2020 Town Council Minutes of Meetings

Minutes of a meeting of Market Deeping Town Council Held on Wednesday 12th February at 7.30pm At the Town Hall, Market Deeping

Present: Cllr Miss Collins (Chair) Cllr A Brookes

Cllr Lester Cllr Miss Moran

Cllr Neilson Cllr Mrs Redshaw

Cllr Hanson Cllr Shelton

Cllr Hembrow Cllr Mrs Sked

A representative from the Deepings Carnival Committee, two NHS representatives and the clerk were also in attendance.

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

The Deepings Carnival Committee member had provided details of the rationale for the funding request together with the Carnival accounts prior to the meeting, and the clerk had provided copies to all members. The committee member advised councillors that there would be a 1930’s theme this year, and requested use of the field for the Friday and Saturday nights prior to the event to allow participants time to set up their themed areas. Cllr Miss Collins asked if there were any questions and there were none.

The two NHS representatives then advised members of an NHS Social prescribing initiative, which would allow Healthcare and community to come together to assist people with low level depression/anxiety or similar issues. It had been identified that many people needing such a service felt isolated from society and would benefit from ‘chatty cafes’ or ‘men’s sheds’, along the lines of schemes already running in Stamford, Bourne and Spalding. Councillors suggested groups who may be in need of such a service, and locations that such groups could potentially meet. The clerk was asked to pass a list of existing groups in the town to the representatives to assist with coordinating a plan for the Deepings.

SKDC Cllr Baxter had provided a report of his actions over the previous month.

Cllr Miss Moran, for SKDC, advised councillors of a new project leader who would oversee the proposed Leisure Centre development, but no progress had been made with scope or planning so there were no developments to report. Cllr Miss Moran reminded members of the Deepings Film festival taking place every Saturday in February at the Open Door Baptist Church. The film selection was very good, at a reasonable cost, and she encouraged members to attend. Members expressed their disappointment that the Bourne CiCLE festival had been cancelled for 2020 with no justifiable reason.

There being no further business the public session was closed at 8pm.

152. Chairman’s Welcome & Introductions

The Chairman welcomed the members to the meeting.

153. Apologies for Absence

Apologies were received from Cllrs Davis, Broughton and Yarham.

154. Declarations of Interest under the Localism Act 2011

There were none.

155. Acceptance of minutes of the meeting held on the 15th January 2020.

Cllr Miss Collins asked members if they were to accept the minutes of the meeting. It was proposed by Cllr Lester and Resolved unanimously to accept the notes of the meeting as a true and accurate record. The Chairman duly signed the minutes.

156. Reports: Including reports from Deepings First, The Neighbourhood Policing Panel, Travellers’ working party, Saturday Market, Committees (Planning and Highways, Amenities and Open Spaces, Town Hall and Cemetery), the Clerk and the Mayor’s Diary

Deepings First

Cllr Shelton had provided members with a report on the imminent stages of the Neighbourhood plan. He advised members the draft Neighbourhood plan would be lodged with SKDC on 28th February and encouraged members to read the plan in preparation for approval by the Council, as a Qualifying Body, at the Full Council meeting on 11th March. He then asked members to contact him should they have any queries in the meantime.

Planning & Highways

Cllr Brookes advised members that as the policies for the Green Walk formed part of the Neighbourhood plan, they would be incorporated into the plan following approval and separate policies would no longer be required. He advised members that various options for a Christmas tree had been considered, and the committee wished to pay a deposit for a sustainably sourced tree from the same provider as last year. He also advised members that following debate within the committee and with DSJPC, it had been agreed to move the grass cutting service to EnvironmentSK for the coming season. It was then proposed by Cllr Miss Moran and Resolved unanimously to ratify the decisions of the Planning and Highways committee on the above issues.

Neighbourhood Policing Panel

The clerk had provided members with a copy of a report from the local PCSO. Cllr Mrs Sked advised members that despite comments that the police meetings were being cancelled, the PCSO was happy to attend and was making every effort to focus on areas of greatest need. Members noted that the youths who had defaced the Cherry Tree Park and then cleaned it up again had done a good job and it was hoped this type of reparation action could be repeated in future.

Travellers working party

There was no update as no meeting had taken place.

Saturday Market

Cllr Miss Moran advised members that the SKDC Culture and Visitor Economy committee believed the market could not continue in its current form. Traders from the Stamford fortnightly Farmer’s market, selling meat, fish bread and cheese etc would be contacted, and invited to stand once a month in the market place. Traders from the previous Saturday market would also be contacted with a view to having 8/9 stalls in total, with trading to take place from April until October.

