Draft notes of October 2022 meeting

Wainfleet All Saints Town Council Meeting
 
Draft notes of the council meeting held at 18:00 on 11th October, 2022 in the town council offices.
 
Councillors present : Cllr. D.Kettleborough (DK), Cllr. W. Hatchman (WH), Cllr. J.Hart (JH), Cllr. V.Parker-Hill (VPH), Cllr. W. Bowkett (WB), Cllr. S.Baird (SB).
Absent : Mayor D.Wickes (DW), Cllr. C.Harbon, PCSO J.Richardson (JR)
 
Also present : Clerk C.Cleary (CC), and 2 members of the public.
 
The Town Clerk addressed council to advise that as the Chair of the council was absent and that no vice chair was in office, then councillors would need to nominate and elect a councillor to chair this specific meeting.
Proposed, seconded and resolved for Cllr. W. Bowkett to chair this Town council meeting.
 
Cllr. WB welcomed everyone to the meeting.
 
1. Police report
To receive a report from the police representative
Jayne sends her apologies and the following report :
At the police surgery a member of public came in to raise their concerns in regards to speeding on Spilsby Rd – I have informed them that as and when we can we will continue to carry out speed checks.  
Someone else has spoken about the parking on the double yellow lines from the chemist to Co-op – I have sent an email through to the Parking Enforcement Agency to see if they can deploy some of their officers to the area.  Could you also put a request through please? Clerk advised that he had reported the problem to the PEA at LCC.
On the newsletter I sent through to you, there was a piece about the dementia bands being piloted  in EL, could you please bring that bit to the attention of the councillors.  Maybe we could do a launch/promotion in Wainfleet?
Discussion on proposal. Agreed to offer the use of council offices to assist in the promotion.
 
Councillors expressed concern on the increased use of e-scooters in the town. Clerk suggested that councillors could attend surgery to be held on 19th October. Cllr VPH has CCTV footage of incidents. ACTION: Clerk to ask JR to visit her office to view footage.
 
2. Public session
An opportunity for the public to ask the Council questions and to bring new observations.
 
Two members of the public raised points relevant to item 12 of the agenda (Food Bank), They advised that in their opinion the town did not have the infrastructure or volunteers available to support a local Food Bank. Cllr. WH provided additional information on the organisation of a food bank. The scale of the problem in Wainfleet is not clear and there are potential issues with abuse of the system and the stigma associated with food banks. A suggestion was that financing transport to and from the food bank in Skegness could be an option. Parish Nursing will contact the school to find information on the number of families who are in need of access to a foodbank.
 
There being no further questions from the public, Cllr. WB closed the public session at 18:23
 
3. Apologies for absence
To receive and approve apologies for absence.
Mayor DW sent her apologies as she is on holiday. Cllr, CH was absent and no apology sent.
 
4. Declarations of interest
To receive declarations of interest under the Localism Act 2011.
Being any pecuniary interest in agenda items not previously recorded on the Members Register of Interests and any written requests for dispensation.
None.
 
5. Draft Minutes of the Council Meeting held on 6th September, 2022.
To confirm the notes as a true record of the decisions made at these meetings.
Draft notes from the meeting had been published and circulated to councillors prior to the meeting.
PROPOSED,SECONDED and RESOLVED to accept these minutes as a true record of the Town Council meeting held on 6th September, 2022.
 
6. Clerks report and action points from the previous minutes
To receive the clerks report and deal with matters arising.
 
Completed issues
* Invoice raised to C. Drury for bike meet (paid)
* Lincs Bid planters arrived and in situ
* Speed awareness signs arrived – awaiting positions. ACTION : Cllrs SB, WH, DK to organise.
* Remedial work on new play area equipment done and invoice paid
* RBLI advised on time poppy wreaths are allowed to remain in place
* Tenant of plot 12 given notice to quit (expired 7th October). No further correspondence.
* Revised schedule of work issued to contractor to include litter picking
 
Issues still pending
* Return of unused plots in Northolme
* Tree work in Northolme and play area – scheduled late October
* Policy documents review – ongoing
* Bus shelter graffiti and Xmas lights – lights staying up.
* Duchy of Lancaster contacted re: Buttercross – reply received stating that their surveyor would be dealing with the matter. No further contact.
* War memorial – still awaiting revised quotes from contractors.
* Signs on A52 – Still not resolved
 
Clerk Issues
 
* Clerk incurred 8.5hrs overtime in 4 week period to 10th September
* Clerk will be on holiday for w/c 7th November for 1 week.
 
