2021 Parish Council Minutes of Meetings

February 2021 Minutes

Minutes of a meeting of Crowland Parish Council

Held on Monday 1st February 2021

Remotely, via Zoom at 7:00pm

Present: Bryan Alcock, David Kempton, Philip Green, Cathi Elphee,

David Ringham, Graham Searle, Jan Woodroffe, Reg Boot, Jon Boor

and Annette Williams

Clerk: Angela Harrison

County & District Cllr Nigel Pepper

District Cllr Jim Astill

In the Chair: David Kempton

146) Apologies for Absence

Michael Atkinson is unable to attend due to Covid restrictions.

Lee Quince sent his apologies due to work commitments but would join later if possible.

Jon Boor had notified to say he would be attending the meeting but may be late.

147) Declaration of Interests as per the LGA 2000

Dave Ringham: Crowland Cares

Graham Searle: Crowland Cares & SH Voluntary Car Scheme

148) To Agree as a correct Record the Minutes of the Previous Meetings

Under item 7. 134) Finance & Admin Committee, the recommendation was from the Finance Committee, not Mr Alcock as stated

It was raised that there was a mistake in the Chairman’s article in the Parish magazine, it should read that the increase to the householder will be 3p per week, not 30p as printed.

Proposed: J Woodroffe

Seconded: R Boot

All Agreed

149) Matters Arising from the previous minutes and Clerks’ Report - to receive the Clerks’ report of actions outstanding

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

DK raised the issue of the heating in the Parish Rooms and any further work in the Pavilion, which is now urgent.

DR stated that he is already working on some of these issues and will be holding an Amenities meeting in the next couple of weeks.

Clerk’s Report

It was requested that the points were numbered in future, so that they could be referred to more easily.

Action: Clerks

Update on Electric Car Charging point -

DK spoke with an officer at SHDC who stated that it is not likely to happen before April.

Re Stopping Off of The Chase

Heads of Terms will be signed this week, then it will go ahead.
- Issue was the ownership of the dyke, but this has now been resolved.

150) Chairman’s Report - to receive the Chairman’s report

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

GDPR needs to move forward.
There has been a Covid security protocol issue, regarding people approaching our staff.
- Additional training has been given to resolve the situation.
- Visitors were the issue, not the staff themselves

151) Amenities Committee - to receive the Chairman’s report.

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

DR added the following:

Completed the pipe work at the back of the Pavilion and temporary repairs done to the cladding.
Flagpole repainted and put up.
Roundabout has been removed ready to be primed and painted.
Repaired the tiled surface area of the children’s play area.
Inspection of fire extinguishers and fixed wiring have been done - awaiting the reports.
Quotation received for new swings for the adventure playground - to be taken “in Committee.”

GS reported the following:

Fire Extinguisher checks have been done for all buildings, including the sports hall.
Parish Room and Youth Building - holes in circuit boards need plugging and some labelling.
Pavilion - lots more work to be done - full report will follow in due course.

Action: G Searle

152) Finance and Admin Committee - to receive the Chairman’s report

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

2 lots of S106 monies are due to come in and are in the pipeline.
If we require any further S106 money, we need to submit an application outlining why we require the money.
- Not to be attached to a specific application.

Action: Finance Committee

153) Farms & Gardens Committee - to receive the Chairman’s report

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

RB had nothing further to add to the report, but made the following comment:

Be aware of the amount of water that has been standing on some of our land at the moment.
- BA - A long while ago the PC used to levy a charge to the tenants to mow out the dykes, but the tenants felt they could do a better job and didn’t want to pay the levy, so it stopped.

154) Planning Committee - to receive the Chairman’s report from the Working Party meeting held on the 18th of January 2021

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

To agree the comments made on the planning applications, so that they can be entered onto the Planning Portal via the SHDC website.

Proposed: J Woodroffe

Seconded: G Searle

All agreed.

Action: Clerks

CE made the following comments:

Aiming to relocate the refurbished phone box this Spring.
- Had further discussions regarding removal of the hanging basket stanchion and the consensus was that we would like to keep it.
- Stanchion needs to stay and there will be room for the phone box and the bench in that location.

Proposed: D Ringham

Seconded: P Green

All agreed that this would make a nice ‘entrance’ to the town centre, especially as that bench is used by a lot of people within the community.

