Minutes from 2021

Wainfleet All Saints Town Council Meeting

Minutes of the council meeting held at 18:00 on 2nd November 2021 in the town council offices.

Councillors present : 

Mayor D.Wickes (DW), Cllr. D Kettleborough (DK), Cllr. W.Bowkett (WB),

Cllr. J. Hart (JH), Cllr. W.Hatchman (WH), Cllr. V. Parker-Hill (VPH).

Absent : Cllr. S.Baird (SB),

Also Present :

Clerk C. Cleary (CC), 1 members of the public

Mayor DW welcomed everyone and opened the public meeting at 18.00 hrs.

1. Police

To receive reports from the Police Representative

PCSO Jayne Richardson gave a short report highlighting the following:

A stolen car was pursued through Wainfleet today.

Meeting with dog warden has been held and more stencilling will be done on the pavements.

Various parking complaints have been received and looked into.

Next surgery to be held on 24th November in the council offices. Also would like a presence on the Xmas market.

Bike marking service will be offered again soon.

Requested permission to use councils litter pickers – approved.

Cllr. WB raised a question regarding speeding everywhere but particularly along the High Street. Jayne advised that a speed check station on the High Street would be difficult to have due to restricted space to stop vehicles.

2. Public session

An opportunity for the public to ask the Council questions and to bring new observations.

One member of the public was present at the meeting and advised that the Bike Festival would be held on Saturday 3rd September 2022. Council offered their full support for the event. They also advised that they had a hot chestnut salesman for the Xmas market. (Post meeting it was discovered that he was not available). Still an issue with the waste bin in the passageway between Market Place and St. Johns Street. Advises that ELDC are awaiting the replacement bin.

Discussion on contents of  e-mail sent by resident. Advised that any complaints received from public should be directed to the clerk at the office. Agreed to an additional meeting with the Mayor and Clerk at a future date.

Mayor DW closed the public session and council went into full session at 18.20hrs.

3. Apologies for absence

To receive and approve apologies for absence.

SB send apologies.

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.

VPH - cemetery

5. Draft Minutes of the Council Meeting held on 5th October, 2021

To confirm the notes as a true record of the decisions made.

Draft minutes of the meeting held on 5th October had already been circulated to councillors.

PROPOSED, SECONDED and RESOLVED to accept the minutes as a true record of the meeting held on 5th October 2021. 

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

Still awaiting quote from TRJ re Buttercross .

Safeguarding policy – still awaiting response from LALC re : definition of a vulnerable person

Play equipment repair – scheduled for November

Signwriting – current landlords apparently changed current frontage without planning permission. Will deal with it when they return (along with leaks, door, etc.)

VPH to advise on pothole repairs – JH offered to contact another potential builder.

Market trader policy – replies received from ELDC & Mablethorpe – circulated to council

Pre-application sent to War memorial trust for possible grant for repair to war memorial

WH was to get quotation on planings - £450 for 10 tons

Ian Naylor invoice – pending

Awaiting reply from ELDC for Buttercross refurb.

DK was to produce sign for play area -see play area

Bus shelter storage – still pending

Queens Jubilee meeting scheduled for 16th Nov. TSP, Croft and WSM invited.

PAT testing has been done

Festive Fabuloso scheduled for daytime 4th December, evening 10th December.

Xmas market – 14 traders have paid deposits, 10 of our gazebos have been reserved.

Pete Whiley instructed to paint bridge.

7. Councillors Action list report

To receive a report from Cllr. D.Kettleborough on the councillor action list.

Councillors were given a list of pending items and the councillor responsible for following up.

8. Reports from External Agencies

To receive reports from LCC and ELDC Cllr. Wendy Bowkett.

Other Councillors reports from external meetings.

Report received from County & District Councillor WB

Geological Disposal Facility (GDF) for Theddlethorpe:

A working group of LCC and parish council representatives has been set up to ensure residents and businesses have all relevant information. Participating in the group does not mean the Council wants the GDF at the Theddlethorpe site and no view has been taken.

Queen's Green Canopy Initiative:

HM Lord-Lieutenant of Lincolnshire Mr Toby Dennis and RAF Coningsby's Station Commander planted a tree at the Battle of Britain Memorial Flight to commemorate the Queen's 70th Jubilee.

The Queen's Green Canopy (QGC) initiative is a unique, UK-wide tree planting initiative created to mark Her Majesty’s Platinum Jubilee in 2022, which invites people to "Plant a Tree for the Jubilee." With a focus on planting sustainably, the QGC encourages everyone to play their part to enhance our environment by planting trees from October through to the end of the Jubilee year in 2022. 

