October 2020 Minutes
Minutes of a meeting of Crowland Parish Council
Held on Monday 5th October 2020
via Zoom at 7:30pm
Present: Cllr B Alcock, Mr J Boor, Miss C Elphee, Mr P Green, Mr L Quince, Mr D Ringham, Mr G Searle, Mr R Boot, Ms J Woodroffe, Mrs J Head and Mrs A Williams
County & District Cllr N Pepper
District Cllr J Astill
Lincs Free Press Officer, Winston Brown
3 members of the public
Clerk: Mrs A Harrison & Mrs D Halliwell
In the Chair: Mr D Kempton
The Chairman welcomed the visitors to the meeting and asked if any of them wished to speak about any of the items on the Agenda, to which they declined
- (70) Apologies for Absence
Mr D Ancill
M Atkinson
L Quince may be late due to work commitments
2. (71) Declaration of Interests as per the LGA 2000
Crowland Cares - Dave Ringham
Crowland Cares & SH Voluntary Car Scheme - Graham Searle
Jon Boor - Land if discussed
- (72) To Agree as a correct Record the Minutes of the Previous Meetings
Proposed: J Woodroffe
Seconded: D Ringham
All agreed apart from P Green who did not agree due to confusing wording around the placing of the dog bin on the corner of Crease Drove
- (73) Matters Arising from the previous minutes and Clerks’ Report - to receive the Clerks’ Report of actions outstanding
Clerks’ Report
- Still need to update General Workers’ and Caretakers’ Job Descriptions
Action: Mr Boor & Mr Ringham
Still to be completed - August
Still ongoing - September
- 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
Email received from SHDC on 17 & 24 September stating that sites had been approved and requesting details for solicitor
- 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 - spec being prepared to send for 3 quotes – September
- Still waiting for further quotes for replacement heaters for our Parish Council Buildings. Action: Mr Ringham
No further action yet - No progress during pandemic
- 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 or September due to pandemic
- The AWP has submitted an appeal for the Allotment building to be classed as an agricultural building for ratable purposes.
Action: Cllr Alcock
No reply during August - No update for September
- Mr Ancill will write again to the Police Inspector.
Action: Mr Ancill
Mr Searle has taken over this task during August and has received a response to arrange to meet with Neighbourhood Policing Team - September
- Mr Ringham is organizing visits to the areas that have the play equipment we may wish to install.
Action: Mr Ringham
Nothing arranged for August or September as most sites are in School grounds
- Mr Green and Mr Ringham will establish what is required by any councilors wishing to be a Trustee on the CIO for the Sports Hall.
Action: Mr Green & Mr Ringham
Been worked on during August and September
- The Farms & Gardens Committee 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 and Invoices sent September. All those on the waiting list contacted September
- 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 Atkinson discussing this with the PCC during August and September
- 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
The Planning Committee had suggested to trial a large bin at the corner of Crease Drove and Harvester Way, but this was voted AGAINST at the September Full Council Meeting
Matters Arising
P Green had requested at the previous meeting, that the Parish Council consider live streaming all future meetings to Facebook. To support his argument, he stated the following figures: -
August meeting there were 299 views,160 engagements and 318 views expressed
July meeting 2,627 views, 533 engaged and 1,600 views expressed
June meeting 3,221 views, 1,557 engaged and 3,718 views expressed
Although this showed a downward trend, he felt that it was still a good way to engage with the residents
- J Boor stated that he was not comfortable with streaming live on Facebook and that members of the public could be invited to attend if they have a view on an Agenda item
- J Head agreed
- Mrs Harrison asked if this would be for all Council meetings, or just Full Council
- Cllr Alcock stated that it should be for every meeting of the council, and that members of the public have the right to come along and are not invited.
