September 2021
Wainfleet All Saints Town Council Meeting
Notes of the council meeting held at 18:00 on 7th September 2021 in the town council offices.
Councillors present :
Mayor D.Wickes (DW), Cllr. D Kettleborough (DK), Cllr. S.Baird (SB)
Cllr. V. Parker-Hill (VPH), Cllr. J. Hart (JH), Cllr. W.Hatchman (WH)
Absent : Cllr. W.Bowkett (WB),
Also Present :
Clerk C. Cleary (CC), five 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 sent her apologies and was unable to attend.
2. Public session
An opportunity for the public to ask the Council questions and to bring new observations.
Comment from organisers of bike meeting. There was a good attendance with no issues. Council were thanked for their assistance and next years event will take place on 3rd Sept.
A representative of Parkers of Wainfleet Ltd. presented info on area of land they own which has storm drain and could possibly be used as an amenity area for town. Highways won’t consider adopting. Owners are responsible. Would consider legal transfer of land. Was advised by DW that this would be considered at the next council meeting once councillors had an opportunity to visit the site.
Rep from Methodist Chapel – questions on Xmas and Queens Jubilee . Was advised that preparations are well in hand for both events and they are to be welcomed to assist in the sub-committees taking care of these events.
Mayor DW closed public session at 18.15 and announced council going into full session.
4. Apologies for absence
To receive and approve apologies for absence.
Cllr. WB sent her apologies.
5. 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 VPH – item 11a
6. Draft Minutes of the Council Meeting held on 3rd August, 2021
To confirm the notes as a true record of the decisions made.
Draft minutes of the Town Council Meeting held on 3rd August 2021 had previously been circulated to councillors
PROPOSED, SECONDED and RESOLVED to accept the minutes as a true record of the meeting held on 3rd August 2021.
7. Clerks report and action points from the previous minutes
To receive the clerks report and deal with matters arising.
Still difficulties obtaining quotations from stonemasons. An alternative has been contacted and will be on site later in the week. ACTION: Cllr. SB will meet with them to show them the issues.
Reply received from Highways regarding near misses on Mill Road. Discussion on area in question. ACTION: Cllr. VPH to contact Batemans and explain situation.
Clerk CC had circulated a review of the internal controls policy and 3 new policies, Social Media, Communications, and Safeguarding. Discussion on Safeguarding policy definition of a vulnerable person. Decided to await clarification on definition of a vulnerable person prior to approval.
PROPOSED, SEECONDED and RESOLVED to adopt the revised Internal Controls Policy, the Social Media Policy and the Communications Policy.
ACTION: Clerk to provide copies of new policies to all councillors.
Monthly checklist for council assets had been circulated to council for review and decision on responsible person for each area.
Allotment checklist – to be simplified to just have general comments on appearance. Responsible person : JH/DW
Market place – add gazebos. Responsible person : JH/SB
Play areas – Responsible person VPH
All Saints Cemetery – Responsible person DK
Wainfleet Bank closed cemetery – Responsible person WH
Northolme cemetery – responsible person CC/VPH
Clerk issues – Clerk incurred 2 hrs overtime in the 4 week period to 13th August and took 5 hrs holiday.
8. Reports from External Agencies
To receive reports from LCC and ELDC Cllr. Wendy Bowkett.
Due to holiday, Cllr. WB did not issue a report.
Other Councillors reports from external meetings.
M&P sub committee met – discussed under marketing
Finance sub-committee met – discussed under finance
Meeting with Coronation Hall – discussed under Coronation Hall
9. Finance
To receive financial reports and updates.
The August financial report had previously been circulated to councillors. Discussion on August report.
PROPOSED, SECONDED and RESOLVED to approve the August Financial Report.
To approve payments and receipts.
Discussion on payments to be made.
PROPOSED, SECONDED and RESOLVED to approve all payments and receipts for August.
For transparency, payments made in August in excess of £100 were :
| Payee | Detail | Amount | VAT | Total |
| P.Whiley | Grass cutting contract July | £1475.00 | £0.00 | £1475.00 |
| M. Firth Landscapes | Grass cutting contract June | £379.00 | £75.80 | £454.80 |
| Staff costs | Staff costs | £721.92 | £0.00 | £721.92 |
| P&K Lewis | Office rental August | £400.00 | £0.00 | £400.00 |
| David Ward | Invoices 9/4 to 9/7 (Market) | £1140.00 | £0.00 | £1140.00 |
| Display Wizard | A boards | £187.99 | £37.60 | £225.59 |
| DW Landscapes | Tree work | £300.00 | £0.00 | £300.00 |
VAT refund to 31/3/2021 submitted and received £4329.49
Purchase order from LCC for verge cutting received – invoice for £577.39 submitted
Cheque from Rotary Club for £3176.40 received
Quotation for play equipment repair received -£234
Quote for signwriting received £120
PROPOSED, SECONDED and RESOLVED to accept the above quotations
ACTION: Clerk to advise suppliers and instigate work. Also, to verify with planning if any permission required.
Note from sub-committee meeting : Clerk to start obtaining quotations for items/work approved from the Welcome Back fund.
