May 2025

Wainfleet All Saints Town Council Meeting        

Draft notes from the Annual Town Council Meeting held on 7th May 2025 at 6.00pm in the Methodist Chapel.

Councillors present: Cllr. Wendy Bowkett (WB), Cllr. Jean Hart (JH), Cllr. W. Hatchman (WH), Cllr. C. Drury (CD), Cllr. D.Kettleborough (DK), Cllr. S. Drury (SD), Cllr. M.Clarke (MC), Cllr. S.Fraser (SF).
Apologies : Cllr. Steve Mitchell (SM), Cllr. Christine Mitchell (CM).
Also present : Clerk C. Cleary (CC) and 3 members of the public. 

Vice-chair WB welcomed everyone and opened the meeting at 1800 hrs.

1. Election of Chair
To elect a new Chair of the Council.
Mayor SM (absent) had stated that he wished to seek re-election as Chair of the Council. Candidacy proposed and seconded. No other candidates were received.
PROPOSED, SECONDED and RESOLVED to elect Cllr. Steve Mitchell as Chair/Mayor for 2025/26.

2. Acceptance of office of Chair
New Chair to sign acceptance of office.
Due to Mayor SM being on holiday he was unable to sign the declaration of acceptance of office.
PROPOSED, SECONDED and RESOLVED to allow Mayor SM to sign the declaration of acceptance of office on return from holiday.

3. Election of Vice Chair
To elect a new Vice Chair of the Council.
Cllr. WB asked for nominations for the post of vice-chair. Cllr. WB was proposed and seconded with no other nominations received.
PROPOSED, SECONDED and RESOLVED to elect Cllr. Wendy Bowkett as Vice-Chair/Deputy Mayor for 2025/26.

4. Acceptance of office of Vice Chair
New Vice Chair to sign acceptance of office.
Vice Chair WB duly signed the acceptance of office in the presence of the proper officer, clerk CC.

Vice Chair WB closed the council meeting to open the public session.

5. Public session
An opportunity for the public to ask the Council questions and to bring new observations.
There were no questions from the public.
Vice Chair WB closed the public session and council resumed in full session.

6. Apologies for absence
To receive and approve apologies for absence.
Apologies had been received from Cllrs. SM and CM who were on holiday.
PROPOSED, SECONDED and RESOLVED to accept the apologies.
 
7. 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 declared.

8. Draft Minutes of the Council Meeting held on 2nd April, 2025
To confirm the notes as a true record of the decisions made.
Draft notes from the meeting held on 2nd April 2025 had been circulated to councillors prior to the meeting.
PROPOSED, SECONDED and RESOLVED to confirm that the draft notes were a true record of the meeting held on 2nd April 2025

9. Clerks report and action points from the previous minutes
To receive the clerks report and deal with matters arising.

Completed issues

* Community Payback scheme application submitted. Discussion on reply received from the scheme. Agreed to advise that the council offices could be used for break facilities. ACTION: Clerk to reply.
* Financial regulations reviewed (see item 15j)
* AGAR completed
* Grit bin prices obtained. Discussion on grit bins. Clerk CC advised that he would apply to LCC for a grit bin. Cllr. CD advised that he had 2 grit bins available should council require them.
* Repair kit for play area flooring obtained. Now in possession of Cllr. WH.
* All council policies reviewed by clerk. See item 13.
* Incident behind Angel Inn reported to ELDC Report Heritage. Enforcement officers now involved.
* Application for allotment plot 10 received. See item 17a.

Issues still pending

* Clock tower interior repairs
* War memorial repairs
* Office blinds
* Extension of cremation plot area in Northolme 
* CCTV installation 
* Revised policies to be reviewed by council

10. Reports from External Agencies
To receive reports from LCC and ELDC Cllr. Wendy Bowkett.
Other Councillors reports from external meetings.
Cllr. WB advised that she had been unsuccessful in being re-elected as County Councillor and hoped her replacement would soon be in contact with the council. WB advised that speed cameras on the A52 were being costed, lots of resurfacing and repair work will be taking place in the coming weeks, the ban on dogs on areas of the beaches was now in force, fishing pegs had been installed on the Steeping and Enforcement officers will be making more patrols in the town.

11. Review of Working groups
To review and agree the working groups, their members, and terms of reference.
At the request of Mayor SM, this item was deferred to the June meeting.

12. To Review representations for External Organisations
To review and agree member representation for external organisations.
The only external group council has representation on is the RBLI. Mayor SM expressed his wish to continue in that role. 
PROPOSED, SECONDED and RESOLVED for Cllr. Steve Mitchell to represent the council at the RBLI.

13. To review official council documents
To review the current list of council policies and documents to be reviewed and to bring recommendations to the meeting. 
Clerk CC had reviewed and circulated the following policies which had been circulated to council for their approval :
Councillors Code of Conduct, Co-option policy, Data Breach Policy, Data Protection Policy, Data Retention Policy, Equality & Diversity Policy, Exhumation Policy, Financial regulations (see item 15j), Freedom of Information policy, Grants Policy, Lone worker Policy.
PROPOSED, SECONDED and RESOLVED to adopt the reviewed policies.

Clerk CC advised that the following policies were still being reviewed and would hopefully be ready for approval at the next council meeting ; Standing Orders, Complaints Procedure, Internal controls, Media policy, Publication Scheme, Risk Management, Safeguarding Policy and Social Media policy.

14. To determine the time and place of ordinary meetings of the council for 2025/26
To review and decide on dates, times and place for ordinary meetings of the council up to and including the next annual meeting of the council.
PROPOSED, SECONDED and RESOLVED to hold regular council meetings on the first Wednesday of each month.