- He went on to say that the Chairman has demonstrated this evening that it is not easy to have members of the public physically join the Zoom meetings due to the size of the screen, but that the public must have the option to view the meetings
- J Woodroffe said that she thought we should use Facebook, although not fully comfortable with it
- Mrs Tansley, (resident), was invited to speak by the Chairman. She spoke in favour of the Facebook live streaming and said that she had received a lot of positive comments from customers whilst working in the local charity shop, but that we as a council need to constantly remind the public that we are doing so
- G Searle thought that we should use Facebook and that the Agenda should be put up on Facebook at the same time as it goes onto the notice boards
P Green proposed that we start putting the Agenda back on our Facebook Page and revert to streaming meetings
Seconded: Cllr Alcock
8 voted For
1 voted Against
3 Abstentions
Vote Carried
This will be for all Council meetings
Action: P Green, L Quince & Clerks
- (74) Chairman’s Report - to receive the Chairman’s Report
Chairman’s Report
The Council continues to adjust to working to new pandemic rules and will be doing its best to provide “normal” facilities as far as possible. Uncertainty seems to be replaced by the certainty that the current restrictions or something similar will be in place through the winter, so we will need to prolong the working practices we have now for some time longer. This means that the Parish Office will only be manned 2 days a week, with the Clerks working from home at other times. It is essential that we have the tools and procedures necessary to do this more efficiently, and we are addressing IT weaknesses and the job share guidelines to improve productivity. We also need to ensure that visits to the office by members and the public are limited to the published hours on a Monday and restricted to essential business only on a Tuesday.
The Parish Council website has been somewhat neglected for some time for a combination of valid reasons, but we now have a new site under the LCC umbrella which we will progressively enhance and ensure that all “current” information is current. Our Facebook site remains the main source of news.
Many members’ time this past month has been spent on progressing our major projects, in particular our housing development, the creation of a gym and management company, and a replacement children’s playground.
The Chairman’s Report was received with no comments
- (75) Amenities Committee - to receive the Chairman’s Report
There was no written report circulated prior to the meeting, due to the Chairman being away on leave. He made the following report at the meeting: -
There are several things that are still a ‘work in progress’, these being:
- Pavilion - drainage and guttering
- Electrical contractors to test wiring etc.
- Request from Crowland in Bloom - garden area at the back of the Pavilion.
- Bloom will be happy to get involved and funding through the Co-op plus workers to help clear the site.
- Bloom to come up with a plan to improve that area
- Children’s playground equipment - visited several areas
- Need to hold an Amenities meeting to discuss findings
Cllr Alcock asked, will we rectify/amend the waste pipes at the back of the Pavilion whilst sorting out the garden?
D Ringham said yes, and D Kempton confirmed that the damaged pipework will be rectified.
- Cllr Pepper stated that, whilst discussing the Pavilion, the District Council are looking for electric Charging points in that location
- DK stated that it had all come to a grinding halt when we went into lockdown and that South Holland District Council’s solicitor has requested confirmation with regards to our rights to the car park
Cllr Pepper wanted to ensure that any newly planted flower bed would not be ruined by the installation
- New Heating and cooling system for the office needs to be looked at
- Cllr Alcock suggested a working party to look at this issue and make recommendations to the PC
The need to arrange a meeting ASAP was agreed
Action: D Ringham
- (76) Finance and Admin Committee - to receive the Chairman’s Report
Chairman’s Report
By the time of the Council meeting, a meeting of the Finance Committee will have taken place on 29th September, and hopefully a report of that meeting will have been circulated. However, in the meantime we can report that a satisfactory report has been received from the external auditors, signing off last year’s accounts with no adverse comments or issues raised.
The financial situation is satisfactory, and the remainder of the year should prove to be somewhat less demanding.
The Clerk is getting to grips with the various financial processes and should find them easier next time round.
At the time of writing, land rent demands are due to be prepared and sent out which should result in a welcome input of funds during October.
There has been some letting revenue generated, albeit at a much lower level that budgeted.
