held on wednesday 12th at the town hall, market...

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Full Council 12th October 2016

Minutes of the Meeting of Market Deeping Town Council Held on Wednesday 12th October 2016 at 7.30pm

At the Town Hall, Market Deeping

Present: Councillor W Lester (Chairman) Councillor Miss X Collins Councillor R Broughton Councillor P Hanson Councillor C Gamble Councillor Mrs J Sked

Councillor A Brookes Councillor Mrs P Redshaw

As there were no members of the public present, Cllr Miss Collins proposed, seconded by Cllr Broughton, members voted and unanimously RESOLVED to close the Open Session and commence with the meeting of Full Council. Meeting commenced at 7.30pm.

092 Chairman’s Welcome

The Chairman, Cllr Lester welcomed members to the meeting.

093 Apologies for Absence [LGA 1972 s 85 (1)]

Members voted and unanimously RESOLVED to accept Apologies for Absence from; Cllr Miss J Reed and Cllr Stephenson.

094 Declarations of Interest [Localism Act 2012 Part 1, Chapter 7, para 30 ss 1 to 4, para 31 ss 1 to 11]

The Chairman reminded all members to complete the Declarations of Interest book as appropriate. Cllr Lester signed the Declarations of Interest book in regards to agenda items 7 & 8, Personal and Prejudicial Interest.

095 Acceptance of notes of minutes held on the 14th September 2016 2016 [LGA 1972, Sch 12, para 41 (1)]

The Chairman referred to the notes of the minutes held on the 14th of September 2016. The Chairman informed members that under item 83 a) he does not write for ‘The Scene’ publication, this reference was deleted.

Cllr Shelton proposed to accept the notes of the minutes, seconded by Cllr Mrs Redshaw members voted and unanimously RESOLVED to accept the minutes of the 14th September 2016 as a true and accurate record and the minutes were duly signed by the Chairman.

096 Matters arising: Clerks Action Log

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There were no matters arising. There were no questions regarding the Clerk’s Action Log.

097 Reports: - Including reports from Committee’s, County & District Councillors, Neighbourhood Plan, Christmas Market and a verbal update from the Clerk

County Councillor: - There were no reports.

The Chairman invited the following to give an update on their reports (verbal and written reports given):

District Councillor: - Cllr Baxter had sent in a report to all members ahead of the meeting. The Chairman asked members if there were any questions, there were no questions. Cllr Broughton updated members and informed them that he had attended two licencing meetings.

Neighbourhood Plan: - Cllr Shelton had circulated a report ahead of the meeting and informed members that his report will also form the basis for an article for the council’s next newsletter. Cllr Shelton asked if members had any questions, there were no questions.

Remembrance Gardens: - Cllr Miss Collins updated members on progress and arrangements for the Opening and Closing of the Remembrance Gardens which will take place on Sunday 6th November 2016 at 3pm, Riverside Park for the Opening of the gardens, and Sunday 20th November 2016 at 3pm, also at Riverside Park for the Closing of the gardens.

Christmas Market: - Cllr Collins updated members on progress and arrangements for the Christmas Market and appealed for help from members to volunteer at the event.

Christmas Tree Festival: - Cllr Mrs Redshaw informed members that five organisations had made contact to have a festival tree and more were expected. A Christmas Memories tree will also be present in the Town Hall.

Amenities & Open Spaces: - Cllr Miss Collins drew member’s attention to the notes of the minutes dated 21st September 2016, and specifically drew members attention to a request for the council’s support to be involved with erecting a memorial in memory of those who lost their lives in an air crash at Six Score Road during World War II. Members discussed and stated that they are very supportive of the proposed plans for a memorial at Six Score Road.

Cllr Broughton informed members that work on the fence around the John Eve Field will be halted temporarily and will resume after the fair has left.

Cllr Mrs Redshaw proposed, seconded by Cllr Mrs Sked, members voted and unanimously RESOLVED to accept the minutes of the 21st September 2016.

Finance & Personnel: - The Chairman drew members attention to the notes of the minutes dated 28th September 2016 and asked members if they had any questions. A brief discussion took place regarding the criteria and content of items that are recorded in Closed Session.

