORE THE COUNCIL AT THIS MEETING

It was proposed by Cllr Dilks, seconded by Cllr Anderson and agreed unanimously to offer the following observations to planning applications received since the last Planning Committee meeting:

S03/0973

26 The Parslins

Single-storey side and rear extension. No objection.
     

S03/0560

1& 2 Horsegate

Siting of two storage container (amended plans). * This amended plan was received too late for inclusion on the agenda and therefore it was not possible to formally resolve upon the response. However, in view of the timescale allowed for submitting a response, the application was considered and the following comments were made. No objection providing that a condition is placed upon any consent requiring an adequate screen to the adjoining boundary in the interests of the visual impact on the surrounding residential area. The Parish Council would also request that the containers are removed as soon as practicable.

050/03 ACCOUNTS FOR PAYMENT AND OTHER FINANCIAL MATTERS

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

Payee

Service/Item of Expenditure (Relevant power to incur)

Amount

Clerk

Salary inc. 19 hrs overtime (June) (LGA 1972, s 112)

849.81

Mileage expenses – Training: 26/6 - 91 miles @ 40ppm & 17.7 - 51 miles @ 40ppm (LGA 1972, s 174)

56.80

Postage (LGA 1972, s 111)

35.50

L.C.C.

Pension (LG Pension scheme Regs 1997)

279.89

Huddlestone Landscapes

Cemetery maintenance (LGA 1972, s 214)

240.00

Millennium Wood maintenance (OSA 1906, s 10)

25.00

Footpath hedge cutting – Low Locks (H’wysA A 1980, s 43)

20.00

Adcentre

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

(LGA 1972, s 232)

32.90

Powergen Plc

Power supply – The Cross lights (PCA 1957, s 3)

5.43

J R Reedman

Storage of the Council’s burial accoutrements (per annum) (LGA 1972, s 214)

25.00

DSJ United Charities

Room hire – Committee Meetings 1 July – 30 September (4) (LGA 1972, s 133)

40.00

Cllr H E Blades

Mileage expenses – Stamford Volunteer Bureau A.G.M. 3.7.03: 19 miles @ 49.4ppm (LGA 1972, s 174)

9.39

XMA Ltd

Ink jet cartridges (LGA.1972, s 111)

87.14

Anglian Water

Cemetery water supply (LGA 1972, s 214)

23.77

R Roberts

Survey & plan for proposed allotment gardens (SM & AA 1908, s 26)

100.00

Shaw & Sons Ltd

Publications (LGA 1972, s 111)

32.45

Total

As the second quotation for the remedial works to the Jubilee Playing Field had still not been received it was agreed that the matter should stand deferred until the next meeting.

REPORTS

051/03 CLERK’S REPORT

The clerk’s report, having been previously circulated was received and the recommendations considered:

  1. AGENDAS/BUSINESS TRANSACTED AT MEETINGS. It was proposed by Cllr Chambers, seconded by Cllr Fisk and unanimously agreed to adopt the advice concerning ‘matters arising’ and ‘parish-pump’ as a safeguard against business not previously specified being debated.
  2. CHEQUE SIGNING. It was proposed by Cllr Auger, seconded by Cllr Fisk and unanimously agreed that the clerk is no longer a signatory to cheques in order to protect the integrity of the internal control system.
  3. DELEGATED POWERS. It was proposed by Cllr Anderson, seconded by Cllr Shinkins and unanimously agreed that the clerk may take action under delegated powers, after first consulting with the Chairman, to deal with routine matters that cannot wait to be dealt with at the next Council/committee meeting and do not warrant an emergency meeting being summoned and that the clerk shall have the delegated power to incur expenditure of a revenue nature (maintenance/general) in respect of administration and office costs without recourse to the Council providing the expenditure is contained within the previously approved annual budget for such expenditure and reported to the next Council meeting.
  4. COUNCILLORS ALLOWANCES. It was noted that the Local Authorities (Members’ Allowances) (England) Regulations 2003 came into force on 1 May 2003 and arrangements will be made for this to be considered when further information as to how the Regulations will be implemented is available. In view of this delay, it was proposed by Cllr Anderson, seconded by Cllr Chambers and unanimously agreed that the nationally agreed mileage rates for Councillors – 49.4p per mile and clerk – 40p per mile are applied in the interim.
  5. COUNCIL/COMMITTEE MEETING CALENDAR. It was proposed by Cllr Shinkins, seconded by Cllr Anderson and unanimously agreed to adopt the draft meeting calendar.
  6. CRIME & DISORDER POLICY. It was proposed by Cllr Shinkins, seconded by Cllr Anderson and unanimously agreed to adopt the document produced by the clerk as the Council’s policy.

