May 2021
Wainfleet All Saints Town Council Meeting
Notes from the Annual Town Council Meeting held by video conferencing on 4th May, 2021 at 18.00 hrs.
Councillors present :
Mayor D.Wickes (DW), Cllr. W.Bowkett (WB), Cllr. S.Baird (SB), Cllr. D Kettleborough (DK), Cllr. J. Hart (JH)
Absent : Cllr. V. Parker-Hill (VPH ), PCSO Jayne Richardson (JR)
Also Present :
Clerk C. Cleary (CC)
Mayor DW welcomed everyone and opened the meeting at 18.05 hrs.
1. Election of Chair
To elect a new Chair of the Council.
PROPOSED,SECONDED and RESOLVED that Cllr, D. Wickes to continue as Chair.
2. Acceptance of office of Chair
Cllr. D.Wickes duly signed the acceptance of office form.
3. Election of Vice Chair
To elect a new Vice Chair of the Council.
PROPOSED, SECONDED and RESOLVED that Cllr. W.Bowkett continue as Vice-Chair
4. Acceptance of office of Vice Chair
Cllr. W. Bowkett duly signed the acceptance of office form.
5. Police report
To receive a report from the police representative
Jayne sends her apologies and sent the following report :
Speed checks have slowed down on Spilsby Rd due to the re-surfacing & loose chippings but will resume shortly
We did attend one of the Friday Markets with the Eddie van and engaged with the shoppers – we are hoping to do this again
We were made aware of a few issues on the play park area and have increased passing attention in that area
Scam emails/texts in relation to parcels being delivered is quite a thing at the moment and is catching a lot of the younger generation out too – stay extra vigilant.
6. Public session
An opportunity for the public to ask the Council questions and to bring new observations.
No members of the public were present and no questions submitted.
7. Apologies for absence
To receive and approve apologies for absence.
Cllr. VPH.
8. 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.
Cllr. WB - WUJFC
9. Draft Minutes of the Council Meeting held on 6th April, 2021
To confirm the notes as a true record of the decisions made.
Draft minutes of the meeting held on 6th April, 2021 had been circulated and no amendments noted.
PROPOSED, SECONDED and RESOLVED to accept the draft minutes as a true record of the meeting held on 6th April 2021
10. Clerks report and action points from the previous minutes
To receive the clerks report and deal with matters arising.
a. Matters arising from last meeting
ELDC have looked at bin in passageway between Market Place and St Johns Street and agree it is not appropriate. Paperwork received on Saturday to arrange for change.
Latest edition of Arnold Baker Local Council Administration has been received
Plot 10 tenant has been refunded, plot cleared and first person on waiting list contacted.
Raffle tickets on order – draft sent out for approval.
Coronation Hall advised of DW nomination as rep.
Still pending – fence posts and fencing on field?
b. AGAR
Internal has been completed without any major issues. One point raised was that if councillors make purchases on behalf of council, then in order to reclaim the VAT the invoice should be in the name of the council, not the councillor.
c. Cemetery
The area surrounding the old garden of rest has been completely re-surveyed and a new plan drawn up with accurate records of those interred. This has resulted in a few further issues which may need to be resolved.
d. New Office
Some difficulty is being had with the transfer of the telephone and broadband due to the address not existing on Royal Mails postcode database (despite them taking the money to redirect the mail!), nor on ELDC street register. I am working on trying to resolve the issue.
e. Clerk Issues
Clerk incurred 4hrs overtime in the 4 week period ending 24th April.
f. ID for Councillors
Clerk had researched ID’s for councillors. Discussion on badges. Photo ID was preferred solution, with name, contact number.
ACTION : Clerk to prepare draft ID document for councillors ID.
g. Meeting with Lisa Collins re: Welcome Back Fund
Presentation to councillors on meeting and possibility of additional funds through the Welcome Back Fund from ELDC.
ACTION : Clerk to arrange an additional meeting to discuss application to ELDC
11. Reports from External Agencies
To receive reports from LCC and ELDC Cllr. Wendy Bowkett.
Cllr. WB in Purdah so no reports issued.
Other Councillors reports from external meetings.
Cllr. WB gave a summary of the meeting held with ELDC and Magna Vitae. Lots of positive feedback from them and promises of support. Platform Homes are also willing to provide funding for areas of play area. WB will follow up with Platform Homes.
12. Review of Working groups
To review and agree the working groups, their members, and terms of reference.
Discussion on working groups. To remain the same at present with meetings to be scheduled back to back, with summaries submitted to full council.
13. To Review representations for External Organisations
To review and agree member representation for external organisations.
Cllr. DW is now registered with the Coronation Hall. Representation on RBL and Scouts to be decided at a later date.
14. To review official council documents
To review the current list of council policies and documents to be reviewed and to bring recommendations to the next meeting. Current policies are: Asset register, Code of Conduct, Complaints Procedure, Co-option, Data Breach, Data Protection, Data Retention, Equal Opportunities, Exhumation, Financial Regulations, Freedom of Information, Grants, Internal Controls, Lone Worker, Media Protocol Relations, Publication Scheme, Risk Management Procedure, Safeguarding, Section 137, Social Media, Standing Orders. Cemetery fees and regulations, Garden & Farming Allotment rents and tenancy agreements.
Policies and Documents to be reviewed annually. Once working groups established, policies will be divided between the various groups for review.
15. Finance
a. To receive financial reports and updates.
April financial report had been previously circulated to councillors. Discussion on April report.
PROPOSED, SECONDED and RESOLVED to approve the April financial Report.
b.To approve payments and receipts.
Discussion on payments and receipts to be approved.
PROPOSED, SECONDED and RESOLVED to approve all payments and receipts for April.
