Minutes of the Meeting of Market Deeping Town Council
Held on Wednesday 9 th June 2010
at the Town Hall, Market Deeping
Present: | Councillor B Tokens (Chairman) | Councillor Mrs P Redshaw |
Councillor R Howard | Councillor P Cosham | |
Councillor N Neilson | Councillor M Edwards | |
Councillor R Stephenson | Councillor Ms M Tray | |
Councillor W Lester |
027. Chairman's Welcome
Cllr Tokens welcomed everyone to the meeting. As there were no further questions raised at the public session, Councillors resolved to move on to Council business.
028. Apologies for Absence and Declarations of Interest
Apologies for absence received from Cllrs Bell and Broughton. Declarations of Interest were received as:
- Cllr Mrs Redshaw - Grant Aid application (Deeping Show) Item 40 – personal interest
- Cllr Lester – Correspondence from Baxter & King – personal and prejudicial interest
029. Minutes of meeting held on the 12 th May 2010
Members resolved by majority (8 in favour, 1 abstention) that the minutes of the meeting held on the 12 th May 2010 were a true and correct record. The minutes were signed accordingly.
030. Matters arising from last meeting that are not listed on this agenda
- Cllr Edwards asked that a further letter be sent to Cllr Robinson (LCC) requesting clarification as to what responsibility he is taking in relation to correspondence sent from the Town Council to Cllr Robinson in relation to proposed development on Towngate East (Phase 2). Council resolved to contact Cllr Robinson accordingly
- Cllr Stephenson re-affirmed that the locks to the Town Hall office had been changed for security reasons and assured members that a full review of all key holders would be undertaken at the next TH&C committee meeting
031. Committee Reports
(a) Planning - The Council resolved to accept the recommendations from the Planning Committee meeting of the 12 th of May by majority vote. Cllr Howard, having reference to SKDC's probity in planning, took no part in the discussion of planning matters nor did he register a vote.
(b) Highways & Transportation – Cllr Tokens asked members to consider a that a presentation be made to Mr Robert Redshaw, at the upcoming Civic Service, in recognition of the time and dedication he had given to supporting the Council as a volunteer for many years. Council resolved unanimously to make a gift presentation, to the value of £50, to Mr Redshaw. The Council unanimously resolved to accept the recommendations from the H&T committee meeting of the 19 th of May.
(c) Town Hall & Cemetery – Committee members formally resolved to accept the minutes of the meeting held on the 25 th of March 2010. Cllr Stephenson then asked Councillors to consider the longevity of the cemetery and the Committee's recommendations to change the policy on burials in Market Deeping Cemetery . He presented figures to evidence the percentage of non-residents and residents being buried in the cemetery, and emphasised the shortage of spaces left within the cemetery. Members discussed, at length, the way forward and unanimously concluded that changes to the current policy needed to be made. Members unanimously resolved that Exclusive Rights of Burials would now only be issued for 10 years, and that after this period an application to extend the Rights of Burial could be made. Members unanimously resolved that only residents of Market Deeping could be buried in the cemetery from here on in, and that the final Burial Policy would be ratified at the July meeting of Full Council to allow members to ensure all due consideration had been given. The Council unanimously resolved to accept the recommendations from the TH&C Committee meeting of the 19 th May 2010.
032. Reports from County and District Councillors
There were no reports received from LCC or SKDC councillors.
