Minutes from 2021

Wainfleet All Saints Town Council Meeting

Draft Notes of the council meeting held at 18:00 on 6th December 2021 in the town council offices.

Councillors present : 

Mayor D.Wickes (DW), Cllr. D Kettleborough (DK), Cllr. S.Baird (SB),

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

Absent : Cllr. W.Bowkett (WB)

Also Present :

Clerk C. Cleary (CC), PCSO Jayne Richardson(JR), 7 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

Walkabouts are being arranged with platform housing around Mawson Gardens and Patten Avenue areas.

Dog warden has been contacted regarding the increase in reports of fouling and a meeting arranged for before Xmas to do more stencilling reminders. Hare coursing increasing in area,

PCSO JR expressed her thanks for being able to have a stall at the Xmas market.

2. Public session

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

Member of public raised issue of bin in passageway between St Johns Market Place. This has been going on for some time and she has requested to ELDC if bin can either be removed from their property or replaced, without a satisfactory reply. Resident is now adamant that she does not want the bin on her property. Advised to request action from ELDC.

Action : Clerk to write to ELDC requesting removal of bin.

Member of public enquired as to the councils position on the proposed development at Barkham Arms. Concern was expressed by several members. Advised that council would be discussing the issue in session later in the evening. Further advised that although WASTC have been consulted on the application, it is actually in Wainfleet St.Marys parish and they should make representation with WSM Parish Council.

3. Apologies for absence

To receive and approve apologies for absence.

Cllr. W. Bowkett sent her 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 2nd November, 2021

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

Draft minutes of the meeting held on 2nd November had already been circulated to councillors.

PROPOSED, SECONDED and RESOLVED to accept the minutes as a true record of the meeting held on 2nd November 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

Market trader policy – pending

Pre-application sent to War memorial trust for possible grant for repair to war memorial -conditional approval received. Application to be submitted.

Ian Naylor invoice – pending

Reply received from ELDC for Buttercross refurb. Skillingtons approved. We can instruct and then reclaim.

Pete Whiley instructed to paint bridge.

Bus Shelter graffiti removal – pending

Dog poop bag stations – pending

Interactive notice boards – pending

GFS Wainfleet – VPH was to visit and report  back -pending

Clerk issues

There is an emergency planning course to be held by LALC on Wednesday 2nd February in Lincoln which is included in the annual training package we subscribe to with LALC.

Proposed, seconded and RESOLVED for the clerk and one councillor to attend the course.

Clerk requests holiday from 24th December to 3rd January : 20 hrs

Proposed, seconded and RESOLVED to grant the clerks holiday request.

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.

Due to illness, Cllr. WB did not submit a report from County and District.

Report from Finance meeting.

Proposals to take to full council :

* A. That after Easter 2022, market traders shall be charged for their pitches (charge to be discussed at full council). 

* B. That rent of garden allotments be subject to a review every 3 year, the last was done this year.

* C.  That the rent of farming allotments be reviewed every December.

* D. That the council should consider charging for any external event that is organised on the Market Place

* E. That the council should discuss the possibility of charging a hire rate for the use of the playing field/football pitches.

* F. That the January council meeting be deferred until 11th January 2022 to allow the finance sub-committee to finalise the budget and precept.

* G. That the finance sub-committee shall convene before the full council meeting on 7th December to discuss the clerks salary

* H. That the finance sub-committee shall meet on 4th January 2022 to finalise the budget/precept for 2022/23

PROPOSED,SECONDED and RESOLVED to accept the recommendations of the finance sub-committee.

9. Finance

To receive financial reports and updates. 

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

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

To approve payments and receipts. 

Discussion on payments to be made. 

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

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

To discuss budget and precept for 2022/23

Council updated as to the finance sub-committees calculations on budget and precept. Objective is to keep any increase in precept to a minimum. Further details will be circulated once the budget is finalised at the meeting to be held on 4th January 2022.

10. Planning

To receive and discuss applications.

EZY/0145/21/TCA Treework Magdalen Museum No comments on application

S/194/02357/21 Holme Farm, Lady Lane, Wainfleet No comments on application

EC/194/00774/19 5 High Street, Wainfleet Decision from ELDC

S/194/02422/21 51 High Street, Wainfleet No comments on application

S/194/02423/21 51 High Street, Wainfleet No comments on application

S/194/00586/21 The workshop, 28 St John Street, Wainfleet Appeal by applicant. No further comments to be made. Original approval should stand.

