October 2019
Wainfleet All Saints Town Council
Notes of Town Council Meeting
held on 1st October 2019
Present:
Mayor D Wickes (DW), Cllr S Baird (SB), Cllr W Bowkett (WB), Cllr W Hatchman (WH), Cllr D Kettleborough (DK), Cllr V Parker-Hill (VP)
Absent:
JH & TG
Present: Clerk S Simmons
2 members of the public
Chair thanked everyone for attending and opened up the public session at 7pm
Member of public let us know that there is CQC open meeting in 12th November at 9am regarding the surgery in Wainfleet
Member of public asked about maintenance of Wainfleet Bank and trees taken down in play area. Informed in that we have an approved contractor dealing with Cemetery and works carried out at the playing field did not come at a cost to Council
No attendance from Police
Public session closed at 19:15hrs
1. Apologies for Absence
Apologies received and approved for Cllr Graves and Cllr Hart
2. Declarations of Interest
To receive declarations of interest under the Localism Act 2011
Cllr Bowkett: Football team; agenda item 9d
Cllr Parker-Hill: Cemeteries; agenda item 9a
3. Minutes from the Council Meeting on 13th August 2019
To approve as a correct record the notes of the Annual meeting of the Council held on 13th August and to authorise the Chairman to sign the official minutes.
Proposer – WB, Seconder DK, Vote: unanimous
SB – abstainer as not at last meeting
4. To receive brief reports from the representatives on outside bodies and the Town Clerk
- Grass cutting invoices have been sent off a line with purchase order – we should get £553.43 back
- CCLA request letter has been returned due to previous clerk. Handed back to DW to sort information required
- Spilbsy Road, Speeding and reducing speed limit to 30mph. Highways are aware. Highways are looking at next year. Member of public has been made aware of update from previous Cllr M Rust
- Prior to meeting the Council had been made aware that previous Cllr M Knowles had resigned and that Cllr S Baird was co-opted as per agreed in previous minutes of 13th August
- Action: Clerk to send a letter thanking MK for his service
- All matters elsewhere in minutes
Report from County & District Councillor Wendy Bowkett
County Report
Highways are also asking for Towns and Parishes to look at snow clearing from paths and to include in your emergency plan, extra salt is available for this task and can be applied for.
Help to clear snow – Winter pressures sign up 01522 782070 or email cschighways@lincolnshire.gov.uk alternatively download forms www.lincolnshire.gov.uk search for grit bins/snow clearing.
Please check your grit bins to see if they need re filling please contact Highways to report if they are low.
Highways have confirmed that in quarter 1 of this year 27,596 potholes were filled in, 6824 awaiting repair and 1385 pothole enquiries outstanding. Over the summer 760 roads have been resurfaced.
New website being launched on the 4th September https://pre.lincolnshire.gov.uk .
The Better Internet connections hosted by Steve Brookes LCC at Eastville Village hall on the 30th September was well attended and he informed councils there is a pot of money to help with internet connection and fibre , up to £3500 for businesses and up to £1500 per household depending on what scheme Is used if anyone wants more details let me know.
I have forwarded the latest highways report.
ELDC
Latest newsletter for the flooding is now out in and around Wainfleet. The silt survey should be made public and 2 informal meetings arranged for the first week November, times and location to be notified.
The section 19 should be finished by November.
140 homeless have gone through Skegness in the past 3 months this week there is 19.
ELDC in conjunction with LCC are bidding for up to 25 million of funding for Skegness and Mablethorpe which is excellent news for the District.
Wainfleet Fire Station have now got a car as well as the fire engine to enable them to carry our first responding whilst the engine is out.
Please contact me on 01754 880388 with any issues
Please contact me with any issues 01754 880388
No Police report
5. Councillor Vacancies
To discuss promotion of vacancies for Councillors and Vice Chair and consider any co-opting applications and to recommend going into closed session to discuss and decide appointments
- Cllrs informed of new Cllr training on 20th Nov
Action: Clerk to send a letter out to Thorpe & Friskney to see if we can do it locally?
- Did anyone want to attend agenda training on 13th November with the Clerk?
Action: Clerk to ask JH
- Application form member of public in attendance to be co-opted. Resolved to go into closed session to consider application and inform member of public of outcome
- Consideration for Vice Chair. No interest
6. Finance
To receive financial reports and updates. To approve payments and receipts.
