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Minutes of the Annual General Meeting of Crowland Parish Council held on

Monday 12 May 2014 at 7.00pm in the Parish Rooms, Hall Street, Crowland.

Present - Coun B Alcock, Mr D Ancill, Mrs M Beardshaw, Mr P Bird, Mrs L Boor,

Mr R Boot, Mrs T Croxford, Miss C Elphee, Mr P Haselgrove,

Mr J Parnell, Mr G Quince & Mr D Ringham

Also present - Mrs B Stanojevic, Mr G Parkes, Internal Auditor and one member of

the public

In the Chair - Mr D Kempton

Clerk - Mrs D Halliwell

1.  Election of Chairman

Coun Alcock nominated Mr D Kempton as chairman. Seconded by Miss Elphee, All agreed.

Members and clerks thanked Mr Kempton for his role as chairman over the past few challenging months.

2.  Election of Vice-Chairman

Mr Kempton nominated Mr Ringham as Vice Chairman. Seconded by Miss

Elphee. All agreed

3.  Apologies for Absence

Apologies were received from Mr M Atkinson, Mr P Cooper & PCSO Adam Davies

4.  Declaration of Interests

Mrs Boor declared an interest in Land

Mr Boot & Miss Elphee declared an interest in The British Legion

Mrs Beardshaw declared an interest in the Churchyard

Mr Haselgrove declared an interest in the allotments

5.  Audit 2013/2014 - Mr Godfrey Parkes, Internal Auditor - To accept the report from Mr Parkes and to agree the 2013/2104 Audit

Mr Parkes outlined his report. He explained that once again the Parish Council has an all positive result to the questions on the form. He will include in the return that the Parish Council intend to use some of the funds in the next few years on capital projects. This will include the Assets Working Party projects and improvements to the pavilion.

Mr Haselgrove proposed that the form had been accurately completed. Seconded by Mr Ancill. All agreed.

The annual return to the external auditor had been copied for all members, When this return is sent to the external auditors we have to explain any fluctuation in excess of 15% up or down.

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The governance statement had all yes answers.

Coun Alcock proposed the return as accurate. Seconded by Miss Elphee.

All agreed

Clerks to include appointment of Auditor on June Agenda, Action - Clerks

Mr Parkes left the meeting.

6.  Police Matters

PCSO Adam Davies had sent a report to the clerk which stated:-

4 males had been found in the grounds of South View school and had been spoken to and have all complied with Restorative Justice and a £140.00 bill each

ASB seems to be becoming a problem at the back of Trinity Bridge and there have been many calls about this.

Letters went out to parents regarding parking issues outside the school.

Still in Liaison with LCC regarding the boarding up of South View School.

Crime figures are:-

1  x theft of heating oil

1  x burglary at bowls club and also damage caused

1  x damage to motor vehicle by someone walking over it.

1  x theft of metal from allotments

1 x theft of solar lamp from Albion Street.

There had been a vehicle deliberately set alight on Low Road

A large amount of calls regarding people having eggs & flour thrown at their property, Shops have been made aware and asked to question anyone who looks suspicious buying eggs.

Clerks to contact police re the need for a visible police presence in Crowland to keep these crime numbers down. Action - Clerks

The next Neighbourhood Panel meeting is on 3rd June 2014.

Mr Haselgrove & Mr Ringham had attended a meeting at Boston Council Offices to view the CCTV control room. It was disappointing that only 2 members had been able to attend. The visit had proved to be very informative and the benefits to Crowland of having this system were very clear.

Mr Kempton informed members that the 3 cameras proposed for Crowland were likely to be placed on The George & Angel, on the West Street toilet block and at the Health Centre.

Clerks to write to SHDC and let them know that we are seriously interested in having this CCTV system in Crowland and could they let us know when a decision is likely and the cost. Action - Clerks

7.  Election of Committees

Volunteers for each committee had produced an even distribution of members between each committee. An updated list of committee members will be circulated to all members Action - Clerks

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8.  Election of Chairman of Committees

Nominations for the chairman of each committee were:-

Amenities - Mr D Ringham

Planning - Miss C Elphee

Farms & Gardens - Mr R Boot

Finance - Coun B Alcock

Health & Safety - Mr P Haselgrove

Human Resources - Mr P Haselgrove

The nominations were proposed by Mr Quince & seconded by Mr Ancill. All agreed.

9.  Election of Churchyard Committee Representatives

Coun Alcock proposed Miss Elphee & Mr Ancill. Seconded by Mr Parnell.

All agreed.

10.  Election of Chance to Share User & Management Committee Reps

All agreed to continue with the current project board until the new lease is in place.

11.  Election of Voluntary Car Scheme Representative

Mr Quince proposed that Mr Ringham continue in this role. Seconded by Mrs Beardshaw. All agreed.

12.  Minutes of the Previous Meeting - 7th April 2014

Miss Elphee proposed the minutes as a true and accurate record of the meeting, seconded by Mr Ringham. All that had been present at the meeting were in agreement.

13.  Matters Arising from Last meeting – not included on this Agenda

PCSO Davies had raised the issue of security at South View once it is empty and we heard nothing. Clerks to find out who PCSO had been speaking to on this matter at LCC and chase this concern up. Action - Clerks

Market day parking remains a problem. Parking has to be dealt with by the Parking Wardens contracted to LCC. The Parish Council should make LCC aware of their concerns that the contracted wardens are not fulfilling their required roles in Crowland. Clerks to request that the contracted wardens visit Crowland on a market day. Action - Clerks

It was confirmed that the lease on the Rig Bit has another 12 months to run.