Amenities and Open Spaces

Cllr Miss Collins asked members if there were any questions on the draft minutes of the meeting of 22nd January. Cllr Mrs Sked asked to attend the meeting with Cllrs Hanson and Broughton to look at the possibility of a flower planter on the corner of Godsey Lane opposite the Police Station. Cllr Hembrow queried minute 45, and members agreed that pallets may not be of sufficient quality to make troughs for the conservation area.

Town Hall and Cemetery

Cllr Lester advised members that work was ongoing to level off the graves and tidy them, and positive comments had been received from residents. It had also been resolved to move forward with the purchase of Sanctums in the cemetery, and the provider was being asked to visit the site and draw up plans and visuals. Cllr Hembrow advised that £1500 may be a more accurate cost estimate for the bases required, which were to a very high specification. The committee would like to place all 3 bases at once, and then purchase one sanctum at a time, as required. The cost of letting the sanctum spaces would then pay for the cost of the purchase and installation and the sanctum area will also release more of the very limited space remaining in the cemetery. Cllr Lester also advised that burial fees had been adjusted in line with neighbouring cemeteries to include costs for both the issue of the Exclusive Rights of burial, and the charge for interment.

Clerk’s Report

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

1. The new pcs and windows packages have been installed in the office and are working well. There have been very few snagging issues to sort out. The old hard drives are being retained in the office for security and will be destroyed after a suitable period in line with GDPR requirements.

2. The clerks are to receive training on the new LCC website on 26th March after which the existing website will be withdrawn. It is no longer being repaired if there are any issues.

3. For the Walk Happy Event scheduled for 3rd May access to the Sports Hall at the Deepings Leisure centre has not been officially agreed but will be between 9-10:30am to set up. Registration for the event will start from 11 am for the 15K walk. After the walks all entrants return to the Sports Hall to sign out where there will be a refreshment area. Walkers tend to stay for 30 -60 minutes. Organisers aim to close up the event by 3:30pm/ 4pm. Do councillors still wish to have a stand? Cllrs Miss Moran and Mrs Sked agreed to man a stand on behalf of the council.

4. Commonwealth Day falls on Monday 9th March. Would councillor like to have a short service outside the Town Hall as has happened in previous years? If so, who would they like to officiate at the service? Cllrs would like to proceed with the service and it was suggested that the clerk contact the minister from the Open Door church who officiated last year initially.

5. RBS has advised that their accounting consultant will visit on 30th April for accounting year end closedown preparation subject to the RFO providing fully reconciled accounts, nominal control spreadsheets and VAT returns to 31st March 2020. The asset register will also need to be agreed.

6. The clerk has been informed that, due to the difficulties Linchfield primary school has been facing, they will possibly not be in a position to host a summer playscheme and DSJPC will consider requesting a joint playscheme with MDTC. Deeping St James primary school had been unwilling to host the play scheme and the playscheme co-ordinator was happy to run both schemes from MDCPS. The clerk will keep members informed.

Mayors Diary

Mayor and Deputy Mayor’s Diary: up to 12th February 2020.

Cllr Miss Collins attended the following events:

Cllr Broughton had attended the following events:

Cllr Miss Collins advised that she had also attended the Youth Club awards evening.

157. Correspondence to be noted and resolved upon

Correspondence to be noted

Correspondence to be resolved upon:

158. 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. There were none.

b) Accounts to be paid

It was Resolved unanimously that the council pay its bills. See appendix A.

c) Access to petty cash following the loss of banking facilities in the town

The clerk advised members that the post office would not issue cash using a cheque book so the only facility in the town was a cash machine that requires a debit card. It was Resolved with one against for a debit card to be issued to the clerk for petty cash purposes.

159. Update on the purchase of the Town Hall and response to solicitor regarding condition of building

There was a lengthy debate regarding the advantages and disadvantages of commissioning a structural survey. As the purchase price is £1 and the council is precepting for repairs it was not felt necessary by some. It was then proposed by Cllr Mrs Sked that a survey should take place. Members Resolved the motion with 4 in favour, 5 against and one abstention. The motion to survey is not passed. Cllrs agreed to respond to the solicitor stating that the council will take on the building ‘as seen’.

