Minutes 2023

St Michaels Lane, Wainfleet St Mary,

Lincs. PE24 4HB

Minutes of the Parish Council Meeting of Wainfleet St Mary which took place on Monday 9th October 2023 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 November 13thth 2023 at 18.10.

Public

1 member of the public.

Apologies were received from ELDC/LCC Councillor W Bowkett who is away on holiday and provided the following information for the meeting/ELDC Report.

“I am sorry to read that Sue has resigned, she will be missed.

The issue with the river has been raised with head of the EA for this area Mr Robinson reference the need to get this moving, highways are waiting to do their bit but until river repaired we can’t move forward. I also have my highways officer putting pressure on to them too.

A further update re river, pressure from highways has resulted in a reply from Paul Robinson in the EA, being received, thus a meeting with the engineers is being made so hopefully a plan can be agreed”

1. To Receive and Accept Apologies for Absence where valid reasons have been given.

Cllr I Hyde, Cllr P Garrad, Cllr C Bradford

2. Members present 

Cllr M Rust (MR) Chair, Cllr P A Proctor (AP), Cllr Dr Shrubsole (CS), Cllr C Alexander (CA) and Cllr B Adams

Also present – Clerk M Clarke 

3. Declarations of Interest

Cllr MR for Agenda item 22 – correspondence from RBL.

4. Accepting and Resolution to accept the Minutes of the Council Meeting on 11th September 2023

The Minutes of the Council Meeting held on 11th September 2023, were agreed as a true record by all Councillors present - Proposed Cllr CA and Seconded Cllr PAP – Unanimously Resolved to approve.

5. Resignation of Councillor S. Simpson.

The Chair has received a letter of resignation from long standing Cllr S Simpson which has been accepted with regret. Her knowledge and experience will be missed but the reasons are understood, and all Councillor wished Sue well for the future. The Community Hall Committee have requested an acknowledgement of her contribution be made which the Clerk will arrange.

A Notice of vacancy will be posted October 11th until the 31st October to determine if the electorate wish an election to be held. If no election is requested the vacancy will be filled through the co-option process

6.  Request for Hall to be available for Winter Worship.

Wainfleet St Mary’s Parish Church is currently without heat and thus a request has been received to enquire if services held on a Tuesday and Sunday can be held in WSM Community Hall from November to March. It was agreed unreservedly to offer the hall with no charge raised for the use.

Proposed Cllr DR CS, Seconded Cllr CA – full agreement to resolve from all Councillors.

A family service is also proposed – still in the early planning stage – but very informal and to offer crafts, a lunch, a film show to encourage young members of the parish to find out a little more about their Church. The Council offered their full support and assistance as required.

7. Clerk’s Report.

Friday night bookings continue for the “Blues brothers” - £18.75 each week

Walnut Care have 2 bookings for October.

Further training sessions (Allotments/and council meetings) booked for Chair and Clerk.

Conversation with ParkFresh and A Clow regarding the handover of the tenancy

The Notice of Vacancy for a Parish Councillor has been received from ELDC and due to be posted 11th October and displayed until 31st October.

Mandate Variations for signature to update account access.

FaceBook Hall Events Page updated to remove Cllr SS as an Admin - Also taken off What’s App Group.

ELDC Planning Dept have been contacted regarding the feasibility of double doors in the Hall – waiting a reply.

A note of formal thanks has been sent to WASTC via the Clerk to show appreciation of the loan of the gazebos and support in erecting them and to look forward to more collective working in the future.

Mrs Russell has received a response from Matt Warman reference Salem Bridge – forwarded to all Councillors and acknowledged with thanks.

The Funding Buddies attended a short informational meeting on the more localised delivery of the GrassRoots fund and involvement with the Lincolnshire Community Foundation, other funding opportunities and liaisons for support and engagement.

Printer sourced and details sent round to all Councillors – approach made to Wainfleet Library (Sue Roy) regarding the printer they have – advice received it is loaned belonging to the main LCC – and very large – and primarily copies rather than prints.

BT have been contacted and wi-fi is due to be installed this month.

British Gas have confirmed electricity renewal at the agreed fix price for a further 12 months.

Shields are due to be engraved and the last of the prizes and vouchers have been delivered or about to be.

The bench at Low Road opposite the Salt Box green area has been installed.

8. Finance report

Cheques for signature this month

Hall – £47.92

Parish Council –

001556 - £27.00 – Haines Watts -pay admin - July

001557 – £726.00– P Whiley – September grass cuts

001555 - £498.53 - Clerk’s Wages

001554 - £118.60 – HMRC Clerk’s Tax

001558 - £47.92 – M Clarke – Show expenses reimbursed to SS/JW

Total – 1370.12

Total of all cheques/expenditure  - Hall - £47.92

                                                                   Council – £1370.13

Monies paid in:

Community Hall - £3439.41 - Grant, Show income, return of floats and hall hire

Parish Account - £9952.00 – Allotment rents, GrassRoots Grant, and Interest

Accounts reconciled.

Balances

WSM Parish Account      £8597.34

WSM Business savings    £17507.90

WSM Community Hall    £14022.45

Balance of accounts after presentation of cheques as above

WSM Parish Account  £7227.21

WSM Business savings    £17,507.90

WSM Community Hall    £13974.53

Total of Accounts - £38709.64

Budget Report presented following emailing for all Councillors information – spending is on track for the year with the office stationery slightly over budget but balanced out by underspends elsewhere.

Proposed Purchase of Printer – Further research on printers and advice from IT experts indicated the best value was a Brother at £579.00 – slightly over the agreed spend from last month. There is scope for this to be financed from the Lottery grant. It will enable printing of publicity flyers/newsletter/posters that will benefit the Hall and save money in productions costs for future events. Discussion followed with agreement to propose and second and approve. The most competitive supplier will be sourced and purchase made checking on cost of peripherals at the same time.

