Minutes of the 3rd January meeting
Wainfleet All Saints Town Council Meeting
Minutes of the council meeting held at 18:00 on 3rd Janaury, 2023 in the town council offices.
Councillors present : Mayor D.Wickes (DW), Cllr. D.Kettleborough (DK), Cllr. V.Parker-Hill (VPH), Cllr. S.Baird (SB), Cllr. W.Bowkett (WB), Cllr. J.Ward (JW), Cllr. T.Ward (TW)..
Absent : Cllr. C.Harbon, PCSO J.Richardson (JR)
Mayor DW welcomed everyone and declared the meeting open at 18:00.
1. Police report
To receive a report from the police representative
PCSO JR was on annual leave and did not submit a report. Cllr. SB raised the issue of illegal parking in the town again and was advised that reports are made on a regular basis and that a meeting was to be organised with PCSO JR and senior officers.
2. Public session
An opportunity for the public to ask the Council questions and to bring new observations.
There were no members of the public in attendance.
3. Apologies for absence
To receive and approve apologies for absence.
Cllr. CH sent her apologies (illness)
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 7th December, 2022.
To confirm the notes as a true record of the decisions made at these meetings.
Draft notes of the meeting held on 7th December 2022 had previously been circulated to councillors.
PROPOSED,SECONDED and RESOLVED to accept these minutes as a true record of the meeting held on 7th December 2022.
6. Clerks report and action points from the previous minutes
To receive the clerks report and deal with matters arising.
Matters arising from last meeting
Completed issues
* Plot 12 rented out
* Review of grass cutting contracts
* Budget finalised
* Water supplies at cemetery and allotments isolated
* Revised schedule of work issued to contractor
* Councillors g-mail accounts now in operation
* Speed awareness signs now in place
* Signs on A52 now clear
Issues still pending
Planting of 450 new trees arriving in January
Return of unused plots – clerk to write to plot owners
Signing of Deed of transfer for Coronation Hall
Tree work in Northolme
P&A group to produce draft allotments policy for review
Policy documents review – ongoing
Burials subgroup meeting to arrange
7. Reports from External Agencies
To receive reports from LCC and ELDC Cllr. Wendy Bowkett.
Other Councillors reports from external meetings.
Cllr. WB reported the following :
* A meeting with S.Phillips (ELDC) is arranged to discuss the Wainfleet Heritage Trail
* The school are arranging a photograph of the new waste bin in the playing field and invite councillors to attend.
* County Connections have requested to use the office temporarily to hold well-being classes – Approved by Council.
* Police have been requested to meet with council to review the parking issues in the town.
8. Finance
a. To receive financial reports and updates.
The monthly financial report and bank reconciliation for December had previously been circulated to councillors. Discussion on monthly report.
PROPOSED,SECONDED and RESOLVED to approve the December 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 December.
For transparency the following payments in excess of £100 were made in December:
| Payee | Details | Amount | VAT | Total |
| Staff costs | Staff costs | £1264.98 | £0.00 | £1264.98 |
| Web Publicity & signs | Xmas banners | £165.00 | £33.00 | £198.00 |
| Smith of Derby | Clock annual service | £235.00 | £47.00 | £282.00 |
| Healthguard Ltd | Mole control | £250.00 | £50.00 | £300.00 |
| D,Ward | Gazebo erection/dismantling and assistance at Xmas market | £520.00 | £0.00 | £520.00 |
| S.Bogg | Xmas lights and installation, plus repairs | £9397.23 | £1879.49 | £11276.68 |
| Staff costs | Staff costs | £736.80 | £0.00 | £736.80 |
| The Computer shop | Laptop repair | £120.00 | £0.00 | £120.00 |
| P&K Lewis | Office Rent | £400.00 | £0.00 | £400.00 |
c. To review and approve the rental costs for allotments.
