October 2024

Wainfleet All Saints Town Council Meeting        

Draft notes from the Town Council Meeting held on 9th October 2024 at 6.00pm in the town council offices.

Councillors present: Cllr. Steve Mitchell (SM), Cllr. Christine Mitchell (CM), Cllr. Jean Hart (JH), Cllr. Wendy Bowkett (WB), , Cllr. W. Hatchman (WL), Cllr. C. Drury (CD), Cllr. Samuel Storey-Taylor (SST), Cllr. S.Fraser (SF), Cllr. D.Kettleborough (DK)..
Apologies : Cllr. Wayne Lagden (WL), Cllr. M. Clarke (MC) Cllr S. Drury (SD).
Also present : Clerk C. Cleary (CC) and 8 members of the public. 

Mayor SM welcomed everyone and opened the meeting at 6.00pm.

1.  Public session
An opportunity for the public to ask the Council questions and to bring new observations. This session will be of maximum 15 minutes duration.
A member of the public advised that they had raised approximately £400 to commemorate the recent death of a local resident and enquired as to whether a bench could be placed in the town. Mayor SM advised that council will review this at the next meeting.
A member of the public asked when the poppy display would be installed in the Marketplace. They were advised that this was dependent on the weather.
A member of the public asked if there had been any further news on the surface of the Marketplace. They were advised that this was an agenda item this evening.
A member of the public reported that the streetlight at the corner of Rumbold Lane was till an issue. Advised that this was under the responsibility of LCC and had been reported.
A member of the public advised that the Mayor would be receiving an invitation to attend the Remembrance Day service at Wainfleet St. Mary. Mayor SM confirmed that he would be attending the service.
   
Mayor SM closed the public session at 18.10 and council went into full session..

2. Apologies for absence
To receive and approve apologies for absence.
Apologies had been received from Cllrs. WL, MC and SD.
PROPOSED, SECONDED and RESOLVED to accept the apologies from the absent councillors.

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 noted.

4. Draft Minutes of the Council Meeting held on 4th September, 2024
To confirm the notes as a true record of the decisions made.
Draft notes of the meeting had been circulated prior to this meeting. Discussion on notes.

PROPOSED, SECONDED and RESOLVED to confirm the notes of the meeting held on 4th September as a true record of the decisions made.

5. Councillor vacancy
To consider an application for the vacant seat on the council.
Council had received an application to be co-opted to the vacant seat for the council which had been circulated prior to the meeting. Discussion on application. 
PROPOSED, SECONDED and RESOLVED to co-opt Sheryl Fraser to the council.
Cllr. SF duly signed her acceptance of office as a council member in the presence of the proper officer CC, and was invited to join the council table.

6. Uncontested election result
To receive the result of the uncontested election and for the successful candidate to sign their acceptance of office.
The recent election called for 3rd October was uncontested and Mr. D. Kettleborough was duly elected. Cllr. DK duly signed his acceptance of office as a council member in the presence of the proper officer CC, and was invited to take his place at the council table.

Mayor SM welcomed both new councillors to the council and reminded them that they would be required to attend a new councillors training course. CC advised that LALC had no courses available at the moment, but he would advise as soon as a new one was listed. ACTION: CC to advise Cllrs. SF and DK when next training course becomes available.

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

* Planning permission obtained for office
* Insurers contacted re: play area floor
* Inspectas (Japanese Knotweed treatment) revisited site – treatment applied
* John Street light repaired
* All UKSPF work completed
* 20 stalls now confirmed for Xmas market – all gazebos allocated.

Issues still pending
* Replacement of lights stolen from Wainfleet Weekend
* Repair of damaged flooring in play area – awaiting insurance confirmation
* Report to UKSPF
* Stoneset resurfacing – still awaiting their comments
* CCTV working group to meet
* Review of Financial regulations
* Review of Co-option policy
Clerk incurred no overtime in September.

8. Reports from External Agencies
To receive reports from LCC and ELDC Cllr. Wendy Bowkett.
Other Councillors reports from external meetings.

Cllr. WB reported the following :
Wainfleet Surgery update – meetings held in Skegness and Wainfleet still time to add your comments up to 21/10
LCC issed FOI to National Grid for pylons. Legal action may be forthcoming.
Conservation area consultations have been received by ELDC and then will be discussed at full council at ELDC. Trees in Northolme will also be within the area.

9. Finance
    a. To receive the September Financial reports and updates.
    The September financial report and bank reconciliation had been sent to councillors prior to the meeting. Discussion on financial report.
    PROPOSED, SECONDED and RESOLVED to accept the September 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 September.

For transparency, the following payments in excess of £100 were made in September.

   
    c. To review the works in the Marketplace funded by UKSPF
CC advised that all of the UKSPF funded works in the Marketplace had been completed and a final report would be required from the council. The contractors who did the resurfacing have been advised that the job was not carried out to the specification and they have been contacted to rectify the position. They have claimed that the surface will weather and become a beige colour over time. They have been requested to provide further evidence of this. 
    
    d. To set a date for preparation of the 2025/26 budget and precept
    Mayor SM advised that at the next subgroup meeting, the different areas should prepare their budget requirements for 2025/26. Following this meeting, the finance subgroup will prepare the budget and precept for approval by full council. This will be done for the December meeting. 
    
