Draft minutes of June 2022 meeting
Wainfleet All Saints Town Council Meeting
DRAFT Minutes of the council meeting held at 18:00 on 6th June 2022 in the town council offices.
Councillors present : Mayor D.Wickes (DW), Cllr. D.Kettleborough (DK), Cllr. W. Hatchman (WH), Cllr. J.Hart (JH), Cllr. V.Parker-Hill (VPH), Cllr. W. Bowkett (WB), Cllr.C.Harbon (CB), Cllr, B.Harbon (BH)
Absent : Cllr. C.Harbon
Also present : Clerk C.Cleary (CC), PCSO J.Richardson (JR) and 1 members of the public.
Mayor DW welcomed everyone and opened the meeting at 18:00
1. Police report
To receive a report from the police representative
PCSO JR presented the following :
Nothing additional to report to the prior meeting. Lots of littering in play area still an issue. Police will increase patrols when on duty.
Discussion on underage drinking in play area. Question on flytipping and options of policing.
2. Public session
An opportunity for the public to ask the Council questions and to bring new observations.
A member of the public gave details of his experiences as a councillor in another area.
No further questions from the public.
Mayor DW closed the public session at 18:20 and council resumed the meeting.
3. Apologies for absence
To receive and approve apologies for absence.
Cllr. CH sent her apologies but had a prior engagement.
4. Declarations of interest
To receive declarations of interest under the Localism Act 2011.
Members must declare any personal interest in any item on the agenda and state whether they are also prejudiced. In the case of personal interest, the member may speak and vote on the matter. In the case of prejudicial interests, the member must withdraw while the matter is discussed.
Cllr VPH – Item 11a. Cllr WB – Football Club -see correspondence.
5. Draft Minutes of the Council Meeting held on 3rd May, 2022 and draft minutes of the Annual Parish Meeting held on 17th May, 2022
To confirm the notes as a true record of the decisions made at these meetings.
Draft minutes of the Annual Council meeting held on 3rd May and the Annual Parish Meeting held on 17th May had already been circulated to council.
PROPOSED,SECONDED and RESOLVED to accept these minutes as a true record of the Annual Council meeting held on 3rd May, 2022 and the Annual Parish Meeting held on 17th May 2022.
6. Clerks report and action points from the previous minutes
To receive the clerks report and deal with matters arising.
Return of unused plots – awaiting family return
Dog poop bag stations – awaiting installation.
Poplars in play area – Network Rail document states landowner responsible. Cllr. WB to contact school to see who arranged for previous treatment.
War Memorial – revised quotes requested from both contractors. A.Wood & Sons have replied, Skillingtons not. Grant application submitted with A.Wood as preferred contractor.
Policy documents review – ongoing
Alpha Memorials to do repair work 7th June.
E-mail sent to ELDC re: trees with preservation orders – no response as yet
Tenants of plots 10 & 12 advised to improve. See correspondence.
Verebros advised of acceptance of quotation – awaiting date for work to commence.
ELDC contacted regarding PSPO for play area – they are checking and will revert.
ELDC contacted regarding extra bins to be emptied in play area – no response.
Internal audit report received – all OK.
Separate meetings had been held with the P&A working group to discuss litter in the play area (see item 11d) and the Market Place lease (see item 11 c)
Clerk incurred 8hrs overtime in 4 week period to 20th May.
Met with EUS – re Wainfleet Heritage
CCTV suppliers contacted re play area.
Insurance renewal being prepared.
7. Councillors Action list report
To receive a report from Cllr. D.Kettleborough on the councillor action list.
Cllr. DK reported the following issues still awaiting action:
Cemetery pathways – to be reviewed
Signage and picnic benches in play area – Cllr. WB to approach our contractor to obtain price for installation.
Bus Shelter graffiti and Xmas lights – To be dealt with shortly
8. Reports from External Agencies
To receive reports from LCC and ELDC Cllr. Wendy Bowkett.
Other Councillors reports from external meetings.
Cllr WB advised the following :
The Wainfleet Angling club is soon to be restarted, joining forces with the Spilsby Angling Club. A lease has been arranged with the Environment Agency.
Met with school council regarding littering. School are trying to raise funds for a new litter bin for the play area.
9. Finance
a. To receive financial reports and updates.
The monthly financial report and bank reconciliation for May had previously been circulated to councillors. Discussion on monthly report.
PROPOSED,SECONDED and RESOLVED to approve the May 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 May.
