June 2019 Minutes
MINUTES of the Council meeting held on Wednesday 5th June 2019 at 7.00pm in the Committee Room at the Festival Hall, Caistor Road, Market Rasen
Present:
Councillor J. Matthews (Mayor)
Councillor M. Lakin-Whitworth Councillor J. Clark
Councillor S. Bunney
Councillor K. Bridger Councillor C. Turner
In attendance: Faye Lambkin-Smith –Town Clerk
3 Members of Public
Reporter from the Market Rasen Mail
District Councillor McNeill
Terry Carpenter – Salvation Army
1. Mayor’s opening remarks
The Mayor welcomed everyone to the meeting.
Terry Carpenter left the meeting.
The press entered the meeting.
2. Apologies for absence and reasons given
Apologies were received and approved from Councillor Harvey and District Councillor McCartney.
3. Public Participation.
No public participation.
4. Co-option of potential candidates onto Market Rasen Town Council
It was RESOLVED to co-opt the following candidates onto Market Rasen Town Council, subject to the relevant eligibility checks taking place.
• Cathy Sirett
• Jo Pilley
• Nicola Brooksbank
Action Points The Town Clerk to carry out checks and arrange for candidates to sign the relevant forms prior to the Finance and Facilities Committee meeting.
The Chairman reported on application received from Alan Lakeman. It was reported that Mr Lakeman has only lived in the area for 7 months, so unfortunately is not eligible to stand for Council at the present time.
It was RESOLVED to keep application LIVE and co-opt Mr Lakeman onto Market Rasen Town Council when he is eligible to stand.
Action Point: The Town Clerk to inform Alan Lakeman of this decision.
5. Councillors Reports
• Councillors reported on meeting arranged with the Highways Portfolio holder on Tuesday 18th June 2019. The Town Council’s topics for this meeting are as follows:
1. Condition of the roads.
2. Speed Limits
3. Traffic restrictions
4. Issue on Kilnwell Road
• Councillor Turner reported that the Festival Hall is very hot for Zumba sessions as there is no air conditioning and that the Caretaker has advised the hirer that the fire exit doors are to remain closed.
The Council reported that they can see no issue with the fire door being open during the day for bookings, should this be required.
Action Point: Town Clerk to inform the Caretaking Team.
• Councillor Matthews reported on the three day celebration event which is being or-ganised by Tesco’s on the 18th, 19th and 20th July 2019. The event will include dancing, music, and entertainment. Tesco’s would like to use De Aston Field as a public area.
The Council were in support of this event in principle, but to bear in mind that Ladies Day is on at the Racecourse and the Peace Day event is on in the Town.
• Councillor Lakin-Whitworth reported on the need for a street cleaner and suggested that the Town Council employee someone for 15 hours a week.
The Council agreed that this could be built into the staffing structure.
• Councillor Bunney reported on CLIP’S project with the corner of John Street Car Park.
6. To receive any declarations of interest in accordance with the localism Act 2011 and to receive any applications for dispensation in relation to Disclosible Pecuniary In-terests.
There were no declarations of interest.
7. Notes of meeting of Annual Council Meeting held on the 8th May 2019
It was RESOLVED to accept the minutes of the Annual Council Meeting held on 8th May 2019 as a true and accurate record of the meeting, subject to the below amendments:
• P2, agenda item 10 to be changed to read “Cllr Turner re-appointed as the Safeguarding Officer for the Council for civic year 2019/20.
• P4, under agenda item 18 to read “The Chairman reported on meeting held with East Midlands Trains, WLDC and British Transport Police regarding CCTV at the Railway Station”.
The Council noted that pages numbered sequentially from meeting to meeting.
8. Update on Action Points
The Minutes of the Annual Council Meeting held on the 8th May 2019 were reviewed.
Councillor Lakin-Whitworth offered support to the office with updating the Assets List.
The Town Clerk reported that a meeting has been arranged to review and update the assets register and support would be welcomed from Councillor Lakin-Whitworth on this.
9. Chairman’s announcements
The Chairman announced that he has attended the following:
• Town Meeting
• Food Festival
• 60th Anniversary of Bell Playing Field
• Meeting and photo shoot at the new leisure centre site
• Community Meeting
• Visited mattu businesses further to the fire tragedy
The Chairman reported on correspondent received from LALC for nominations of Councillor of the year. If any Councillors wish to nominate anyone then please contact the Town Clerk for details.
a) Mayor’s Charity
It was agreed to remain with the below charities for civic year 2019/20.
• Lincolnshire & Notts Air Ambulance
• Fire Fighters (Lincolnshire)
10. Town Clerk’s Report.
The Town Clerk’s report was received and the following items were discussed:
• Mill Road Playing Field issue
• Hanging Baskets
11. Report of the County Councillor
No county councillor present.
