September 2022 Minutes
Ingoldmells Parish Council
Minutes of the Parish Council Meeting held at the Royal Arthur Centre on Monday 26th September 2022 commencing at 7.15pm. These are notes of the meeting until approved as a true record.
Present:
Cllrs C Chamberlain (Chair), J Sargent (Vice-Chair), K Brinkley, J Ellis, L Hemingway, R Stevens, A Stubbins, A Vincent and S Walmsley.
East Lindsey District and County Councillor C Davie.
Clerk - J Hart
Public Session
There were three members of the public present. No questions were recorded. It was resolved to move into full session.
1. Chair’s Welcome
Cllr Chamberlain welcomed all present, reminding attendees to turn off mobile phones and of appropriate escape routes in the event of a fire. The Council observed a minute’s silence in remembrance of the late Queen Elizabeth II.
2. Apologies
It was resolved unanimously to accept the apologies received from Cllrs Clements and Holyer.
3. To confirm the minutes of the Full Council Meeting held on Monday 11th July 2022.
It was resolved unanimously to accept the minutes as a true and accurate record of the meeting.
4. Declarations of Interest.
None Received.
5. To approve the list of accounts submitted for consideration.
The accounts submitted were resolved unanimously.
6. To confirm the minutes of the Finance and Policies Committee Meeting held on Monday 18th July 2022.
With no comments, it was resolved unanimously to accept the minutes as a true and accurate record of the meeting.
7. To confirm the minutes of the General Purposes Committee Meeting held on Monday 18th July 2022.
With no comments, it was resolved unanimously to accept the minutes as a true and accurate record of the meeting.
8. To discuss community matters which need referring to the District and County representatives for a response.
Councillor C Davie spoke at length, reporting issues with sewage going in the sea from Ingoldmells Point. Cllr Davie has contacted Anglian Water to ask what they are doing about it and investment plans for Ingoldmells. Cllr Davies reasoned that polluted beaches and seas stopped people coming to the Coast, suggesting it’s bad for business. However, as Cllr Davie represents the Conservative Party, it was requested to be noted in the minutes that the Conservative Government had rejected attempts to introduce requirements for water companies to reduce sewage discharges.
A new reservoir proposed for Lincolnshire in the south of the County.
For the 70th anniversary of the 1953 floods, there are plans to have formal service in Ingoldmells, inviting all the emergency services with the Lord-Lieutenant to lead on the event. The intention is to make it a big event, to send a message to Government to invest in the coast and invest in sea defences. There’s also going to be an exhibition on the North Sea Observatory after the service at the Church which the Bishop of Lincoln will lead.
Cllr Davie also reported that there are plans for electric pylon lines, 50m high, from Cleethorpes, down the east coast, with giant substation near Alford, on to Bicker Fen and down to the south of the county. Cllr Davie suggested this will ruin the picturesque Lincolnshire countryside. There are 5 giant offshore wind turbine sites planned which will require underground cables through our countryside as well. Cllr Davie has written to National Grid that this could be done offshore. And connected further down the coast as this power is for the south of the country. Cllr Davie suggested the whole coastline and countryside will be ripped up for many years to come if this goes ahead, harming the tourism on offer in the county.
Cllr Ellis asked if they are putting the cables underground. Cllr Davie repeated that these will be 50m high giant pylons installed by the national grid.
Cllr Davie spoke about the credentials of the Chancellor of the Exchequer Kwasi Kwarteng and his plans to improve the economic situation the country faces.
Cllr Walmsley reported issues with roads in Ingoldmells.
Cllr Ellis requested a meeting with the Lincolnshire Police and Crime Commissioner, specifically to address problems with parking on Sea Lane.
9. To confirm the minutes of the Extraordinary Meeting on Thursday 25th August 2022.
Cllr Walmsley argued that this matter could have been discussed by Councillors over the phone with the Clerk and a meeting didn’t need to be called. Cllr Walmsley suggested that votes have been taken over the phone before, however, this was disputed by other Councillors. Cllr Walmsley could not provide an example of a previous occasion.