At the meeting, the Chairman stated that he hoped that the recommendations could be approved without much discussion, but highlighted a few of the major points as follows:
- Certificate from the external auditor, the AGAR, a copy of this was set to be available to the public, at a cost of £10
- Recommendation that we have a meeting in November to prepare a budget ready for January
- Charges regarding Juniors FC - 2 recommendations
- Hire fees looked at and revised ready for next April and whatever those fees are agreed to be, will be charged
- Recommendation that an interim, minimum concessionary fee of £10 for the pitch and toilets in the Pavilion, with other items to be added at the following costs:
- + £4.40 for use of the kitchen (accessed via the external door)
- + £9.00 for use of the social room
- + £12.00 for use of the showers
Action: Clerks
- Item 8 - assistance given regarding the implementation of the requirements regarding the PC’s website, that the Council offer an ingratiate payment of £400
- LALC have sent their recommendation for pay scale increases backdated to April
- Ways of making payments of invoices and salaries is being looked at
- Printer should be replaced, and the committee given delegated powers to source
- Interim solution to accept the kind offer from P Green, of his printer which is currently sited in the Hub, but not being used
Action: Finance Committee
The Chairman asked if everyone was happy to vote on bloc
Proposed: D Ringham
Seconded: P Green
All agreed
- (77) Farms & Gardens Committee - to receive the Chairman’s Report
Chairman’s Report
Not too much to report this month, we haven’t had a meeting, however we will have one in October.
Grass cutting
Growing season is slowing down now therefore we can keep on top of cutting.
Hanging baskets
As you all must agree, these have been excellent this year. They received their last watering this week and will be removed in near the near future.
Allotments
Invoices for rents have gone out and we are working through the waiting list, allocating plots for new tenants.
Machinery
Other than normal wear and tear items, no other major expense. We have ordered two front tyres for the tractor as the old ones were getting dangerous.
The Chairman added at the meeting, that a meeting had been scheduled for the 19th October
- D Kempton asked about the parcels of Church-owned land that we have a responsibility for
- J Boor stated that they would carry on cutting the grass and keeping the graveyard tidy
- The new lease was too onerous for the council and came with a horrendous fee
- Spoken to Saville’s who will work on a simplified agreement at a lower cost
- Robert Gibbard stated that he was a little surprised, but happy to go on with a peppercorn rent
- The lease also had the council taking on the responsibility for boundary walls and the trees
- To pay £500- £700 in fees for a 5-year lease that we found to be too onerous for the council (standard Agent’s fee) This is only 0.1 of an acre. These were the legal costs that we were being asked to pick up!
- Awaiting the Church’s solicitor to come up with a better agreement
Action: Jon Boor
D Kempton asked about the agreement regarding the Kissing Ground
- B Alcock stated that this should be discussed in Committee
The Chairman mentioned that at auction, a flail mower that we thought wouldn’t sell, sold for around £1,650
- Reg stated that he was amazed as it was double what he thought it was worth
- (78) Planning Committee - to receive the Chairman’s Notes
Chairman’s Notes
We were not able to meet by zoom or hold a working party in September, we therefore considered the planning applications by email. There are a few applications received this month, and as usual, they generated a flurry of comments. All comments were circulated to members and the following proposed comments agreed on. If the full council agrees, the comments will be added to the SHDC planning portal.
We also had forwarded documents relating to a consultation on the revocation of waiting restrictions in Reform Street. LCC wish to remove the restrictions as the school is no longer on that site. The documents were circulated around all planning members, who were all in agreement that the restrictions should be lifted.
If full council agrees, we will write to LCC and confirm that we have no objection to the plans.
Planning Applications:
H02-0449-20 – 1 Broadway
Proposed Comment: The parish council have no objection to this application
H02-0654-20 – 4 Crease Drove
Proposed Comment: The parish council have no objection to this application but note that there may be a parking issue.
H02-0671-20 - 26 West Bank
Proposed Comment: The parish council have no objection to this application but note that there may be a parking issue.
H02-0716-20 – 19 West Street
Proposed Comment: We rely on the expertise of the relevant officer.