To discuss and approve payment for memorial plaque
- Resolved to agree to costs £1680.00 if insurance will not pay out
Action: Clerk to contact insurance. If not able to come out of insurance, Clerk to authorise work to commence of repair of plaque
Proposer: WB, Seconder: WH. Vote: Unanimous
VP – to ask other stone masons for future reference
- AGAR notice of conclusion has been placed on board and website
- To approve payments and receipts
Proposer: DK, Seconder: WB, Vote: Unanimous
- Approval for £7.20 for Clerks mileage for September
Proposer: WH, Seconder: SB, Vote: unanimous
7 Bank Account
To approve mandate to allow bank cards for Mayor and nominated Councillor and to allow Clerk
online access
- Previous Mayor cards have been destroyed and returned to bank on the 30th September
- Discussion on Cllrs and Debit cards
Resolved that only Mayor Wickes has bank card with a £500 limit for emergencies. All other cards to be cancelled
- It was resolved that only the Mayor can be ion receipt of a Debit card with a limit of £500 and that all other cards are to be cancelled
- It was in the Company’s interest to apply for the Business Debit Card Service. The Company agrees to be bound by the Business Debit Card Terms and Conditions. Notwithstanding that the existing Appointment of Bankers for more that one person to give instructions to the Bank, the Company agrees for the provision of Business Debit Cards or to allow Barclays to accept and act on instruction from anyone nominated cardholder.
Authorised persons identified in section 3 of the Appointment of Bankers are authorised to apply for, nominated card holders, and to accept the Business Debit Card terms and Conditions on behalf of the Company”
Proposer: WB, Seconder: SB, Vote Unanimous
Action: Clerk and DW to sort Bank mandate for debit cards for Mayor only to be filled in
8 Planning
To receive and discuss applications.
- Accolade Case S/194/01175/19
- Accolade Case S Consultation on Planning Application S/194/01762/19
Both emailed prior to meeting and there were no objections
9 Properties, Amenities and Burial Grounds
To discuss and approve any matters arising from the properties, amenities and burial grounds
a) Northolme Cemetery & Closed Churchyards
To propose to go into closed session to discuss admin issue around Cemeteries fees
To discuss Wainfleet Bank and the option of using meadow / wildflowers grassing
- Discussion condition of Cemetery at Wainfleet Bank. Discussion on some of it or all of it being turned into wild-flower meadow planting – November time then left. 20% grass then ready to sow. WH is drawing up a plan. WH would finance this himself. To consider other areas.
Action: WH to bring to working group for next meeting
- Discussion on moles as complaint in cemetery.
Action: Clerk to look at contract of current supplier
b) Allotments
To receive the notes of meeting held on 23rd September and adopt the recommendations
- Discussion of allotments and an Allotment Association. Several need to be looked at. To hold on for now with Hedges and verges
Action: Clerk and Cllr Graves to write to allotment holders with their draft standards and to write to those that need clearing up
- Discussion on signs and numbering of plots. It was resolved to allow £100 for sign for allotments and numbers and posts
Proposer: SB, Seconder WB, Vote: Unanimous
Action: Clerk to get quote for sign
- Discussion on extending area of remit.
Action: Clerk to place notice in board for allotment vacancies and decide whether to extend remit
- Allotment Training sessions are run by LALC – not until next May
- Discussion on Water meter cover that is broken and wants replacing.
Action: Resolved that WH and DK can sort
c) Market Place
Letter from HMRC regarding usage of Market Place
- Discussion on letter received regarding nondomestic rates for Market Place
Action: Clerk and Mayor Wickes to fill in and return
d) Play Area and Playing Field
Use of playing field and hiring agreement – ongoing trying to get signed off at next meeting
To discuss agenda item 13 of the 2nd July in relation to grass seed.
- Discussion on football team and grass seed. Football team are currently running on our constitution until they can get their own. Football Team are to contribute £300 for grass seed and £200 to be donated by Council (As agreed minutes 2nd July, agenda item 13)
- Discussion on purchasing 4 bins for the play area as agreed at meeting 2nd April
Action: Clerk to buy and Cllrs to monitor
- Discussion on letter from football team regarding flood lights
Action: Clerk to email school asking happy to have a pole against their fence.
Action: Clerk to write with objections for lights not to be put on the trees.
- Discussion on trees that have fallen against fence. For next meetings agenda.