It was confirmed to members that any votes taken over the phone would not have fulfilled the legal requirements for the Council. The Chair explained the protocol required and the need for the meeting to be called. It was reiterated that all financial transactions must be approved at Full Council, and the items discussed at the extraordinary meeting have financial implications for the Council. The deadline for a decision was before the next Full Council meeting, so the Chair of the Council was within his rights to call an extraordinary meeting to get this urgent matter resolved.
It was requested to be noted in the minutes that Councillors are showing a lack of understanding in the standing orders regarding the DPI’s, as well as the financial regulations and to provide all Councillors with a copy of the Standing Orders and the Good Councillors Guide.
With no further comments, it was resolved unanimously to accept the minutes as a true and accurate record of the meeting.
10. To consider a resolution to sign up the Civility and Respect Pledge.
Cllrs Ellis and Walmsley spoke against signing up to this pledge.
The Clerk advised this is a new policy that was issued to Councillors via email. It’s a new code of conduct for Councils that every Council has been asked to sign up to it. It’s a new policy about behaviour standards. The pledge is supported by the dignity at work policy. The intention is to have a culture of change in local council sector, designed to prevent bullying and harassment as well as improve standards. It’s about respect and being civil. It is monitored which Councils sign up. The Clerk implored the Council to consider signing up as it gives more protection to those who are bullied and harassed, it also covers training.
The Chair couldn’t see how this would have a negative impact on the Council. Emphasising it’s important to try to take steps to minimise bullying and harassment.
Cllr Sargent proposed that Ingoldmells Parish Council sign up to the pledge however, it was not seconded as other Councillors had not read the policy prior to the meeting.
It was resolved by majority to defer to the October meeting.
11. To consider request on hire of Royal Arthur Centre from drama group Mrs Proud.
The Clerk reported that this request was submitted on behalf of a charity show at Christmas for the RNLI. The amateur dramatic theatre company want to hire the Royal Arthur Centre for rehearsals half price or free. The Clerk confirmed the show is going to be in Skegness. The requirement for hiring the hall was once a week, for 2 hours all through December.
Cllr Ellis asserted that the Council have let charities use the Royal Arthur Centre free of charge. This was disputed by other Councillors. Cllr Ellis could not provide examples of previous examples or a minute reference of a resolution supporting the claim.
Cllr Sargent mentioned how the Council would set a precedent for other groups if the Council offer the Royal Arthur Centre free of charge, advocating for consistency with decisions.
Cllr Walmsley repeated Cllr Ellis’ claim that the Council have offered the Royal Arthur Centre free of charge previously. Cllr Ellis supported Cllr Walmsley’s comments. Cllr Sargent asked the Councillors to provide a minute reference confirming this, as there is no evidence provided to support the claim and no other Councillors share this opinion.
It was resolved by majority to offer the Royal Arthur Centre at half price to the amateur dramatics’ theatre company.
12. To discuss the position of the bench in Glebe Park to discourage drug users in the park.
The Clerk mentioned that residents at Whitehaven are upset with people using the park for nefarious purposes. People are taking dogs in the park and not cleaning up after the dogs. The Clerk confirmed dogs are not allowed in Glebe Park.
Cllr Stevens mentioned sending the Police or PCSO sometimes has an adverse effect, and he would be happy to try to move people on.
The Chair confirmed the gates to the park are not locked at night, as the yard at the bottom is used by G P West. Cllrs Ellis and Hemingway suggested people would climb over the fence if the gate was locked.
Cllr Vincent suggested passing this issue to the neighbourhood policing team.
13. To consider using the Royal Arthur Centre as a warm space hub during the financial crisis.
Cllr Chamberlain explained the intention to use the Royal Arthur Centre as a place for people to meet, stay warm and have something to eat.
Cllr Stevens agreed this would be a great initiative and that many residents will need help during this time but questioned how to we raise funds for it. Cllr Stevens confirmed the foodbank is still going and they are raising funds. People could collect food parcels from the Royal Arthur Centre if needed.
Cllr Chamberlain mentioned costs would have to be budgeted for. It’s for people to come and get warm during the cost-of-living crisis.
Cllr Sargent advised setting up a working a group, so the group would be able to include individuals and businesses on the committee, guided by the Council. However, the Council will be unable to appoint members to a working group until the Council have agreed to set up a group.
