deeping st james parish council - dsjpc.co.ukdsjpc.co.uk/pc/minutes/min1106.pdf · minutes of the...

DDEEPINGEEPING S STT J JAMESAMES P PARISHARISH C COUNCILOUNCILThe Institute, 38 Church Street, Deeping St James, Peterborough PE6 8HDe-mail: [email protected] Tel: 01778 343266 Fax: 05603 435419 www.dsjpc.co.uk

Parish Clerk: Steve Ashby--------------------------------------------------------------------------------

Minutes of the meeting of Deeping St James Parish Council held on Thursday 30 June 2011 at 7.30 pm in The Institute..

Present were Councillors Barber, Blessett, Gamble, Gilbert, Lindfors-Windsor, Pagella, Pearce, Stevens and Wallis.

Also present were County Councillor Mike Exton, PCSO Chris Clarke, 4 local residents, two representatives of Deeping Arts and two representatives of Larkpoint and Larkfleet.

The meeting began with at 7.30 pm when, in the absence of the Chairman and Vice Chairman, it was proposed seconded and agreed that Councillor Blessett would be the Chairman for the meeting.

An Open Forum then took place.A resident, Mrs Redgrave, raised the issue of dog fouling along Church Walk. The notices put up by South Kesteven are being ignored, is it possible to have another bin put in place on Church Walk, possibly in the centre of the Walk. Members agreed this would be a future consideration.Cllr Exton reminded everyone that John Hayes MP along with Parish, District & County Councillors, was meeting Delaine buses on 1 July. As Mrs G Lindfors-Windsor was stepping down as governor of Deeping St James Community Primary School there is a vacancy. If any member of the Parish Council would like to be considered Cllr Exton would be happy to recommend them.Giles Nursey and Richard Edwards spoke about the proposed Care Home development on Charity’s Orchard, Spalding Road. Outline consent had been given around 2 ½ years ago and reserved matters are now underway including deciding the most appropriate location. The downturn in the economy has resulted in a more challenging environment to deliver this development but an operator has now been identified, LCC Adult Social Care has been engaged and have input to the design. The result is that the site and proposed development had now changed to be at the front of the site – partly to help the operator advertise the care home. There will be frail elderly on the 1st floor and dementia residents on the ground floor with a safe courtyard area and a household style of living. Questions were asked about car parking, landscaping, cycle parking, the austere look of the building, 1.8 metre frontage fence and hedging, Marina Palmer and Paul Cosham spoke on behalf of Deeping Arts and their plans to build a Community Centre at the Charity’s Orchard development which had originally been planned to occupy the site now proposed for the Care Home. They have been regularly consulted by Larkfleet and had been advised about the change in location last November. After some initial resistance they now accept the proposal. The location at the rear of the site will still look out onto Spalding Road. The change has been made on the basis of whoever has the funding first, has first choice.PCSO Chris Clarke provided an update. There had been 2 burglaries in the past month and 2 thefts from vehicles but no reports of Anti Social behaviour. Two young people have been caught for “Knock and Run" in the Park Estate area,. The local Beat Area and structure has changed and the local station no longer deals with emergency calls but is a neighbourhood response station. Emergency response cars are no longer based here and now cover Bourne, the Deepings and Stamford. The next Police Panel meeting is 4/7/11 @ 7.00 pm at Joan Wake Close. The Community Payback Team organised by PCSO Last has been in the area removing graffiti. The mobile speed sign will be back in the area in the next week or so.

22.12 To receive apologies for absence.Apologies were received from Cllrs Dilks, Shinkins, Pelling, Baxter, Coulson and Thompson.(Post Meeting Note – District Cllr Auger telephoned and left apologies via the office answer machine)

23.12 To receive notifications of interest, if any.There were none.

24.12 To approve the Minutes of the previous meeting Enc 1It was proposed seconded and agreed to accept the minutes.

25.12 To receive the Clerks Report.

• Skate Park – has had the bottom edge of one of the jump boxes nearly pulled off, this has been temporarily fixed whilst waiting for a quote for repair, one of the basket ball hoops on the games area was nearly detached – 3 out of 4 bolts missing, and a large temporary fence barrier about 7 ft high by 10 ft wide was dragged off the playing fields into the park before being jumped on and bent etc. This has been returned to the playing field and the school advised but they have declared no knowledge of the barrier and say it is SKDC responsibility to maintain the area anyway.

• The Payback Team continue to come in to work in the churchyard and Cemetery removing self seeded trees, maintaining the cleared area at the back of the church, edging the footpath through the two cemeteries, weeding the gravel paths and removing overhanging branches in the old cemetery. There is now a lot of green waste to be removed which will be done on their next visit. Numbers vary between 3 -5 at the moment.

• The maintenance worker continues with his litter picking and the bench near the Cross has been painted.

• A number of pot holes reported to LCC including one in the pavement on Linchfield Road, Brownlow Drive and Church Street along with a sinking grating and subsiding section of Station Road. Also reported to LCC were a number of overgrown footpaths including Church Walk, Rycroft Avenue to Rycroft Close and The Parslins, around the Community Primary school from Hereward Way to manor Way and around Linchfield School – Linchfield path was originally scheduled to be cleared by December 2011. There has also been a complaint about an overgrown garden on Hereward Way..

• Fly tipping in the ditch near the Bus Stop at Spalding Road Frognall has been reported to SKDC along with a “grot” spot of litter in the ditch opposite the Deepings School on Spalding Road, a falling down litter bin at the entrance to Sandy Lane and a missing road name at Towning Close.

• The bus shelter on Spalding Road Frognall has had the bench taken away as the top row of bolts had been removed and the brackets bent. Tom is looking to see if it is possible to repair and use better bolts.

• The Street Wardens continue their patrols – reports continue to be received, there is little to report apart from asking moped riders near the skate park to reduce noise and relieving a couple of under age drinkers of their cans of beer.

• Pin boards have now been put in the notice boards in the Telephone Kiosk – they were put up by Chris Halley who volunteered to do this.

• There has been a query about Fishing rights at Kings Cliffe as someone thought there had been a sign there saying owned by DSJPC.

• There have been no funerals although 4 plots have been reserved.• Only 1 allotment request received – from a MD resident, a report of a noisy

neighbour, vermin on overgrown neighbouring land, broken glass in the children’s play area next to the cemetery, shrubs donated by Prentice Brothers.

• Refreshments following the Parish Footpath Walk on 6/7/2011 starting from the Rose Inn, Frognall @ 6.30 will be at the Rose Inn. Refreshments following the walk from Woody Heights @ 7.00 on 26 July will be at The Goat, Frognall.

• A reminder that SKDC will be coming along on Thursday 7/7/2011 @ 7.45 pm in the Clerks Office to give feedback on the site assessment process and sites for future development. The time for Youth & Community on the same night has been put back to start at 7.00 at the Skate Park.

• And the cemetery meeting of 23 June had to be postponed. It was agreed that the Cemetery Committee would now be held on 21 July @ 8.00 pm following the Planning Meeting

26.12 To receive the report of progress in relation to matters arising from the Minutes not dealt with elsewhere on the agenda.• The rear of the youth shelter has been painted black to cover the graffiti. The

Community Payback Team organised by PCSO Rachel Last has been out and about in Market Deeping and Deeping St James removing graffiti from lampposts, bins and so on. Volunteers from the Youth Centre have also assisted with removing graffiti.

• A dog bin has been installed on Linchfield Road near the footpath that runs through to Thackers way open space. This will be monitored to see if it is used – initially this seems to be the case.

• One of the youths who broke one of the trees on Thackers Way open space has sent a letter or apology and paid 15.00 compensation, the other youth has

not written or paid. PC Capp feels that the family may be on a low income but there has not even been an apology letter. The choices are to make a further attempt to get an apology and compensation, to make the matter formal with an arrest and interview under caution or to move on.

Members felt that there should at least be an apology otherwise more formal action might be appropriate.• Contact was made with SKDC about a representative for the standards

committee. It transpired that although a person had been selected each year for many years, SKDC were unaware. Cllr Stevens was then put forward but is unable to do this due to being elected as a District Councillor. If anyone else is interested then by agreement they could be put forward although SKDC say they currently have sufficient numbers.

• Contact has been made with Madcaps and the play scheme is moving ahead and will take place in the last week of July – morning only. Additional interest has been reported so it may be that morning and afternoon sessions are required.

• The Deepings Summer Activities booklet has been produced by SKDC and taken to all schools, youth centre, library and community centre. Special discounted sessions at the leisure centre have been organised via the youth centre and funded by SKDC with money taken for the sessions being channelled to the youth centre. The youth centre are now close to finalising their constitution to change their status and confirmation of the PC funding and support was sent to aid this process.

• SKDC have responded about the issues at the leisure centre with indoor court lighting due to be repaired at the end of May, the showers have been repaired, toilets should be cleaned regularly – users should report any problems, and the astro turf lighting is always turned off as soon as possible although there may be occasions when the duty manager is unable to leave the centre to do this straight away.

• A new contractor has started cutting the cemeteries – Beardsley Landscapes – and these are now improving.

27.12 To receive and agree the Council’s response to correspondence received since the last meeting.

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Item 20 – Digital switchover – No action requiredItem 28 LCC – Minerals & Waste Local Development – Cllr Blessett to respondItem 30 LCC – Developing Volunteering – No attendeesItem 31 – Rutland County Council – Heritage Project Workshops – No attendeesItem 33 – Local Council Review – Online access details to be circulated to all Councillors.Item 41 – MDTC Civic Service – Cllr Dilks and Stevens to attendItem 42 – Environment Agency – Spalding Waterspace Study – No attendeesItem 46 – Stamford Church of Jesus Christ of Latter Day saints – Family History Poster – Cllr Stevens will display a poster in Frognall.

28.12 1. To receive the minutes and recommendations of the Planning Committee meeting held on 23 June 2011.

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The report was presented by Cllr Blessett. The following recommendations were proposed, seconded and approved.

S11/1093 Larkfleet Homes (Mrs A Lea)Land north of Spalding Road Deeping St James

Affordable dwelling

Recommended for Approval

S11/1234 St Benedicts Priory 1 Broadgate Lane Deeping St James PE6 8NW

Pollard 1 willow tree and fell 3 sycamore trees

Recommendation – Approve Pollarding of willow tree and refusal of felling of Sycamore trees as no valid reason given, they are well established trees in good condition, they are not close to buildings and other trees have been lost in the area before.

2. To consider Planning Applications received too late for the Planning Committee meeting.

Ref. Address Proposal

S11/1253 Mr Giles NurseyLarkpoint Developments LtdLand between Bowling Green and No. 53 Spalding Road

Reserved Matters for Nursing Home and associated landscaping

It was agreed to comment on the fencing, lack of residents view, street scene, car parking, cycle path and landscaping scheme

S11/1368 Mr Philip Day 8 Spalding Road Deeping St James

Detached Garage

Approved

S11/1367 Mr Shayne Andrews10 Spalding Road Deeping St James

Garage and Store

Approved

S11/1387 St James’ Church Church Gate Deeping St James

Work to 2 Horse Chestnut Trees in a conservation area

Approved recommendation for annual inspection and to ensure that residents of neighbouring property received a copy of the arboriculturalist’s report.

29.12 To consider financial matters:1. To receive the minutes and recommendations of the Finance & General Purposes Committee held on 26 May 2011.