 
7. Reports from External Agencies
To receive reports from LCC and ELDC Cllr. Wendy Bowkett.
Other Councillors reports from external meetings.
CllrWB circulated the following report :
 
Lincolnshire county council have voted to spend an extra £5 million of revenue on much needed road maintenance. This comes from underspend on projected budgetary needs and will now be put into vital roadworks across the country. We have 5,500 miles of road network recent hot weather conditions have further exacerbated issues with many rural roads.
 
The autumn booster is in full swing, health bosses have warned of a potential covid 19 wave this autumn plus a wave of flu. Please get your boosters and flu jab when invited or call the 119 or go on NHS site to book in.
 
You can now register births, marriages, and deaths online, the up take has been excellent.
 
For Businesses who are needing support in these difficult times please go to businesslincoln@lincolnshire.gov.uk.
Residents can get help from www.citizensadvice.org.uk 
 
The new works plan for the River steeping should be available in the coming weeks, this will inform you of what's been done and what's planned for the coming year. There will also be an open day date to be confirmed to allow residents to see all the work done to date and discuss any issues.
 
 
8. Finance
a. To receive financial reports and updates. 
The monthly financial report and bank reconciliation for September had previously been circulated to councillors. Discussion on monthly report.
PROPOSED,SECONDED and RESOLVED to approve the September Financial Report.
 
b. To approve payments and receipts. 
Discussion on payments to be made. PROPOSED, SECONDED and RESOLVED to approve the payments and receipts for September.
 
For transparency the following payments in excess of £100 were made in September:
Payee Details Amount VAT Total
D.Ward Gazebo erection/dismantling £400.00 £0.00 £400.00
Malc Firth Grass cutting contract -June £379.00 £75.80 £454.80
Malc Firth Grass cutting contract - July £379.00 £75.80 £454.80
P.Whiley Grass cutting contracts – July £1475.00 £0.00 £1475.00
Staff costs Staff costs £734.50 £0.00 £734.50
P&K Lewis Office Rent £400.00 £0.00 £400.00
Sills Legal Review of Marketplace lease (balance due) £240.00 £96.00
£336.00
Healthguard Ltd Mole control 2nd quarter £250.00
£50.00
£300.00
Verebros Ltd Repairs to Marketplace £3460.00 £692.00 £4152.00
Kompan Ltd Play area equipment £43977.00 £8795.23 £52772.23

c. To receive a report from the Finance and General Purposes subgroup

The finance subgroup met and recommend to council the following :
a. Financial Regulations were reviewed and the suggested amended version has been circulated. Discussion on new financial regulations. Proposed, seconded and resolved to adopt the amended financial regulations.
b. Nottingham Building Society. In light that the Skegness branch will be closing in December, suggest that this account be closed and a new deposit account opened with Barclays. Proposed, seconded and RESOLVED to agree to accept this suggestion. ACTION: Clerk to look at opening the new deposit account.
c. Community Building. That a subgroup be formed with a view to investigating the possibility of constructing a new facility to include office accommodation. Discussion on suggestion. Proposed, seconded and RESOLVED to form a new subgroup charged with investigating the options and requirements for the construction of a new community building. (see also item 13). 
 
9. Planning
To receive and discuss applications.
Two applications had been received and circulated to council prior to the meeting :
S/194/01674/22 – Wainfleet Community Hall outline permission for demolishing existing building and building of new detached residence. (Date for comments has passed). No further comment.
 
S/194/01658/22 – Land behind The Bungalow, Matt Pits Lane. Clerk gave an explanation of the application and explained that there were now 2 applications submitted for the same plot of land. Discussion on application. PROPOSED, SECONDED and RESOLVED to OBJECT to the application on the same grounds as councils objection to the first application and to seek clarification on the Environmental issues raised in both applications.
 
