Minutes of the Meeting October 10th 2022
Wainfleet St Mary Parish Council
St Michaels Lane, Wainfleet St Mary,
Lincs. PE24 4HB
Minutes of the Parish Council Meeting of Wainfleet St Mary which took place on Monday 10th October 2022 at 18.00 in the Community Hall, St Michaels Lane, Wainfleet St Mary, PE24 4HB.
Public – No public in attendance
A minute’s silence was held in respect to mourn the passing of long serving Cllr Ron Abbott who sadly passed away the previous week.
1. Apologies for Absence
PCSO J Richardson, Cllr R Picker, and LCC /ELDC Councillor W Bowkett.
2. Members present
Cllr M Rust (Chair), Cllr I Hyde (IH), Vice Chair, Cllr S Simpson, Cllr P Garrad, Cllr C Bradford (CB)), Cllr A Proctor (AP), Cllr C. Alexander and Cllr Dr C Shrubsole, Also present – Clerk M Clarke
3. Declarations of Interest
Cllr M Rust declared an interest in Agenda item 16 – RBL Service and Wreaths.
4. Minutes of the Council Meeting on 26th September 2022
The Minutes of the Council Meeting were agreed by all Councillors present - Proposed Cllr CA and seconded Cllr AP – all resolved to approve.
5. Police Report
PCSO J Richardson unable to attend but advised no issues had been reported to her and that at the recent Surgery speed checks were carried out with all obeying the speed limit of 30mph.
6. County and District Councillor Report – Cllr W Bowkett had sent her apologies and forwarded a short report as under which had been shared with all Councillors prior to the meeting and is posted on WSM web site.
Lincolnshire County Council have voted to spend an extra £5 million of revenue on much needed road maintenance. This comes from underspent on projected budgetary needs and will now be put into vital roadworks across the country. We have 5,500 miles of road network recent hot weather conditions have further exacerbated issues with many rural roads.
The autumn booster is in full swing, health bosses have warned of a potential covid 19 wave this autumn plus a wave of flu. Please get your boosters and flu jab when invited or call the 119 or go on NHS site to book in.
You can now register births, marriages, and deaths online, the up take has been excellent. For Businesses who are needing support in these difficult times please go to businesslincoln@lincolnshire.gov.uk Residents can get help from www.citizensadvice.org.uk
The new works plan for the River Steeping should be available in the coming weeks, this will inform you of what's been done and what's planned for the coming year. There will also be an open day date to be confirmed to allow residents to see all the work done to date and discuss any issues.
7. Clerk’s Report.
The outstanding allotment rental has been received
The Planning Application for The Grange has received approval from ELDC.
The Community Resilience meeting scheduled for Wednesday 5th October was cancelled.
John Seymour has asked to cancel the Community Hall booked in October for the Chine Supper due to lack of support.
East Lindsey District Council have provisionally booked the Hall for the 4th May for the District and Parish Elections.
Compost and flowers for the planter on Low Road have been purchased with a date for planting up agreed as 9th October at 10.00.
Strawsons have been approached for a quote for a Christmas tree to be delivered for w/e 25th November.
The bench was delivered Friday 7th October and is currently in the Hall pending a suitable place – Iain is in contact with The Grange re the placing of the WSM bench and Cyd has identified an alternative location which has met with approval by all.
The quote from P Whiley is advised as being a little over half the quote already received and can be started at the end of the Grass Cutting season.
The Council has signed up to the Civility and Respect Pledge – certificate to be signed by the Chair for display – and the new LGA Code of conduct is now live on the web site.
Peter Pope has confirmed he is delighted we are going ahead with the Mural and hopes to start and finish by the end of the month. Clerk will confirm cost and liaise with keys for access to the Hall.
The sad news of the death of retired Councillor Ron Abbott was received with details of the funeral advised by his daughter Becky. A representative of the Council will attend and, with agreement from the family, deliver a short Vote of Thanks to Ron for his service and works with St Mary’s Parish Council.
8. Fibre Broadband Roll Out
This is on the Agenda for WASTC Meeting for discussion Tuesday 11th October. To be included for discussion on next meeting in November.
9. Working Group Reports
a. Allotments. The vacant plot will be advertised once a rent review has been carried out by qualified field agent – Clerk to contact Willsons.
b. Grass Cutting, Trees and Hedges. – Review of the grass cutting for 2022 was an excellent job carried out by the Contractor who will be invited to renew his contract with the Council with revised costs for 2023.
The Grounds maintenance charge by Platform levied on the tenants has not yet been explained - Cllr CB will follow up.
c. Community Hall – reports received for the month and all in order.
d. Planning – No applications have been received
e. Open Spaces.
Play Area: Quote 2 indicates the cost will be less than Quote 1.
Further discussion on to accept quote 2 with advice of when costs reach £1500.00 including materials – decision at that point to continue or carry over to next year and include cost in 2023 budget – Proposed Cllr SS and Seconded Cllr Ap – all in agreement and resolved to approve. Clerk to advise Contractor.
Agreed to look at possible grant funding for the renovation of the Play Area.
Jubilee Orchard: Cllr RP indicated he is happy to work with Cllr CS and Cllr PG on the fencing but would prefer not to be involved in the Orchard as no real knowledge of plants.
Cllr CS has been in touch with the RHS for suggestions/guidance on the various plants to provide a low maintenance but attractive space using the soil make up to identify suitable plants and growing medium. A reply has been received but time to digest the report is required and suggestions will be presented at the next meeting in November
Tuesday 11th October at 2pm was agreed for a weeding session.