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The following recommendations were proposed by Cllr Gamble, seconded by Cllr Pagella and Agreed.1. To accept the internal auditors report2. To accept the annual accounts for the Hall Meadow Estate.3. To accept the Councils Annual Accounts for 2010/11, to accept the Annual return figures and to complete the annual governance statement as shown in Enclosure 3 of the Finance & General Purposes Committee minutes of 26 May 2011.4. To accept the Council’s Disciplinary and Grievance Procedure5. To authorise the Clerk to approve the working of additional hours by the Maintenance Worker and the Assistant to the Clerk when work is required to be done urgently up to a maximum cost of £200.00 in any one instance.6. To accept that the recording of the Council’s Accounts and Financial Information should move in house. ( A report of recommended product will be made by the Clerk later in the year)2. To decide whether to contribute £40.00 per visit for the Community Payback TeamThe Clerk gave details of a letter recently received from the Probation Trust where they were asking for a £40.00 contribution towards travelling and supervision costs for each time of attendance. It had been clarified by telephone that existing projects for this financial year would be honoured but that a contribution would be required from 1/4/2012. It was reported that there was doubt over whether the existing trust would be the providers next year and it was agreed to respond saying that no contribution could be made this year and that next year would be reviewed in line with the income generating strategy for that year.3. To approve Accounts for Payment as per the enclosed schedule. Enc 5It was proposed, seconded and agreed to pay accounts totalling £12,724.37

30.12 To receive and consider minutes of committees, reports from advisory committees, members reports from external bodies, members reports of meetings, seminars and training attended on the Council’s behalf

1 To report and update members on the DSJ in Bloom initiative.Cllr Stevens updated the meeting. The bloom judging will take place on 15/7/2011 @ 2.00 pm, the route to be finalised shortly. The In Bloom book will be completed shortly. Larkfleet have donated £100 for the sleeper flower bed & sign, the extra barrier basket has been installed and weeding, tidying and watering remains. Ian Prentice has provided shrubs to replace ones that have died and the container awards will be presented at the garden party on 1/7/2011.2. To receive the minutes of the meeting of 31 May 2011 concerning Bus Services in Deeping St James.

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These were noted.

3. Nature Reserve Footpath Walk of 9 June 2011.Around 40 people had attended the walk. It was reported that the path under the railway bridge was overgrown.4. To receive the minutes and recommendations of the Allotments, Footpath and Open Spaces Committee Meeting of 16 June 2011. And to consider whether Allotment rents should increase from 1 October 2012.

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The minutes were noted. A debate then took place about the level of Allotment rents with options including no increase, increase to cover additional rent only and to increase to £30 for a full plot from 1 October 2012.It was proposed by Cllr Pearce, seconded by Cllr Lindfors-Windsor and carried that the annual allotment rents should increase to £30.00 for a full plot and £17.50 for a half plot from 1 October 2012.5. To receive the minutes and recommendations of the Transport Committee meeting of 16 June 2011.

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The minutes were noted. It was also noted that there was a meeting scheduled for 1 July @ 12.30 between John Hayes MP, County Councillors, District Councillors, Parish Councillors and Delaines Buses. It was agreed that the attendees should be Cllrs Blessett, Wallis, Dilks and Stevens. A report would be brought back to the Council in July.6. To receive reports on any events attended by Councillors on behalf of the Parish Council including• Deepings Leisure Centre Forum

Cllr Stevens & Lindfors-Windsor had attended. When they raised issues previously reported. There was concern that the responses were just to placate. It was agreed that the Clerk would try to arrange for a PC meeting to be held in Sept or October at the Leisure Centre when the Leisure Centre could provide an update. • Parish Councillor Training

This was held at Stamford and had been attended by Cllr Pagella. This was a very helpful session and more informative that the previous session attended. • Red Cross First Aid Training

This was attended by Cllr Pagella and it reinforced his previous training.

31.12 To consider and decide attendance at Councillor Training at Gedney on Thursday 8 September 2011.Cllr Gilbert would like to attend. The Clerk will reserve a place and confirm the venue.

32.12 Parish-pump: Report of urgent information and notice of agenda items for the next meeting. Cllr Pearce reported that the DSJ Leaflets would be ready very soon, they were currently with a graphic designer.Cllr Gilbert reported two forthcoming events – one for Community Work by young people between 6-8 August and a Holiday Club at the end of August at the Open Door Church. Details will be emailed around to members.Cllr Stevens requested agreement for £150.00 - £200.00 to be spent on a Deeping St James In Bloom website. This was agreed.FORTHCOMING MEETINGS/EVENTS Saturday 3/7/2011 Deepings Carnival, John Eve Field, Market DeepingWednesday 6 /7/2011 Parish Walk 6.30 pm at the Rose Inn, FrognallThursday 7/7/2011 7.00 pm Youth & Community on site, Woody HeightsThursday 7/7/2011 7.45 pm SKDC site development feedback, Parish

OfficeThursday 21 /07/2011 Cemetery Site Meeting 8.00 pmFriday 15/07/2011 East Midlands In Bloom Judging Thursday 21/07/2011 Finance Committee, 6.15 pmThursday 21/07/2011 Planning Committee 7.00 pmTuesday 26/07/2011 Parish Walk, Woody Heights 7.00 pmThursday 28/07/2011 Full Council 7.30 pm

Enclosure 2SCHEDULE OF CORRESPONDENCECOUNCIL MEETING – 30 JUNE 2011

(Items marked * enclosed)

REF CORRESPONDENT SUBJECT MATTER NOTES RECOMMENDATION1 The Clerk Magazine May 2011 edition The magazine for the Society of Local Council Clerks For information only 2 Market Deeping Town

Council Mayor and Deputy Mayor Confirmed as Robert Broughton and Reginald Howard at last weeks

Annual General Meeting. Civic Service to take place on Sunday 3 July at St Guthlac’s Church. Invitations to follow

For information only

3 Parishioner Allotment plot 58a Replied to untended plot letter saying she does wish to keep plot and it has slipped as she has not had spare time and is moving house. Also confirmed she would appreciate help from allotments committee


4 The Peterborough Evening Telegraph

New Neighbourhood Reporter Adam Uren has been promoted so new contact now Ben Truslove on 01733 588729


5 Community Lincs Digital Photographic Competition

Two age groups – under and over 18. Entries from 1 June until 1 September. Prize £50 voucher and framed certificate


6 Peterborough City Council Notice of the Independent Examination of the Cambridgeshire & Peterborough Minerals and Waste Site Specific proposals development plan document

Notification that Jonathon G King has been appointed to conduct this examination to determine if the document is sound


7 South Kesteven District Council

Public Speaking at the Development Control committee

Invited to speak about application S11/0419 – Erection of dwelling R/O 45A Horsegate Deeping St James PE6 8EW at 1pm on 31 May 2011

Previously circulated to gauge attendance

8 TV Licensing The Law: what your business needs to know

Clarification on the circumstances under which a business needs a licence.

Form completed to confirm Parish Council does not

need one 9 A Parishioner Apology letter Apologising for damaging a tree and payment of 15.00 for

replacement For information only

10 Vodafone Justtextgiving Promoting a new service that helps charities to raise money For information only11 Lincolnshire Police Update on changes taking place As at 31 May Lincolnshire Police changing way it works. Most

significantly these changes mean that a larger number of Constables can be used in neighbourhood policing (increasing from 56 to 175) working alongside 149 PCSOs


Details previously circulated

12 Association of play industries

Newsletter for May Promoting the Play fair on 21 and 22 June at Stoneleigh Park For information only

13 Ian Prentice Thank you Acknowledging recognition and award For information only



REF CORRESPONDENT SUBJECT MATTER NOTES RECOMMENDATION14 Direct Linc Newsletter issue 5 To get agencies working together in dealing with neighbourhood

management – 142 registered users of system and 27 logged issues 17 of which have been resolved


15 Kompan Playground funding support service

A free guide to playground funding www.kompan.co.uk/fundraising For information only

16 Sovereign Brochure Play equipment For information only

17 Bank of Ireland Day to day banking and finance Stating what services they have to offer For information only

18 Society of Local Council Clerks

Essential publications from the Society bookshop

Offering The Parish Councillors Guide and The Councillor at £12.75 and £13.50 respectively


19 Priory News Deeping St James Parish Church Magazine


20 Community Lincs Digital Switchover help scheme Runs until 21 October 2011 and they would like parish councils to spread the word and in return they can make a donation to us in recognition of the time put in. A number of free of charge publications available – leaflets bags and coasters if we are interested to email [email protected]

Do the Council wish to promote this scheme

21 Deeping Rangers Football Club

Summer School Posters To run from June 18 to July 9 for under 5s under 6s and under 7s For information only


Standards Committee Meeting Meets approx. every 2 months looking for Parish Councillors who would be representatives on the committee not just for their own parish but all parishes. Forward names to [email protected]

To be returned by Friday 10 June 2011 (Reply sent 2

June 2011)

23 e-on Improve Billing Notification that they have made some changes to the bill eonenergy.com/bill


24 Computers4U First Aid Course Free 7 Hour course to be held at Deepings Community Centre on Tuesday 7 June 2011


25 South Lincs Community and Volunteer Service

Awards for all tutorial To be held on Wednesday 15 June 2011 at Jeans Cafe Butterfield Centre Bourne from 10 till 12 guest speaker Kelly Hart from the Big Lottery


26 Lincolnshire Highways Future Highways Works List of work to be carried out during 2011/12 For information only


Further one year increase in small business rate relief at the cemetery

Was due to end on 30 September 2011 but will now continue for a further year until 30 September 2012


mailto:[email protected]

http://www.kompan.co.uk/fundraising



REF CORRESPONDENT SUBJECT MATTER NOTES RECOMMENDATION28 Lincolnshire County

Council Minerals and Waste Local Development Framework

Consultation on a new policy approach to dealing with waste which takes into account a criteria rather than a facility type approach . Response by 25 July 2011.

Does a Councillor wish to respond on behalf of the

Council? 29 South Kesteven District

Council Leisure and Amenities Team

Deepings summer Activities 2011

Brochure listing details of what’s available for children 0 to 19 in the Deepings through the summer holidays


30 Lincolnshire County Council

Developing Volunteering Invitation from the Health and Wellbeing Fund for Lincolnshire to attend one of two conferences at the New Life Centre Mareham Lane Sleaford NG34 7JP on 18 or 20 July 2011 between 10 and .4. [email protected] Previously circulated by email

Does any Member wish to attend RSVP by 11 July

2011

31 Rutland County Council Heritage Project Workshops Invitation to attend workshop on 14 July 2011 at Oakham Castle off Market Place Oakham Rutland LE15 6HW. The Heritage Lottery fund will be giving a presentation. Contact Welland Town Markets Manager [email protected] circulated by email

Does any member wish to attend RSVP 1 July 2011


Deepings Leisure Centre Response to email raising concerns on standards at Leisure Centre confirming that all the matters we raised have been or are being addressed


33 Local Council Review Magazine

Summer 2011 Issue Advice and features about and concerning Local Councils

This is available on line www.lcronline.org.uk – password and username available from the Clerk


34 Ark wildlife 2011 Catalogue Everything from food to habitats For information only

35 The Deeping Trade June 2011 Monthly magazine promoting local events and trades For information only

36 CWG Country stores Ltd Sales catalogue Latest equestrian catalogue For information only

37 Deepings Leisure Centre Deeping Leisure Centre Customer Forum

Invitation to attend meeting on Wednesday 15 June 2011 at 7pm (only received 13 June 2011 delivered by hand) . E-mailed all Members

Cllr Stevens and Lindfors-Windsor to attend.