Action: C Elphee

155) Safety & Security - to receive the Chairman’s report

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

Fire Extinguisher checks have been carried out.
Police - suffering with high levels of absences due to Covid and overtime
ASB reports around the town.
Spate of fly-tipping:
- 6 for last year and almost up to that figure already for February!
- It was stated that it is up to the householder to ensure that their waste is disposed of legitimately and that they should always ask to see a copy of the driver’s waste license or take a photo of the vehicle and driver
New initiatives launched:
- Next Door - like old Neighbourhood Watch scheme
- Safer Together - team with a coordinator to the crime commissioner’s office re: harm, diversity, crime, etc.

GS made a plea to the parishioners. If you see anything going on, ASB 101 or crime 999 please report it before posting it on Facebook as there’ll be a better chance of catching the perpetrators.

156) Fitness & Well-being Centre - to receive the team’s report

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

DR added the following at the meeting:

Approved contractor, Probus, started work on the 11th of January, following a joint meeting with the school.
- Thanks to the school for their co-operation.
RB and DR went to visit the site last week, prior to the first invoice and payment.
LCC sent through their Purchase Order today and our invoice was raised and sent back, which will cover this first payment.
Applied for a CIO with the charity commission.
- Now need to submit a response following some additional questions and a Zoom meeting.
Looking for more volunteers to assist with practical things, such as siting of equipment.
Main concern the Charity Commission had, was the amount of control that the PC would have over the CIO.
- It is okay for the PC to be the only trustee, but the volunteers would run the day to day.
Marketing campaign will be the next stage.

BA asked if the work would incorporate the full decoration throughout the facility and the lights in the sports hall.

The contractors will give us a price for all of that, to compare with what we already have.
Looking at the various options for access control to the gym, so that if we require an electric supply it can be put in now, rather than having to knock through the walls afterwards.

RB agreed that the contractor is working really well with the school.

DK added that we will need to know asap if there are any additional costs, over and above what has been quoted for so that we know how much we need to budget for.

157) Assets Working Party - to receive the team’s report

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

BA reported that the ‘footpath to nowhere’ has been put onto the old allotment site.

Lots of meetings last week and over the weekend.
Valuation of the potential industrial site off Thorney Road received from the Developer.
Commercially sensitive but exciting piece of news will be taken “in Committee.”

158) GDPR - to receive an update

GS gave the following report at the meeting:

After the last full Council meeting where we formerly adopted the Policy, the Clerk had a read through and found some anomalies with the Policy, which meant she felt uncomfortable registering it with the ICO.
The Clerk will compile the necessary documents and after consultation with GS and JW, these updated documents will be distributed, at least 10 days before the next full council meeting.
Re: domain name; the options and costs will be added to the GDPR report for next month.

Action: Clerk

159) Emergency Planning

GS stated that he didn’t receive this until 22nd January and therefore hasn’t had time to do anything with it but has since had an email to say thank you and to ‘stand down’.

DK asked that it be kept on the agenda until we have a plan in place.

Action: G Searle

160) Policy regarding the use of Drones and Metal Detectors on our green areas

Following a Freedom of Information request, the council sought to agree its position on the use of drones on or over their land. The following points were raised:

Controlled under the aerodrome legislations.
Own insurance if over 20kg
Lots of other criteria that they must adhere to
A lot of authorities discourage the use of them on their own land.
Advice on website ‘Drone Safe UK’

A full and frank debate was had around the subject and it was agreed that the Parish Council would reiterate the list of things that they do not allow on our land or property, and that Drones / UAS (Unmanned Aircraft System), are not allowed to fly on or over our land, without prior permission of the Parish Council.

It was also added that we do not condone the use of metal detectors on our land.

Moved: R Boot

Seconded: G Searle

All agreed.

Action: Clerks

161) (i) Accounts for Payment

(ii) S137 Payments

A list of payments for approval had been circulated prior to the meeting.

Moved: D Ringham

Seconded: P Green

All agreed.

(ii) There were six S137 payments made following last month’s meeting, following the judging of the best decorated business and residential premises.

The first prize recipient for businesses, Passiflora’s, has requested that their £25 prize money be donated to Crowland Cares, and the third prize recipient for residents, Mr & Mrs Battenson, has requested their £10 prize money be donated to a charity of the PC’s choice.

It was agreed the total £35 would be donated to Crowland Cares.

