Minutes 2023

St Michaels Lane, Wainfleet St Mary,

Lincs. PE24 4HB

Minutes of the Annual Council Meeting of Wainfleet St Mary which took place on Monday 15th May 2023 at 18.00 in the Community Hall, St Michaels Lane, Wainfleet St Mary, PE24 4HB, preceded by the Public Forum at 18.00 and the Annual Parish Meeting at 17.00

These are draft minutes and subject to amendment until approved at the next Annual Council Meeting in May 2024.

Public

1 member of the public:

1. Councillors Present: Cllr M Rust (MR) Chair, Cllr I Hyde(IH), Cllr Sue Simpson (SS), Cllr A Proctor(AP), Cllr P Garrad (PG),Cllr Cyd Bradford (CB), Cllr C Alexander (CA), Cllr Dr C Shrubsole (CS), Cllr B Adams (BA)

2. Election of Chair.

Cllr M Rust was nominated – Proposed by Cllr SS, Seconded by Cllr CA – Unanimous agreement to elect as Chair. Cllr MR was duly elected as Chair.

3. To receive the declaration of Acceptance of Office of Chair.

The Declaration of Acceptance of Office was signed by Cllr M Rust and Parish Clerk M Clarke.

4/5.Election of Vice Chair.

Following discussions relating to the role and development of the role of Vice Chair it was proposed to defer the vote until the June meeting whilst a structured role profile was prepared.

Proposed Cllr CA, Seconded Cllr SS – All resolved to agree.

6. Police report – Apologies from PCSO J Richardson – No report

7. LCC and ELDC Report – Apologies from Cllr W Bowkett. The report had been read out in the Parish meeting.

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

PCSO Jayne Richardson. LCC/ELDC Councillor W Bowkett

9. Declarations of Interest

Cllr CB for The Village show and Car Boots.

10. Accepting and Resolution to accept the Minutes of the Annual Parish Meeting and Annual Council Meeting of Monday 9th May 2022, and the Minutes from the Meeting Monday 17th April, 2023

The Minutes of the Parish, Annual and Monthly Council Meetings were agreed as a true record by all Councillors present - Proposed Cllr IH and Seconded Cllr PG – Unanimously Resolved to approve.

11. Reports from Councillors External Meeting – The Emergency Resilience group.

Cllr IH gave an update in that papers are awaiting final completion by LCC

12. To Appoint representatives to Outside Bodies.

Parochial Church Council – Cllr C Alexander

RBL – Cllr M Rust

13. Clerk’s Report

DPI and Acceptance of Office have all been completed and signed and returned to ELDC with the returns of Expenses – all of which are Zero.

Notice of Uncontested Elections for both Parish and District Council have been received from the Returning Officer and posted in the Notice Boards, WSM and Wainfleet Wainfleet Facebook pages along with the WSM Web pages. Confirmation from ELDC the hall booking has been cancelled.

Jubilee Orchard and Grant funding. No further news reference the “new funding stream” which is quite unsuitable for the Orchard. Status quo still – no further forward.

ELDC have been contacted with a view to an inspection of trees on Boston Road – this has been acknowledged and information received to forward to www.lincolnshire.gov.uk/faults-maintenance/report-overgrown-trees-hedges

The metal stands at the junction of St Michaels Lane and Low Road – all bar one have been removed which now houses the salt bin.

The freezer dumped at Crows Bridge has been removed as have the other items reported.

National Grid have confirmed the cheque is on the way for the Orchard and are hoping to arrange a date for photo for their newsletter.

Launch day for the 1st May Village show is completed – new likes for WSM FB and Communities page indicates interest is there.

Copy Stat have all the info for posters, banners and flyers and have produced initial ideas and proofs

Stuart has been asked for a quote for the Hall outside lights and fridge/dishwasher – cost is £193.57

The Internal Audit has been completed with all boxes ticked and no concerns or advisory notes.

Contact has been made with Graham Hyde regarding the planning application at The Barkham Arms. The application is still for holiday use only – not residential – but can be used over a full 12 month period as the area is not in the Coastal Flood Zone which would restrict it to 10 months of the year. If it is believed this is not being adhered to then Enforcement is to be advised who will take action. I do not know if when the homes are sold proof of a residence elsewhere is asked for ( e.g. a current council tax bill showing the occupants names as being the liable payers) – but that would seem to be a simple way of finding out if the would be purchasers have a permanent residence elsewhere.

