Minutes of Meeting held 21 July 2020

MINUTES OF THE MEETING OF ALFORD TOWN COUNCIL

HELD IN THE ALFORD CORN EXCHANGE, ALFORD

ON 21st JULY 2020

 

Present:  Councillors G. Allan; G. Hounslow; R Quantrell; D Robinson; K Tupling, S Devereux; J Shutt; B Stockley and A Whitcombe

L Croft – Town Clerk

Cllr G Marsh – ELDC

Councillor Allan welcomed everyone to the meeting and thanked everyone including shopkeepers, take-aways, the Alford Food Bank, Lynette Pryke’s Alford Hub team and Town Councillors who had all helped in different areas. He also thanked East Lindsey District Council for getting grants out to businesses so promptly and a special thanks for Councillor Quantrell for orchestrating the towns response and also to the clerk who continued to work with other staff to keep things going.

TO ELECT CHAIRMAN/MAYOR

(Agenda Item 1)

1. Proposed, seconded and resolved to elect Cllr Richard Quantrell.

TO RECEIVE CHAIRMAN’S SIGNED DECLARATION OF ACCEPTANCE

(Agenda Item 2)

2. Declaration signed and witnessed. 

TO ELECT VICE-CHAIRMAN/ DEPUTY MAYOR

(Agenda Item 3)

3. Proposed, seconded and resolved to re-elect Cllr Graham Hounslow.

TO RECEIVE AND ACCEPT APOLOGIES WHERE VALID REASONS FOR ABSENCE HAVE BEEN GIVEN TO THE TOWN CLERK PRIOR TO THE MEETING. 

REPORT FOLLOWING THAT MEETING.

(Agenda Item 4)

4. Apologies received from Cllrs Iaquaniello and Hayman.

TO RECEIVE DECLARATIONS OF INTEREST UNDER THE LOCALISM ACT 2011- BEING ANY PECUNIARY INTEREST IN AGENDA ITEMS NOT PREVIOUSLY RECORDED ON MEMBERS’ REGISTER OF INTERESTS AND ANY WRITTEN REQUEST FOR DISPENSATION.

(Agenda Item 5)

5. None

TO APPROVE AS A CORRECT RECORD THE NOTES OF THE MEETING OF THE COUNCIL HELD ON 17TH MARCH 2020 AND TO AUTHORISE THE CHAIRMAN TO SIGN THE OFFICIAL MINUTES

 (Agenda Item 6)

6. Proposed, seconded and resolved that the minutes be signed as a correct record by the Chairman

 REPORTS FROM OUTSIDE BODIES 

(Agenda Item 7)

7. Cllr Marsh updated the Town Council and praised ELDC Wellbeing team and TED for all their hard work over the last few months. Cllr Marsh will be presenting a paper to full ELDC council tomorrow on the Councils response to global warming and their intent to be carbon neutral by 2040. Every new policy will consider its impact on carbon emissions. ELDC have a new fleet of yellow refuse wagons. ELDC like all district councils oppose the proposal for devolution in Lincolnshire. The East Coast would receive zero support/funding. Cllr Marsh also applauded ELDC officers for the speed and efficiency of officers getting grants to businesses. Boston and ELDC will be working together, which will reduce costs of services provided to residents. South Holland may also join them. This will mean that they make decisions as independent councils but share costs and improve services.

TO AGREE REPRESENTATIVES ON WORKGROUPS/COMMITTEES

(Agenda Item 8)

8. Sports Hall representative - Cllr D Robinson

Memorial Park Trustee - Cllr A Whitcombe

Cemetery Representatives - Cllrs Allan, Whitcombe and Hounslow

CCTV Advisory Committee - Cllrs Whitcombe 

Planning Committee -  Cllrs Quantrell, Allan, Stockley and Tupling.

Finance Representatives - Cllrs Quantrell, Hounslow and Robinson

Public Convenience Representatives - Cllrs Iaquaniello and Whitcombe

HR - Cllrs Devereux and Allan

Christmas/Events Representatives  - Cllrs Shutt and Iaquaniello

Windmill Representatives -  Cllrs Quantrell, Robinson and Allan

ELDC Asset Transfers Representatives - Cllrs Quantrell, Hounslow, Devereux and Stockley

Market Representatives - Cllrs Allan, Iaquaniello, Shutt and Whitcombe

FINANCIAL MATTERS

(Agenda Item 9)

9. a. To authorise chairman’s allowance as set in the budget.

Proposed, seconded and resolved to authorise

b. To approve signatories for payments

Proposed, seconded and resolved that these remain unchanged as Cllrs Quantrell, Hounslow and Robinson.

c. To receive internal auditors report.

Noted.

d. To approve Annual Governance Statement be signed by the Chairman.

Proposed, seconded and Resolved that the Statement be signed

e. To approve Annual Return 2019/20 for signing by Chairman

Proposed, seconded and Resolved that the Return be signed.

f. To approve accounts for Payment July as presented.

Proposed, seconded and Resolved that payments as presented be made

TO FORMALLY RATIFY DECISIONS SUPPORTED BY COUNCILLORS VIA EMAIL PRIOR TO THIS MEETING.

