November 2020 Minutes
Minutes of a meeting of Crowland Parish Council
Held on Monday 9th November 2020
Remotely, via Zoom at 7:00pm
Present: Cllr B Alcock, Mr D Kempton, Miss C Elphee, Mr P Green, Mr L Quince,
Mr G Searle, Mr R Boot, Ms J Woodroffe and Mrs A Williams
Clerk: Mrs A Harrison & Mrs D Halliwell
County & District Cllr Nigel Pepper, District Cllr Jim Astill
Lincs Free Press: Mr W Brown
In the Chair: Mr D Kempton
1) 88. Apologies for Absence
Mr D Ancill, Mr D Ringham, Mr M Atkinson and Mr J Boor
2) 89. Declaration of Interests as per the LGA 2000
Crowland Cares & SH Voluntary Car Scheme - Graham Searle
B Alcock - Normanton Land
3) 90. To Agree as a correct Record the Minutes of the Previous Meetings
Proposed: P Green
Seconded: G Searle
All Agreed
4) 91. Matters Arising from the previous minutes and Clerks’ Report - to receive the Clerks’ Report of actions outstanding
Actions Outstanding
Action: Mr Boor & Mr Ringham
Still to be completed – August, September & October
- 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
E mail received from SHDC 17 & 24 September saying sites had been approved and requesting details for Solicitor
Details sent to us from Solicitor and passed to SHDC October 2020
- 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 2020
2 quotes received out of 3 requested by Mr Searle October 2020
- Still waiting for further quotes for replacement heaters for our Parish Council Buildings. Action: Mr Ringham
No further action yet
No progress during pandemic September 2020, October 2020
- 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, September, October due to pandemic
- The AWP has submitted an appeal for the Allotment building to be classed as an agricultural building for ratable purposes.
Action: Coun Alcock
No reply during August
No update for September
Update received October 2020
- Mr Ancill will write again to the Police Inspector.
Mr Searle has taken over this task during August
Mr Searle wrote and has received a response to arrange to meet with Neighbourhood Policing Team: September
Mr Searle has had a very pleasing meeting with PC during October 2020
- 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
Nothing arranged for September as most sites in School grounds
Several members visited sites during October 2020.
- 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
Further work during September
Trustees have been selected during October 2020
- 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
Invoices sent September & waiting list contacted September
Several payments received and reminders sent on 22 October 2020
- 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
Ongoing during September
Mr Kempton is to draft a letter to be sent to Savills October 2020
- Mr Searle has sent out letter regarding parking outside the school to LCC together with letters of support from Police, School and County Councilor (October 2020).
- Bloom has requested to replace the 2 planters outside the Parish Rooms and requested a donation. Chairman will take this to full council for approval.
Action: Chairman
- The exterior of the implement compound requires tidying up. Mr Boor has seen some suitable material and will cost this.
Action: Mr Boor
- It was suggested that a hard-standing area be created at the implement shed/scout hut for parking
Action: F & G Committee
- Mr Kempton & Cllr Alcock looking at the possibility of extra CCTV on the Snowden
Action: Mr Kempton & Cllr Alcock
- Looking at the possibility of purchasing a jump-start kit for the General Workers
Action: F & G Committee
- Clerks to check with BHIB Insurance to see if they require any of our contents itemized.
BHIB emailed October 2020
- Mr Boor will give Clerks an itinerary of Implement Shed contents for our insurers.
Action: Mr Boor & Clerks
- Parish Council to source materials for volunteers to level graves in Churchyard.
Action: Mr Boor
Comments at the meeting:
Actions Outstanding: Jan investigating and initiating GDPR
Some items have been completed and could perhaps be removed from the report
Action: Clerk
The new photocopier/printer has been installed in the office - just scanning to setup
5) 92. Chairman’s Report - to receive the Chairman’s Report
At our last meeting we failed to get a requested item onto the agenda regarding public access to our formal meetings. I allowed the topic to be discussed under ‘matters arising’, and a motion to be proposed, “...that we revert to streaming meetings. This will be for all Council meetings”. Though the motion was passed with a substantial majority, several members have since expressed concern about the validity of the vote due to the manner in which it was introduced to the meeting, and queried our definition of a “Council meeting” being applied to all meetings where members meet to discuss Council business. Following consultation with our Clerk, I am confident that the motion and vote were valid, but believe we do need to consider whether most of our committee meetings are Council meetings within the law and so require unfettered public access. Any of our meetings that have powers to make decisions, are clearly within the accepted definition. In our case though most committees can only discuss topics and propose actions to the full Council, so in my and the Clerk’s opinions, are not “Council meetings”. I believe therefore that the streaming decision made at the last meeting applies only to the monthly full Council meetings, any extra-ordinary Council meeting, AGM, and Planning meetings. These meetings have the power to make decisions so need to have full transparency unless items of a personal or commercially sensitive nature are discussed. Other meetings of members, whether under the auspices of our other committees or working parties, fall outside the accepted definition so should not be open to the public. We need to clarify this to ensure the continuing participation of all members, so will be proposing this definition be adopted by the Council.
