2021 Parish Council Minutes of Meetings

MINUTES of the Meeting of DEEPING ST NICHOLAS PARISH COUNCIL held on Monday 27th September 2021 at 7:00pm, held in Deeping St Nicholas Parish Church

                                                                                                                        (Recorded by the Clerk)

Present:          David Branton (Chairman), Deborah Croyle (Vice Chairman), William Rodwell, Andy Croyle, Paul Barrett, Louise McGuinness, Ric Chapman, David Strudwick, and Barry Hopkins

Clerk/RFO:  Angela Harrison

3 members of the public

In the Chair: David Branton

1. Apologies

Apologies were received from:

• Nicholas Watts
• Charles Sly
• County & District Cllr Nigel Pepper
• County Cllr Elizabeth Sneath
• District Cllr Bryan Alcock
• District Cllr Jim Astill

The District Cllrs were attending mandatory planning training at SHDC.

It was agreed to approve the apologies for absence.

2. Declarations of Interest (in accordance with the LGA 2000)

Non-Pecuniary:

Village Hall CIO:                     N Watts, A Croyle, D Strudwick and D Croyle

Good Neighbour Scheme:      D Croyle, B Hopkins, L McGuinness, P Barrett and A Croyle

Gardening Club:                      D Croyle, A Croyle and P Barrett

3. Public Speakers (Max 3 mins each)

• 3 members of the public wished to raise the issue of speeding through Hop Pole and asked whether the Community Speed Watch initiative could be extended to their end of the village.
  • It was advised that there was an issue with regards to finding volunteers and a safe area to operate from.
• The residents offered themselves as volunteers, along with their own properties to work from.
  • It was suggested that this could bring revocation to their homes.
• In the absence of Paul Barrett, the CSW coordinator for DSN, it was agreed that details would be sought and an update brought to the next meeting.

Action: Clerk & PB

4. To formerly adopt the Minutes of the Annual Parish Council Meeting, held on Monday 26th July 2021

A Croyle requested that his name be added to the Gardening Club, under Declarations of Interest, (non-pecuniary).

With the above addition, it was agreed that the Chairman sign the Minutes as a true record.

5. Matters Arising from the Minutes

Civic Service

DB spoke about the Civic Service and said how nice it was to see a full church.  There were several people taking part, including three of our Parish Councilors and that it was a credit to the village.

It was agreed to send a letter of thanks to Erica Crust.

Action Clerk & DB

Book Box

AC stated that the book box was now up and running and being used well, with no vandalism.

Footpaths

Regarding the state of the footpaths through the village, the Clerk had received an email from LCC which stated the following:

“There has been a Fix My Street report sent through to ourselves for the narrow widths of tarmac footpaths as they have considerable grass encroachment both sides of the path.

We went out to investigate this and found that the problem with this particular issue was that it was from Campaigns Lane down towards Willow Tree Farm. Whilst we appreciate that there is a problem with the footway down this location, due to the length of the issue, it would fall outside the scope of the 6300 Works and the Minor Works that we are able to deliver within the Local Teams. That being said, a Forward Programme Brief was proposed for this location and sent through the Cyclic Team ready for future works. With this, the Cyclic Teams are currently undertaking the 2nd Cut with a 3rd Cut scheduled later this year and the site has been proposed for siding works to get the footway back to original width.”

It was agreed that due to the severity of the issue and the fact that pedestrians were, in some places, having to walk in the road, that the Clerk write a reply requesting that the work be done as a matter of urgency.

Action: Clerk

Carrington Drive

• DS stated that a site visit was carried out last week, arranged by Cllr Pepper, along with himself and Graham Simpson, (officer from LCC).
• Resident of the privately owned property, presented a document which clearly showed a turning circle where his caravan is currently parked.
• The property on the opposite side of the street, (where the other side of the turning circle should be but is not accessible), is owned by SHDC, but should also form part of the turning circle.
  • DS will speak again with Cllr Pepper concerning access to the turning circle at the front of this property.

Action: DS

6. To receive verbal reports from District & County Councilors

There were no reports as there were no Councilors present at the meeting.