38 Royal Air Force RAF Wittering supporting Tornado operations

Notification that between 20 June to 23 June there will be an increase in aircraft activity in the area – four sorties each day by a pair of Tornado aircraft (the latest ones leaving RAF Wittering airspace at 11.45 pm at the latest


http://www.lcronline.org.uk/

mailto:[email protected]



REF CORRESPONDENT SUBJECT MATTER NOTES RECOMMENDATION39 Lincolnshire Probation

Trust Community Payback – Contribution to operating costs

Asking for a contribution to be offset against transport and supervising costs of £40.00 per day plus VAT . If the Parish Council decide to continue to use the Service we need to confirm this and we will be invoiced . www.lincolnshireprobationtrust.org.uk

Agenda Item 29.12.3

40 TV Licensing TV Licence Confirmation that they have noted on their records that the Parish Council do not need a TV Licence but that we may still get a visit to confirm this


41 Market Deeping Town Council

Annual Civic Service The annual Civic Service will take place at 10.00 am on Sunday 3 July 2011 at St Guthlacs Church, Market Deeping – meeting at the Green School, opposite the Church at 9.30 am – followed by light refreshments at The Towngate Inn, Towngate East.Previously circulated by email

Do any Members wish to attend?

42 Environment Agency Spalding Waterspace Study Launch Invitation

Invitation to South Holland District Council offices on Thursday 21 July 2011 from 3 to 5pm to discuss how to improve the Spalding areas waterways

Does any Member wish to attend

43 Lincolnshire ASB Project Newsletter Information on future projects and ideas For information only


Standards Committee To be held on Friday 21 July 2011 at Council Offices Grantham For information only

45 Shaw &Sons Sales Literature Legal Local Government Civic Ceremonial and Election Supplies For information only

46 Stamford branch of the Church of Jesus Christ of Latter Day Saints

Family History Open Day To be held at 104 Tinwell Road Stamford on 16 July 2011 from 11am to 4pm Asking if the Council can display a poster.

Are members happy to display the poster?

Enclosure 3Minutes of the meeting of Deeping St James Parish Council Planning Committee held on Thursday 23 June 2011 at 7.00 p.m. in the Meeting Room at The Institute.

Present: Councillors Blessett, Barber, Gamble, Pagella, Pelling and Stevens.

1.12 To elect a ChairmanIt was proposed by Cllr Pelling, seconded by Cllr Gamble and agreed that Cllr Blessett would be the Chairman for the year.

2.12 To receive apologies for absence.Apologies were received from Cllr Shinkins

3.12 To receive declarations of interest, if any.There were none

4.12 To receive the Minutes of the previous meeting held on 24 March 2011.It was proposed, seconded and agreed to accept the minutes.

5.12 To receive reports on Matters Arising not covered elsewhere on the agenda.There was nothing reported.

6.12 To receive and consider the following planning applications and put forward recommendations to the next Council Meeting or make decisions in accordance with the Committee’s delegated powers:

Ref. Section I.1 Address Section I.2 Proposal

S11/1039 Mr M Ali76 Broadgate Lane Deeping St James PE6 8NN

First Floor Extension

Approved under delegated authority

S11/1050 Persimmon Homes East Midlands Ltd (Daryl Kirkland)Land at Godsey Lane/Towngate East Market Deeping

Reserved matters application for 120 dwellings and associated public open space and allotments

Details notedS11/1093 Larkfleet Homes (Mrs A Lea)

Land north of Spalding Road Deeping St James

Affordable dwelling

Recommended for ApprovalS11/1161 Mr S Snaith

91 Church StreetDeeping St James PE6 8HF

Extension and garage to side of dwelling

Approved under delegated authority

S11/1234 St Benedicts Priory 1 Broadgate Lane Deeping St James PE6 8NW

Pollard 1 willow tree and fell 3 sycamore trees

Recommendation – Approve Pollarding of willow tree and refusal of felling of Sycamore trees as no valid reason given, they are well established trees in good condition, they are not close to buildings and other trees have been lost in the area before.

7.12 To report the outcome of previous planning applications:Ref. Address ProposalS11/0419 Mr & Mrs B Nuttall

R/O 45A Horsegate Deeping St JamesPE6 8EW

Erection of dwelling

Refused – 1 June 2011PC – Refused on 31 March 2011

S11/0442 Mr T Wright 41 – 51 Bridge Street Deeping St James

Change of use from retail to hot food takeawayApproved conditionally – 1 June 2011PC – Refused 31 March 2011

S11/0892 Mr T CoplandLane R/O 171 Eastgate Deeping St James PE6 8RB

Construct a single storey dwelling and detached garage

Approved Conditionally 1 June 2011-06-02PC – Approved 19 May 2011

S11/0894 Mr & Mrs I Ross70 Manor WayDeeping St JamesPE6 8PT

Construction of single storey extension

Approved conditionally – 1 June 2011PC – Approved 19 May 2011

S11/0805 and S56/0805

Market Deeping Fire Station 95 High StreetMarket Deeping PE6 8ED

Install solar panels on roof

Approved 06 June 2011

S11/0823 Mrs Alison Coster4 Curlew WalkDeeping St James PE6 8RY

Boundary Fence

Approved Conditionally – 15 June 2011PC - Approved 3 May 2011

8.12 Date of the next meeting 7.00 pm 21 July 2011, at The Institute.

Enclosure 4Minutes of the Deeping St James Parish Council Finance and General Purposes Committee held on Thursday 26 May 2011 at 7.00 pm in the Meeting Room at The Institute. Present Councillors Blessett, Barber, Dilks, Shinkins (arrived 7.35 pm) , Stevens (arrived 7.10 pm) and Wallis. Also present were Mr C Beckett and Cllrs Coulson, Pagella and Thompson.

1.11 To elect a ChairmanIt was proposed by Cllr Stevens, seconded by Cllr Dilks and agreed that Cllr Wallis is the Chairman for the year.At this point Mr C Beckett – the Head of Deepings School – gave a presentation on Academy Status. A separate report of this is shown as Annex 2 to these minutes.

2.11 To receive apologies for absence.Apologies were received from Cllrs Pelling, Gilbert and Baxter

3.11 To receive declarations of interest, if any.There were none.

4.11 To adopt the Minutes of the previous meeting held on 20 January 2011It was proposed, seconded and agreed to adopt the minutes.

5.11 To receive the report of progress in relation to matters arising from the Minutes not dealt with elsewhere on the agenda. The Clerk advised that an account had been opened with ESPO which had been used to purchase various items of stationery, and SDS security had agreed a price for the year of £5250 in line with the councils budget.

6.11 To report on the 2010/11 Internal Auditors Report (Mrs Precey) Annex 1Mrs Precey presented the report which is attached as an annexe to these minutes. It was suggested that options for investments paying better interest rates should be considered and that risk assessments should take place more frequently, for example in respect of the Annual Parish Footpath Walks.It was agreed that this report should be recommended to the Council.

7.11 To consider the Hall Meadow Estate Statement of Accounts for 2010/11 and make recommendations to Council. (Enc 2)It was agreed to recommend the Hall Meadow Estate Statement of Accounts to full Council for acceptance and signature by the Chairman

8.11 To consider the Councils Annual Accounts for 2010/11, the completion of Section 1 and Section 2 of the Annual Return and make recommendations to Council for signature in line with submission requirements. (Enc 3)It was agreed to recommend the Councils Annual Accounts for 2010/11 and, the completion of Section 1 and Section 2 of the Annual Return as enclosed to full Council for acceptance and signature by the Chairman

9.11 To consider banking and investments As there had been no change to interest rates this item was not discussed.

10.11 To consider the introduction of Disciplinary and Grievance Procedures and make recommendations to Council. (Enc 4)With the addition of a paragraph to clarify who was responsible for issuing grievance and disciplinary notices, it was agreed to recommend the enclosed procedures to Council.

11.11 To consider whether the Clerk should be authorised to approve the working of additional hours by the Maintenance Worker and the Assistant To the Clerk when work is required to be done urgently and make recommendations to Council as appropriate.It was agreed to recommend to Council that the Clerk is authorised to approve the working of additional hours by the Maintenance Worker and the Assistant To the Clerk when work is required to be done urgently up to a maximum cost of £200.00 in any one instance.

12.11 To receive details of Accounting Systems for recording the Council’s Accounts and Financial information and decide any further actionThe Clerk presented figures and details to the meeting of the 4 known suppliers of Accounting Systems for Parish Councils. It was suggested that if this proceeded there would need to be a period of parallel running alongside existing methods and consideration should be given to employing the existing accountants to provide the payroll service. Additional due diligence would also be required.It was agreed to recommend to Council that the recording of the Council’s Accounts and Financial information should move in house

13.11 Date of next meeting Thursday 21 July 2011 at 6.15 pm

F&GP Enc 2

HALL MEADOW ESTATE CHARITY(Charity Number: 247375 – 30.6.69)

The Institute, 38 Church Street, Deeping St James, PE6 8HDClerk to the Trustees: Steve Ashby

(01778) 343266

Article II. STATEMENT OF ACCOUNTSFOR THE YEAR ENDED

31 MARCH 2011

£Opening balance – 1 April 2010 1,137.14

Section II.1 Income Bank interest: 0.56

Re-Imbursed Drainage Rates 85.28

Rent 2010-11 97.50

TOTAL INCOME 183.34

ExpenditureNil 0.00

Closing balance – 31 March 2011 1,320.48

Represented by: Barclays Bank (Business Premium A/C) 1,320.48

The assets of the Charity consist of 3.12 acres of land, situated off Hall Meadow Road, currently leased by the Parish Council for the provision of allotment gardens.

Signed for and on behalf of the Trustees

…………………………………………Chairman

(a) 30 June 2011

(i) Trustees at 31/3/2011

Parish Councillors, B Barber, J S Blessett, A Baxter, L Coulson, P Dilks, C Gamble, B L Helyar, G Lindsfors-Windsor, M Pagella, C. Pearce, A Pelling, G Thompson, K P Shinkins, J D Stevens, and S Wallis.

Prepared by The Clerk to the Trustees Steve Ashby May 2011

F&GP Enc 3

ACCOUNTS & FINAL BUDGET OUTTURN 2010/11F&GP Enc 3

INCOME (A)

2009/10 2010/11 2010/11 2010/11Actuals Budget Variance Item To Budget For Actuals Budget Variance

£ 85,198.00 £ 85,198.00 £ - 1) Precept instalments £ 89,144.00 £ 89,144.00 £ - £ 506.88 £ 680.00 -£ 173.12 2) Parish Paths £ 1,157.12 £ 1,000.00 £ 157.12 £ 20.19 £ 1,300.00 -£ 1,279.81 3) Bank Interest £ 12.28 £ 30.00 -£ 17.72 £ 1,679.50 £ 1,550.00 £ 129.50 4) Allotment Fees £ 1,630.00 £ 1,550.00 £ 80.00 £ 414.00 £ 170.50 £ 243.50 5) Advertising - Meetings £ 132.00 £ 181.50 -£ 49.50 £ 1,898.90 £ 1,420.00 £ 478.90 6) Community Cleaning £ 1,524.90 £ 1,500.00 £ 24.90 £ 2,800.00 £ - £ 2,800.00 7) Jubilee Field/Youth Shelter £ - £ - £ - £ 2,025.00 £ 1,500.00 £ 525.00 8) Burial Fees £ 4,400.00 £ 1,800.00 £ 2,600.00 £ 847.50 £ 400.00 £ 447.50 9) Memorial Fees £ 1,270.00 £ 600.00 £ 670.00 £ 310.00 £ 10.00 £ 300.00 10) Cemetery - Misc £ - £ 10.00 -£ 10.00 £ 364.78 £ - £ 364.78 11) Misc (recovered admin costs) £ 213.49 £ - £ 213.49 £ 781.25 £ - £ 781.25 12) Highways £ - £ - £ - £ - £ - £ - 13) Vat £ - £ - £ - £ - £ - £ - 14) Insurance Claims £ - £ - £ - £ 5,000.00 £ - £ 5,000.00 15) Manor Court Sponsorship (DMP) £ - £ - £ - £ - £ - £ - 16) Playscheme (SKDC) £ - £ - £ - £ - £ - £ - 17) Deeping St James In Bloom (2010) £ 1,698.22 £ - £ 1,698.22 £ - £ - £ - 18) Sense Allotment £ 633.00 £ - £ 633.00 £ - £ - £ - 19) Deeping St James In Bloom (2011) £ 1,237.98 £ - £ 1,237.98 £ - £ - £ - 20) LCC Wildlife Grant £ 401.61 £ - £ 401.61 £ 101,846.00 £ 92,228.50 £ 9,617.50 TOTAL £ 103,454.60 £ 95,815.50 £ 7,639.10