Payments made over £100 in April for transparency:
Payee Detail Amount VAT Total
Royal Mail Redirection of mail £216.00 £0.00 £216.00
Pitbitz Additional Gazebos £815.00 £163.00 £978.00
Lexis Nexis Arnold Baker v.12 £119.99 £0.00 £119.99
Inspectas Japanese Knotweed treatment £1500.00 £300.00 £1800.00
Staff costs Staff costs £711.68 £0.00 £711.68
Village Hall Storage costs 2020 £450.00 £0.00 £450.00
P&K Lewis New office rent £400.00 £0.00 £400.00
c. To review and discuss Section 137 payments
Discussion on S137 applications and payments.
PROPOSED, SECONDED and RESOLVED to approve the following payments :
Lincoln Lowland Search and Rescue : £100
Clockwinders :£365
ACTION: WB to forward details of clockwinder for payment.
d. To review the Mayors Allowance
Discussion on Mayors Allowance.
PROPOSED, SECONDED AND RESOLVED to maintain the Mayors allowance at £540.
e. To review the Clerks Salary
Discussion on review of clerks salary.
To be deferred until the new NALC rates are published.
f. To receive and approve the Annual Governance Statement 31st March 2021
The annual governance statement for 2020/21 had been distributed to all councillors prior to the meeting.
PROPOSED, SECONDED and RESOLVED to approve the Annual Governance Statement 2020/21
g. To receive and approve the Financial Statement for year ending 31st March 2021.
The financial statement for the year ending 31st March 2021 had been distributed to all councillors prior to the meeting.
PROPOSED, SECONDED and RESOLVED to approve the Financial Statement for year ending 31st March 2021.
16. Planning
To receive and discuss applications.
EZY/0043/21/TCA – Tree work at Magdalen Museum.
Council had no objections
S/194/00725/21 – Change of use Holme Farm
Council had no objections
S/039/00687/21 – Erection of 2 pairs of semi-detached houses Croft Mill Court
Council objected to the application on the following grounds : over intensification of the existing site, parking and safety issues.
EZY/0051/21/TCA – Removal and replacement of Cypress tree 2 Silver Street
Council had no objections
17. 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..
Northolme Cemetery & Closed Churchyards.
New memorials – GOR plot 242, 215, 266. Cemetery plots 849,837.808
No burials or ashes internments.
Councillors praised the work done on the maintenance of the cemeteries and the new contractor.
Discussion on mis-use of waste bin in Northolme Cemetery.
Allotments.
Plot 10 has been prepared, refund issued to previous tenant and offer made to first person on waiting list – awaiting reply.
Discussion on water feature/pond on plot 6. Tenant had requested a pond some time ago and was told he could not have one and the use of the allotments was quite clearly defined in our regulations.
Action : Clerk to write to tenant and give 28 days notice to fill in and remove pond.
Market Place
Discussion on storage at bus shelter.
Action : WB to contact Heritage officer to ascertain if planning permission would be required for a wooden structure.
Hosepipe purchased and signs saying “trip hazard” to be used during watering. Risk assessment need to be done for using hosepipe in market place car park.
Action : Clerk to prepare risk assessment for watering tubs using hosepipe in Market Place.
Discussion on condition of car park surface.
Action : Clerk to obtain quotation for repair of potholes.
Discussion on market activities. Market still proving popular and new contractor is working well. Two extra gazebos are on order.
Discussion on rate for contractor.
Discussion on access to toilets while market is being assembled.
Discussion on planters/banners. Issues with strong winds moving planters.
Discussion on watering rota. Action : DW to contact potential contractor to water plants on daily basis.
Play Area and Playing Field.
New sign for gate received. Action : DK to arrange installation of new sign.
Discussion on acts of vandalism in the play area. All incidents to be reported via 101.
18. Marketing and Promotions
To discuss and agree actions and associated expenditure for marketing and promotion.
Raffle tickets ordered. Awaiting draft for approval.
Action : DW to collect raffle tickets when ready.
19. Flagpole
To discuss the suggestion of the erection of a flagpole.
Quotation for flagpole has been circulated.
Discussion on possible location and maintenance. Decision deferred until July.
ACTION: Clerk to contact supplier to get opinions on where the flagpole could be located.
20. New councillors
To discuss potential new councillors for co-option.
Several potential councillors have shown interest and will be invited to the next meeting which should be face to face.
ACTION : WB to advertise on Facebook to see interest.
21. Correspondence
To discuss correspondence received
Letter from WUJFC : Discussion on wildflower area suggested by WUJFC.
ACTION : Clerk to reply to WUJFC advising that any seed to be used should be of the “meadow” type and be non-invasive, and ensure that WUJFC are responsible for its maintenance and upkeeping. Also to remind them that any physical work to be done will need the plans submitted to us for prior approval.
E-mail from ELDC/BBC re :civility in public life. Deferred to meetings on procedures.
E-mail from Nicola McGarry re : BID funding.
ACTION: Clerk to respond and request application form.
LALC advice to councils re remote meetings
Discussion on holding meetings in the next few months.
ACTION: Clerk to complete LALC survey.
22. Agenda items for next meeting
To receive items for inclusion on the next meeting’s agenda.
New Councillors. (To be at the earliest possible point in the meeting).
23. Meeting dates for the coming year
To agree dates for meetings of the working groups, and to confirm that full council meetings will be held on the 1st Tuesday of the month.
PROPOSED, SECONDED AND RESOLVED to hold monthly full council meetings on the 1st Tuesday of the month.
Discussion on working group meetings.
ACTION: Clerk to send out dates available to hold the first Working groups meetings.
Mayor DW thanked all those who attended and declared the meeting closed at 20.00 hrs.