For transparency the following payments in excess of £100 were mad in May :
| Payee | Detail | Amount | VAT | Total |
| Viking Direct | Stationery | £122.16 | £24.43 | £146.59 |
| Web Publicity & Signs Ltd | Play area signage | £150.00 | £30.00 | £180.00 |
| P.Whiley | Grass cutting contracts – April | £1475.00 | £0.00 | £1475.00 |
| D.Ward | Gazebo erection/dismantling May | £400.00 | £0.00 | £400.00 |
| LAAT | Playing field lease | £500.00 | £0.00 | £500.00 |
| Deegans Designs | Bunting and flags for QPJ | £1770.00 | £0.00 | £1770.00 |
| Lee Hitch | Balance of payment for band QPJ | £700.00 | £0.00 | £700.00 |
| Currys | Vacuum Cleaner for office | £95.82 | £19.16 | £114.98 |
| P&K Lewis | Office rental | £400.00 | £0.00 | £400.00 |
| Staff Costs | Staff costs | £694.95 | £0.00 | £694.95 |
c. To receive the internal auditor report.
A copy of the internal auditors report had previously been circulated. Clerk CC gave a brief summary of the findings and advised that the auditor had given us a clean bill of health.
10. Planning
To receive and discuss applications.
S/194/00690/22 – Mill Lodge – extension – no objections
11. 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.
New memorials plots 774, 1198/1199, 1080, 139/140, 701, 325
Internments plots 41, 1080, 55, 51
EROB plot 1081
Nothing else to report on closed cemeteries
b. Allotments.
Plots 10 & 12 have had 28 day improvement notices and a reply had been received from plot 12. Notices expire on 17th June. A meeting with holders of plot 10 and 12 to be arranged before the expiry of the notice,
ACTION: Clerk to contact plot holders to arrange meeting.
All other allotments in order.
c. Market Place
A P&A working group meeting was held prior to this meeting to discuss the lease of the Market Place and the following points were raised :
* Clarification required from Duchy of Lancaster that the Butter Cross is an exception to the lease
* If council wish to start charging for parking in the market place then we would need permission from the Duchy of Lancaster.
* Seek legal advice on current lease
* Improve signage for market place parking
* Rules for car park
Discussion on report from working group. PROPOSED, SECONDED and RESOLVED to seek legal advice on the lease and assignment. ACTION: Clerk to obtain legal advice on the current lease and assignment with regards to maintenance and to contact Duchy of Lancaster to confirm that the Buttercross does not come under the councils responsibility.
Discussion on market place signage. PROPOSED, SECONDED and RESOLVED to obtain 2 banners advertising market place closure on Market Day. ACTION: Cllr. WH to contact supplier and arrange banners and to chase up the advertising banners for the market.
d. Play Area and Playing Field.
A P&A working group meeting was held prior to this meeting to discuss issues with littering in the play area and the following points were raised :
* School to add a bin
* Changeover current bin for larger one
* Re-useable drinks bottles
* Extra signage
* PSPO – ELDC contacted, awaiting reply
Discussion on the report from the working group and littering in the play area. Discussion on installation of CCTV in play area. ACTION: Clerk to contact alternative CCTV suppliers and ask Friskney about their system, Cllr. BH to contact Yacht Club for info on their system.
Discussion on damaged gate. Agreed to leave gate off for time being and monitor.
Discussion on monitoring play area by councillors. Agreed that councillors would increase their visits to monitor the play area.
Discussion on signage. Agreed to renew the sign on the main gate to state that access required at all times.
12. Marketing and Promotions
To discuss and agree actions and associated expenditure for marketing and promotion.
Discussion on Queens Platinum Jubilee. Sub group will meet in the next 2 weeks to analyse the events. Agreed to leave bunting in place for 2 more weeks
Cllr JH still has 65 plastic chairs at her house. ACTION : Cllr. WH to contact WSM PC to see if they can arrange storage.
Next event will be Xmas. Sub-group to be formed shortly.
Discussion on assisting RBLI with their events.
13. Community Speedwatch
To discuss current issues with speeding in the town and information received from community speedwatch.
Documentation received from the LSRP had been circulated to councillors.
Discussion on proposal from LSRP. Costing is an issue. Siting of signage and Speed Indicator Device is not necessarily just in Wainfleet All Saints. PROPOSED, SECONDED and RESOLVED to join the Lincolnshire Road Safety Partnership and approach neighbouring councils to ask if they will participate with us. Further agreed to purchase 100 wheelie bin stickers.
14. Correspondence
To discuss correspondence received
Resident visited office to complain about condition of 2 Spilsby Road. Action: WB to contact ELDC to investigate current status.
E-mail from Visit Lincs Bid – re : funding of bins/planters/benches/etc. Expression of interest sent - no further reply received.
E_mail from A. Kisby regarding fencing on football pitch – circulated to councillors. ELDC have advised that planning permission will be required (fencing alongside school should have been applied for). ACTION: Clerk to reply advising that if they prepare the application, then we will support..
E-mail reply from tenant of plot 12 – circulated. ACTION: Cllr. JH to meet tenant face to face.
E-mail from tenant of plot 9 - circulated and replied to. Plot 8 will be available later.
Resident visited office to advise of fly tipping witnessed in playing field. Environmental crime informed, witness refused to sign statement. EC unable to proceed further.
Invitation to renew insurance from Gallagher – circulated.
15. Agenda items for next meeting
To receive items for inclusion on the next meeting’s agenda,
Xmas lighting