Minutes of the Meeting 13th January 2020
Wainfleet St Mary Parish Council
Notes of Parish Council Meeting held in St Mary Community Hall, St Michaels Lane
on 13th January 2020 at 7pm
Cllr present:
Chair: Cllr S Simpson (SS), Vice Chair: Cllr A Murgatroyd (AM),
Cllr. R Abbott (RA), Cllr. P Garrard (PG)
Absent:
Cllr S Roy (SR), Cllr R Picker (RP), Police
Also present:
Clerk: S Simmons and ELDC / LCC Cllr Bowkett
1 member of the public
Chair S Simpson opened Public session at 19:11hrs
1 member of the public who has applied to become a Councillor
Public session closed at 19:19hrs
Agenda
- Apologies for Absence
To receive and accept apologies where valid reasons for absence have been given to the Parish Clerk prior to the meeting
Apologies from Police, Cllr S Roy and Cllr R Pickers accepted
Cllr Atkinson resignation on 10th December. Notice has been placed on notice board. Clerk has sent a thank you letter
- Declarations of Interest
To receive declarations of interest under the Localism Act 2011. (Members must declare any personal interest in any item on the agenda and state whether they are also prejudiced. In the case of personal interest, the member may speak and vote on the matter. In the case of prejudicial interests, the member must withdraw while the matter is discussed.)
None declared
- Minutes from the Council Meeting on 9th December 2019
To approve as a correct record the notes of the monthly meeting of the Council held on 9th December and an extraordinary meeting in the 16th December and to authorise the Chairman to sign the official minutes.
Croft emergency planning meeting is at 7pm not 8pm
Proposed, seconded and resolved that rest of minutes were correct.
Agenda should read Parish Clerk not Town Clerk.
- To receive brief reports from the representatives on outside bodies and the Parish Clerk.
Fee for late submissions appeal was approved by HMRC.
All other matters elsewhere
Report from ELDC and LCC Councillor W Bowkett.
Fodder Dyke Bank will be closed for 2 weeks. There is a road closure at the same time.
Repairs of holes have been completed in Croft Bank. Cllr remarked that it does needs resurfacing.
Reminder that there is a Community event on the June 13th at All Saints. Any ideas please let Cllr Bowkett know.
Reminder that the there is a Resilience meeting at Croft Hall. This is at 7pm not 8pm.
- Finance
To receive financial reports and updates. To approve payments and receipts.
To discuss and approve associated expenditure for yearly training scheme cost for 2020/21.
Proposed, Seconded and Resolved to pay the yearly fee of £120 for Wainfleet St Mary.
Training schedule handed out to Cllrs.
To discuss and approve transfer of a sum from reserve account to business account.
Discussion on finances and timings of transactions. It was proposed, seconded and resolved to allow the Clerk to transfer £6,000 from reserve account to ensure that there is no deficit on the current account.
Discussion on bill from Tax. Accountant does not know why we have been sent this. Could have been from years ago.
Proposed, Seconded and resolved that December Finances were accepted.
Payments made of over £100 for 13th January’s meeting for transparency.
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Payee: |
Detail |
Amount |
VAT |
Total |
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Staff Costs |
Staff Costs |
£452.40 |
£0.00 |
£452.40 |
- Precept
To discuss and approve precept amount for 2020/21
Discussion on Precept, budgeting and setting up of a hall committee
Budget meeting on the 6th January 2020 that a recommendation Precept for 2020-2021 would be £7,500
Due the unexpected expenditure to the dykes and culverts adjacent to the allotments it was Proposed, Seconded and resolved to set a precept of £6,000
- Bank Account.
To discuss and agree on any actions required for Wainfleet St Mary Parish Council bank account in relation to Clerk resignation.
Discussion on New Clerk and bank access and debit card. Proposed, Seconded and resolved that new clerk to have internet access only for the first three months and Chair S Simpson have the bank card in her name in the interim for emergencies only
Action: Clerk to take off Cllr Atkinson of as a signatory.
- Clerk role
To discuss and agree actions and associated expenditure for Clerks resignation and appointment of new Clerk & RFO
Action: Clerk to book New Clerk on Finance and New Clerk trainings in March
Discussion on owed Annual Leave, Tax and final pay
Discussion on applicants. Being interviewed Wednesday
Discussion on whether Council want Clerk to stay until 7th February to help settle New Clerk. Proposed, Seconded and resolved that they were happy for Clerk to stay on until then to hand over to new clerk.