Proposed Cllr CA, Seconded Cllr BA – all agreed to approve and resolve.

9. Funding group report.

The Funding Buddies attended a short but informative seminar the previous week and agreed the next project should the Village sign for Wainfleet St Mary’s – possibly 2: one at either end of the village to establish and individual identity. A date tba to draft out the bid and bring forward to the Council for the November meeting.

10. Role Profile of Chair/Vice Chair and Election of Vice Chair.

Hard copies were brought to the meeting by Councillor C Alexander following an earlier email advice to allow Councillors opportunity to read through. An overview and full explanation of the content was given, and Councillors requested to read through and discuss in preparation for approval/amendment/adoption into the Rules of Procedure in the November meeting. This would be a 2 phase process with the vote for new appointments nominated in the April meeting and voted on in the Annual Council Meeting in May 2024.

The profiles were well received, and thanks given to Cllr CA for all the administrative work taken to being these to Council in a clear and professional format.

 Cllr CA has indicated she is happy to answer and /or clarify any questions or points raised within the profiles.

11. Working Group Reports

a. Allotments. From information provided to all Councillors prior to the meeting, an involved and open discussion was conducted. It was concluded neither the Clerk nor the Council have the required expertise in land management, and mistakes have been made. A proposal to approach Willsons Land Agents to be made to establish the costs and processes involved in passing the management of the allotments to a specialist expert. Clerk to arrange a meeting with Willsons.

b. Grass Cutting, Trees and Hedges.

c. Community Hall – Cllr PG is on holiday and reports will be received on his return.

d. Planning. No applications received – advice and acceptance of the 12-month holiday home amendment to The Barkham Arms development.

e. Open Spaces. The waste bin on the lamppost in Low Road which has been broken and reported as such in the past has been removed – clerk to check /confirm a new one will replace it.

Play Area: A quote has been supplied for the erection of a new gate and provision of signs – the costings are competitive and fair and reasonable, and it was agreed to accept. Clerk to advise contractors and ask for a date. Signs indicating “Please keep your dog on a lead” and “Please pick up after your dog” to be purchased by Clerk for installation with the new gate.

Jubilee Orchard: Weeded and ready for fence painting - date tba. Cllr Dr CS will arrange.

12. Community Hall Committee

The next Lunch Club will be October 11th– the surplus for the September lunch amounted to £177.45

The next meeting of the Hall Committee will be Monday 16th October when a new Chair will be voted in following the resignation of Cllr Sue Simpson as Councillor and Chair of the Hall Committee. The Vice Chair was unable to attend thus the meeting was chaired by nominated committee member Jan Ward. The minutes have been produced and are available on the council web site.

13. Events:

The Village Show – Review by the Events working group with recommendations to the Hall Committee for the 2024 Show.

The Show to be undertaken again by the Hall Committee with support as requested by WSM Council

Christmas Plans – 2023 – Tea with Santa – to work with Platform Engagement Office Sam Smith and the Hall Committee to provide a Children’s party style of celebration with a visit from Santa.

Funding from the Council and Platform to allow for a free celebration for the community children.

D Day – June 2024 – Deferred for further discussion until Cllr IH has recovered and able to attend meetings.

14. Queen’s Estate – proposal to develop the green area around the Salt Box Corner.

A meeting between WSM Council (Cllr Dr CS, Cllr MR and Cllr BA) and Platform Engagement Office Sam Smith (SS)on Thursday 5th October was productive and an agreement reached as to take this proposal forward. Cllr Dr CS and SS will work together to produce a clear plan and develop the green area in conjunction/consultation with the community.

15. Bench on Low Road

Confirmation this has now been sited – and in use by the community.

16. Salem Bridge/Pinfold Railings.

Cllr Wendy Bowkett is following up and is waiting advice of the date of the meeting with the head of the EA for this area.

17. Geo-caching.

5-6 spaces have been identified and the parcels are in progress for placing. Payment to be made for registration – liaise with Clerk as required to arrange for the fee to be paid.

18. Speeding issues – St Michael’s Lane and Low Road

Council agreed to defer this discussion to the November meeting when it is hoped Cllrs P Garrad and I Hyde will be available to contribute to the meeting and discussions.

19. Review of Policies

Publication Scheme for Wainfleet St Mary : Agreed to approve – with the following proviso to update with Councillors currently on the council and a clarification on the election of Councillors every 4 years – clerk will update and amend. Proposer Cllr CA, Seconded Cllr BA. All resolved to agree.

20. Correspondence –

Correspondence from RBL with regard to purchase of wreath for Remembrance Sunday.

Agreement to purchase wreath style B – with an inset at £25.00. for the service to be held at St Mary’s Church on Saturday 11th November. This will be the first time ever a service has been held at St Mary’s to remember and honour St Mary’s fallen and it is hoped it will be well attended.

A second wreath is on hand for the service on the 11th at All Saints

Slow Ways – National Walking – correspondence received to request support – agreement to place on web site and to utilise in the geo-caching project.

21. Items for Inclusion in November Agenda

22. Date of Next meeting:

Monday 13th November – 18.00 hours.

23. To resolve on whether the Council will move into closed session

                            To consider the following confidential issues in respect of attendance at meetings in accordance with Public Bodies (Admission to Meetings) Act 1960 to discuss Staff Appraisal and review.      

   Proposed Cllr MR, Seconded Cllr CA – All resolved to enter closed session.

    The Clerk left the meeting.          

There being no further business the Chair thanked all Councillors for their attendance and input and closed the meeting at 20.25 pm.

I certify these are a true record of the meeting held Monday 9th October 2023

 Signed                                                                             Date

Chair WSM Parish Council.