2020 Parish Council Minutes of Meetings

Present:          Cllr B Alcock, Mr J Boor, Miss C Elphee, Mr P Green, Mrs J Woodroffe, Mr R Boot, Mr M Atkinson, Mr D Ringham, Mr G Searle and Mrs A Williams

In the Chair:    Mr D Kempton

Clerk:               Mrs A Harrison & Mrs D Halliwell

1. (56) Apologies for Absence

Apologies were received from Mrs J Head (holiday) & Mr L Quince (work commitments)

2. (57) 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. (58) To Agree as a Correct Record the Minutes of the Previous Meeting

Proposed:       A Williams

Seconded:       J Boor

It was resolved to adopt the Minutes as a true record of the meeting

4. (59) Matters Arising from the previous minutes and Clerks’ Report – to receive the Clerks’

Report of actions outstanding

There were no matters arising from the previous minutes.

Clerks’ Report

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

Still to be completed - August

• Mr Ringham preparing a paper for members regarding CIO for the Sports Hall                                                              Action: Mr Ringham

Paper prepared by Mr Kempton during August

• 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: Clerks

            No reports during August

• 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

Still no further reports during August

• 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

Ongoing during August

• Still waiting for further quotes for replacement heaters for our Parish Council Buildings.                                              Action: Mr Ringham

No further action yet

• Mr Ringham has written to South View Primary School regarding the invoices they sent us for utilities used.           

Action:  Mr Ringham

Invoice paid in July

• The Man Shed for Crowland has been put on hold during the pandemic and will be followed up once circumstances permit. 

                                                                       Action: Mr Ringham

No further action during August

• The AWP has submitted an appeal for the Allotment building to be classed as an agricultural building for rateable purposes.

                                                                     Action: Cllr Alcock

No reply during August

• Mr Ancill will write again to the Police Inspector. 

Action:  Mr Ancill

Mr Searle has taken over this task during August

• Mr Searle is continuing to update RAMS

Action: Mr Searle

Further RAMS completed during August - still more to do

• Mr Ringham is organising visits to the areas that have the play equipment we may wish to install.                      

Action: Mr Ringham

Nothing arranged for August

• 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

Been worked on during August

• 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.  Invoice will be prepared and sent in early August.                                          Action: Mr Boor

Tenants advised of updated rent amounts.

Invoices will go out during September

• Mr Ringham had met with a local resident who was keen to set up a Tennis Club, and things are moving forward with this.

Resident now wants to organise another racket game to happen in the Sports Hall when re-opened

• Mr Boor & Mr Atkinson are still working on the Lease of an area of land that belongs to the Church.                                                                                             Action: Mr Boor & Mr Atkinson

Mr Boor has contacted the Church’s Agent & requested a less onerous agreement

• Many complaints and concerns received about the relocation of the dog bin on Harvester Way. All saying 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 requires attention.                    

Action: Planning Committee

Committee will arrange to trial a large bin at the corner of Crease Drove and Harvester Way

• 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

      Currently problems have reduced during August

• Possibility of increasing playground checks during summer months was discussed,                                               Action: Mr Boor & Mr Searle
• A new sign has been put up on the Skate Park following the old one disappearing.
• The obscene Graffiti on the pavilion wall was removed by Mr Searle & Martin Strickland. Mr Boor and General Workers will clean the wall with power washer to remove residue.

Action: Mr Boor & General Workers

• Check sheets for PC Buildings will be looked at and a report prepared.

Action: Mr Quince, Mr Ringham & Mr Searle

• Members unable to join Zoom meetings are to be invited to join Mr Green to use his office.            Action: Mr Green & Miss Elphee

There has been one meeting where Mr Green has hosted this facility and it proved successful

• Request from a local parishioner wishing to sublet some land the Parish Council currently rent in Cloot Drove to use to exercise his dogs.

Action: Mr Boor

Mr Boor is checking to see if the Parish Council are allowed to sublet this land.

• Mr Kempton, Mr Quince & Mr Ringham were to look at any funding streams that may be available for the Sports Hall & Gym.