Tackling climate change – The Lincolnshire Way:

Leading the way in Lincolnshire - contributing to a carbon neutral target. Ahead of the COP26 meeting, LCC held a meeting on 13th October with speakers and exhibitions highlighting some of the solutions proposed to achieve carbon neutrality.

Lincolnshire Waste Partnership – celebrating a successful year

LWP has issued its annual review.

NHS Lincolnshire: 

NHS Lincolnshire Clinical Commissioning Group (CCG) is conducting a formal public consultation exercise on the future of a number of NHS services. This is your chance to share your views on these services, the challenges they face, and proposals for improvement. For more details, please see https://www.lincolnshire.nhs.uk/get-involved/our-campaigns/changes-to-nhs-services

Views needed on support for autistic children and adults and their families:

The Lincolnshire Autism Partnership Board (LAPB) is asking people for their views on how to make sure that the right support is provided at the right time. They are particularly keen to hear the thoughts of autistic people - both children and adults -their families, carers and professionals. Share your feedback via an online survey where you will also find a version specifically designed for younger people.  The deadline for responses is 13 October 2021.

High Needs Strategy for Lincolnshire 2021-23

This strategy sets out our aims over the next three years to make sure those children and young people with Special Educational Needs and Disabilities (SEND) in Lincolnshire are helped to thrive in school and in life. The full and quick read versions, which can be shared with families, are available at SEND High Needs Transformation Update - September 2021 (sharepoint.com)

Highways

6208 potholes have been filled in the past month, and a further 225 miles of resurfaced and surface dressed roads.

From the 1st October gritters will be on call 24/7 until April next year, all A and B roads will be treated.

The P&A sub-committee met with our current grass cutting contractors on 22nd October to discuss performance and some slight changes proposed for 2022.

Both contractors were agreeable to extend the contracts (as provisioned in the original contract) and the general feeling was that the services provided met with expectations from both parties.

Further details are shown below in section 13

9. Finance

To receive financial reports and updates. 

The October bank reconciliation and financial report had previously been circulated to councillors. Discussion on financial report.

PROPOSED, SECONDED AND RESOLVED to approve the October financial report.

To approve payments and receipts. 

Discussion on payments to be made. 

PROPOSED, SECONDED and RESOLVED to approve all payments and receipts for October.

For transparency, payments made in October in excess of £100 were :

10. Planning

To receive and discuss applications.

S/194/02065/21 Willow Farm – extension No comments on application

S/194/02171/21 Willow Farm – Garage & Workshop No comments on application

S/194/02143/21 Royal Oak – Change of use No comments on application

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.

The following occurred in Northolme cemetery in October :

Memorial plot 270 GOR

Memorial plot 811

Memorial plot 966

Memorial plot 599

Initial remedial work (removing loose material) on War Memorial has been done. Clerk advised that pre-application for grant funding for repair to war memorial has been submitted to War Memorials trust. 

Cllr. WH advised that the cost of planings for the upgrade of paths in Northolme would be £450 for 10 tons.

Request from plot holder in the older part of Northolme cemetery to have a larger than permitted memorial discussed. 

Proposed, seconded and resolved to allow memorials up to 36” in the older part of Northolme cemetery.

Action: Clerk to contact plot holder and advise decision. Cemeteries sub-committee to draw up amended regulations at next meeting. 

b. Allotments. 

Discussion on current state of allotments. Due to little activity over the coming months, agreed that suspensions would be limited to just a visual check in December and January.

Discussion on plot 6. Situation still not completely satisfactory. Agreed to contact tenant and request that the rainwater drain that fills the pond area be removed and that the situation be monitored.

Action : JH to contact tenant.

c. Market Place 

Visit from planning to view possible alterations to bus shelter still pending.

Discussion on storage in bus shelter. Agreed that moving the tap would free up some more space.

Action: VPH to contact plumber to move tap in bus shelter. CC to see if this can be reclaimed through the Welcome Back fund. 

Discussion on graffiti on bus shelter.

Action: CC to obtain quote to remove graffiti.

Discussion on Friday Auction. Agreed to delay issuing invoice until such time as a formal lease agreement is drafted.

Action : DW/WB/CC to draft lease agreement.

Discussion on Market trader policy. Copies of policies from neighbouring councils had been circulated.

Action: DW/WB/CC to formulate policy for approval by full council.

Discussion on barriers. As the barriers will be in use over the Christmas period, it was agreed to leave them in situ, but secured under lock and key.

d. Play Area and Playing Field.

Discussion on development of play area. Approximately £15K has been raised from non-council sources. Review of schedule of work, priority to be given to the refurbishment of the “old” play area (specifically resurfacing) and the disabled facility. Discussion on financing of project. Further funding being sourced, Agreed to allocate up to £12900 of Covid grants previously received to facilitate the refurbishment part of the project.