H02-0718-20 – 2A West Street
Proposed Comment: The parish council object to this application as they feel that it is overdevelopment of the site. They also note that the planning application does not contain parking spaces for this development and that the adjacent on-street parking is already heavily congested with parked vehicles.
H02-0760-20 – 7 Barbers Drove
Proposed Comment: The parish council have no objection to this application.
H02-0724-20 – adjacent to 7 Barbers Drove
Proposed Comment: The parish council have no objection to this application.
H02-0771-20 – Tooley Lodge
Proposed Comment: The parish council have no objection to this application.
H02-0694-20 – Crease Drove
H02-0710-20 – Crease Drove
H02-0706-20 – Crease Drove
H02-0722-20 – Crease Drove
H02-0721-20 – Crease Drove
Proposed Comment on each of Condition Compliance in Crease Drove: The parish council have inadequate technical knowledge to fully evaluate and therefore trust SHDC to ensure that the adverse impact on the community, of which there will be some, is minimised. This includes existing housing and commercial activities.
The Chairman reiterated that they had not held a working party or meeting, but discussed planning applications via email and requested that comments be added to the Planning Portal of the SHDC website
Action: Clerk
- Renovation for the waiting restrictions being removed along Reform Street
- Hanging baskets for the town center for next year – this year was £28 including VAT
- BA suggested a figure of around £24 + VAT for the Baskets next year, or an increase of around 2.5%
Proposed: P Green
Seconded: J Boor
All agreed
Action: Clerk
- (79) Safety & Security – to receive the report of the Chairman
Chairman’s Report
No safety and Security meeting since last full council I propose Tuesday 10th November for the next meeting.
Accident and near miss,
None reported for our workers.
Trees on Gravel Causeway, significant amount of storm damage, hanging broken branches and debris on floor, restricting grass cutting - LCC highways informed twice.
Police and Crime,
New information sign by Skate park damaged Wednesday 9th Sept’ Incident No104-10-09-2020
Reports of motor scooters on skate park Thursday 10th Sept’ Incident No73-11-09-2020.
PCSO called to say he would increase focus on Snowden area.
Crime stats
See appendix 1
An increasing trend Year to date + 20 on 2018 and + 48 on 2019 reported crimes.
Email to Police inspector Nick Waters with the help of Di sent on 17th September,
highlighting the rising crime rate in the Parish along with a need to understand what
the police are doing to combat this increasing trend and the need to improve communication.
Reply received on same day. Copied below:
Good morning Mr Searle
Thank you for your email, I really appreciate you approaching me.
I have asked PCSO Paul Coupland to make contact with yourself to arrange to get together in Crowland.
Paul only took on the South Rural area this year when he replaced PCSO Timms, but he has many years’ experience as a PCSO.
You may or may not be aware, South Holland is split into 7 policing areas and I can update that in recent months, the South Rural which incorporates Crowland and Deeping St Nicholas, routinely has the lowest or second lowest crime rates of the 7 areas. Myself and my small team recognise the geographical location of Crowland can leave residents feeling isolated from police services and it’s really important we reassure residents of the time and resources we put into the town.
Paul will be in contact in the coming days and I hope we can forge a close working relationship with yourself and the Parish Council moving forward.
Once again, thanks for your approach on this.
Kind regards
Nick Insp 1189 Nick Waters South Holland Neighbourhood Policing Team
Tuesday 23 September Cllr Jon Boor and myself met with PC Dean Burden and PCSO Paul Coupland at Crowland police station.
The aim of the meeting was to enhance the relationship and develop the communication
between the Parish council and the local police team.
All agreed that it would be beneficial to have a monthly meeting around the middle of each month
which I will organize with the PCSO. These meetings will hopefully give me something to add to my
monthly report to the full council’s Monthly meetings.
The police will email a monthly newsletter to Parish clerks for information and display in the town center notice board.
The Police have adopted a change of focus to one with greater emphasis on problem solving.