 
10. Properties, Amenities and Burial Grounds
To discuss and agree actions and associated expenditure for Properties, Amenities and Burial Grounds and to receive reports from the associated working groups..
a. Northolme Cemetery & Closed Churchyards.
Ashes internment plot GR 332.
Discussion on current state of Northolme cemetery. Concern over use of artificial flowers and lighting on graves. Cemetery subgroup to review regulations and look at introduction of a form detailing regulations to be signed by owners of graves. ACTION: Clerk to arrange meeting of Churchyard and burials subgroup to review procedures and documentation. 
Tree work to commence in the coming weeks. P&A subgroup met and agreed that Cllr. DK will now do monthly inspection of Northolme/St. Thomas’ churchyards, Cllr. JH will do monthly inspections at All Saints Churchyard and Cllr. WH will do monthly inspections at Wainfleet Bank Closed Churchyard.
Some issues with people still using the bulk bag of sand stored at Northolme as a rubbish bin. ACTION: Clerk to prepare a laminated sign requesting visitors to take their rubbish to the bin provided near Croft Lane entrance. 
 
b. Allotments
Clerk advised that plot 12 is now available. Discussion on how best to utilise the plot. RESOLVED to divide plot 12 into 2 and offer the new plots 12A and 12B to the next two applicants on the waiting list. Rental for each plot to be same for both areas at £30 p.a. ACTION: Clerk to contact next potential tenants and arrange site meeting with Cllr. WH.
P&A subgroup met and agreed that Cllr. WH will now do routine inspections at the allotments.
 
c. Market Place
New planters in place and bulbs  - Bus Shelter graffiti still needs attention.
Cllrs expressed concern over use of E-Scooters around the town. ACTION: Clerk to advice PCSO JR.
Cllrs. expressed concern over illegal parking on High Street between Post Office and Co-op. Clerk advised that local parking enforcement had been advised of the issue and they would be making visits.
P&A subgroup met and agreed that Cllr. JH will now do routing inspections of Marketplace.
 
d. Play area and Playing Field
Lots of litter picking still going on. 
Gate at Magdalen Road entrance reported damaged. ACTION: Cllr. WH to check and if necessary remove and arrange for repair.
Play area monthly checklist needs updating to reflect the new additions. ACTION: Clerk to review and update checklist.
P&A subgroup met and agreed that Cllrs. VPH and DW will now do the routine inspections of the play area.
 
e. Office       
No issues
 
11. Marketing and Promotions
To discuss and agree actions and associated expenditure for marketing and promotion. 
a. Xmas 2022
The subgroup had sent out a report to councillors updating the progress on organise the Christmas festivities. All in order and on schedule. Next meeting set for 1st November.
 
b. Summer Fayre 2023
The summer fayre is to be organised by a newly formed community group and will not be led by the Town Council.
 
12. Wainfleet Food Bank
To discuss the possibility of a Wainfleet Food Bank.
Item had been discussed in the public session. Further information on Food Banks can be obtained from Trussel Trust and the Methodist Church Group have some information.
 
13. New Community Building
To discuss a proposal to commence investigations into the feasibility of building a new community facility.
Following on from the Finance subgroup suggestion of investigating the potential for constructing a new community facility.
Discussion on how best to approach this new project. RESOLVED to form a new subgroup to investigate the project. Cllrs. VPH, WB, SB and Clerk CC to be members of the subgroup. Agreed to invite school, A.Kisby and other sports groups in Wainfleet to be involved. Clerk to contact Sam Phillips ELDC to seek advice on public consultation exercise. 
 
14. Correspondence
To discuss correspondence received
Following correspondence received :
Lincs Reservoir project – circulated for information
Outer Dowsing Offshore Wind – Circulated for information and councillors encouraged to attend.
Request from resident to metal detect in the playing fields – circulated and advised not permitted.
Letter from office electric supplier – we should receive support to reduce our office bill by up to 40% from October to March
Invitation from Platform Housing to attend an event at the Community Orchard, Mawson Gardens -circulated.
E-mail from WSM re: full fibre broadband – circulated. Agreed to support the application and circulate a letter to residents requesting their support. ACTION : Clerk to prepare letter for circulation. Cllr SB expressed concern over the downfall of losing the copper connection as it will leave residents vulnerable to complete isolation in the event of power failure.
E-mail from WSM requesting broadband password for Emergency planning document. ACTION : Clerk to advise password to WSM Clerk.
E-mail from Magna Vitae advising half term activities - circulated
Letter from Nottingham BS advising closure of Skegness branch wef end of December. See item 8b.
E-mail from “I dig trees” offering free trees/hedgerows. ACTION: Clerk to submit application for trees and hedgerows.
 
 
15. Agenda items for next meeting
To receive items for inclusion on the next meeting’s agenda,
 
Date of next meeting Tuesday 1st November 6.00 pm.