May 2021

These are draft minutes and subject to amendment at the Council meeting on 14th June when they will be submitted for approval

The Annual Meeting of the Council took place on Monday 17th May 2021 at 7pm in Wainfleet St Mary Community Hall, St Michaels Lane, Wainfleet St Mary. 

Present: Cllrs.S Simpson,(SS) A Murgatroyd,(AM) P Garrard,(PG) S Roy (SR) and M Rust.(MR) LCC and ELDC Wendy Bowkett. (WB) Member of Public – Mr K Shelton

            1          Election of Chairman

Cllr. Simpson proposed to stand as Chair Person. There were no other nominees.  Cllr. Mick Rust proposed that Cllr. S Simpson should take up the Chair, Seconder - Cllr Audrey Murgatroyd. Unanimous.      

            2          To Receive the Chairman’s Declaration of Acceptance of Office

           Duly signed and received.         

            3          Election of Vice Chairman

           Proposal: Cllr. Murgatroyd to act as Vice Chair. Proposed Cllr Pat Garrad, Seconder -  Cllr Sue Roy Unanimous       

            4          To Receive the Vice Chairman’s Declaration of Acceptance of Office

           Duly signed and received

             5          Police Report – Apologies from PCSO Stephenson – any problems please report directly – clerk to monitor

            6          Public session  - No questions

             7         Apologies for absence

Apologies for absence received from Cllr. R Picker

Cllr Ron Abbott has offered his resignation which was accepted regretfully by full Council

Clerk to acknowledge   

            8          Declarations of Interest

Cllr Murgatroyd and Cllr S Simpson for item 12 - Community Orchard                  

            9          To Approve the Minutes of the Previous Meeting

To confirm and sign the minutes of the 12th April 2021 as a true record of the decisions made – agreed remotely before legislation terminated and all minutes agreed remotely signed 13th May 2021

            10          Matters Arising/Clerk’s Report

                        Report had been emailed round confirming finance matters.- details are in Finance and Bank Account Section

            11.        Reports from External Agencies – LCC and ELDC Cllr Wendy Bowkett

I would like to thank you all for the last four years, and to thank everyone who voted for me in the recent elections . When reflecting back, I don't think we could have written or foreseen what has happened and the impact both now and for the future. However it has been an honour and also a privilege to serve on Lincolnshire County Council. We don't get everything right but we learn from our mistakes and rectify when we can. Our response to the Covid issues has been a credit to all those involved and I could not think of a better place to live throughout these times, well to be honest, it is the best place to live even in normal times

Going forward our economy is vital, creating good employment for all ages but ensuring our children and those starting out on their career paths have great opportunities for employment or starting out on their own. In Lincolnshire we do have some exceptional industries, from agricultural to food, engineering both on and off shore, tourism and leisure and all those other vital sectors which support and lead their own fields. Finally we have over the last year, have had to adapt to new ways of working especially in adult services, health and the NHS and children services, some good and some we have hopefully seen the back of, with restrictions now being eased hopefully life will begin to become more normal again. We do need to capitalise on the good and innovative ways to bring about efficiencies and a more joined up approach to these valuable services which really do support and bring benefits of great services to our residents!

Levelling up for Lincolnshire: Organisations from the voluntary and community sectors, Higher and Further Education, local councils and business support organisations are being invited to bid for revenue funding for projects supporting growth in Lincolnshire. Lincolnshire is hoping to bid for up to £9m of revenue funding as part of the government's Levelling Up agenda. Projects of at least £500,000 are encouraged, with delivery in full required by March 2022

The Invitation to Bid document and all of the information organisations will need to apply is available here Mandy Ramm for Funding and Investment: CommunityRenewalFund@lincolnshire.gov.uk Lincolnshire 'levelling up' funding opportunities 2021 Business Accommodation & Expansion Opportunities: If you are a new or nearly-new business, out-growing a home office or just looking for a new location to grow your business in Lincolnshire, one of the challenges you may face is finding affordable premises or offices with the facilities you need.