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Cllr Broughton proposed, seconded by Cllr Gamble, members voted and unanimously RESOLVED to accept the minutes of the 28th September 2016.

Planning & Highways Committee: - Cllr Shelton drew members attention to the notes of minutes dated 5th October 2016, and informed members that he will be writing two articles for the councils newsletter. One article will be regarding car parking at the Deeping’s Centre and the other will be about verge cutting. Cllr Shelton asked members if there were any questions. Members discussed feedback that had been given by residents regarding car parking at the Deepings Centre and separately about the plans by County Council to cease strimming the verges next year.

Cllr Broughton proposed to accept the notes of the minutes of the 5th October 2016, seconded by Cllr Gamble members voted and unanimously RESOLVED to accept the minutes.

The Clerk: - The Clerk gave a brief update to members which included confirmation that the legal compliance process for Auto Enrolment had been actioned on the government website on behalf of the council.

098. Accounts to be paid (i) Accounts and Audit (England) Regulations 2011 Part 2, ss 4 (1) ii) Local Government and Housing Act 1989, SS 66 (4) Cllr Gamble proposed, seconded by Cllr Hanson members voted and unanimously RESOLVED to pay its accounts.

Market Deeping Town Council Accounts to be Paid - Oct 2016

Payee Name

Amount Transaction Detail

Ex VAT VAT Total A & M Print 220 44 264 Adverts for Christmas Market

Bourne TC 50 0 50 Mayors attendance at Civic Din

B & R Fabrication 13750 2750 16500 Railings/posts 200 linear mtrs Halfleet Bookkeeping 82.5 0 82.5 Internal audit

C Gaughan 60 0 60 Public toilet holiday cover Ricoh 187.84 37.57 225.41 Photocopier/printer All Star 35.42 8.86 44.28 Fuel

Deepings Literary Festival 100 0 100 Grant Aid

The Rotary 750 0 750 Grant Aid

Wicksteed 488.25 97.65 585.9 New Dizzy roundabout bearing

Glasdon 64.7 12.94 77.64 Black plastic liners (dog bins) All Star 37.4 7.48 44.88 Fuel

GBSG 57.75 11.55 69.3 Maintenance contract for CCTV

Bates Environmental 90 18 108 Remove 1,000 galls - PK shed M G Skip Hire 200 40 240 Cemetery Skip

Contact Cleaning Services 15 0 15 Window cleaning - Town Hall

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Asset Monitoring Sols 10 2 12 Vehicle tracking BT 106.36 26.6 132.96 Broadband

EON 39.9 2.1 42 Electricity - Park Keepers shed

EON 7.6 0.4 8 Electricity - Feeder pillar EON 67.45 3.55 71 Electricity - Town Hall Personnel Advice & Sols 96 24 120 HR advice

A Brent 64 0 64 Cemetery gates Diligent Cleaning 395 79 474 Cleaning of bus shelters

CEMEX 500 100 600 Dust Limestone (BMX) PGM 194.79 38.96 233.75 Stihl hedge trimmer unit Branch Bros 6.54 1.31 7.85 Wheelie bin liners

All Star 63.57 12.71 76.28 Fuel P G & C Nottingham 15.24 3.05 18.29 Graffiti remover

Cllr Lester 150 0 150 Civic Allowance MDTC 100 0 100 Petty cash AMS 10 2 12 Vehicle tracking Employees 5599.31 0 5599.31 Salaries

HMRC 1373.28 0 1373.28 Tax & NI

WYPF 835.03 0 835.03 LGPS Pension B & CE 58.56 0 58.56 Peoples Pension Total 25881.49 3323.73 29205.22

Income SKDC

91399.5 Scd half precept (notif15/9/16)

Rt Hon John Hayes

15 Room hire fee

91414.5

099. Correspondence to be noted and resolved upon

Full Council Correspondence to be noted. All members have been sent details via

email.

Up to 12th October 2016 Documents held in Clerks office for reference.