7. Update on Community Wellbeing (DC)

Community Trust Committee

• Not much to report following the recent AGM
• One of the Trustees has stood down, so there is now a vacancy.
• Letters have been sent to those who responded on the Parish Plan Questionnaire
• Architect visit arranged for the 4th October. 
  • Recommended that we look at the hall in Moulton Chapel to look at his work.
• Would like to ask the PC’s permission to hold a village fete on the triangle site on the 3rd June 2022 as this will be an extended Bank Holiday weekend in celebration of the Queen’s Jubilee.

Proposed:       DS

Seconded:       AC

All agreed

Action: CTC

Looking for help to organize and arrange:

• Setting up
• Food
• Advertising
• Attendance
• Raffle Prizes
• Porta-loos

• Written to all previous stallholders to give them first refusal.
  • Pub quiz planned for late November, (date tba)
  • Vine House Farm Christmas Fair on the 5th December
• AC is maintaining dialogue with Ashwood Homes.

Good Neighbour Scheme

• As a result of the last Parish Plan questionnaire, DC contacted those people that expressed an interest in being involved with the scheme, a meeting was organised and 8 volunteers attended. 
• The aims of the scheme and what was involved, was discussed and all that attended have agreed to help be part of the development committee and become volunteers.
• The original members of the development group were contacted, and a meeting was organised so that both existing and new could meet up to how to move forward.
• At the subsequent meeting, the following was discussed and decided upon;

• To formally adopt the GNS
• Committee roles were elected
• Draft Constitution was put together
• What the GNS would be offering 
• The responsibilities of each role, including the duty phone holder
• The purchasing of equipment

• Jeanette, our contact at the YMCA, has been informed and is delighted that we are going ahead and will be a huge support to the group going forward.
• Progress has been made in obtaining quotes for Mobile phones, laptops and liability insurance, etc
• As a scheme we will not be able to officially launch until all those required have had DBS checks carried out – which is the next step but, the current process is being reviewed so we are awaiting the results of this meeting which is due to take place this week. 
• The GNS has also put in an application for funding from the Wind Farm Committee.

The GNS also intends to open their own bank account (Metro bank) for several reasons;

1) To access greater funding - many funders, before gifting monies, will look to see if you have a committee formed and a constitution (code of conduct) so that they can feel assured that monies gifted will be used appropriately and responsibly.

2)  Currently we are able to use the Parish Council bank account, but going forward we need to have our own bank account so that we can access funds quicker and easier. To have an account the banks require you to be set up as a group/committee as above.

3)  I would feel happier knowing that everything we do is transparent and can stand up to scrutiny, if any, and that all decisions are agreed by all the members as per the constitution.

The Chairman thanked DC for her report and for the sterling work she is doing for the local community.

Gardening Club update

The planters are currently still being watered and tended to by the group of volunteers, however

they are clearly coming to an end. The plan is as follows;

1. All planters will be cleared in the first 2 weeks of October
2. All Autumn/Winter planting will take place in the last 2 weeks of October – this will consist

of perennial plants, tulip, daffodil and crocus bulbs as well as winter pansies.

• The plans for next year are to increase the number of planters both along the main road and the

road name signs.

• As a group we have been successful in gaining more funding from our District Cllrs; Jim

Astill and Bryan Alcock and also District and County Cllr Nigel Pepper, to the amount of £600.

• Thanks were expressed to them, as the funding is very much appreciated.

• Also, thanks to David Branton for supplying a large quantity of daffodil bulbs, again very much

appreciated.

• As part of the future projects for the gardening club would like to enhance the planting of the

triangle to celebrate the Queen’s Jubilee next year, and therefore would like to ask permission of the Parish Council to do this.  The plan is not to change the green area but to add/enhance around the border.  This would comprise of 3 stages of planting;

1. Woodland area – clear under the existing tree area ready to plant ferns and natural woodland plants and bulbs, maybe place a couple of wooden benches in this area.
2. A natural wildflower area – maybe 3 extra trees - situated in front of the Flogas part of the green.
3. Additional seating, (commemorative bench), to be placed near the existing bench with a small amount of planting around it.  
   1. We have already contacted The Forge in Spalding who create these kinds of benches and are heavily involved in community projects like ours.  We have yet to find out if their committee will agree to the donation.