10 Marketing & Promotions
To discuss and approve any matters arising to marketing and promotions
a) Flower Tubs
Discussion on plant tubs. Resolved to spend £170 to purchase 6 plant tubs £15 each plus Compost
Proposer: SB, Seconder WB, Vote: Unanimous
b) Christmas
Discussion on Christmas
Switch on 30 Nov. Date for putting up lights 16th November
Action: Clerk to write letters inviting volunteers for meeting on 1st November
Action: Clerk to email Batemans to request use of Lorry
c) Wainfleet All Saints Town Raffle
To discuss Wainfleet All Saints Town Council Christmas raffle
Cllr Wickes purchased the licence. Parkers Funeral Directors are purchasing the raffle tickets Raffle: 1st prize £50 but get to switch the lights on plus various other prizes
Action: Clerk to order raffle tickets
d) To receive the notes of meeting held on 2nd September and adopt the recommendations
As above
11 Review of Official Council Documents
To review and approve any amendments to outstanding Policies and working group terms of reference
a) Standing orders Policy - updated with recommendations already agreed. No other recommendations
b) Internal Controls Policy
Resolved to change 4 signatories to the wording “at least 4 signatories”
c) Data Protection Policy
d) Date Retention Policy
e) Data Breach Policy
f) Grant Policy
Action: Clerk to put up posters advertising Grant applications
g) Code of Conduct Policy – updated with recommendations already agreed
h) Exhumation Policy
i) Co-option Policy
j) Terms of reference for Planning – to get rid of it
k) Terms of reference for Properties and Amenities – updated with recommendations already agreed
l) Terms of Reference for Burials – updated with recommendations already agreed
m) Term of Reference for Finance and General Purpose – updated with recommendations already agreed
All discussed and agreed
Prosper: WB, Seconder: VPH, SB Abstain as was not a Cllr at the time. Vote: All agreed
Action: Clerk to print off and Mayor Wickes to sign off
To officially appoint new Councillors in working groups - agenda for next meeting
12 Correspondence
To discuss correspondence received
- Lincolnshire County Council Statement of Community Involvement 2019 - Notification of Adoption from Minerals and Waste Planning Policy Team – emailed to Cllrs
- Research invitation: household involvement in coastal flood risk management email – emailed to Cllrs
- Recommendations for Highways 2020 contracts email – emailed to Cllrs
- Public Rights of Way Grass Cutting - Week Commencing 26/08/2019 and 02/09/2019 (Cut 3 in yellow) – emailed to Cllrs
- LALC 28/08/19, 02/09/19, 09/09/19, 16/09/19, 23/09/19, 30/09/19 – emailed to Cllrs
- Clerk and Councils Direct
- LALC 170 September issue
- LALC annual report
- East Midlands Airport email – emailed to Cllrs
- Flood newsletter – went on notice board and Facebook and emailed to Cllrs
- Level crossing period of closure: 07.30 Hrs to 16.00 Hrs 16/10/2019 – emailed to Cllrs
- Site visit re: Flood investigation between 7th -9th October – emailed to Cllrs
- On October 7th there is a Section 19th 4pm for any Cllrs wishing to attend
- Letter from Flood Foundation. They have received cheques sent off and have written to donators
- Conference and AGM – 15th October for anyone wanting to go
- Cluster letter – Clerk has signed Council up
- Drainage Board letter – emailed to Cllrs
- River Steeping Resilience Group notes – emailed to Cllrs
13 Agenda Items for next meeting and to agree the next meeting date as Monday 4th November
- Working Groups
14 Closed Session
To exclude the press and members of the public (Admission to Meetings) Act 1960 due to the sensitive nature of the business to be discussed in relation to the following matters:
a) An Administration issue regarding cemeteries fees for minors
Resolved for no charge for plaques or tablets for enquiry due to ages of deceased
Proposer: WB, Seconder: SB, Vote: Unanimous
b) An Administration issue regarding Admin/Clerk
Clerk updated Cllrs with accountant issues with HMRC
Resolved for Clerk to carry over 5 days AL (12hrs) and leave requests approved
Proposer: WB, Seconder: WH, Vote: Unanimous
c) Consideration of nominations for co-option and to decide upon an appointment.
Resolved to co-opt Nominee N Chantry for Cllr
Proposer: WB, Seconder: SB, Vote: Unanimous
15 Meeting Close 21:41hrs
Mayor closed the meeting and thanked everyone for attending
I certify these minutes to be a true record of the meeting held on 1st October 2019.
Mayor: Cllr Wickes Date: 4th November 2019