2022 Parish Council Meeting Minutes

St Michaels Lane, Wainfleet St Mary, Lincs. PE24 4BZ                                

The Annual Meeting of the Council took place at 7pm on Monday 9th May 2022                                                                         

Councillors present: Cllr M Rust, Cllr I Hyde, Cllr C Alexander, Cllr C Bradford

Clerk – Mrs ML Clarke

Public – Cllr W Bowkett, PCSO Jayne Richardson and one member of the public

1.Election of Chairman    

Cllr M Rust nominated to stand as Chair – Proposed by Cllr IH and Seconded Cllr C Alexander- unanimous vote.                                

2.Acceptance of Office of the Chair

Duly signed and recorded                    

3.Election of Vice Chairman

Cllr I Hyde nominated to stand as Vice Chair – Proposed by Cllr Alexander, Seconded by Cllr Bradford – unanimous vote                                            

4.Acceptance of Office of Vice Chair

Duly signed and recorded.                     

5.Police Report      

Appreciation expressed of all informational notices being posted for .

Local statistics to Feb 2022 indicated of 30 recorded incidents only 3 were within St Mary’s – information on crime stats can be obtained on the Lincs Police web site – insert post code under Crimes and Statistics. Two surgeries had been successfully completed in the Hall last month with 2 further planned for the 10 May and the 21st May. Public had attended on both occasions. Further monitoring of “E” scooters is continuing.                                  

6.LCC and ELDC Cllr W Bowkett

 County and District report

                 Lincolnshire is set to receive its first Ukraine evacuees, which will stay with 200 sponsor families under the Ukraine programme. 

                 They are spread across Lincolnshire and a lot are friends and families, all families will be supported to settle in.

                 Covid testing sites are now closed. Covid is still spreading rapidly so please take care and keep your distance in crowded places.

                 Please keep reporting on Fix My Street, the backlog of potholes with extra gangs been sourced is finally being impacted and hopefully over the coming

                 weeks we will have seen a difference.

                 I will be supporting Wainfleet All Saints and Wainfleet St Mary in trying to get Full Fibre into the area - we will be starting to collate names and addresses very soon                         so please look out for details.

                 As always please call me with any issues. Wendy

                Cllr Wendy Bowkett - 07930254723        

7.Apologies for Absence

Apologies from Cllr S Simpson, Cllr R Picker, Cllr P A Proctor, Cllr P Garrad                                            

8.Declarations of Interest

None declared                                            

9.Draft Minutes from the Annual Parish Meeting on Monday 29th May 2019 and the monthly meeting of Monday April 11th 2022

To confirm and sign the Minutes of 29th May 2019, 17th May 2021 and 11th April 2022 were a true and correct record of the 3 meetings. Proposed Cllr CA, Seconded Cllr IH - Unanimous vote to agree . The Chair duly signed all copies of Minutes.

10.  Reports from Councillors External meetings

                 Councillors reports from External Meetings – Finance and Budget Working Group

                 Moving the Council financial reporting procedures forward for more efficient and detailed recording the Clerk has been researching software accounting procedures

                 that can be recorded, printed and held in the Cloud.These would give monthly budget reporting and a detailed breakdown of expenditure in account groups.

                 A trial period of 3 months is halfway through (no cost to the Council) with an option to retain the software for a monthly fee of £5.00 payable by DD.

                The system once set up is simple to use and provides information at the touch of a button. Impression so far is favourable.

                Future Finance reports will have a Monthly Spend against targeted budget spend with the variance shown to keep spending on track – and to permit additional spend                    where appropriate.

11.  To Appoint Representatives to Outside Bodies

     Parochial Church Council – Cllr C Alexander volunteered to be the PCC representative from the Council – all agreed with thanks

     RBL – Cllr M Rust re-appointed as the Council representative on the Royal British Legion

12.  Clerks Report

The report had been emailed round to all on the 3rd May and covered Chair and Clerk Training on the 27th April and a pending Zoom councillor training session for Cllr C Alexander and Cllr C Bradford 10th May.

The Community Emergency Plan has been put forward as a Joint Working Party with both All Saints and WSM – Introduction and Training date is 5pm Weds 18th May in the WASTC Offices in Wainfleet.

Clarity was given over the requirement for third party liability insurance for the Inflatable booked for the Family Sports Day on Friday 3rd June. The hirers insurance cover provides for 3rd party providing all conditions are met – use of the castle is at the risk of the user – supervision is required by a responsible adult for all children and an independent adult for ensuring the castle is used correctly – ie as per the Company terms and Conditions

Removal of the Moles is work in progress -field will need rolling after first traps to see if any further arise.

Mr Chamberlain has confirmed in writing he is happy for the field to be used for the Beacon. He is planning a visit in June and would welcome the opportunity to meet the Council.

Joh Seymour has all the Audit papers for Internal audit and is close to finalising

The Barkham Arms Planning Application has been approved subject to several conditions.

Food Hygiene Course in process for Cllr PAP and Cllr CA and Clerk and any others who may wish – Cllr CB has her qualification already.

Sunday May 1st – joint weeding venture on the Orchard brought a volunteer to join in – Beavers started Monday 2nd.

Chasing ownership of the triangular piece of land opposite the Grange ready for siting of WSM Bench – it was agreed Clerk would write to the owners giving a 2 week time scale to reply before siting the bench – Cllr WB will advise clerk of email address.

Western Power have advised of a power cut 11th May affecting the Hall – no bookings.

13.  To appoint Members to the following Working Groups - To Propose a New Working Group for the WSM Summer Fete for 2023 and The Community Emergency Plan.