Cllr Hemingway spoke in favour of this and put himself forward to be on the group.
It was resolved by majority to set up a working group. Terms of Reference for the working group and to appoint members to the working group to be put on the agenda for the next meeting.
14. To consider the use of the trust fund to restore the headstone of Miss Merill in Ingoldmells Churchyard.
Cllr Chamberlain presented a quote to the Council for the restoration of Miss Merill’s headstone.
Cllr Vincent advised the headstone did need restoring and cleaning.
The Clerk read from the will of Miss Merrill that £1,000.00 was left in trust to the Council and that the subsequent income be used towards the upkeep of the Churchyard and her and her families’ headstones be maintained. The clerk report that there is currently £1,500.00 in the trust fund. The Clerk was unsure as to whether the will detailed if the Council could spend the interest only or the amount left in trust as well as the interest.
Cllr Ellis thought the Council could purchase a new headstone for the price on the quote. The Clerk to investigate.
Cllr Vincent recommended the Clerk contact a solicitor to clarify the wording and report back the advice as to whether the Council can spend what is left in trust or only the interest.
It was resolved unanimously to contact a solicitor for clarification.
15. To approve a quote for a hearing loop in the Royal Arthur Centre and Council Offices.
The Clerk contacted two companies to submit quotes. The Clerk explained the details of the quote were not accurate as the first company would have to come out to survey the buildings but there would be a charge involved in the survey.
Cllr Vincent recommended the use of a local company, in case there are problems, they can be here quickly to resolve the issues.
A motion to pay for the survey was rejected by majority. It was requested the Clerk to continue searching for additional quotes.
16. To approve a quote for the flood victim’s remembrance notice board.
The Clerk explained it was agreed in May to get further quotes. A very long debate ensued over the wording required on the board.
It was resolved by majority to accept the best price quote and resolved unanimously to have the following wording: “Ingoldmells Parish Council - in memory of 1953 Floods”.
It was recommended to the Chair to defer the remainder of the agenda to the next month’s meeting as the meeting had been going on for over 2 hours and 30 minutes and the Standing Orders detail meetings must not go on longer than 3 hours. The majority of Councillors wanted to continue with the meeting.
17. To approve any remedial action from the ROSPA report.
Cllr Vincent advised that the Council usually ask G P West to perform any urgent works.
Cllr Stevens recommended getting quotes for works required.
It was resolved unanimously to ask the Clerk to source quotes on the remedial works required.
18. To consider taking ownership the planters and benches since the closure of the DBID.
Cllr Sargent advised that these planters and benches already belong to the Ingoldmells Parish Council and confirmed that Ingoldmells Parish Council bought the planters with grant money provided by the DBID.
The Clerk explained that the DBID were seeking confirmation that the Council would be willing to take on the maintenance.
Cllr Chamberlain noted that the planters outside Butlins were not listed and asked the Clerk to clarify who these belong to.
It was resolved to ask clerk to source three quotes, to put out to tender maintenance of rail baskets and planters as well as write to local businesses to see if they would like to advertise on planters. And to get quotes from Carter Signs and other sign companies for adverts to affix to planters.
19. To consider Christmas ideas for Ingoldmells.
Cllr Ellis asked to get the Christmas lights up that are in boxes in the Council Offices.
Cllr Stevens enquired as to whether there would be a Christmas Fayre when the lights go on to make an event of it.
It was resolved unanimously to install the Christmas lights at the front of the Council car park and in Glebe Park at the same time.
20. To consider new planning applications.
The Clerk emailed the planning amendment to Councillors prior to the meeting for 151 houses to be built on Merrills Way, off Anchor Lane. Councillors were unclear as to what the amendment was. Cllr Vincent advised the Council were unable to vote whilst not know the amendments.
A second application was considered for Seaways on Sea Lane, to provide specialist holiday accommodation. There were no objections raised.
21. To receive a report from the Chairman to the Council and the Clerk.
Cllr Chamberlain issued a written report to Councillors prior to the meeting.
