July 2019 Minutes

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Minutes of the Annual Meeting of Market Deeping Town Council Held on Wednesday 10th July 2019 at 7.30pm at the Town Hall, Market Deeping

Present:

Cllr Miss X Collins (Chair)
Cllr Mrs Redshaw
Cllr Mrs Sked
Cllr Brookes
Cllr Shelton
Cllr Lester
Cllr Miss Moran
Cllr Hembrow
Cllr Davis
Cllr Broughton
Cllr Hanson
Cllr Yarham
Cllr Neilson

A representative from the Deepings Business club, the Deeping Rangers Football club, the Clerk and the deputy Clerk were also in attendance.

Cllr Miss Collins welcomed everyone to the meeting and the Open Session commenced:

The representative of the Deepings business club spoke in support of the grant aid application and confirmed to members that the leaflets being produced would be distributed within a 30 to 40 mile radius of the  Deepings in order to attract visitors to the area. Members were given a leaflet to read and advised that the cost of production was being applied for from both Market Deeping Town Council and Deeping St James parish council, with each council being asked for half of the cost. The club had been unable to obtain any funding from InvestSK.

The representative of the Deeping Rangers Football club then spoke in support of their grant aid application. He explained that the club was run by a volunteer committee and provided facilities for 250 children and 80 adults. He explained the costs involved with running the club and training coaches.

Cllr Miss Moran had presented members with a written report from Cllr Baxter prior to the meeting. Cllr Miss Moran informed members that she had attended a full council meeting of the SKDC and provided an update on the purchase of the Town Hall, which is to be gifted from SKDC to the council for the sum of £1. Cllr Broughton advised members that he had also attended the Full council meeting at Grantham and had attended Peterborough Crown Court in support of a resident who was due to be evicted.

There being no further business the public session was closed at 7.43pm.

52.    Chairman’s Welcome & Introductions

The Chairman welcomed the members to the meeting, with a special welcome to Cllr Yarham who had recently been co-opted on to the council.

53.    Apologies for Absence

There were none.

54.    Declarations of Interest under the Localism Act 2011

Cllr Yarham declared a personal interest in respect of planning issues.

55.    Acceptance of minutes of the meeting held on the 12th June 2019.

It was proposed by Cllr Mrs Redshaw and RESOLVED unanimously to accept the notes of a meeting held on the 12th June 2019 as a true and accurate record. The Chairman duly signed the minutes.

56.    Acceptance of minutes of the extraordinary meeting held on 19th June 2019

It was RESOLVED unanimously to accept the notes of a meeting held on the 19th June 2019 as a true and accurate record. The Chairman duly signed the minutes.

57.    Appointment of Councillor Yarham to Committees

It was proposed by Cllr Lester, seconded by Cllr Hanson and RESOLVED unanimously to accept Cllr Yarham onto the Amenities and Open Spaces committee and the Planning and Highways committee.

58.    Reports: Including reports from Deepings First, The Neighbourhood Policing Panel, Christmas Market, Youth Group, Committees (Planning and Highways), the Clerk and the Mayor’s Diary

Deepings First

Cllr Shelton advised members that the public referendum will take place in January/February 2020. The draft plan will be published in August and there will then be a period of six weeks for members of the public to read the plan and suggest any revisions.

Neighbourhood Policing Panel

Cllr Mrs Sked advised members that there had been no meeting since the last report and there had also been no senior officer available to attend a meeting with the panel as previously agreed. Cllr Yarham advised that he had received a letter from PC Jones, and had met with Insp Martin and also John Hayes and would provide any information forthcoming in due course.

Christmas Market

Cllr Miss Moran informed members that all was proceeding well and there had been roughly 9 bookings each for pitches, stalls and for the craft tent. The fair arrangements had not yet been confirmed.

Deepings Youth Group

Cllr Hanson advised members that the group had been out to local events, and that attendance rates were up to 35-40 every Friday. Cllr Miss Collins advised that fund raising efforts are continuing well and the Bowls Club and the Oddfellows will also be providing sponsorship to the group.

Planning & Highways

Cllr Brookes advised members that there was nothing from the June and July meetings that needed to be ratified by Full Council. There had been a large group of residents attending the July meeting regarding the BP petrol station proposals and the main concerns were with highway issues.

Clerk’s Report

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

1.    The repairs to the Town Hall window are due to be completed w/c 8th July.

2.    The public toilets continue to be an issue. Some plumbing work has taken place but water is still not flowing correctly and the disabled toilet needs repair.

