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DEEPING ST JAMES PARISH COUNCIL

Minutes of the Meeting of the Parish Council held at The Institute on Thursday, 30 October 2003 at 7.35pm following the closure of the Open Forum. Councillor Anderson, Chairman, presided over Councillors Abel, Auger, Blades, Blessett, Chambers, Dilks, Griffiths, Helyar, Redgrave, Shinkins, and the clerk. One member of the public and three members of the press were present.

Before the meeting was opened, Cllr Anderson reported that he and Mrs Anderson, with Cllr Warrick, had represented the Parish Council at the funeral of the late Mayor of Market Deeping, Cllr Robert Glass who had died suddenly as a result of a road traffic accident. Cllr Anderson asked all present to observe a minute’s silence in his memory.
    
100/03        APOLOGIES FOR ABSENCE

Apologies for absence were received and the reason accepted from Cllrs Fisk, Stevens and Warrick due to family holidays and Cllr Thomas due to a long-standing family engagement.

101/03        DECLARATIONS OF INTEREST

Members notified interests in the following items and completed the Register.


Cllr P M Dilks Personal interest in Minute 016/03 Ref: S03/1383 Governor of the School.
102/03        MINUTES OF THE PREVIOUS MEETING

The minutes of the meeting held on 25 September 2003, having previously been circulated, were approved as a true and correct record and signed by the Chairman after amending minute 083/03.2 to read Cllr Warrick in place of Cllr Chambers.

103/03        REPORT OF MATTERS ARISING OUT OF THESE MINUTES


.1 Licensees Meeting (083/03.7) It was confirmed that this meeting would take place at the Deepings Community Centre at 7.30pm on Monday, 10 November 2003.
.2 P.C.S.O’s meeting (096/03) The clerk advised that a meeting date had not been set yet but would be notified in due course.
.3 Daffodil bulbs (098/03) It was reported that the bulbs had not been planted yet due to the extended dry spell and the ground being too hard.
104/03        CORRESPONDENCE BEFORE THE COUNCIL
    
The Council considered its response to the following correspondence, a summary detailing the content having been previously circulated.    


.1 Bus services Linchfield Road It was reported by Lincolnshire County Council and Delaine Buses Ltd that the service on Sundays was under threat due to cars parking on both sides of Linchfield Road during Rugby Club practices/matches. The road is narrowed to such an extent that it is impossible for a bus to pass through. Members were concerned not only about the threat to the bus service but also emergency vehicles needing access along this important access road. It was proposed by Cllr Anderson, seconded by Cllr Dilks and unanimously agreed to try to broker a meeting between the Rugby Club, South Kesteven District Council, Lincolnshire County Council, the Police and Delaine Buses Ltd in an attempt to resolve this.
.2 Leisure Centre Playing Field A letter complaining about inappropriate behaviour by members of the Rugby Club and the lack of proper monitoring by South Kesteven District Council was received. Cllr Auger reported that he had taken these matters up as a District Councillor and would report back to the Parish Council on an ongoing basis.
.3 Remembrance Day Market Deeping Town Council invited members to attend the marking of the two-minute silence at 11am on Tuesday, 11 November 2003 at Riverside Park. The clerk confirmed that there was budget provision for sharing the costs of cleaning the memorial in readiness for this ceremony.
.4 Parish Plan Grant Members accepted an offer from the Community Council of Lincolnshire to attend the November meeting of the Council to discuss a potential Parish Plan application.
.5 Road Safety Partnership This presentation will take place at Bourne Town Hall on Wednesday, 12 November 2003. Cllr Auger, Dilks & Helyar volunteered to try and attend.
.6 NHS Foundation Trust Members noted without comment Peterborough Hospitals Trust’s proposals for application for Foundation status.
.7 Local Safety Fund It was noted that the Police Authority was offering small grants for community-based safety projects. It was agreed to publish this information on the Notice Board.
.8 ROSPA Workshop A free Play Inspection workshop will be held in Bourne on 17 November 2003 but no-one was available to attend. The clerk will ask for any relevant papers.
.9 Fire & Rescue Draft IRMP It was proposed by Cllr Anderson, seconded by Cllr Auger and unanimously agreed to delegate the response to this Consultation Document to the Planning Committee.
.10 Draft Charter L.A.L.C. has drafted a Charter to set out how the various tiers of local government should work with each other. A number of Councillors volunteered to study this and make comment.
.11 Hanover Housing It was agreed to pass on a request for information on local Black, Minority & Ethnic Groups to the Community Centre as it holds information on local organisations.
.12 L.A.L.C. AGM Cllr Blades advised members of the various workshops available at this event on Saturday, 8 November 2003, which she was attending on the Council’s behalf. It was agreed to select the session on collaborative working with other authorities.
.13 Other items noted ·    L.A.L.C.: Seminar at BIllinghay Village Hall on 11.11.03.
·    L.P.F.A.: Annual General Meeting on 27.11.03.
·    Powergen Plc: Change to billing frequency for The Cross lights.
·    Underhill, Langley & Wright: Application for transfer of licence at The Goat Public House.
·    S.K.D.C.: Request to be vigilant for flooding.
·    Stamford Volunteer Bureau: Acknowledgement of support for Deeping Outreach Service.
·    S.K.D.C.: Notification of appointment of new Chief Executive following retirement of Mr Farmer.
·    Peterborough City Council: Bus Services Scrutiny Review report.
·    O.D.P.M.: Anti-social Behaviour Bill press release concerning high hedge disputes.
·    Deepings Community Partnership: Minutes of last meeting.
·    Acknowledgements of grant aid from Langtoft U.F.C., Deeping St James Over 60’s Club and the Deepings Practice Health Visiting Team.
·    Shell Better Britain: Newsletter.
·    L.C.C.: Winter Salting Routes map.
.14 Newsletter responses The clerk’s report on the responses to the last edition of community news was received and it was agreed that the clerk should reply individually stating the Council’s position on each of the points raised. With regard to dealing with anonymous submissions, it was agreed that these should be treated according to the merit of the information they contained.
105/03        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 on matters relating to planning and did not register a vote.