Concerns discussed were, criminal damage in town and on the Snowden field along with Anti-social Behaviour, The Police understandably could not go into detail but assured us that significant progress has been made.
South View School, parking on Postland road, Cloot drove and Church Lane junctions, it was generally felt that the cones previously put in place had been a success however the cones were only a temporary action, PC would request these cones be reinstated but was not too confident, the police do not “police” parking other than obstruction. The solution is yellow road marking which are an LCC action policed by LCC wardens.
CPC (GWS) to write to LCC highways with hopefully the support of other interested parties, PC Dean Burden has emailed a supporting letter to CPC.
I myself, felt that this was a productive meeting and something which we can build on, however we all must accept that police work is one of a very sensitive and confidential nature and we are rarely, if ever, going to receive detail around a specific crime.
Much of my time has been, and still is, being spent on Covid issues, reading changing guidelines, however I aim to get the focus back on Risk assessments by working with the general workers on a wet morning.
Graham Searle 24 09 2020.
The Chairman added that he had arranged a meeting for Tuesday 10th November and would like as many of the Committee Chairmen to attend
He also asked whether someone would like to take on the issue of GDPR
- The Chairman suggested Jan Woodroffe, who was happy to take this on and work alongside P Green and A Harrison
He stated that the Crowland Police stats were correct at the time of writing the report - arranging a meeting with the Police to discuss the issues
- Very good meeting with the Police and they are working well
- Would like to encourage better communication, PCSO and residents reporting issues at surgeries
- Even though we are the second lowest crime area in South Holland, we do not accept the situation and would like a bit more detail.
- By the time we meet next, we will have a response
- PCSO or Constable will be holding surgeries - the last ones were not well attended as they were not very well publicized
- L Quince requested that we use our Facebook Page to help advertise them
- D Kempton suggested viewing the CCTV
- G Searle said that he had started to do some work on this, although the ASBOs were not listed on there
- Cllr Alcock confirmed that these were held at SHDC
- D Kempton suggested the need for CCTV coverage for near the Children’s Play Area
L Quince offered to administer the Facebook Page
- G Searle suggested that any information needing to be put on the notice boards, can be sent to L Quince at the same time, for the FB page
Action: L Quince
All agreed
- (80) Fitness & Well-being Centre - to receive the Chairman’s Report
Chairman’s Report
Following the agreement last month on a template to progress this project, the working party has made some progress on all fronts, but due to holidays and the dynamic nature of the early actions, we are not able to meet to review progress until just before the October Council meeting.
An extended verbal report will be made at that meeting therefore, but a key decision we will need to make, is who the Council is able to put forward as potential trustees. These need to be in place from now to effectively progress the structure of the CIO.
The Working Party met recently, at the beginning of the month, and have made good progress on a number of things:
- Legal advice - report
- Appropriate liaison with LCC
- Drawings for the changes in the changing rooms
- CIO groundwork on it - not got the answers, but knows a lot of the questions
- Key - Eric happy to promote it - looking for a number of people who are trustees of the entity, i.e. members of the council
D Ringham stated that the architect had produced the preliminary drawings for what we want to do in the sports hall area
- Number of toilets due to building reg’s
- Who is going to be there as trustees?
- Architect to produce the final drawings so we can get them out
- Agreement from LCC before we put an application in
- Copy of the proposals to the county council ASAP so that they have a basic idea of what the council is proposing
D Kempton said that from the preliminary drawings, the layout looks good
- Cllr Alcock noticed a small error on the drawing, which looks like a toilet upstairs without a door to get into it
- Access down the corridor towards the Sports Hall, but some securing mechanism needed to prevent access into the Sports Hall when entering the Gym
P Green suggested that the school could have a look at the drawings and maybe have one of the school Governors as one of the Trustees
- Cllr Alcock suggested that D Ringham drop in a copy of the plans to the school the next day
L Quince asked what being a Trustee would entail
- D Ringham replied that basically, it would be similar to being a Director of a company
- G Searle suggested that individual roles should be established for each of the Trustees in order to come together as a Team
After much discussion, it was agreed that the 3 Council nominated Trustees would be:
D Ringham, A Williams and R Boot
The headmistress of the school was invited to make a statement if she wished to, to which she answered to say that she was happy to just listen
- (81) Assets Working Party - to receive the Chairman’s Report
Chairman’s Report
Further progress has been made in resolving the remaining issues and hopefully the final matters will be dealt with shortly. However, the AWP remains concerned about how the northern and eastern boundaries of the site are intended to be dealt with and in the absence of agreement have engaged professional help to interpret their own proposals. Both the legal and specification aspect appear to be in touching distance of resolution, but history indicates that we need to remain cautiously optimistic.
