August 2020 Minutes
Present: Cllr B Alcock, Mr J Boor, Miss C Elphee, Mr P Green, Mr L Quince,
Mr D Ringham, Mr G Searle and Mrs A Williams
In the Chair: Mr D Kempton
Clerk: Mrs A Harrison & Mrs D Halliwell
The Chairman officially welcomed the new Clerk to her first meeting and thanked the Deputy Clerk for her attendance in support
1. (34) Apologies for Absence
Apologies were received from Mr R Boot, Ms J Woodroffe, Mrs J Head and Mr M Atkinson
2. (35) Declaration of Interests (as per the LGA 2000)
D Ringham: Crowland Cares
G Searle: Crowland Cares & SH Voluntary Car Scheme
Jon Boor: Land if discussed
3. (36) To Agree as a Correct Record the Minutes of the Previous Meeting
Proposed: P Green
Seconded: D Ringham
It was resolved to adopt the Minutes as a true record of the meeting
4. (37) Matters Arising from the Minutes
· New Committee Chair to write to the Police Inspector
· AGAR documents can now be removed from the website and Notice Boards
- P.10 is at the bottom of P.9 so needs editing
5. (38) Election of Vice Chairman for Crowland Parish Council
Commitment until May 2021 with no assumption to step up to Chairman next year
B Alcock was proposed by G Searle and seconded by D Ringham
It was resolved to appoint B Alcock as the Vice Chairman of the Parish Council
6. (39) Election of Safety & Security Chairman
D Ringham proposed G Searle to fill the position of Safety & Security Chairman
· G Searle stated that he would need some help as he is currently a team of one
· Lots of work to do
· Covid-19 has prevented a lot of work from going ahead
· Buildings, tree work and GDPR
· The Chairman mentioned Jennie Head, (in her absence), as he thought she would be a good member of that Committee
· Annette Williams stated that she was also proficient in Risk Assessments, so would help out as much as possible
· JB stated that he had seen a document via SHDC and that the situation wasn’t quite as bad as they had initially thought.
· BA offered to send the document through to GS, as he is a member of SHDC
· DR stated that he would be happy to work alongside GS with his committee
· The Chairman thanked GS for volunteering
Seconded: Lee Quince
It was resolved to appoint G Searle as Chairman of the Safety & Security Committee
7. (40) Clerks‘ Report - to receive the Clerks’ Report of actions outstanding
Members had all received the Clerks’ Report below, showing actions outstanding, prior to the meeting:
- 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. Clerk is continuing to report this to SHDC.
Action: Clerk
- Mr Boor has managed to get an alternative quote for Mole Control on the Snowden. This company will start August 2020 and our existing company has been thanked for their services and advised that we no longer require them. Many thanks to Mr Boor and Mr Green for managing to get this difficult task sorted.
- There has been no further progress with the Electric Car Charging Points at the Health Centre Car Park due to the Coronavirus Pandemic.
Action: Miss Elphee/Clerk
- Electricity usage in the Parish Council Building is being 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
- Mr Ringham was to have written to South View Primary School regarding the invoices they sent us for utilities used.
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: Cllr Alcock
- Mr Ancill will write again to the Police Inspector. (Now Mr Searle)
Action: Mr Searle
- 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. The allotment tenants had all been advised of the new rent amounts. Invoices will be prepared and sent in early September.
Action: Clerks
- Mr Ringham had met with a local resident who was keen to set up a Tennis Club, and things are moving forward with this. (See Amenities Report).
Action: Mr Ringham
- Mr Boor & Mr Atkinson are still working on the Lease of an area of land that belongs to the Church. In addition the Clerk had received a concern regarding trees creating a problem to a resident in Abbey Mews, on the recommendation of the F & G Chairman the resident had contacted the Diocese who had taken ownership of the issue for him.
Action: Mr Boor & Mr Atkinson
- Mr Boor has been able to solve the issue from the IDB regarding the two culverts.
- Very many complaints and concerns received about the relocation of the dog bin on Harvester Way. All saying the same thing, that the bin has been moved the wrong way and that it should be sited on the corner of Harvester Way and Crease Drove. Many members are being tackled on this subject and this requires attention.
Action: Planning Committee
- Further complaints have been received regarding the overflowing bins at the lakeside. Mr Boor felt it may benefit from being emptied twice weekly during the summer months as many people picnic here.
Action: Planning Committee
- Mr Searle has taken measurements of the internal dimensions of the Pavilion and Youth Building in order to establish maximum occupancies permitted and to prepare notices showing this.