Actuals minus precept £ 14,310.60

F&GP Enc 3

ACCOUNTS & FINAL BUDGET OUTTURN 2010/11Actuals at 31.03.2010

Budget 2009/10 Variance ITEM TO BUDGET FOR Actual at

31/03/20112010/11 Budget Variance

WAGES, PAYE, NI, PENSIONS, EXPENSES (B) 7,905.06 7,450.00 455.06 1) Admin - Salary Maintenance Worker 7,462.58 8,616.00 -1,153.42

16,449.13 15,244.00 1,205.13 2) Admin - Salary (Clerk) 759.30 11,180.00 -10,420.70 9,671.33 9,000.00 671.33 3) Admin - Employers/ees N.I.C. & Income Tax(Clerk & Maint Worker) 6,252.15 4,000.00 2,252.15 5,816.20 6,000.00 -183.80 4) Admin - Superannuation 1,678.13 5,640.00 -3,961.87

307.98 250.00 57.98 5) Admin - Clerk's expenses 176.04 250.00 -73.96 496.87 800.00 -303.13 6) Admin - Maintenance Worker's expenses 828.86 800.00 28.86

1,329.38 0.00 1,329.38 7) Admin - Salary S Ashby (Acting/Asst Clerk) 13,265.96 6,890.00 6,375.96 0.00 0.00 8) Admin - Salary Asst to the Clerk 2,828.57 0.00 2,828.57 0.00 0.00 9) Training 102.00 500.00 -398.00 0.00 0.00 10) Extra Hours 0.00 1,000.00 -1,000.00 0.00 0.00 11) 3% Contingency 0.00 1,175.00 -1,175.00 41,975.95 38,744.00 3,231.95 Sub-total - WAGES, PAYE, NIC, PENS, EXP 33,353.59 40,051.00 -6,697.41

ADMINISTRATION (C) 0.00 2,000.00 -2,000.00 1) Admin - Business Rates 0.00 2,500.00 -2,500.00

245.70 200.00 45.70 2) Admin - Members' Expenses 56.23 300.00 -243.77 3,073.74 3,950.00 -876.26 3) Admin - Office Costs 2,314.50 4,000.00 -1,685.50 1,855.00 2,130.00 -275.00 4) Admin - Rent / Electricity 3,640.11 2,500.00 1,140.11 1,384.50 1,500.00 -115.50 5) Admin - Fees/Memberships 1,663.25 1,500.00 163.25 2,707.00 2,800.00 -93.00 6) Admin - Insurance 2,468.76 2,800.00 -331.24 1,057.00 650.00 407.00 7) Bookeeper 1,100.00 850.00 250.00

10,322.94 13,230.00 -2,907.06 Sub-total - ADMINISTRATION 11,242.85 14,450.00 -3,207.15 ADVERTISING & PUBLICITY (D)

334.00 380.00 -46.00 1) Adv - Meetings 458.00 400.00 58.00 1,058.00 800.00 258.00 2) Adv - Newsletter 1,236.98 1,000.00 236.98

421.00 200.00 221.00 3) Adv - Other 12.27 200.00 -187.73 157.00 1,000.00 -843.00 4) Adv - Recruitment 25.00 500.00 -475.00

1,970.00 2,380.00 -410.00 Sub-total - ADVERTISING & PUBLICITY 1,732.25 2,100.00 -367.75 AMENITY AREAS (E)

1,378.08 1,500.00 -121.92 1) Community Cleaning 1,033.84 1,500.00 -466.16 79.22 150.00 -70.78 2) The Cross & Telephone Box 93.21 150.00 -56.79

400.00 0.00 400.00 3) Village Ornamental / Information Signs 0.00 0.00 0.00 0.00 0.00 0.00 4) Litter Bins, Dog Waste Bins - emptying 0.00 0.00 0.00 0.00 0.00 0.00 5) Miscellaneous 20.80 0.00 20.80

1,857.30 1,650.00 207.30 Sub-total - AMENITY AREAS 1,147.85 1,650.00 -502.15 COMMITTEES - ALLOTMENTS/ FOOTPATHS (F)

1,850.75 2,200.00 -349.25 1) Allotments/Parish Paths/Open Spaces - maintenance and misc 2,632.44 2,200.00 432.44 100.00 100.00 0.00 2) Trees, Hedges, Bulbs, Wild Flower seeds 47.56 100.00 -52.44 300.00 0.00 300.00 3) Millennium Wood/Miscellaneous 150.00 0.00 150.00

1,025.00 1,290.00 -265.00 4) River Bank Maintenance 945.00 1,500.00 -555.00 1,025.96 500.00 525.96 5) Deepings In Bloom 0.00 0.00 0.00

0.00 50.00 -50.00 6) Insect Tower 0.00 0.00 0.00 0.00 0.00 0.00 7) Sense Allotment 810.58 0.00 810.58 0.00 0.00 0.00 8) AA (Hedge & Insurance) 0.00 252.50 -252.50 0.00 0.00 0.00 9) L.C.C Wildlife Grant Expenditure 401.61 0.00 401.61

4,301.71 4,140.00 161.71 Sub-total - ALLOTMENTS 4,987.19 4,052.50 934.69 COMMITTEES - CEMETERY (G)

3,900.48 5,000.00 -1,099.52 1) Cemetery - maintenance and misc 3,572.31 4,000.00 -427.69 0.00 0.00 0.00 2) Rates 151.17 0.00 151.17

3,900.48 5,000.00 -1,099.52 Sub-total - CEMETERY 3,723.48 4,000.00 -276.52 COMMITTEES - YOUTH & COMMUNITY (H) 22,811.54 26,233.27 -3,421.73 1) Projects carried forward 0.00 0.00 0.00

3,709.50 1,500.00 2,209.50 2) Playing Fields maintenance and misc 2,505.88 2,000.00 505.88 22,319.56 20,000.00 2,319.56 3) Projects 0.00 0.00 0.00

3,043.65 3,000.00 43.65 4) Play Scheme 3,725.00 4,000.00 -275.00 4,000.00 4,000.00 0.00 5) Youth Worker 2,000.00 4,000.00 -2,000.00

0.00 300.00 -300.00 6) Bin 0.00 0.00 0.00 0.00 0.00 0.00 7) Pathway 0.00 0.00 0.00 0.00 0.00 0.00 8) Miscellaneous 0.00 0.00 0.00

55,884.25 55,033.27 850.98 Sub-total - YOUTH & COMMUNITY 8,230.88 10,000.00 -1,769.12 COMMITTEES - TRANSPORT (I)

115.50 500.00 -384.50 1) Highways - Shelters/stops/road safety 496.92 1,000.00 -503.08 0.00 0.00 0.00 2) Mobile Interactive Speed Camera 0.00 0.00 0.00

130.00 200.00 -70.00 3) Bicycle Racks 0.00 0.00 0.00 0.00 10,000.00 -10,000.00 4) Spalding Road Cycle path 0.00 0.00 0.00 0.00 1,800.00 -1,800.00 5) Hardstandings at Bus Stops 0.00 0.00 0.00 0.00 1,200.00 -1,200.00 6) seats in shelters 0.00 0.00 0.00

245.50 13,700.00 -13,454.50 Sub-total - TRANSPORT 496.92 1,000.00 -503.08 GRANTS & SPECIAL PROJECTS (J)

3,880.00 4,000.00 -120.00 1) Grant Aid/S.137 2,670.00 3,000.00 -330.00 5,809.40 10,000.00 -4,190.60 2) Police Community Support Officer 0.00 0.00 0.00

19.15 200.00 -180.85 3) Hospitality Budget 173.50 200.00 -26.50 0.00 1,000.00 -1,000.00 4) Election Costs 0.00 1,000.00 -1,000.00 0.00 0.00 0.00 5) CCTV Thacker's Way & Annual Maintenance 0.00 0.00 0.00

5,500.00 4,500.00 1,000.00 6) Community Skip 2,740.00 2,500.00 240.00 17,067.18 0.00 17,067.18 7) Improvements to Local Business Areas (Manor Court) 600.00 500.00 100.00

0.00 1,000.00 -1,000.00 8) Citizens Advice Bureau 0.00 0.00 0.00 7,901.08 4,600.00 3,301.08 9) Security 5,015.52 5,000.00 15.52

0.00 2,000.00 -2,000.00 10) Insurance Claims 0.00 600.00 -600.00 75.00 300.00 -225.00 11) Citizenship Award 77.15 300.00 -222.85

0.00 0.00 0.00 12) Deeping St James In Bloom/Apple Day 4,017.14 3,000.00 1,017.14 0.00 0.00 0.00 13) Communication Plan 300.00 700.00 -400.00

-4,391.33 0.00 -4,391.33 14) Creditors Adjustment from Previous Years 0.00 0.00 0.00 0.00 0.00 0.00 15) Deeping St James In Bloom 2011 961.21 0.00 961.21

35,860.48 27,600.00 8,260.48 Sub-total - GRANTS & SPECIAL PROJECTS 16,554.52 16,800.00 -245.48 156,318.61 161,477.27 -5,158.66 TOTAL 81,469.53 94,103.50 -12,633.97

Total expenses minus staff costs 48,115.94

F & GP ENC 4DEEPING ST JAMES PARISH COUNCIL

DISCIPLINARY AND GRIEVANCE PROCEDURES

A. DISCIPLINARY PROCEDURE

1. Purpose of the ProcedureThe Council’s aim is to encourage improvement in individual conduct and performance. This procedure sets out the action which will be taken when the Council’s rules or acceptable standards are breached.

2. The Principles• This procedure is designed to establish the facts quickly and to deal consistently with disciplinary

issues. No disciplinary action will be taken until the matter has been fully investigated. • At every stage you will be advised of the nature of the complaint, be given the opportunity to state

your case, and be represented or accompanied by a fellow employee or trade union representative of your choice.

• You will not be dismissed for a first breach of discipline, except in the case of gross misconduct, when the penalty will normally be dismissal without notice and without pay in lieu of notice.

• You have a right to appeal against any disciplinary action taken against you.• The procedure may be implemented at any stage if your alleged misconduct warrants such action.• If you request, you have the right to be accompanied at a disciplinary hearing by a fellow worker or

trade union official.

3. Informal discussionsBefore taking formal disciplinary action, the Council will make every effort to resolve the matter by informal discussions with you. Only where this fails to bring about the desired improvement will the formal disciplinary procedure be implemented.

4. First warningIf conduct or performance is unsatisfactory, you will be given a written warning or performance note. Such warnings will be recorded, but disregarded after six further months of satisfactory service. You will also be informed that a final written warning may be considered if there is no sustained satisfactory improvement or change. (Where a matter is sufficiently serious – for example because it is having, or is likely to have, a serious harmful effect on the Council, it may be considered necessary to move directly to a final written warning.)