No Received from Date Received Subject

- sent to members via email

1 LALC 15/09/16 Open letter form Housing & Panning minister Gavin Barwell MP re: Neighbourhood Planning Bill

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2 Marc Jones 15/09/16 Consultation from Police & Cime commissioner to outline police and crime plan (closed 9th October)

3 Local Government News

15/09/16 Weekly newsletter

4 South West Clinical Commissioning Group

15/09/16 Transforming Care Information Sessions

5 Community Lincs 16/09/16 News & Update Bulletin Sept 2016

6 Larkfleet 19/09/16 Email bulletin – Solving the Housing Crisis

7 Cllr J Stevens 19/09/16 Invitation to Rose Lodge Care Home – First anniversary

8 Rural Services 19/09/16 Weekly Email News Digest

9 Alert 19/09/16 Burglary, Stowe Corner, Stowe Road,, Langtoft

10 Alert 19/09/16 Attempt burglary, Eastgate, Deeping St James

11 Rural Services 20/09/16 Spotlight on older people in rural areas

12 Rural Services 21/09/16 Rural Economy Spotlight

13 Community Lincs 23/09/16 Big Energy Saving Network

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Alert 26/09/16 Neighbourhood Panel Meeting

15 The Deeping School 23/09/16 Weekly newsletter

16 Alert 23/09/16 Vehicle crimes, Market Deeping

17 FoDL 23/09/16 Changes to the loan period

18 FoDL 25/09/16 Murder mystery event

19 Evergreen Trust 27/09/16 The Lighthouse Project

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20 LALC 27/09/16 CEO retirement

21 Community Lincs 29/09/16 Neighbourhood Planning Support Services

22 The Deepings School

30/09/16 Weekly Newsletter

23 Parish Update 30/09/16 September update

24 Rural Services Network

30/09/16 Fuel Poverty

25 FoDL 30/09/16 October Newsletter

26 Alert 03/10/16 Criminal Damage, Deeping St James

27 Rural Services Network

03/10/16 Email News Digest

28 The Rotary Club of The Deepings

09/10/16 The Grimesthorpe Colliery Band, Saturday 3rd of December 2016, 6.30pm for 7.00pm

29 LALC 09/10/16 Email sent on behalf of NHS Lincolnshire Clinical Commissioning Groups seeking views on their proposal to restrict the prescribing of over the counter / minor ailment medicines for short term use

30 LALC 09/10/16 Email sent on behalf of the British Heart Foundation who are seeking volunteers

31 The Deepings School

09/10/16 Newsletter

32 Boston Borough Council

09/10/16 Information only

33 Alert 10/10/16 Theft of number plates, Deeping St James

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Full Council Correspondence to be resolved upon – Up to 12th October 2016

No Received from Date Received

Subject

1 A resident 21/09/16 The previous owner allowed the council to place a dog bin outside their house but he would like it removed. It is well used and smells. Also having an influx of Spanish slugs who breed / feed on dog excrement and believes the bin is encouraging them.

MDTC response:

Members discussed and agreed to remove the bin and store it to keep for future use if required.

Members also noted that SKDC allow dog waste (bagged) is now allowed into the general SKDC waste bins.

2 Scouts 06/10/16 Correspondence from the Scouts seeking support from MDTC regarding the Youth Club. £5,000 for next year's budget planning.

MDTC Response:

Members discussed and instructed the Clerk to make contact with the Scouts and to invite them to attend the next meeting for them to present to members.

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100. Forthcoming Events:

12th – 15th October 2016, Gray’s fair on John Eve Field, Market Deeping. Opening of the Remembrance Gardens on the 6th November 2016 at 3pm, Riverside Park, Market Deeping. 11th November at 11am, two minutes silence at Riverside Park, Market Deeping and the 13th of November at 10am St Guthlac’s Church, Market Deeping for a Remembrance Sunday Service.

101. Mayors Diary up until 12th October 2016

Date Location Event Details

24/9/16 MD Rose Lodge Birthday Party

25/9/16 North Hykeham TC

Civic Service

25/9/16 Stamford Battle of Britain Parade and Service

30/9/16 MD McMillan Coffee morning at Eventus

30/9/16 MD McMillan Coffee morning at Branch Bros

30/9/16 MD McMillan Coffee morning at Scholes

2/10/16 Market Rasen Civic Service

7/10/16 MD William Hildyard School sponsored walk

9/10/16 Whittlesey Civic Service

102. Lapel badges for members to receive a report and agree next steps

Members discussed and reviewed details and costs. Proposed by Cllr Brookes and seconded by Cllr Broughton, members voted and unanimously RESOLVED not to proceed and purchase lapel badges.