There appears to be sufficient room to accommodate the ‘pond’ without impinging onto the space required for football pitch and assurances have been given that access across the corner of the grass amenity are, and will be maintained for access to the crossing point to the new allotments. Similarly, assurances have been given that the works will not adversely affect the long-term viability of the trees in the corner of that area.
One of the parties interested in the commercial site has requested further discussions and a meeting is being arranged to discuss proposals that they have put forward.
At the meeting, the Chairman stated that he had nothing more to add, apart from the fact that work is gradually moving forwards
No questions were raised, and the Report was received
- (82) Start Times for Meetings
Cllr Alcock proposed that we alter the start for all meetings to an earlier time of 7pm
The proposal was seconded, and a vote was taken:
10 voted For
2 Abstained
It was agreed to move the start time for all meetings to 7pm, and that if it didn’t work, it would move back to 7:30pm
- (83) Christmas Lights
C Elphee said that we are all in need of some Christmas cheer, but although we will have the lights and the tree, we will not be able to ‘safely’ hold the light switch-on event
Looking for ways we can keep the interest going especially with the children, e.g. competitions?
J Woodroffe & A Williams suggested that we utilize Crowland Chatter for colouring competitions, etc.
Cllr Alcock suggested a light switch-on event, live streamed on Facebook - but not advertised beforehand
Action: C Elphee
All agreed
- (84) (i) Accounts for Payment - See sheet
(ii) S137 payments
(i) See appendix 2
(ii) There were no S137 payments
P Green declared an interest as he had an invoice due for payment
- G Searle questioned payment of a Zoom License along with the Consultancy fees
- It was explained that these were used to facilitate the AWP meetings
Proposed: J Woodroffe
Seconded: A Williams
All Agreed (P Green did not take part in the vote)
- (85) Matters to be considered for inclusion on a future Council Agenda
D Kempton suggested the future of the Royal British Legion be discussed but only if a member is willing to lead it.
Meeting ended at 9:40pm
“In Committee”
The Public & Press were excluded from the meeting in accordance with the provision of Section 1 (2) of the Public Bodies (admission to meetings Act 1960. The items to be discussed being of a confidential nature.
- (86) Junior Playground Fencing Quotes
Replace the hedge that we removed
Custom Fencing 1.8 metres high, (same height as the hedge) £1,384.10
Could go to 2 metres, but anything more than that will need planning permission, but wouldn’t cost very much more
FLP £1,784
It was agreed that we go for a 2-metre fence from Custom Fencing, with approval to spend up to £1,500
Moved: Cllr Alcock
Seconded: R Boot
All agreed
- (87) Sports Hall Lighting Quotes
- 3 people plus NJ Electricals £3,500
- Specialize in sports lighting £5,850
- D Ringham requested that L Quince assist with the specification and pricing before he made a recommendation
- £3,152 supply only
- Require another supply and fit quotation
DR will take it further
Action: D Ringham & L Quince
J Head left the meeting
Cllr Alcock raised the issue regarding security for the Council’s PCs
- P Green offered to go into the office on Wednesday or Thursday evening to change the Password for the Office PC and to increase the capacity on OneDrive
Meeting ended at 10:10pm
Appendix 1
Appendix 2
