2018 Town Council Minutes of Meetings

Minutes of a Meeting of Market Deeping Town Council Held on Wednesday 12th September 2018 at 7.30pm  At the Town Hall, Market Deeping
 
Present:

Cllr Shelton (Chair)
Cllr Brookes
Cllr Broughton
Cllr Miss Collins
Cllr Gamble
Cllr Lester
Cllr Miss Moran
Cllr Neilson
Cllr Mrs Redshaw
Cllr Mrs Sked
Cllr Stephenson
 
Cllr Mrs Trollope-Bellew, Cllr Baxter, Cllr Moseley, the Clerk and 8 members of the public were also in attendance.

Cllr Shelton welcomed everyone to the meeting and the Open Session commenced:

Cllr Shelton invited the members of the public to address the Council. They spoke of their concerns over the recent traveller encampment at Tattershall Drive. Although they had been moved on quickly, they would like more secure fencing to make sure it didn’t happen again.

Cllr Moseley thanked the residents who had attended and informed them that SKDC are committed to work with the people of Market Deeping. He needed to balance what was required with the budget available.

Cllr Miss Moran asked Cllr Moseley if SKDC had considered an injunction. She was informed that these were only granted in extreme circumstances but they were looking into it. Cllr Moseley mentioned that there were probably a handful of travellers in the area.

7.45pm Cllr Mrs Sked left the meeting

Cllr Shelton asked if Cllr Moseley could look into the incident reports.

Cllr Moseley explained that the travellers had been moved on quickly because they had caused criminal damage. Cllr Trollope-Bellew mentioned that Cross Road was a public highway so a different process was used to evict them.

Cllr Moseley invited representatives of the residents of Tattershall Drive to a meeting at Grantham to discuss the matter.

7.50    pm Cllr Mrs Sked returned to the meeting

Cllr Baxter (SKDC Councillor) had provided a written report on his attendance at the following meetings:

• SKDC Full Council (26th July 2018)
• Development Management Committee (24th July 2018)
• Development Management Committee (21st August 2018)
• Growth Overview and Scrutiny Committee (25th July 2018)
• Growth Overview and Scrutiny Committee (29th August 2018)
• Footpath Inquiry (21st August 2018)
• SKDC Cabinet Meeting in the Deepings (6th September 2018)
• Environment Overview and Scrutiny Committee (11th September 2018)
• Shareholder Committee
• SKDC Consultation on Community Involvement

Cllr Mrs Trollope-Bellow (LCC Councillor) apologised for having to cancel the highways walkabout but would rearrange it. The travellers had been a concern and she thanked Cllr Broughton and the police for their help. She informed the Council that LCC were in talks with the landowners either side of the highway to arrange for them to take responsibility for it.
 
Cllr Neilson (SKDC Councillor) informed the Council that he had attended the following meetings:

• Full Council meeting
• Housing regeneration forum
• Met with Longhurst developers
• Visited Lincolnshire emergency centre
• attended district growth board

Cllr Broughton (SKDC Councillor) informed the Council that he had helped the Playscheme transport their equipment to the Scout Hall with the help of the park keepers. He had attended a site visit at the allotments with representatives of Persimmon Homes and the land should soon be ready to be handed over. He was involved in obtaining the repossession order for the travellers and with the Chairman of MDTC issued the order. He had worked with the young people of the NCS and helped to supply equipment for their flowerbeds. He thanked Cllrs Miss Moran and Mrs Sked for keeping an eye on the project. Members were informed that he had held surgeries in the Town Hall, attended three licensing committees and one full council. He had made enquiries about the Council purchasing Cherry Tree Park from SKDC, where he had purchased a baby swing   with his SKDC Councillor allowance.

There being no further business the public session was closed at 8pm. Cllr Moseley and five residents left the meeting.

55.    Chairman’s Welcome & Introductions

The Chairman welcomed the members to the meeting.

56.    Apologies for Absence

Apologies were received from Cllrs Fraylich and Hanson

57.    Declarations of Interest under the Localism Act 2011

Declarations of interest were made by Cllr Shelton for agenda item 9 (accounts to be paid) – personal and prejudicial

58.    Acceptance of minutes of meeting held on the 11th July 2018

It was proposed by Cllr Shelton, seconded by Cllr Miss Moran and RESOLVED with one against to accept the notes of a meeting held on the 11th July 2018 as a true and accurate record. The Chairman duly signed the minutes.