- Mr Searle has created Hire Agreement forms to introduce for each hirer of the Parish Council facilities. These forms have been circulated and agreed by all members.
Additional comments made at the meeting:
· J Boor: Allotment rent invoices
· G Searle: Hire agreement forms for lettings, booking forms, lettings, etc.
- Needs some work and input from the new clerk
8. (41) Chairman’s Report - to receive the Chairman’s Report
Members had all received the Chairman’s report below, prior to the meeting:
The big event for us this month is the appointment of a new Clerk and RFO; welcome Angie.
We have been operating for four months without a clerk, and all involved are due a big thank you for the extraordinary effort they have put in to not only keep things moving almost seamlessly, but also to have made considerable progress in overcoming many of the deficiencies uncovered both before and during this time. Thank you staff, councillors and other volunteers.
Angie will have a steep learning curve but joins us with valuable experience from her other clerk job. Please help her when requested, be considerate, and above all respect the rules concerning office contact.
We have recently seen a renewed outbreak of criminal damage to Parish Council assets, and these have taken a sinister turn as the objective is to cause harm, potentially serious, to our parishioners who wish to enjoy the recreation facilities provided. We are increasing the inspection regime and working with relevant authorities to identify the perpetrators and will take all available action against them. I ask all parishioners who have children who are out in the evenings, unsupervised, to explain to them the real consequences of tampering with play equipment. These could be life changing.
Hopefully the pandemic will remain subdued in our community and we can continue to re-open facilities with appropriate precautions as soon as the law allows. Our amenities committee has a huge workload currently and it is essential we accelerate key projects including the wellbeing complex, new children’s playground, and get to grips with our very high utilities bills. We may need to co-opt additional help to break the log jam.
Additional comments made at the meeting:
· Criminal damage to some of the play equipment which could leave a victim injured or worse.
- If you have children, of any age, out during the evening, unsupervised, please emphasize the grave danger of tampering with play equipment
9. (42) Amenities Committee - to receive the Chairman’s Report
Members had all received a copy of the Chairman’s report below, prior to the meeting:
A meeting has been arranged for 30 July 2020.
Junior Play Area
Quotations will be presented at the meeting and proposals agreed for Full Council.
Tennis Court
The one court is being used quite a lot by all ages.
Investigations are ongoing concerning water and electricity used.
Adventure Play Area
Following deliberate vandalism reported last month, further damage has been caused to the basket swing main support beam fixings. We have been able to repair this to avoid taking it out of commission, but at extra expense. All reported to the police and has been covered by the local press.
Also a notice has been removed on the skate park.
Additional comments made at the meeting:
· Meeting Thursday of last week, thanks to Di for producing the Minutes so quickly
· Members of the committee felt that we needed to work out how to get on with the Health & Well-being Centre.
- New business plan sent out in order that more people understand what they are doing
- Working party put together, looking for more members to take part on the 13th August
· DK commented whether the hall that we are now using and refurbishment of the gym could be funded in a way that it doesn’t become a burden on the council.
- We need to encourage extra usage during the day and ways of enticing people back that were using it before the Pandemic
· BA impressed on all members, that their presence would be welcomed at the August meeting as their comments are greatly appreciated and encouraged
- Members of the District Council would also be encouraged to attend
· Cllr Pepper stated that as a District Cllr he does have a small amount of funding that may be used to assist
- DK thanked him but stated that it was ideas at this stage that were needed rather than funding at this stage
· LQ, DK and DR will look at ways of getting funding streams and report back to the Amenities Committee Actiion – Mr Quince, Mr Kempton & Mr Ringham
10. (43) Fitness & Wellbeing Centre Report - to receive the Chairman’s Report
Members had all received a copy of the Chairman’s report below, prior to the meeting:
A meeting of the Working Party was held on 16 July at Bryan’s house - Thank you Bryan.
One of the additional interested parties attended and confirmed suggested changes to our plans and their desire to join the working party. As a result of the qualified advice, the effect of these changes will be reflected in a revised Business Plan which will be further discussed at the Amenities Meeting as a part of the report being prepared by the Chairman for the Full Council.
Concerning the main hall the Chairman has met with the Principal of a new Tennis Club interested in hiring the facility for a new game from the USA called “Pickle ball”. This would be during the day and for all age groups and will be part of the report being prepared after discussion at the forthcoming Amenities Meeting.
New booking forms and guidance have been prepared by Graham for all PC Buildings which will have a practical improvement concerning Health & Safety Advice and Invoicing. Thank you Graham.
We shall be meeting with the Chairman to discuss when we could re-open buildings and what would be needed.
