January 2024 Minutes
Minutes of the meeting held on Thursday 4th January 2024 at The Ruby Hunt Centre.
Present Cllrs Burdall, Harris, Geaney, King, Lunn, Rollinson, Stanley, Walsh, and Wray. Clerk Diane Fairweather.
PUBLIC FORUM
Chair welcomed Cllr Rollinson Chair introduced herself and respectfully advised the public that this is their chance to speak but once the meeting has commenced that are not entitled to participate, this also includes talking amongst yourselves. Usually sitting at that end of the table it is sometimes difficult to concentrate on the matter being debated if the public are whispering.
Resident felt the Council meetings should be more accessible, the lay out of the table could be better, it is difficult to hear sitting at the end. The chair advised they would try and address this.
Residents asking about the toilet blocks which they appreciate are part of the agenda. He is also aware that the park is not to be cut by the existing maintenance man. Asking if future maintenance is to be addressed.
Matthew Flinders event -is anything to be done regarding the appearance of the Marketplace. The chair advised this is part of the organizers plan.
Noticed that Cllr Rollinson is back, was not aware a co-option had taken place. Requested if applicants could be advised, and name was provided.
POLICE UPDATE
The clerk had attended a zoom meeting with the Police Chiefs, a link will be sent onto Councillors. Chair asking if anything had come of the request of the Chief Police. The clerk confirmed the response was non-committal as reported to a previous meeting.
TO RECEIVE UPDATES FROM DISTRICT COUNCILLORS.
Nothing further to report
TO RECEIVE UPDATES FROM COUNTY COUNCILLOR
Nothing further to report.
1/24 TO RECEIVE APOLOGIES FOR ABSENCE AND ACCEPTANCE OF REASONS GIVEN received and accepted from Cllrs Hawkins, Lovell, and District Cllr Geaney
2/24 TO RECEIVE DECLARATION OF INTEREST IN ACCORDANCE WITH THE LOCALISM ACT 2011
Cllr Rollinson declared an interest if planning application decisions were discussed.
Cllr Wray also for this reason.
3/24 TO RECEIVE DRAFT NOTES OF MEETING HELD ON THURSDAY 7th
DECEMBER 2023– Were signed as a true copy, to become minutes. Proposed Cllr King seconded Cllr Walsh.
4/24 TO RECEIVE CLERK’S REPORT ON MATTERS ARISING AND UPDATES FROM PREVIOUS MEETINGS –
Toilets. Not all Councillors are aware of all the actions of the Chair and Clerk following the vandalism. The decision was finally taken to board both doors completely for the Christmas period. Speaking with SHDC as the doors were not fit for purpose, not fireproof or even an external door.
Do not wish therefore to be spending public money until they have answered us, although £1000 each was donated from Dist Councillors King and Walsh. Both approved can be used for this.
Looking into CCTV for entrance. Although this will not prove vandals, the Head at the High School is willing to help all he can if any evidence can be given. Obviously may not be a student at Donington School. Cllr Wray suggested legalities and restraints on CCTV footage and storage are in place for public bodies. Clerk advised that CCTV Policy is in place. Cllr Harris advised it would have probably been helpful for coverage of the vandalizing of the door.
Cllr Lunn felt as a Council had to take a stance on this as it is the fourth time of vandalism. The chair had spoken to the toilet contractor at the toilets who said that this had been a complaint at the Crowland Parish Council who had recently taken over their toilets, and they had the same problem. Cllr Rollinson asked if vandal-proof doors were installed is there the need of CCTV. Cllr Rollinson suggested a steel door with triple locks. Whilst this had been discussed with him and the Chair, the Clerk was only advising that additional money was not spent when it should be South Holland correcting the issue. Cllr Rollinson’s concerns were that this would not be solved imminently as South Holland would take their time and the opening of the toilets would be delayed. Steel doors would be approximately £500 with a 5-week delivery, and if we wait for South Holland will the toilets be open in time for Matthew Flinders? Cllr Rollinson pointed out that both he and Cllr Lunn had asked for this to be an agenda item. The clerk apologised for not having it as an agenda item but was not aware of Cllr Lunn’s request. Do you wish to call an extraordinary meeting to discuss? Cllr Rollinson advised with the Clerk’s delegated powers we did not need to call an extraordinary meeting but would sooner invest in vandal proof doors than CCTV. This does not stop vandalizing inside of the building. CCTV has not brought any convictions in the last 30 years. Cllr Walsh suggested that having CCTV was a deterrent, but this could not be proven.
Cllr Wray believed the Council were straying from the point of replacement doors for the toilets.
The chair asked where to go from here. Cllr Rollinson suggested the Clerk obtain three quotes for vandal proof steel replacement doors. Cllr Rollinson felt the Council were prevaricating at meetings and achieving nothing. Unless a decision is made at the meeting to go forward, Donington will be without toilets for two months. Require supplier to install, the onus then is on that company. Cllr Harris asked if crime had been reported to the Police? And could Council claim on insurance. Cllr Rollinson advised once a quote is received could be sent to South Holland for contribution. Proposed Cllr Walsh to proceed with quotes with delegated powers being brough before next meeting.