052/03 EXTERNAL BODIES – DRUGS AWARENESS GROUP

Cllrs Shinkins & Stevens’ reports of the meetings on 8 & 17 July 2003, which had been previously circulated, were considered in conjunction with the verbal report of the meeting held on 22 July 2003. It was noted that the Group wished to widen its remit to cover other youth-related issues and had been re-named the Deepings Youth Liaison Group. The Group had started work on re-introducing a Youth Forum for the Deepings and members were pleased to hear of the progress achieved to date. The Group would be asking for funding from Deeping St James Parish Council and a discussion ensued concerning whether the Group would operate independently, or as a function, of the two councils. It was proposed by Cllr Stevens, seconded by Cllr Auger and unanimously agreed that advice be sought from Lincolnshire Association of Local Councils with regard to the options with a proposal brought forward to the next meeting.

053/03 LOCAL POLICING FORUM – 1 JULY 2003

Cllr Stevens’ report, which had been previously circulated, was considered. It was noted this had been a well-attended meeting which had provided the opportunity explain some of the Council’s initiatives in respect of crime prevention. The main issue related to the nuisance caused by patrons leaving public houses late in the evening. The police felt that the two local councils could assist in resolving this by arranging a meeting with licensees. It was proposed by Cllr Stevens, seconded by Cllr Dilks and unanimously agreed to write to Market Deeping Town Council to see whether it would be interested in staging such a meeting.

054/03 COUNCILLORS’ TRAINING COURSE – 2 JULY 2003

Cllrs Blades and Stevens reported that this course had been extremely useful and had covered a variety of topics including ethical standards, standing orders and Quality Parish Status. It was proposed by Cllr Anderson, seconded by Cllr Blades and unanimously agreed that a letter of thanks is sent to the Lincolnshire Association of Local Councils Advisor for staging this course locally.

055/03 STAMFORD VOLUNTEER BUREAU A.G.M. – 3 JULY 2003

Cllr Blades’ report, which had been previously circulated, was considered. It was noted that there was considerable change in the voluntary services sector which meant that the Deepings Outreach Service might be under threat. Members were concerned that this valuable service might be lost to the community and agreed with the recommendations contained in the report. It was proposed by Cllr Thomas, seconded by Cllr Chambers and unanimously agreed that Cllr Blades be nominated as the Council’s representative on the Management Committee in order to reflect the concern of Deeping St James Parish Council and to help work towards preserving this service in the Deepings.

056/03 FOOTPATH WALKS – 10, 16 & 23 JULY 2003

Cllr Fisk’s report, which had been previously circulated, was considered and members were pleased to note that the walks had proved extremely popular with the footpaths found to be generally in a very good condition. A letter from the Ramblers Association, who had attended the new riverbank walk, was noted. It was proposed by Cllr Fisk, seconded by Cllr Dilks and unanimously agreed to send a copy of the report to Lincolnshire County Council’s Footpaths Officer and all the land-owners concerned thanking them for their co-operation and to also place an article in the newsletter.