Action: Mr Kempton, Mr Quince & Mr Ringham

The Chairman commented that there were lots of items still outstanding on the report, which need clearing up before it becomes unmanageable

The Chairman stated that he would like to move item number 9 to after item 12

All agreed                   

5. (60) Chairman’s Report – to receive the Chairman’s Report

Members had all received a copy of the Chairman’s Report prior to the meeting:

August is normally a quiet month for the Parish Council, but as nothing is normal at the moment we have been very active in preparing to re-open as many of our facilities as possible, starting to bring the office back to life under the guidance of our new clerk after 4 months of hibernation, and progressing our major projects.

The main topic for this month’s meeting is the sports hall complex. The working party has brought clarity to the vision for creating a gym, and most importantly how the complex can be operated as a charity with more community involvement. For its duration, the project will now be under the direct control of the Council, with the Working Party reporting to the Council rather than via the Amenities Committee. This will ensure that it gets greater visibility and is not distracted by the other significant priorities that this committee has to address at the present time. This means of course that members are potentially stretched even more, and it is my belief that the sports hall project can only succeed with more external project management help. The working party structure can facilitate this approach as successfully demonstrated by our Assets Working Party. Members are requested to read the presentation being circulated to them before the meeting to ensure everyone is conversant with the key issues and understands the proposed actions before we embark on this major investment of public money and Council resources.

David Kempton

6. (61) Amenities Committee – to receive the Minutes of a Meeting

A copy of the Minutes were circulated to all members prior to the meeting:

The following points were raised during this meeting:-

RB raised the issue of the charges for the Juniors FC and felt there ought to be a meeting arranged with the JFC in order to discuss it, as they only use the toilets

• DK stated that they were still paying a subsidised rate compared to the adult FC
• GS suggested that we should establish what permutations they require before going back with a figure
• DR suggested that we look back at the historical stuff that RB has, then meet with the JFC to discuss it; e.g. RB, DR and a Clerk
• Cllr Alcock stated that the rate sheet is all the council has to go on as it has been approved by Full Council
• DK stated that the rates were already heavily subsidised and that the hire fees do not cover the costs involved

It was agreed to pass the issue to the Finance Committee

Action Cllr Alcock

GS stated that the West Street toilets had been reopened and were being cleaned twice a day

• Covid-19 signs had been put up
• Opening, closing and cleaning being carried out by Mr Clow.
• The situation will be monitored and a risk assessment carried out

Action: Mr Searle

7. (62) Finance and Admin Committee – to receive the Chairman’s Report

A copy of the report had been circulated prior to the meeting.

Income remains very low although it is encouraging that some users are beginning to return which will create some much need revenue albeit initially at very low level. Revenue finance remains tight but the cash requirement for the rest of the year is looking more manageable providing no more nasty surprises emerge.

I am pleased to say the Clerk is progressing in becoming more familiar with the financial processes.

The tortuous exercise of getting quotations for the supply of electricity has been undertaken with four quotes having been obtained. Due to the nature of the exercise it has proved impossible to freeze the quotes to put before the council due to them being valid for a very short period of time. Two quotes were from the organisations who have been in contact with the council for some time and proved to be agents who earn commission from either the client or the supplying company. One was from our present supplier which proved to have a high daily standing charge. The fourth was directly from a company supplying entirely from renewable sources. The price is lower than the other quotation but not fixed. All four accounts will be with the one company. Payment will be by monthly DD, in advance, and varied depending on consumption history. The Council can leave at any time with no penalty. The actual changeover will in one instance be towards the end of September and the other three 31st of the month. The offer has been accepted but there is still time for the Council to change its mind if it doesn’t wish to ratify the action.

The undertaking for the release of further 106 monies has been prepared and due to be sent to the DC which should result in payment into the PC account. It is anticipated that a further payment will be due shortly when another undertaking will need to be signed off.

Bryan Alcock

Chairman Finance Committee.