    e. Move to new office and council meetings going forward
    Clerk CC advised that planning permission for the new office had been received and that the transfer of the telephone/broadband would take place on 18th October. Agreed to have the “old” office completely emptied by Thursday 17th October and final meter readings to be taken on Friday 18th October.
    Discussion on council meetings going forward. Mayor SM advised that the new office would be more than adequate for subgroup meetings, however given the recent growth in the number of councillors and a more active participation from local residents it was felt that a larger premises would be required. Recently, the council had successfully held its annual parish meeting in the Methodist Chapel and Mayor SM proposed that council should consider holding all full council meetings at the chapel. Discussion on proposal.
    PROPOSED, SECONDED and RESOLVED to hold future council meetings at the Methodist Chapel. ACTION: CC to contact the chapel to arrange bookings for meetings.
   
    f. To consider a grant application from Wainfleet Theatre group
    A grant application had been received from Wainfleet Theatre Group. Discussion on application.
    PROPOSED, SECONDED and RESOLVED to award a grant of £300 to the Wainfleet Theatre group.
    
    g. To discuss the grass cutting contracts for 2025.
    Discussion on grass cutting contracts for 2025. Current contractor has advised that he would keep prices at the current level. Discussion on closed cemeteries. Cllr. WH proposed that some areas could be turned into wildflower areas which would reduce the cost of grass cutting while providing and environmentally friendly location for wildlife. ACTION: Cllr. WH to investigate the possibility of introducing wildflower areas.
    PROPOSED, SECONDED and RESOLVED to remain with the current contractor for grass cutting for 2025/26 subject to changes for any areas deemed suitable for wildflower planting.

10. Planning
To receive and discuss new applications.
S/194/01216/24 – Change of use 62A High Street – approved
S/194/01128/24 – The Telex extension – approved
093/24/TCA – Silver birch reduction 9 Spilsby Road. Reply sent – no objection from council.

11. Reports from subgroup meetings
To receive and discuss reports from subgroup meetings and approve associated expenditure.

Allotments
Mayor SM thanked Cllr.WH for his report. Plot 9 is still unacceptable and has to be put right.CC to write to plot holder 
Discussion on request from farming allotment plot 3 to reduce his tenancy from 2.8 acres to 0.8 acres.
PROPOSED, SECONDED and RESOLVED to divide the plot as requested. Cllrs. CD and JH to remeasure and mark out the areas. CC to advertise availability of 2 acres nearer the end of the current tenancy.
Discussion on new shed for plot 12. ACTION: CC to contact plot holder to remind them that the base may not be concrete.

Burials & Cemeteries
Memorials    : Plot GR135, GR237
Internments     : Plots GR135, 865

CC advised that there are only 56 plots available in the Garden of Rest (ashes plots). 13 plots have been used since April and the  estimate is that there are enough plots for the next 3-4 years. Need to review area to decide where new GoR can be sited. To be discussed at next subgroup meeting.

Suggestion from Cllr. MC to start a “Friends of Northolme” group to provide assistance to the cemetery. Welcomed by councillors and Cllr. MC to be asked to prepare a scope of work.

Marketing & Promotions
Suggestion from Cllr. MC to produce a newsletter for the council. Cllr. WH has been preparing a draft newsletter to be discussed at the next meeting.
Xmas festivities are all in order. 
Mayor SM gave an update on the feature film to be shot in Wainfleet involving Barkham St, Beau Chic and Methodist Chapel.
Councillors agreed that this can only be good for town businesses.

Marketplace
No issues.

Play area
Mayor SM thanked Cllr. WL for the detailed report he had prepared and presented to council. ACTION: CC to answer issues raised.

12. Commemorative trees 
To revisit the issue of commemorative trees celebrating the reign of the late Queen and Her Platinum jubilee. (Requested by Cllr. W. Hatchman and deferred from the meeting held on 3rd September).
Mayor SM gave details of the history surrounding the commemorative shrubs located in the Marketplace.
 
13. Clothing Bank
To discuss the practicalities of hosting a clothing bank for school uniforms.
There is a clothing bank operating in Wainfleet and they have approached council asking if they could use the office 1 day a month. 
Mayor SM gave a short presentation on the clothing bank for school uniforms in Wainfleet All Saints and proposed that further discussions be held with the clothing bank to see how the council could assist. Concern raised over the area they would require within the new office.
PROPOSED, SECONDED and RESOLVED for Mayor SM to discuss areas where the council could assist with the clothing bank.

14. Correspondence
To discuss correspondence received

* Application to be co-opted from a previously unsuccessful applicant – not considered by council.
* Magna Vitae request to use playing field for half term activities (21-25 October) - agreed
* Consultation information regarding closure of surgery in Wainfleet – see item 8.
* LALC advised that they are sending a response to the governments consultation to change the National Planning Strategy. Noted.
* Enquiry from RBLI is we require 2 wreaths for remembrance day (one for WAS and 1 for WSM). Confirmed 2 required.
* Request from LCC to meet regarding Future4me (unpaid community/voluntary work). CC to contact and arrange meeting.
* Enquiry for allotment from new resident. Details passed to Cllr. WH to interview.

15. Councillors code of conduct and behaviour at meetings – discussed in closed session
To receive a report from Mayor S. Mitchell on the conduct of councillors in general and what is expected from them during meetings and outside of meetings.

In order to discuss this item Mayor SM requested that council go into closed session.
PROPOSED, SECONDED and RESOLVED to go into closed session.

Discussion on code of conduct.

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

Mayor SM thanked all for their contributions and closed the meeting at 7.50pm