59.    Clerks Report on Matters Arising

The Clerk had issued the members with a report on matters arising from the previous meeting.

• Cllr D Shelton has agreed to attend the Highways walkabout on 13th September. This had now been cancelled and would be rearranged
• A converter cable has been purchased for the laptop and it will now work with the smart television
• The Clerk has registered the Council with the ‘aerial photography for Great Britain’ and now has access to aerial photographs
• The remembrance working group met on 31st July
• The Code of Conduct will be reviewed at the October policy working group meeting
• An internal auditor had come forward from the Facebook post and been in the office on 3rd August. She will do the next check on 20th September and will give the Council a report each time she attends the office.
• The lawn mower had been purchased

60.    For members to receive and discuss the correspondence from Tattershall Drive residents regarding the recent traveler encampment and to decide the next steps

A discussion took place regarding the alternatives to the current bird’s mouth fencing for securing the land at the end of Tattershall Drive. Boulders had been suggested as well as a bund with a ditch infront. The cost of these was discussed and whether it was wise to spend money on just this area when the traveler problem was throughout the Deepings.
 
8.20pm it was proposed by Cllr Neilson, seconded by Cllr Gamble and RESOLVED unanimously to suspend standing orders.

The Tattershall Drive resident informed the members that a ditch had been discussed and residents were content with that. They had been quoted £16,000 for boulders and were willing to crowd fund for them, but there was a risk they could be towed away.

8.22pm Cllr Lester proposed, Cllr Miss Collins seconded and it was RESOLVED unanimously to reinstate standing orders

It was proposed by Cllr Gamble, seconded by Cllr Miss Collins and RESOLVED with one abstention to seek permission from SKDC to dig a ditch and form a bund on the land, leaving the birds mouth fencing in situ.

8.25pm Cllr Mrs Trollope-Bellew and two residents left the meeting

61.    Reports: Including reports from Deepings First, Remembrance Working Group, Committee’s, the Clerk and the Mayor’s Diary

Deepings First

Cllr Shelton informed the members that the neighbourhood plan was at the stage of the preconsultation draft plan. There would be fortnightly meetings to produce the draft plan in the next eight weeks.

Remembrance Working Group

Members had received the notes of the working group prior to the meeting. The next meeting was provisionally arranged for 16th October. The Clerk the Council if they had any questions but there were none.

Amenities and Open Spaces

Cllr Broughton asked the members if they had any question on the notes from the last meeting. Cllr Mrs Sked enquired about a bench at the children’s play area that had been mentioned and it was agreed to include this on the agenda of the next AOS meeting. It was proposed by Cllr Broughton, seconded by Cllr Mrs Sked and RESOLVED with one against to accept the notes of the meeting held on 18th July as a true and accurate record

8.29pm Cllr Baxter left the meeting  Town Hall & Cemetery

Cllr Stephenson reminded the members that the CCTV was an agenda item. Since the Paddock had won the Lincs Environmental Award, he had shown two Councils around the area. Cllr Mrs Sked mentioned that the name Daniel Beaver was incorrect. It was proposed by Cllr Shelton, seconded by Cllr Broughton and RESOLVED to accept with the one amendment the notes of the meeting held on 18th July as a true and accurate record

Planning & Highways

Cllr Brookes went through the notes of the meetings. He was still waiting to hear from the inquiry for footpath

4.    Cllr Mrs Redshaw thanked Cllr Brookes for the work he had done on the public footpath for the inquiry. It  was proposed by Cllr Brookes, seconded by Cllr Miss Moran and RESOLVED unanimously to accept the notes of the meeting held on 1st August as a true and accurate record. It was proposed by Cllr Brookes, seconded by Cllr Broughton and RESOLVED unanimously to accept the notes of the meeting held on 5th September as a true and accurate record.

Clerks Report

The Clerk had issued the members with a report prior to the meeting.