An objection has been lodged with ELDC Planners reference the Riverside development in support of WASTC concerns re infrastructure and local services being brought under additional pressure and also the location so close to an area recently flooded.

Siting of the bench along the Steeping - is to go through the local PSO Team.

14. To appoint members to the Working Group

Allotments. Cllr MR, Cllr SS and Cllr CS

Community Hall – Cllr PG, Cllr IH, and Cllr BA

Finance and Budgets – Cllr CA, Cllr IH, and Cllr BA

Grass Cutting, Trees and hedges – all Councillors.

Play Area and Open Spaces – Cllr CB and Cllr BA

Planning – All Councillors

Roads and Street Lighting – All Councillors

Street Furniture – All Councillors

Events Group – Chair Cllr SS, Vice Chair Cllr CB. It was suggested that as the Events Group becomes more active additional guidelines would be helpful – Cllr CA will consider and draft.

Emergency group Cllr MR and Cllr IH

Staffing Support group – Cllr CA and Cllr IH.

To discuss and agree terms of reference where appropriate and associated Expenditure

Allotments – continue to monitor and inspect drainage ditches.

Community Hall – fencing and gates to be stained.

Finance and Budgets

Jubilee Orchard – to agree fence stain purchase of up to £300. Proposed, Seconded and Resolved.

Grass Cutting, Trees and Hedges

Play Area and Open Spaces – to further develop planting and re-wilding and source further funding. To work with Sam from Platform on green area around the bin site junction Low Road/St Michael’s Lane– Cllr BA will clear. Fencing to be painted/stained.

Planning

Roads and Street Lighting – general inspections as required.

Street Furniture – consider renovation of bus shelter and planting around the area.

Events Group – responsible to both Community Hall and Council – terms of reference/guide to working to be drawn up (Cllr CA) to facilitate working flow.

Emergency group – as previously – no change.

Staffing Support group. To continue as previously.

15. Review of Official Documents and Policies

Scope and allocation of review agreed to continue as 1-2 polices reviewed each month through the year

16. Finance and Bank Accounts

Hall – £150.00 withdrawn in cash – float for Lunch club May 10th

Parish Council –

001517 –£111.72 - P Whiley -Travis Perkins-materials for repair/siting of benches

001518 - £27.00 - Haines Watts

001519 - £35 – John Seymour -internal audit

001520 – £954.82 - BHIB – Insurance renewal

001521 – £4977.38- Tudor Grounds Maintenance (£829.56 is recoverable VAT)

001522 - £1083.92 – LMDB – Agricultural drainage rates for 2023/2024

001523 - £100.60 – HMRC  - Clerk’s Tax

001524 -£444.20 – Clerks wages/office expenses/office supplies

001513 - £27.60 – Uncleared LALC            

Total of all cheques/expenditure  - £7887.64

Accounts reconciled.

Balances

WSM Parish Account      £12,426.19

WSM Business savings    £18,439.97

WSM Community Hall    £16,722.93

Balance of accounts after presentation of cheques as above

WSM Parish Account      £4688.55

WSM Business savings    £18439.97

WSM Community Hall    £16572.93

Total of Accounts - £39,701.45

£700.00 due from National Grid

Cheque of £1083.92 will be recovered from the Allotment tenancies over the next 12 months.

The accounts from April were approved and agreed unanimously.

The financial statements, reconciled accounts, internal audit, and variance reports were presented to the Council for scrutiny and agreed.

The Asset register had been reviewed and changes approved when the Insurance renewal was discussed and approved.

Proposed Cllr SS, Seconded Cllr CA – All in agreement - was resolved to accept the AGAR and the Chair Cllr MR signed to confirm.

17. Community Hall Committee –

Current and Future Plans. To purchase the marquee at a cost of £2667.00 inclusive of VAT and delivery. Purchase proposed and Seconded – resolved to purchase. Clerk to arrange.

To withdraw the agreement to fund the cost of the floor due to the increased expense.

It was suggested to source funding elsewhere if feasible.

New rope required for Flagpole.

18. Correspondence: Hedgehog Highway – to be included in re-wilding discussions in the future

17. Items for Inclusion in June Agenda

Wilding areas

Review of Environmental Policy

Bus Shelter

Newsletter

Railings/Barriers along The Pinfold.

There being no further business the Chair thanked all Councillors for their attendance and input and closed the meeting at 8.10pm.

I certify these are a true record of the meeting held Monday 15th May 2023

 Signed                                                                             Date

Chair WSM Parish Council.