Seconded Cllr King.
Cllr Rollinson felt there is a problem with the Council’s Standing Orders, there are no delegated powers. He felt those sent were factually incorrect. Cllr King questioned whether this should be discussed in public now or closed session. Proposed Cllr King seconded Cllr Walsh to discuss at the end of the meeting.
Library – have another Zoom meeting with LCC regarding purchasing the library. Having a builder estimate the cost of converting the rooms above for flat or flats.
5/24 TO RECEIVE CHAIR’S UPDATES read by Vice Chair
1 - I would like to welcome Mark Rollinson back to the Parish Council and feel sure that his vast knowledge of the local area and the number of professional people he is in contact with will serve us well.
1 - Rat poison at the Mill Pit. I had the opportunity to ask Boston Borough Cllr Suzanne Welberry how a rat problem is dealt with in a town/public place, and she assured me that a reputable Pest Control Company can use the correct system of bait and bait boxes. Possibly Cllr Wray and Cllr Rollinson could advise as they both must maintain a vermin control policy when storing grain. Both also have domestic pets. Bait stations can be laid behind the fence. Council is liable as we are the landlord. Cllr Rollinson advised would not be cheap. It may be cheaper to attach with either Cllr Rollinson or Wray’s policy. They will obtain quotes.
6/24 TO RECEIVE UPDATES FROM IDEA
Lottery up and running. Events meeting shortly.
Phil had repaired the roof of the container in the park.
7/24 TO DISCUSS/APPROVE DISABLED PARKING SPACE
The clerk had a quotation from the Company Chair had left details of, unfortunately they thought we were Donington near East Midland Airport. Price therefore £890. Speaking with Highways, they can do it for less than that, approximately £500, but have not received a quotation as yet. The bollard with the sign will be an additional £200 fitted. It is only valid at certain times of the day. Cllr Walsh questioned who will be monitoring it and moving offenders. Cllr Harris felt we had a moral duty to offer one. Cllr Rollinson proposed if we can get work done by Highways for less than £600, proceed. Seconded Cllr Stanley. All in favour.
8/24 TO RECEIVE FINANCE REPORT
Council payments authorised as per schedule Prop Cllr Walsh seconded Cllr Harris. Cllr Rollinson enquired was the charge for Eon, the standing charge for the bowls club. The council agreed when purchased to keep supply on hand. Clerk to enquire of costs to decommission or remove.
9/24 TO DISCUSS PLANNING APPLICATIONS RECEIVED THIS MONTH.
Nothing received this month.
10/24 TO RECEIVE MEMBERS REPORTS
NB – Flinders meeting. MFBHH meeting on 18th and would like to take ideas forward at that meeting. Monday 15th seemed most appropriate.
Plans so far, marquee in Flinders Park for a tea party with varying different groups being involved, i.e. Brownies, Fishing Club, Schools, local pub etc. Refreshments, a large screen to watch the ceremony live. Music and bar of the evening. Fair ground rides, road closure in High Street. Bunting and make it a big event. Cllr Rollinson asked how it would be funded.
Will be asking local businesses but there is a pot in the precept for the event. The Beer Fest will still be the week before, Cllr Rollinson suggested they join. Cllr Burdall to speak with Jonathan.
Jan Pearson advised that this had been put to the Flinders family and they were totally in support of the event.
The council is in total support but need to now organize a group to carry it forward.
KG – dog bin requires emptying. The chair advised that the cemetery would require a cut.
SH - unfortunate accident on A52. On private land.
MR – asked Dist Cllr King why South Holland don’t use wheely bins? Apparently due to cost.
JS – tree cleared from cemetery path has not been cleared away yet, was anything being done? Clerk to check situation with Chair.
Clerk – had been speaking with a couple of residents regarding a baby bank as there is nothing in Donington. Thought a good idea, and speaking with library will run it from there, so we will be advertising shortly, just to see how it goes.
11/24 TO RECEIVE CORRESPONDENCE
Letter of complaint received regarding the attitude of one Councillor against a District Councillor at the last meeting and is to report it to the Monitoring Officer.
12/24 MATTERS TO BE DISCUSSED IN CLOSED SESSION
Item brought by one Councillor but supported by others on the running of the Council and atmosphere at meetings. Clerk is unsure of where her role lies this year.
After intense discussion it was resolved procedures need to brought into line on agenda items being discussed, with all facts available before meetings in order that decisions can be made.
Standing Orders. Following further intense discussions on the Clerk’s giving of false information regarding the adopted NALC guidelines, it was agreed to bring the incorrect Standing Orders, previously annotated from NALC guidelines to the next meeting for amendment and approval. Cllr Rollinson to send details of amendments required.
DATE OF NEXT MEETING – Thursday 1st February 2024