033. Correspondence
Correspondence Full Council – 9 th June 2010 | ||||
No | Received from | Date Received | Subject | Full Council Response |
1 | LIVES | 18.05.10 | Thank you for donation from Mayor's Charities 09/10 | Noted |
2 | Community Lincs | 17.05.10 | Best Kept Village / Small Town Competition 2010 | Noted |
3 | Deepings Community Centre | 19.05.10 | Copy of 9 th Annual Report and Accounts | Noted |
4 | Personnel Advice Solutions | 19.05.10 | Latest edition of the Employment Law Newsletter | Noted |
5 | LALC | 20.05.10 | Notice of date for LALC AGM and conference (16 th Oct 2010) | Noted. Cllrs Bell and Neilson wish to attend |
6 | Phil Jordan, SKDC | 21.05.10 | SKDC Contribution of £360 towards Playscheme | Noted with thanks |
7 | SKDC | 24.05.10 | Request for any agenda items for the next Deepings Forum meeting | Noted – some items have already been sent to SKDC |
8 | SKDC | 25.05.10 | Dog control orders – list of legislated areas in Market Deeping | Noted |
9 | SKDC | 26.05.10 | Review of Polling Districts and Polling places | Noted |
10 | Lincs Police | 26.05.10 | Market Deeping Neighbourhood Policing Team area update | Noted |
11 | LCC | 01.06.10 | Community Risk Register for Lincolnshire | Noted |
12 | LALC | 01.06.10 | Open Source Planning Conservatives Green Paper – Key points for community planners | Noted |
13 | Baxter and King | 28.05.10 | Request to meet with Planning Committee to discuss proposal for the redevelopment and general improvement of Wellington Way . | Invitation to Baxter & King to make 15min presentation at July's Full Council meeting |
14 | LCC | 28.05.10 | Temporary Road Closure of Towngate East for essential maintenance works – Monday 28 th June for 1 week | Noted |
15 | SKDC | 01.06.10 | Brochure containing details of Deepings Summer 2010 activities | Noted |
16 | Resident | 01.06.10 | Questions regarding annual precept | Letter of response to be sent to acknowledge comments |
17 | LCC | 07.06.10 | Travel and Transport Briefing May 2010 | Noted |
18 | Spacewatch UK | 08.06.10 | Request for information (additions/alterations) for the next Town Guide | Letter to be sent to reflect that Council felt the last guide was not satisfactory and it cannot gather appropriate content by timescales given. Letter of termination of contract to be sent. |
19 | Deepings Management Partnership | 08.06.10 | Latest approved minutes from DMP meeting 13.04.10 | Noted |
034. Proposed changes to Full Council Agendas
Cllr Tokens asked members to consider a permanent change of order on the agendas to allow the ‘Accounts to be Paid' item to appear higher on the agenda. Members resolved unanimously to suspend Standing Order No 17 to allow changes to be made, and that the Standing Orders would be changed to reflect the new agenda order. Council unanimously resolved that the ‘Accounts to be Paid' item should appear immediately after ‘Reports' on future agendas.
Members also considered whether to change the agenda item from ‘Committee reports' to read ‘Reports' and that any members wishing to submit reports on events etc should have them included under this agenda item. Members resolved to accept the change of agenda item and that written reports should be provided to Councillors prior to Council meetings, thus allowing members time to read the contents of all minutes and reports before they were discussed at the relevant Council meeting.
035. Committee Membership
Cllr Cosham asked members to consider their membership of committees, and stated that he hoped more members would join committees as there had been recent cases whereby committee meetings had been cancelled due to insufficient Councillors being able to attend and make meetings quorum.
036. PR Matters, including a review of the Town Council's website
Cllr Edwards reminded members that the deadline for articles for the next edition of the Council's newsletter was the 17 th of June, and encouraged members to submit their articles to the Clerk as soon as possible. Cllr Edwards then asked members for their views on the functionality of the Town Council website and any supporting comments. Some members felt that the site did not contain any historical details of the Council or the town, nor did it have any community links. Other members felt that the site was easy to navigate and did not take a large amount of time to search the whole site. Members agreed that all Councillors should review the site, and send comments to Cllr Edwards to be collated with a view to the Council reviewing the way forward at the July meeting of Full Council. Costs of the website and other site templates would also be a consideration.
037. Consideration of planning application S10/1151/FULL
Due to the Planning Committee meeting scheduled for 2 nd June being cancelled, there was one planning application presented to Council by Cllr Mrs Redshaw, for consideration:-
Reference No. | Name and Address | Decision made |
S10/1151/FULL | Mr B Clare Change of use of amenity land to private garden 38 Church Street , Market Deeping | MDTC resolved unanimously to strongly object to this application on the grounds that this constituted a loss of amenity land/open space, and the fencing up to the kerbside would create an enclosed area and a blind corner at the junction of The Avenue and Church Street . MDTC would also request that this application be considered by the SKDC Planning Committee and not dealt with by devolved powers. |
038. Planning results
Cllr Mrs Redshaw presented the following list of planning results that had been received:-
Reference Number | Name and Address | Decision made |
S10/0598/HSH | Mr Simon Heath. 53/55, Church Street , Market Deeping. PE6 8AN. Demolition of outbuildings and erection of detached garage and single storey extensions to form new kitchen and entrance hall and insertion of bay window in relation to the conversion of two dwellings to one. | Approved |
S10/0677/HSH | Mrs J Papadopoulis. 3, Maxey Close, Market Deeping. PE6 8BP. Erection of single storey extension to front of dwelling. | Approved |
S09/2908/FULL | Mr Z Dungarwalla. 88, Church Street , Market Deeping. PE6 8AL. Creation of flat in roofspace. | Approved |
S10/0084/OUT | Mr R Crowson Riverside Garage, 25 Stamford Road , Market Deeping Demolition of garage unit and erection of two detached dwellings with garages | Approved |
S10/0624/FULL | Voyage 20 Towngate East, Market Deeping Erection of single storey flat roofed rear extension to residential care home | Approved |
S10/0801/FULL | Mr I Peters Lake View House, Northfield Road East , Market Deeping, Change of use from domestic garage (C3) to pet crematorium (sui generis) | Withdrawn |
039. Council Financial Records
Members noted the status of the Council's bank accounts as at 31 st May 2010.