Proposed, seconded and resolved to allow up to £12900 of Covid grants received from ELDC to be used towards the refurbishment of the play area.

Cllr. DK presented a draft design for signs to be placed at the entrance gates of the play area. Quotation for signs is £130 ex VAT. Installation estimate around £120 for materials. The costs can be reclaimed through the Welcome Back Fund.

Proposed, seconded and resolved to spend up to £300 on the purchase and installation of the signage.

Action : DK to finalise the design and arrange fabrication of signs. DK/WH to arrange purchase of installation materials and organise installation.

12. Marketing and Promotions

To discuss and agree actions and associated expenditure for marketing and promotion. To include the 2021 Christmas activities and the Queens platinum jubilee in 2022

Discussion on Xmas activities. Latest updates :

13th  November Tree arriving at 9 a.m.

27th November Lights switch on 4.30 pm. Santas grotto from 3 – 5 pm. Choir organised.

3rd December Market Place to remain closed after usual Friday market

4th December Market from 12 to 6 pm. Carousel from 12 to 6pm Santa from 12 to 4pm Festive Fabuloso from 12 to 4 pm

10th December Festive Fabuloso – early evening – time to be confirmed.

Cllr. DK produced draft banner for “Wainfleet Winter Wonder”. Accepted unanimously.

Proposed, seconded and resolved to obtain 4 banners advertising the Xmas activities.

Actions: DK to obtain banners. CC to contact ELDC re: posters and flyers

Discussion on Queens Jubilee celebration. Meeting scheduled for 16th November in Wainfleet St Marys Parish Hall. Cllrs. WH,JH and WB to attend.

13. Grass cutting contracts 2022

To discuss and agree actions in relation to the grass cutting contracts for 2022.

The P& A committee had met with the two contractors prior to the meeting to discuss performance and the extension of the existing contracts. The items discussed were :

a. Playing field/Play area – contactor Malc Firth Landscapes

Check on number of cuts year to date. 

To look at cut in March prior to end of current years contract

To look at condition of trees, keeping canopy to 6ft.

Contractor happy to extend their contract by a further year, in accordance with the current contract 

b. All other areas – contractor Peter Whiley

Contractor felt that additional cuts in November and March would be beneficial to maintain the high standard that had been achieved.

Contractor happy to extend their contract by a further year, in accordance with the current contract 

Proposal : To allow up to £200 for extra cuts for contracts 3&4 Northolme  / All Saints up to Mar 2022.

The P&A sub-committee also looked at proposing minor changes to current contract  for 2022/3 (April-March), namely:

a. Contract 1 :  Increase Winchester Rd/Magdalen Rd. verge cutting from monthly to fortnightly. To add Carr Lane for weed spraying and to reduce the hedge trims at the allotments from three to two

b. Contract 2 : To keep cuts at 26 per year with dates to include from April to November. To amend bush and tree maintenance to April, mid summer and October

c. Contract 3 : Unchanged

d. Contract 4 : Unchanged

Proposal : That P&A can agree at short notice with contractors up to £200 for extra cuts during the growing season.

Proposed, seconded and resolved to accept the proposals and  to make contract amendments and authorise the additional cuts as proposed by the P&A committee.

14. Resilience Plan

To discuss and agree actions in relation to the resilience plan.

Discussion on the resilience plan. To be added to January agenda and arrange a meeting with S.Harris

15. Dog Fouling

To discuss and agree actions to be taken to address the issue of dog fouling in the town.

Discussion on dog fouling. A quotation for dog poop bag stations had been circulated for review. CC confirmed that ELDC had agreed that this could be funded from the Welcome Back fund.

PROPOSED, Seconded and resolved to order 6 stations and supply of bags.

16. Interactive notice boards

To discuss the possibility of installing an interactive notice board in the town.

Discussion on the installation of an interactive notice board in the market place. CC had been in contact with Robin Hoods Bay council to obtain details of their system. CC also had been in contact with Lincs BID, and they confirmed that funding could be available.

Action : CC to pursue further and get quotations.

17. Office accommodation.

To discuss current and longer term plans for the council offices.

Deferred to next meeting and to be discussed in closed session.

18. Correspondence

To discuss correspondence received

e-mail from M.Rust – reply sent

Grant application from GFS – circulated to all councillors. VPH to contact GFS to arrange meeting and discuss the application.

Fire fighters Charity – donation request –declined as a national charity

19. Agenda items for next meeting

To receive items for inclusion on the next meeting’s agenda,

Office accommodation

Precept/Budget

Date of next meeting : 7th December at 18.00 hrs

Mayor DW thanked all for attending and declared the meeting closed at 20.00 hrs.