This month our caretaker Rachael Bell will be leaving us to take up employment elsewhere. We thank her for her support and wish her well in her new venture. Our HR committee will be discussing how best to cover Rachael’s caretaking role and will be making a recommendation to next full Council.
The HR committee has also recently interviewed a candidate who put themself up for co-option to the Council. We are waiting to see whether other candidates respond to a recent call for co-optees before making a recommendation to Council.
David Kempton
A copy of the report had been circulated prior to the meeting
Resignation, Co-option, and public access to meetings will be covered ‘In Committee’
6) 93. Amenities Committee - to receive the Chairman’s Report
Report from the Amenities Committee Chairman
- The next meeting of the Amenities Committee will be Monday 16th November 7pm.
- Letters requesting quotations from electrical contractors for testing of wiring etc. have been sent out and arrangements being made for them to inspect the Parish Rooms, youth club, pavilion and implement shed. Quotations to be discussed in Committee.
- Awaiting plan from In Bloom for area at back of the pavilion. Other works in that area being programmed.
- Annual inspections are required on all play areas.
- An order has been placed for a new fence on the junior play area, in accordance with the Parish Council’s decision. Completion in approx. 4 to 6 weeks.
- Following agreement from full Council to approve the plan and quotation from the chosen supplier of the new junior play area, a minority of Members are apprehensive about certain components in the plan. As a result, a re-appraisal of those matters is being made, to be discussed at the next Committee meeting.
- Meeting due to take place next Monday, 16th November
- 1 quote has been received for the electrics.
7) 94. Finance and Admin Committee - to receive the Chairman’s Report
Report of Finance Chairman for November Council Meeting - To consider the principle of a request for a grant from an organisation based outside the Parish
There has not been a meeting of the Finance Committee since the last Council Meeting.
The financial position remains satisfactory but tight with a continued need to only undertake essential expenditure.
The national award to clerk’s pay scales, as from April, has been accommodated within the pay run for this month.
We apologise for the land rent demands being a little late going out but that is due to final checking being undertaken, by the Chairman of the Council, to ensure that all of the previous anomalies have been finally resolved and our thanks go to him for the work involved.
The anticipated tranche of 106 monies is still awaited and we will remind the District Council.
A date for a meeting of the Finance Committee will shortly be circulated, as soon as we can agree a date, at which a first canter at next year’s budget will be on the agenda.
Bryan Alcock
Chairman Finance Committee.
- Request has come in for some financial help from St James Deeping Signal Box Group
- Organisation outside of the Parish
- Finance Chairman asked how the PC felt, in principle
It was agreed that given our current financial situation, we are unable to contribute
8) 95. Farms & Gardens Committee - to receive the Minutes of the recent meeting
- Money has been ring-fenced for a security barrier to be implemented
- Whatever we do needs to be compatible with our plans for the old allotment site
- Reasons were due to dumping on the old allotment site and vehicles being driven onto the land with suspicious packages being exchanged
A discussion was had as to what reason the barrier will be implemented and what issues it will consequently create
It was agreed to refer this issue back to Farms & Gardens Committee to answer the following 3 questions:
- What is the purpose of the barrier?
- What could the consequences be?
- Will it restrict pedestrian access to the new development site?
The farmer will be contacting us soon regarding the flailing
9) 96. Planning Committee - to receive the Minutes of the recent meeting
- No issues on any of the applications
- Crowland in Bloom would like to replace the 2 planters either side of the Parish Room doors
Recommendation to full council to pay a percentage towards one of the planters. Should last 25 years+
Moved: Annette Williams
Seconded: Philip Green
7 voted for / 2 abstentions
Vote Carried
10) 97. Safety & Security - to receive the Chairman’s Report
Safety and Security report for full council 2nd November 2020.
No Safety and Security meeting since last full council meeting, may I remind Chairmen of the next Safety and Security meeting on Tuesday 10th November at 7.00pm.
Accident and near miss
- Received complaint of parishioner tripping and falling close to Health Centre passed to NHS properties as incident not on CPC land. Hazard rectified promptly by NHS Properties.