10. Planning
To receive and discuss applications.
s/194/01687/21 – 51 High Street
S/194/01742/21 – 50/51 High Street
S/194/01741/21 – 51 High Street
Accolaid cases for 7, 30 and 31 High Street now resolved to ELDC requirements. Recommendations only made to 1 Market Place.
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.
Internment plot 1185
Memorial plot 236
Memorial plot 750
Reservation plot 233
Discussion on investigation request from Funeralcare Skegness. Agreed that council should charge for these searches.
ACTION: Clerk to raise invoice for work incurred.
b. Allotments.
Allotment checklist had been done and meeting held with allotment holders
Plot 10 now in very good condition. ACTION: Clerk to send letter to tenant thanking them for bringing the allotment up to expected standard.
Plot 2 requested permission for polycarbonate greenhouse. Approved
Plot 19 requested permission to erect 6x4 shed. Approved
Plot 17 has served notice and requested refund of deposit. Approved. ACTION : Clerk to issue refund.
Plot 6 still persists on having pond/water feature. Discussion on actions to take. Agreed that all avenues of communications have been exhausted and notice to quit should be served. ACTION: Clerk to service notice on tenant.
Application to transfer lease of farming allotment plot 1. Discussion on access rights to allotment. Agreed in principle to the transfer, but a meeting with new tenant was required before confirming the transfer. ACTION : Cllrs. VPH and DK to meet with new tenant.
c. Market Place
Pothole repairs still pending. ACTION : Cllr VPH to ask qualified person to review.
Buttercross survey still pending – site visit arranged for Thursday
Buttercross up lighters still pending.
New trader Nala’s Den on market.
Application to trade from Porky Wrights sausages. Discussion on impact on local butcher. ACTION : VPH to speak to butcher – CC then to contact trader.
d. Play Area and Playing Field.
Discussion on funds received from Rotary Club and report from sub-committee. Refurbishment of existing equipment was a priority.
PROPOSED, SECONDED and RESOLVED to proceed with the installation of the disabled access roundabout and to obtain a quotation for the refurbishment of the existing equipment.
Discussion on further play area development. Agreed to proceed with items scheduled from the Welcome Back fund. Agreed to put on hold any further expansion of the play area.
Discussion on litter in play area. ACTION: Cllr. VPH to contact school to arrange a litter pick. CC to obtain litter signage.
Agreed to purchase litter bins according to that approved from the Welcome Back funding.
Discussion on grass cutting of playing field. Cllr. DK had been in contact with contractor to discuss failings to comply with contract. ACTION: Clerk to write to contractor advising of shortcomings and request site meeting.
Cllr. SB met with M. Davey (tree and hedge application) – all Ok except trees in tubs and some revision on species to be supplied.
12. Marketing and Promotions
To discuss and agree actions and associated expenditure for marketing and promotion.
Report on result of raffle. ACTION: DW to send full details to Clerk. Suggested that raffle was not to be done next year.
Discussion on report from M&P sub-committee for Xmas lights to be purchased. Agreed to purchase real Xmas Tree. ACTION: Clerk to contact highways for permission to install lights on lampposts.
PROPOSED, SECONDED and RESOLVED to use £4,000 from reserves to pay for additional lights. The total budget for Xmas will then be £7,000.
Discussion on storage of new lights. Will be kept in boxes in new office.
Discussion on Xmas activities. WH will be Santa on 27th November at 2.00 pm.
Discussion on Xmas Market. No other Xmas markets in the area on the proposed day. Discussion on additional funding and availability of market stalls. Suggested Market to be held on either High Street or Barkham Street and carousel and tree in Market Place. ACTION : Clerk to advertise market and seek interest in attending a Xmas market. Clerk to contact organisers of Fun Run to include road closure from Magdalen Road to Market Place from 9am to 9pm.
13. Queens Platinum Jubilee
To discuss plans for the celebration of the Queens platinum Jubilee in 2022
Clerk updated council on responses from WSM and TSP councils. A sub-committee meeting will be held next month.
14. Coronation Hall
To receive an update on the correspondence with the Coronation Hall.
Council were updated on the meeting held on Monday 6th September. A final draft of a new constitution will be sent to all interested parties when ready. Discussion on councils position as custodian trustee. To be reviewed at the next council meeting.
ACTION: Clerk to send letter thanking Coronation Hall for the meeting.
15. Correspondence
To discuss correspondence received
Complaint received regarding condition of The Walk – reported on FixMyStreet – no further action deemed necessary.
Various planning applications circulated
Accolaid cases circulated
Investigation for a burial/ashes in the 1970’s from Funeralcare Skegness – see item 11a.
Local listing project – ELDC.
E-mail reply to traffic issues on Mill Lane received – see item 7
E-mail from ELDC re : Love your local market. We will participate. ACTION: Clerk to reply to ELDC.
E-mail from Roger Shaw – circulated. To be on October agenda after councillors have made site visit.
Anonymous note re: dog fouling (reported to Jayne)
Letter from Haines Watts re : payroll contracting. Agreed to accept until end of current tax year.
16. Agenda items for next meeting
To receive items for inclusion on the next meeting’s agenda,
Review of sub-groups
Action list.
Bus shelter storage,
Coronation Hall custodian trusteeship.
Land owned by Parkers of Wainfleet.
Mayor DW thanked all for attending and their contribution and declared the meeting closed at 21.15hrs.