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 12th June 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 17th July 2023 at 18.10.

The meeting was chaired by Vice Chair Cllr I Hyde by invitation of the Chair with full agreement from Council.

Public

1 member of the public: ELDC/LCC Councillor W Bowkett.

LCC/ELDC Report – To be aware of the Junior Doctor’s strike and contact NHS 111 for any issues.

The street theatre festival – the SO Festival 2023 is the 16th/17th June is at the Tower Gardens in Skegness.

There is a Steeping River update to be held at Batemans on the 21st July between 2pm and 7pm.

There will be opportunity for Wainfleet residents to access optical assistance on Saturday mornings in the All Saints Offices – an optics company is offering chats, help and advice.

Cllr WB requested to leave the meeting at 6.45 for a later appointment. V/Chair Cllr IH thanked Cllr Bowkett for her report and acknowledged/agreed the request to leave the meeting early.

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

Cllr C Alexander, Cllr P A Proctor, PCSO Jayne Richardson.

2. Members present 

Cllr M Rust (MR) Chair, Cllr I Hyde (IH), Vice Chair, Cllr S Simpson, (SS) Cllr P Garrad, (PG), Cllr C Bradford (CB) Cllr Dr Shrubsole (CS), Cllr B Adams (BA): Also present – Clerk M Clarke 

3. Declarations of Interest

Cllr CB for the Car Boots and The Village Show.

4. Accepting and Resolution to accept the Minutes of the Annual Council Meeting on 17th May 2023

The Minutes of the Annual Council Meeting were agreed as a true record by all Councillors present - Proposed Cllr CB and Seconded Cllr CS – Unanimously Resolved to approve.

5. Clerk’s Report.

Inspection of trees on Boston Road - the response has been “will monitor – but no immediate action”

The metal stands at the junction of St Michaels Lane and Low Road all removed by Barry and made safe. A meeting is arranged for Thursday 15th June @ 11.45 with Sam/Platform Housing to discuss development – Cllr DR CS and Cllr CB attending.

National Grid have confirmed the cheque is on the way for the Orchard and the date 8th June arranged for the photoshoot – late cancellation – date to be re-arranged.

Copy stat have sent the second proofs for posters, banners and flyers.

The Annual Governance Statement has been submitted to PLF Littlejohn for external Audit and notices placd on the web site and Notice Board in St Michael’s Lane.

The VAT rebate return has been started.

Overgrowth on A52 adjacent to No 12 St Edmunds reported to FixMyStreet – response has been no action – but it has been cut down.

First and Second Drafts of WSM Newsletter produced.

Meeting at WASTC Friday am to discuss Coronation – notes have been emailed round for all.

6. Finance report.

0010 - £2222.27 – Gala Tents – Marquee + Vat Payment /debit card £444.45 – signed and posted.

0011 - £110.00 – Bouncers4Y – Mr R Oldershaw

0012 - £180.00 – Freddie Kisby – A Boards Car Boot and Promotions

Total - £ 2956.72

Parish Council –

001528 –£671.00 - May Grass cutting

001529 - £276.70 – Witham 4th Drainage rates

001530 - £250.00 – Coronation subsidy of Ices

001531 – £27.00 - Haines Watts Payroll administration

001532 - £483.37 – Clerk’s Wages - 001533 - £113.80 – HMRC  - Clerk’s Tax

001534 - £18.00 Newton Flags - Coronation Flag

Total - £1839.87

001527- £200.00 and 01517 - £111.72 – Uncleared

Total of all cheques/expenditure  - Hall - £2956.72 - Council – £2151.59

All Bank accounts reconciled - Budget report – increased Office costs of paper/ink to be reviewed with a view to alternative presentations. Expenditure all agreed and resolved to approve.

7. Proposal to form a Funding Group.

Proposal to form a funding group to source funding streams for Council projects and Community Events. Group to Cllr CA, Cllr Dr CS, Cllr MR and Clerk. Terms of reference to be drawn up and agreed at the July Meeting. Proposed Cllr CB and Seconded Cllr SS. Unanimous agreement to resolve and approve.

8. Role Profile of Vice Chair and Election of Vice Chair.

Council agreed to defer to the July meeting to allow for the role profile to be finalised.