3.    Councillors are reminded that the July meetings of the AOS and TH&C committees will take place on the John Eve Field and in the Cemetery at 6.30 and 7pm respectively.

4.    The cemetery alarm has been serviced.

5.    The new photocopier has been installed but is still awaiting networking capability.

6.    The office will be closed on 19th and 22nd July due to staff leave.

7.    The Clerk and deputy clerk attended training on 4th July at the LALC networking day. Topic covered included Devolved Services, Traffic, Highways and Event management and Insurance requirements and Risk Assessments.

8.    As three months’ notice is required for a TTRO, and there is no meeting in August, would councillors like the clerks to apply for Temporary Road Closures for: Sunday 3rd November – Opening of Remembrance Gardens?

Sunday 10th November – Remembrance parade? (Last year there were issues with lack of volunteers to man road closures)

Sunday 17th November – Closing of Remembrance Gardens?

If so, care will need to be taken with excessive staff working hours as staff are not legally allowed to work more than 13 successive days. Cllrs advised they would like to apply for all of the above road closures.

(Sunday 01st December – Christmas Market TTRO has already been agreed)

 9.    The Deepings Summer Ball committee has contacted the office and advised that £3600 has been raised for charity. They thanked the council for allowing banners to be displayed.

Mayors Diary

Mayor and Deputy Mayor’s Diary: up to 10th July 2019.

Cllr Miss Collins attended the following events:

Date

Location

Event Details

23rd June 2019

Market Deeping Bowls Club

Official opening of the extended club house

30th June

Market Deeping

Deepings Carnival

Cllr Broughton attended the following events:

Date

Location

Event Details

24th June

Grantham

SKDC Armed Forces Flag raising ceremony

52.    Correspondence to be noted and resolved upon

Correspondence to be noted

Who from

Subject

Date

Cllr Shelton

Mayor’s charities 2018/19

14/06/2019

LCC Councillor

LCC Ofsted Report

12/06/2019

NALC

Newsletter

13/06/2019

Community Engagement Team, LCC

Revised & updated Flood Risk & Water Management Strategy

13/06/2019

NALC

Winter 2018 Survey

13/06/2019

Woodland Trust

Newsletter

13/06/2019

Community Lincs

News Bulletin

14/06/2019

NALC

Chief Executive’s Bulletin

14/06/2019

Deepings School

Newsletter

14/06/2019

Friends of the Deepings Library

Newsletter

16/06/2019

Terrain

Health & Safety Update

16/06/2019

NALC/LGRC

Local Council Expo

17/06/2019

NALC

Newsletter, Annual Conference 2019

17/06/2019

LALC

Newsletter

17/06/2019

Neighbourhood Alert

Newsletter

17/06/2019

SKDC

Notification of funeral arrangements for former Mayor of Grantham

18/06/2019

NALC

Newsletter

19/06/2019

Ordnance Survey

Newsletter

20/06/2019

NALC

Chief Executives Bulletin

21/06/2019

Healthwatch

Newsletter

21/06/2019

Deepings School

Newsletter

21/06/2019

Deepings Library

What’s – On Newsletter

23/06/2019

NALC

Annual Conference Newsletter

24/06/2019

LALC

E-News

24/06/2019

Public Sector Network

Newsletter

25/06/2019

School Organisation LCC

Notification of age range change MDC Primary School

26/06/2019

Neighbourhood Alert

Arson Task Force

26/06/2019

Community Lincs

Announcement of merger with YMCA

28/06/2019

Friends of the Deepings Library

Newsletter

28/06/2019

Deepings School

Newsletter

28/06/2019

NALC

Chief Executive’s Bulletin

28/06/2019

The Larkfleet Group

Newsletter - Building Sustainability

27/06/2019

Odin Scouts

Litter picking

26/06/2019

LCC

Funding opportunities

01/07/2019

LALC

Broadband vouchers

01/07/2019

Neighbourhood alert

Purse theft

01/07/2019

LALC

Funding opportunities – pubs

02/07/2019

LALC

Newsletter

18/06/2019

LCC

Raft race road closures

02/07/2019

Deepings School

Newsletter

05/07/2019

Neighbourhood alert

Fake fines

02/07/2019

Healthwatch

Newsletter

02/07/2019

LALC

Newsletter

02/07/2019

NALC

Newsletter

03/07/2019

NALC

Chief exec bulletin

05/07/2019

Healthwatch

Newsletter

05/07/2019

Library

Newsletter

07/07/2019

Library

Newsletter

07/07/2019

LALC

Enews

08/07/2019

Neighbourhood watch

Enews letter

08/07/2019

Correspondence to be resolved upon:

Who from

Subject

Members’ Response

Resident

Request to share a fundraising page on website

Cllrs passed on their thanks but wished to advise the resident that they cannot set a precedent by adding such links to the website. The council is also only able to support groups rather than individuals.