The new bench has been delivered and currently in situ in the Hall pending a decision on where it will be – discussions over replacing the bench on Wainfleet Bank were dismissed with agreement to replace the wood on the bench and to trim the grass and hedges around the area – Clerk to obtain a quotation.
The siting of cast iron Wainfleet St Mary Bench is under discussion with The Grange with a view to placing in on the small area of green opposite the Grange by the public footpath. Concerns raised by The Grange for this area have been identified as noise, litter, and nuisance with groups of people congregating. A 6-month trial has been put forward with a placement of a bin if rubbish accumulates and becomes an issue. Cllr IH is in conversation and steering the placing of the bench at this location.
The large litter bin is due to be delivered shortly and agreement reached it should be placed on Wainfleet Bank in anticipation of The Barkham Arms development site becoming operational next Easter.
10. Community Hall Committee
The terms of reference as agreed at the meeting of 26th September were signed by the Chair of the Committee, Cllr SS and the Chair of the Parish Council Cllr MR.
Lunch Club dates – The next date proposed is Wednesday November 16th with the Christmas Lunch Wednesday December 14th - Cllr SS has a meeting arranged to discuss. and will confirm details. The Poor Lands Charity has agreed to meet the cost of all WSM residents who attend the Christmas Lunch which must be prebooked. Clerk to produce posters and advertise the 2 dates.
A request for all Councillors to write Christmas cards was made for a promotion by the Hall Committee for Christmas.
11. Christmas 2022.
Strawsons have been contacted to deliver a Christmas tree (Nordmann or Spruce) by w/e ending 25th November ready for decoration the following week.
30 bags sweets to be ordered for the 2nd December with Santa in attendance… Cllr CB has in hand.
Saturday 10th December confirmed the as the date for Christmas themed Rock Painting morning for children with materials being provided. Additional rocks sold as £1.00. Reindeer food making suggested and agreed - Cllr CB will arrange. Cllr SS proposed a free hot lunch funded by the Hall Committee. All children welcome from all The Wainfleets.
Other craft stalls – e.g., wreath making to be considered.
Timings agreed as 11.00 till 1.00. Clerk will promote on FB and posters in Notice Boards.
12. Review of Policies.
Health and Safety Policies reviewed and agreed to stand without alteration.
Standing Orders to be amended as under -.
Handling Staff Matters – with the introduction of the staffing support committee items a,b,c,d, and e will make reference to the Staffing Support subcommittee.
Item 20b will confirm the reference to publishing information relevant to the requirements of the Smaller Authority Transparency requirements.
13. Finance and Bank Accounts
Cheques were presented for approval and signature as under –
Grass Cutting and Play Area Repairs £785.00
Orchard Maintenance £60.00
External Audit Fee £240.00
HMRC – Clerk’s Tax £102.60
Clerk’s Wages - £434.30
Payroll administration -£ 27.00.
The Budget and Reconciliation reports were presented and approved.
The External Auditor had confirmed all accounts were in order following the clarification of a tick box that had been overlooked by the Internal Auditor – all completion certificates are now on the web site for public viewing.
There is the possibility of a funding stream for the Summer Fete from either Asda or the Lottery Communities fund – date agreed for Cllrs CA and Cllr CS to explore with the Clerk.
Request from WASTC for a donation towards the replacements of the Christmas lights. This was agreed as £250.00 subject to agreement by Cllrs MR, SS and RP, at the meeting on 26th September. The Clerk confirmed this can only come under Section 137 for which the Budget is £1000.00 unless Council propose and agree to increase the Budget. Following a detailed and involved discussion this is not something the Council feel appropriate taking into account the monies needed for WSM projects and commitments. Fund raising and grant funding are being explored to enable the Summer Fete and Play Area repairs to go ahead without depleting Council reserves. Funding for Wi-Fi in the Hall is also to be considered when looking at funding sources.
S137 commitments are currently approaching £750.00 leaving a balance of £250.00 which is the amount agreed previously – All in agreement to offer £250.00. Clerk to advise WASTC Clerk and draw cheque for signature.
14. Councillor email addresses
Councillors agreed to adopt a new dedicated gmail address for all – Clerk to set up and advise.
15. Elections 2023
Carried forward to November meeting following Clerk Training on process and procedures.
16. RBL Service and Wreaths 2022
2 wreaths have been ordered and consideration given to ordering 10 Tommy lamp post poppies along with a flag for the Hall – “Lest we forget”. Costings would be in the region of £65.00 plus delivery costs. Proposed and agreed and resolved to order.
Proposals to have the 2023 Remembrance service at St Mary’s Church were met with agreement and approval – Cllr MR to approach Al Saints, Croft and Thorpe in January to suggest a shared service with the service at St Mary’s on the 11th (Saturday) and the memorial on the 12th in Wainfleet All Saints - which will be Sunday.
17. Correspondence
The Quarterly report from Lindsey Blind who are in receipt of a grant from WSM has been received and shared – 4 WSM residents who are visually impaired are receiving ongoing support from LBS in respect of shopping and social company.
It has been advised WSM resident Elsie Lepla will reach the age of 103 on the 5th November and it was proposed a card and flowers should be sent with all best wishes and Congratulations – Councillors agreed unanimously – Clerk to arrange.
18. Items for Inclusion on the November Agenda
Elections 2023
Fibre Broadband Roll out
The next monthly meeting is agreed as Monday 14th November 6.00pm in The Community Hall
Close of Meeting – Cllr MR closed the meeting at 20.35 with thanks to all for their attendance and contribution.
I certify these are a true record of the meeting held Monday 10th October
Signed Date
Chair WSM Parish Council.