Minutes from 2023

Wainfleet All Saints Town Council Meeting

Minutes from the council meeting held at 18:00 on 7th November 2023 in the town council offices.

Councillors present : Mayor Cllr. S.Mitchell (SM), Cllr. D.Kettleborough (DK), Cllr. J.Hart (JH), Cllr. W. Bowkett (WB), Cllr. P.Jones (PJ), Cllr. C.Mitchell.

Apologies :  None

Also present : Clerk C.Cleary (CC) and 2 members of the public.

Mayor SM welcomed everyone and opened the meeting at 18:00hrs.

1. Public session

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

There were no questions from the public. Mayor SM suggested that going forward he would like to include a Mayors report at future meetings detailing his activities. Councillors welcomed this suggestion. He further advised the he was attending various Remembrance related activities in the coming week and would be attending a TEAMS meeting with Lincs, Police on 5th December.

2. Apologies for absence

To receive and approve apologies for absence.

All present.

3. Declarations of interest

To receive declarations of interest under the Localism Act 2011.

Being any pecuniary interest in agenda items not previously recorded on the Members Register of Interests and any written requests for dispensation.

None. 

4. Draft Minutes of the Town Council Meeting held on 3rd October, 2023.

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

Draft notes from the meeting had been published and circulated to councillors prior to the meeting. Discussion on notes.

PROPOSED, SECONDED and RESOLVED to accept the notes as a true record of the meeting held on 3rd October 2023.

5. Clerks report and action points from the previous minutes

To receive the clerks report and deal with matters arising.

Matters arising from last meeting

Completed issues

* Barclays Mandate amended.

* Repair tape for play area sourced. Mayor SM advised that quality of the tape was not impressive but would make another attempt to make good the repair in the play area.

* Proposed changes to burial charges prepared. Discussed under item 7d.

* Meeting with S.Bateman re: pavilion held. Cllrs. SM, WB and Clerk CC attended the meeting to discuss the Magdalen Playing Fields Association Trust land, which is currently inactive and behind in accounting. Council agreed that Trust should be re-established under the sole trusteeship of the council. ACTION: CC to contact solicitors to obtain quotation for the work.  

* Finance subgroup meeting held. Discussed under item 7.

* Proposed Reserves Policy drafted. 

* Grave digger instructed that all graves to be made level at time of burial   no mounds.

* Revised quotation for Marketplace resurfacing received (now  £17,863 +VAT). Clerk would be meeting with Heritage Lincs on 10th November to review any other areas of the Marketplace in need of maintenance.

* Quotation received to relocate memorials in All Saints ( 1680). Clerk advised that a second quote had been requested from another stonemason.

* Various new potential office sites visited. Mayor SM and Clerk CC had identified various potential new office locations with the objective to reduce the costs currently paid in rent and electricity. All sites were discussed and council agreed that an offer could be made on one of the properties viewed.

Issues still pending

* Signing of Deed of transfer for Coronation Hall   Still awaiting to hear from solicitors

* All Saints Church memorials   awaiting 2nd quote.

* Division of allotment plot 12 to be advertised

* Application for UKSPF for Marketplace refurb (Lincs Heritage visiting Friday 10th  Nov)

* Revision of cemetery regulations   to be completed for next months meeting

* Graves in breach of regulations - to be completed

Cllr. PJ made his apologies and left the meeting at 18:30 hrs.

6. Reports from External Agencies

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

Other Councillors reports from external meetings.

Cllr. WB reported as follows:

* A property located on the High Street would be given a 28 day notice to improve the appearance of the property..

* Flood grants are now available for any properties that suffered during the recent flood.

* Recent flood was handled very well by the authorities. She proposed that a letter of thanks be sent to the Coronation Hall, Joe Taylor and Matt Coley for their assistance at the time. ACTION: Clerk to prepare letters. 

* Lindsey Marsh Drainage Board have been asked to replace the sand used.

* WB met with our local MP and the Environment Agency to discuss flooding issues and better means of managing the excess flow in the Steeping.

Mayor SM expressed a sincere thank you to WB for all her efforts during the flood.

7. Finance

a. To receive financial reports (including half year financial report) and updates. 

The October monthly financial report, the October bank reconciliation and the half yearly financial report had been circulated to all councillors prior to the meeting. Discussion on financial reports.

