Minutes September 2022

Wainfleet All Saints Town Council Meeting
Minutes of the council meeting held at 18:00 on 6th September, 2022 in the town council offices.
 
Councillors present : Mayor D.Wickes (DW), Cllr. D.Kettleborough (DK), Cllr. W. Hatchman (WH), Cllr. J.Hart (JH), Cllr. V.Parker-Hill (VPH), Cllr. W. Bowkett (WB), Cllr. S.Baird (SB), Cllr. C.Harbon, Cllr, B.Harbon (BH).
Absent : None
 
Also present : Clerk C.Cleary (CC), and 2 members of the public.
 
Mayor DW welcomed everyone and opened the meeting at 18:00
 
1. Police report 
To receive a report from the police representative
PCSO JR did not attend the meeting and did not submit a report.
 
2. Public session
An opportunity for the public to ask the Council questions and to bring new observations.
Representatives from the Wainfleet Bike Meet expressed their thanks for the assistance of the council at the event and requested that the council invoice the organisation for the hire of the Marketplace and the gazebos and table used. Attendance was believed to be similar to the previous year and the event is being planned again for 2023. ACTION: Clerk to raise invoice.
 
Mayor DW closed the public session at 18:15 and council resumed the meeting.
 
 
3. Apologies for absence
To receive and approve apologies for absence.
None – all councillors present
 
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 Council Meeting held on 2nd August, 2022.
To confirm the notes as a true record of the decisions made at these meetings.
Draft notes from the meeting had been published and circulated to councillors prior to the meeting.
PROPOSED,SECONDED and RESOLVED to accept these minutes as a true record of the Town Council meeting held on 2nd August, 2022.
 
6. Clerks report and action points from the previous minutes
To receive the clerks report and deal with matters arising.
 
Completed issues :
* Lincs BID approval for 4 new tubs – delivery date 8th September
* Application submitted to Lincs BID for Xmas funding
* Car park pot holes repaired
* Speed awareness signs ordered (awaiting artwork)
* Red Dragon in play area repaired
* Play area gate repaired
* Potential Xmas market traders contacted
* Letter for local businesses requesting donation to lights prepared and issued
* Storage of plastic chairs at WSM
 
 
Issues still pending
* Return of unused plots – awaiting family return
* Tree work in Northolme and play area – Poplars will be done first (Sept), followed by Northolme.
* Policy documents review – ongoing
* Bus shelter graffiti and Xmas lights –to be dealt with once bunting removed
* Duchy of Lancaster contacted re: Buttercross – reply received stating that their surveyor would be dealing with the matter.
* Signs on A52 still awaiting to be done
 
Clerk issues
* Clerk incurred 5hrs overtime in 4 week period to 13th August.
* Clerk attended Zoom training on the new LALC website
 
 
 
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 there was nothing of significance to report.
 
8. Finance
a. To receive financial reports and updates. 
The monthly financial report and bank reconciliation for August had previously been circulated to councillors. Discussion on monthly report.
PROPOSED,SECONDED and RESOLVED to approve the August Financial Report.
 
b. To approve payments and receipts. 
Discussion on payments to be made. Discussion on grass cutting done by Malc Firth. Number of cuts to be closely monitored and checked prior to end of September. Discussion on work done by Kompan in the play area. ACTION@ Clerk to contact Kompan and arrange a final inspection and remedial work, Payment may be made once remedial work has been completed. 
PROPOSED, SECONDED and RESOLVED to approve the payments and receipts for August.
For transparency the following payments in excess of £100 were made in August:
Payee Details Amount VAT Total
D.Ward Gazebo erection/dismantling £320.00 £0.00 £320.00
Malc Firth Grass cutting contract -June £379.00 £75.80 £454.80
Malc Firth Grass cutting contract - July £379.00 £75.80 £454.80
P.Whiley Grass cutting contracts – July £1475.00 £0.00 £1475.00
Staff costs Staff costs £717.55 £0.00 £717.55
P&K Lewis Office Rent £400.00 £0.00 £400.00

 

c. To receive and discuss the grant offer from the War Memorial Trust.
The War Memorial Trust has approved in principal a grant towards the refurbishment of the War Memorial. Discussion on grant.
PROPOSED, SECONDED and RESOLVED to authorise the clerk to sign and return the offer of the grant.
ACTION : Clerk to sign the grant offer, return the form to WMT and contact the contractors to update their quotations.
 
d. To receive and discuss the SAAA external audit opt out option.
Documentation regarding the external auditor appointment from 2023 onwards had been circulated prior to the meeting. Discussion on options of remaining with the SAAA appointed auditor or appointing ours separately.
PROPOSED, SECONDED and RESOLVED to remain with the SAAA appointed external suditor.
 
9. Planning
To receive and discuss applications.
The following planning application had been received.
S/194/06123/22 – Extension Briar Cottage Matt Pits Lane No objection
ACTION: Clerk to advise ELDC that council had no objection to the application.
 
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.
Internments plots : 1070
EROB plots : 1071
Ashes plots : GOR330, GOR331.
Memorials plot : 271,272 and 188
 
Discussion on issues raised from the P&A subgroup meeting. Council thanked the members of the P&A subgroup and volunteers who recently tidied Northolme cemetery.
 