S/194/02290/21 Sunset view, Spilsby Road, Wainfleet No comments on application

S/194/02470/21 Barkham Arms, Wainfleet Bank Discussed at length. Council agree that site requires improvement, but would object to the current plans for the following reasons: 

a. Increased traffic on local roads which are unsuitable for this size of development

b. Size of development is excessive for the area 

c. No details of how waste water/effluent will be dealt with

d. Any occupancy period should be limited to March - October

e. Development and extended occupancy period would place additional burden on already stretched local health services.

S/194/02065/21 Willow Farm, Old Fen Bank Planning approved

ACTION : Clerk to submit comments/objection as listed above.

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.

No new burials, memorials. this month.

Discussion on non-Christian burials. Confirmation that all the land in Northolme cemetery is consecrated and that all burials must follow the current cemetery regulations.

Moles in All Saints. All Saints cemetery is not included in our current contract with pest control company. ACTION : Clerk to get quote to include All Saints.

Tree down in All Saints – not unsafe. Tree surgeon to look at,

Tree surgeon to look at cemeteries before year end to see what tree work to be done.

b. Allotments. 

All in good order for time of year.

c. Market Place 

Discussion on gazebo storage. Some to be kept in office. 

Discussion on winter operation of market. Some stall holders would like to continue. Those who wish to continue can but will need to set up their own gazebos. DW to do survey of stallholders to confirm who will continue.

Discussion on charging stall holders after March 2022. 

PROPOSED, SECONDED and RESOLVED to implement a charge of £5 per 3m pitch per week using WASTC Gazebo and £3 per pitch per week using own gazebo, subject to annual review.

Discussion on logistics of fee collection and implementation. Deferred to DW/WB/CC to discuss and bring back to council.

Discussion on charging for events held in Market Place. Deferred to P&A sub-committee to review and revert to full council.

Discussion on pot holes in market place. Builder has been contacted and quotation is awaited.

Discussion on parking in Market Place. No further action required at present. P&A sub-committee to review further.

d. Play Area and Playing Field.

Discussion on play area development. DW to contact other potential donors to the financing of the play area.

12. Marketing and Promotions

To discuss and agree actions and associated expenditure for marketing and promotion

Discussion on Xmas lighting. Spend was significantly less than budget due to incorrect lighting being ordered. Many of current lights need replacing. Agreed to meet on 28th December at 4pm to review the current lights. Lights to be taken down on 8th January.

Discussion on Xmas market. Lessons learnt: stagger arrival times of stall holders, later start to allow market to go into early evening, need more contractors to arrange set up and dismantling of stalls, carousel was a big success but would need external financing if repeated, more food stalls would be better. Sub-committee meeting to be organised for January.

Discussion on Queens Jubilee celebration. WASTC sub-committee to meet on 10th January at 10.00am to discuss ideas. Follow up meeting with WSM, TSP and Croft provisionally on 18th January. ACTION: Clerk to contact neighbouring councils to check availability.

13. Councillors e-mails

To receive a report from the clerk regarding the use of private e-mail addresses for council business

Discussion on use of private e-mail addresses for council business. ACTION: Council to consider and revert in the New Year and Clerk to investigate how to set up a standardised gmail account.

Mayor DW closed the council session at 20.25 to discuss an item of a sensitive nature.

14. Office accommodation.

Discussed under closed session.

Mayor DW reconvened the council session at 20.39

15. Correspondence

To discuss correspondence received

War memorial Trust provisional pre-approval and application form received – Clerk to process

Initial Parish Precept letter received,last date for precept 28th January

Buttercross improvement authorised by Welcome Back fund

E-mail from parishioner regarding waste bin in passageway between St. Johns Street and Market Place.

E-mail from Highways regarding verge cutting in 2022/23

Application for funding from CAB. Discussed and declined. Not a local project.

E-mail from parishioner regarding street light at No.1 The Walk. Action: Clerk to investigate ownership of light and act accordingly.

16. Agenda items for next meeting

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

Queens Platinum Jubilee.

Date of next meeting  : 11th January 2022.