PROPOSED,SECONDED and RESOLVED to accept the monthly financial report for October and the half yearly report.

Additionally, at the finance subgroup meeting Clerk CC had presented a draft reserve policy to the finance subgroup who were now recommending that this policy be adopted by the council. Discussion on policy. 

PROPOSED, SECONDED and RESOLVED to adopt the proposed Reserves Policy.  

b. To approve payments and receipts.

Discussion on payments to be made.

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

For transparency, the following payments in excess of  £100 were made in October.

Mayor SM also suggested that he obtain a mobile phone for use on council business. Approved by council and noted that all official communications are still to be through the councils proper officer, i.e. the clerk.

c. To review an S137 application for funds

The council had received an S137 application from the Methodist Chapel for assistance in purchasing a new boiler. Discussion on application.

PROPOSED,SECONDED and RESOLVED to grant  £500 to the Methodist Chapel.

d. To review proposed charges for Northolme Cemetery for 2024

The burials subgroup had reviewed the current fees and charges in Northolme Cemetery and prepared a recommendation of rates to the full council. Discussion on proposed rate changes. Despite the fact that rates had remained unchanged for 3 years, council felt that a sudden jump in rates would be too much. Proposed that the recommended increase be implemented over 2 years.

PROPOSED, SECONDED & RESOLVED to increase the full burial cost (including EROB) to  £500 from 1st January 2024, rising to £ 600 from 1st January 2025. All other rates pro-rata.

8. Planning

To receive and discuss applications.

S/194/00135/23   Land off Barton Road   amended application received. No further comments from council.

Outer Dowing Offshore Windfarm development. A public meeting was held in Wainfleet giving the latest news on this application and a newsletter distributed to all households in the area. 

9. Reports from subgroup meetings

To discuss findings and agree actions and associated expenditure as a result of recommendations from the following subgroups : 

a. Properties & Amenities

The P&A subgroup met and circulated a report to all councillors. Key points were :

* Rope ladder in play area need attention (see item 5)

* Small play area gate need closing spring.

* Dip in ground at entrance to small play area has been repaired.

* Jubilee/Coronation shrubs planted in Marketplace

* Draft budget for 2024/25 has been prepared   to be discussed at finance subgroup budget meeting.

* Grass cutting contracts to be reviewed by P&A group

b. Marketing & Promotions

Xmas light switch on all in order and lights scheduled to be installed on 11th November.

c. Burials

Ashes interments plots GR 336 & A2

Memorial plots N98

Revised cemetery charges discussed under item 7d.

Clerk has obtained copies of cemetery regulations from neighbouring parishes for comparison/review with our own. Draft revision to be presented at next council meeting.

d. Community sports pavilion

A subgroup meeting had been held to discuss the latest developments. Due to the higher than expected project cost and legal restrictions place by the principal donor, Council decided to not proceed with the project in its current form. Cllr. WB was urged to contact the local football club and ask them to prepare a presentation demonstrating the need for the facility and the development plans for the club.

10. Correspondence

To discuss correspondence received

* Cemetery & Headstone Workshop 24th April  £185+Vat. Noted but not intending to participate.

* Reply received from LAAT re: legal costs for playing field lease amendments. Noted and discussed in subgroup meeting.

* Legal information received from Football Foundation. Noted and discussed in subgroup meeting.

* Sub regional strategy consultation document received from ELDC. Clerk to complete and return.

* Polling district review received from ELDC. Clerk had replied.

* Confirmation from Heritage of visit on 10th Nov. Clerk to attend.

* Email from ELDC/PLC (consultant)- survey on play areas and facilities. Noted and clerk to reply.

* Email from Boston Police re: Teams meeting with a representative from each TC/PC. Noted and Mayor SM to attend.

* Email from student requesting allotment holders to take part in a nutritional survey. Noted and Cllr. PJ to review,

* Email from landlords requesting communication via WhatsAPp or Facebook. Noted and clerk to reply advising the landlords that these means of communication are not acceptable.

11. Agenda items for next meeting

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

Due to the meeting with the Police Superintendent being on Tuesday 5th December, the next full council meeting will be held on Wednesday 6th December. Agenda items to be submitted to clerk by latest Monday 27th November.

Mayor SM thanked all for their attendance and closed the meeting at 19.30 hrs.