October 2019 Minutes
MINUTES of the Council meeting held on Wednesday 2nd October 2019 at 7.00pm in the Committee Room at the Festival Hall, Caistor Road, Market Rasen
Present:
Councillor J. Matthews (Mayor) Councillor J. Pilley Councillor M. Lakin-Whitworth Councillor A. Lakeman Councillor S. Bunney Councillor M. Harvey
Councillor T. Smith Councillor C. Turner Councillor K. Bridger Councillor N. Brooksbank
In attendance:
Faye Lambkin-Smith – Town Clerk
District Councillor S. Bunney
Claire Walker – St Thomas Church
1. Mayor’s opening remarks
The Mayor welcomed everyone to the meeting.
2. Apologies for absence and reasons given
Apologies were received and approved from Councillor J Clark, Councillor C Sirett, District Councillor J. McNeill and County Councillor L Strange.
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3. Public Participation.
None
4. Councillors’ Reports
• Councillor Matthews reported that the auction shed guttering requires some action, the office are aware.
• Councillor Lakin-Whitworth reported on the overhanging branches in the Festival Hall Car Park (Lindum property).
Action Point: Office to contact Lindum to ask them to cut the branch-es.
5. 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 Interests.
Cllr Matthews declared a pecuniary interest in BP773 on expenses on behalf of the Council.
6. Notes of meeting of Council Meeting held on the 4th September 2019
It was RESOLVED to accept the minutes of the Full Council Meeting held on 4th September 2019 as a true and accurate record of the meeting, subject to the below amendments.
• P18, first paragraph be changed to read “New gate and access to the Scout Hut from the OPS”.
• P18, agenda item 4, bullet point 4 be change to read “Allotments were mentioned. A Councillor reported that we are still waiting for a response from Tesco’s regarding their land”
• P20, agenda item 17 a) to be amended to read “Setting up a Planning Committee” and 17 b) to be amended to read “ Setting up a HR Committee and It was RESOLVED to set up an HR Committee that consists of the following members:
Councillors, M. Lakin- Whitworth, S. Bunney, C. Sirett, J. Pilley and The Mayor (Ex – Officio). This Committee will meet on an Ad Hoc basis.
• P21, agenda item 25 to be amended to read “ Councillor Clark agreed to draft the monthly column on the subject of Speed Watch”.
7. Update on Action Points
• Councillor Bunney reported that a meeting has been held with the resident regarding the new gate and access to the Scout Hut from the Old Police Sta-tion.
• Councillor Brooksbanks reported that various groups have been spoken to about the proposed School Uniform Bank. De Aston School may have space available for a base, the Catholic Church are happy to be a point of contact and the Schools are all in agreement. Time and date to be agreed for the first collection.
The Council asked for a thank you letter to be sent to Rev Stephen Johnson as the reverend is moving to Gainsborough.
Action Point: Council office to send a thank you letter.
8. Chairman’s announcements
The Chairman announced that he attended the following:
• Pop Up Market
• A welcome service for the new Methodist Minister
• Classic Car Show
• De Aston Upper School Awards and the Mayor Award
• West Lindsey District Council, Civic Service
• Macmillan Coffee Morning. £119 was raised.
• Reverend Stephen Johnson’s last service at St Thomas’ Church.
• Police meeting
9. Town Clerk’s Report.
The following was mentioned from the Town Clerk’s monthly report:
• The Town Clerk reported that Councillor email accounts have been set up.
• The concerns with the Chestnut tree on the verge of the Town Green were discussed. The Council voiced that they are unable to remove the trees. However as this tree is the responsibility of Market Rasen Town Council it was agreed to monitor the growth and coverage.
Action Point: Town Clerk to respond to residents’ concerns and arrange for the tree to be tidied up.
A discussion was then held on the fencing and it was agreed to obtain a quotation for Oak Lincolnshire Fencing. The Chairman of the Council ex-plained that money can be taken out of De Aston Field reserves if needed.
Action Point: Council Office to obtain a quotation.
• Councillor Brookbanks provided the Clerk with three volunteers for Remem-brance Sunday.
• Councillor Pilley offered to help sort out interview room 2 at the council of-fices.
10. Report of the County Councillor
The Town Clerk reported the following on behalf of County Councillor Strange:
• Speeding in Union Street is being looked into. Due to vehicles parking both sides of the road, a suggestion was put forward to have double yellow lines.
• Potholes are being addressed.
