Minutes from 2023

Wainfleet All Saints Town Council Meeting

Minutes of the council meeting held at 18:00 on 7th February, 2023 in the town council offices.

Councillors present : Mayor D.Wickes (DW), Cllr. D.Kettleborough (DK), Cllr. V.Parker-Hill (VPH), Cllr. S.Baird (SB),  Cllr. W.Bowkett (WB), Cllr. J.Ward (JW), Cllr. T.Ward (TW), Cllr. C.Harbon (CH).

Also present : Clerk C.Cleary (CC)

Absent : PCSO J.Richardson (JR)

1. Police report

To receive a report from the police representative

PCSO JR was unable to attend the meeting but advised that a meeting had been held with Cllrs DW and WB over concerns on speeding and illegal parking. JR advised that the police had set speeding and parking on the High Street as a local priority for the months Jan to March. JR also had requested to use the office for a surgery on 16th February from 4- 6pm. Cllrs agreed to this request.

Cllr. VPH reported to council about an incident of youngsters causing damage to the bus shelter and giving out verbal abuse. These gatherings are happening most evenings. ACTION: Clerk to report matter to JR for further investigation.

2. Public session

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

No public were present at the meeting

3. Apologies for absence

To receive and approve apologies for absence.

None. CH advised she would have to leave before 7.30 pm due to a prior engagement.

4. 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 declared.

5. Draft Minutes of the Council Meeting held on 3rd January 2023 and the Extraordinary meeting held on 5th January, 2023.

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

Draft notes of the meetings held on 3rd January and 5th January, 2023 had previously been circulated to councillors.

PROPOSED, SECONDED and RESOLVED to accept these minutes as a true record of the meeting held on 3rd January 2023 and the extraordinary meeting held on 5th January 2023.

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:

Completed issues

* 450 Trees planted

* Allotment policy produced and reviewed by P&A subgroup (see item 10b)

* Precept submitted

* Allotment invoices sent out

* Letter of thanks sent to J.Hart

Issues still pending

Return of unused plots – clerk to write to plot owners

Signing of Deed of transfer for Coronation Hall – undergoing legal opinion.

Tree work in Northolme – scheduled for February.

Policy documents review – ongoing

Burials subgroup meeting to arrange

Clerk incurred 1 hr overtime in the 4 week period to 27th January.

7. Reports from External Agencies

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

Other Councillors reports from external meetings.

Cllr WB advised that most of her report would be covered in other items of the agenda.

Cllr WB advised she had met with Stuart Bateman to discuss the status of the playing fields charity land. Cllr SB requested copies of the relevant land registries. ACTION: Clerk to circulate documents.

Cllr. WB gave update on Wainfleet Weekend activities and use of office by NHS well being hub. (See item 10e).

8. Finance

a. To receive financial reports and updates. 

The monthly financial report and bank reconciliation for January had previously been circulated to councillors. Discussion on monthly report.

PROPOSED, SECONDED and RESOLVED to approve the January Financial Report.

b. To approve payments and receipts.

Discussion on payments to be made. PROPOSED, SECONDED and RESOLVED to approve the payments and receipts for January.

For transparency the following payments in excess of £100 were made in January:

c. To review signatories and promoter for the councils lottery licence.

Clerk presented correspondence from ELDC regarding the current lottery licence held. Regulations state that the promoter of the licence may not be a signatory. Discussion on who should be nominated. PROPOSED, SECONDED and RESOLVED that Cllr. WB should be named as promoter, with Cllr. DW and Clerk CC remaining as signatories. ACTION: Clerk to advise changes to ELDC licencing.

d. To review the LALC annual training scheme subscription.

Invoice for the LALC annual training scheme had been received. Discussion on cost effectiveness of the scheme. Council decided that it would be more cost effective to pay for courses as and when required. PROPOSED,SECONDED and RESOLVED to advise LALC that council no longer wishes to subscribe to this scheme.

9. Planning

a. To receive and discuss applications.

S/194/00135/23 – Phase 1 Station Road, Wainfleet. Discussion on application. No comment from council. ACTION: Clerk to respond to ELDC with no comment on application. 

POST SCRIPT : This application was received the same day as the meeting. A subsequent site visit by Cllrs. DK. TW and Clerk CC shortly after the meeting to view the footpath on the development. Clerk to advise in comments that the footpath should remain in situ.

b. To receive an update on the Matt Pits Lane application.

A meeting was held in the council offices attended by a representative of the developer and Cllrs. DW, WB and Clerk CC. Developer advised that they would hold a public meeting at a date to be advised in order to clarify any issues with this proposed development.

c. To receive an update on the Outer Dowsing Offshore Wind development.

Documentation had been received from Outer Dowsing and circulated to council. There will be another public consultation to be held on February 21st and councillors are encouraged to attend.

10. 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. 