Action: Clerk

162) Matters to be considered for inclusion on a future Council Agenda

There were no items to be added.

Cllr Pepper was invited to speak and stated that we will soon be getting a consultation letter regarding the A16/B1166 junction (formerly Radar Corner).

Meeting ended at 8:50pm

Agenda Item 4

Clerks Report

Still need to update General Worker’s and Caretaker’s Job Descriptions

Action - Mr Boor & Mr Ringham

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

January 2021 - information in hands of both solicitors

Still waiting for further quotes for replacement heaters for our Parish Council Buildings.

Action - Mr Ringham

January 2021 - It was suggested that expert advice should be requested on the best heaters to be installed and the Amenities committee should report back to full council with their findings

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

Action – Mr Ringham

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

Action - Coun Alcock

January 2021 still awaiting outcome of challenge.

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

January 2021 - Awaiting Land Agents Response

It was suggested that a hard standing area be created at the implement shed/scout hut for parking.

Action - F & G Committee

January 2021 - Awaiting authorisation to action.

Mr Kempton & Cllr Alcock looking at the possibility of extra CCTV on the Snowden

Action - Mr Kempton & Cllr Alcock

December 2020 - Meeting held with SHDC

January 2021 - No further progress

Looking at the possibility of purchasing a jump start kit for the General Workers.

Action - F & G Committee

Mr Boor will give Clerks an inventory of Implement Shed contents for our insurers.

Action - Mr Boor & Clerks

Parish Council to source materials for volunteers to level graves in church yard.

Action - Mr Boor

Consideration to an Emergency phone number to be supplied at the allotments.

Action - Mr Boor and General Workers

Hanging Basket Brackets to be checked for Safety before 2021 Baskets are put up.

Action - Mr Boor and General Workers

Mr Alcock asked Mrs Williams to let him have details of the costings that the Deeping Youth Club have.

Action - Mrs Williams

December 2020 - Mrs Williams has spoken with Deeping and will establish details of costings.

The Stopping up of the Chase remains unresolved.

January 2021 Mr Atkinson continues to work on this matter, now just requires signing off.

Agenda Item 5

Chairman’s Report

Given that we have an unusually short period between meetings this time, not too much new to report.

We seemingly had a near miss in January when the storm warning thankfully came to nothing for Crowland, but it did highlight our lack of planning in place for emergencies. We do need to address this and will be discussing a proposal this month. GDPR is another area where work is still needed, and we have a comprehensive set of procedures coming together that will require everyone’s attention.

The co-option process is progressing, and we continue to seek suitable new members. We anticipate having one new member signed up this month and other virtual interviews arranged.

Existing members need to keep aware of the need to attend meetings to retain their seats.

Staff are working well, within our pandemic restrictions, but it is worth reminding all that social distancing and the wearing of face coverings must be adhered to at all times when with others. Only designated people may enter our buildings, unless specifically invited by the authorised occupants.

Continue to take care and stay safe.

David Kempton. Council Chairman

Agenda Item 6

Amenities Report

Pavilion

Drainage pipes have been repaired at the rear of the building and these are being boxed in by our staff. Temporary repairs to timber cladding on the building carried out thanks to Jonathan and our staff working together. A plan for other improvements is in hand with costed recommendations.

Play Areas

The flagpole repainted is being put back and the roundabout to be removed to the shed to be completely dried out. The paint and preparation recommendations has been sourced and colours can be matched with the new equipment.
Temporary repairs carried out to a small area of tile surface.
A quotation to install new swings on the adventure playground to include repair to area under the basket swing has been received. Planned to coincide with the work in the junior play area. This quotation is in Committee.
Work is currently starting on inspections of all fire extinguishers and fixed wiring inspections on all buildings as previously approved.

Sports Hall (Crowland Leisure and Wellbeing Centre)

The approved contractor Probus Construction started work on the 11th Jan, following a joint meeting with the school to satisfy them of several concerns raised while working on school premises.
The work is going very well and was inspected by myself and Reg Boot on 25th Jan, prior to an interim invoice being raised for the monthly work as agreed procedure.
Awaiting further response from the Charity Commission on our CIO application.

David Ringham. Chair of Amenities

Agenda Item 8

We have moved forward with our projects this month I feel.

