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 13th November 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 December 11th 2023 at 18.10.

Public

3 members of the public.

It was requested by LCC W Bowkett items 10 and 20 on the Agenda were brought forward to allow her to report on these as she was due to attend a second Parish meeting at 7pm.

All Council in full agreement.

Report from LCC Councillor W Bowkett is as under:

Following the recent flooding event on the 21/22 and 23rd October, I have met with MPs, EA, both Witham Forth and Lindsey Marsh Drainage Boards and local farmers and residents. 

Our emergency plan worked well and thanks goes to all who helped to fill sandbags and man the rest centre, and also our emergency services who reacted quickly to us.

ADA chairman Robert Caldwell has written to the sec of state to urge a change to legislation to allow drainage boards to carry out work on main river courses to the standard that the drainage boards maintain their watercourses.

Surface water was a big issue in flooding houses around the district, the heavy rainfall over the week and particularly the Friday only added to the already flooded fields and dykes. 

The low road issue with the fencing and the bank, the EA have confirmed plans have been submitted for funding to repair the bank which will allow the footpath and fencing to be repaired by highways.

The Falls response service is being promoted around the county, if someone falls and they are not injured call 01472 256256 instead of an ambulance they will attend and get the person back on their feet again. The service is open from 8am to 8pm daily.

The Fodder Dyke is now closed Friskney End. I have been to look today, and they are getting on well, it will be closed for the next 2 weeks, and I ask for patience whilst the urgent works takes place.

Please let me know of any issues.

Chair MR thanked Cllr WB for the information and report.

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

Cllr A Proctor, Cllr C Bradford

1. Members present 

Cllr M Rust (MR) Chair, Cllr I Hyde (Vice Chair), Cllr P Garrard, Cllr Dr Shrubsole (CS), Cllr C Alexander (CA) and Cllr B Adams

Also present – Clerk M Clarke 

2. Declarations of Interest

No interests were declared.

3. Accepting and Resolution to accept the Minutes of the Council Meeting on Monday 9th October 2023

The Minutes of the Council Meeting held on Monday 9th October 2023, were agreed as a true record by all Councillors present - Proposed Cllr BA and Seconded Cllr PG – Unanimously Resolved to approve.

Accepting and Resolution to accept the Confidential Minutes (pink paper) as a true record of the Closed Session held Monday 9th October 2023.

The NJC Pay scales have been received and circulated to all Councillors. In line with the agreement contained in the pink paper minutes the annual rise was agreed and to be sent to Haines Watts for inclusion in in Novembers pay run.

Proposed Cllr CA, Seconded Cllr BA – Council in full agreement to approve and resolve.

4. (item 10 on the Agenda) Review of Major Incident and Provision of Sandbags

LCC/ELDC Cllr Wendy Bowkett (WB) and Chair of WASTC Cllr Steve Mitchell (SM) gave an overview of how the resilience plan was deployed and the effectiveness. Cllr CA requested a formal vote of thanks to go to WASTC for the handling of the emergency and to indicate WSM Councillors are available to call on in any future incidents where assistance may be needed. Sandbags were discussed and it was agreed prudent to have a supply at WSM with sand available. Cllr IH, as lead on the Resilience Plan for WSM undertook to attend resilience meetings in the future and to confirm how to report to whom.

5. Salem Bridge – The Pinfold railings

The Low Road issue with the fencing and the bank, the EA have confirmed plans have been submitted for funding to repair the bank which will allow the footpath and fencing to be repaired by highways.

Cllr WB advised things were moving forward albeit slowly with costings and solutions and it was hoped repairs could begin in the not too distant future. The road had deteriorated which Cllr WB has reported to Highways and they will inspect and action.

Cllr WB and Cllr SM requested to leave the meeting at 6.30 as commitments elsewhere. Chair MR thanked them for their attendance and the input on the flooding impact of Storm Babet.

6.Parish Council Vacancy.

The Notice of Vacancy has been posted and ELDC have confirmed no voter request for an election thus co-option is authorised.

A letter of interest had been received from Mr M Rendall of Wainfleet St Mary. All Councillors have read and are unanimous in agreement Mr Rendall should be invited to join the Council. The Chair extended the invitation which was accepted by Mr Rendall. The Declaration of Office was signed and witnessed and the DPI to be completed and returned to the clerk for lodging with ELDC. All the Council welcomed Mr Rendall and look forward to working with him.

