Minutes from 2023

Wainfleet All Saints Town Council Meeting

Minutes of the council meeting held at 18:00 on 9th May 2023 in the town council offices.

Councillors present : Cllr. D.Wickes (DW), Cllr. D.Kettleborough (DK), Cllr. S.Mitchell (SM), Cllr. J.Hart (JH), Cllr. V.Parker-Hill (VPH), Cllr. W. Bowkett (WB), Cllr.J.Ward (JW), Cllr, T.Ward (TW)

Absent : PCSO J.Richardson (JR)

Also present : Clerk C.Cleary (CC) and 3 members of the public.

Mayor DW welcomed all to the meeting and congratulated the new councillors on their election to the Town Council. Mayor DW opened the meeting at 18:00 hrs.

1. Election of Chair

To elect a new Chair of the Council.

Mayor DW asked if there were any nominations for the position of Chair of the Town Council. Mayor DW was proposed to continue in her role as Chair of the Town Council. No other nominations were received.

PROPOSED, SECONDED and RESOLVED to elect Cllr. D. Wickes as Chair of the Town Council.

2. Acceptance of office of Chair

New Chair to sign acceptance of office.

Cllr. DW duly signed the acceptance of office of chair, witnessed by Clerk CC

3. Election of Vice Chair

To elect a new Vice Chair of the Council.

Mayor DW called for nominations for the position of vice-chair of the town council. Cllr. SM was proposed as vice chair. No other nominations were received.

PROPOSED, SECONDED and RESOLVED to elect Cllr. S.Mitchell as Vice- Chair of the Town Council.

4. Acceptance of office of Vice Chair

New Vice Chair to sign acceptance of office.

Cllr. SM duly signed the acceptance of office of chair, witnessed by Clerk CC

5. Acceptance of office of councillors

To receive the acceptance of office of those councillors duly elected in the presence of the proper officer.

Clerk CC confirmed that all councillors had signed their respective acceptance of office prior to the meeting commencing.

6. Councillors declaration of election expenses

To receive the councillors declaration of election expenses (nil returns are still required).

Clerk CC confirmed that all councillors had completed their declaration of expenses and that they had been sent to District Council.

Mayor DW suspended the council session at 18:03 to allow the public session to take place.

7. Police report

To receive a report from the police representative

PCSO JR was not present at the meeting and did not submit a report.

8. Public session

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

Comments were made regarding the forthcoming bike meeting to be held in September, and the difficulties with fundraising. The member of the public was advised to contact ELDC who may be able to assist.

Mayor DW closed the public session at 18:10 and council resumed the meeting.

9. Apologies for absence

To receive and approve apologies for absence.

None.

10. 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.

11. Draft Minutes of the Council Meeting held on 4th April, 2023

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

Draft minutes of the meeting held on 4th April had already been circulated to council.

PROPOSED,SECONDED and RESOLVED to accept the minutes as a true record of the meeting held on 4th April, 2023.

12. 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

* Fallen tree on play area fence removed

* Annual Parish Meeting invitations published and sent to individuals

* Meeting with J. Kenyon re: UKSPF arranged for 12th May

* Barkham Manor decision questioned to ELDC – reply circulated. To discuss under planning.

* War Memorial Trust reply received. To discuss under cemetery.

* Owner of grave XC119 advised that no curbing to be allowed.

* Refund issued to family of allotment plot 8 deceased tenant.

* Allotment Plot 1 tenant advised that roof extension to shed was acceptable.

* Revised allotment tenancy agreement updated.

* ELDC advised about market publicity and market trader of the year competition.

* Refund received from C.Firth Landscapes.

* New draft allotment tenancy agreement circulated to councillors

Issues still pending

* Signing of Deed of transfer for Coronation Hall – awaiting response from Coronation Hall solicitor.

* Policy documents review – ongoing

* Burials subgroup meeting to arrange

* Quotation for window decals

* Graves in disrepair/breach of regulations – to be reviewed when Burials group meet

* Meeting with cemetery plot 1202 to be arranged.