9. Working Group Reports

a. Allotments..

b. Grass Cutting, Trees and Hedges. – nettles at Salem Bridge need cutting back - vision is impeded to Low Road. Clerk to action.

c. Community Hall – reports submitted by Cllr PG – all in order.

d. Planning – Discussion on latest info from GR4 Outer Dowsing. Meeting on 20th June will be attended by Cllr Dr CS. Enquiry as to a VIP session available again. Clerk to consult with The Poor Lands Charity on payments received.

e. Open Spaces.

Play Area: The moles have vacated the play area. Weekly Inspections to be undertaken by Cllr CB – Clerk to produce weekly inspection sheet. Clerk to consult with Mr PW over the wood staining and preservation and re-painting of the damaged play bike now the dry weather has arrived.

Jubilee Orchard: Cllr MR is continuing the watering and Cllrs CS and BA maintaining the grass cutting and strimming. Trees including the elderberry have been trimmed and the pathway tidied up. Additional planting to be at the behest of the Council with a list of approved plants available from the Council. Budget to be discussed for planting in September. Further advice from UKSPF Fund is still 4 weeks before a decision to go to full application.

Access to water to avoid carriage of 5-gallon drum each time – neighbour to be approached with a request to assist with any costs recompensed by the Council. Cllr MR agreed to approach.

Litter – Litter picking on a regular basis by Cllr BA is showing improvement in reducing the amount of litter left:

Salt Bin Corner: St Michaels Lane and Low Road Junction: meeting at 11.45 Thursday 15th June with Sam/Platform Housing – for discussion is the introduction of trees to provide “Queen’s Wood” with involvement from the Estate: a mural depicting Queen’s Wood on the wall currently plain white and uninspiring: raised beds/bedding plants. Permission and funding need to be obtained. The trees are being provided by the Woodland trust through Cllr Dr CS - 12 to be delivered in November

10. Community Hall Committee

The next Lunch Club will be June 14th – 40 are booked in which is the maximum that can be catered for.

An Events meeting has been arranged for Tuesday July 11th 1.30pm to be followed by a Committee meeting

£300 has been banked from Car Boot sales surplus with a float retained of £113.20.

Discussions over ensuring the Health and Safety factors and correct use of the Hall with increased public had been highlighted. Hall is to be locked with an additional Council member on a rota basis to support Cllr CB each week – Cllr CS – 18/6, Cllr PG 25/6, Cllr MR 2/7, Cllr BA or Clerk – 7/7, Cllr SS 16/7. HV vest will be worn to identify for the public - toilets will be accessed by request from the Councillor on duty with Cllr CB.

The Village Show – flyers and posters approved. Proposal to purchase 500 of the flyers and 50 of the posters with 500 newsletter print with a village show insert for delivery to homes in WSM as the seeds and fibre flyers were distributed – Proposed Cllr CB , Seconded Cllr SS – unanimous agreement to approver and resolve. Clerk to action.

Marquee has been purchased – cheque has cleared. Date of delivery tba.

Mr Worth has offered £750.00 towards the cost of the flooring – budgeted at £1266.00

The flagpole will be fully repaired over the next few weeks enabling any flag to be raised/lowered without the use of ladders thus meeting HASAW requirements.

Lunch Club – £77.00 float with £75.00 withdrawn from hall funds to provide a float 0f £152.00.

The Hall Committee have agreed to make up the shortfall in the funding for the flooring – this will come from the hall budget of £2000 allocated to The Village Show.

Summer Holiday Fun – Early Proposal to hold weekly fun days at the Hall/Field for local children along the lines of Teddy Bear’s Picnic, Sports day, Biscuit icing, Rock painting – Cllr CB to take the lead and advise. Funding from the Lottery fund for community involvement. Hall Committee will provide lunch for children for the Sports Day event if required – hot dog/beans on toast.

11. Events

Review of joint working /collaboration Charles Coronation - Notes have been emailed round following the review at WASTC - WSM will provide own marketing and promotion for future events.

12. Siting Change of bench

The proposal to site the bench along the Steeping involves licences and costs – proposed to site on the green area opposite Salt Box Corner with LCC Highways approval. Clerk to contact with what3words location – café.bandaged.messing. Proposed Cllr MR, Seconded Cllr CB – unanimous agreement to resolve and approve.