The way we are looking after the county’s roads is changing thanks to new high-tech practices. The county council’s highways teams are embracing a range of new ways of working to be more effective and save money. To help us deal with potholes and other road defects even more quickly, we are trialling software that can assess the size and depth of a pothole, just by snapping a picture with a mobile phone. When the team receive them it gives an accurate reading, so they can schedule the repair and calculate the material needed. The council has also trialled the new JCB Pothole Pro. The all-in-one machine can cut out the defect, remove waste material and sweep the area – all tasks that would ordinarily have to be completed manually. The company claims it can reduce repair times to as little as eight minutes. Only two such machines are currently on trial in the country! Last year, we put in new hotboxes at our depots to store hot tarmac to be used for pothole repairs. Now, instead of each gang having to go and pick up hot material each day, it can be delivered in large batches to the depot, and they can set off with it all ready. Technology for super highways

Extra Care Housing: A multi-million pound programme, in partnership with district councils and housing associations creates new and improved housing for older people. Housing and the place we live have an important influence on our health, independence, and wellbeing. Unsafe or unsuitable homes can increase the risk of injury and lead to physical and/or mental health problems. That’s why the county council is committed to expanding the choices available, and to help deliver the best possible outcomes for the people of Lincolnshire. Extra care housing for older people Online Jobs and Careers Fairs: Since November 2020, the Greater Lincolnshire Online Jobs Fairs have supported over 4,000 individuals to access information about jobs, training and employment support. If you know someone who would benefit from attending the next fair, please signpost them to www.greaterlincsjobsfair.co.uk. Attendance is free for both exhibitors and visitors.

Natalie Poole, Skills Delivery Manager, GLLEP. The Big Ask launches: The Children’s Commissioner for England has launched the largest ever survey of children in England called The Big Ask. It will use the feedback to show the Government what children think and what they need to live happier lives. Please help make this a success by encouraging any child you know to take part here. Recycling with a difference: Looking to donate unwanted items rather than take them to a Household Waste Recycling Centre or throw them away? There are a whole host of ways to give to good causes. For example, some charities are offering 'drive-thru' donations, such as St Barnabas Hospice. The British Heart Foundation has a freepost donation service , while Cancer Research UK also has remote ways to donate vintage goods as well as books, CDs and DVDs through Ziffit and Virgin Money Giving.

Lincolnshire's Historic Environment Record: For the first time, over 75,000 records from Lincolnshire's Historic Environment Record are now available to the public online at the newly launched Lincolnshire Heritage Explorer, enabling everyone to discover the amazing wealth of evidence of our county's past.

Have your say on plans for walking and cycling schemes across the county: Local people are being asked for their views on eight prospective schemes to make walking and cycling easier around the county. A survey is now open until Sunday 16 May. Find out more and take part in the survey on our website. I look forward to seeing you all soon. Thank you Wendy Cllr Wendy Bowkett 07930354723 cllrw.bowkett@lincolnshire.gov.uk

12        To Appoint Members to the Following Working Groups

a)         Allotments – Cllr M Rust

Boundary review has been completed – affected tenant to be advised - clerk to process

Dyke banks to be checked for maintenance and report back at next meeting

b)         Grass Cutting, Hedges & Trees  - Cllr. Picker

Quote from existing contractor T Blackamore accepted – clerk to advise

c)         Play Area – Cllr R Picker

Report of damage to roundabout seat – inspected and repair arranged – clerk to monitor

d)         Community Hall – Cllr. Garrard.

e)         Roads & Street Lighting - TBA

f)          Planning – All members.

g)         Queen’s Estate – TBA

Phone box as reported by member of public in disrepair – BT have advised box was adopted in 2015 by Community Heart  Beat – Clerk is following up.

h)         Fly Tipping – TBA

Asbestos sheeting in Scaldgate lane reported and FixMyStreet advised and acknowledged

i)          Street Furniture – Cllr P Garrad

j)          Fishing Pegs – Cllr R Picker/EA

k)         Haven/Wainfleet Bank - Cllr. Picker

l)          Community Orchard – TBA

             Quote for wildflower discussed and agreed – SR, MR and PG – clerk to advise contractor

8          To Appoint Representatives to Outside Bodies

a)         Parochial Church Council – Cllr. Murgatroyd

b)         RBL – Cllr M Rust – Street Poppies are costed at £3.00 per poppy and will be provided on a as available service – agreed to order and budget for 20 – total £60.00

c)         Other outside bodies – to select a representative as and when required.  