RAF Benevolent fund

Request to display posters and/or share a link on the website

The council agreed to display advertising posters but the comments above apply to the website request

Resident

Antisocial behaviour in the Coronation Hall car park

Noted, and the resident was asked to report all such incidences to 101.

Mark Jones, CCTV Manager

Request for suitable dates for visit to control centre

Councillors advised that Thursdays was the most suitable date for a meeting. The clerk will arrange it.

Cumbria Clock co

Market place clock repair guarantees

Noted

St Guthlac’s Church

Fete committee request to donate cash/prizes

Noted. The clerk will collate any donations in the office for collection.

Cllr Bowell

Travellers procedure

Cllrs noted that this document was a considered production of a committee over a period of time.

Chair Langtoft PC

Comments on recent travellers encampment

Peterborough CC has asked for a meeting. Cllr Mrs Sked will provide the clerks with an email address for them to contact the relevant person to arrange a meeting. Lincs PC Claire Wilson had advised Cllrs that there was no one available to attend the incidents reported. It was noted that a vehicle had been left in the Riverside car park.

Peterborough ET

Asking for representative to speak re travellers

Cllr Miss Moran had already spoken to the press as an individual, not as a representative of the council. Cllrs RESOLVED with 3 against, that a statement from the council would not be given to the press.

53.    Council Finances

a)    Income and expenditure by budget cost centre

Members had received a copy of the Council Finances and Omega report prior to the meeting. Cllr Miss Collins asked if there were any questions and there were none.

b)    Accounts to be paid

It was RESOLVED unanimously that the council pay its bills. See appendix A. The council also RESOLVED unanimously that the bills for August could be paid whilst the Council is in recess.

54.    Grant aid application: Deeping Rangers

Members RESOLVED unanimously to award the amount of £500 requested.

55.    Grant aid application: Deepings Business Club

It was RESOLVED unanimously to award the amount of £445 requested.

56.    For members to consider Cllr Yarham’s representation of the council at NALC forthcoming events Cllr Yarham presented members with a document listing the expenses that would be involved for his attendance at the NALC open day in July and the Annual General Meeting in October. Cllrs discussed Cllr Yarham’s representation of the council at these events and it was RESOLVED unanimously that he should attend and feed back his findings to the council.

57.    For members to consider whether to continue the Saturday Library surgery
This was discussed at some length. Various options, including running sessions at the Town Hall and holding stands at local events were considered. Members felt that residents knew where to contact councillors at the current venue so there was no need for change. It was eventually proposed by Cllr Miss Moran and RESOLVED with 2 against that the surgeries should continue in the library but that the district and county councillors’ presence was not required.

58.    For members to consider the management of grass verges in the town

Cllr Miss Moran advised members that Rotherham council had saved £25,000 on costs by seeding their verges rather than mowing them. There were benefits apart from cost, as drivers’ perception was that the road was narrower than a mown verge, so speeding reduced, and it also discouraged parking on the verges. Cllr Miss Moran had conducted a Facebook survey and 250 residents had approved of the idea. The clerk was asked to contact Rotherham Town Council to ask how they had implemented this.

59.    For members to confirm that the council will assume the ongoing costs and public liability requirements for the proposed new War Memorial

The clerk had contacted the insurers regarding the additional cost of this proposal and reported that it would be £17.82 pa. It was RESOLVED with 12 in favour and 1 against that the council accept this liability.

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

This was addressed under minutes 61 and 62 above.

61.    Forthcoming events:

Councillor Training evenings 16th July 6-9pm at Normanton
17th July 10-12.30 (Risk Management) at Legbourne
4th September 10-4 at Boston
St Guthlac’c Church Fete 13th July
Deepings Raft Race 4th August

62.    Confidential/Personnel Matters: Consideration to go into Closed session to discuss: Staff issues
 
It was proposed, seconded and RESOLVED unanimously to move into Closed Session to members of the press and public in accordance with the Public Bodies (Admission to Meetings) Act 1960, for members to discuss items that contained information of a confidential nature: staff issues. It was then RESOLVED to come out of Closed Session.

The Chairman thanked all members for attending and declared the meeting closed at 9.08pm. The next scheduled meeting of Full Council will be held on Wednesday 11th September 2019, in the Town Hall, Market Deeping.