July 2020 Minutes
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Minutes of a meeting of Crowland Parish Council held on Monday 6th July 2020 remotely by Zoom at 7.30pm
Present - Coun B Alcock, Mr D Ancill, Mr J Boor, Miss C Elphee, Mr P Green, Mr L Quince,
Mr D Ringham, Mr G Searle & Mrs A Williams.
In the Chair - Mr D Kempton
Clerk - Mrs D Halliwell and item 33 prepared by Mr D Kempton
16. Apologies for Absence
Apologies were received from Mr M Atkinson, Mr R Boot, Mrs J Head, & Ms J Woodroffe.
Declaration of Interests as per the LGA 2000
Royal British Legion Miss C Elphee
Crowland Cares Mr D Ringham & Mr G Searle
Abbey Church Mr P Green
Voluntary Car Scheme Mr D Ringham & Mr G Searle
Normanton Land Coun B Alcock
Crease Drove Development Mr P Green
17. To Agree as a correct Record the Minutes of the Previous Meetings
Voucher 88 in accounts for payment amended to £115.22.
Page 4 - Auditors Report - posted on web site on 3rd July 2020.
Page 2 - remove “and our General Workers” from 3rd item in Clerks Report.
18. Matters Arising from the previous minutes
There were no matters arising.
Mr Green proposed the minutes of the previous meeting as a true and accurate record of the meeting. Seconded by Mr Ancill. All agreed.
19. Clerks Report
Members have all received the Clerks Report below, showing actions outstanding.
- Still need to update General Workers and Caretakers Job Descriptions
Action - Mr Boor & Mr Ringham
- Mr Ringham preparing a paper for members regarding CIO for the Sports Hall Action - Mr Ringham
- Crowland is still suffering fly tipping on a weekly basis beside the bins at the Lakeside. Clerks is continuing to report this to SHDC.
Action - Clerk
- Mr Green has got the Parish Council Facebook page up and running. Many thanks to Philip for getting this sorted.
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- Mr Boor is still trying to get quotes for Mole Control, but this is proving a difficult task as they are few and far between. Action - Mr Boor
- There has been no further progress with the Electric Car Charging Points at the Health Centre Car Park. Presumably due to the Coronavirus Pandemic. Action - Miss Elphee/Clerk
- Electricity usage in the Parish Council Buildings arebeing monitored to see how we can reduce this cost. Action - Mr Ringham, Mr Boot & Mr Quince
- Still waiting for further quotes for replacement heaters for our Parish Council Buildings. Action - Mr Ringham
- The Man Shed for Crowland has been put on hold during the pandemic and will be followed up once circumstances permit.
Action – Mr Ringham
- The AWP has submitted an appeal for the Allotment building to be classed as an agricultural building for rateable purposes.
Action - Coun Alcock
- The repairs to the Skate Park wall have been carried out.
- The hedging has been removed from the edge of the small play area.
- Mr Ancill will write again to the Police Inspector. Action - Mr Ancill
- Although the signs have been taken away at the side of the Lake where there is a huge dip in the road, no repairs have been carried out.
Action - Clerk will report again
- Mr Searle is continuing to update RAMS. Action - Mr Searle
- Mr Ringham is organising visits to the areas that have the play equipment we may wish to install. Action - Mr Ringham
- Mr Green and Mr Ringham will establish what is required by any councillors wishing to be a Trustee on the CIO for the Sports Hall.
Action - Mr Green & Mr Ringham
- The Farms &Garden Committee had held a working party meeting to agree the values for annual allotment rents. Action - Mr Boor
- Clerk has uploaded the Annual Internal Audit details on to the Parish Council Website.
- Clerk has updated hire charges by the agreed 2.5% and they are now displayed.
Thanks expressed to Coun Astill and Mr Quince for their work on the Parish Council Facebook site.
20. Chairmans Report
Members have all received the Chairmans report below.