          14           Review of Official Documents and Policies

Code of Conduct.

Complaints Procedure.

Environmental Policy.

Equal Opportunity.

Financial Regulations - Agreement for Clerk to use Business Debit card assigned to current account

Freedom of Information.

GDPR.

Health & Safety Policy.

Internal Controls Policy.

Publication Scheme.

Risk Management.

Risk Assessment Register.

Safeguarding Policy.

Section 137 Policy.

Standing Orders.

Insurance Policy.

Asset Register. 

All policies reviewed and updated as loaded onto new web site February/March 2021 – standing orders amended to show remote meetings permitted and subsequently amendment remove as legislation expired.

15         Finance and Bank Accounts

            New account has been opened for the Community Hall - currently a NIL balance.

            Confirmation the hall purchase has been completed and registered for Business rates which has permitted the support payments received.

Support funding has been received and details are contained in the finance report.

The VAT return has been completed and submitted for a refund payment

Payments over £100 for transparency – T Blackamore £ 945.60 and clerks wages - £380.12

HMRC have confirmed an over payment of tax of £21.28 – this will be offset against the next payment of tax due.

Internal Auditor - Proposal to ask John Seymour to continue to act as internal auditor. Unanimous. -  Clerk has arranged – All papers to be hand delivered 20th May

S137 Request from St Mary Church for a grant of £500.00 – Vote Unanimous

             To receive and approve Financial Statement for 2020/2021 - Vote: Unanimous

             To receive and approve items of payments and receipts. The members received a financial report Monday 10th May and approved/cheques for outstanding invoices signed due to HMRC

             requiring tax payment before 19th May to avoid a penalty payment of £100.00

Notice Boards and Memorial bench

Roll and Scroll have given an estimate of costs – discussion on bench and location, Agreed to site on the grass verge outside Miller Court facing down the river. Design quote for a 3 seater showing a farming theme to be requested for further discussion at next meeting – clerk to arrange

Notice Boards – 3 quotes rec’d with costs and installation estimates – confirmation with proofs of how the boards will appear to be requested from the Parish Notice Board Company including delivery and installation – to be sited in the current position and also outside The Community Hall.

Proposed for 2 notice boards and bench – Proposer Cllr AM, Seconder Cllr MR

16        Community Hall

            Internal decoration discussed and agreed to request 3 quotes

              Request to book The Hall for the Church AGM Monday 24th May – agreed

Request from Georgina Weller – Lincs YMCA to book the hall for a 6 -10 week - YMCA Lincolnshire have been funded by Orsted and Children In Need to work on two projects which have a focus on working with the communities/ young people along the East Coast to run a series of workshops in schools that cover the following topics:

• Mental health and coping strategies
• Community belonging / using your voice
• Confidence building/ team work / Fun / Signposting

All in agreement – clerk to advise and liaise with dates and further details

Subject to guidance it is hoped to open the Community Hall from June 21 as restrictions are lifted – Lunch Club is to be help on a Saturday once it resumes and it is hoped the first date will be July 17 on the assumption guidelines are lifted.

17. Planning - No applications

18. Correspondence  £10.00 donation requested from Lincolnshire Lowland Search and Rescue S137 application form to be sent to applicant – clerk to arrangeRequest to display poster for Girls Friendly Society – agreed – clerk to post in NB
19.  Mr K Shelton was invited to join the Council and be co-opted as a Councillor of Wainfleet Saint Mary Parish Council taking the post of overseeing the Community Orchard project – Position accepted - Clerk to arrange

            Clerk to show and post vacancy for the position of Councillor following the resignation of Councillor Abbott

20. Future meetings every Second Monday of the month at 19.00 in the Community Hall

          The next meeting is scheduled for Monday June 14 at 7.00pm

          The Annual Parish Meeting was proposed to be held in September for public safety reasons subject to the relaxation of Covid 19 restrictions

Agenda item for next meeting – Community Hall Committee and terms of reference.

Discussion on quotes for redecoration

            The Chair closed the meeting at 20.50 hours and thanked everyone for attending.

Wainfleet St Mary Parish Council

I certify these minutes to be a true record of the meeting held on 17th May 2021.

Chairman – Cllr. S Simpson       Date:  14th June 2021