Minutes from 2023

Wainfleet All Saints Town Council Meeting

Minutes from the council meeting held at 18:00 on 1st August 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).

Apologies :  PCSO J.Richardson (JR)

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

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

1. Police report

To receive a report from the police representative

PCSO JR sent her apologies for being unable to attend, and also sent her thanks for the support given to her by the council in her years of service as the local PCSO.

2. Public session

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

A parishioner asked a question regarding placing electric charging points. Council had previously looked into this and there are issues with location and the fact that the Marketplace is not owned by the council.

Comment about lack of dog poop bags. Bags are replenished on a weekly basis, sometimes more frequently. Individuals have been seen to take large amounts of bags. Council will monitor the situation.

Comment about drain near bus shelter and street cleaning. Cllr. Bowkett explained the the drain in question had been reported to LCC and that ELDC did regular street cleaning. WB would ask for additional cleaning to be performed. Spraying of the weeds is also done on a regular basis. 

Wainfleet Weekend was a very successful event. Lots of positive comments about the activities and a lot of visitors to the town. Planned again for next year, possibly a week earlier.

There being no further questions from the public, Mayor SM closed the public session.

3. Apologies for absence

To receive and approve apologies for absence. 

None.

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.

5. Draft Minutes of the Town Council Meeting held on 11th July, 2023.

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

Draft notes from the meeting held on 11th July had been circulated. 

PROPOSED, SECONDED and RESOLVED to accept the minutes as a true record of the meeting held on 11th July, 2023.

6. Councillor vacancy

To consider the applications from Mr. Paul Jones and Mrs Christine Mitchell to become a Town Councillor.

The council had received applications to become councillors from Mr. Paul Jones and Mrs Christine Mitchell. Discussion on applications. 

PROPOSED, SECONDED and RESOLVED to accept the applications from Mr. Paul Jones and Mrs. Christine Mitchell.

The applicants duly signed their respective Acceptance of Office forms in witness of the clerk and Mayor invited the new councillors to join the rest of the council at the 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

* Defibrillator training held and pads/battery replaced.

* S.Bogg advised to proceed with work in Marketplace.

* Revised quotation for work in clock tower received   see item 9c of agenda.

* Methodist Chapel advised that their grant application will be dealt with in October.

* Reply sent to ELDC planning re: Outer Dowsing application

* Play area gate repaired

* CCTV cameras installed and vandalised

* Grave digger has confirmed fee for levelling graves   see item 11d of agenda..

* Complaint sent to Network Rail   re crossing failures as reported by Wainfleet St Mary. WSM have advised that they received a reply from Network Rail advising that in future they would have a member of their team available to ensure safe passage of pedestrians across the lines.

Issues still pending

* Signing of Deed of transfer for Coronation Hall   documents sent to Sills Betteridge, they are now awaiting confirmation from Coronation Hall that they will be paying the fees.

* Kompan due to repair trampoline FOC

* Litter bins on order

* All Saints Church contacted re : memorials   see item 11d of agenda.

* JW was to produce posters for Friday Market, Pop up market and councillors information.

* Tree plaques sourced, but not ordered yet due to vandalism in the Marketplace.

8. Reports from External Agencies

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

Other Councillors reports from external meetings.

Cllr. WB issued the following report .

Steeping meeting was held last week around 40 in attendance. Bridge repairs are ongoing. Some road closure may happen. 

9. 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 July financial report.

b. To approve payments and receipts.

PROPOSED, SECONDED and RESOLVED to approve the payments and receipts for July.For transparency the following payments in excess of  £100 were made in July

Discussion on cemetery bin. ACTION: Clerk to verify that bin has been emptied.

Discussion on repairs made to paly area gate. Council to monitor.

c. To review the quotation for the electrical work to be done in the clock tower.

A quotation had been received to upgrade the electrics in the clock tower. Discussion on quotation. ACTION: Clerk to obtain second quotation for the work.

10. Planning

To receive and discuss applications.

S/194/016068/23   Golden Haze extension   approved

Invite from Outer Dowsing to join their community liaison group which will meet on 11th August. SM & PJ will represent the council.

Pre-planning application for 42 High Street. A resident has requested a letter of support for their application to open a wool and craft shop on 42 High Street. Discussed and council fully endorse this application. ACTION : Clerk to prepare a letter of support to ELDC supporting the application. 

