2020 Parish Council Minutes of Meetings

224

Draft Minutes of a meeting of Crowland Parish Council held on Monday 2nd March 2020 at 7.30pm in the Parish Rooms, Hall Street, Crowland

Present - Coun B Alcock, Mr D Ancill, Mr J Boor. Mr R Boot, Miss C Elphee, Mr P Green,
                 Mrs J Head, Mr L Quince, Mr G Searle, Mr D Ringham, Mrs A Williams
                 & Mrs J Woodroffe

In the Chair - Mr D Kempton

Clerk - Mrs B Stanojevic

224) Apologies for Absence

Mr M Atkinson

225) Declaration of Interests as per the LGA 200

British Legion – Mr Boot & Miss Elphee

Crowland Cares Mr Ringham & Mr Searle

Land – Mr Boor

Voluntary Car Scheme Mr Ringham & Mr Searle

226) To Agree as a correct Record the Minutes of the Previous Meetings

The minutes were proposed and signed as a true record by Ms Woodroffe, seconded by Mr Green.  All agreed.

227) Assets working party

All planning permissions have now been dealt with.

Minor problems with incorrect levels, maybe just a clerical error being looked at.

Deposit expected 13th March with completion by 13th May 2020.

The proposed commercial site is having ground and flooding investigations – report expected in 4/5 weeks. Assistance received from LCC  – thanks to Councillor Pepper. In discussions with SHDC Economic Development Officer, can assist with the marketing.

228) Fitness and Wellbeing Centre WP Report

The next meeting was planned for 10th March, to be changed to accommodate the HR meeting.

One new member has joined and a second one has been approached.

Discussions have taken place with the Charity Commission concerning the application to form a Charitable Incorporated Organisation (CIO) including the preparation of the governing document.  Details of this will be the main subject at the next Working Party meeting when we will have legal advice concerning the working relationship between the Parish Council and the CIO.   Registration will take approx. 40 days providing the application form is correctly filled in online. Help will be needed to do this. A minimum of 3 trustees is required and it is envisaged that these will be drawn from the Working Party and the Parish Council.

The Parish Council to agree the details once it has verified all the information.

We await the responses from three building companies and from building control advice who all have copies of the outline proposals – Option 4.

A further discussion has taken place with Justin Ward at LCC Properties regarding the funds that are ring fenced.  He has agreed that we can draw down amounts to cover our costs as they occur in preparation of working drawings etc supported by documentation. He will be asked to email his agreement.

225

The repairs to the roof are holding up well.

No decision on keeping/replacing the gym equipment has been made.

New equipment can be leased or purchased.

Details requested from the alarm company on call outs which the school has invoiced us for.

No response from the Head or the Chair of the Governors to the Chairman’s letter.

The school has provided details of their sports hall use, current hire rate is £14 per hour.

Proposed by Coun Alcock, seconded by Mr Boot that they be charged £7 per hour as a goodwill gesture – covering letter and invoice to be sent.                        Action  -  Mr Ringham & Clerks

229) Finance and Admin Committee Report

The constraints on the budget remains.

Meeting set for 24th March 2020.

Mr Green proposed, seconded by Mr Ringham that the Finance committee be given delegated powers to clear invoice payments or to roll them on to the next financial year. All agreed.

Fees/charges will be reviewed at this meeting.

The land rent debt has now been paid.

230) Farms & Gardens Committee

Jane Harris attended to tell members about the Forest School.  H & S issues discussed, and
Mrs Harris agreed to our suggestions, the Risk assessments will be updated and sent to the office.  The committee recommended supporting this.  A schedule requested of when the school is in use and we will make them aware of what work we may be doing in the area and the playgroups public liability insurance will be sent to us.

It was proposed by Mr Boor, seconded by Mrs Head that that this could go to the summer break and then hold a further joint discussion on it continuing and that they can use the allotment building and a occupier’s agreement to be drawn up to include the key hire.     All agreed.

