2021 Parish Council Minutes of Meetings

Minutes of a meeting of Crowland Parish Council

Held on Monday 13th September 2021

in the Sports Pavilion at 7:00pm

Present:         David Kempton, Philip Green, Wayne Glenton, Graham Searle, Reg Boot, Lee Quince, Jon Boor, Darren Warner, Cathi Elphee and Annette Williams

Clerk:              Angela Harrison

District Cllr:    Jim Astill

In the Chair:  David Kempton

1) 94. Apologies for Absence

Bryan Alcock, David Ringham, Michael Atkinson, Matt Elderkin and

District & County Cllr Nigel Pepper

It was resolved to accept the apologies for absence.

2) 95. Declaration of Interests as per the LGA 2000

Graham Searle:          Crowland Cares & SH Voluntary Car Scheme

Philip Green:               Payments

Jon Boor:                    Payments

3) 96. To Agree as a correct Record the Minutes of the Previous Meetings

The following points of clarification were raised:

• Page 35 – need to invoice the builders quarterly for their use of utilities.
• Agree to pay FLP but withhold the cost of the multi-play equipment.

With the above amendments it was agreed to approve the Minutes.

Proposed:        J Boor

Seconded:       P Green                                 

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

Page 32 – Clerk’s Report plus follow-up actions needs to be looked at as it is no longer serving its purpose.

Action: Clerk & DK

Need to arrange for the meters to be read in A Flower’s absence.

Action: JB

GS expressed thanks to PG for all his efforts with regards to Party in the Park.

5) 98. Chairman’s Report - to receive the Chairman’s report

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

The Chairman thanked all those who made Party in the Park the success it was, with special thanks to member Philip Green and Allison McKenzie, who went over and above her duties of caretaker of the Pavilion.

Everyone agreed.

6) 99. Amenities Committee - to receive the Minutes of the Amenities Committee held on 12th August 2021.

A copy of the Minutes had been circulated a few days prior to the meeting.

Item 6 Gates – New gates are not required as existing ones can be made compliant.

Both need to be painted yellow, with the currently padlocked gate being the required width to be wheelchair accessible.

• The temporary repair to the play equipment has now been made permanent, which still appears to be ‘not quite right’.
• Another failure is the ‘saucer’ / sandpit has fallen off.
• Visit has been arranged with representative of FLP for Thursday, 15th September
• JB to arrange to bring the part that fell off.

Action: DK & JB

• Item 9 – need to decide what we will do with regards to the tree stumps and poor state of the Tennis Courts
  • It was suggested that we may be able to apply for funding following the success of our young female player in the US Open.
• Item 10 – Parish Rooms heating will be taken ‘in Committee’.
• Item 11 – how to dispose of the excess furniture following the closure of the British Legion.

DK proposed an emergency meeting of the Amenities Committee to discuss all of these issues.

• Item 12 – Booking System will be a task for the new Admin Assistant

Action: DK & TC

7) 100. Finance and Admin Committee - to receive the Chairman’s report.

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

No comments

8) 101. Farms & Gardens Committee - to receive the Chairman’s report.

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

Unable to access the CCTV system as they are in a locked box within the building

Keys should be in the office

Clerk to find

Action: Clerk

JB reported that the wheeled strimmer was working well

RB stated that the tree surgeon has a broken shoulder, but once recovered we will be priority

Action: RB

JB & DK have a meeting with the new land agent at the end of the month.

9) 102. Planning Committee - to receive the Minutes of the recent meeting.

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

• The application for a Service Station by the A16 roundabout was recommended for refusal but has since been withdrawn.
• PG raised the issue with the fencing and plastic encroaching onto the conservation area by the telephone box land.
  • CE reported that a lease agreement is in place and is valid.
    • CE added that a planning application is in for a new wall, which has yet to be determined.
• Item to be added to Planning Committee meeting arranged for 20th September.

Action: PG

DK proposed that the Planning Committee be given authority to approve the proposed electric car charging point.

Seconded:       L Quince

All agreed.

Action: PG

10) 103. Safety & Security - to receive the Chairman’s report.

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

• GS added that he had had a meeting with the PCSO to do a tour of the allotments and wooded area following the vandalism.
• DK stated that he would put an open letter to the parishioners in the next town magazine, with details of these crimes, along the lines of, ‘do you know where your children are?’

Action: DK

11) 104. Leisure and Wellbeing Centre – to receive the team’s Report.

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

• WG has done an awful lot of work for the Trustees, including a Business Plan.
  • Cash Flow to follow ASAP
• WG has now been appointed to the CIO as a trustee, from the 1st September.
• Correct Governance is in place
• Opening bank account on the 26th September
• Website is ready and live
  • Notification to go onto Crowland Chatter FB page and released to the press.

Action: Trustees/CIO

• Monthly cashflow spreadsheet circulated to show forecast figures for different numbers of members and staff.
• Purchase of equipment through the PC would be more cost effective than leasing.
• Additional trustees need to be appointed to address the balance and improve the skill set.
  • Trustees also need to be allocated roles.

Action: Trustees/CIO

Members thanked WG for all of his efforts

• Franchising is still and option.
• WG has applied for grant funding, circa £50K

JB raised the issue of access, as school are concerned about the current route no longer being safeguarded.

• Car park is not a safeguarded area.
• 6am-midnight access is required by the CIO to the Sports Hall and Gym.
• Main access is now gated, and the walkway is now being used by the school.

This issue needs to be resolved as it is crucial for the viability of the entire scheme.  An urgent meeting between the PC, LCC, School and Cllr Pepper, will need to be arranged in order to try to resolve this issue.

Action:  Clerk/Admin

WG proposed that the PC spends the money of the gym equipment

PG seconded

A vote was taken, with all in favour apart from 3 abstentions.

Therefore, the PC agreed to purchase the gym equipment for the CIO.

Action:  Trustees/CIO & Clerk

12) 105. Assets Working Party - to receive the team’s Report

• Build is progressing well
• Issue with the boundary with the 6-acre field due to floor levels.  Had to make a reluctant decision to remove the hedge and put a slope onto the Snowden.  A small fence will be erected, with the option to replant a hedge at a later date.
• To counter this, we have planted almost 500 meters of hedging on the new allotments site.
• Our homes have been tailored to over 55s, with wide doorways, slopes, and downstairs shower rooms.
• Meeting with Ark Properties to start advertising.
• All should be completed and handed over before Christmas Eve.

13) 106. Accounts for Payment - See separate sheet

The RFO requested that 2 additional invoices were added to the list, these were:

1. Parish Rooms Window Cleaning        £12.00
2. Monthly Consultancy Fees for AWP  £611.99

Including the above late admissions, a vote was taken to approve the payments.

Proposed:       W Glenton

Seconded:       A Williams

All agreed

PG and JB did not vote as they had both expressed a pecuniary interest in this Agenda item.

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

• CE suggested Remembrance Day.
  • PC will need to take the lead, following the closure of the local British Legion.
    • Will need to liaise with Rev. C Brown at the Abbey.

ACTION: C Elphee

There were no other items requested.

Meeting ended at 9:15pm