The lock on the youth building toilet block has been repaired.

Clerks to include “Events on Snowden” on June 2014 agenda.

Action - Clerks

Coun Alcock had received a reply regarding the council’s concerns of the poor state of the new A16. L C C intend to do some remedial repair work and plan to resurface it in the next 4 years.

Mr Parnell is to attend a meeting for “Transported” in June regarding our application to have a sculpture for South Street in Crowland

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It has been confirmed by SHDC that the green in North Street that has caused some problems does belong to them.

Farms & Gardens committee to contact Richard Scorthorne at SHDC and ask if the trees on this green are to be sorted and check if we are paid to cut this grass. Action - Farms & Gardens committee (Clerks to add to next agenda)

14.  Report of the Farms & Gardens Committee

There has not been a meeting of this committee.

The 6 acres has been fertilised by a local farmer at a much lower cost than was quoted by the previous contractor.

15.  Report of the Planning Committee

Minutes have been circulated to all members.

Miss Elphee is drafting a letter to send to all residents in East Street

concerning their thoughts on the extension of the yellow lines outside of the

Abbey Hotel

It will be necessary to check with Highways regarding the licences for the

New town signs in Postland Road & Thorney Road as these have been set on

the opposite side of the road to that stated in the licences. Action - Clerks

Mr Kempton declared an interest in the following item.

The council should ask Highways to have a look at the planter at the end of

Peterborough Road and check that they are happy with it as the council have

received one concern that this may obscure visibility at the junction.

Action - Clerks

16.  Report of the Finance Committee

Nothing to report.

Insurance is due for renewal, two alternatives have been considered but were not competitive. There is a slight increase in the cost so the committee will endeavour to get this amount lowered. Action - Finance Committee

17.  Report of the Amenities Committee

There has not been a meeting of this committee.

Quotes have now been received for works on the pavilion.

Mr Ringham is currently talking to 3 funders regarding grants.

It has been decided that the Clatter Bridge should be removed for health & safety reasons.

They are looking at having a larger area of Wet Pour under the slide.

There is a letter in correspondence regarding the floodlights that the football club would like to put up.

Mr Ringham, Mr Boot & Mrs Stanojevic are to meet with the football club.

The new dog training classes in the pavilion are going really well and they now have 2 classes every Tuesday.

The committee are trying to arrange for the dog warden to return to help with the dog problems being experienced on the Snowden.

18.  Report of the Health & Safety Committee

It should be noted that once a H & S Issue has been noted action needs to be

taken.

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The floor in the sports hall has been causing concern as water is getting onto it

through the roof of the hall every time there is heavy rain making very slippery.

One booking had to be cancelled last week as it was raining during their booked

Session.

The site contractors have been on the roof and cleared some gutters etc and rain

does not now appear to be causing a problem. LCC are aware of the problem.

19.  Report of the Human Resources Committee

Move to “In committee”

20.  Assets Working Party

The working party had met with planning at SHDC regarding the council’s

aspirations to build on the current allotment area. It had been an interesting

discussion. It was considered that English Heritage would have an opinion on

a development in sight of the Abbey,. The working party were steered towards

getting a development brief prepared for any development on this site, which they

have received only one response to as yet. The developments east of James Road

should be included

Further attempts are to be made to obtain other quotes.

This will be covered further in Committee.

Mr Bird raised the issue of the Local Plan but this is not now expected to be

completed until the end of 2016.The working party would like the permission of

the council to progress this project and subject to costs

have a professional development brief prepared in consultation with English

Heritage in order to achieve success.

Mr Bird proposed this be allowed. Seconded by Mrs Beardshaw. All agreed

The council may require advice on moving the allotments An attempt

had been made to get this from Lincs Legal however they are unable to help due

to a conflict of interest with a project that they are currently working on that

includes the Parish Council. Coun Alcock will ask Norfolk Legal if they are able to

provide us with a quote for this information.

21.  Chance to Share/Project Board

Meetings are still happening that are not easy, there are still big issues that need to

be overcome.

We have been advised that LCC property intend to spend some money on the

fabric of the building. The Parish Council need to be involved in prioritising this

work.

Parking and access are still a big problem, added to by the fact that the kitchen is

now to be used as a commercial kitchen cooking for other sites.

Item 9 in correspondence is notification of a Community Room consultation

happening at St Guthlac site on Tuesday 20 May 2014.

22.  Assets Register

Before this can successfully be done it will be necessary to establish exactly what

is required

Mrs Boor will speak to each committee in order to create a new list Clerks to add

this to all agendas. Action - Clerks

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23.  Young Achievers Awards

No replies so far.

Nominations are to be for any young person contributing to the community in

Crowland and it will no longer be necessary that they live in the parish.

Closing date for nominations is to be extended to the end of May 2014

Presentation evening will be 1st July 2014 at South View School.

24.  Report of the Open Meeting

Members have all received a copy of the minutes.

There were only 2 members of the public present at the meeting.

It was suggested that next year this meeting is followed by another meeting to improve the use of members time.

25.  Commemoration of the Commencement of World War 1

The Royal British Legion are holding a service at the end of the 4 years (in 2018)

26.  Highways Matters

There are no new issues.

Concerns are being expressed at the proposed markings at the Radar Corner

junction, It is thought this may make things even more confusing.

It was stated that some very large agricultural machinery has been moving through