Additional comments made at the meeting:
· DR wanted to stress that it was known as the Health & Well-being Centre, not Fitness & Wellbeing Centre
- DK remained concerned over possible confusion with the (NHS) Health Centre
11. (44) Finance and Admin Committee - to receive the Chairman’s Report
Members had all received a copy of the Chairman’s report below, prior to the meeting:
The finances of the Council remain tight mainly due to unforeseen expenses in the early part of the year and a lack of income from Sports and Leisure lettings. A major part of the Council’s cost occur in the first few months of the year and the remaining part of the year will not see the one-off payments reoccurring. This should help ease the situation as we move forward as will even a small amount of income from sporting activities, if and when restrictions are eased.
Thanks to Jon’s efforts we have disposed of the surplus tractor at around Jon’s estimate and I will leave the details of the good news to Jon. This will help replenish the capital budget which is good news.
The challenging of the allotment building rating is still being pursued. The system appears to be designed to make it difficult.
The question of whether as a PC we can obtain any support for the lack of income as a result of Coronavirus is still being pursued.
There is one item relating to an employee’s pension scheme that I will report in committee.
The next tranche of 106 monies is due and hopefully will shortly be available from the DC.
Additional comments made at the meeting:
· BA stated that his report has been circulated and had nothing further to report
· DK stated that the new Clerk was also the RFO for the Council
12. (45) Assets Working Party - to receive the Chairman’s Report
Members had all received a copy of the Chairman’s report below, prior to the meeting:
We are pleased to be able to report considerable activity since the last meeting which culminated in a recent lengthy virtual meeting where a wide range of outstanding matters were resolved. Issues relating to the drainage / wild life pond have been moved on. We will have an input into the overall design and cross section of it and the mechanism to collect the funding of maintenance appears to have been settled by a management company having been agreed resulting in the Parish Council only having to collect the annual payment from one source. The PC will have representation on the Management Company. Details within the layout to ensure the properties cater for the particular needs of target tenants have either been agreed or agreement has been reached that any remaining issues will be mutually resolved.
Contractual matters are also progressing well with some legal matters remaining to be resolved. We are working to assist the builders in having the necessary documentation signed off to enable them to progress with securing the required funding.
We have engaged the short-term professional services to have the JCT contract document together with Employer’s Requirements contractor’ proposals reviewed with the report coming back to the AWP. The individual is proprietor of the firm, has 47 years’ experience in private practice and construction with the last 14 years as a QS and Contract Administration. He has Personal liability cover.
Quotation have been obtained for looking after the Council’s interest, during the construction of our properties, managing the contract, making weekly site visits, certifying payments etc. It will protect the Council against overpaying the contractor and have an auditable process to justify payments. The quotations vary considerably but the most competitive one was received from the same organisation that are supplying the short-term service mentioned above.
We will advise the Council of the sums quoted in committee.
Additional comments made at the meeting:
· BA stated that we’re moving in the right direction with regards to the development
- Decision that we take on some QS advice through the period of build, to be taken in Committee and we could have some houses nearing completion in a years’ time
· DR - Reached the stage where we’re looking at the detail, which is just as important
· DK - Important that we get the residents that we want, who are prepared to pay the market rent, as they will be quality properties in a prime location
· BA - Attenuation pond that takes the surface water from the whole of the development. Looks as though it is going to plan, in that it will be a wildlife pond that will be of interest to many residents of Crowland
13. (46) Farms & Gardens Committee - to receive the Chairman’s Report
Members had all received a copy of the Chairman’s report below, prior to the meeting:
Grass cutting
Quite a busy month for grass cutting with bad weather hindering progress however, at time of writing we have managed to get up to date. Recently made contact with Richard Knock (SHDC) to try to add on the extra grass areas to our contract.
Machinery
New watering system seems to be working well, the little and often approach with the watering of the hanging baskets is a more efficient way of using water and resources. Hanging baskets look amazing this year. As you are aware our Ford tractor was entered in to an auction, I am pleased to report it was sold above the reserve price, which will cover the purchase of the Gator. The old Bomford flail mower is entered into the August machinery sale with no reserve. No major machinery expenses this month.
Land
No further progress on the land adjacent to Abbey Mews regarding new lease agreement.
Our agent has been in touch at last regarding the various issues surrounding our farm land, therefore hoping we will be able to move this forward, working on his recommendations.
We have employed a new contractor to take on our mole control duties, we have written to our old contractors thanking them for their services in the past.
Allotments
Allotment tenants have received letters informing them of the rents which the Parish Council are charging with no complaints forthcoming. We have 12 applicants on the waiting list for plots. We hope to start letting new tenancies as soon as our new Clerk has settled in.