 (Agenda Item 10)

10. a. To support Alford Craft Market request to ELDC for 1 day free parking in Alford – August Bank Holiday.

Resolved to support request ( Event subsequently cancelled).

b. To keep market open for food traders/pet supplies only – signs to be obtained ref.social distancing.

Resolved to keep market open. (Market now open to other traders allowing for social distancing)

c. To close the Public Toilets until such time as it is safe to reopen under government social distancing legislation.

Resolved to close public toilets (Now reopened with additional signage and extra cleaning in place)

d. To increase clerks’ hours and employ J Cooper as required.

Resolved to approve 

e. To approve proposal of an initial grant to Alford Food Bank of £5,000

Resolved to approve.

f. To underwrite food voucher scheme and supply food vouchers to food bank – funding to be received from 3rd party group.

Resolved to approve.

g. To approve proposal of an IT budget of £1,000 for development of Covid-19 Town Council Website.

Resolved to approve (£343.75 spent however when new LCC website updated may need more IT assistance).

h. To approve proposal of £1,000 cash budget for payment of expenses to volunteers under the delivery drivers scheme.

Resolved to approve. (No volunteer drivers have claimed any expenses, some ppe and identity badges required and funded.)

i. To approve accounts for payment April 22nd as provided.

Resolved to approve.

j. To grant permission for installation by relatives of a memorial bench in Alford Cemetery.

Resolved to grant permission.

k. To approve accounts for payment May 19th as provided.

Resolved to approve.

l. To approve proposal to commission Alford Pottery to provide ceramic mugs for all volunteers.

Resolved to approve proposal.

m. To approve proposal to grant £1,000 to Alford Food Bank towards annual subscription to Fare Food and support additional storage costs of scheme and to purchase storage equipment required in line with Fare Food requirements to a value of £2,000, equipment to be loaned to Alford Food Bank.

Resolved to approve.

n. To approve accounts for payment June 16th as provided.

Resolved to approve.

PLANNING AND DEVELOPMENT TO BE CONSIDERED.

(Agenda Item 11)

11. Prior applications already commented on by Councillors.

a. N/003/00575/20 Land at rear of 1a Dashwood Road – Erection of one property -Supported. (ELDC Planning permission granted)

b. N/003/00957/20 31 Hamilton Road, Alford – Rear Extension – No objections if neighbours support. Comments made regarding drainage (ELDC Planning Permission granted)

c. N/003/00898/20 Boston House and Lincoln House, West Street, Alford – Solar Panels to rear roof – No objections (ELDC Planning Permission granted)

Noted.

TO RECEIVE REPORT FROM COUNCILLOR QUANTRELL ON ONGOING AND FUTURE PROJECTS.

(Agenda Item 12)

12. a. Alford Windmill – Stalled at the moment. It was agreed Town Council would like ownership but only when fully repaired. Councillor Allan’s knowledge and persistence to have the sails removed from the mill saved it from suffering the same fate as Burgh Le Marsh’s mill. LCC staff have been taken off heritage work during the pandemic and so we will have to wait to progress matters. Cllr Allan will continue to chase LCC as this is a grade 1 listed building and needs to be repaired. Needs to be progressed before devolution.

Resolved support to progress work and take over assets

b. Library Building – The Town Council did approach LCC regarding transfer of ownership. Initial plans were rejected but LCC did say officers would work with the Town Council to come to some agreement. Alford Town Council need a proper base and the library building is the best alternative, it may need to be purchased. There would need to be alterations made to provide an office for the Town Clerk on the ground floor. The building could be expanded at the rear to extend the library space to make up for that taken by the clerk’s office. ELDC currently own half the area at the rear but if transferred to the Town Council could be incorporated. A lift would be required to allow access to the first floor to all. The Town Council received £10,000 grant and the library £25,000 grant which would cover this cost. There is also a large area at the rear which is single storey which could be built on to provide two storeys. Currently the building is owned by LCC and leased to the Alford Focal Point on a 7 year contract. All other groups only have 6 month leases, Focal Point received longer lease to enable them to finance installation of ground floor toilet. Work required to update heating system and install double glazing.

Proposal:  For Cllr Quantrell to move forward with negotiation with LCC to transfer the building to Alford Town Council and get the building valued.

Seconded and resolved to progress.

c. Car Parks and toilets – Part of the assets to be transferred from ELDC to Alford Town Council. Current position is that we are awaiting the Heads of Terms from ELDC. ATC will own the car parks but work in partnership with ELDC who will manage enforcement. Solicitors will need to be instructed to work on behalf of ATC. Improvements to the toilets will be possible once owned by the Town Council and can be funded by the capital from the sale of the chapel.

d. Community Garden/Allotments – Alford Town council have been looking for land for allotments in Alford for a number of years. Land to be transferred to ATC from ELDC behind the Squash Courts would be suitable for small allotments and a community garden and provide another green space in Alford. It is currently in the local plan as industrial land for small units but District Council can see no objections to change of use for a project of this type. A number of gardening groups in town have expressed interest. Soil will need to be tested.