NOTICES OF RESOLUTION/RECOMMENDATION UPON WHICH NOTICE HAD BEEN GIVEN

057/03 PARKING AND CYCLING ON PAVEMENTS

Cllr Griffiths requested that the Council considered what action it could take to protect residents from cyclists on pavements and cars parked across pavements particularly in the Linchfield Road area. It was noted that most of the problems occurred when the School/Leisure Centre Playing Fields were in use, particularly when junior rugby coaching was held. It was proposed by Cllr Anderson, seconded by Cllr Griffiths and unanimously agreed that the clerk should write to the Rugby Club requesting that cars parked in the Leisure Centre Car Park, and to L.C.C. Highways and S.K.D.C. Leisure & Cultural Services requesting that suitable signs be provided directing traffic to this car park.

058/03 DEEPINGS LEISURE CENTRE – MEETING WITH S.K.D.C.

Cllr Anderson requested that members agreed the agenda and date for this meeting. It was proposed by Cllr Anderson, seconded by Cllr Dilks and unanimously agreed that the Council would raise the following matters; funding, refurbishment plans/options, future management incorporating a local management committee, catering, link with the Deepings School, charging policy and user consultation and that the dates offered to S.K.D.C. be the 6th or 7th October at 7.30pm.

059/03 REVIEW OF STANDING ORDERS AND FINANCIAL REGULATIONS

Cllr Anderson, seconded by Cllr Fisk, proposed the Council agreed to alter its Standing Orders and Financial Regulations to reflect Committee delegated powers agreed at the last Council meeting, the transacting of council business, the clerk’s delegated emergency powers and revised cheque signing arrangements as agreed under minute 051/03 and minor amendments/corrections as contained in the schedule provided to each member before the meeting. This was carried unanimously. It was further proposed by Cllr Chambers, seconded by Cllr Anderson and unanimously agreed to re-insert the following Standing Order as number 17, which had been omitted from the final document produced in November 2002 as a result of a printing error, and re-number subsequent Standing Orders accordingly:

Resolutions moved on notice

Except as provided by these Standing Orders, no resolution may be moved unless the business to which it relates has been put on the Agenda by the clerk or the mover has given notice in writing of its terms and has delivered the notice to the clerk at least seven clear days before the next meeting of the Council (i.e. Tuesday of the week before the meeting).

060/03 WELLINGTONIA TREE - CEMETERY

Cllr Fisk, seconded by Cllr Auger, proposed that the Council accepted the recommendation of the District Council’s Tree Officer in connection with the Wellingtonia Tree in the Cemetery and does not undertake any cosmetic pruning. This was carried unanimously.

061/03 TABLE WATER

Cllr Redgrave, seconded by Cllr Dilks, proposed that the Council provided water during meetings at an annual cost of £18 per annum for water and disposable glasses. The proposal failed to receive a majority vote.

062/03 PARISH PUMP

.1

Playscheme

Cllr Shinkins advised that the Chairman of S.K.D.C. would be visiting the scheme on Friday, 8 August 2003 and extended an invitation to members to also attend.
     

.2

Master Composter Scheme

Cllr Thomas advised that she had been accepted onto a course which would train her to be able to then train allotment garden plot holders and other interested parties in composting. This was welcomed.
     

.3

Chairman’s function

Cllr Anderson advised that he had been invited to represent the Parish Council at the Station Commander’s reception at RAF Wittering.

063/03 MOTION TO EXCLUDE THE PUBLIC AND PRESS

In accordance with Standing Orders 23(n) and 61, it was proposed by Cllr Anderson, seconded by Cllr Fisk and unanimously agreed that, in accordance with Section 1 (2) of the Public Bodies (Admissions to Meetings Act) 1960 the public and press be excluded from the meeting during the following item of business due to it’s confidential nature.

064/03 CLERK’S ANNUAL PERFORMANCE REVIEW

The clerk’s report, which had been previously circulated, was considered. It was proposed by Cllr Anderson, seconded by Cllr Chambers and unanimously agreed to confirm the clerk’s salary scale as LC2 SCP27 22.5/37 with effect from 1.4.03, make no changes to the contracted hours at this time but keep matter under close review and introduce a formal appraisal system for future annual reviews.

The meeting closed at 10.00pm

Signed ……………………….. Chairman Date: 28 August 2003