- Planning
To receive and discuss applications.
None received.
- Council Matters.
To discuss and agree actions and associated expenditure for Council Matters
a) Councillor Vacancies
To discuss promotion of vacancies and to consider going into closed session to discuss Councillor application received.
Council went into closed session for 10 mins to discuss application. It was proposed, seconded and resolved to accept applicant. Applicant signed Acceptance of Office. Cllr M Rust (MR) was welcomed to the Council.
b) Emergency Planning Meeting update
Next meeting is 20th January 7pm at Croft Village Hall.
c) Notice board
Discussion on notice board. It is very stiff now and clerk is having issues opening it. Cllr Gerrard will have a look and report back to next meeting .
d) Website and Emails
Discussion on GDPR and FOI in relation to Cllrs personal email account and consideration for using gov.uk or org.uk. Cllrs are happy to keep their own email accounts
Discussion on website as they will need to be compliant by 23 September 2020.
Chair S Simpson to remove WASTC Clerk from St Mary’s page
Action: New clerk to link in with Wainfleet All Saints Town Council.
- Purchase of Community Hall
To discuss and agree actions and associated expenditure for the purchase of the Community Hall.
Discussion on progress of purchase of hall. £4,000 payment due in February and final payment of £4,000 in Oct. Clerk does not have any figures as to whether the Solicitors will need any further payment for legal fees. Chair S Simpson will ask.
- Social Media and communications Policy.
To discuss and agree actions and associated expenditure for Social Media Policy and Communications Policy.
Agenda item for next time.
- Community Hall
To discuss and agree actions and associated expenditure for the Community Hall
a) Fund Raising Events
Discussion on costing for remembrance bench. To be put on hold.
b) Fete 2020
19th July 2020. Council reminded to apply for TENS licence.
c) Lunch Club Support.
Discussion on bank account. Lunch club are to set up their own bank account.
d) Hall Hire.
Hall hire for Saturday 29th February. SS to open – PG close
e) Repairs - Hall Roof.
Still waiting from Contractor. Cllrs RUST and Broomfield to ask other contractors.
f) Defibrillator
All OK.
Discussion on the hall having a Community Committee. Discussion on constitution, rules and bank accounts and fundraising options. To have as an agenda item for next time.
Action: Clerk to chase charity committee form.
Discussion on advertising in the local Church Magazine at a cost of £25. Proposed, Seconded and resolved to advertise in magazine.
Action: Clerk to inform magazine
Discussion of a Condolence book. Proposed, Seconded and resolved that the Council should have one
Action: Chair S Simpson to purchase.
- Working Groups Reports
To discuss and agree actions and associated expenditure for working groups
Discussion on committees and working groups
a) Planning - All
None
b) Grass Cutting, Hedges & Trees – RP
Discussion on dates given by contracted grass cutter. One short
Action: Clerk to send letter requesting that in future charges for works that does only. One cutting cost knocked of next years bill
Discussion on complaint of hedges in St Michaels Lane.
Action: Clerk to report to Fix my Street.
c) Roads, Paths & Street Lighting – RA
Update on roads, paths and street lightening
Roads in Wainfleet Bank have not been done to an acceptable standard
Pothole in West end of Church Lane near junction of Burgh Lane
Vicarage Lane still needs doing
Street lightening is OK
d) Play Area – RA
Cllr R Abbott will have a look at wire stand-off block that needs fixing
e) Fly Tipping – EB
None
f) Allotments - EB / RA
Discuss and agree on Chair for Allotment Group
Discussion of nomination for New Chair for Allotment working group
Nomination for Cllr RUST. Proposed, Seconded and resolved that Cllr Rust take the post, which he accepted
Work has started. Clerk has sent invoices out to allotment holders
g) Street Furniture – PG
OK – Cllr P Garrard will clean on Sunday
h) Haven and Wainfleet Bank - RP
No report
- Correspondence
To discuss correspondence received
LALC 171 and 06/01/2020
Go Skegness project – emailed /delivered
Planning workshops – emailed / delivered
- Agenda Items for next meeting and to agree the next meeting date as Monday 10th February
- Meeting Close.
Chair the closed the meeting and thanked everyone for attending 21:37hrs
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I certify these minutes to be a true record of the meeting held on 13th January 2020 |
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Chair Cllr S Simpson |
Date: 10th February 2020 |