160. For members to ratify the expenditure incurred following the resolution of the Town Hall and Cemetery committee to proceed with providing Panorama Sanctums in the cemetery

Cllr Lester asked members to ratify the expenditure of up to £15,000 on the initial outlay subject to satisfactory visuals as detailed in the Town Hall and Cemetery report above. It was confirmed that there was money in the Ear Marked Reserves to support the expenditure. It was then proposed by Cllr Miss Moran and Resolved unanimously to proceed with the purchase and installation of a Sanctum.

161. Grant Aid request – Deepings Carnival

It was Resolved unanimously to grant the £500 requested. The clerk will inform the Carnival committee representative.

162. For members to vote on a motion to proceed with a Wayfinding sign for the Town

Cllr Shelton noted that the previous motion had been voted down by 4 votes to 3 by the Planning and Highways Committee. However, he felt that the matter should be considered by the Full Council. He advised members that the installation is funded by SKDC and would include maps and points of historical interest. It would be a modern installation not aimed at matching existing historical architecture. The Deeping St James Parish Council and the Business Club were in favour of the proposal. Members debated the location of the monolith with some members feeling the precinct area would be more suitable and some saying the existing SKDC notice board in the Market place should be more efficiently used. Cllr Brookes pointed out that the council would not want to appear hostile to SKDC and that Market Deeping is the only SKDC Market Town location that doesn’t have such a sign. The clerk had been asked to express the view of Cllr Davis in rejecting the monolith siting in the Town Centre, and of Cllr Yarham in supporting the motion as proposed by Cllr Shelton. After a lengthy debate it was proposed by Cllr Shelton to proceed with the monolith and Resolved with 5 in favour and 5 against. Cllr Miss Collins, as chair, then used her casting vote to decline the motion. The motion is not passed.

163. For members to consider the potential closure of public toilets in the area and the effects on tourism.

As there had been no further information received from SKDC the clerk was asked to keep the item on the agenda, and to contact SKDC to ask what the situation is.

164. For members to consider Social Prescribing – Safe Spaces in the community

Members agreed that the community centre and the Town Hall were not good locations and asked the clerk to report back to the NHS representatives suggesting the Open Door Church facilities, the back room at The Bull and the United Charities rooms. The clerk was also asked to provide a list of the Voluntary organisations in the Deepings as suggestions for groups to work with.

9.22pm Cllr Hanson left the meeting.

165. For members to consider keeping a register of past Mayors

Cllr Shelton advised members that every Town Hall he had visited had a board or list of past mayors and wished members to consider one for Market Deeping. Some members would like to see a board and others thought a document would be sufficient. The clerk was asked to put this on the next Town Hall agenda.

166. Town Centre Cash Machine

Cllr Miss Moran advised members that there she had received no further information since the last meeting.

167. Update on the proposed Leisure Centre

Cllr Miss Moran had updated members in her SKDC report above.

168. Digital council

The clerk advised members that LCC was considering providing a .gov email address for clerks only. Cllrs were not being considered at the moment. Cllr Mrs Redshaw had set up a separate email address for Council emails as requested to comply with GDPR requirements. The clerk was asked to leave this item on the agenda.

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

All points had been addressed above.

170. Forthcoming events:

• Councillor training: Day Sessions (10am -4pm): Wednesday 12th Feb at LALC office, Dunholme, Wednesday 29th April at Grantham. Employment Law/Resolving conflict & Code of Conduct, Cranwell. Emergency Planning 23rd April Washingborough, 10am – 1.15pm, Financial Management 5th March, Wragby, 10am – 4pm

• Civic Dinner Saturday 7th March at the Deeping Sports and Social Club

• Annual Town Meeting: Tuesday 21st April 2020 7pm at the Green School – so far Steve Bowyer, from InvestSK has agreed to speak and members agreed that Cllr Miss Moran should update attendees on the Saturday Market and the Leisure Centre.

• Other events: Cllrs Surgeries: Cllr Miss Collins 7th March, Cllr Hembrow 4th April. Cllr Mrs Sked advised that her library surgery had been well attended and the library is keen to keep hosting the council.

• PInder’s Circus are hiring the John Eve Field from 2nd to 8th March.

171. Confidential/Personnel Matters: Consideration to go into Closed session to discuss:

a) Staff Contract and pay update

b) Staff retirement

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: a) staff contract and pay update: It was Resolved to ratify the decision of the Finance and Personnel working party meeting of 30th January. b) Staff retirement: It was Resolved to provide a budget of £100. It was then Resolved to come out of Closed Session.

The Chairman thanked all members for attending and declared the meeting closed at 9.38pm. The next scheduled meeting of Full Council will be held on Wednesday 11th March 2020, in the Town Hall, Market Deeping.