The compound has been fitted with the new green cladding . Ady and Paul have done a good job. We are just waiting for some flashing to put on the corners to finish it off.

I have purchased some fittings to put on the watering system so we can use to supply water to the pressure washer so we can power wash anywhere we choose. I will fit them when I have time. It will be useful to clean bus shelters signposts and yes the graffiti . It would probably improve the street parking bays, although parked cars nearby being splashed might be a problem.

The contractor has replaced the pipework at the rear of the pavilion so Ady and Paul are boxing it in to protect it from our vandals. When completed we will dig the soil area over and hopefully fetch some topsoil to make it up, ready for planting in the spring .

We are hoping to put the newly painted flagpole back up this week (pavilion). Whilsy the teleporter is on site, we will remove the roundabout for repaint.

David R and myself had a meeting on site with Markus Wright from Nene Terrace Construction last week to look at the proposed car parking area near scout hut. He has given us a quote for the job which you will be able to discuss at Monday’s meeting. The area proposed is from a line square with the front of the scout hut to the roadway back to implement shed apron. He suggests removing paving slabs. We could relay slabs on pavilion frontage? It seems plenty of money but with past experience difficult to get people to quote for this sort of job. Mark is the guy who did the allotment car park. Anyway it’s a start.

Hare coursing in the area has increased dramatically. I think we should consider writing to our tenants and encourage them to report any sightings of this unlawful activity to the police.

This is a 999-call crime. In addition, access to fields could be restricted in some cases by cutting grips in roadways etc.

Jonathan Boor. Chair of Farms & Gardens

Agenda Item 10

Safety and Security Report

No Safety and Security meeting since last full council meeting,

Fire Extinguisher Service. Service planned for Thursday 28th January.

Accident and near miss, none reported.

Police and Crime

Local police Stats Uk > Police Uk >Spalding Rural South.

	2018	YTD	2019	YTD	2020	YTD	Crowland	YTD
Oct	30		45		34		27
Nov	36	445	43	439	46	492	37	396
Dec	38		56
Total	483		495		492		359

Crowland only November crime figures higher than recent months with majority of crimes

Reported, being in the town centre, Snowden area, Broadway and Gravel Causeway.

Reported Crimes, January.

Hare coursing

Large number of incidents have blighted our parish during January.

Anti-Social Behaviour

20 01 21 SHDC 992126 Various reports of small fires in the willows

Fly Tipping

Fly tipping incidents have been disappointedly high.

12 01 21 SHDC 989416 Low road PE6 0BX Ten plus bags household waste,

13 01 21 SHDC 989472 Hundreds Road PE6 0LG four cubic metres of builder’s waste.

13 01 21 SHDC 989548 Car Parts Whipchicken corner, Reported to Cathi by a parishioner.

19 01 21 SHDC 991225 Builders waste Green Drove. ( JB reported to me )

21 01 21 SHDC 992270 Carpets Deeping High Bank.

21 01 21 SHDC 992282 Metal bed frame B1040.

Safer together Team

The Safer Together Team has been formed to provide a key function as part of the Office of the Police and Crime Commissioner. The team comprises of four Safer Together Co-ordinators responsible for a designated geographical area across Lincolnshire and one Team Lead. South Holland co-ordinator is Alan Osbourne, I have agreed to be the contact for CPC and have invited Alan to visit Crowland as soon as restrictions allow.

The aims of the team are to:

Empower and involve communities, working with them and partners to prevent and reduce harm.
To Ensure communities are given the opportunity to participate to the fullest possible extent in the decisions that affect their lives.
Actively engage to better understand the issues, concerns, and needs of the public, partners and stakeholders at a local level.
Recognise and respect the various cultures and diversity of communities and other factors that influence how different members of the public will engage.
Directly address issues raised by those representing different sectors and use their feedback to inform decisions.

Graham Searle. Chair of Safety and Security

Agenda Item 13

GDPR Report

The policy

Despite significant work on the policy document presented to and adopted by full council at the January meeting, the policy was found to contain a small number of anomalies have which prevented submission to the ICO.

The way forward

Angela will be correcting the policy anomalies, editing the supporting documents, AH, JW and myself will check the policy and documents which will then be circulated to all members, a minimum of ten days prior to the March meeting, with the aim of achieving adoption of the amended policy for registration and the supporting documents for implementation by CPC.

Graham Searle. Chair of Safety and Security