EROB plots 861/862

Memorial plot 39GR

Cllr. DK reported that there is a need for a tidy up around Northolme cemetery and review of what is permitted to place on the graves. Discussion on current regulations and enforcement. Burials subgroup to review regulations.

General tidy up to be organised end of February, beginning of March.

Discussion on RBLI wreaths on display. Agreed that one wreath will be allowed to remain on display.

Clerk advised of letter received from War Memorial Trust giving details of ELDC approved stonemasons who could perform the remedial work on the Memorial. ACTION: Clerk to contact stonemasons to obtain revised quotes in accordance with WMT guidelines. 

b. Allotments 

A new Allotments Policy had been prepared by the clerk and reviewed by the P&A subgroup. Discussion on new policy.

PROPOSED, SECONDED and RESOLVED to adopt the Allotment Policy. ACTION: P&A subgroup to arrange meeting with plot holders to introduce the new policy. Clerk to review the tenancy agreement and draft new one to reflect the new policy.

Discussion on plot 8 – no further action at present.

Discussion on provision of a bin/skip. Deferred until meeting with plot holders.

Discussion on rubble in car park at allotments. ACTION: Clerk to investigate.

c. Market Place 

Discussion on monthly/weekly markets. Contractor has now resigned and temporarily, S.Bogg will provide manpower to assist with erection of gazebos in February and March. M&P subgroup to discuss market going forward and revert to council. ACTION: Clerk to send checklist to Cllr. WB.

d. Play area and Playing Field

A recent independent inspection report on the play area equipment had been received and circulated to councillors. Discussion on report. P&A subgroup to convene a meeting to review the report on site and revert to council with proposed action plan.

Discussion on grass cutting in play area. Cllr. DK felt that grass required cutting now and tree canopies were still to be tidied. Contractor to be reminded in March that this work was still pending.

e. Office       

The office had been recently used by NHS Wellbeing who would like to have monthly meetings and have requested a rental rate for use of the office. Discussion on rental rate. PROPOSED, SECONDED and RESOLVED to charge £20 for each of the meetings. ACTION: Clerk to advise.

11. King Charles III Coronation

To receive a report from the subgroup regarding proposed events for the Coronation.

Discussion on events to take place to commemorate the coronation. PROPOSED, SECONDED and RESOLVED to approve the actions recommended by the Coronation subgroup. ACTION: Clerk to contact supplier of Jubilee badges and can purchase up to 300 badges. The costs will be offset by a donation from a local charity.

Cllr. WB to contact Sid Dennis to ask if they can donate bins for the celebrations.

12. Elections 2023, Purdah and the Annual Parish Meeting 2023.

To discuss and agree arrangements for the local council elections 2023, the effect of Purdah and the dates permitted for the Annual Parish Meeting.

Advice notes had been received from LALC regarding the upcoming Annual Parish Meeting, Annual Town Council meeting and the local elections. Discussion on dates for meetings. DECIDED that the Annual Town Council meeting will be held at 5.30pm on Tuesday 9th May to be followed by the May monthly meeting at 6.00pm. The Annual Parish Meeting to be held on Friday 26th May at 5.30 pm. Discussion on items for inclusion in Annual Parish Meeting. Clerk to check what can be advertised for the APM during Purdah.

13. New Community building

To discuss and agree actions for the proposal to for the subgroup to investigate the project.

Clerk gave an update on the ownership of the land in the playing fields. Discussion on land divisions in playing fields. Discussion on trusts involved in ownership of land. Agreed that in first instance public interest and support for a sports pavilion was required. Cllr. WB advised that she had spoken with one of the named trustees of the Magdalen Playing Fields Association who was supportive of the councils proposal, but this charity has been inactive for many years. ACTION: Cllr. WB to approach charities commission to verify the current status of the Magdalen Playing Fields Association.

14. Correspondence

To discuss correspondence received.

E-mail from ELDC regarding UKSPF/RPF – Clerk advised details received to date and that a further meeting with ELDC was scheduled for Thursday.

E-mail from parish.uk Network requesting data to set up a national parish council contact website. Has been referred to LALC for further investigation.

Thank you letter from LIVES

Letter from RBLI asking if the council will participate in this years window display competition. Agreed to participate.

E-mail from Outer Dowsing Offshore Wind – circulated and advised of new meeting (see item 9c).

Various E-mails regarding plot 12 – answered and no further correspondence received.

Correspondence from LALC regarding Annual Parish Meeting and Annual Council Meeting. See item 12.

Invitation to attend Fr. Aidens licencing at Burgh Le Marsh -circulated.

Magna Vitae schools out programme for February half term received.

Request for funding from Birches Book Corner – discussion on request. Cllr. Bowkett suggested that they apply to her for District Councillor funding. ACTION: Clerk to contact Birches Book Corner and advise.

15. Agenda items for next meeting

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

Date of next meeting : Thursday 2nd March 6.00pm.

Mayor DW thanked all for their attendance and closed the meeting at 20.30 hrs.