• A complaint was received in the office regarding an overflowing skip on Black Prince Ave. This was reported to Accent Housing who asked the contractor to remove the overflowing rubbish so that the skip could be removed. No further complaints have been received
• The ‘Tommy’ silhouette was paid for on 17th July and was delivered on 3rd September. Councillors agreed to arrange a site meeting at Riverside Park to decide where the silhouette should be placed
• The Clerk has been sent information on a first aid awareness e-learning course. Neither the Clerk nor the Deputy Clerk have received first aid training. It was proposed by Cllr Broughton, seconded by Cllr Miss Collins and RESOLVED unanimously to book the Clerk’s on the course
• The red BT phone box had a glass pane broken. This was reported to BT and has now been repaired.
• The Clerk and Cllr Broughton met with representatives of Persimmon to discuss the fencing and snagging issues at the allotments. The fence has been installed and it was provisionally suggested that hand over may take place in September, with Persimmon paying the legal fees. Nothing has yet been heard but Council need to appoint a solicitor before anything can be done. It was proposed by Cllr Shelton, seconded by Cllr Broughton and RESOLVED unanimously to appoint Double and Megson to deal with the handing over of the allotment land.
• The young people from the National Citizenship Scheme were based in the Town Hall from 16th to 27th July and renovated Cherry Tree Park. A second group were let down with the room they had been offered so they were allowed use of the Chambers from 30th July to 10th August. The first group borrowed the collecting buckets but unfortunately they were damaged so they replaced them with builder’s buckets. It was proposed by Cllr Lester, seconded by Cllr Gamble and RESOLVED unanimously to purchase 5 collecting buckets.
• The Deputy Clerk attended ‘burials’ training on 5th September. The Clerk & Deputy Clerk are attending ‘Clerks & Councillor Networking Day’ on 27th September. The park keepers and Clerks are attending a traffic management course on 29th September. Cllr Shelton, Cllr Mrs Redshaw, the Clerk and Deputy Clerk are attending the LALC AGM on 17th October.
• The final round of the SK Best Kept Neighbourhood Award was being judged at the end of August. The Clerk enquired as to whether the Council had got through to this round but was informed that  nothing would be announced until all the judging had taken place.
• The feedback/average scores document has been received from the Cemetery of the Year Award 2018. An advice document will be produced and forwarded once complete.
• The annual landlord inspection of the Town Hall took place on 23/8/18
• The internal auditor visited on 3/8/18 and is booked in for the next visit on 20/9/18.
• In 2018-19 the Government decided to defer the setting of referendum principles for town/parish councils for 3 years on condition that increases to council tax were kept to a minimum. Evidence of this was shown, so the government intends to continue the deferral of setting referendum principles.
• A purchase order has been received from LCC for the Council to claim the County Council’s proportion towards the grass cutting. The Clerk will invoice this soon.
• BT are increasing the prices for Infinity Unlimited Broadband from 1st October, from £36.40 per month to £37.90.
• Meeting with Robert Doughty from the Lindum Group on 25th September at 7pm in the Chambers to discuss the pre-planning application for roadside services on north west side of roundabout on north entrance to Market Deeping
• Cllr Mrs Redshaw has stepped down from committees. Cllr Mrs Redshaw explained her reasons but agreed to continue with the remembrance working group, the Christmas decorations in the Town Hall and the Christmas tree festival. Cllr Brookes asked that it be recorded the Council’s thanks for Cllr Mrs Redshaw’s time serving the community.
• Cllr Brookes has reminded the Clerks that the Information and Data Protection Policy states that the Council will ensure that the draft minutes are on the website within a month of the meeting.

Mayors Diary

Mayor and Deputy Mayor’s Diary: up to 12th September 2018

Cllr Shelton attended the following events:-

62.    a) Council Finances
Members had received a copy of the Council Finances and Omega report prior to the meeting. Cllr Shelton asked if there were any questions and there were none.
b) Update on the year end
The Clerk informed the members that she was still waiting to receive notification from the external auditor.

63.    Accounts to be paid
Cllr Brookes informed the members that he was concerned about the payment to the Lincs Independents since he did not want the community to think the Council were supporting a political party. Cllr Shelton told the members that it was a Civic Event and he would bear that in mind for all future invitations. It was proposed by Cllr Shelton, seconded by Cllr Broughton and RESOLVED with one abstention that the Council should pay its  bills.