Discussion on garden allotment rentals. PROPOSED, SECONDED and RESOLVED to set the rent for the garden allotments for the year commencing 1st January 2023 at £30 per plot.
Discussion on farming allotment rentals. PROPOSED, SECONDED and RESOLVED to set the rent for the farming allotments at £190 per acre from 1st April 2024 (12 months notice requirement to amend rent).
d. To approve the revised contracts for grass cutting for 2023/24.
Discussion on grass cutting contracts for 2023/24. Some minor changes had been made to contract no.1 resulting in a slight reduction. Due to issues with the current contractor for contract no. 2, a further quote was obtained from the councils other contractor. Discussion on revised costs. PRPOSED,SECONDED and RESOLVED to accept the revised prices for contracts 1,3 & 4 from P.Whiley for the grass cutting in 2023/24 and to also award him contract 2.
Cllr. DW observed that the tree work in the play area had still not been done. ACTION: Clerk to contact contractor and request the work to be done.
e. To receive and approve the budget and set the precept for 2023/24.
The finance subgroup had prepared a draft budget which had been circulated to all councillors before the meeting. Discussion on budget figures and precept proposal. PROPOSED,SECONDED and RESOLVED to accept the budget and set the precept for the year 2023/24 at £41,433. ACTION :Clerk to complete the precept form and submit to ELDC.
9. Planning
To receive and discuss applications.
None received.
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.
Internment plot : 810
Memorials plots : 1195, GRA2, GR331
Tidy up of Northolme to be organised in February.
b. Allotments
Plot 12 has now be assigned to a new tenant. Clerk advised that a draft Allotment policy will be produced in due course. Cllr. DW advised that following the resignation of Cllr. J.Hart the P&A subgroup would assign someone to take on allotments responsibility.
c. Market Place
Market will be held monthly for next 3 months and auction will continue on a weekly basis. Rent for auctioneer will be reviewed in March.
d. Play area and Playing Field
A new bin has been installed.
e. Office
Laptop hard drive has been replaced.
11. Christmas 2022
To discuss and review the activities and costs involved in the Christmas celebrations.
Christmas subgroup to meet and review activities. Taking down of lights to be done this weekend (weather permitting). Lights to be switched off Saturday 7th January.
12. King Charles III Coronation
To receive a report from the subgroup regarding proposed events for the Coronation.
Clerk advised that costs for screen hire had been obtained and the organisers of Festive Fabulouso contacted to see if they could offer a screen. National Lottery funding to be applied for.
13. New Community building
To discuss and agree actions for the proposal to for the subgroup to investigate the project
A first meeting of the subgroup has been held with the following recommendations:
* The project should be for a Wainfleet Community Sports Pavilion. Focus to be on sports and not duplicate the existing town facilities (e.g. Coronation Hall, Methodist Chapel, Theatre group, etc.)
* The pavilion should be constructed on the area owned by the council (Magdalen Playing Fields Association) – WB to investigate and contact trustees.
* Local sports groups and persons who can contribute to be contacted and consulted
* S. Phillips to meet with clerk on 13th Jan to discuss how to canvas for local support
* Local youth to be canvassed for their needs.
14. Correspondence
To discuss correspondence received
E-mail from WMT asking for update – reply sent
Resignation of Cllr. J.Hart – ELDC advised. Clerk to send letter of thanks to Cllr. J.Hart.
Precept letter from ELDC received to be completed and returned by 27th January
E-mail from Andrew Johnson (Festive Fabulouso) re screen hire.
Letter from lives requesting donation towards defibrillator pads. Discussion on S137 grant. PROPOSED, SECONDED and RESOLVED to allow a grant of £240 to LIVES. ACTION: Clerk to contact LIVES and get application form completed.
15. Agenda items for next meeting
To receive items for inclusion on the next meeting’s agenda,
Date of next meeting: 7th February, 2023.
Mayor DW thanked all for their contribution and closed the meeting at 19:30 hrs.