• As part of the ‘The Queen’s Green Canopy’ initiative, the Woodland Trust are donating trees to groups and community projects that are revitalising green spaces.  DC has contacted them and the GC project would qualify, however the smallest number of trees they send out is 15, so unless we could incorporate them in other areas of the village, we may not be able to take advantage of this scheme just for the triangle.
  • RC stated that he has 2 applications in for trees through the Woodland Trust, so may be able to spare a couple for this project.

As a result of the discussions at the last meeting it was felt it would be a good idea to adopt a

committee and open a bank account for the gardening club for several reasons;

1) To access greater funding - many funders, before gifting monies, will look to see if you have a

committee formed and a constitution (code of conduct), so that they can feel assured that monies

gifted will be used appropriately and responsibly.

2)  Currently the GC are able to use the Parish Council bank account but going forward would need

to have our own bank account so that we can access funds quicker and easier. To have an account

the banks require you to be set up as a group/committee as above.

3)  Transparency - Everything we do is transparent and can stand up to scrutiny, if any, and that all

decisions whether it be planting or future projects, are agreed by all the members who have built a team of volunteers who are maintaining or sponsoring the planters.

• Autumn/Winter we will remove the bedding plants and replace with bulbs, perennials and winter bedding plants.
• We continue to receive funding from the ‘in bloom’ committee
• Plan to enter competition next year for the best kept village.
• Funding offered from District Cllr Jim Astill.
• A review of the planter at Policeman’s corner had been done and it was deemed not to be in a dangerous location for watering and maintaining.  Other members of the group are happy to carry out this work.

The Chairman and AC both congratulated expressed their gratitude to all those involved and the Parish Council agreed to support the Gardening Club with their proposals.

7:55pm – P Barrett arrived.

8. Proposed Speed Reduction for Tongue End

RC advised the PC that road safety was a growing concern in Tongue End.

• No footpaths
• Cars in ditches.

• RC has contacted the Road Safety Partnership and has the support of County Cllr Liz Sneath, and submitted an application to the Highways team.

It was expressed by a number of members, that this issue has been raised more than once, in the past, but with no success.

• The issue is not only the speed of traffic, but the state of the road.
  • RC added that tree roots and undulating surface added to the risk.
  • Winter will only get worse
• Few near misses with parent and children walking with no footpaths.
• The road is currently National Speed Limit.
• The road has been monitored in the past, but the average speed was 40mph as the condition of the road made it difficult to drive any faster.

The Chairman suggested that this item was added to the agenda for the next meeting, where an update can be brought from RC.

Action: Clerk & RC

9. Playing Fields & Bus Shelters

A meeting was held on the 1st August, as agreed at the full council meeting held on the 26th July.

• Only 3 members of the committee attended; DB, PB & CS.
• A number of the bars around the play area in St Nicholas Park are broken.
  • DB will arrange to get them replaced/repaired.

Action: DB

• CS has made repairs to the chain-link fence at the recreation ground, (opposite New Road), as best he could.
  • DC added that some of the fencing has rusted and is breaking.
  • We will add 2 new ‘Beware of Traffic’ signs on the roadside.
  • 2 new swing seats are required on that site.

Action: Clerk

• Bus Shelter at Littleworth Drove is reaching the end of its useful life.  If it is deemed imperative that a bus shelter be there, it will need to be replaced.

• DC asked whether the overgrown corner of Littleworth Playing field by the level crossing, with garden waste dumped from the adjacent property, could be tidied up.
  • DB stated that this would be a winter job.

Action: DB

• DC asked whether the chippings from the trees on the triangle, when lopped, could be retained and put back on the site.

It was agreed that DB would arrange a meeting with the contractor on the site.

Action: DB

1. To consider request to use play areas for exercise classes

• Currently using back of the Church, away from the tombstones.
  • Move inside the Church during inclement weather.

A full and frank discussion was had and opinions openly shared, and it was agreed that the PC would write to the applicant asking the following:

• Would they consider making a small donation towards the use of the land?
• Provide a copy of their Public Liability Insurance
• Provide a copy of their Risk Assessment, to include Covid-19
• Specify which play areas they wish to use.

Action: Clerk

RC gave an update on the Tongue End playing field re-wilding project.

• His application was shortlisted to the top 3 out of 40
• Attended Lincoln where he had to make a 20-minute presentation on the project
• Awarded the runner-up prize of £500

Everyone praised RC for his efforts, commitment and for achieving the award.

