Minutes from 2023

Wainfleet All Saints Town Council Meeting

Minutes of the council meeting held at 18:00 on 6th June 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. W. Bowkett (WB), Cllr.J.Ward (JW), Cllr, T.Ward (TW)

Apologiest : Cllr. S.Mitchell (SM) 

Also present : Clerk C.Cleary (CC), PCSO J.Richardson (JR), Paul Bryson Magna Vitae (PB) and 2 members of the public.

Mayor DW welcomed all to the meeting and opened the meeting at 18:00 hrs.

1. Police report

To receive a report from the police representative

PCSO JR advised that there would now be a new method of engagement between the police and local councils. Rather than attend all local parish council meetings, the Chair would be invited to attend 2 TEAMS meetings per year, the first being in December.

JR also advised that any petty crimes, vandalism, illegal use of e-scooters should be reported on 101. The police are aware of an issue with a motorbike in the town and are making more patrols. Also aware of an incident involving BB guns in the playing fields.

Question was asked regarding e-scooters. JR confirmed they are illegal to use..

2. Public session

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

PB explained his role within MV. MV look after 4 leisure centres, Embassy Theatre, oversee cultural events. Work with dementia and alzheimers groups.

PB looks after sport, development and getting people more active. Trying to set up a team of coaches in various sports to promote throughout the count.  Looking to help Wainfleet develop. Works closely with Lincoln City FC. Looking to set up activities on a financially sustainable basis. Looking at developing 2 sports centres in Horncastle and Spilsby. Recently had football training session at Wainfleet playing fields. Low attendance but positively received. Also had exercise and healthy eating sessions in Wainfleet. Summer programme will be issued within the next few weeks. Also offers free trips. Poorly attended from Wainfleet, Advised to ensure that it was noted as “free”. Also advised to contact the local Scout group.

Meeting to be set up with Lincs FA to discuss project for new pavilion.

Keen to be involved in Wainfleet Weekend. Emphasised that Wainfleet is a priority for development due to deprivation in the area.

Question from a parishioner regarding action points from Annual Parish Meeting. Mayor DW replied stating that the points had been taken on board by council, and that councillors had already met and started actions to improve communications.

Question from parishioner asking why Wainfleet Weekend was not on the councils website. Mayor DW advises that this was not a council run event and as yet the council had not received any details to advertise the event. Once received the council will advertise the event on its website and social media pages.

Mayor DW closed the public session at 18:30 and council went into full session.

3. Apologies for absence

To receive and approve apologies for absence.

Cllr. SM sent his apologies which were duly accepted.

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 Annual Town Council Meeting held on 9th May, 2023 and the Annual Parish Meeting held on 26th May, 2023.

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

Draft notes from the meetings had been previously circulated to councillors. Cllr JW commented that her name was not included in the Properties & Amenities sub-group. The minutes were duly amended.

PROPOSED, SECONDED and RESOLVED to accept the amended minutes as a true record of the meetings held on 9th and 26th May, 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

* Councillors declaration of expenses and DPI submitted to ELDC

* AGAR completed

* Internal audit completed

* Office electric contract renewed for 12 months

* Reply sent to ELDC re: Barkham Arms

* ELDC contacted regarding the supply of Hawthorn whips. ELDC now waiting for external funding

* Laptop purchased for £399.55 (Budget £800)

* Insurance quotations obtained – to discuss under finance

* Complaint re The Walk – reply received from footpaths. Matter concerns private property.

* EOI for UKSPF prepared. Need to review and confirm how much council can contribute.

* Enquiry sent to Ministry of Justice regarding ownership of alleged “closed” churchyards

* Details of Cllr. VPH resignation sent to ELDC – awaiting Notice to Co-opt.

* Quotation for marketplace electric obtained

* Quotation for defibrillator checking obtained

* Magna Vitae invited to meeting

* Enquiry made to S.Phillips re: teenage market

Issues still pending

* Signing of Deed of transfer for Coronation Hall – further reply received from their solicitors, but still waiting for them to proceed.

* 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.

Clerk advised that he would be on annual leave from 19th -26th June.

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 the drains in Marketplace had been reported and were being dealt with. Issue with 2 Spilsby Road was also being dealt with by ELDC. First grass verge cutting by ELDC had been done. Discussion on issues getting appointments with doctors. Cllr. WB advised that the easiest way was through the App.

8. Finance

a. To receive financial reports and updates. 

The monthly financial report and bank reconciliation had been circulated to all councillors prior to the meeting. Discussion on financial report.

PROPOSED, SECONDED and RESOLVED to approve the May financial report.

b. To approve payments and receipts.

Discussion on payments and receipts.

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

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

Discussion on proposal received from LIVES to provide a regular inspection service for the defibrillator.

Council declined to accept the proposal, but would request them to come and give a demonstration as to how to maintain the equipment and keep regular checks. ACTION: Clerk to contact LIVES to request training.

c. To review the quotations for the councils insurance

Clerk advised that the current insurance had completed it 3 year contract and he had sent details of the current schedule of insurance to three companies, Gallagher (current supplier), Zurich Insurance and BHIB. Clerk presented the 3 quotations to the council. Discussion on insurance quotations.

PROPOSED, SECONDED and RESOLVED to accept the quotation from BHIB on a three year contract.