040. Grant Aid Applications
Members discussed the applications and some expressed their concerns that Grant Aid was being requested to support too many fund raising causes and not perhaps supporting the community. The following grant aid applications were considered and resolved upon as follows:
The Deeping Show: Members resolved by majority vote to grant £100.
The Deepings Friendship Club for the Disabled : Members resolved by majority vote to grant £250.
The Market Deeping Cricket Club: Members resolved by majority vote to grant £100.
041. Review of Internal Audit process, including revised letter of engagement
Members discussed the Internal Auditor, Mrs Candace Brent, and how she had improved upon the quality of the internal audit process. They were satisfied that any matters that Mrs Brent needed to report to the Council were being done so as soon as possible, and that her reports showed that the Council had responded to her findings. Members discussed a revised letter of engagement that would reflect the internal auditor's current fees as well as clarifying her role as the internal auditor, and resolved that the letter should be sent out accordingly.
042. Addition to Financial Standing Orders to include Civic Allowance regulations
Members resolved that the following would be added to Financial Standing Orders to show the guidance for the Civic Allowance:
New Financial Standing Order | Council resolve that the new entry will read as: |
Civic Allowance | The allowance is to be known as the Civic Allowance, to allow any member of the Council to claim from the allowance if appropriate Receipts would be submitted to the Clerk on a monthly basis to be offset against the advance |
An initial advance of the Allowance of £300-£400 would be payable at the beginning of the Mayoral year to the new Mayor | |
Receipts would be submitted to the Clerk on a monthly basis to be offset against the advance | |
The Clerk will monitor the allowance and when the advance is left with only £75-£100 the Clerk will arrange for another advance to be paid, until such time as the Civic Allowance has been completely depleted. Further advances are payable of £100-£150, and can be arranged for payment without being resolved upon by Full Council | |
If the Allowance is going to be depleted before the end of the Mayoral year, the Clerk will advise the Council accordingly for their further consideration | |
If the Allowance is not used in it's entirety by the end of the Mayoral year, the remaining funds will be returned to the Council's General Reserves |
043. Activation of alarm at Amenities Store (MD Cemetery) 21/05/10
Cllr Howard informed members that there had been an activation of the alarm on the 21 st of May at approximately 1am, and that in the absence of the Amenities and Open Spaces Chairman (Cllr Broughton) the respondent to the alarm had been the Amenities and Open Spaces Manager (G West). Cllr Howard informed members that Mr West was not contractually obliged to respond to the alarm, and as a result alternative options had been explored. Cllr Howard confirmed that, in the absence of the AOS Chairman, he had been invited to attend a meeting with the current alarm providers (BusinessWatch) to discuss what options were available to the Council. Members resolved that these options should now be referred to the AOS Committee, and that the committee would make its recommendations at the Full Council meeting in July for members to consider.
044. Request for Deepings Lions to host a Medieval camp overnight 2-3 July on Glebe Park
Members resolved unanimously to grant permission for a medieval camp to be hosted on Glebe Park as requested by the Deepings Lions. Some requests from the Deepings Lions for banners and boards around the town could not be considered by the Town Council as they did not own the land identified, however the Council did resolve unanimously to allow a banner to be erected on the town hall.
045. Reports from ‘Walking the Footpaths'
Cllr Mrs Redshaw read through her report of the walk she hosted on the 18 th of May, confirming that there had been 92 members of the public on the walk. Cllr Tokens summarised the walk that he had hosted on the 8 th of June, and that despite the torrential weather there had been 22 walkers that evening. Both Councillors gave positive comments on the refreshment provisions hosted at The Vine after their respective walks.
046. Report from the Town Crier competition
Cllr Mrs Redshaw thanked those Councillors who had assisted with the hosting of the annual town crier competition, and reported that the event had been supported again by the Lincoln Waites. She also advised that the Deeping Show had been pleased to host the event.
047. Christmas Market working group formation
Cllr Tokens asked members to consider joining the working group and advised that meetings would either be incorporated into the Highways and Transport Committee meetings or held after these meetings. He advised that plans were under way for the Christmas Market.