13. Salem Bridge/Pinfold railings

The deadline of 6 months Cllr WB gave the agencies is approaching with unfortunately no agreements or solutions – Cllr WB will continue to push and monitor.

14. Community Hall Flagpole.

An initiative introduced by Cllr IH to approach Mr Chamberlain for a permission for permanent flag pole area with a solid patio style base. This would allow for events such as Remembrance Sunday along with a memorial for the fallen. Costs were briefly discussed but until permission is given this can only be discussed in theory. Clerk to contact Mr Chamberlain and agenda for the July meeting..

15. Geo-caching.

At the request of Cllr Dr CS this to be deferred to the July meeting. Council fully in agreement.

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

This continues to be a problem the Council wishes to address through the Community Speed Watch system – support from Cllrs BA, CS and IH to form a group. The Council had registered its interest earlier in the year – clerk to confirm with the LRSP the interest in joining, exploring ways of reducing speed offenders and undertaking training to form a Speed Watch group. Further discussions following the formal acceptance to the system in the July meeting.

17. Review of Policies

Environmental Policy. Agreed to approve – Proposer Cllr MR, Seconded Cllr BA.

Following amendment of office supplies costs it may be required to further amend/update.

18. Correspondence

Formal confirmation from WSM PCC the wood at St Mary’s Church is to be known as Abbotts Wood in memory of long serving Councillor Ron Abbott.

A request had been received from the family for the Council to purchase and erect a sign similar to that at the Jubilee Orchard to name the wood.

Council considered long and thoughtfully and regretfully agreed that as they have already commissioned a large wooden shield to be known as The Ron Abbott Shield for the Village show to be awarded to the Horticultural Winner then the placing of a sign should be the decision of the family in partnership with the Church Council. Council will happily assist the application with a letter of support.

17. Items for Inclusion in July Agenda

Flag pole

Alternatives to reduce paper and ink costs.

Chair Plaque in the Hall

Geo-caching

Broadband costs for the Hall

There being no further business the Chair thanked all Councillors for their attendance and input and closed the meeting at 9.00pm.

I certify these are a true record of the meeting held Monday 12th June 2023

 Signed                                                                             Date

Chair WSM Parish Council.

St Michaels Lane, Wainfleet St Mary,

Lincs. PE24 4HB

Minutes of the Parish Council Meeting of Wainfleet St Mary which took place on Monday 12th June 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 17th July 2023 at 18.10.

The meeting was chaired by Vice Chair Cllr I Hyde by invitation of the Chair with full agreement from Council.

Public

1 member of the public: ELDC/LCC Councillor W Bowkett.

LCC/ELDC Report – To be aware of the Junior Doctor’s strike and contact NHS 111 for any issues.

The street theatre festival – the SO Festival 2023 is the 16th/17th June is at the Tower Gardens in Skegness.

There is a Steeping River update to be held at Batemans on the 21st July between 2pm and 7pm.

There will be opportunity for Wainfleet residents to access optical assistance on Saturday mornings in the All Saints Offices – an optics company is offering chats, help and advice.

Cllr WB requested to leave the meeting at 6.45 for a later appointment. V/Chair Cllr IH thanked Cllr Bowkett for her report and acknowledged/agreed the request to leave the meeting early.

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

Cllr C Alexander, Cllr P A Proctor, PCSO Jayne Richardson.

2. Members present 

Cllr M Rust (MR) Chair, Cllr I Hyde (IH), Vice Chair, Cllr S Simpson, (SS) Cllr P Garrad, (PG), Cllr C Bradford (CB) Cllr Dr Shrubsole (CS), Cllr B Adams (BA): Also present – Clerk M Clarke 

3. Declarations of Interest

Cllr CB for the Car Boots and The Village Show.

4. Accepting and Resolution to accept the Minutes of the Annual Council Meeting on 17th May 2023

The Minutes of the Annual Council Meeting were agreed as a true record by all Councillors present - Proposed Cllr CB and Seconded Cllr CS – Unanimously Resolved to approve.

5. Clerk’s Report.

Inspection of trees on Boston Road - the response has been “will monitor – but no immediate action”

The metal stands at the junction of St Michaels Lane and Low Road all removed by Barry and made safe. A meeting is arranged for Thursday 15th June @ 11.45 with Sam/Platform Housing to discuss development – Cllr DR CS and Cllr CB attending.