5. Final written warningIf the offence is serious, or there is no improvement in standards, or if a further offence of a similar kind occurs, a final written warning will be given which will include the reason for the warning and a note that if no improvement or change results within twelve months, you may be subject to dismissal. Unless dismissal involves gross misconduct, employees will receive a period of notice, or payment in lieu.

6. Discipline and dismissal procedureIf facing dismissal or action short of dismissal such as loss of pay or demotion - the following minimum statutory procedure will be followed:

• You will receive a written note setting out the allegation and the basis for it• A meeting will be held to consider and discuss the allegation• You will be given a right of appeal, including an appeal meeting• You will be reminded of your right to be accompanied at any meetings.

[For the purposes of the above, you will be given a minimum of seven days notice of any meeting to consider and discuss the allegation. If you are unable to attend on the specified date, the Council will make all reasonable attempts to meet on an alternative date within 14 days of the original specified date.

Councillor(s) attending the meeting will normally be drawn from the Council’s Finance & General Purposes Committee (These Councillor(s) may have received delegated authority to make a decision about the allegation on behalf of the Council.)]

7. Gross misconductIf after investigation, it is confirmed that you have committed an offence of the following nature (the list is not exhaustive) the normal consequence will be dismissal without notice or payment in lieu of notice – theft, damage to property, fraud, incapacity for work due to being under the influence of alcohol or illegal drugs, physical violence, bullying and gross insubordination.

Whilst alleged gross misconduct is being investigated, you may be suspended, during which time you will be paid your normal rate of pay. Any decision to dismiss you will be taken by the Council only after full investigation.

8. AppealsIf you wish to appeal against any disciplinary decision, you must appeal, in writing, within five working days of the decision being communicated to you by the Council. Independent members who were not involved in the original disciplinary action will hear the appeal and decide the case as impartially as possible.

9. NoticesAny notice required to be issued under these procedures shall, in the case of an employee who is supervised by the Clerk To The Council, be issued by the Clerk. In the absence of the Clerk any notice required to be issued may be given by the Acting Clerk or by the Chairman (or in his absence the Vice Chairman). If the employee in question is the Clerk, any notice shall be issued by the Chairman (or in his absence the Vice Chairman).

Where appropriate, the opportunity for mediation will be put forward at any stage of a disciplinary procedure.

B. GRIEVANCE PROCEDURE

1. IntroductionIt is the Council’s policy to ensure that employees with a grievance relating to their employment can use a procedure which can help to resolve grievances as quickly and as fairly as possible.

2. Informal discussions If you have a grievance about your employment you should communicate this either verbally or in writing.

In the case of an employee who is supervised by the Clerk To The Council, the grievance should be communicated to the Clerk. In the absence of the Clerk, or if the Clerk is the subject of the grievance, the communication may be given to the Acting Clerk or to the Chairman (or in his absence the Vice Chairman). If the employee in question is the Clerk, the grievance shall be communicated to the Chairman (or in his absence the Vice Chairman). We hope that the majority of concerns will be resolved at this stage.

3. Grievance procedureIf you feel that the matter has not been resolved through informal discussions, you may raise the matter formally with the Council.

You will be invited to attend a meeting or hearing to discuss the grievance and be notified in writing of the decision. You have the right to be accompanied by an employee representative or trade union representative at all grievance meetings.

[For the purposes of the above, you will be given a minimum of seven days notice of any meeting to consider and discuss the grievance. If you are unable to attend on the specified date, the Council will make all reasonable attempts to meet on an alternative date within 14 days of the original specified date.

Councillor(s) attending the meeting will normally be drawn from the Council’s Finance & General Purposes Committee (These Councillor(s) may have received delegated authority to make a decision about the grievance on behalf of the Council.)]

You will be given the right to appeal against the decision.

4. AppealsAny appeal will be considered by members of the Council who were not involved in the original meeting or hearing, and who will decide the case as impartially as possible.

Where appropriate, the opportunity for mediation will be put forward at any stage of a grievance procedure.

Disciplinary & Grievance Procedures agreed by Finance & General Purposes Committee on 26/5/2011

C:\Documents and Settings\HP_Owner\My Documents\Brian\council\juine2011\Council Minutes 2011.06.30.doc

F&GP ANNEX 1Article III. Internal Audit final Report 2010/2011

Internal Control Tests appliedProper BookkeepingAll accounts are held on computer and there is no separate manual system apart from that for petty cash.

The Council’s accounts are maintained by an independent book keeper. Accounts are e-mailed to the council each month and presented at meetings. A review is currently being undertaken to consider whether it would be appropriate to return the accounting services in house.The clerk has confirmed that:The spreadsheets are regularly maintained. Up to date sheets are printed off for finance meetings and kept separately in a secure place. Back up copies are made of all files.The electronic cashbook is continually balanced.The petty cash accounts for the year have been balanced. There is a formal receipt system in place and all payments are registered under budget headings.

a) Standing Orders and Financial Regulations, adopted and appliedandb) Payments controls

Standing Orders were reviewed at the meeting on the 27th May 2010. At their meeting on 24th June 2010 Amendments to Standing orders were discussed.(item 43.11) It was agreed that a decision would be postponed and reconsidered as part of the annual review of standing orders in May 2011The Clerk continues as the Responsible Financial Officer with all responsibility for maintaining financial records. The Finance Regulations were reviewed on 3rd July 2008 and all recommendations were presented to the full Council at their meeting on the 31st July 2008 and agreed. (Minute 50.08). The Finance Regulations will be an agenda item for a future meeting.The Council has clear financial regulations in place identifying the limits set for full tendering or for obtaining three competitive quotes and these are reasonable. All paperwork is available for inspection and correct procedures have been undertaken. In addition three quotes were obtained for all items or services purchased by the Council where the cost was expected to be between £1,000 and £20,000. In accordance with regulations, quotes were obtained for three year contracts for maintenance work in the Cemeteries, the Riverbank and Woody Heights. The clerk has also investigated other companies providing security services but none would be cheaper than the present provider. Explanations of why particular quotes were accepted are minuted.All payments are supported by invoices, authorised, and minuted.Randomly selected items have been checked and found to be correct.VAT on payments is now automatically identified by the clerk, recorded and reclaimed. A full system is in place and VAT is reclaimed quarterlyS137 expenditure is recorded separately and for 2010 /2011, for the first time since I have been the Internal Auditor items are included. This heading includes all items that are not covered by the specific Powers and Duties of the Parish Council.

A total of £4,765.64 is shown the majority being in respect of Grants and expenditure for DSJ in Bloom. The Council’s accounts are held at Barclays Bank. The question of banking is considered at each Financial and General Purposes Committee meeting as the Council looks for better deposit interest rates. Four councillors are currently signatories. In accordance with Council’s financial regulations any two of the four must sign each cheque. No changes have been made to the listed signatories.

Budgetary controls The Council prepares an annual account in support of its precept.Very few large variances have been noted. The main amounts are listed within the Wages, Expenses and Administration and total saving of £9,904.66 against the budget. In 2010 for the first time the village was entered into East Midlands In Bloom. The Council set aside an amount of £3000 to support the entry. Fundraising by Parishioners raised an additional sum of £2,936.20.Income has been received including a £400 grant from L.C.C. For Hedge Plants : £133 from Deeping Lions and £500 from DSJ United Charities for an allotment now managed by Age Concern.With effect from 2011 the Council now has a Reserve of £48,693. this includes under spend across the board, £10,000 brought forward in respect of the Cycle Path and £1,250.00 for DSJ in Bloom 2011 / 2012Actual expenditure against budget is reported at least quarterly to the full Council.

Income controls All income is properly recorded, receipts issued where necessary and promptly banked. Throughout the year, as reported before, apart from the allotment renewal, only small amounts of cash and cheques are received. These are banked regularly.Small amounts of Petty Cash are kept on the premises in a locked cash tin. Last years precept of £89,144 was correctly recorded. £44,572 is recorded as being paid on 20th April and £44,572 on 12th October 2010.The precept for 2010/2011 has been set at £89,144, no increase on the previous year. The Council received payments from SKDC of £1,524.00 for community cleaning of amenity areas. In addition in this accounting period £1,157.12 was received for the Parish Paths partnership and included 50% of the cost of grass cutting on the Riverbank. £6.14 has also been earned on the Deposit account. It is noted that the interest on the deposit account continues to be very poor. Other accounts have been investigated but no suitable alternatives found.

Risk Management arrangements

A scan of the minutes to date does not identify any unusual financial activity.From reading the minutes it appears that no program of risk assessment has been in place for the last year. This was a change on previous years and may be something that the Council would wish to consider implementing.Insurance cover provided by Aviva is now in place. It is minuted that this will be reviewed in 2011. Internal financial controls are documented. Full risk assessment has been undertaken at the cemetery and is ongoing. Whenever possible daily assessments are undertaken at the skate park. The children’s play equipment near the Cemetery is the responsibility of South Kesteven District Council. Any safety problems reported to the Parish Council are either dealt with by Council employees or reported on to SKDC.

Bank reconciliation Bank reconciliation is carried out monthly , by the Book keeper on receipt of current account statementsStatements on the deposit account are received quarterly. Interest rates on the account were shown as 0.05% on the last quarterly statement.

Assets controls The Council keeps an asset register of all material assets and they are insured at replacement value. The register is regularly updated and the Telephone Box valuation has increased to reflect the new display boards. Additions this year have included the Barrier Baskets, Horse Trough, the Maintenance Workers shed and compound gates. The updated list, as at 31st March 2011, will be passed to Insurers shortly.The Council has no Investments apart from the Deposit Account with Barclays Bank.

Year End Procedures Year–end accounts are prepared on the correct accounting basis. (Income and Expenditure)There is an audit trail from the underlying financial records to the accounts.Creditors this year are shown as £ 1,396.13.Debtors this year are shown as £ 1,029.48Ear marked funds of £1,237.00 are held for DSJ in Bloom Budget details have not yet been checked and signed.

Payroll Controls No payments have been made to the Clerk and assistant Clerk apart from salary and reimbursement for expenses. The Council as an employer properly operates both PAYE/NIC. The Council has agreed that payment of salaries and deductions such as Tax, NI and pension contributions may be made in accordance with the payroll records and on the appropriate date, provided that each payment is reported to, and ratified by, the next available council meeting. At their meeting on the 25th November it was agreed that in future salaries and wages of the Clerk, Assistant to the Clerk and Maintenance worker should be paid by monthly standing order on or around the 24th of each month (item 104.00)With effect from 1st April 2010, the day to day control and payroll was passed to the newly appointed Book Keeper CTAX ManagementWith effect from April 2005 the Council has used electronic filing for Payroll as is now obligatory.