Last month’s virtual meeting went well, we achieved what we hoped to, with the exception of an unfortunate communication problem with Mr Ringham, and three additional apologies. I hope you can all participate via Zoom this time. Mr Quince is available to guide you if you still have concerns. As before, the agenda is somewhat curtailed and we will assume you have all read and generally understood the committee chairs’ reports, so will not be reiterating them verbally at the meeting. This meeting will be streamed via our Facebook
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page as last time, so commercially or personally confidential topics will have to be moved “in committee”.
Some committees have been able to physically meet as outdoor “working parties” in a safe manner, so have been able to progress important issues. It is important to keep projects moving during what could still be a prolonged hiatus in our routine, despite the challenges.
The office function is running much more smoothly now, and I hope we have uncovered all the surprises and have fixes in place where appropriate. Most of the money owed, unknowingly, to the Council has been recovered, and procedures set up to reduce the likelihood of recurrence. Invoicing will be more consistent, and should result in a healthier cash inflow once lettings resume. Progress is being achieved with modernisation of our payments process, and we expect eventually to drastically reduce the number of manual cheques we have to process monthly, with the attendant reduction in error opportunities, and improved efficiency.
Last month we advised you that the HR committee wished to hold virtual first interviews with a short list of applicants for our Clerk vacancy. We have interviewed these and will report our recommendations “in committee”. Please respect this confidentiality.
The chairman added at the meeting that:-
Progress is being made on the funds due to us.
Human Resources Committee has a preferred candidate for the Clerk vacancy. Item moved to in committee
21. Amenities Committee
Members have all received the Amenities Chairmans report below.
Work is still being done despite Lockdown in order to make progress on projects outstanding.
Junior Play Area
We have 2 detailed quotations and await a further 2 following discussions with additional suppliers.
We await information in order to view equipment on site and if practical will set a date to coincide with an Amenities meeting within the next 2 weeks. Those that have quoted have an 8 – 10 week lead in time. Our staff have carried out minor repairs.
Tennis Court
One court has been taken out of operation with the net removed due to an uneven surface.
Ongoing investigations regarding Electricity and Water usage. Regular readings have been taken and other more detailed checks are in hand.
The Amenities Chairman added at the meeting that:-
Progress is being made on all fronts.
There has been interest shown in creating a Tennis Club in Crowland and a meeting has been arranged to discuss this further. Action - Mr Ringham
There has been further deliberate vandalism on some of the play equipment and this has again been reported to the police.
At this point a request was made to any public viewing this meeting on Facebook that if they see any ASB please report to the police.
Mr Ringham is arranging visits to two play areas that have equipment that we may like to install in our play areas. However, these are on school premises, so he is seeking authority to visit. Action - Mr Ringham
A third company is forwarding sample of their construction materials.
Members requested that a decision was made urgently as S106 funds will soon be available.
The high use of utilities in the pavilion is still being investigated.
Members requested that this was sorted urgently and would like to have the results this week. Action - Mr Quince & Mr Ringham
22. Fitness and Wellbeing Centre
Members had all received the F & WBC Chairmans report Below.
Following advice from the last meeting, work is being done to produce a paper including ALL OPTIONS for the proposed Gym. Annette and I met with 2 interested parties who wish to assist, and suggested some changes to our plans and they are prepared to join the Working Party. They both have considerable experience in Gym’s. More information has been gathered ref: Building Control and an early meeting is now required for the working party to consider and complete the proposed paper for consideration.
Concerning the main hall, we have a quotation for replacing the main lights which are faulty and have asked two other contractors to quote. A minor problem with lights in the corridor which is more urgent will be repaired within the next 2 weeks following a discussion and agreement with the chairman.
Henry the caretaker is undertaking some painting to the lower walls and minor repairs whilst we have no bookings.
The Working Party Chairman added at the meeting:-
He is preparing a paper for all members regarding gaining Charitable Status for the Sports Hall. Action - Mr Ringham
Members asked for an early indication of when they can expect the paper as this has now become very urgent and is proving very costly. Members fully share the frustration as the Parish Council are unable to keep this facility if this is not sorted very quickly.
