May 2019
Present:
Cllr. D Wickes (DW - Mayor), Cllr W Hatchman (WH), Cllr A Sinclair (AS), Cllr. W Bowkett (WB), Cllr. M Knowles (MK),Vice Chair - Cllr. M Rust (MR), Cllr. D Kettleborough (DK), Cllr. T Graves (TG), Cllr. C Onyemah (CO)
Also, in attendance were: Members of the Public 3, Police Reps. 1, S Simmons (Clerk)
Ref. Item Action 1. Election of Chair
Nominations for Mayor / Chairperson
Nomination 1: MR
Proposer: CO
Seconder: AS
Nomination 2: DW
Proposer: DK
Seconder: WH
Majority vote for DW
Vote: WB, DK, WH, TG
Vote for MR – AS, CO, MK
Action: Clerk to write to previous Mayor AW thanking him for his hard work
Clerk 2. Acceptance of Office of Chair
New Chair DW accepted and signed Acceptance of Office and took post
3. Election of Vice Chair
Nomination: MR
Proposer: DW
Seconder: WB
Vote: Majority vote
4. Acceptance of Office of Vice Chair
New Vice-chair accepted and signed Acceptance of Office
All Councillors completed Office of Acceptance forms
All Councillors and Mayor were given Disclosable Pecuniary Interests forms that need to be returned within 28 days of acceptance of office forms signed
5. Police
JR attended in own time. JR was thanked for attending
New team poster
Action: Clerk to place in notice board
Discussion on concerns about play park. JR - increase of patrols in the area and other agencies are now involved
Speeding 30mile zones handed out – put where we want to
Continuing Dog warden patrols with Sue
Crime figures January – February -for the Wainfleet 5 parishes. In January there were 46 recorded crimes -16 were in the Wainfleets. In February there were 50 recorded crimes - 20 in Wainfleets area. This compares to Skegness who had 306 recorded crimes in Jan and 305 in February. Spilsby had 73 in February
Action: JR to break down recorded crime for next meeting
JR reminded us to call Police if there are any incidents and reiterated the THRIVE assessment process for calls (Threat / Risk / Investigation / Vulnerability / Engagement)
Mini Police attended Methodist chapel on Friday as part of their engagement with the Community. They gave out crime packs
Police news page has been created on Website
6. Public Session
3 members of the public
Road signs in particular for Mount Pleasant and Northolme are getting very plain.
Action: WB to contact EDLC
Discussion on Youth Club. Members of the public have been invited to attend the public meeting and bring some more volunteers. They will look into suitable venues. LCC can assist with setting up youth groups.
Action: WB to organise contacts for public meeting
Action: Clerk to photocopy no dog fouling signs
7. Apologies for Absence
None
8. To receive Declarations of Interest
CO – Number 16 S137 Coronation Hall
MR – Number 16 S137 Coronation Hall
No other declarations of interest
9. Clerks report and Draft Minutes
Minutes from meeting on 2nd April 2019
Amendments:
Section 14: Should say Craft fair at the Library
Section 3: Absence: AS was absent from the last meeting
Rest of minutes to be taken as read and correct
Proposer: DK
Seconder: WB
Vote: Unanimous
10. Actions Arising from the Previous Meeting and clerks report
Councillor Trainings were given out
Action: Clerk to organise trainings Councillors requested
Big Poppies £3 each. Need approx. 20ish as they are weather worn
Defer to next meeting.
Action: Clerk to find out who purchases them normally
Vote: All agreed
Discussion on new phone provider.
Vote: All agreed if contract doesn’t go up during contract period to go on to a reduced tariff
Action: Clerk to check length of contract and to see if price goes up after set period. If it doesn’t to change over
Proposer: WB
Seconder: TG
TAB quote for 13 grass cuttings
Vote: Defer for next agenda
Action: Clerk to let TAB know that this has been deferred
All other matters are elsewhere in minutes
11. Reports from External Agencies
To receive reports from LCC and ELDC – Cllr WB
East Lindsey District Council
New groups working with Active Lincolnshire – working with schools and groups into activity
Advert for Homeless Officer working in Skegness
Lincolnshire County Council
Wainfleet fire station are now 1st responding. They are looking at getting a car.
Discussion on sign on A52 that has fallen down
Action: WB to report
12. Review of Working Groups Members
To review and agree members of the following Working Groups:
Finance & General Purpose – DW, CO, DK, MR, WB
Marketing & Promotions – DW, DK, WH, TG, WB
Planning – MR, MK
Properties Amenities & Burial Ground – DW, CO, MR, DK, WH, TG AS, MK,
13. To Review Terms of Reference for Working Groups
Each group to review and bring recommendations to the next meeting
Action: Clerk to email and print off for their next meeting
14. To Review Representations for External Organisations
To review and agree member representation for external organisations.
Coronation Hall – CO, MR
RBL – MR
15. To Review Official Council Documents
Documents to be reviewed and bring recommendations to the next meeting:
Asset Register P & A / Cemetery Fees P & A / Code of Conduct GP / Complaints Procedure GP Equal Opportunities GP / Financial Regulations GP / Freedom of Information GP / Garden and Farming Allotments Rents and Tenancy Agreements P & A / GDPR GP / Insurance Cover GP / Internal Control Policy GP / Lone Working Policy GP / Media Policy Marketing / Publication Scheme Marketing / Risk Management Assessment GP / Section 137 Policy. GP
Standing Orders GP
Action: Clerk to email all policies, and anyone who wants a hard copy to ask clerk
Action: Clerk to look at a Grant Policy
All new councillors to have Polices as previously agreed
Action: Clerk design a form for new Councillors
Proposer WB
Seconder: MR
16. Finance
To receive financial reports and updates.
a) Barclays Bank Account
Action: Clerk to arrange change of details to new Mayor DW
Signatures: to keep as they are
Action: To confirm how many are current signatures
b) 4hrs owed to previous Clerk JW. To be carried over due to PAYE date not allowing April payment
Proposer: MR
Seconder: MK
Vote: All agreed
c) To approve Section 137 payments.