Additional comments made at the meeting:
· JB - Not had site of the monthly invoices when he wrote the report, so not correct as it states no major machinery. Otherwise no other points to add
· DK commented that his team was doing a great job in keeping everywhere looking tidy and doing it more efficiently than ever
· DR - hanging baskets looking lovely
- JB thanked Helen Kempton and the in Bloom team
- DK said the new way of watering was also keeping them looking good for longer
· JB - Crowland Town Football would like to site a barrier along the edge of the football pitch by Thorney Road, to promote advertising for the teams
- Thought it would enhance the field and deter parking
- which needn’t be a permanent structure
- DR stated that it should be done season to season
- PG commented that the Council should have a say on what is advertised on the banners
- BA stated that they had been asked to provide an image
· Parishioner has written in enquiring about subletting the piece of land that we rent from western power Action - Mr J Boor
· DK - Developer has approached asking whether we would accept the gift of some land.
- Think it may have been offered to SHDC who turned it down
- F&G to discuss it Action - Mr J Boor
14. (47) Planning Committee – to receive the Chairman’s notes from the annual walkabout
Members had all received the Planning Chairman’s report below, prior to the meeting:
Planning Committee Town Walk on Monday 13 July 2020 at 6.30 pm
Present: Miss C Elphee, Mr D Kempton, Mrs A Williams, Mr J Boor,
Mrs J Woodroffe, Mr P Green, Mr G Searle
Apologies: Mr L Quince, Mr D Ancill, Mrs J Head
Bus Shelter, West Street – needs graffiti covering
26 West Street – trees outside on pavement need epicormic growth removing and also need pruning in autumn for sightline to bus shelter.
Pavements outside 15 and 26 West Street – weeds growing between slabs, needs tidying up.
Corner West Street/Albion Street – speak to Red Telephone Box Committee to see if we can get box replaced. Slabs in front of benches uneven. One seat, although stable, is wonky.
Land Grab – contact SHDC to find out their plans for land and if we can progress ideas for additional car parking spaces.
Site of old South View School – extremely overgrown.
59-61 Broadway – footpath work still not completed as advised by developer.
38 Broadway (old school house) – hedge overgrown and overhanging footpath. Hedge is also obscuring the bus stop sign.
Bus Shelter, Broadway – overgrown with plants from adjoining property, number 38. Structure needs repainting.
Lamp post outside 38A Broadway – covered in ivy, partially obscuring light. Could not find number on lamp post.
Reform Street – hedge from old school very overgrown and encroaching on the highway.
40 Reform Street – metal post in pavement, used to have sign on, needs removing, very rusty.
Reform Street – lamp post 0152 is obscured by overgrown hedge.
7 Reform Street – large pothole in road in front of this property, pothole is next to a manhole cover and is approx. 4 inch deep and 6 x 10 inch across.
Tennis Court – footpath alongside is uneven.
South Street – trees on green growing through overhead wires.
Abbey Walk – pavement outside 38 overgrown with weeds.
11 Abbey Walk – hedge overgrown and overhanging footpath.
Manor House, East Street – scaffolding still on footpath. Committee wonder what is happening with renovation.
East Street – potholes in road between Charity Shop and Manor House.
War Memorial – looking good after remedial work last year. The committee felt that the wreaths should remain until after VJ Day (14 August) and then be removed.
Finger Posts – it was noticed that all of the black finger posts could do with some tidying up.
The committee wondered whether a general reminder could be put in the Town Magazine reminding people that if they have hedges onto a public highway that the hedges should be trimmed to allow people to walk on pavements, especially with prams, pushchairs or wheelchairs.
The committee than convened to a garden meeting.
H02-0493-20 28 West Bank – single story extension to rear of building
It was noted that this is shown as a Prior Approval App.
Comment – We have no objection to this application.
Christmas Lights Switch On
This is planned for Saturday 28 November 2020. In view of the current situation, Miss Elphee reported that the committee are currently planning for the event to go ahead, but would be mindful of government advice nearer the date and that the final decision would be made then. The committee will be considering all aspects, including a revised layout of the event. The committee will continue to work closely with the parish council.
The Christmas lights will be erected in the centre of town as usual.
Christmas Tree – A request will be made to see if there is a suitable tree available from a garden in town. If unable to source a tree, Classic Printers have very kindly offered to sponsor the purchase of one.
Litter Bins – this item will be further discussed at the next meeting. We need to consider the location of outlying bins and also the welfare of our workers when emptying the bins.
