Minutes of the Meeting Monday 8th April 2024
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 8th April 2024 at 18.10 in the Community Hall, St Michaels Lane, Wainfleet St Mary, PE24 4HB, preceded by the Public Forum at 18.00
These are draft minutes and subject to amendment until approved at the next Council Meeting Monday May 13th2024 at 18.10.
Public – One member of the public was present.
The meeting formally opened at 18.100 with Chair MR inviting the monthly report from Cllr WB.
The County and District Council works continues into the new financial year with a small rise in council tax to meet the commitment to the residents of Lincolnshire. Talks continue to access funding for the repairs to the Pinfold banks – Chair MR indicated he had attended a public meeting with MP Matt Warman who is happy to lend his support – Council proposed to agenda this as an item for discussion in May. Proposed Cllr CB, Seconded Cllr PG – all in agreement.
1. Members present
Cllr Mick Rust - Chair - (MR ) Cllr Iain Hyde – Vice Chair (IH) Cllr P Garrard, (PG), Cllr C Bradford, (CB) Cllr C Alexander (CA), Cllr DR C Shrubsole (CS),Cllr B Adams (BA),Cllr M Rendell (MR) Hall Committee Chair Jan Ward, (JW) and Committee member Trevor Ward (TW) - Also present – Clerk M Clarke
2. Apologies for Absence
Cllr P A Proctor
3. Declarations of Interest
No interests were declared.
4. Minutes of the Council Meeting on Monday 8th April 2024.
The minutes of the meeting held Monday 11th March 2024 were agreed as a true record – proposed Cllr CS and seconded Cllr CA. Resolved unanimously to approve.
5. Community Hall Report.
Chair JW and Committee member TW updated the Council on the D Day and Village Show Plans which are progressing well within budget and moving forward. The Show schedule is ready for print.
Chair JW and Councillor PAP have contacted the marquee owner who has indicated ideally the marquee should be erected and then taken down at the end of each use to preserve the frame and fabric – it was felt this was too big an undertaking for the volunteer team. A second offer of a pop-up Marquee for loan was offered and received with thanks. A bugler is booked for the Last Post and a silhouette sourced for placing next to the Beacon.
Storage and window replacement quotes have been received and agreed by the Hall Committee – authority required from full Council to proceed – proposed CB Seconded Cllr CA – all agreed to resolve.
6. Clerk’s Report
Allotments – All payments received
Joint meeting with WASTC reference D Day 22nd March 2pm. The Village Show Group and the Hall Committee meeting followed on.
Path edging and snowdrops purchased and Dr C has planted and tidied up the Orchard..pics on Facebook
Queens Estate grass cutting – email to WB to ask to arrange a face to face meeting to discuss - no response from Platform as yet....also requested for a contact to ascertain the contract terms WSM have for cutting the verges PW has been advised not to cut if access is impeded. No contract is actually in existence.
Play Area Inspection Report – Cllr IH undertook to look at works and repairs – Wicksteed have been contacted for a quotation.
Both Annie and John Seymour reported damaged fencing at the Play Area....ably fixed by Barry....
New defib packs on order from Lives – to be collected next week.
Film License and PRS licences for hall will be covered further in the agenda.
Charity status for Hall – has been followed up and to be advised to the Hall Chair.
.gov.uk emails – workshop attended and basic info obtained – full details in Agenda item 13. Clarified with LCC/LALC just an email address is required.
D Day Beacon registered with Bruno Pageant Master – certificate has been sent for WSM to display and logo for use on advertising material.
7. Finance and Bank Accounts
Parish Council –
001589 - £616.00 – P Whiley – Grass Cutting March
001590 - £500.00 – WSM PCC – S137 application
001591 – £252.00 – LIVES – Defib pad replacement
001592 - £27.00 – Haines Watts – payroll administration – March
001593 - £198.63 – HMRC - £162.60 -Clerk’s Tax/£7.69 Employers NI
001594- £686.14 – Clerk’s Pay March 2024
Total – £2280.77
Total of cheques - Council – £2280.77
Community Hall – no payments are due.
Monies paid in March : Community Hall - £386.39 Lunch Club surplus
: Council - £4158.99 – there is a further £1240.75 (cheque unsigned and no payee returned for replacement)
: Parish Account – Interest £15.57
Accounts reconciled.
Balances
WSM Parish Account £6097.42
WSM Business savings £14,007.90
WSM Community Hall £10,991.90
Balance of accounts after presentation of cheques/payment of rent
WSM Parish Account £5057.40
WSM Business savings £14007.90
WSM Community Hall £10991.90
Total of Accounts - £30,057.20
Proposal to authorise expenditure of up to £5000 for the Village Show and £2000 for the D Day celebrations to permit the Hall Committee to move forward with the final planning and purchase of items and services – these amounts have been agreed within the Budget Planning for the year.
Additionally expenditure of up to £4200( agreed within he Budget) to allow the storage and window replacements and repair to proceed.
Proposed Cllr CA, seconded Cllr CS – Council Resolved unanimously to approve.
8. Working Group Reports
a) Allotments – A productive meeting with the tenants which will be taken forward with quotes being obtained for improving the land drainage.
b) Grass Cutting, Trees and Hedges – the hedge alongside No 1 St Michael’s Lane – Cllr MR will speak with the farmer whose responsibility it is.
c) Play Area – Wicksteed approached for repair quotation
d) Community Hall – All in order
e) Planning – No applications for consideration
f) Open Spaces – All in order.
9. Funding group report.
The Outer Dowsing funding opportunities have been discussed with Platform and Jenny from Outer Dowsing – Outer Dowsing have advised they are unable to take the MUGA Application any further.
The Village Sign application has gone forward for consideration. Further funding opportunities will be explored as time permits.
10.Policies for review – Safe Guarding
All agreed the policy is correct and can be agreed as reviewed. Proposed Cllr CA, Seconded Cllr PG Council resolved to approve.
11. Staffing Committee – terms of reference.
No queries or amendments – to be adopted at the Annual Council Meeting and members elected.
12.Reserves Policy.
Presented to the Council by accountant S Tetley giving a clear overview of reserves and how they are calculated – a vote of thanks was given by Chair MR with the policy being tabled in the Annual Meeting for adoption.
13. Adoption of .gov.uk email addresses.
Confirmation only a domain name for email addresses is required with a £100 contribution to costs from HM Gov. Clerk will obtain 3 quotes from recommended providers for the Annual meeting in May.
14. Licence and Costs for Film Showings/PRS Music Licences
Cost is annual of £288 plus VAT for a non-theatrical licence which covers all film showings, downloading, (excepting YouTube), DVD and Blu-Ray showings. Additional costs are the hire of a film from one of the main distributors. Refreshments can be served to cover costs.
A PRS Licence is dependent on hall income – a quote has been requested.
17.Correspondence.
Cost of speed indicators flyer
Business rates for the Hall (NIL)
Notice of Police Crime Commissioner Elections
18. Items for Inclusion in the April Agenda
Reserves Policy – to be adopted.
.Gov.uk email addresses.
Staffing Committee terms of reference – to be adopted.
AGAR and Internal Audit.
19. Date of Next meeting:
Monday 13th May 2024 – 18.00 hours.
Annual Parish Meeting agreed for Monday May 13th at 5pm to be followed by the Annual Council meeting at 6pm.
Char MR thanked everyone for a productive evening and closed the meeting at 19.30 hours.
I certify these are a true record of the meeting held Monday April 8th 2024
Signed Date
Chair WSM Parish Council.