To be deferred for Financial meeting
Proposer: MR
Seconder: WB
Action: Clerk to scan and email
d) Discussion on precept for next year for S137 funding
To defer until financial meeting
Action: Clerk to create a poster. Applications to be in by November meeting for discussion
e) Mayors Allowance to stay at £440
Proposer: WB
Seconder: WH
Vote: All agreed
f) Clerk’s Salary and hours. – to be reviewed and discussed at closed session next meeting
Action: Clerk to email DW scale fund
g) Savings Account
Discussion on £5,000 borrowed from savings account
Action: Clerk to raise a chq for £5,000 to go back into the Savings
Proposer: MR
Seconder: CO
Vote: all agreed
h) Approving Invoices
Discussion on checking work prior to payments of invoice for future
Proposer: WB
Seconder: AS
Vote: All agreed
i) Late arrival £540.00 Approved Contractor Mr Garrill
To defer payment for Paul until next meeting
Action: Clerk to Mr Garrill to confirm dates on invoice
Action: Clerk to email out approved contractors’ contract
j) To approve payments and receipts.
Proposer: DK
Seconder: MR
Vote: All agreed
k) To approve financial statement for end of year 31st March 2019.
Proposer: WB
Seconder: MK
Vote: All agreed
l) Council approval of Annual Governance Statement 2018/2019
Proposer: WB
Seconder: DK
Vote: All agreed
m) Council Approval of Accounting Statement figures 2018/2019
Proposer: WB
Seconder: AS
Vote: All agreed
17. Working Group Reports
Properties and Amenities
Cemetery and Closed Churchyards
Interment - Plot 1076
Interment of ashes - Plot N135
Cemetery records need updating
To defer until financial meeting
Action: To ask previous Clerk how long she thinks it will take?
Discussion for approval for renovation works and cleaning on graves XC136 / XC137
Vote: All agreed
Allotments Plots
Discussion on keeping rent at £12.50 half year
To defer to P& A group meeting
Marketing & Promotions
Flower Tubs: Just market place this year.
Total spend: £50
Proposer: AS
Seconder: TG
Vote: All agreed
Planning
S/194/00255/19 - Extension to existing house to provide an enlarged kitchen and an enlarged bedroom. 17 Rumbold Lane, Wainfleet,
No objections
18. Play Area – criminal damage
Discussion on playing field and play area
Fire brigade were recently called to an unattended fire
4 x calls to Police for criminal damage to swings in play area and playing field fence and signage
Creative play have been – not done the bolts that were mentioned in previous meeting with them
Clerk has requested quotes for new baby swing, pole and ropes for large swing. Has challenged re: suitability of current equipment.
P&A to look into at next meeting
Action: Clerk to email and chase Creative Play for quotes and remedial work
Action: To ask approved contractor about stones
Mole hills seen in play area and cemetery
Action: Clerk to contact SWAT for both
Football team have requested netting on fence to stop balls going into the school
Approved once Football team have requested it in writing and school are happy
Action: Clerk to ask football team in writing that they want to put in a net up
Action: Clerk to ask Magdalen School to confirm that they are happy for nets to go up
Proposer: CO
Seconder: MK
Vote All agreed
Action: DK to put up previously approved signage around the playing field and play area
19. Playing field – use of
Discussion on hiring of playing field
Letter from football team requesting approval for seeding and top soiling the playing field
Proposal to meet 5.30 football club on 15th May to discuss
Vote: CO, DK, WH, DW, TG
Action: Clerk to respond to football team about hiring dates but need to reapply next year
Action: Clerk to get a diary specifically for hiring of field
Vote: All agreed
20. Marketing & Promotions
Discussion on cinema
Next event being funded externally
21. Correspondence
Invite to Mayors Reception 16th May – Mayor unable to attend
Invite to Corporate support meeting for new Mayor 15th May – can attend
Parade Training - No one able to attend on the 22nd June
Action: Clerk to let RBL know
Community Campervan
Action: Clerk to ask for more information
Theft from vans of tools warning
Good neighbour scheme – not at this time
Have a Field Day
Proposer: WB
Seconder: MK
Vote: all agreed
Action: Clerk to register and look into
Inspired communities’ event
LALC service level agreement - hard copy available
Email received in relation to:
Property in Spilsby Road and Speeding and road markings in Wainfleet
Action: Clerk to respond to email and contact Highways
Emails previously circulated
22. Agenda Items for Next Meeting
Football team
All Saints Church yard
Clerk 23. Next meeting Date(s)
To agree dates as first Tuesday of the month except for Wednesday 5th June and no meeting in September
Public Meeting 28th May 7pm at Coronation Hall
Action: Clerk to invite the Police and Waterloo Homes
Mayor DW thanked everyone for their contributions and closed the meeting at 22.10
I certify these minutes to be a true record of the meeting held on 7th May 2019.