Proposed, seconded and resolved that Cllr Quantrell contacts gardening groups to establish members needs.

e. Alford Hub – At the start of the pandemic the response was chaotic, Lynette Pryke set up a facebook group originally for friends. It became the official hub when adopted by Lincolnshire Resilience Forum. Since lock down Cllr Quantrell and L Pryke have spoken every day and if it had been left entirely to the Town Council the response would not have been as effective or successful. Lots of councillors have been involved in the hubs work. Facebook is not always an easy place to find information so working with the Town Council a website for information was possible. The Hub has created the Alford Chronicle an on line newspaper, the development of this is ongoing. The Hub is now a charitable trust and will continue to work with vulnerable people in the community, it will eventually be based and work from the 1st floor of the library building.

Resolved that Alford Town Council will continue to work in partnership with Alford Hub.

f. Teens Project – It became increasingly clear during the pandemic that young people were suffering with mental health problems. Reports were received that children of those shielding could not chat with friends. Cllr Quantrell worked with Sarah Lithgow who quickly formed a team including those working in mental health, dance and fitness. Volunteer Joe Croft put together the IT package using Discord to allow young people a safe place to chat, and provide links to gaming, fitness, education etc. This is for 13+ and Joe is now looking into a site for 10 – 13year olds. One idea that has grown out of this is the idea of a youth garden which could be located at the end of the cemetery. Projections have shown that the cemetery space being used at the current rate will take 40 years to fill. The area would have to be fenced off and access controlled by the youth group organisers.

Cllr Devereux raised concerns that some users of the cemetery may not be happy with this development in the cemetery and perhaps a stage approach would be better. There is a raised bed in the cemetery which could be replanted and if this was carried out by the youth would engage with those who regularly use the cemetery.

Proposed seconded and resolved that Cllr Devereux should meet with Sarah Lithgow to discuss and organise the initial work on the raised bed.  Prior to any further development.

TO CONSIDER FITTING A WASTE BIN ON A CONCRETE BASE IN THE CLOSED CEMETERY.

(Agenda Item 13)

13. ELDC street team will not supply another bin for the closed cemetery. Previous bins have been attached by jubilee clips to a pole and regularly get pulled off. Amount of litter found not considered enough to warrant replacing the missing bin. Alford Town council have a free standing bin in storage which could be attached to the ground. ELDC team will empty bin if Town Council choose to install one.

Proposed, seconded and resolved to install bin.

ANY MATTERS FOR GENERAL DISCUSSION OR INCLUSION IN NEXT AGENDA

(Agenda Item 14)

14. a. Trees at bottom end of park near gazebo need trimming back.

b. Damage to plants in park - police informed and restorative justice of £50 compensation requested. Police have not got back to Cllr Whitcombe on this matter.

c. Request police attendance at town council meetings.

d. LCC sustainable travel grant not received yet.

e. Noted that there is increased interest around the world in Robert Steadman who has become an internet sensation on his penny farthing.

f. Transfer of assets to be chased – Cllr Marsh would hope could be completed by end of year.

g. Can next meeting be in Library as acoustics not very good for meetings in Corn exchange.

f. SoFa Festival will see buildings around ELDC lit up by film projections. Alford Manor House will be lit up after dark Monday.

 

 

There being no further business the meeting closed at 8.37pm

 

Appendix 9f Accounts for Payment July
Name Total inc.VAT Description
Employee related payments 3570.74  
M Dennis 40.00 Cemetery clearing
Glendale Countryside Ltd 429.60 Grounds Maint.
Grassroots 827.74 Cemetery Maint.
Sid Dennis & Sons Ltd 17.50 Waste removal Cemetery
ESPO 189.20 Cleaning products
East End Garage 30.00 Tractor fuel
Turners Garden Services 532.00 Grounds maint.
Baytree Garden Services 481.40 Floral displays
Neil Evison 70.00 Lock - office cx
The Anchor Inn 560.00 Redeemed food vouchers
Lincolnshire Co-op 425.00 Redeemed food vouchers
Lynnette Pryke 185.96 Volunteers PPE
Galleon Supplies 615.00 Toilet paper/antiviral spray
H & M Ducos 1,300.00 Commemorative mugs
Rialtas Business Solutions Ltd 148.80 Software Annual support
Vickers 1,724.79 Archway/lodge window
ELDC 70.00 Park Licence
British Gas 31.44 Clock Electric
Scottish Power 26.00 Park Electric
Apogee 1.69 Priner Usage
BT 53.88 Phone/Broadband
  11,330.74  

 

 

 

Income 17/6/2020-20/7/2020
Market Income 871.00
Burial Board Income 300.00
Other 1,000.00
  2,171.00
Bank Reconciliation - 20/7/2020
Current Account 47,698.32
Premium Account 151,003.94
Memorial Account 1,890.84
Bruton Account 50.22
Petty Cash 5.70
  200,649.02
Unpresented payments/receipts (8,879.73)
  191,769.29