Accounts to be paid August 2018

064. Correspondence to be Noted and Resolved upon
Correspondence to be noted

8.50pm a resident left the meeting

65.    For members to consider the quotes for the CCTV equipment at the cemetery and JE Field and to decide the next steps

The Clerk informed the members that the hard drive and monitor were linked so the CCTV equipment could only be installed in the JE Field if it was in the cemetery as well. Cllr Miss Moran reminded members that Cllr Moseley had mentioned about linking into the SKDC CCTV equipment. After a discussion it was proposed by Cllr Shelton, seconded by Cllr Miss Moran and RESOLVED unanimously to leave the decision until more information had been found about linking into the SKDC system and the rules about recording information.

66.    For members to receive an update on applying to the SK Community Fund and to include the adoption of a safeguarding policy

The Clerk reminded the members that at the last meeting they had agreed to apply to the fund for the CCTV and the remembrance bonfire, but on reading the rules, they could only apply once each year. Members decided to wait until they had further information on the CCTV before they made an application. It was proposed by Cllr Lester, seconded by Cllr Gamble and RESOLVED unanimously to move the adoption of the safeguarding policy to the policy working group.

67.    For members to receive a verbal request for funding for the library (Cllr Shelton)

Cllr Shelton explained to the members as to the reason that the library had requested some funding. He had not asked the Council to precept anything for 2018/19 since he thought it would not be required but circumstances had changed. A discussion took place with some members concerned about spending £6,000 that had not been precepted, especially since a business plan had not been received from the library. Other members did not wish to see the library struggle financially

9.24pm Cllr Neilson left the meeting

It was proposed by Cllr Broughton, seconded by Cllr Miss Moran and RESOLVED with 7 in favour, 2 against and 1 abstention to give £6,000 to the library

68.    For members to receive the joint emergency plan with DSJPC and Deeping Gate PC from 2010 and the suggested updated template from LCC and to discuss its review

Members had been provided with the joint emergency plan from 2010 which required updating as well as a new template prior to the meeting. Cllr Gamble explained how much work had gone into the original plan. He proposed, seconded by Cllr Miss Collins and RESOLVED unanimously to update the 2010 emergency plan with DSJPC and Deeping Gate PC.

69.    For members to receive an update on the preparations for the bonfire event on 11th November Members had received a report on the cost to supply 520 portions of burgers/sausages to the people attending. After a discussion it was proposed by Cllr Shelton, seconded by Cllr Mrs Sked and RESOLVED with 4 in favour, 3 against and 3 abstentions to ask Grasmere Farms to provide the food. The practicalities and organization of the event was deferred to the next meeting.

70.    Newsletter: for members to consider the production of a newsletter, decide on its contents and when to issue it

Cllr Miss Moran agreed to organise the newsletter and asked the members to provide her with articles that looked forward to what the Council would be doing. It was proposed by Cllr Shelton, seconded by Cllr Mrs Sked and RESOLVED with one abstention that Cllr Miss Moran should produce the newsletter.

71.    For members to review the committee terms of reference

It was proposed by Cllr Shelton, seconded by Cllr Broughton and RESOLVED with one abstention to accept the committee terms of reference with no amendments

72.    For members to consider and discuss any points raised in the public session.

All points raised had already been discussed

73.    Forthcoming Events: Grays Fair 7th -14th October

Cllr Broughton informed the members that the electric box for the JE field had been made and required a concrete slab for it to be placed on. This he would arrange with the park keepers. Cllr Brookes was concerned about the number of posters left behind by the circus. Cllr Broughton informed the members that he would ask the park keepers to remove them.

74.    Personnel Matters: Consideration to go into Closed Session

It was proposed by Cllr Shelton, seconded by Cllr Stephenson and unanimously RESOLVED to take agenda item 073 into Closed Session to members of the press and public in accordance with the Public Bodies (Admission to Meetings) Act 1960, for members to receive updates on items that contained information of a confidential nature; a) staff training. It was proposed by Cllr Lester, seconded by Cllr Miss Collins and unanimously RESOLVED to come out of Closed Session.

The Chairman thanked all members for attending and declared the meeting closed at 9.48pm. The next scheduled meeting of Full Council will be held on Wednesday 10th October 2018, in the Town Hall, Market Deeping.