ACTION: Clerk to arrange coverage through BHIB. 

d. To review the quotation for the renewal of the Marketplace electricity contract.

Discussion on quotation received for the Marketplace electricity contract.

PROPOSED, SECONDED and RESOLVED to accept the quotation from the current supplier for 1 year.

ACTION: Clerk to arrange renewal of contract.

e. To review the expression of interest form for the application for funding from the UKSPF

Clerk had completed the Expression of Interest form to the application for funding from the UKSPF and circulated to councillors prior to the mmeting. Discussion on proposal. Council agree that in principal they could contribute 10% to the funding of the entire project, subject to further review.

ACTION : Clerk to submit the EOI.

9. Planning

To receive and discuss applications.

Clerk had circulated the reply received from ELDC regarding monitoring of the occupancy of the Barkham Arms Caravan site. No further action to be taken.

S/194/01109/23 – Salem Bridge Brewery Listed building consent, stabilisation of front façade. Discussion on application. Council had no objection.

S/194/0168/22 – Matt Pits Lane development, new documents submitted by applicant. Discussion on application. Council advised that their prior objections had still not been answered.

ACTION: Clerk to submit comments to ELDC.

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 issued for plot N177

Internments plots N98, 1068

Memorial work plot GR332

Cllr. DK read his report on Northolme. War Memorial need attention to cornice. ACTION: Cllrs. DK/TW will inspect closer and remove the damaged parts to ensure that debris will not fall onto road.

Cllr. DK expressed concern that approx. 20 graves were in need of attention. ACTION: DK and CC to visit Northolme and determine which graves require attention.

Cllr DK noted that there was a large invasion of weeds in the old ashes area of the cemetery and would ask the grass cutter to treat them.

Cllr. DK advised of a tree that may require attention in Northolme. Clerk and Cllr DK to inspect and take necessary action.

There is still an issue with the excess soil when a grave has been dug. Clerk to raise the issue with the gravedigger.

Wainfleet Bank cemetery has had 2 cuts. St Thomas’ is in order.

Cllr. JW had submitted her report on All Saints Churchyard. Same issues as last month.

Clerk advised that as there are no records of the churchyards being officially closed, he has written to the Ministry of Justice to ascertain ownership.

b. Allotments

Cllr. TW/JW had submitted a report on the allotments. Some issue with weeds on the border between the farming allotment and plots 6 and 8. Discussion on issue. ACTION : Cllr, TW to address problem with tenant of farming allotment.

Report of fly tipping at allotments. All issues of fly tipping to be reported on FIXMyStreet.

Cllr, TW advised that the water meter was infested with ants. Council authorised Cllr TW to purchase ant powder to deal with problem.

c. Market Place

Cllr WB submitted her Marketplace inspection report. Waste bin from bus shelter is still missing. ACTION: Clerk to order 2 replacement waste bins for the Marketplace.

Discussion on watering of plants in the Marketplace. Cllr. DK to organise rota.

E-mail received from ELDC asking about organising Dino Week to coincide with monthly market. ACTION : Clerk to contact ELDC and confirm date as 25th August.

d. Play area and Playing Field

Discussion on current issues of vandalism and antisocial behaviour in the playing area. Discussion on installation of CCTV in the area. Cllr JH will arrange to get signage for the are and Cllr. DW will obtain 3 cameras and arrange installation.

Cllr. DK will organise repair of the damaged rides and also some loose fittings on other equipment.

Cllr DK reported damage to the surrounds of the trampoline. ACTION: Clerk to contact supplier to have repairs effected.

Noted that some soil infill is required on edges of play surface.

P&A subgroup to organise volunteers to make good issues in the playing field.

e. Office     

Clerk advised that he had been contacted by an optician who was looking to set up a practice in Wainfleet All Saints and had requested to use the office as a temporary location whilst evaluating the market. Agreed to allow a months trial.

11. Marketing & Promotions

a. To receive a report from the subgroup on the event held to celebrate the Coronation.

Cllr. JW had sent a report on the events of the Coronation. No further action required.

b. To receive a report from the subgroup on the planned programme for the Christmas light switch on.

The Christmas subgroup were yet to meet.

Discussion on sites to plant commemorative trees fro the Jubilee and the Coronation. Sites discussed included Norhtolme, Marketplace and the Methodist Chapel. Further investigation required.

12. Correspondence

To discuss correspondence received. 

E-mail from ELDC re: Dino Week – see item 10c.

Email from parishioner requesting details about installing a mirror at junction of Northolme and Spilsby Road, Clerk had sent reply advising why this was not possible.

Letter from Methodist Chapel requesting funding for new boiler. ACTION: Clerk to reply asking them to complete a grant application form.

Letter from RBLI requesting use of the flags for the screening of the Trooping of the Colour ceremony. Agreed.

Email received from Better Housing – Better Health requesting support. Discussed and no further action to be taken.

Complaint from a resident regarding the surface of The Walk public footpath. Clerk to send details to footpaths agency.

Email from Bright Optics requesting support. See item 10e.

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13. Agenda items for next meeting

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

Subgroup meeting arranged prior to the next full council meeting.

Due to councillors holidays the next full council meeting will be held on Tuesday 11th July at 6pm in the council offices.

Mayor DW thanked all for their contributions and closed the meeting at 20:15 hrs.