048. Community Emergency and Flood plan template
Members resolved that this item should be moved onto the July Full Council agenda to allow more time for the plan to be read in detail.
049. Forthcoming events: Civic Service on 13/06/10, East Midlands in Bloom – judging date 8 th July, Summer Playscheme 2-6 Aug and 9-13 Aug
Members noted the dates and arrangements for the Council's forthcoming events.
050. Mayor's Diary
Cllr Tokens confirmed that he had attended the following events:-
16 th May – Bourne Town Council's Civic Service
18 th May – Walking the Footpaths, Market Deeping
22 nd May - Deepings Heritage Exhibition, Deepings Community Centre
05 th Jun – The Deeping Agricultural Show, Market Deeping
Cllr Tokens also confirmed that Cllr Bell had attended the following events, on his behalf:-
18 th May - Carers' Sitter Service AGM, Stamford
051. Accounts to be paid
Members unanimously agreed to pay the following:-
Items to be agreed for payment, up to 12 June 2010 | ||
Details | Gross cost | Net Cost |
The Box (DJ) (civic dinner) | 180.00 | 180.00 |
Cash - E Fiddy (civic dinner) | 50.00 | 50.00 |
Manna Flowers (civic dinner) | 40.00 | 40.00 |
Eon - Feeder Pillar - Direct Debit | 35.49 | 33.80 |
Deepings Lions - Grant Aid | 600.00 | 600.00 |
Cllr B Tokens - Civic Advance | 400.00 | 400.00 |
Town Crier Comp prizes + refs | 250.00 | 250.00 |
BT Internet Services - Direct Debit | 220.26 | 187.45 |
Rose Plant Hire Ltd | 99.88 | 85.00 |
SLCC - book purchases | 63.40 | 63.40 |
P&H Décor - TH Curtains | 1170.00 | 1170.00 |
ESPO - x 3 invoices | 159.04 | 135.35 |
MADCAPS - Playscheme | 3725.00 | 3725.00 |
LALC - Gov. & Account. | 13.34 | 12.84 |
Anglian Water -Hanging Baskets | 24.92 | 24.92 |
Anglian Water - Town Hall | 96.39 | 96.39 |
Castle Cleaners (Pub. Toilets) | 52.88 | 45.00 |
The Vine -Walking Footpaths refs (18/05/10) | 150.00 | 150.00 |
HSE Books - H&S Law posters | 27.50 | 22.68 |
Ricoh - photocopying | 174.54 | 148.55 |
Gavin Mills - Public Toilet Repair | 35.00 | 35.00 |
B&G Plants - Hanging baskets | 1054.50 | 1054.50 |
Contact Cleaning Services | 15.00 | 15.00 |
Personnel Advice & Solutions (Standing Order) | 117.50 | 100.00 |
Monthly Salaries - Jun(direct debit payments) | 4308.44 | 4308.44 |
HMRC Tax/NI - Jun(direct debit payments) | 1112.38 | 1112.38 |
LCC Pension Fund - June | 978.91 | 978.91 |
Branch Bros Ltd | 58.92 | 53.12 |
Shell UK Ltd (direct debit payment) | 297.64 | 253.32 |
ESPO - x 2 invoices | 82.74 | 70.41 |
A Brent - Cemetery gates (direct debit payment) | 80.00 | 80.00 |
SKDC -Town Hall rent 10/11 | 200.00 | 200.00 |
Roffes Catering (town crier comp refs) | 192.50 | 192.50 |
B&G Plants - additional plants for planters | 30.00 | 30.00 |
The Vine -Walking Footpaths refs (08/06/10) | 55.00 | 55.00 |
Totals: | £16,151.17 | £15,958.96 |
Payments received up to 12 June 2010 | ||
Details | Amount | |
1 x memorial - YOUNG | 85.00 | |
1 x additional inscription - SYMES | 40.00 | |
1 x burial - SHORE | 175.00 | |
Additional Inscription - YOUNG | 40.00 | |
Additional Inscription - SMITH | 40.00 | |
1 x burial - SMITH | 142.50 | |
2 x reservations - SCOTHERN | 277.50 | |
SKDC - street cleaner payment | 754.00 | |
£1,554.00 | ||
052. Matters arising from the Open Session
None.
053. Any other business that the Chairman by reason of special circumstances deems urgent
None.
There being no other business the meeting closed at 10.05pm with the next meeting scheduled for Wednesday 14 th June 2010 at 7.30pm