* Initial meeting held with ELDC re: themed markets – to be included in meeting on 12th May

* Re-enrolment with pensions regulator – not due until later in year (to do before December).

Clerk did not incur any overtime in 4 week period to 21st April.

13. Reports from External Agencies

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

Other Councillors reports from external meetings.

Cllr. WB advised that the district council election had been uncontested. Several people apparently turned up to vote, unaware that the elections were uncontested. This despite the fact that notices had been placed on the notice boards, in the council windows, on the council website and on the councils social media pages. Cllr. WB will advise ELDC that they should place notices on the doors of the polling station advising if the election is uncontested.

14. Review of Working groups

To review and agree the working groups, their members, and terms of reference.

Mayor DW gave an explanation of how the council sub groups work and how many there are. Discussion on sub groups and membership. Agreed to the following sub groups :

Finance & General Purposes – Cllrs. DW, WB, DK, JW and clerk CC.

Properties & Amenities – Cllrs. DK, TW, JH, SM, JW, VPH.

Marketing & Promotions – Cllrs. DW, WB, JW, DK, TW.

Burials – Cllrs. VPH, JH and clerk CC.

Subgroups were urged to arrange meetings as soon as possible.

15. To Review representations for External Organisations

To review and agree member representation for external organisations.

In the past the council had sent representatives to several external organisations who then reported back to full council. Discussion on which groups to send representative to. Agreed that Cllr. SM would act as representative to the RBLI and Cllr. JH would investigate the possibility of being the representative to the Scouts/GFS group.

16. 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. 

The two principal polices of the council are the Standing Orders, which were reviewed in August 2022 and are next due to be reviewed in August 2023, and the Financial Regulations which will be reviewed under item 17f.

ACTION: Clerk CC to circulate the other policies and documents to the relevant subgroups for their comments.

17. Finance

    a. To receive the April Financial reports and updates.

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

PROPOSED,SECONDED and RESOLVED to approve the April 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 April.

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

    c. To receive and approve the Annual Governance Statement 31st March 2023.

The Annual governance statement was presented to and reviewed by councillors.

PROPOSED,SECONDED and RESOLVED to approve the Annual Governance Statement for 2022/23.

Mayor DW and Clerk CC then proceeded to sign the statement.

    d. To receive and approve the Financial Statement for year ending 31st March 2023

The Financial Statement for 2022/23 was presented to and reviewed by councillors.

PROPOSED, SECONDED and RESOLVED to approve the Financial Statement for 2022/23.

 Mayor DW and Clerk CC then proceeded to sign the statement.

    .

    e. To appoint NMS Accounting Services as the external auditor for the financial year ending 31st March 2023.

PROPOSED,SECONDED and RESOLVED to appoint NMS accounting services as the councils internal auditor.

    f. To review and approve the revised Financial Regulations (2023).

    The Finance & General Purposes sub group had reviewed the Financial regulations which had been circulated to all councillors. Discussion on revisions.

    PROPOSED, SECONDED and RESOLVED to adopt the revised financial regulations.

    g. To review and approve the payment to the clockwinders (S111).

    Discussion on payment to be made to the clockwinders under S111.

    PROPOSED, SECONDED and RESOLVED to pay the clockwinders £365 for their services . ACTION: Clerk to issue cheque.

    h. To review and approve the Mayors Allowance for 2023/24.

    Discussion on Mayors Allowance for 2023/24.

    PROPOSED, SECONDED and RESOLVED to maintain the Mayors Allowance at the current level of £540.

    i. To review and approve the Clerks salary for 2023/24.

    Discussed in closed session at the end of the meeting. 

    PROPOSED, SECONDED and RESOLVED to increase the clerks salary by 1 point in accordance with his contract.

    j. To review and approve the renewal of the electricity contract for the office for 12 months,

    Discussion on electricity contract for office.

    PROPOSED, SECONDED and RESOLVED to renew the office electric contract with the current supplier for a further 12 months. 

18. Planning

To receive and discuss new applications.

No new applications had been received.

The following applications had been approved by ELDC :

S/194/00374/23 – Northolme Cottage – approved.