Councillor Bunney reported that the main street repairs get done in days, however the small minor street, such as Church Street take ages to get re-paired.
Action Point: Town Clerk to inform County Councillor Strange.
11. Report of the District Councillor
District Councillor Bunney reported the following:
• Allotment land available. There are two plots of land for sale. One can be used as a community garden and one for allotments (will take 16 full size allotments). Liaison will take place with WLDC over the purchase of land and the Council’s option on public loans (30 year period, 2%). The Town Council would need to register with the Allotments Society.
• The town were unsuccessful with High Street Action Zone bid. It would seem that footfall in Market Rasen is not on the decline like other areas. The Council need to move forward with the Conversation and the empty HSBC building.
• Woodland Trust – Free trees for Schools and Community Groups.
A discussion was held but no decision was made.
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12. Accounts for Payment
The Accounts for Payment (PAPER B) were distributed at the meeting to all members (copy attached to signed minutes).
The Town Clerk reported that the accounts list has been updated as there are some Festival Hall deposits to return for bookings held at the Festival Hall.
Councillor Brookbanks declared a non pecuniary interest in one of the booking deposits at the Festival Hall as was involved in the arrangements.
The following account payment was commented on as the monthly charge seemed high:
• BP770 - Lincoln Web Design - £110 – Mailbox Exchange monthly fee
The Town Clerk explained the charge, but the Council felt that the monthly fee was high and would involve a Council decision. It was agreed to cancel the email exchange service for Councillors.
Action Point: Town Clerk to contact Lincoln Web Design.
It was RESOLVED to approve the accounts payment list presented for the sum of 7818.72 with the exception to BP770. Total approve accounts to pay is £7708.72.
13. Correspondence.
Paper C was distributed at the Meeting.
The following items of correspondence were discussed:
• Bathurst Partners Ltd
• Letter from resident – Highways
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14. Report from Committee Meetings.
No reports from meetings.
15. Progress reports from Projects Groups (Project Leader will bring this for discussion if clarification is required by the Council)
a) Festival Hall – The Council agreed to look into investing in the purchase of a TV for the Committee Room so that plans etc can be shown on screen.
b) Old Police Station – The Chairman of the Council reported on the revised quo-tation received for replacement windows. The Council agreed to go ahead with the work.
Action Point: Council Office to produce purchase order.
c) Mill Road Playing Field Development
Councillor Bunney reported that it has been brought to the Council’s attention by a play firm that a swing for wheelchair use would not be a good idea for public parks. A roundabout was suggested instead.
- Skate Park Maintenance
The Council discussed Skate Park maintenance.
It was RESOLVED to accept quotation of £955.00 to carry out annual Preven-tative Maintenance inspection to existing skate ramps/equipment as outlined and in accordance with the terms and conditions.
It was noted that a ROSPA inspection would not be needed for this area in January.
Action Point: Council Office to produce a purchase order.
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16. Report from Meetings
• Feedback from Police Meeting
• Feedback from Town Partnership Meeting
17. Community Speed Watch Group.
Useful information provided at the meeting with the Police about community speed watch.
18. Public Green Spaces and Developments
None
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19. Neighbourhood Planning/Concept Group
Councillor Sirett and Councillor Clark are on Neighbourhood Planning training.
20. Review of Council Policies
It was RESOLVED to accept the below policies, with some small changes.
• Expenses Policy – To ensure that a section is included on the policy regard-ing Mayor’s allowance, the Mayor to attend and host civic functions.
Action Point: Town Clerk to update policy
• Equal Opportunity Policy
Action Point: To review and revisit policy for Annual Council Meeting on 6th May 2020.
• Equality and Diversity Policy
Action Point: To review and revisit policy for Annual Council Meeting on 6th May 2020.
21. The meeting was adjourned for any public participation for clarification for agenda points (5 minutes)
None.
22. Risk Management.
- No light outside the Committee Room.
Action Point: Town Clerk to arrange for a light to be fitted under health and safety.
23. Monthly Column - October
Live and Local – Remembrance 2019
24. It was RESOLVED to move into closed session to consider the following agenda item.
CONFIDENTIAL ITEMS
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1. Town Clerk’s leave of absence
The Chairman of the Council reported that the Town Clerk is going on medical leave and the Council wish the Clerk well.
2. New Staffing Structure
The Chairman of the Council updated the Council on the staffing structure.
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3. Any urgent agenda items to report
The Chairman closed the meeting at approximately 8.28pm