                Following discussions it was agreed by all to reduce the Working Groups to “observation by all Councillors” for Street Furniture and Roads and Street lighting

                To  remove the Group allocated to Fishing Pegs.; also to concentrate Wainfleet Bank, Jubilee Orchard, Play Area and Grass Cutting into one group - Open Spaces                        and overseen by Cllrs IH, PAP, PG  and CB

Allotments – Cllr MR and Cllr IH

Community Hall – Cllr PG

Finance and Budgets – Cllr MR, Cllr CA, Cllr IH

Fishing Pegs – group dissolved as no further involvement

Haven/Wainfleet Bank – as observed by all Councillors

Jubilee Orchard – Cllr IH and Cllr RP

Grass Cutting, Trees and Hedges Cllr RP

Play Area – Cllr RP and Cllr PG

Planning – all Councillors

Roads and Street Lighting – as observed by all Councillors

Street Furniture – as observed by all Councillors – each individual to report to FixMyStreet

WSM Summer Fete – to be appointed at the next meeting in June

Community Emergency Plan – volunteers so far – Cllr MR Cllr IH, Cllr CA. and Clerk

Staffing Support – Cllr IH and Cllr CA – as required.

To discuss and agree actions and associated expenditure for Working Groups

Allotments – general monitoring

Community Hall – monthly monitoring as present

Finance and Budgets – quarterly meetings suggested and agreed

Jubilee Orchard – to employ maintenance contractor on a s/e basis up to £120.00 for one full day to bring to order and then a 2 hour monthly maintenance programme through the growing period – Proposal to commence – all agreed  - Cllr CA will instruct and arrange. It is hoped more volunteers can be recruited to assist as the Orchard develops. The Beaver group are now involved on a Monday

Grass Cutting, Trees and Hedges

Play Area – Roundabout needs attention – all equipment requires painting – PW to be approached for quote of painting and repairing.

Concerns were raised over no gates at the entrance/exit to Play Area – these have been raised before and decision was taken to leave as is….discussions have been agreed to enquire as to the cost and installation of a slow closing gate.

Planning – all councillors

Staffing Support Group -as required.

14.  Review of official Documents and Policies

To agree scope and allocation of Councillors to review and approve over the next 12 months

a.    Code of Conduct

b.    Complaints Procedure

c.     SS Environmental Policy

d.    Equal Opportunities

e.    SS Financial Regulations

f.      Freedom of Information

g.    GDPR

h.    Health and Safety Policy

i.      Internal Controls Policy

j.      Publication Scheme

k.     Risk Management

l.      Risk Assessment Register

m.   Safeguarding Policy

n.    Section 137 Policy RKP

o.    Standing Orders

p.    Insurance Policy

            Discussion on best and most effective way forward – all Councillors to read and digest one policy per month –

            Clerk will review and highlight any legislative changes that may or may not be required and pass forward to Councillors for information and/or action. The first policies will              be Standing Orders for May and H and S for June.

15.  Finance and Bank Accounts

Haines Watts advises pension auto enrolment re registration required – Clerk has completed and submitted form and compliance has been confirmed.

PAYE tax payments all in order and WSM account shows clear

Cheques for payment - £367.00 Salaries, PAYE £89.17, Haines Watts £27.00, Beaver group donation £100.00

Finalised AGAR reports shared out with asset register and banking statements for reconciliation, All agreed subject to Internal Audit approval – AGAR to be signed once Internal Audit approval is received.

Presentation of new format Finance Report with Budget Report for April/Year to date with April reconciliation reports.

16.  Community Hall: Terms of reference for the Committee

     Agreed to defer to June meeting

17.  Platinum Jubilee Celebration – update on plans

Teas /coffees from the Hall to raise some funds to offset expenses incurred. Sale of sweets, soups, hot chocolate Any volunteers to assist in the Hall – Pat has the Bookers Card and there is £100 cash float to purchase stocks – Cllr CA will lead the organisation. Volunteers will be needed for serving – around 3 or 4 to hand.

Insurance update on Bouncy castle – providing there is an adult supervising the use of the Bouncy castle and all terms and conditions are adhered to we are covered by the Company insurance

Sports day – update on plans and volunteers and timings for publication - Cllr CB has everything in hand

Flyers from WASTC to distribute and Bunting to be put up

The Beacon – insurance to be arranged (clerk) risk assessment and fire risk and management is hand (Cllr IH) Volunteer Marshalls to be recruited, First Aiders in hand, Publicity and social media tba (clerk to arrange) Cllrs RP, IH and MR will liaise in installing the pole and Beacon. Burns Pack to be ordered for First Aid.

Hot food stalls tba Cllr CB

Everything is coming together.

18.  Community Projects – Deferred to after the Jubilee

Parish Sign

     Bus Shelter

    Planters and Flowers

    All in agreement

19.  Planning

To receive and discuss applications - any planning applications received between publication of agenda and the actual meeting will be added for discussion. No apllications received.

The Barkham Arms has been approved subject to an archaeological survey and other considerations with regard to access – decision emailed round and full details available on the ELDC Planning portal

20.  To Agree Dates for the Council Meetings for the Year

Every 2nd Monday of the month starting at 18.00hrs. All agreed an earlier start time would be beneficial

21.  Correspondence - nothing that hasn’t already been emailed round.

22.  To resolve on whether the Council will move into Closed Session to consider the following 2 Confidential Staffing Matters in accordance with Public Bodies (Admission to meetings ) Act 1960.

 Agreed and the Council moved into Closed session with the Clerk leaving the meeting.

23.  Close of meeting – The Chair thanked all for attending and their contribution and closed the meeting at 9.45pm.

Wainfleet Saint Mary Parish Council.

I confirm these to be a true record of the meeting held on Monday May 9th 2022

Signed Chair                                                                                                                                                            Date

Cllr M Rust