Best Value The Best Value Policy was last updated at the Finance and General Purposes Committee meeting in July 2008. As of June 2010 this is no longer listed as a requirement in the Governance and Accountability Document for Local Councils

Other Matters The Hall Meadow Estate Charity (No 247375) had a bank credit of £1,130.34 at 28th February 2011 and all accounts have been completed.At the meeting of the Allotment , Footpaths and Open spaces Committee on the 17th February the clerk reported that Drainage Rates had been inadvertently paid by the Hall Meadow Estate instead of the Council for the four previous years. A total of £85.28 has been reimbursed to the Charity by the Council and this was minuted at the full council meeting on the 24th Feb. Item (149/11)At the same meeting it was agreed that, as the lease had not been reviewed since the end of the agreed term in 2003, the Council would contact the PCC and the Hall Meadow Estate to agree a Lease of 20 years with 5 yearly rent reviews.The Charity Commission return was received by the Charity Commission on the 22nd December 2010 having been made on line. Proceeds from this charity are now applied and administered by the Allotment Committee. All Councillors are Trustees of the Charity and the last years accounts was presented at the Annual Parish Meeting on the 12th May 2011. The bank interest is accredited correctly. As is required, by way of agreed rent, a set amount is paid annually to the Parochial Church Council. In April 2010 a variance was discovered whereby Drainage Board and Water Bills had been paid from the Charities income in error. This has now been corrected.Over the past year a number of casual vacancies have occurred. As, in accordance with L.G.A. 1972 schedule 39 a By-election was not required, in each case all applicants were invited to interview. As a result, on the 29th April 2010, Michael Pagella, Colin Gamble and Lesley Coulson, were co-opted onto the Council. All three have attended the recommended training course. The Parish Council also recommend that existing Councillors attend refresher training sessions.At their meeting on the 28th October 2010 (item 91/11) it was considered and agreed to confirm the appointment of the Acting Clerk and Assistant Clerk on a permanent basis.

As agreed at the Finance Meeting on 26th May 2011 I will sign section 4 of the Annual Internal Audit Report for 2010/2011.

When making the suggested checks it has always been possible to verify everything easily and find a paper trail.

Carol Precey

F&GP ANNEX 2Notes Of Presentation By C Beckett, Head of Deepings School

F& GP 26 May 2011-05-31

There are two types of Academy Status.First type as used by Thomas Deacon, Peterborough and St George’s, Sleaford – when they were declared academies by putting good school s with failing schools – funds being provided by Government to put the schools together, an industrial sponsor was also required.The Second, and current, type is under the latest government scheme where good and outstanding school s can opt away from Local Authority control – and it is now open to all school s including primary schools. Some schools e.g. Arthur Mellows have made the change already. The result is that as more leave the Local Authority – service and support declines.

Converting means money, freedoms and worries. Currently only limited capital funds available - £23k this year- with significant cuts in place across 6th form and especial needs. The school is currently in the black and they have sufficient funds to see through the year.

If the school converts they could receive an extra £650k to cover the costs currently provided by LCC e.g. Insurance, payroll, HR. The school then has the option to shop around for a better deal.

It is not known how long the additional funds will be provided for, but if the school stays in Local Authority control money will be reduced and support services diluted.

If a conversion takes place, the commitment is a minimum 7 years.

Many of Lincolnshire and Peterborough school ms have converted, Deepings school is the only mainstream school in the south of Lincs not to have change. The Deepings approach is to go steadily – nothing is set in stone yet pending funding agreement for around August / September.

When considering options the Governors had to consider going as a stand alone school or as a Multi Academy trust – with all risks considered.

After looking at the benefits of a trust – CfBT was decided upon. (Some trusts could actually wipe out the extra income through their costs). The part of CfBT being joined is that for Multi Academy trusts not the part that does work for LCC. They give support, legal aid, procurement, finance etc. A membership fee has been negotiated in Deepings School favour as it is seen as a low risk due to its outstanding status. The Service Level Agreement contains an exit clause in case the school needs it. CfBT has an emergency fund which academies can access if required.

Energy / Water – 18 months ago the school adopted a Solex energy reduction scheme, the new build has reduction schemes built in, IT is now set to turn off automatically, upgrades and refurbishments have installed efficient lighting. One item still outstanding is 50 year old windows in the main block and is one of the first things to be considered if academy status is achieved.

3 Issue need to be resolved now1. Successful consultation2. Agreed SLAs with all parties3. A successful outcome for the School and Community concerning the Leisure Centre.

The additional funding of approx £1m over the next 3 years is not much but if the school stays with LCC then it will go backwards and be in deficit within 2 years, currently SEN funding has changed and reduced. New teachers will be required to deal with forthcoming changes to leaving age of 18 years.

They will continue to work with primary schools with or without academy status.

SEN – this would go backwards if academy status not obtained.

Parking – the new development will actually result in an increase in parking during the school day as the area was not previously a daytime car park. They are looking at working with the Rugby Club for better access for everyone with a new entrance, turnaround area for buses and an overflow car park.

It is felt that Academy status is the only way – even though it is being railroaded into it as staying with LCC the outlook is not good, it is sad that this has to be done and it is felt not to be the fairest system.

On the question of accountability – part of the SLA with CfBT is an annual assessment across many heads, league tables will still exist and OFSTED inspections will continue.

The CfBT has other benefits e.g. as backers for capital bids and access to that capital. It is a possibility that part of the deal is that either the head or chair of governors will become a trustee of CfBT.

Enclosure 5

Monthly Accounts For Payment June 2011

The following accounts are presented for payment. * indicates payment has already been made.* S/O T Clare Monthly Wages & Car Allowance £ 460.09 * S/O S Ashby Monthly Salary, less Tax & NI adj. £ 1,190.98 * S/O J Fortnum Monthly Salary £ 348.43 * 41 British Telecom rental and useage in May Paid by Direct Debit £ 50.12

*42 Steve Fisk Mow and litter pick parish paths and Millennium

Wood £100.00

* 43 Gary Curtis Newsletter Design and 3 posters £80.00* 44 Burnley stone and slate Ltd 1 reclaimed stone trough and delivery £450.00* 45 Susanne Hoadley reimbursement of plant purchases £83.49

46 Enigma Warden Patrols for May 2011 £ 1,050.00 47 A&M Print Ltd 1/4 page advert, delivery of advertiser and

leaflets £ 55.20

48 A&M Print Ltd Parish Council newsletter £ 246.00 49 Office Depot Brother and HP cartridges £ 149.14 50 Mrs J Stevens Plants for DSJ in bloom 2011 £ 29.68 51 Prentice Brothers Monthly Community Skip Charges £ 240.00 52 Branch Brothers 2 bags of bark and 1 watering can £ 163.40 53 Branch Brothers 6 bags of mulch bark, 1 bag of bark & 1 bag of

grass seed £ 137.57

54 E-ON UK Parish Lighting Maintenance quarter ending 30/6

£ 12.31

55 ESPO Various stationery £ 15.11 56 E-ON UK Annual energy charge for BT red telephone box £ 20.48 57 Shanks Waste Management Monthly Skip Rental & Emptying for May £ 107.21 58 Anglian Water Water usage from 2 December 2011 to 31 May

2011 £ 351.24

59 Malc Firth Landscapes Ltd Ground Maintenance at Wood y Heights and River Bank for May

£ 162.00

60 S Ashby Honda replacement strimmer head from Mower Magic Ltd

£ 32.40

61 The Deeping St James Priory Church Hall

Use of the Church Hall on 31 May 2011 £ 40.00

62 Mrs C Precey Internal Audit for 2010-2011 accounting year £ 100.00 63 Office Depot (UK) Ltd A5 Paper, 2 Letter Trays, 2 boxes heavy duty

black bags for dog bins, 1 box of heavy duty bin bags for dog bins

£ 95.32

* 64 Madcaps Cost of running July 2011 play scheme £ 3,500.00 * 65 Ann Taylor Reimbursement for plant purchases £ 67.54 * 66 M Fleming Reimbursement for plant purchases £ 27.40 * 67 J Stevens Reimbursement for maypole decorations £ 23.94 * 68 S Hoadley Reimbursement for 3 bags of bark £ 15.00

69 S Ashby recycled cloths graffiti gum graffiti wipes £ 40.50

*70 British Telecom Telephone usage from 16 May to 14 June 2011

Paid by direct debit £ 50.58

71 Steve Fisk Mow and litter pick Millennium Wood and Parish Paths and mileage for collection of Box Plants

£ 105.85

72 Ian Beardsley 3 cuts of New Cemetery, 2 Cuts of Old Cemetery, 1 strim & weed killer

£ 590.00

73 A&M Print Ltd 2 Bespoke Adverts on 22/04 & 24/06 £ 72.00 74 Double Yew Nurseries Ltd 20 Buxus Sempervirens (Box Plants) £ 72.00 75 S Ashby Trophies - 2 for allotments & 5 for In Bloom £ 32.73 76 Lovedale Gardens Installation of Stone trough and 5 railway

sleepers £ 376.00

*77 Anglian Water Cemetery water use 24/12/10 to 21/06/11 - paid

by direct debit £ 30.83

78 ESPO Stationery order invoice 9882358 17/06/11 £ 33.26 79 T Clare Mileage Expenses £ 69.30

80 Petty CashPostage £ 37.23Petrol £10.00Key for The Cross £2.50Trugs for in Bloom £7.98Graffiti remover £8.46Mobile Phone Contribution - £5.00

£ 71.17

81 S Ashby Mileage Expenses £ 8.37 82 LCC Employee & employer Pension Contributions £ 512.74 83 HMRC Employee Tax , Employer and Employee NI £ 1,154.99 84 The Rose Inn Parish Walk Refreshments £ 40.00 85 S Ashby Parish Walk Refreshments @ The Goat £ 60.00

Total Accounts for Payment £ 12,724.37

Enclosure 6Deeping St James Open Public Meeting Tuesday 31/5/11 @ 7.30 pm

Removal of the Stagecoach Bus Service from Deeping St JamesPriory Church Hall, Deeping St James

In attendance were over 140 members of the public, MP, County Councillors, Parish Councillors and representatives of Delaines buses.

The meeting started with Parish Council Chairman Phil Dilks thanking everyone for attending.

Introductions were then made of Parish Council Vice Chairman Andy Pelling, other Parish Councillors in attendance, County Councillors W. Webb, R. Davies and M. Exton, Delaines representatives – Anthony Delaine Smith and Ian Delaine Smith. John Hayes MP was expected to attend once an earlier meeting had concluded (John Hayes arrived @ 8.30). Stagecoach had declined the opportunity to attend.

Cllr Dilks explained that Stagecoach had provided a bus service for many years, that many people relied on the service which had then left suddenly before people really knew what was happening - the closure having simply been announced in the press. The purpose of the meeting was to discuss the problems caused by the ending of the service.

The meeting was then opened to the floor to invite comments on the problems and impact on the community by the withdrawal of the Stagecoach Service.

The issues raised are detailed blow:-

• It is now difficult to get to the Health Centre as the first bus there is around 10.15 when the surgery opens at 8.00 to 10.00 in the morning.

• It is difficult to get to work in Peterborough now there is no early bus• As you have to change buses to get to Peterborough there is more to pay in fares. It is now more difficult

for children to go to school in Peterborough (especially if asthmatic)• To travel from Peterborough to visit family in DSJ now takes 3 buses and is more expensive• The early service was used to get to work by many – some of whom now have to walk from Eastgate to

Horsegate this will be difficult in winter.• The service needs to be earlier in the day and later at night to allow workers to travel to Peterborough• The less able are unable to walk from the Cross to Horsegate (a solution could be Call Connect service

but many at the meeting were unaware of this service)• Can the Delaine Service 102 divert around the former Stagecoach route• Delaines were thanked for stepping in, a solution to complement that service is needed.• Later buses were needed for Saturday services to Market Deeping and Peterborough• Those who are disabled are unable to walk as far as Horsegate• Many people have expressed concern over their loss of independence• Petrol prices are rising, car parking prices are rising, greener forms of transport are required and the

stagecoach service has been taken away for national political reasons• The stagecoach service was unreliable and often breaking down so people started to avoid using it. A

reliable service would attract more users.• The morning bus was often standing room only• Delaine stepping into the breach is appreciated but the number of users will determine its future• Peterborough is now cut off from parts of the village.• Many people have concessionary travel passes – the reduction in the amount paid by central govt is

effectively a cut in subsidy• Although it was a commercial decision to end the service, there are quite a few services that are

subsidised. How are these subsidies decided – the Parish Council has never been consulted over subsidy allocation- could the subsidy be rebalanced to provide a service.