106/03    MINUTES OF THE PLANNING COMMITTEE MEETING HELD ON 23 OCTOBER 2003

The minutes of the meeting were presented by Cllr Blessett. It was proposed by Cllr Blessett, seconded by Cllr Shinkins and agreed as follows to accept the recommendations contained therein:


Minute 040 Ref: S03/1192 Unanimous
Minute 040 Ref: S03/1212 5 votes for, 3 against and 1 abstention.
Minute 040 Ref: S03/1224 Unanimous
Minute 040 Ref: S03/1383 8 votes for, 0 against and 1 abstention.
Minute 042 Unanimous
107/03    PLANNING APPLICATIONS BEFORE THE COUNCIL AT THIS MEETING

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


S03/1335 4 Curlew Walk First-floor extension over garage. No objection.
S03/1361 Open Door Baptist Church, 5 Spalding Rd Internally illuminated crucifix (advertisement). No objection to the structures, objection to the proposed internal illumination as being inappropriate and contributing towards light pollution.
S03/1380 3 Curlew Walk Erection of 6’ fence. Objection. This is an open plan estate and the proposals/design are not in keeping with this.
108/03        ACCOUNTS FOR PAYMENT

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


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

Amount

Clerk

Salary inc.10 hrs overtime (Aug) & 20.5 hrs overtime (Sep) (LGA 1972, s 112)

930.85

Postage (LGA 1972, s 111)

48.00

Condolences card (LGA 1972, s 111)

1.99

Cemetery notices laminating (LGA 1972, s 111)

1.00

L.C.C.

Pension (LG Pension scheme Regs 1997)

279.89

Adcentre

Meetings advert (subject to 50% reimbursement from M.D.T.C.). (LGA 1972, s 232)

32.90

Ashwell Associates

Headstones Public Notice The Local (2 insertions) (LACO 1977, Sch.3)

150.40

Robinson Construction (Deeping) Ltd

Jubilee Playing Field remedial works (OSA 1906, s 10)

1,019.54

Filcris Ltd

Cemetery Notice Board (LGA 1972, s 214)

655.25

Castle Cleaners

Bus shelter cleaning & maintenance inspections (LG(MP)A 1953, s4)

98.70

R & W H Grooby

Footpath maintenance (riverbank) (H’Ways Act 1980, s 43)

334.87

M Warrick

Bus shelter timetables (LG(MP)A 1953, s4)

16.99

Zetnet Ltd

Website call deposit (LGA 1972, s142 (2))

