Minutes from 2023

Wainfleet All Saints Town Council Meeting

Minutes of the council meeting held at 18:00 on 2nd March, 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).

Also present : Clerk C.Cleary (CC), 1 member of the public

Absent : Cllr. C.Harbon (CH), PCSO J.Richardson (JR)

1. Police report

To receive a report from the police representative

PCSO JR sent her apologies but sent the following report.

* Situation with parking is improving with a further 3 tickets issued by enforcement officers. Extra patrols  are being made.

* Late evening parking offenders tend to be around the take away shops and in all cases the vehicles have moved to legal parking spots in the town.

* The parking signage at the Marketplace  and Mawsons Gardens bus stops is now enforceable.

Cllr. WB has asked LCC to send enforcement officer more frequently.

Community need to be aware that all issues need to be reported via 101.

Cllr. TW raised the issue of speeding, especially early morning and late evening. Clerk advised that this was on their priority list.

Cllr. SB raised the issue of e-scooters. Clerk advised that at least one person had received a warning.

Discussion on communication with and reporting to the police.

CC to ask if JR has flyers on reporting crimes with 101.

2. Public session

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

No questions or comments from the public.

3. Apologies for absence

To receive and approve apologies for absence.

Cllr. CH and PCSO JR sent their apologies.

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 7th February, 2023

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

Draft notes of the meetings held on 7th February, 2023 had previously been circulated to councillors.

PROPOSED, SECONDED and RESOLVED to accept these minutes as a true record of the meeting held on 7th February 2023.

6. Councillor vacancy

To consider the application of Mr. Steven Mitchell to become a Town Councillor.

An application to become a councillor had been received from Mr. Steve Mitchell which had been circulated to council. Discussion on application. 

PROPOSED, SECONDED and RESOLVED to co-opt Steve Mitchell to the council.

Cllr. SM then signed the acceptance of office and took his place at the council table.

7. 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

* Vandalism of bus shelter and planters reported to PCSO JR

* Land registry documents of playing fields circulated

* ELDC lottery licence changed

* LALC advised of non-renewal of training subscription

* Reply to planning application Station Road submitted after site visit

* 2 stonemasons contacted to provide quotations

* Marketplace checklist issued

* NHS Wellbeing advised of room hire rates

* Coronation badges ordered

* Birches Book Corner advised of decision on application for funds

* Letter sent to owners of plots N270 and N273

* Northolme treework completed

* Rubble in Allotments car park – tenants have said that this is used for repairs to paths

* Malc Firth contacted to deal with tree canopies

* Kompan contacted to review inspection report

Issues still pending

* Signing of Deed of transfer for Coronation Hall

* Policy documents review – ongoing

* Burials subgroup meeting to arrange

* New draft allotment tenancy agreement to do

* Meeting with allotment plot holders

Clerk incurred 3 hrs overtime in the 4 week period to 24th February.

Clerk will be attending a Zoom meeting with ELDC for briefing about the local elections..

8. Reports from External Agencies

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

Other Councillors reports from external meetings.

Cllr. WB reported that she had met with ELDC to discuss ways of promoting the town via ELDC Heritage. Further meetings are scheduled.

Cllr. WB reported that a meeting had been held with Platforn Housing who are willing to work with the school and YMCA to paint a mural on the rear of the garages, plant fruit trees and wildflowers to tidy up the area behind the garages.

Discussion on defibrillators. Clerk to obtain information from LIVES of their maintenance contract.

9. Finance

a. To receive financial reports and updates. 

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

PROPOSED, SECONDED and RESOLVED to approve the February 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 February.

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

c. Barclays Bank update – to be discussed in closed session.

Due to the sensitive nature of the item, Mayor DW closed the meeting at 18:35 and council went into closed session.

Mayor DW re-opened the meeting at 18:40.

10. Planning

a. To receive and discuss applications.

No new applications had been received.

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

Clerk advised that several members of the public had been enquiring about this application. Meeting had been held between the developer, Cllrs. DW and WB and Clerk CC. Developer would be holding a public session at the Coronation Hall on 20th March from 3pm to 7pm.

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

Several councillors attended the last meeting organised by Outer Dowsing Offshore Wind Development. Cllr. WB reported that she had received a verbal complaint about this development. Now awaiting further investigation before finalising the location of the power lines. The project, If approved, will take several years to come to fruition.

d. To discuss the request from ELDC for comments on S/194/1674/22 – Community Hall, Rumbold Lane

ELDC planning had asked council to review if the community hall was still a requirement for the town. Discussion on community hall. ACTION: Clerk to reply to ELDC advising that in their opinion, there are several alternative meetings points for small groups and that they had no objection to the proposed change of use. 