Action - Mr Ringham.
Mr Searle requested that he could raise a further point in committee, and this was accepted.
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23. Finance and Admin Committee
It is pleasing to report that most of the half year Land Rent is now in, including an element of arrears, which has temporarily boosted balances but with some minor anomalies to remaining to be resolved.
Other small outstanding general amounts are being chased for payment.
It is pleasing to note that the council has been able to operate with less call on overtime.
With little or no income from lettings and hiring but expenditure remaining high cashflow for later in the year remains a challenge.
Coun Alcock reported at the meeting that:-
AGAR had been sent to the external Auditor, and that any Parishioners wanting to see this report could view the summary on the notice board and on the web site. Should they wish to see the full document they would need to email the office to arrange an appointment. Coun Alcock reminded all members that spending must be held on a very tight rein again this year.
24. Assets Working Party
Members had all received the AWP report below.
The restriction on meetings due to Coronavirus continues to make progress difficult. However there has been a flurry of activity which has resulted in a monumental volume of paper work for members to wade through in preparation for a meeting of the AWP scheduled for next Tuesday evening when a number of issues may well be sorted out. Our solicitor is still wrestling with footway access, ownership and land registration which again is not being helped due offices not being manned. On the up side the developer appears anxious to move thing on.
Coun Alcock reported at the meeting:-
That a meeting should be arranged with the developers as there is much to discuss. He expressed many thanks to Mr Bywater for all his help on this project. He also reminded members to bear in mind the possibility that there may be a property slump.
25. Farms & Gardens Committee
All members had received the notes of a working party meeting of the Farms & Gardens Committee.
At the meeting Mr Boor reported that:-
A quote had been received for a new security camera and that this would be taken to the Farms & Gardens Committee.
The Ford Tractor is included in Cheffins next machinery sale
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There is a small parcel of land that lies between Abbey Mews and the Churchyard that the Parish Council have leased for 21 Years. The church is now offering to lease it to us for a further 5 years. A decision on this needs to be deferred until Mr Atkinson and Mr Boot are able to offer their thoughts on this.
Issues around this lease include:-
The lease is only for 5 years.
The Parish Council could become responsible for the trees on the land.
The Parish Council may have to maintain the grass and the borders.
The lease needs to be carefully examined.
The Parish Council need to establish if there is a right of way over the land.
Mr Boor will work with Mr Atkinson and Mr Boot on this issue. The Chairman urged urgent action. Action - Mr Boor, Mr Boot & Mr Atkinson
Two letters had been received from North Level IDB regarding two culverts.
Mr Boor will look into this as it was thought that the two may be able to be combined. Action - Mr Boor
All allotment tenants to be advised by letter of the proposed annual plot rent values.
Action - Mr Boor/Clerk
Coun Alcock advised the meeting that care should be taken that plots are not turned into a leisure facility by tenants and that they must stay within the legal requirements and not lay the plot to lawn or flowers, nor used for any commercial purpose.
26. Planning Committee
Members had all received the Planning Chairmans report below.
It has been another very quiet month. There were a few planning applications that we considered in June and once again, we all considered the applications and then submitted comments which were collated.
H02-0384-20 - Decoy Farm, Spalding Road
Change of use of agricultural field to dog exercise field
The parish council have no objections to the planned dog exercise field. It is noted that the access is via an established layby on the corner and as such the parish council would expect the safety to be considered by Lincolnshire Highways.
H02-0388-20 - 62 Peterborough Road
To put dormer windows in front and rear roof.
The parish council have no objection to this application.
H02-0443-20 - 21 South Street
Erection of dwelling.
The parish council object to this application and consider that the proposed two storey building is over-development of a small site.
H02-0462-20 – 4 Crawford Gardens
Tree works
No objection to this application
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H02-0452-20 – Land at Crease Drove – variation of section 106
The Parish Council is reliant on the officer’s expertise to balance tenure types to benefit the development and the Parish community as a whole.