103. Tree work that is required following the Arborculturist report. For members to review the three quotes that have been obtained and agree the next steps.

Members discussed. Proposed by Cllr Miss Collins, seconded by Cllr Gamble, members voted and RESOLVED by majority vote (Cllr Broughton abstained) to use Lincolnshire Tree Services.

104. Newsletter: Reminder to members to submit articles by the 17th of October 2016

The Chairman reminded all Chairs of committee’s that articles are required for the next edition of the newsletter, as well as inviting other members to draft articles if they also wished to contribute.

105. Feedback on Face book statistics.

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The Chairman invited the clerk to present the statistics which had been taken up to 4th October 2016. Members were referred to details that had been sent ahead of the meeting, and definitions of ‘Weekly Total Outreach’ and ‘People Engaged’ were also given. A short discussion took place regarding the number of page visits and it was confirmed that this is logged by how many times the face book page is visited which could be multiple times by the same user. The Chairman asked if there were any further questions, there were no further questions.

Facebook Information

Currently 523 people have liked the page

Date Facebook page visits

Weekly Total Outreach People Engaged

12th -19th Sept 19 1.59k 114

19th -26th Sept 21 1.23k 72

26th Sept-3rd Oct 17 1.11k 91

Date of post Type of post No. reached

15th Sept AOS agenda 1,575

22nd Sept F & P agenda 1,211

29th Sept P & H and F & P agenda 967

30th Sept Councillors surgery 493

3rd Oct Christmas market stalls 336

All figures are accurate up to 4th October

106. Update on budget planning.

The Chairman reminded all Chairman and members of committee’s to give consideration for their budget setting for 2017/18, and to commence drawing up draft budget plans which will be discussed further at meetings of Full Council. The Chairman also informed members to also be aware that it is very likely that the Council Tax Grant will be reduced further in 2017/18, and is expected to be completely withdrawn in two years’ time.

107. Review of Polling Districts: SKDC is seeking MDTC views by the 14th October 2016.

The Chairman informed members that Market Deeping Town Council has been asked for its views regarding the above. Members discussed and concluded that they had no concerns and instructed the clerk to inform South Kesteven District Council of this view.

108. Local Government Finance Settlement 2017/18 – Consultation Response. MDTC comments and feedback required by the 28th October 2016.

The Chairman drew member’s attention to the above information which had been sent out to all ahead of the meeting. In the consultation process there are a number of questions to be answered. The clerk had prepared a draft document in response to those questions. Members discussed those responses and debated the content of the consultation document. Cllr Miss Collins proposed, seconded by Cllr Hanson

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members voted unanimously RESOLVED to respond to the consultation document with the draft responses.

109. Update on compliance for Auto Enrolment.

See agenda item 097, section report from The Clerk.

110. Personnel Matters: Consideration to go into Closed Session.

Proposed by Cllr Miss Collins, seconded by Cllr Broughton, members voted and unanimously RESOLVED to take agenda item 110 into Closed Session to members of the press and public in accordance with the Public Bodies (Admission to Meetings) Act 1960, where a matter regarding a volunteer was discussed. Proposed by Cllr Miss Collins, seconded by Cllr Broughton, members voted and unanimously RESOLVED to come out of Closed Session.

111. Any other business that the Chairman by reason of special circumstances deems urgent.

The Chairman informed members that he must apologise to Cllr Shelton as an item that should have been included in this meeting’s agenda had been missed off in error. The item relates to members giving consideration to see if they are interested in twinning Market Deeping with another town. The Chairman informed members that this would be an agenda item for November’s meeting of Full Council.

8.40pm meeting closed.

The next meeting is scheduled for the 9th November 2016 starting at 7.30pm Town Hall Chambers, Town Hall, Market Deeping.

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