Cllr Ellis asked the Chair why residents on Chapel Lane in Addlethorpe did not know about Addlethorpe Parish Council’s extraordinary meeting. Cllr Chamberlain suggested Cllr Ellis ask members of Addlethorpe Parish Council.
The Clerk’s report was provided to Councillors prior to the meeting. No questions were raised regarding the report.
22. To dispose of any correspondence received.
Correspondence was emailed to Councillors prior to the Meeting.
23. To consider changing the date of the October meeting from 10th to the 17th
Cllr Sargent explained that the October meeting was now only two weeks away, meaning the agenda would have to be posted in eight days’ time, which did not give the Clerk much time to prepare for the meeting. Cllr Sargent advised there is already a meeting in the diary scheduled for the 17th - the finance and policies committee meeting, so that could be cancelled and replaced with the October Full Council Meeting. This would provide an extra week for the Clerk to prepare.
Cllr Sargent proposed moving the Full Council Meeting to 17th October.
Cllr Chamberlain asked the Clerk if the move would aid the preparation of the meeting. The Clerk confirmed she would benefit from the extra week’s preparation.
Cllr Walmsley spoke against delaying the Full Council Meeting, advising he had already booked a day off work to be able to attend. Cllr Vincent argued the meetings are planned and should not be changed. Cllr Ellis agreed and did not support moving the date.
The motion proposed by Cllr Sargent was seconded but rejected by majority.
24. To resolve to move into closed session.
It was resolved unanimously to move into closed session.
25. To consider the events on 11th June 2022 regarding the hiring of the Royal Arthur Centre and refund.
Cllr Ellis argued the Council should have been refunded for the hire of the Royal Arthur Centre before this meeting as this woman’s hen party was ruined. Cllr Stevens also questioned why this wasn’t paid back before the meeting.
Cllr Chamberlain suggested it was a breakdown in communication which led to the misunderstanding between the hirer and the Clerk.
Cllr Vincent advised the alarm for the Royal Arthur Centre was off and the key was to be collected from his restaurant.
Cllr Sargent sought clarification as to the time frame. It was confirmed the hirer was information the day before the event was due to take place via email.
Cllr Chamberlain advised all financial transactions must be itemised on the agenda. This issue did not require an extraordinary meeting as it was not an urgent matter and could therefore be discussed at the next meeting. The Chair advised the Council are late discussing this issue because there was no meeting in August due to the recess and the September meeting was postponed due to the death of Queen Elizabeth II and the subsequent mourning period that followed.
It was resolved unanimously to be repay in full to cover the costs of event and to send flowers up to the value of £50.00 by way of apology.
26. To approve retrospective resolution for the installation of the fencing at the front of the car park.
The Clerk read a short a statement admitting to getting this matter wrong, not following the correct protocol about presenting quotes to the Council.
The Clerk attempted to source quotes from four different companies, however, only one company provided a quote. The Clerk thought she could approve the works with only one quote, without confirmation from the Council and the installation of the fencing went ahead.
Cllr Stevens sought clarification on mistake, which the Clerk confirmed she gave go ahead to company to install fence without the Council voting on it. The Clerk didn’t know who else to get quotes from, having tried four different companies.
Cllr Vincent asked how the Clerk could apply for S106 when the Council haven’t voted on the matter. Cllr Vincent advised on previous occasions, the Council decision must be noted for the minutes and the Council must send copy of minutes to ELDC to release the funds. ELDC usually ask for quotes as well.
Cllr Vincent also requested the contractor tidy up around the posts before paying the invoice. The Clerk advised the invoice has already been paid but will follow up with the contractor.
The Clerk advised the amount left in the S106 and that it will end in 2024. So, the S106 money needs spending by then and it hasn’t been confirmed yet what will replace the S106.
It was resolved unanimously to approve a retrospective resolution to install the fence.
Cllr Vincent recommend the Council keep a close watch on the S106 funds and look to spend what’s remaining before it’s defunct.
It was resolved unanimously to ask ELDC if the Council can use section 106 funds on the new notice board purchased.
The Clerk left the meeting at this point so the Council could discuss staffing matters.
27. To consider staffing matters.
All staffing matters discussed in closed session were resolved unanimously.
The Chair closed the meeting at 10:50pm.