11. 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

A subgroup meeting raised the following points for council to consider :

* Plot 12 is difficult to manage by the current tenant. Discussion on possibly dividing the plot. ACTION: Cllrs. DK/JH/PJ to visit and decide how best to divide the plot.

* Wood preserving of play area equipment to be done in September. Cllr. DK to organise. 

* Kompan will be repairing the trampoline this week.

* Further vandalism has been reported in the play area. Discussion on possibility of lighting the play area. P&A subgroup to investigate. ACTION: All acts of vandalism to be reported on 101.

* Tree plaques to be ordered.

* Discussion on condition of clocktower. ACTION: Cllr. WB to contact Heritage Lincolnshire to evaluate the condition of clocktower and make recommendations.

b. Marketing & Promotions

A subgroup meeting raised the following points for council to consider :

* Pop-up market is scheduled for 19th August. WB to contact attendees of Wainfleet Weekend, Fee agreed at  5 per stall.

* LIVES training has been completed.

c. Finance

No subgroup meeting had been held. Discussion on change of banking mandate due to past Chair s resignation.

PROPOSED, SECONDED and RESOLVED to change the banking mandate to include Cllrs. SM and CM on the mandate as signatories. ACTION: Clerk to arrange change of mandate with Barclays.

d. Burials

Memorials plots GR302, GR255, 1136

Ashes interred plots GR302, GR335, GR210, GR255

Discussion on levelling of graves following burial. Gravedigger has advised that he would charge  75 to level the graves, 6 months after the burial. Discussion on billing mechanism. Agreed to add this fee to the current fees council charges for burials. ACTIONS : Clerk to review graves which need levelling and contact owners. Burials subgroup to review the fees and include the levelling fee.

Clerk reported on the meeting with the PCC of All Saints Church over the state of memorials in the churchyard. Situation ongoing and reply awaited from Lincolnshire diocese.

e. Christmas

The Christmas subgroup meeting raised the following points to consider:

* Dates agreed and advertised, budget set.

* JH to source tree

* Xmas market will be advertised 12-5pm. Fee set at  25 for using council gazebo,  15 if using own gazebo. ACTION: Clerk to contact previous participants. 10 gazebos available for hire.

* Wainfleet Events Group will organise entertainment.

f. Community sports pavilion

The public meetings were cancelled and a new proposed date to get all interested parties together in now scheduled for 4th September at 1800. ACTION: Clerk to contact all interested parties and publicise the meeting.

12. To receive a proposed resolution to extend the lease of the Magdalen Road playing fields.

To receive a proposal to extend the lease of the Magdalen Road Playing Fields in order to facilitate the development of the community sports pavilion.

Discussion on potential location of proposed community sports pavilion. Placing pavilion on land leased from school has issue in that the lease has less than 25 years to run. The alternative site could be on the land that council manage on behalf of the Magdalen Road Playing Fields Association (a charitable trust), but no details of the trust are available.

ACTION: Clerk to write to school to initiate the possibility of extending the playing field lease from the school. Clerk to investigate possibility to resurrect the charitable status of the Magdalen Road Playing Fields Association.

13. Council Policies review

To review the council policies and procedures.

At the July meeting, councillors were each assigned a draft policy to review and advise council of any amendments. The following policies were reviewed:

* Code of Conduct

* Complaints

* Co-option policy, procedure & application form

* Equality & Diversity

* Freedom of Information

* Safeguarding

* Social Media and electronic communications policy

PROPOSED, SECONDED and RESOLVED to adopt the above named policies.

14. Correspondence

To discuss correspondence received

Email from LCC asking councillors to complete a survey on highways   circulated. Cllr WB to reply.

Same email from LCC asking for details of drains   circulated. Cllr WB to reply.

Invitation from Wainfleet St Mary to attend their Remembrance Day service on Saturday 11th November. Cllr. WB to attend.

Email from Magna Vitae advising of cancellation of first football session. Noted.

Enquiry from trader asking about Xmas market   circulated. Clerk to contact   see item 11e.

Incident report received from Kompan   forwarded to P&A subgroup. Cllr. WB to complete.

Letter of resignation from Cllr. Wickes, return of chain of office and pro-rata Mayors Allowance. ACTION : Clerk to send letter of appreciation to Mrs. Wickes.

15. Agenda items for next meeting

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

Any agenda items to be received at least 10 days prior to the next meeting.

Date of next meeting : Wednesday 6th September 2023 at 18:00.