DK stated that he was pleased to see that cash flow is looking better

·         Cllr Alcock stated that the council is still spending more than what they had anticipated and hoped there would be no more unforeseen costs arising

8. (63) Assets Working Party – to receive the Chairman’s report

A copy of the report was circulated prior to the meeting.

Progress is still being made but there has been a marked slowdown during the holiday period of August. One or two important issues remain to be resolved but because of their nature cannot be discussed in open council. Any questions regarding that aspect can be dealt with in closed session. The legal side is still inching towards a final conclusion. We are hoping that the pace on both fronts will pick up again during September.

On the ground the relationship and proximity as between the attenuation pond and the football pitch is being assessed with a solution to be worked out by amending the shape of the pond or the pitch.

Although the commercial site off Thorney Road has not being actively marketed two expressions of interest have been forthcoming but there has not been any further reaction from the interested parties.

Bryan Alcock

Member of the Asset Working Party.

• Cllr Alcock stated that the plans were still moving ahead and that the working party would be meeting again tomorrow, (8th September 2020)
  • Hope to complete by the end of the year
• DK added that they hope to start building early next year, (2021)

Action: AWP

9. Fitness and wellbeing Centre

* The Chairman stated that this item would be taken after Item 12 on the Agenda

10. (64) Farms & Gardens Committee – to receive the Chairman’s report

A copy of the following report was circulated prior to the meeting.

Grass cutting

Quite a busy month with the wet weather creating rapid growth. Ady been off for the last two weeks but Paul has been able to cope.

Trees

We have received an email regarding an elder tree on Ambury Gardens restricting a resident’s access to their fence. Paul and I have visited the site and agreed that it needs to be removed. We can do this with our own resources.

Machinery

All seems to be okay, no serious breakdowns. Our tractor will need new front tyres for next season. In the process of making adapter to enable hanging basket watering device to be used to feed the pressure washer to remove graffiti from remote areas.

Allotments

Letters have been sent to the tenants with untidy plots as per our agreement hopefully reletting of vacant plots will commence after the bank holiday. Invoices will go out during September for the rent. The toilet in the shed will be opened this week.  

Glebe agreement

This is the area of grass to the rear of Abbey Mews. I have been in discussion with Savills setting out the council’s position on this and hopefully a simplified agreement will be sent.

Western Power land

This is the plot of land we rent from Western Power which we may need for access to our land at Cloot Drove. A parishioner has written in asking if he can use it to exercise his retired greyhounds, I am looking in to the legalities of whether we can do this.

It is becoming increasingly apparent the extra work generated by the emptying of dog and litter bins and the misuse of both. We must consider the welfare of our workers and the additional cleaning of equipment associated with handling this hazardous waste. We should not be putting out additional bins which would add to the problem.

Regards to you all, Jon

JB stated that they were hoping to start letting the vacant allotments now that Ady is back from his holiday

• Invoices need to go out for the rents for October – March

Action: Clerks

DK said that he had received some new land tenancy agreements from Longstaffs

RB mentioned that there was damage on the willow trees along Gravel Causeway, due to the high winds

• BA confirmed that these belonged to LCC
• Di confirmed that she would be writing to LCC to request that the trees be pruned so that the groundsmen can get their mowers around them
• GS mentioned that there were branches on the greens down North Street which need collecting and agreed to take some photos to give to Di before she writes to LCC

Action: G Searle & D Halliwell

11. (65) Planning Committee – to receive the Chairman’s notes

A copy of the following notes were circulated prior to the meeting.

Planning Committee Working Party Meeting on Monday 10 August 2020 at 7.00 pm

Present: Miss C Elphee, Mrs J Head, Mrs A Williams, Mr J Boor, Mr P Green, Mr G Searle and Mrs J Woodroffe

Apologies: Mr L Quince, Mr D Kempton

Planning Applications

H02-0558-20 – 67 Peterborough Road - single story extension to rear of building

Comment – The parish council support this application.

H02-0573-20 – rear of 11 Blackbird Close – work to tree

Comment – The parish council rely on the expertise of the relevant officer.

H02-0592-20 – Wyvern House, Hulls Drove – change of use from residential institution to domestic dwelling

Comment – The parish council support this application to bring an empty property back into use.