RESOLVED that the clerk should write to RBLI asking them to remove the poppy wreaths from the War Memorial, and that any future wreaths can remain up to 3 months. 
 
b. Allotments
Clerk advised that 2 further applications had been received for allotments bringing the total on the waiting list to 6.
Discussion on condition of plot 12. Council voted unanimously that the allotment did not reach the expected standards and that the tenant had been given plenty of opportunity to make it right.
PROPOSED,SECONDED and RESOLVED that a notice to terminate the contract be sent to the tenant of plot 12.
ACTION: Clerk to write to tenant and give them the required 28 days notice.
Further discussion on future of plot 12. Agreed by council that plot 12 should be divided into 2 and that due to its size, the rent per division be equal to the current rent.
 
c. Market Place – to include a discussion on car boot sales and the possibility of implementing parking charges.
Discussion on possibility of holding car boot sales on Marketplace. Currently there are no volunteers available to organise a car boot. Discussion on holding table top sales at the Friday market. Agreed to trial this starting Friday, charging £3 per table.
Discussion on request from auctioneer request to hold a further 2 auctions on Tuesday 13th and 20th September.
PROPOSED, SECONDED and RESOLVED to permit the auction to go ahead for the 2 additional Tuesdays requested. ACTION: Clerk to advise auctioneer of outcome and issue additional invoice.
Discussion on parking on auction day. There have been several instances of illegal parking during the auction.
ACTION: Cllr. WB to advise auctioneer to ensure barriers are set up correctly to restrict access to the parking spaces. Clerk to contact PCSO JR to request a visit to the marketplace during the auction to observe the issues and take any action she feels necessary.
Discussion on P&A subgroup recommendation to use the current contractor for gazebo installation to do litter picking in lieu of the reduced activity in the market.
ACTION: Cllr. DW to approach contractor and discuss the possible amendment to his contract. 
 
d. Play area and Playing Field
Clerk advised that letters advising the opening ceremony had been sent out and several replies confirming attendance had been received. Clerk had also contacted grass cutting contractor and arranged for a full cut to be done the day before.
Councillors will organise a litter pick on the Wednesday and Thursday.
Cllr. WH will install new football nets on Thursday.
Discussion on current P&A working group. At this point Cllr. BH advised that he would be resigning from the council at the end of the current meeting..
 
e. Office       
Discussion on current office and future requirements. Concern expressed over heating costs for the winter.
Discussion on possibility of a new sports pavilion on the playing field and financing. Decision to defer the matter to the finance subgroup for further research.
 
11. Marketing and Promotions
To discuss and agree actions and associated expenditure for marketing and promotion. 
a. Xmas 2022
Clerk advised that an application had been submitted to Lincs. Coastal BID for £5K . However, this organisation has been closed with effect from end of September and no further grants will be given.
Discussion on current costs and funds for Xmas. Projected a deficit of around £1K, although this depends on fundraising efforts. Agreed to continue with current plans and that council would support the shortfall up to £1K.
Discussion on Xmas Market , 14 expressions of interest have been received and 4 confirmations.
 
b. Summer Fayre 2023
Discussion on organisation of a summer fayre for 2023. Several local people have expressed interest in helping with the organisation. M&P subgroup will organise a separate group to organise this event. 
 
12. Procedures and Policies
To review, dicusss and approve the following policy documents:
a. Standing Orders
Clerk had already circulated a draft review with minor changes which reflect the changes in legislation since leaving the EU.
PROPOSED, SECONDED and RESOLVED to adopt the amended Standing Orders.
 
b. Financial Regulations
Clerk had circulated a report detailing the variations with councils current financial regulations with the latest version issued by NALC. Decided to request the finance subgroup to review these changes and present a revised set of Financial Regulations to full council.
 
c. Emergency Planning
Clerk had circulated the current issue (ver. 2.2) of the draft Emergency Planning document. Cllr. WB advised that in consultation with Lincs. Fire and Rescue, it was more appropriate to have a joint document covering the neighbouring parishes.
 
d. Civility & Respect
NALC had recently issued a new Civility & Respect policy that they would like to see councils adopt. Discussion on the information received from NALC. Council felt that current policies in place covered our requirements and declined to adopt the policy and pledge.
 
13. Wainfleet All Saint Cleanliness and General Maintenance
To discuss the current issues with cleanliness of the town, maintenance issues and the employment of a general handyman.
Clerk advised there was a new person who has asked to be considered as an approved supplier to the council.
Discussion on maintenance of council assets. To be reviewed under the different subgroups to include in the 2023 budget.
 
14. Correspondence
To discuss correspondence received
 
Fotherby litter strategy. – circulated to be reviewed by P&A subgroup
Report of fly tipping in Northolme car park – resolved.
Lincs police neighbourhood policing survey to complete – Decided not to complete due to inconsistencies in survey.
 
 
15. Agenda items for next meeting
To receive items for inclusion on the next meeting’s agenda,
New councillors
 
 
Next meeting – 11th October
P&A meeting – 27th September 4pm
Finance – 3rd October 12.30pm