• Can children use the call connect service to get to school or can people use it to get to work?• There seems to be a heavy subsidy paid on the Deeping to Spalding Service (on a show of hands many

people showed that they used this service)• Whilst 3 buses an hour travel to Peterborough from the Deepings, these services mainly run from Market

Deeping.• Some decisions about where children are educated were taken on the basis of what buses were available• People moved to DSJ on the strength of available buses.• Market Deeping has three buses to Peterborough an hour, DSJ has none.• The lack of bus services will impact on property prices.• People have lost their independence as they are unable to get out to Peterborough• Is there any practical way for a bus in the morning and afternoon for workers to use.• Call Connect seems to be the County Council’s best kept secret.• DSJ has lost the direct service to Peterborough• There are a lot of buses in Market Deeping, a lot less in DSJ

• Could the localism bill be used as a way to hold a referendum on bus services.• The Stagecoach service was poor which is why the numbers reduced as some would walk to Horsegate

to use Delaines instead• A good service will be used.• There is concern about children leaving school this year - how will they get to work, look for work, or

attend the Jobseekers service• Some of the new service is poorly used but it doesn’t connect with the Peterborough service

The level of subsidies paid to other services in the area were reported especially the Call Connect services operated by Translinc which in Bourne received £63,500 pa, Stamford £125,000 pa and Stamford/Bourne additional service which receives £54,000 pa. A subsidy of £50,000 is also paid for the Market Deeping to Spalding Service.

Deeping St James users of the Call connect service were reported as 64 in January, 66 in February and 81 in March

It was also reported that the average number of users per bus journey in Lincolnshire is 22, that following contact with a number of local bus/coach operators an estimated cost to hire a coach to travel to / from Peterborough each day to get people to/from work was approx £200 equating to £1,000 per week and £52,000 per annum. One operator had indicated that they may be interested in talking about a get to work service

Cllr Dilks felt that quite a few things had come out of the open session especially about subsidies and he would be interested to know when these are reviewed and whether it would be better to move some of the call connect subsidy to a DSJ Service. What road blocks needed to be removed?Delaines were thanked for their service as without them there would be no service at all through DSJ. The question was asked though as to whether anything could be provided for getting to work or school.It was good to get feedback on what the Parish Council could do e.g. give support to a local bus, but it is a lot of money for the Parish Council to think about and there would have to be much more and wider consultation before the Parish Council could commit to any funding issues. At the moment the Parish Council could lobby for rebalancing the subsidies.

County Cllr W Webb – Portfolio Holder for Transport made the following responses.• DSJ is now part of the call connect service. This is a Flagship service across the County .It is not in

competition with Delaines and cannot take customers away from them.• Stagecoach made a commercial decision to end the service as there were not enough users, it was not a

political reason. If all those present at the meeting had regularly used the service it would probably still be running. The average no. of passengers on the withdrawn service was 20

• LCC still have to pay for bus pass users. This is government funded at £6.8m, but the actual cost is £7.1m – LCC pay the difference.

• 24,000 children are bussed to school across Lincolnshire via service buses, mini buses and coaches – but Call connect cannot carry school children.

• The budget for bus subsidy used to be £5m it was now only £4m and there is no additional money available. It is demand led and reviewed annually

• The budget is set annually – it was reduced this year – and there is not enough to go around – if subsidy is given in one area another area loses

• Call Connect is an excellent service.• A lot has been learnt from the meeting, he will take away what has been said “We Will Listen”

County Cllr R Davies – chair of the Transport Scrutiny Committee made the following responses• He is the Lincolnshire rep of the National Transport Consortium and reductions in Bus Operators Grant

will hit all providers hard and cuts of 25% have been made across transport. Bus subsidies are reviewed annually with every route looked at. DSJ is served by a subsidised service to Spalding – it is unknown if this could be switched, how popular would any new service be?

• To proceed, a volume assessment needs to be carried out – perhaps some form of trial facilitated by the Parish Council to see how much usage and to see if there was scope for moving subsidies around. If there is a need it could be looked at next year when setting the budgets.

• When questioned on if a trial was successful then there would be no subsidy, the response was that there is a matrix of user numbers as there could be a subsidy for a busy service as busy does not mean profit.

• The Deepings is a small area in the south of Lincolnshire which has had £80m pounds spent on road building nearby and it is ahead of other areas in the County.

Anthony Delaine Smith made the following responses• The concessionary fare reduction is a national government decision not LCC. This has been reduced

from 61% to 44%.• Delaines only run commercial services• There is a fine balancing line as a Local authority cannot run a subsidised service against a commercial

operator.

• There are 3 buses per hour from the Deepings – the 102 going to parts of DSJ every 30 minutes at peak times and services at evenings and weekends including a Sunday Service. This compares very well with services in Lincoln, Boston, Grantham and Spalding.

• When Stagecoach with drew additional journeys were put on including retaining a DSJ loop on a Sunday without subsidy. Their competitor is the car driver.

• The service by stagecoach around Church Street was not viable – it takes too long to go around by the cross.

• Other villages served by Delaines have further distances to walk to the bus than DSJ e.g. the cross to Benedict Court bus stop is 0.62 miles.

• Delaines realised the potential for a service to Tescos and the health centre – mostly via the diverted 203 service – figures are disappointing so there is a question over sustainability (he was surprised to hear what the doctors surgery hours were when compared to the bus times)

• They have served the Deepings since 1923 and take pride on their reliability. If they withdrew from DSJ it would actually benefit users further north who would then receive a shorter journey.

• They cannot divert the 102 service as there would be problem with other users, there may be an option with a change of vehicle but….

Ian Delaine Smith made the following responses • 3 buses per hour are run from Market Deeping to Peterborough, the children who go to school in

Peterborough only have to walk the equivalent distance of attending the Deepings School.• Stagecoach took the service away as there were not enough numbers. The government do not care

about bus services e.g. reducing concessionary fares compensation, reducing fuel duty rebate – buses pay more for fuel than airlines, boats and trains.

• The stagecoach early morning bus service had been checked out and it was surprising how few travelled the route.

• He also addressed John Hayes MP about rural bus services as he felt that successive governments do not seem to care about bus services or people. Stagecoach left due to reductions in concessionary fare support – if everyone had to pay a fare there may still be a service. The government doesn’t help with fuel rebate being reduced – if there were less cost there would be cheaper fares and more services

• If a morning service was provided, what time is it required – if 7.30 there is a 7.25 from Horsegate

John Hayes MP – responded as follows• Thanks were given for his invitation to the meeting. Buses needed reliability, frequency, accessibility and

affordability. He was aware of the situation across Lincolnshire and the background to concessionary travel changes the commercial reality of services. The County Council is stretching its funds more thinly, fuel subsidy has changed and all bus routes and companies rely on numbers of people who use them.

• He proposed that he could lead on the issues with a small group to sit down with the County Council to look at subsidy and rebalancing – most people seem to want to go to Peterborough for work, education and leisure time. The group to then sit down with Delaines to consider if any minor changes are possible and there might then be chance of a more accessible service with shorter walking distances to a service as there seem to be a disproportionate number of users with access problems.

• In terms of Government fuel duty subsidy it is true that the regime has changed – ironically in part due to funding concessionary fares, he is happy to make the case to the Minister Philip Hammond MP, if people are happy to commit to working with the Parish Council on this matter.

• A further public meeting could be called to provide the outcomes of the proposed meetings

County Cllr Mike Exton responded by saying he would lobby at the County Council and he will support John Hayes. He has spoken with Call Connect who are happy to come and talk to any group about their services.

At the conclusion of the meeting Cllr Pelling suggested that those with mobility issues should consider giving Call Connect a try as an occasional serviceThere had been an unfortunate degree of animosity towards Delaines but it needed to be remembered that Delaines have not withdrawn any services – they have provided additional services. It was stagecoach who withdrew the service.

Cllr Dilks thanked everyone for attending especially the MP, and County Councillors.

The meeting ended at approx 9.30 pm.

Enclosure 6 Contd..

Comments from the Public at and following the Bus meeting of 31/05/20111 Both the Councillor and Mr Delaine Snr showed their ignorance of the geography and

demographic mix of the population by attacking residents of DSJ for not being willing to walk a mile or two to nearest suitable bus stops. The Councillor told us, frequently, how important he is in the planning and funding of our so called services , whilst our experience is being ignored on so many issues by SKDC. Elderly/disabled people need access to shops/doctors/hospitals from early morning to evening. All the current routes require a good walk to reach a stop – we are not asking for door to door – we do need and want access to Peterborough and Market Deeping. It is an important destination for us here: hospitals, railway, bus station, shops not least work places schools and colleges.Personally I used the bus from the Cross to Peterborough daily to work for several years. When needs changed I drove my car. Now retired and with some health issues I rely on bus services more and more. As with all people I know we walk daily for pleasure - BUT not carrying heavy bags , health doesn’t allow. We do need access to GP before 10.15 or to Peterborough Hospital where many of us have regular appointments – or just to go out for fun for the day. There is no denying that Delaines have a time, clean service with well groomed drivers , that is not an issue. On hearing their comments on Tuesday one wonders if they want to continue offering a service at all if it is such a costly chore! I am sure others would wish to make as good a living as they do out of it.Mr Hayes as always was well informed and to the point . I hope he will take back to the Government he represents what the cuts mean to ordinary people; loss of services, independence and well being. As for the service as it stands “like for like” it is not.I do however appreciate his coming to the meeting and thank the Committee for their work

2 My concern is that when I have to attend the Hospital there is no bus direct to the Queensgate. This is a real problem to many of the older generation.

3 £6.40 Parnwell and back £3.50 Peterborough £9.90 in total from Parnwell to Deeping Centre for 1 person Subsidise Delaine so it is affordable

4 I am sure over 60’s would gladly pay £2 return to Peterborough rather than do without a bus Put the age of free travel up to 70 as there are a great deal of over 60’s working and can afford to pay

5 Re looking at money going towards buses to Stamford and Spalding – We want to get to Peterborough

6 Shaws encouraged to use some of subsidy to look at a DSJ service 7 I wondered what the black clouds were – it must be the carbon footprint

All power to your elbow – but I don’t hold out much hope 8 Delaine can/could follow stagecoach times and route and if they are good they will get bums on

seats 9 I work for age Concern and I know how important it is for the elderly to maintain independence.

This contributes to good health and well being and makes a big difference which in time will have a knock effect on the health service.My Son is also affected as he uses the bus from Church Street to Peterborough and then on to Parnwell and this cost has now increased.

10 We need our bus returned The loss of the bus has affected a very large amount of people

11 I have lung disease COPD and am finding it quite hard to walk the 20 minutes to catch the 102 to Peterborough from Manor Way. It would be better if we had the hourly service from Broadgate Lane

12 102 – No longer goes to Bourne via Horsegate and it has been found by travelling the new route – catching the 101 to Bourne there is a lot of waiting around, the return journey also leaves much to be desired – a very long walk from Market Deeping to Deeping St James!

13 I am quite happy y to pay something towards my fare if it means a straightforward journey to Peterborough from Broadgate Lane.I am sure most of us would be happy with that I am happy with a 2 hourly service as long as it is straightforward and doesn’t mean changing buses, it is not so much the journey in , it is coming back with shopping , its a long walk from Benedict Court. Walk took me 15 minutes last week that’s without shoppingHave not heard of Call Connect

14 I work locally so only use bus route to Peterborough intermittently and am able to walk to Horsegate (at moment). Delaine offer a good service, however, having listened to discussion the overwhelming need appears to be for an early morning and evening route serving this end of the village. I also query the amount of subsidy for Call Connect (of which most people were unaware!!). what would happen if everybody applied to use this service? How many people would actually be able to use this? Surely it is a limited service.