H02-0455-20 – land between 44-46 Postland Road
The parish council have no objection to this application.
I am hopeful that for the July meeting we may be able to meet in person by following the government guidelines as restrictions are starting to be eased.
Jon and myself met with Ady and Paul to discuss the waste bins. We confirmed which ones could initially be removed (a couple that are hardly used along the lake, one in North Street and a duplicate one on Peterborough Road) and those to be moved to a better location for ease of emptying (Harvester Way and Cloot Drove). Part of the reason for the policy was to allow our workers to work smarter and be more efficient and that this could be achieved by having the waste bins on a central route and not in isolated positions.
Miss Elphee reported at the meeting:-
The Clerk had reported the Parish Council comments on line.
She was hoping that it should be possible to hold a socially distanced, annual walk about meeting in July.
We must all continue to encourage people to take their litter home. This could be done by installing signage.
Mr Green raised the issue that the Bin on Harvester Way had been moved to the wrong area and was creating numerous complaints both to the Clerk and to members. He added that the bin should be located on the corner of Crease Drove and Harvester Way.
Mr Green pointed out that litter is being collected daily in this area by parishioners.
This issue should be discussed further at the next Planning Committee meeting.
Action - Planning Committee
He added that there are also large amount of domestic waste being dumped on a regular basis at the Lakeside.
Mr Boor had also received complaints about this being dumped at the lakeside and suggested that the possibility of emptying at this location on a twice weekly basis was considered. Action - Planning Committee
27. Safety & Security Committee
Members had all received the Safety & Security Chairman report below.
There has not been a Safety and Security Meeting since the last Full Council Meeting, however, there are many actions going ahead as planned.
The Review and refresh of the Method Statements are progressing well and as they get approved, the Risk Assessments are following.
A GDPR Policy is also under review and will be discussed at the next Safety and Security Meeting, before proposing to the full council.
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Following a deliberate attempt to compromise the safety of the equipment in the Adventure Playground, we have reviewed the content of the checklists and propose to the council that the revised list, is performed on a daily basis during the week and stored in the appropriate file on a weekly basis.
The Public Toilets have been closed since the Covid Lockdown, the Safety and Security Committee will meet to discuss this topic, prior to the next meeting, to address how we can reopen the toilets, ensuring a Covid safe environment for use by the public and parish staff that clean the facilities.
Mr Ancill added at the meeting that:-
Additional guidance had been received regarding the closing of Public Toilets.
This committee had considered this and decided that the West Street toilets should remain closed to stay in line with HMG Guidelines and to protect our workers and the general public.
This committee will continue to keep this issue under constant review.
28. Accounts for Payment
See Appendix
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S137 payments
There were no S137 Payments.
Mr Ancill proposed the account for payment. Seconded by Mr Boor. All agreed.
29. Matters to be considered for inclusion on a future Council Agenda
It was reported that LCC had met today and had rejected the original plans to partially close the two A16 junctions at Crowland.
The Parish Council, together with many others, had lobbied hard to have this decision quashed.
The Parish Council is very pleased with this decision.
Clerk to include this as an item on the August Agenda. Action - Clerk
Coun Pepper was able to add that he thanked Parish Council members for meeting with himself and other at these junctions in December 2019 regarding this initial decision.
There had been 3 options and these were:-
a) to pursue the original decision to partially close the junctions
b) to abandon the decision
c) to proceed with a speed restriction
the outcome was to go with b and c and to also refresh the linage.
This LCC meeting is available to listen to on You Tube should any parishioners wish to.
The Chairman offered many thanks to Coun Pepper for all his hard work and efforts in getting this decision.
The Parish Council and its parishioners are extremely relieved at the outcome. And all very much welcome this decision.
30. Help for members who have been unable to join Zoom meetings
This item was not discussed.
The Chairman thanked the 41 people watching this meeting on Facebook.
The meeting closed at 10.15pm