S/194/00482/23 – Harvest Barn – approved.

Discussion on reply received from ELDC regarding S/195/02470/21 – Barkham Arms Caravan park. Council expressed their disappointment with the response from ELDC. ACTION: Clerk to reply to ELDC disagreeing with their comments and asking them to provide details as an when inspections are taking place to ensure that the site is being used only for holiday lets, not residential.

19. 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 issued for plot 1136

Internments plots N20, 1136, 861

Memorial work plot N20

Clerk advised that the issue of raised mounds after burials had been discussed with the gravedigger and agreed to reduce height allowed for settlement. Discussion on disposal of excess soil from graves. ACTION : Cllr. VPH to talk to grave digger and ask him to place excess soil in the lower area of St. Thomas. Burials subgroup to look at the excess mound and make suggestions as to its disposal.

Discussion on report on All Saints Churchyard sent by Cllr. JW. Leaning gravestones may be presenting a potential hazard. Discussion on responsibility of these gravestones. ACTION: Clerk to prepare signage warning against entry to the Churchyard. Cllr. VPH to approach diocese to clarify ownership of graves.

Cllr. DK gave his report on Northolme cemetery. Still issues to be resolved with graves not following council regulations. One tree may have an issue, but tree surgeon will look at on his next visit.

Discussion on Wainfleet Bank closed cemetery. Clerk CC advised that council have no specific budget for the maintenance of this cemetery. Cllr. DK had spoken with the contractor who quoted £100 per cut. PROPOSED, SECONDED and RESOLVED to arrange the minimum number of cuts, using funds saved from other budget areas.

Discussion on status of War Memorial. Clerk gave update on latest correspondence from the War Memorial Trust. No further progress has been made. Cllr. DK to arrange for a closer inspection of the cornice.

b. Allotments.

Cllr. TW had sent in an inspection report. Plot 16 requires some attention. Tenant had advised that he would be absent until early May and catch up when he returns. Rubble pile has been partially removed.

c. Market Place

Cllr. WB submitted her inspection report. Litter bin from bus shelter is still missing.

d. Play Area and Playing Field.

Cllr. VPH gave a report on the area. She is actively encouraging the local school children to get involved in checking the area and equipment. 

P&A subgroup will review the annual inspection report.

Damaged tree resting against fence has been removed.

e. Office.

Nothing to report.

20. Marketing and Promotions

To discuss and agree actions and associated expenditure for marketing and promotion.

To receive a report on the celebration activities from Coronation of King Charles.

Deferred until subgroup completes their review.

To review and instigate the formation of a subgroup for the organisation of Xmas celebrations 2023.

Discussion on formation of a subgroup to organise the Christmas activities planned. Members of sub group will be WB, SM, TW, JW, DK.

21. Correspondence

To discuss correspondence received

Complaint from parishioner regarding fencing along The Walk – reported to LCC countryside services. 

Enquiry from Festive Fabulouso re: Xmas Market – Xmas light switch on to be 25th November.

E-mail from organiser requesting use of Marketplace and electric points for Bikefest in September. Council confirmed their support and granted permission for the event.

E-mail from Magna Vitae requesting to use playing field for weekly football sessions – agreed to allow this to proceed.

E-mail from Magna Vitae – Schools out report and presentation to council. – Clerk to invite them to next meeting.

E-mail from Hedgehog Highway Project – council declined to contribute.

Letter from ELDC re: tree planting and orchard management. ACTION: Clerk to reply asking them to supply 150 hawthorn whips for planting in hedgerows at Northolme & Wainfleet Bank cemeteries and the allotments. 

Email from Health Community Trust asking if they could place notices on the council office noticeboards. Agreed.

22. Agenda items for next meeting

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

All agenda items to be submitted to the clerk by latest 31st May.

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.

Mayor DW closed the council meeting to the public and went into closed session at 19:40 to discuss item 17i.

Mayor DW re-opened the council session at 19:45 hrs.

Mayor DW thanked all for their contribution and closed the meeting at 19:50 hrs.