Discussions held with Rev Brown and Laura Beeken concerning a “Man Shed” at the allotments.  Decided that this wasn’t the best building for this but that the Youth Building could be. A further meeting to be held.                                                                          Action  -  Mr Ringham

Tractor has been serviced; mowers due to be serviced.

Hanging baskets delivered to the new suppliers ready to be filled.

Jensen’s Security to meet members at the shed to look at security.

Longstaff won’t accept the chainsaw for their auction.      To check for other opportunities.

One further sign awaited from Mr Green for the Pavilion.

Donna Wass was proposed as the allotment liaison by Coun Alcock, seconded by Miss Elphee.  All agreed.      Hopefully communications will improve both ways.

Suggested an information board/white board would be useful – Mr Green to donate a pin board.

A laminated allotment agreement will then be displayed.

The building has been valued by the VOA as a warehouse, though we consider it an agricultural building. Appeal to be made.                                                     Action -  Mr Kempton & Coun Alcock

231) Planning Committee

The provision and location of waste bins is being investigated.  Mr Ancill is writing a policy for the bins. Dual purpose bins with signs saying that suitable for dog waste and larger bins to be obtained in the future. If a bin is removed a sign will be placed    Normanton Road has still not been adopted so is not our responsibility.

To be discussed further at the planning meeting and will be then referred to the full council.

Still concerns that household rubbish appearing at the Lakeside.

226

Concern expressed that 100 affordable houses planned over 2 sites in Crowland –On such planning applications may be better to make comments than just leave to the planning officers.

232) Amenities Committee

Next meeting is 16th March 2020.

All signage to Snowden entrances now in place.

Pavilion

Investigations on electrical usage is ongoing and includes the Bowls Club and the Youth Building.  There is no clear evidence as to what each building uses, and action is being taken to remedy this.   The vents in the ceiling have now been covered on a temporary basis and improvements on heat loss was monitored.  One quotation for replacement heaters has been received and more been sought.  These will be discussed at the next meeting.

Corresponding readings for last year would be helpful to know.

Exterior works – one costing received on this.

Skate Park

Well used – repairs to the walls need to be progressed.                                 Action  -  Mr Ringham

Small Play Area

One quotation for new design received following site meetings.  Two more awaited.

One item taken out of use and costings sought for spare parts to bring other pieces up-to-date following advice from the Playground Inspector.  This work will be dependent on time factor for the proposed funding.  Other item for urgent consideration is for the removal of the existing hedge which is causing problems – again on the advice of the Playground Inspector. Will need a replacement fence. All agreed to investigate how to do this.                                                Action  -  Mr Boor

232) Safety & Security Committee

CCTV on a pole discussed linking into the Boston system which Coun Alcock and
Mr Kempton will investigate. Any incidents reported to the police are always asked if CCTV coverage available. Hopefully the health Centre to be involved.

Quotes required.

No invoices received recently for town CCTV system.

Mr Ancill has all the GDPR documents to review and Mrs Head has a policy she will send him.

New Fire extinguisher required for the Pavilion.                   Action  -  Mr Ancill & Mrs Head

232) VE Day Celebrations

This is a National Celebration.

The Working Party has estimates of expenses.  Coun Alcock has agree to fund £500 from his SHDC councillor fund and may be able to provide a generator at no or little cost.

The Snowden Field Insurance is covered by the Parish Councils Insurance.                  Action  -  Clerks

Stall holders must have their own Public Liability Insurance.

Proposed by Coun Alcock, seconded by Ms Woodroffe that the portable toilet costs are paid for by the Parish Council. All agreed.

Mr Boot agreed to be the liaison officer as Miss Elphee is away the week before the event.

233) Police Matters

Mr Ancill did write to the Inspector concerning the rising trend in the crime figures and requested he meet the Parish Council to discus this but replied without agreeing to meet. In 2018 crimes were 483 and in 2019 were 495.  Mr Ancill will write again.                                            Action  -  Mr Ancill

The ASB department at SHDC are collating information on Nitrous Oxide gas cylinders.

227

234) Clerks Report on matters arising/Actions

This shows the outstanding actions waiting to be completed.