Additional comments made at the meeting:
· PG mentioned some foliage that was seen overhanging the pavement that was put in the Town Magazine
· DH mentioned that she’d received lots of comments about how well the hanging baskets were looking
· Red phone box - corner of Albion Street looks like the better location but residents are still wanting it to be on West Street
- Cllr Astill - street survey carried out and requested to meet with CE
· CE - Hoping to have Christmas lights and fair, depending on what Government guidelines are at the end of November
15. (48) Safety & Security Committee - to receive the Chairman’s Report
Members had all received the Safety & Security Chairman’s report below, prior to the meeting:
Meeting, No meeting since last full council meeting, Proposal is to meet Tuesday 11th August 7.30pm via Zoom.
Risk assessment and method statements ongoing, progress hampered by Covid and other priorities arising.
Building Checks, the Pavilion and youth club building usable floor area calculated at the clerk’s request, Pavilion main room 56 square meters, Y C building 60 square metres.
First aid box and contents, accident book and MSDS all correct in YC building, MSDS missing from Pavilion David R has now found documents.
Pavilion Fire Extinguisher, the fire extinguisher identified as required by Fenland Fire Appliances in February has now been supplied and fitted 16 July.
Terms and conditions for CPC venue hire and booking, documents compiled and circulated to relevant Chairs of committee and Clerk’s, one additional document required for sports hall as cash is collected at time of hire in many cases.
Junior Football, currently working through English FA guidelines for restarting junior football, meeting David K and David R Tuesday 28th July to finalise CPC requirements.
Police Matters, Missing park bench, several conversations took place between 14th and 17th July and I felt progress had been made unfortunately that does not seem to be the case If more information is needed by full council this would have to discussed in committee.
Crime Statistics
Spalding Rural South rolling 12 months.
See Appendix 1
May 2020 a total of 34 crimes reported with the most common being,
Antisocial behaviour 17, violence and sexual offence 7, criminal damage and arson 3 and other theft 3.
The Safety and security committee, have several tasks which need assessing and prioritising, opening public toilets, opening buildings, GDPR, RAMS, Playground check list frequency and content to name a few.
Graham Searle, 26 07 2020.
Additional comments made at the meeting:
· Tuesday 11th August is the date for the next meeting, but may reschedule to next week or the following week
· Visit from Jill and pleased at how well the Crowland Juniors got on
· Police Matters - graph obtained from website, just below 50 for the month and 30 last month
- Another report to update in Committee
· PG - potential of opening public toilets?
- GS - Keeping toilets closed, predominantly for the protection of our workers
- BA reminded members that part of our agreement with the District Council is the upkeep of the public toilets
- DK pointed out that it would take a member of staff most of their day cleaning and maintaining the toilets during the pandemic
16. (49) New A16 Junction Decisions
· DK spoke about the report from LCC
- Speed limit instead of the trial
- Traffic lights not considered
- Roundabout taken off the agenda
· Dualing and the roundabout should not be taken off the agenda
· BA - A16 is the entrance to Lincolnshire and with the introduction of Unitaries, we will need to keep alive our aspirations for that road
- DR agreed
· Suggestion that the PC join forces with the NFU and Road Haulage Association
17. (50) Accounts for Payment
(i)
See Appendix 2
· JB - Large cost to repair the grass cutter, but needed to be done
· BA asked what savings had been made regarding the Mole control
- Clerk stated that the invoice was for August, September and October, therefore approved but not for payment until next month
· Invoices for Total Gas and Electric have also been approved
Proposed: P Green
Seconded: J Boor
It was resolved to approve the accounts for payment
(ii) S137 payments
There were no S137 Payments.
18. (51) Matters to be considered for inclusion on a future Council Agenda
· BA suggested a proposal for an earlier start time, e.g. 7pm so that we can finish earlier
- The clerk added that DSN PC meetings also started at 7pm and that Standing Orders state that meetings should only last a maximum of 2 hours
It was agreed to add this to the next agenda
19. (52) Help for members who have been unable to join Zoom meetings
· BA stated that we shouldn’t preclude anyone and that we should try to find a way to assist them in any way possible
· JB stated that he did invite one of the members that is currently not attending, to join him in his premises
· DK suggested that we could form ‘bubbles’ with one other member, where they share a screen
· The clerk suggested that the member could be brought into the meeting via telephone
· AW commented that it is possible to dial into a Zoom meeting via telephone
· DK asked CE if she could have a chat with the member to see if they could find a way of including him in the meetings
· PG offered the use of his back room and a PC for him to use, which he was asked to move forward with
Action P Green & C Elphee
Meeting ended at 9pm
Appendix 1
Appendix 2