2. To consider quote for repairs to the bus shelters

• Both the Hop Pole and Harrow Road Bus Shelters need repairs carried out, and we have received a quote for those repairs:
  • Hop Pole = £1500 + VAT
  • Harrow Road = £1000 + VAT

The Chairman proposed that, although we ought to get 3 quotes, it is very difficult to get anyone to quote for this type of work, especially in the current climate.  Although this is relatively minor works, the quote seems to be reasonable and it is a local gentleman that has quoted.  As the work is considered urgent, we should accept the quote and get the work done.

Seconded:       DS

All agreed.

3. Overgrown hedges 25, 27 & 29 Haywain Drive

• It was made clear that the hedges are privately owned and should therefore be maintained by the property owners.
• BH added that brambles are growing 6 feet into the path, which is hazardous to pedestrians.  Due to the severity of this, he said he would go out and cut them back himself.

Action: BH

It was agreed that the PC would write to the residents of these properties to instruct them to cut back their hedges.

Action: Clerk

• BH added that the bin inside the enclosed children’s play area was full again.

It was agreed that the above two items would be added to the agenda for the next PC meeting; Hedges and Bin.

Action: Clerk

10. Notice Boards

AC gave an update on the 4 notice boards.

1. Church Lychgate is the newest but is being splashed by the passing traffic.
2. St Nicholas Way has been recovered with green baize and generally tidied up, as there were posters stuck to the outside and a Slimming World banner attached to the legs.
3. Chapel Road notice board has been removed by the Housing Association and will not be coming back.
4. Tongue End notice board needs to either be refurbished or replaced as it is in a poor condition.
   • May look at reciting it to encompass the playing field project, possibly in the proposed parking area.
   • RC to put the suggestion forward to the local committee and report back.

Action:  RC

11.  Littleworth Signal Box

The Chairman advised the members of the following;

• Network Rail have asked how we would propose to carry out maintenance work on the railway side.
  • It costs over £100K to stop the trains.
  • LM commented that it had previously been agreed that costs could be absorbed by Network Rail for a peppercorn rent.  Which are what negotiations with NR should have been in relation to.
  • Discussion took place to suggest that the staircase could be moved to somewhere more accessible.
  • It has been listed twice on the Parish Plan questionnaire.  Results were in favour of preservation.

DB stated that whenever he has contacted Network Rail, it has been different staff each time.

• They have no funds to preserve the structure themselves, as they have overspent on upgrading the line.

The Chairman asked the members present, how they would like to proceed.

• LM stated that herself, DB & the Right Hon MP Sir John Hayes had met with Network Rail in the past, with very successful outcomes and agreement from NR.

DC suggested that the people within the community that would like to keep the signal box, could set up a committee in order to raise the profile and apply for funding if needed.

• In answer to a raised question, LM advised the PC that the levers would be kept in situ and the building would be used as a museum/ticket office.
• Network Rail have a consultation coming out early next week on the new infrastructure of the rail.

PB stated that he stood by his proposal at the last meeting, to pull it down as he believed that the cost would be too high to repair it.

• DC stated that it could be taken up as a heritage/community project.

The Chairman posed the question, “if there is no cost to the PC and no cost to the tax pater, would you want it to be preserved?”

A show of hands gave the following result;

Yes = 3

No = 5

2 members were not present at the meeting and although the Chairman did not use his vote, he stated that he would have voted Yes.

It was therefore decided that DB and LM will meet to discuss it further, without making any commitments on behalf of the PC, before meeting again with the MP.

All agreed.

12. Report from the RFO

Financial reports including, a bank reconciliation to the end of August, a Net Position summary report and a list of payments for approval, had been circulated prior to the meeting.

1. To approve Invoices for Payment (separate sheet)

Payments as listed, were approved for payment.

2. Internal Auditor

It was agreed to accept the quote for an internal auditor for the financial year 2021/22 and onwards.

Action: Clerk

13.   Planning Matters for Consideration

The Parish council had no objections to either of these applications.

14.   To discuss any information which the Chairman may legally bring to the Council’s attention

There was nothing.

15.   Agenda items for the next meeting   

PB requested Canberra, Campain’s Lane:  No Parking signs.

Meeting ended at 9:25pm