235)Correspondence

1. Lincs Police - Email from PC Burden in response to our General Workers finding vast amounts of Nitrous Oxide Cannisters around the town. He advises that this is a growing trend and that the possession of them is not illegal but intent to supply is. ASB Depot at SHDC are collating the information.
2. Keep Britain Tidy - Details that this is taking place 20 March – 13 April 2020. We can support the campaign by registering our involvement on a short survey. See letter 10.
3. Christian D’Souza - Email stating that Christian is undertaking the old D of E Award program. One aspect is volunteering, as he lives in Crowland he thought this would be a perfect opportunity to better our community through volunteer work, possibly environmental in nature. He also has a friend doing D of E who would also like to help. Are we able to offer them the opportunity to do this?   He also is doing 4 A levels at sixth form and would like to complete some online courses on topics such as astronomy, astrophysics and aerospace engineering and wonders about the possibility of the Parish Council Funding any of these. Pass to the Wildlife Group and respond that we are unable to offer funding. Action - Clerks
4. Bowls Club - Email and photos of yet more ASB/Vandalism to Bowls club fencing etc. Has been reported to the police.   Noted.
5. LALC - Details of extra training sessions for 2020/2021. These include employment Law, Chairman & Clerk, Financial Mgmt., IT Skills, FOI & Data Protection. Circulate to members.
6. Spalding Cycling Club - They would like to hold 2 cycling events on the Snowden again this year on Sunday Aug 9th & Saturday Sept 5th. (both dates currently available). Advise of the parkrun times and tell them not to cut the grass!                                      Action - Clerks
7. LCC Highways - Details of temporary traffic restrictions at Common Drove on 19th March 2020 for essential works by Openreach. Noted.
8. RICOH - E-mail asking if they are able to quote for a new rented photocopier as the one, we have is old and has been causing a few problems with creasing pages and printing a back line on pages. Ask them to quote for new copier.                                                          Action  -  Clerks
9. Health guard - Email explaining that they are increasing their charges by 2.5% as from receipt of this month’s invoice. Noted.
10. SHDC - Email advising that SHDC are participating in the Great British Spring Clean 2020. Their next scheduled in Crowland is on 31 March between 09.30 & 13.00. During this event SHDC Pride Team will be available to support community groups.  They would welcome the participation of the Parish in this event and would like details of any areas in Crowland that we think would benefit from a clean. With letter 2 to Mr Green for Town Magazine/Website/Facebook page.

228

11. CPRE - Email advising that the Lincolnshire Best Kept Village Competition is no longer to be funded and means that CPRE are no longer able to run the competition. Acknowledge letter. Noted.
12. Utility Aid - Following a telephone call to the office details from Utility Aid of their offer to help ensure we are paying the best possible price for our utilities. There is no cost and there is no obligation. They have attached the forms and would require a copy of each of our bills. Copy bills to be sent.
13.  Coun Astill - Email regarding the removal of litter/dog bins in Crowland. He has received concerns and asks that we advise him which bins have been removed. Actioned.
14. Barcham Trees - Email advising of “The Big Barn Conference” taking place on Wednesday 17th June 2020 and Barcham are hosting the event. We are able to send up to 3 delegates. There will be thirteen speakers and the day will involve a morning and afternoon break and a lunch. We need to register online if any members wish to attend. To Farms & Gardens Committee.
15. PWLB - Email advising that Parliament has legislated to revise that statutory basis of the PWLB with effect 25th February 2020. This will not affect existing loans, new loans or the process of applying for a loan. Noted.
16. David Grundy – Email thanking the Parish Council for their letter concerning the proposed water festival but unfortunately due to other commitments he is unable to get involved. Tell Trail Boat Festival Organisers that we cannot do but would love the Trail Boat to be brought to Crowland.                                                                                         Action   -   Clerks

236) Accounts for Payment

(i)

 (ii) S137 payments

237) Matters to be considered for inclusion on a future Council Agenda

Mr Ringham told the meeting that former Chairman Helen Rawden had recently died. A condolence card has been sent from the Council to her family.