15. Finance
    a. To receive the April Financial reports and updates.
The April Financial report and bank reconciliation had been circulated prior to the meeting. Discussion on financial report.
PROPOSED, SECONDED and RESOLVED to approve the April Financial Report.

 b. To approve payments and receipts
    PROPOSED, SECONDED and RESOLVE to approve the payments to be made.
    
For transparency, the following payments in excess of  £100 were made in April.

 
    c. To review and approve the Annual Financial Statement 2024/2025
The Annual Financial Statement had been circulated to councillors prior to the meeting. Discussion on report.

PROPOSED, SECONDED and RESOLVED to approve the Annual Financial Statement 2024/25.
The Annual Financial Statement was duly signed by the Vice-Chair and the RFO.

    d. To review and approve the Asset Register for the year ending 31st March 2025
The Asset register had been circulated to councillors prior to the meeting. Discussion on the register.

PROPOSED, SECONDED and RESOLVED to approve the Asset Reguster 2024/25.
The Asset Register was duly signed by the Vice-Chair and the RFO.

    e. To appoint NMS Accounting Services as the internal auditor for the year ending 31st March 2025

PROPOSED, SECONDED and RESOLVED to appoint NMS Accounting services as the internal auditor.

    f. To review and approve the Annual Governance Statement for 2024/2025
The Annual Governance Statement for 2024/2025 had been prepared and circulated prior to the meeting. Discussion on Annual Governance Statement.

PROPOSED, SECONDED and RESOLVED to approve the Annual Governance Statement 2024/25.
The Annual Governance Statement was duly signed by the Vice-Chair and the RFO.

    g. To review and approve the Accounting Statement for 2024/2025
The Accounting Statement for 2024/2025 had been prepared and signed by the RFO prior to the meeting and circulated to all councillors. Discussion on Accounting Statement.

PROPOSED, SECONDED and RESOLVED to approve the Accounting Statement 2024/25.
The Annual Financial Statement was duly signed by the Vice-Chair.

    h. To review and approve the Mayors Allowance for 2025/2026
Discussion on Mayors Allowance for 2025/26.

PROPOSED, SECONDED and RESOLVED to maintain the Mayors allowance at  £540 for 2025/26.
ACTION: Clerk to arrange payment of allowance.

    i. To review and approve the payment to the clockwinders (S111) for 2025/2026
Discussion on payment to the clockwinders.

PROPOSED, SECONDED and RESOLVED to maintain the payment to the clockwinders at £365.

    j. To review and approve the revised Financial Regulations (2025)
Draft revised financial regs had been circulated to councillors prior to the meeting. Discussion on regulations.

PROPOSED, SECONDED and RESOLVED to approve the revised Financial Regulations (2025).

16. Planning
To receive and discuss new applications.
No new planning applications had been received, but the following enforcement notices had been issued:
EC/02019/25   Enforcement notice 13 High Street   untidy land
EC/02020/25 - Enforcement notice 21 High Street   change of use and subdivision without PP
EC/02021/25 - Enforcement notice 20 High Street   change of use and subdivision without PP

17. Reports from subgroup meetings
To discuss findings and agree actions and approve associated expenditure as a result of recommendations from the following subgroups:

a. Allotments
Clerk had received 3 enquiries and one application for allotment plot 10. Discussion on application.

PROPOSED, SECONDED and RESOLVED to accept the application. ACTION: Clerk to contact applicant to arrange signing of Tenancy agreement.
All other garden allotments in good condition.
Clerk CC advised that the unoccupied farm allotment had now been taken on by one of the other tenants.

b. Cemeteries and Burials
Memorial    : Plot 619/620
Community payback scheme application submitted, reply received (See item 9)
All Saints hedge removal now organised. Wainfleet Bank cemetery maintenance to be undertaken by Cllr. WH with immediate effect.

c. Marketing & Promotions
First Sell it Saturday market was a success with 17 stalls in attendance. Next market on 31st May. More tombola prizes requested for the next market. Barriers need to be place around Buttercross. Cllr.CD to arrange. 

d. Marketplace
Cllr. CM had noted that areas of mortar around the base of the Buttercross were crumbling. This was repaired very recently under the UKSPF project. Clerk had sent photos to Heritage Lincs. (project managers) who advised council to contact Skillingtons (the contractor). Discussion on workmanship of repairs. ACTION: Clerk to revert to Heritage Lincs advising them that it is their responsibility as project managers to resolve any issues with the contractor. 
Cllr. CD stated that there was an issue with raising of block paving around some trees. Cllr. WB advised that this has been reported on FixMyStreet.

e. Play area.
Installation of CCTV is waiting for supplier to visit site.
Following the fire at the rear of the Angel Inn, where the fire brigade had to cut off the lock, a new combination lock was now in place and the number given out to all those who require access, including the Fire Brigade.

18. Correspondence
To discuss correspondence received
* Request from WUJFC to use playing field for fund raising event on 17th August. Agreed   Clerk to advise.
* Request from WSM to promote VE day celebrations   posters on display
* Report from resident of raw sewage sighted in Steeping -referred to EA
* E-mail from  Live & Local    forwarded to councillors and Theatre Club. Cllr. WH had met with the group recently. No further action.
* Applications for allotment plot 10 (see item 17a)
* Reply received from Community Payback scheme received (see item 8)
* Notification from LALC that all councils must have emails that are @gov.uk. Discussed by council. This is purely a recommendation and not a legal requirement. No further action.
* Cllr. SF advised that she would have to step down as a councillor with immediate effect. Noted. Clerk to advise ELDC.

19. Agenda items for next meeting
To receive items for inclusion on the next meeting's agenda. Any items to be submitted to the Clerk at least one week prior to the meeting.
Date of next meeting Wednesday 4th June 18:00.
Vice chair WB thanked all for their attendance and contribution and closed the meeting at 6.49pm.