Draft notes from meeting held on 3rd October 2023
Wainfleet All Saints Town Council Meeting
Draft notes from the council meeting held at 18:00 on 3rd October 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), Cllr. P.Jones (PJ), Cllr. C.Mitchell.
Apologies : None
Also present : Clerk C.Cleary (CC).
Mayor SM welcomed everyone and opened the meeting at 18:00hrs.
1. Public session
An opportunity for the public to ask the Council questions and to bring new observations.
Although no public were present Mayor SM raised the following points as a member of the public.
Public Awareness of the Town Council. Mayor SM asked if councillors would support a proposal to have posters made to include photographs and contact details of councillors. All agreed this was a good idea.
Joint newsletter for “The Wainfleets”. Mayor SM suggested that it might be a good idea to produce a joint newsletter with Wainfleet St Marys PC to publicise events and activities available in the area. All agreed to support the idea.
Mayor SM closed the public session at 18:10
2. Apologies for absence
To receive and approve apologies for absence.
All present.
3. 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.
4. Draft Minutes of the Town Council Meeting held on 6th September, 2023.
To confirm the notes as a true record of the decisions made at this meeting.
Proposed, seconded and resolved to accept the notes as a true record of the meeting held on 6th September.
5. 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
* Letters to ex councillors prepared
* Contractor for Marketplace resurfacing new quotation requested
* All Saints Church contacted and reply received re: memorials (see below)
* Ashtrays for bus shelter sourced (thank you Steve.)
* Burials sub group meeting held (see below)
* School contacted re: extension of playing field lease
* Charities Commission contacted re: Magdalen Playing Field Association land
* Solicitor contacted re: MPFA charitable status
* Meeting held with Spilsby Rec Ground
Issues still pending
* Signing of Deed of transfer for Coronation Hall – Still awaiting to hear from solicitors
* All Saints Church memorials – see below.
* Division of allotment plot 12 to be advertised
* Wood preserving of play area equipment – scheduled next week
* Application for UKSPF for Marketplace refurb (awaiting on Lincs. Heritage)
Clerk incurred no overtime in the 4 week period ending 8th September.
6. Reports from External Agencies
To receive reports from LCC and ELDC Cllr. Wendy Bowkett.
Other Councillors reports from external meetings.
Nothing to report.
7. Finance
a. To receive financial reports and updates.
The September financial report and bank reconciliation had been circulated to councillors prior to the meeting, Discussion on financial report.
PROPOSED, SECONDED and RESOLVED to approve the monthly financial report for September.
b. To approve payments and receipts.
Discussion on payments to be made.
PROPOSED, SECONDED and RESOLVED to approve the payments and receipts for September.
For transparency, the following payments in excess of £100 were made in September.
| Payee | Detail | Amount | VAT | Total |
| PKF | External auditor fee | £420.00 | £84.00 | £504.00 |
| P.Whiley | Grass cutting -July | £1987.50 | £0.00 | £1987.50 |
| P&K Lewis | Office rental | £400.00 | £0.00 | £400.00 |
| Staff Costs | Staff Costs | £750.00 | £0.00 | £750.00 |
| S.Mitchell | Mayors allowance (pro-rata) | £360.00 | £0.00 | £360.00 |
Clerk CC advised that S137 payments can be discussed at the next financial subgroup meeting and brought to full council. Clerk will advertise that applications are invited.
8. Planning
To receive and discuss applications.
S/195/01401/23 – Barkham Arms 2 static vans (retrospective) - approved
Outer Dowing meeting scheduled for 17th October 7-8.15pm.Cllrs/PJ and JH will attend on behalf of the council.
9. 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
The P&A subgroup had met and notes had been circulated to councillors. Issues to be dealt with at full council :
* Play equipment. Some of the rope climbers are wearing. ACTION: Clerk to investigate with supplier if replacements/repairs are required.
* Issue with muddy ground at entrance to smaller play area. Agreed to purchase grid to retain soil over the area.
* One of the benches requires attention. DK will attend to.
* Discussion on CCTV for marketplace. Incidents seem to be diminishing. Council to monitor situation.
* Painting will take place on 9th October.
b. Marketing & Promotions
No meeting had been held since the last council meeting, but Cllr. WB gave a brief update.
* Xmas tree will be purchased this week.
* Food suppliers to be advised of each others presence at the Xmas market.
* Gazebos almost all allocated. Cost for pitch without gazebo will be £10.
* Request from RBLI to have stall at month end. No market will be held but they can place a stall on paved area.
c. Burials
Burial plot 657
Ashes interment plot N247
Memorials plots 697 and 657
The burials subgroup had met and notes from the meeting had been circulated to councillors. Issued to be dealt with at full council :
* Clerk to compare regulations with other cemeteries
* Letters prepared for all graves that require levelling
* Regulations to be signed by applicants in future
* Fee comparison to be done and new fees to start from 1st January 2024.
* List of graves who are in breach of current regulations has been done. Discussion on issues. CC/SM to review site again.
All Saints Churchyard memorials – Church has now replied advising where the memorials can be placed. Alpha memorials contacted to visit site and give quotation to relocate memorials.
d. Community sports pavilion
Clerk CC updated council on the recent meeting with a planning representative and the status with the land owned by the Magdalen Playing Fields Association. Discussion on possible location of pavilion. ACTION: Clerk to arrange meeting with S.Bateman after 17th October to discuss the pavilion.
10. Correspondence
To discuss correspondence received
Email from RBLI requesting stall for market on 27th October to sell poppies. Discussed under item 9b.
Inspectas will be doing annual Japanese Knotweed treatment on 4th October. Noted.
Email from St. Barnabas Hospice requesting us to hold an event to help them raise funds. Discussed and declined.
Email of thanks from WSMPC for loan of gazebos. Noted.
Email from YFC asking to place advertising in Marketplace – already in place.
Email from Lincs YMCA offering courses on UKSPF application – various dates on offer. Discussed and declined.
Email advising that Peter Skilton is the new Pride in East Lindsey supervisor. Noted.
Co-option notices received for replacement councillors. Noted.
E-mail from Early Years regarding use of playing field. Agreed and Noted.
11. Agenda items for next meeting
To receive items for inclusion on the next meeting’s agenda,
Mayor SM thanked all for their attendance and closed the meeting at 19:40 hrs.
Nest meeting : Tuesday 7th November 6.00 pm.