- Sept 30th Meter cover in South Street by Trinity bridge Incident No 281 30 09 2020, repaired by Western Power the same day, within one hour
- General worker eye injury whilst trimming cable tie.
- Small fire on Snowden Field along with possible fireworks during evening of Saturday 17th October. Dealt with and reported to Police by fire service.
- Area checked the following day by myself - no visible damage found.
Trees on Gravel Causeway, significant amount of storm damage, hanging broken branches and debris on floor, restricting grass cutting and endangering pedestrians and fishermen. LCC highways informed twice 25th August and 9th September.
Reference number 4151418. J Boor to request N Pepper help with this issue.
Police and Crime
I request one item be taken in committee.
Annette and I will be meeting with PCSO Monday 26th. (delay due to leave and restructuring)
Crime Stats
Local police Stats Uk > Police Uk >Spalding Rural South.
See appendix 1
In the past the data shown has been for Spalding Rural South I have now separated
by removing data for DSN and Counter Drain from the data specifically for Crowland which is shown in the highlighted box on the right.
Main Crimes reported are violence and sexual behaviour, ASB and criminal damage and arson.
Letter sent to LCC highways and LCC Road safety Partnership regarding parking adjacent to
South View Primary School copied below.
Parking, pedestrian safety and serious traffic congestion at the road junctions adjacent to The South View Primary School, Postland Road, Crowland PE6 0AJ.
Report Date 22 10 2020
Graham Searle
- Wrote to LCC Highways and Road Safety Partnership, but no response to date
Trees along the Causeway were discussed, and Jon Boor was to raise it with Cllr Pepper
- Cllr Pepper confirmed that he had had a conversation with Jon Boor and had raised it with County Highways
Safety meeting tomorrow evening 10th November
11) 98. Fitness & Well-being Centre - to receive the team’s Report
The working party has not met but plans have gone to SHDC Planning and hopefully to LCC Properties
- Get it setup as a Charitable Trust
- We are currently a month behind on our original schedule
12) 99. Assets Working Party - to receive the team’s Report
A brief report had been circulated prior to the meeting and the topic will be discussed “in Committee” due to sensitive information
Report of the Asset Working Party for November Council Meeting.
Regarding the proposed development of the former allotment site we have experienced flurries of activity as well as periods of no activity. There has been resolution of some minor issues as well as correspondence between solicitors. There is however one development which is of a confidential / contractual nature which will need to be taken in committee.
The AWP has had a virtual meeting with a party with an interest in development of the commercial land off Thorney Road. The proposal is commercially sensitive but is of sufficient interest for it to be further investigated. This will entail the Council obtaining a professional valuation of the site, and with the benefit of the proposals, through the services of the District Valuer.
A second party with an interest has also now make contact and a virtual meeting is to be arranged to enable those proposals to be considered.
Because of the commercial sensitivity of both enquiries, should further information be required by members, it can be expanded upon in closed session.
Bryan Alcock.
Member of AWP.
13) 100. Council Meetings - Clarification of devolved powers and public access
The Chairman had allowed an issue to be raised under Matters Arising, which was not correct.
It was agreed that a Working Party would be convened to discuss the subject.
14) 101. (I) Accounts for Payment
(Ii) S137 Payments
See appendix 2
Moved: Philip Green
Seconded: Annette Williams
All Agreed
We are currently moving our electrical supply to another company, which will be via Direct Debit
15) 102. Royal British Legion Premises
David Ringham had suggested that the building should be registered as a Building of Community Interest and that he would be willing to lead it. There are a number of issues:
- No car parking associated with it
- No consensus as to what it could it be used for?
- Anyone who takes on the building, needs to pay off the debt
Graham Searle stated that he thought that although it would be very sad to see the building go, he could not see what it could be used for without any parking.
- Reg Boot stated that the Club part of the building could be knocked down and used for car parking. The hall was making a profit right up to the last minute, but that profit was not benefitting the British Legion
- Looking for someone from the community to take on the issue
Cllr Pepper stated that he would be happy to register the building on behalf of the community
Mr Kempton emphasized that the Parish Council is unable to take on the building.
Cathi Elphee and Reg Boot declared their interests as members of the British Legion
Reg Boot added that he had removed 120 chairs, 14 large tables, 8 comfy chairs, crockery, and some other items from within the hall that were now stored in our buildings. Appropriate new homes are needed for these, as we are unable to store them indefinitely.
16) 103. Matters to be considered for inclusion on a future Council Agenda
None
Meeting ended at 8:00pm
Appendix 1
Appendix 2