National Grid have confirmed the cheque is on the way for the Orchard and the date 8th June arranged for the photoshoot – late cancellation – date to be re-arranged.

Copy stat have sent the second proofs for posters, banners and flyers.

The Annual Governance Statement has been submitted to PLF Littlejohn for external Audit and notices placd on the web site and Notice Board in St Michael’s Lane.

The VAT rebate return has been started.

Overgrowth on A52 adjacent to No 12 St Edmunds reported to FixMyStreet – response has been no action – but it has been cut down.

First and Second Drafts of WSM Newsletter produced.

Meeting at WASTC Friday am to discuss Coronation – notes have been emailed round for all.

6. Finance report.

0010 - £2222.27 – Gala Tents – Marquee + Vat Payment /debit card £444.45 – signed and posted.

0011 - £110.00 – Bouncers4Y – Mr R Oldershaw

0012 - £180.00 – Freddie Kisby – A Boards Car Boot and Promotions

Total - £ 2956.72

Parish Council –

001528 –£671.00 - May Grass cutting

001529 - £276.70 – Witham 4th Drainage rates

001530 - £250.00 – Coronation subsidy of Ices

001531 – £27.00 - Haines Watts Payroll administration

001532 - £483.37 – Clerk’s Wages - 001533 - £113.80 – HMRC  - Clerk’s Tax

001534 - £18.00 Newton Flags - Coronation Flag

Total - £1839.87

001527- £200.00 and 01517 - £111.72 – Uncleared

Total of all cheques/expenditure  - Hall - £2956.72 - Council – £2151.59

All Bank accounts reconciled - Budget report – increased Office costs of paper/ink to be reviewed with a view to alternative presentations. Expenditure all agreed and resolved to approve.

7. Proposal to form a Funding Group.

Proposal to form a funding group to source funding streams for Council projects and Community Events. Group to Cllr CA, Cllr Dr CS, Cllr MR and Clerk. Terms of reference to be drawn up and agreed at the July Meeting. Proposed Cllr CB and Seconded Cllr SS. Unanimous agreement to resolve and approve.

8. Role Profile of Vice Chair and Election of Vice Chair.

Council agreed to defer to the July meeting to allow for the role profile to be finalised.

9. Working Group Reports

a. Allotments..

b. Grass Cutting, Trees and Hedges. –

c. Community Hall – reports submitted by Cllr PG – all in order.

d. Planning – Discussion on latest info from GR4 Outer Dowsing. Meeting on 20th June will be attended by Cllr Dr CS. Enquiry as to a VIP session available again. Clerk to consult with The Poor Lands Charity on payments received.

e. Open Spaces.

Play Area: The moles have vacated the play area. Weekly Inspections to be undertaken by Cllr CB – Clerk to produce weekly inspection sheet. Clerk to consult with Mr PW over the wood staining and preservation and re-painting of the damaged play bike now the dry weather has arrived.

Jubilee Orchard: Cllr MR is continuing the watering and Cllrs CS and BA maintaining the grass cutting and strimming. Trees including the elderberry have been trimmed and the pathway tidied up. Additional planting to be at the behest of the Council with a list of approved plants available from the Council. Budget to be discussed for planting in September. Further advice from UKSPF Fund is still 4 weeks before a decision to go to full application.

Access to water to avoid carriage of 5-gallon drum each time – neighbour to be approached with a request to assist with any costs recompensed by the Council. Cllr MR agreed to approach.

Litter – Litter picking on a regular basis by Cllr BA is showing improvement in reducing the amount of litter left:

Salt Bin Corner: St Michaels Lane and Low Road Junction: meeting at 11.45 Thursday 15th June with Sam/Platform Housing – for discussion is the introduction of trees to provide “Queen’s Wood” with involvement from the Estate: a mural depicting Queen’s Wood on the wall currently plain white and uninspiring: raised beds/bedding plants. Permission and funding need to be obtained. The trees are being provided by the Woodland trust through Cllr Dr CS - 12 to be delivered in November

10. Community Hall Committee

The next Lunch Club will be June 14th – 40 are booked in which is the maximum that can be catered for.

An Events meeting has been arranged for Tuesday July 11th 1.30pm to be followed by a Committee meeting

£300 has been banked from Car Boot sales surplus with a float retained of £113.20.