 7. Clerk’s Report.

The printer has been ordered, delivered and set up. This has been invoiced to the Council and VAT will be reclaimed at the year end.

Payment has been made to Thorpe Fen for materials and acknowledged as received. Gate has been installed and invoice received.

An appointment was set up with Wayne Mountain for consideration in managing the WSM allotments – full report in item Working Groups – allotments

Bin on Low Road missing – reported to FixMyStreet – confirmed as received.

ELDC 16 light reported as out – reported to FixMyStreet and confirmed as received.

The fencing around the Jubilee Orchard has been stained by volunteers.

The Christmas Tree is ordered with delivery November 24th – Hall Committee have plans in place for the installation and decoration of the Hall.

The Sunday Remembrance Service has been promoted on the Council, Wainfleet Wainfleet and Community Hall pages – with advice to wrap up warm....

Marquee floor to be taken up Monday November 6th at 1pm. The smaller marquee has been folded and stored by Cllr P Garrad – thank you Pat.

The poppies have all been displayed on the lampposts by Cllr P Garrard – thank you Pat.

PAT testing has been requested for all hall electrics and the Christmas lights ahead of the Christmas festivities.

Tea with Santa invites have been distributed on the Queen’s Estate – funding for the tea has been offered by Sam – Platform Engagement Officer – and accepted.

8. Finance report Cheques for signature this month

Hall – Transfer to Parish Account - £852.60, Show Project costs, £337.50 – cost of printer – £230.00 Health Guard Mole control (all from Show Budget).

Total - £1420.10

Parish Council –

001560 - £298.86 – P Whiley – Siting and materials Bench Low Road

001561 – £671.00 – P Whiley – October grass cuts

001562 - £20.00 – ELDC – Annual Society Lottery registration fee

001563 - £55.00 – The RBL Poppy Appeal

001564 - £500.00 – Thorpe Fen (A Vassar) Grass and hedge Cutting – gate and fence Play Area

001564 - £27.00 – Haines Watts – payroll administration - October

001566 - £686.20 – HMRC Clerk’s Tax

001568 - £2768.81 – Clerk’s Pay October (Basic £778.90, Back Pay £734.66, Overtime to date £1065.75, Show project management - £852.60 - less tax due of £686.20 – see confidential minutes October 2023)

001569 - £552.00 - HealthGuard – Mole Control – Show field and Play Area – 3month visits

Total – £5578.87

Total of cheques/expenditure  -       Hall - £1420.10

                                                                   Council – £5578.87

Monies paid in:  Community Hall - £440.50

                              Parish Account - £16.12 - Interest

Accounts reconciled.

Balances

WSM Parish Account      £5,923.48

WSM Business savings    £17,507.90

WSM Community Hall    £13,867.78

Balance of accounts after presentation of cheques/transfer of monies as above

WSM Parish Account    £1,764.71

WSM Business savings    £17,507.90

WSM Community Hall    £12,447.68

Total of Accounts - £31,720.29

The budget report was presented and approved.

9. Working Group reports

a) Allotments – A meeting with Willsons as agreed in October was arranged for November 1st and the main action points sent round to each Councillor and confirmed by letter from Willsons. The recommendations of adopting professional Farm Business Agreements was proposed by Cllr IH and seconded by Cllr BA. Council agreed unanimously to resolve – Clerk to liaise with Mr Mountain from Willsons.

b) Grass Cutting, Trees and Hedges – A further cut of the grass in the parish was agreed by all.

c) Play Area – the gate and addl fencing have been installed – all agreed it was a quality job and consideration be given to ask for a quote for the further end of the Play Area which is currently open. Plastic grids to be purchased and laid to prevent mud and slippage under the gates due to leaves and wet weather – Proposed Cllr BA, Seconded Cllr CS – unanimous agreement to resolve. Clerk to contact Thorpe Fen Services. Cllr BA will site the grids when purchased – agreed cost up to £100.00.

d) Community Hall – reports all received and in order. BT have completed the wi-fi installation and all is working correctly. Agreed to look at cost of projector and screen to limit the use of paper and associated costs.

e) Planning – 3 applications have been received.

CW Parker – No objections or comments – buildings are sympathetic to the area – consideration to be given to retaining trees on the frontage.

C Norwood – Safety consideration to be given to traffic joining the A52 with a 50mph speed limit currently in force – noted the flood risk as close to River Steeping.