.
12. Report of the District Councillor
Report was received from District Councillors. J McNeill and S. Bunney (see report at-tached).
It was agreed that a thank you letter be sent to former Councillor Smith thanking him for his valuable contribution to Market Rasen Ward over the last four years.
Action Point: Town Clerk to send letter.
It was RESOLVED to bring forward agenda item 19 - Discussion on Heritage Street Ac-tion Zone Funding.
.
13. Heritage Street Action Zone Funding
Councillor Bunney reported on Heritage Street Action Zone Funding – please see report attached.
It was agreed to submit an expression of interest in The High Street Heritage Zone Scheme. To instruct Emma Wardell to write the bid on the Council’s behalf, whilst work-ing with the Council, District Council and Local Organisations. The consultant will be paid from either Mr Big Residual Fund or WLDC Development Funds.
Action Point: The Deputy Mayor to contact Consultant.
The Council agreed to support West Lindsey District Council in assessing and reviewing the Conservation Area – which was last carried out in the 1980’s.
14. Accounts for Payment
The Town Clerk distributed Accounts for Payment (PAPER B) at the meeting to all mem-bers (copy attached to signed minutes).
It was RESOLVED to approve the accounts payment list presented for the sum of £ 6584.66.
15. Correspondence
The Town Clerk distributed PAPER C and the following items of correspondence were discussed:
• Email from resident – Derelict building on Mill Street.
• The Town Clerk reported on invitation to Heritage Open Days “Open Session” on Monday 17th June 2019, 1.30pm at Market Rasen Station.
The Chairman agreed that he would try and attend the open session.
16. Report from Committee Meetings.
No reports from meetings.
17. Progress reports from Project Groups
a) Festival Hall –. No report.
b) Old Police Station – No report.
18. Progress reports from meetings
a) Update on meeting held with MRDT on Old Police Station agreement
Councillor Bunney reported on meeting held with Rasen Hub – Please see Paper D attached.
It was agreed that as landlords the Council need to install a fire alarms system, to ensure that the building is correctly equipped.
Action Points: Town Clerk’s office to look into costs. 2. To include on the Finance and Facilities Committee Agenda, 19th June 2019.
19. To discuss options to be explored for Allotments
Councillor Bunney reported on PAPER E – see attached.
The Council discussed the following pieces of land:
• Chapman Street
• Bell Playing Field
• De Aston field
• Tesco Land
• Land on Gallamore Lane
• Coronation Road (Acis)
It was agreed that sites for allotments need to be explored.
Action Points: 1. Town Clerk to contact Acis to arrange a meeting. 2. Town Clerk to con-tact Mr Nelstrop regarding any land suitable for allotments, to rent or buy.
20. To discuss support for Fire Victims – Colebrook School of Dance
It was RESOLVED to offer support to Vonny Colebrook School of Dancing by giving them free use of the Festival Hall, under special circumstances.
Action Point: Town Clerk to inform Vonny Colebrook School of Dancing.
21. Update on security arrangements at the new Council Offices
The Town Clerk reported that security arrangements are being looked into for the new offices.
22. Annual Governance Statement 2018/19
It was RESOLVED to duly approve and sign the Annual Governance Statement 2018/19.
Action Point: The Finance Officer to submit the annual return.
23. Accounting Statements 2018/19
It was RESOLVED to duly approve and sign the Accounting Statement 2018/19.
Action Point: The Finance Officer to submit the annual return.
24. Feedback from Events
• Market Rasen Gardeners’ Market – 1st June 2019
It was reported that the footfall was acceptable, money was raised and that the weather was good.
25. Procedure for closure of the Market Place
The Town Clerk presented a paper to all Councillors on the Policy and Procedure for clo-sure of the Market Place.
It was RESOLVED to accept the Policy and Procedure as written by the Deputy Chair-man.
The Deputy Chairman reported on the recent closure of the Market Place and compli-mented the member of staff for their efforts.
Signage, notices and bollards for the Market Place were discussed.
26. The meeting was adjourned for any public participation for clarification for agenda points (5 minutes)
The Council provided the press with some clarification of agenda items.
27. Risk Management.
The following risk was recorded:
• Land Ownership
Action Point: Town Clerk’s office to check that all Council land is registered.
The Council discussed the monthly column which happened to get missed from the agenda. It was agreed that the monthly column topic for June would be allotments.
CONFIDENTIAL ITEMS
28. It was RESOLVED to move into closed session to consider the following agenda items.
The Town Clerk was asked to leave the meeting at 8.40pm.
29. Discussion on the staffing structure
It was RESOLVED that in the absence of the Town Clerk, Councillor Matthews would take the notes.
30. Any urgent agenda items to report
The Chairman closed the meeting at 9.00pm.