Discussions over ensuring the Health and Safety factors and correct use of the Hall with increased public had been highlighted. Hall is to be locked with an additional Council member on a rota basis to support Cllr CB each week – Cllr CS – 18/6, Cllr PG 25/6, Cllr MR 2/7, Cllr BA or Clerk – 7/7, Cllr SS 16/7. HV vest will be worn to identify for the public - toilets will be accessed by request from the Councillor on duty with Cllr CB.

The Village Show – flyers and posters approved. Proposal to purchase 500 of the flyers and 50 of the posters with 500 newsletter print with a village show insert for delivery to homes in WSM as the seeds and fibre flyers were distributed – Proposed Cllr CB , Seconded Cllr SS – unanimous agreement to approver and resolve. Clerk to action.

Marquee has been purchased – cheque has cleared. Date of delivery tba.

Mr Worth has offered £750.00 towards the cost of the flooring – budgeted at £1266.00

The flagpole will be fully repaired over the next few weeks enabling any flag to be raised/lowered without the use of ladders thus meeting HASAW requirements.

Lunch Club – £77.00 float with £75.00 withdrawn from hall funds to provide a float 0f £152.00.

The Hall Committee have agreed to make up the shortfall in the funding for the flooring – this will come from the hall budget of £2000 allocated to The Village Show.

Summer Holiday Fun – Early Proposal to hold weekly fun days at the Hall/Field for local children along the lines of Teddy Bear’s Picnic, Sports day, Biscuit icing, Rock painting – Cllr CB to take the lead and advise. Funding from the Lottery fund for community involvement. Hall Committee will provide lunch for children for each event if required – hot dog/beans on toast.

11. Events

Review of joint working /collaboration Charles Coronation - Notes have been emailed round following the review at WASTC - WSM will provide own marketing and promotion for future events.

12. Siting Change of bench

The proposal to site the bench along the Steeping involves licences and costs – proposed to site on the green area opposite Salt Box Corner with LCC Highways approval. Clerk to contact with what3words location – café.bandaged.messing. Proposed Cllr MR, Seconded Cllr CB – unanimous agreement to resolve and approve.

13. Salem Bridge/Pinfold railings

The deadline of 6 months Cllr WB gave the agencies is approaching with unfortunately no agreements or solutions – Cllr WB will continue to push and monitor.

14. Community Hall Flagpole.

An initiative introduced by Cllr IH to approach Mr Chamberlain for a permission for permanent flag pole area with a solid patio style base. This would allow for events such as Remembrance Sunday along with a memorial for the fallen. Costs were briefly discussed but until permission is given this can only be discussed in theory. Clerk to contact Mr Chamberlain and agenda for the July meeting..

15. Geo-caching.

At the request of Cllr Dr CS this to be deferred to the July meeting. Council fully in agreement.

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

This continues to be a problem the Council wishes to address through the Community Speed Watch system – support from Cllrs BA, CS and IH to form a group. The Council had registered its interest earlier in the year – clerk to confirm with the LRSP the interest in joining, exploring ways of reducing speed offenders and undertaking training to form a Speed Watch group. Further discussions following the formal acceptance to the system in the July meeting.

17. Review of Policies

Environmental Policy. Agreed to approve – Proposer Cllr MR, Seconded Cllr BA.

Following amendment of office supplies costs it may be required to further amend/update.

18. Correspondence

Formal confirmation from WSM PCC the wood at St Mary’s Church is to be known as Abbotts Wood in memory of long serving Councillor Ron Abbott.

A request had been received from the family for the Council to purchase and erect a sign similar to that at the Jubilee Orchard to name the wood.

Council considered long and thoughtfully and regretfully agreed that as they have already commissioned a large wooden shield to be known as The Ron Abbott Shield for the Village show to be awarded to the Horticultural Winner then the placing of a sign should be the decision of the family in partnership with the Church Council. Council will happily assist the application with a letter of support.

17. Items for Inclusion in July Agenda

Flag pole

Alternatives to reduce paper and ink costs.

Chair Plaque in the Hall

Geo-caching

Broadband costs for the Hall

There being no further business the Chair thanked all Councillors for their attendance and input and closed the meeting at 9.00pm.

I certify these are a true record of the meeting held Monday 12th June 2023

 Signed                                                                             Date

Chair WSM Parish Council.