30.00

Mrs C Precey

Internal Audit fee 1.4 30.9.03 (A & AR 1996, s 5)

50.00

Impact

Accounts software support fee (LGA 1972, s111)

55.00

Total

3,705.38

109/03            CEMETERY RAILINGS    

Quotations to re-hang the gates and remove the spikes from the railings, file smooth and paint were considered. It was proposed by Cllr Abel and seconded by Cllr Blessett that the Woodland Engineering quote, the cheapest, is accepted for the re-hanging of the gates in the sum of £150 but to leave the railings as they are. Cllr Auger, seconded by Cllr Dilks, proposed an amendment that the quote for the railings in the sum of £320 is also accepted from Woodland Engineering and the work done at the same time. The amendment received 8 votes to 2 against with 1 abstention. The substantive motion was proposed, seconded and carried by 8 votes to 2 against with 1 abstention.

                REPORTS
    
110/03            TRANSPORT COMMITTEE

The minutes of the meeting held on 13 October 2003 were presented by Cllr Chambers, Chair of the Committee. It was proposed by Cllr Chambers, seconded by Cllr Anderson and unanimously agreed to accept all the recommendations contained therein.         

Cllr Redgrave left the meeting at this point.

111/03            ALLOTMENTS COMMITTEE

The minutes of the meeting held on 23 October 2003 were presented by Cllr Anderson, Chairman of the Committee. It was proposed by Cllr Anderson, seconded by Cllr Griffiths, and unanimously agreed to accept all the recommendations contained therein.

112/03            DEEPINGS YOUTH LIAISON GROUP

The reports of the meetings held on 1, 8, 15, & 22 October 2003 were received and noted.     It was further noted that that the inaugural meeting of the Deepings Youth Council would be held on 12 November 2003.

113/03            MOTION TO EXCLUDE THE PUBLIC AND PRESS

In accordance with Standing Order 61, it was proposed by Cllr Anderson, seconded by Cllr Chambers 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 two items of business due to their confidential nature.
        
114/03            RESIGNATION OF THE CLERK
        
The Council accepted the resignation of the clerk, due to the increased time commitment needed for the position, with regret. The notice period will terminate no later than 31 January 2004. It was proposed by Cllr Anderson, seconded by Cllr Shinkins and unanimously resolved to:

(1)    Offer the vacancy at 27.5 hours per week plus attendance at meetings at S.C.P. 22-27 dependent upon experience with a view to the new post holder commencing employment on 1 January 2004.
(2)    Advertise the vacancy in the Stamford Mercury, Lincolnshire Free Press, Bourne Local, Deepings Advertiser, notice boards and web site.
(3)    Appoint a Selection Panel consisting of Cllrs Auger, Chambers and Fisk to undertake the short-listing and interviewing of applicants and to make a recommendation on an appointment at the next Council meeting.

115/03            REVIEW OF OFFICE REQUIREMENTS

Cllr Anderson reported that the second office at The Institute was vacant. It was considered that this was an opportunity to secure additional office space which, if missed, could cause the Council significant future organisational problems. It was proposed by Cllr Anderson, seconded by Cllr Griffiths and unanimously resolved to lease the second office for an initial twelve month period at an annual cost of £1,500 per annum plus electricity costs

The meeting reverted to open session at this point.
        
116/03            CLERK’ REPORT

The clerk’s report, having been previously circulated was received and the recommendations considered. It was proposed by Cllr Anderson, seconded by Cllr Auger and unanimously resolved:

(1)    To confirm the actions of the clerk in making arrangements for safety works to be undertaken in accordance with Section 16 (2) and Schedule 3 of the Local Authorities’ Cemeteries Order 1977.
(2)    That the Parish Council will meet the cost in accordance with the Occupiers’ Liability Acts 1957 and 1984 where, in the clerk’s judgement following close inspection on site, there is no evidence of the problem resulting from the headstone or negligence on behalf of the grave’s owner.
(3)    That the Parish Council will seek reimbursement of the costs incurred where the potential hazard lies within the headstone’s structure or fixings from the owner where it has been possible to identify him/her from the means used to satisfy Schedule 3 of the Local Authorities’ Cemeteries Order 1977.
(4)    Change the date of the annual review of Standing Orders from November to May.

The meeting closed at 10.15pm.

Signed …………………………………………. Chairman Date: 27 November 2003