H02-0608-20 – Lawnwood, 47 Plank Drove – outline permission for one residential dwelling

Comment – The parish council have concerns about access and the use of the highway (currently a single track road) if further development happens down this road.

H02-0623-20 – 45 North Street – replace external front door

Miss Elphee declared an interest as she lives opposite this property.

Comment – The parish council support this application.

Waste Bins

Mr Green asked if the parish council could consider placing a large waste bin at the corner of Crease Drove and Harvester Way. This area had been previously considered but the general workers felt that a bin would be abused in this position. The area is also currently away from the circuit that is used by the general workers when emptying bins. After a discussion the following was proposed by Mr Green and seconded by Mrs Head –

A large bin to be placed at the corner of Crease Drove and Harvester Way for a trial period of 3 months. The use of the bin to be monitored by the general workers.

Vote: For = 4

Against = 3

The proposal to be recommended to the full council at the next meeting.

Other Matters for Consideration

Mr Green raised an issue about garden land in Hereward Way (rear garden of 91 South Street) which contains a range of outbuildings which are being lived in. The planning committee would like the council to contact planning enforcement for advice.

There being no further business the meeting closed at 8pm

CE requested that the Committee’s comments be added to the SHDC Planning Portal

Action: Clerks

All agreed except B Alcock who abstained from the vote

• A request has been made to re site a dog bin to the corner of Crease Drove and Harvester Way for a trial period of 3 months
• DK stressed that the council’s primary focus was on the centre of the town and the Snowden field
• PG proposed that a large bin be placed in this area as it would be well used by dog walkers

A full and frank discussion was had and a vote was taken:

In favour = 4

Against = 6

Therefore it was agreed not to go ahead with this trial

12. (66) Safety and Security Committee – to receive the Minutes of a meeting

A copy of the Minutes were circulated to all members prior to the meeting:

9. (67) * Fitness & Wellbeing Centre – to receive the Chairman’s report, along with a proposal for creating a Community Gym and running a combined Gym and Sports Hall as a Charitable

Members had all received a copy of the Chairman’s presentation, prior to the meeting.

A PowerPoint Presentation was shown via screen-sharing during the meeting, entitled:

“A proposal for creating a community membership gym and running a combined gym and sports hall as a charitable trust Recommendations from the working party to Crowland Parish Council September 2020”

• The Chairman stressed that DR had done a lot of work on the project and that they would aim to open the Gym in May 2021 at the earliest
• A management structure would need to be setup to manage the facility as a Charitable Trust
• Cllr Alcock talked through the business plan
• JW asked whether the Sports Hall would be included on the refurbishment, to which the Chairman responded positively
• DR stated that they had received some assistance with the design and that they had made some progress with building control
• Due to go through the final specifications next week with the architect
• The Chairman asked Cllr Pepper if he had any comments regarding the project
  • Cllr Pepper gave his support, in principal’ and made an offer of help if required

The Chairman Moved that the PC go ahead with the project

Seconded: P Green

It was unanimously voted that the Council go ahead with the project

• Cllr Alcock stated that the PC would need help and volunteers, plus someone to drive the project forward, in order to meet the tight deadlines
  • The Chairman added that the project will be driven by a ‘standalone’ Working Party, rather than being a part of the Amenities Committee.

Action: D Kempton, D Ringham & B Alcock

13. (68) 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.

Cllr Alcock stated that his report has been circulated and had nothing further to report

The Chairman reminded all present, that the new Clerk was also the Responsible Finance Officer for the Council

Invoices for payment for September

Cllr Alcock stated that Item 185 was approved at the July meeting and the Direct Debit taken in September

GS declared an interest in items 172 (risk assessment training) and 173 (Voluntary Car Scheme) and abstained from the vote

Proposed:       J Woodroffe

Seconded:       R Boot

It was resolved to approve all payments

14. (69) Matters to be considered for inclusion on a future Council Agenda

PG requested that the use of Facebook streaming to promote the Council, be added to the next Agenda