15 Relatives in Stanground now. Delaine then Peterborough to Stanground costs £7-8 per day. I am unemployed

16 We pay for our school child’s bus fare so that should be taken into account not dismissed because they go to school away from nearest school. Also children are the future bus users. At 7.30 I used to catch a bus and it already has about 10 people on and before Northborough its already full.

17 I am writing to provide my own comments from the meeting held on 31st May 2011, that I attended with my father. A few things I would like to comment and suggest are:I would like to see a bus become more regular in our area and not be restricted to just the stop along Horsegate. As was pointed out last night some people have difficulties walking to this stop and although Mr Delaine said when you get to Peterborough that distances are further to the market etc, my view on this is that if someone was to need to sit down there are benches provided for them, if they needed to rest for a while before continuing to walk. Personally I would like to see a bus leave at 7.30 and The Cross and then leave Queensgate at 4.30; it would be interesting to see if Delaine or Shaw’s for that matter to be opened to new ideas, as I felt last night Delaine were negative to any new suggestions to their service. To start Call Connect cam as a surprise to me didn’t know it existed and feel this should and needs to be more published as Judy Stevens rightly pointed out. To think of all the money that is being ploughed into this and it is going to waste is shocking as it is highly unused and could prove popular if notices were put up say in the bus shelters that residents often walk past, shops and supermarkets such as Sam’s on Rycroft Avenue.I not only speak upon myself with these issues but in behalf of my family and residents with whom I converse with in the area, as I’m sure you will agree with the turn out for last nights meeting this is something that cannot be ignored.I look forward to the further progress made on these issues, and would like to personally thank the Parish Council for holding this meeting, it was greatly appreciated.

18 Many thanks indeed for the comprehensive minutes of the meeting on Tuesday last. Hopefully something useful will result in due course particularly in respect of apparently unbalanced subsidies. I am not surprised that numbers using the 203 service are low. It is so unattractive that my wife and I have not used it and are unlikely to in the future although we were regular users of the Stagecoach service to get to Peterborough both for shopping and to catch trains. I expect Delaine will soon withdraw it as being unprofitable so we will be back to square one! It is ironic that the residents of Northborough and Glinton still have their three buses an hour as before and they are not even in the county.

19 Thanks for the notes. I thought it went very well but having thought about it a bit more I have the following observations which may or may not be helpful;1. The main people with a problem are the old and less able who cannot walk to Horsegate to catch the Peterborough service.2. The unannounced withdrawal of the Stagecoach bus has resulted in two services being lost;a) Local village service for shopping, doctor etc.b) DSJ to Peterborough for work, station, shopping, hospital, leisure etc.3. Delaine acted very quickly to solve a) by diverting the Stamford service but if feasible the timings could be improved.4. Delaine made it clear that they do not believe the Stagecoach route was feasible due to time constraints so instead of looking at diverting an existing service I think the team should start with a blank sheet of paper and look at how to provide a service from DSJ to Peterborough.5. Although DSJ didn't provide a large number of people on the Stagecoach route, by the time it got to Peterborough it was often full. having filled up in Northborough and Glinton. Delaine recognised this as when the service was withdrawn they increased the number of buses on the MD to P'boro route. Maybe some of those extra buses could be moved to a new service to provide a DSJ to P'boro service? (the local village service already being provided by the Stamford bus).6. The Spalding service is subsidised yet I suspect more people are interested in getting to P'boro than Spalding so there is an argument to subsidise a P'boro service, or shift some of the subsidy.I hope the team are successful in finding a solution promptly as the longer the status quo exists the less likely it is that a solution will be introduced

20 Whilst I do own a car at present I have tried to use public transport since retiring 3 years ago. I use National Express coaches and British Rail to visit my 93 year old mother in Lancashire and my 3 children and grandchildren who also live away. This has been made increasingly difficult with a 20 minute walk to Horsegate, carrying luggage, to catch the Delaine bus to Peterborough. To maintain fitness I also frequently walk to Market Deeping and would catch the bus home. I now find myself walking both ways with a rucksack of shopping.The impact of getting to Peterborough City Hospital is concerning.

Enclosure 7Minutes of the meeting of the Deeping St James Allotments, Footpaths and Open Spaces Committee held on Thursday, 16 June 2011 at 6.30 p.m. at the Allotments.

Present: Councillors Baxter, Blessett, Pagella and Stevens and the Clerk S Ashby.Also present were representatives of the Allotments Assn – Alan Bulmer and Geoff Hurst.1.12 To elect a Chairman

It was proposed by Cllr Blessett, seconded by Cllr Pagella and agreed that Cllr Baxter would be Chairman for the year.

2.12 To receive apologies for absence.Apologies were received from Cllrs Pearce and Thompson

3.12 To receive declarations of interest, if any.There were none

4.12 To adopt the minutes of the meeting held on 17 February 2011. These were agreed.

5.12 Matters arising not considered elsewhere on the agenda.The Clerk reported that the bench had been installed at Thackers Way Children's Play area and that trees, hedge plants, owl boxes and bat boxes had all been delivered, planted and installed in February 2011 and the grant from LCC had been paid in full.

6.12 To inspect the Allotments and the Allotment site (including the entrance gate and boardwalk on Plot 32) and make recommendations to Council. • Entrance gate – it was agreed that the AA would look at alternatives / replacements for the gate

and report back to the Clerk. It was also suggested that the side bars were replaced with close board fencing for additional security.

• It was agreed that the AA could cut back hedging near the entrance to provide a better view for exiting the site.

• Plot No 5 – it was agreed the Clerk would contact the plot holder to see whether the work that had been started would be completed and what the future intentions are.

• Plots 7 & 36 – It was agreed that no action would be taken at present providing that the plot holder gave up one plot later in the year (September) and moved plantings from one to the other.

• Boardwalk – it was agreed that the AA could replace this with bark / wood chippings up to £150.00 in consultation with the Clerk, and that they would replace a couple of the broken boards to make safe in the interim.

• Plot 30 – It was agreed that a notice to quit should be served, but that this could be reconsidered if needed.

• It was noted that a number of the new hedge plants from the previous year had not survived and that replacements were needed.

7.12 To receive any comments from the Allotments association and make any recommendations to CouncilThe AA issues had mainly been dealt with under 6.12 above. The annual Allotments Show will take place on 14 August 2011 and Cllr Baxter agreed to be the judge for the best allotment plot.A request was made to receive a template copy of the latest tenancy agreement.

8.12 To receive a report on the waiting list and arrangements for the forthcoming renewal.The waiting list for DSJ residents numbered 22 with the oldest requests being April 2010. There are 28 shown on the non DSJ waiting list dating back to 2006.Renewals will be sent out in towards the end of August along with details of any rent increase from 2012 if applicable.

9.12 In light of the proposed increase in Rent Payable to Hall Meadow Estate from April 2012, to consider whether an increase in Allotments Rents is required and to make recommendations to CouncilMembers considered whether an increase in rent should be made to recover the additional rent payable to the landlords or to leave the rent as it stood due to the existing financial climate. No decision was made and this was deferred to be considered by full Council.

10.12 To consider whether the picnic bench at the Millennium Wood should be relocated (Cllr Stevens)It was agreed that the bench should be moved to the front of the Millennium Wood.

11.12 To receive details of a complaint about Footpath no. 14 being diverted and no longer signposted.Details of a complaint about the footpath sign being removed and the path’s “unofficial” diversion around the garden where the footpath originally went were given by the Clerk. It was agreed that the Clerk should contact LCC to push for the re-instatement and retention of the original path.

12.12 To consider a request for a dog bin along Spalding Road.A previous spare bin had been placed on Linchfield Road. A further spare bin could be placed along Spalding Road and it was suggested it was placed near the bus stop at Frognall near the footpath to The Rose.

13.12 Date of next meeting 15 September 2011 (PRECEPT MEETING).Enclosure 8

Minutes of the meeting of Deeping St James Parish Council Transport Committee held on Thursday 16 June 2011 at 8.00 pm.

Present: Councillors Coulson, Pelling and Dilks along with the clerk S Ashby.Also present were Cllrs Pagella and Blessett.

1.12 To elect a ChairmanIt was proposed, seconded and agreed that Cllr Pelling would be the Chairman.

2.12 To receive apologies for absenceApologies were received from Cllr Baxter, Cllr Lindfors-Windsor and Wallis

3.12 To receive declarations of interest (if any)There were none.

4.12 Speeding on Spalding Road – to receive a report from the Clerk and consider the action to be taken.The Clerk advised that since the last Council meeting when speeding had been discussed as an issue, he had contacted both the Lincolnshire Road Safety Partnership and Lincolnshire County Council Highways Office to see what help and assistance could be given. The Road Safety Partnership advised that the most recent speeding survey on Spalding Road near the leisure centre had been carried out in March 2011. The results were • Average daily traffic flow: 4623, • Average Vehicle speed: 34.7mph• % above the speed limit: 77% , • % exceeding limit by 10mph or above: 12.1%

(Members asked if the figures could be broken down into times of day)• The most usual location for the speed enforcement camera was near Broadgate lane but they

would see if an alternative was available further along Spalding Road.• The Parish Calm Scheme was no longer in operation• Extending the School Safety Zone at the Deepings School onto Spalding Road will be put on

the agenda of the next school safety zone meeting in July• Extending the 30 mph limit is an issue for the Area Highways manager• A speed interactive display may be available subject to certain conditions• There are no grants available for a 30mph campaign.

Contact had also been made with LCC Highways Area Manager suggesting:-• extending the 30 mph zone, • fluorescent yellow borders to 30 mph signs, • upgrading existing road markings, • adding to existing road markings, and, • permission to display 30 mph notices in bus shelters.

The response from LCC was a request to set up a meeting to discuss the issues hopefully during July. It was also suggested by members that the 30 mph limit should extend further along Hards Lane, Frognall and that the signage opposite the exit to Frognall, near Darbyshire Close would benefit from being reduced in size as traffic goes elsewhere from Hards LaneIt was agreed that the Clerk should arrange the meeting with LCC and then any members of the committee who are available would join the meeting.

It was also suggested that a request should be sent to the Police Inspector asking for evening speed checks.

5.12 Buses in Deeping St James – action to be taken following the recent public meeting. The Clerk advised that John Hayes MP had arranged a meeting with Delaines Buses on Friday 1 July 2011 @ 12.30 at Market Deeping Town Hall following his constituency surgery that morning. A request had been received for Cllr Dilks to attend. County Councillor Mike Exton had been invited along with potential SKDC Councillor Ray Auger.This issue was discussed at length especially the possibility of having a connecting service / shuttle service from DSJ to meet the Peterborough bus so that people could get to and from work. As Cllr Dilks, Cllr Pelling and Cllr Baxter were unavailable it was agreed that Cllr Blessett should attend the meeting along with Cllr Wallis if available.Any issues concerning subsidy or Call Connect could then be discussed if needed after the above meeting. Feedback would be given to full Council on 28 July or a further meeting of Transport could be called if required.Cllr Pelling also reported about the Spalding Transport Forum which was next meeting on 30/6/2011 when he was unable to attend. This is the date of the next Council meeting.

6.12 To agree the date and Time of the next meeting This was set as Thursday 1 September 2011 at 7.00 pm