Outer Dowsing – from meetings attended and reports read and digested there will not be a major impact on WSM from this development in its current form.

f) Open Spaces – All in order

9. Funding group report.

Cllr CA gave an overview of funding bids to date and the 3 future bids in the pipeline.

Successful bids have been The National Lottery for the Village Show, the Social Isolation fund for The Lunch Club and 2 bids for the Jubilee Orchard. To date bids account for £13,690.00 with a further donation of £700 from the National Grid for the orchard. Bids in progress are for a Village Sign and D Day 80th celebrations and a Christmas trip for the Over 65 Youth Club.

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

The draft profiles presented at the last meeting have been reviewed by all and discussed. Agreed by full Council to adopt. Proposed Cllr IH and seconded Cllr Dr CS.

11. What’s App Group.

Discussed and agreed to limit the use to maintain the effectiveness of the group by limiting to 9.00am till 5.00pm - Monday to Friday. Any contact outside of these times will be an Emergency contact.

12. Community Speeding Issues.

An open discussion on the problems created by a few individuals who disregard the speed limit and safe driving procedures. Consideration to look at the most appropriate and effective method of dealing with the issues in the absence of a PCSO who has been made redundant as part of cost issues. Cllr IH undertook to contact the Policing team to establish the correct actions and reporting procedures and to look to build a working relationship for the future. All in agreement.

A52 – 50mph limit – this was raised as the current limit creates safety hazards as residents try to cross the road to the bus stops.

Cllr WB in an earlier discussion undertook to make a site visit and request a TRO to lower speed limit – limits in Friskney and Wrangle would support a lower speed limit.

13. Geo-caching.

Cllr Dr CS advised all boxes are made up and nearing completion to launch.

14. Grass Cutting 2024 Season.

The Contractor has confirmed happy to continue with rates as the 2023 season. Council agreed the work has been completed to a high standard and agreed to recontract for a further year. Proposed Cllr CA and seconded Cllr Dr CS - Clerk to advise and confirm.

15. Dismantling of the Marquee.

 Since the Agenda was produced and posted the marquee has been dismantled and stored for the winter. Decision to take the frame down – or leave. Agreed to leave and monitor monthly for any sign of damage or issues of safety.

16. Community Hall Committee.

The minutes of the Hall meeting have been emailed round and all have read and digested. They are posted on the WSM web site and in the Notice Boards for perusal for the Parish. In essence the Lunch Club are being taken to Woodthorpe for their Christmas Lunch, and Tea with Santa has been mailed round for the children of the estate and the parish.

A request has been submitted by the Lunch Club ladies through the Committee to consider converting the one or both toilets into a storage cupboard. Agreement was not reached, and thus further discussions will be needed with the Committee to find the right way forward.

A proposal was made to provide the Chair of the Hall Committee (a volunteer of the Committee) with a dedicated mobile phone for work purposes. Proposed Cllr CA, Seconded Cllr Dr CS.

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

The plans in progress are for WSM to lease the area on a peppercorn rent for a 25-year period – with no trees to be planted on the area. Dr CS will keep the Council informed as this moves forward.

18. D Day celebrations.

A funding bid has been submitted to the National Lottery for funding for an event to mark the anniversary. A suggestion to invite WSM residents to come forward with war memorabilia to create a display was welcomed – and an approach could be made to the WW” museum in Freiston along with the parties from Woodhall Spa who are no longer putting on their 1940s day in the summer of 2024. Cllr IH and Cllr Dr CS will follow up.

19. Review of Policies

Risk Assessment – reviewed with an amendment to be made to the low risk attributed to Allotments.

Proposed Cllr CA and Seconded Cllr MR.

20. Council Christmas Meal.

Enquiries will be made regarding date and venue and circulated to all Councillors.

21. Climate and Ecology Bill – request for Support

Cllr Dr CS will read and review and present to Council for their decision in the next few days.

21 Correspondence

Parish Council Engagement Session – Cllr IH is planning to attend.

21. Items for Inclusion in December Agenda:

The Pinfold

Storage for the Lunch Club – conversion of toilets – portacabin purchase

Budget Planning 2024

22. Date of Next meeting:

Monday 11th December– 18.00 hours.

I certify these are a true record of the meeting held Monday November 13th 2023

 Signed                                                                             Date

Chair WSM Parish Council.