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.

Burial plot 1196

Memorial plot 810

Monthly reports for Northolme, Wainfleet All Saints and Wainfleet Bank cemeteries were submitted.

Remedial tree work had been done in Northolme and area inspected with no further issues raised.

Discussion on tidiness and items placed on graves in Northolme. General tidy up and review of graves to be held on 23rd  March.

Clerk gave an update on the War Memorial. Two stonemasons had visited the site and one quotation had been received. Clerk had contacted WMT to advise the current situation and requested extension to 28th February deadline. This has now been extended to 30th June. Discussion on quotation received, Clerk to send out both quotes to WMT once received.

Further action to be discussed once a reply from the WMT has been received.

b. Allotments

Reminders for payment have been sent to 2 allotment holders who had still not paid their rental. Final reminder will be sent to the remaining outstanding debtor after 14 days to advise that the plot will be re-let at councils April meeting.

Leaking tap had been found at allotments and water isolated at mains.

Monthly allotments condition report was submitted.

Discussion on plot 8. Deferred to next meeting.

Confirmed allotment holders meeting in the office on Thursday 16th March at 10.00. ACTION: Clerk to advise plotholders.

c. Market Place

No new activities. Xmas Lights to be taken down on Friday. Cllr. WB will contact ELDC to have new bin installed in bus shelter.

Discussion on weekly auction and rental of marketplace. ACTION: Clerk to contact auctioneer to discuss rental for 2023/24.

d. Play area and Playing Field

A report had been received from the play inspection company and reviewed on site by members of the P&A group.

Awaiting the visit of supplier to rectify issue with trampoline. Edging to be repaired by council. Wooden items (benches, fencing, etc.) requires treating. ACTION:  Cllr DK to purchase preservative to a maximum cost of £200 and arrange work when weather improves.

Discussion on tree work required in play area. Issue with tree from neighbouring property which has fallen across the fence.  ACTION: Clerk to contact landowner to arrange removal and repair of fence.

e. Office       

Discussion on lack of signage for office. ACTION: Cllr. JW to obtain quotation for vinyl decals for inside of windows. Clerk advised that planning permission may be required given that the office is a listed building.

12. King Charles III Coronation

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

A report from the sub group had been circulated. Cllr. JW clarified that the clerk is not required to conduct the risk assessment for the event, only to supply a template to be used. ACTION: Clerk to send template to Cllr. JW.

Badges have been received. Banners still to be organised.

13. Elections 2023

To receive a report from the Clerk on the procedures to follow for the forthcoming parish council elections.

To discuss the publication of the annual parish meeting agenda.

Clerk CC gave a summary of the paperwork required for nominations for the parish elections and the election notices.

ACTION: Councillors wishing to stand for election to meet at office on Monday 20th March at 8.30 to present nomination forms for checking and submission to ELDC.

Discussion on agenda publication and persons to invite and speak at the annual parish meeting. ACTION: Clerk to publish a notice of the annual parish meeting asking the public what they wish to discuss. Invitations to be sent to police and Well Being team. 

14. New Community Sports Pavilion

To discuss and agree actions with the proposal to investigate the possibility of building a community sports pavilion.

Cllrs DW, JW and Clerk CC had attended a meeting with ELDC on UKSPF as a possible source of finance for a pavilion.

Clerk had circulated details of land ownership of the playing fields. Discussion on location and ownership of any future building.

Agreed that public support would be required.

15. Correspondence

To discuss correspondence received

E-mail from Commonwealth War Graves Commission offering signage at Northolme and Wainfleet Bank cemeteries. ACTION: Clerk to reply asking for 5 signs for Northolme and 1 for Wainfleet Bank.

Letter from LCC re: highway grass cutting - £651.78 – Agreement to be signed and returned. ACTION: Clerk to sign and return agreement.

E-mail from Railfuture Lincs re: The Wash tidal barrier – circulated. No further action required.

Reply from Kompan re: play equipment inspection. See item 11d.

E-mail from LVET advising of funding from National Lottery.

E-mail from Cllr. WB asking for councils assistance in recruiting a Town Crier for the Wainfleet Weekend event and for the Coronation Event.. Agreed to ask W. Hatchman to act as Town Crier for the Coronation Year.  ACTION: Cllr. DK will contact WH to ask if he would accept the invitation.

16. Agenda items for next meeting

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

Market going forward.

Date of next meeting 4th April. Cllrs. JW and TW apologised in advance.

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