November 2022 Minutes
Spilsby Parish Council
Minutes of the Full Council Meeting held on Thursday 24th November, 2022 at 6:30pm in Franklin Hall, Spilsby. These are notes of the meeting until approved by the Council as a true record.
Present:
Cllrs T Kemp (Mayor), E Day (Deputy Mayor), M Gibson, S Haddock, D Mangion, L Marsh, W Rose, T Taylor, M Wragg and A Wright; and County Cllr W Bowkett.
Town Clerk, J Sargent and Deputy Town Clerk, R Ford.
Opening Remarks
Mayor T Kemp welcomed all present, reminding Councillors about emergency exits and safety protocols; to turn phones off and appropriate conduct.
Public Session
There were two members of the public in attendance. The residents questioned the Council’s decision to remove the provision to keep animals in the Allotment Garden Policy. The residents expressed their disappointed at the communication between allotment holders and the Council. They would have preferred to be consulted on changes to the Allotment Garden Policy before it was agreed at Full Council.
Mayor T Kemp apologised for the communication and advised it will improve going forward as the Council looks to foster better relationships with allotment holders. Mayor Kemp added that the changes in the Allotment Garden Policy were guided by advice from ELDC’s Environment Health Officer, pest control companies who had submitted quotes as well as considering what would be fair to allotment holders when considering the financial implications. The residents suggested there will continue to be rats at the site regardless of the action taken, however, the Mayor explained that this was about control particularly as ELDC’s environment health officer had received a number of complaints regarding the issue.
It was resolved unanimously to move to into formal session as there were no further questions or comments.
97. Apologies.
It was resolved unanimously to accept apologies from Cllr M Gale.
98. Declarations of Interest.
Cllrs Wright and Day item 7b - Scouts.
99. To approve as a correct record the minutes of Full Council Meeting on 27th October, 2022.
With no matters arising, it was resolved unanimously to accept the minutes for October as a true and accurate record of the meeting.
100. To approve the Accounts for:
a. October 2022
b. November 2022
With no matters arising the accounts for October and November were resolved unanimously.
c. To approve invoice from GBSG for the CCTV
It was resolved unanimously to defer this item until the Full Council Meeting in January 2023. Councillors were dissatisfied with the ongoing costs invoiced for by GBSG and felt the ongoing costs were not clear to them when the contract was originally agreed. Councillors also questioned the maintenance contract detailed within the invoices when GBSG invoices separately for call out charges. The Clerk to write to GBSG to explain the delay in payment of these invoices and to research and report the potential of the Boston CCTV control centre taking on the monitoring and maintenance of the CCTV equipment in Spilsby.
Cllr Marsh arrived at 6.50pm.
101. To receive brief reports from the Town Mayor, Town Council’s working groups, representatives on outside bodies and the Town Clerk.
Mayor’s Report
Cllr T Kemp attended the Remembrance Day Parade through town and the service at St. James Church and thanked all those who’d attended representing the Council, both at the service in Spilsby and at the service running concurrently at RAF Spilsby.
Recreation Ground
No report received.
Grammar School Foundation
Cllr Gibson updated Councillors that the next meeting will be in February.
Poorlands
Cllr Marsh advised that Julia Tong will be stepping down from the committee after the next meeting on 29th November.
Twinning
Cllr Gale was not in attendence to update Councillors.
Community Speed Watch
Cllr Day advised the group had not been out in the past month. There was a need to recruit and train more volunteers. Cllr Day explained there had been issues with getting training sessions organised. The Clerk to write to Cllr Bowkett for assistance.
Cllr Kemp explained that he will be inviting neighbouring Councils to a meeting in the new year. At a previous meeting, representatives from neighbouring Councils had expressed an interest in sharing resources and volunteers to participate in the Community Speed Watch, conducting Community Speed Watch sessions in Spilsby and the surrounding villages. An update will be provided after the meeting.
Good Neighbourhood Scheme
Cllrs Gibson and Rose advised Councillors that the group will host afternoon tea on Friday 9th December from 2:00pm to 4:00pm. And that they have spoken with representatives from the New Life Centre to discuss joining forces.
Spilsby Business Partnership
There have been no updates from the Spilsby Business Partnership. The Clerk has contacted the Spilsby Business Partnership Chair for an update, but has not received a response. The Clerk to try again to contact the Spilsby Business Partnership in December.
Town Clerk’s Report
The Clerk emailed a report to Councillors prior to the meeting.
Cllr Mangion arrived at 7:05pm.
102. To discuss community matters with and to receive reports from Lincolnshire County Councillor and East Lindsey District Councillors.
District Cllr Mangion and County Cllr Bowkett emailed written reports, distributed to Councillors prior to the meeting.
Cllr Wright mentioned that the pavements on Boston Road can be dangerous at this time of year with wet leaves making it slippery under foot and the potential for frosty weather could also cause a hazard. Cllr Bowkett advised Boston Road is in the Highways programme of repairs but the fallen leaves would be an issue for ELDC.
Councillors debated at length the issue of new pedestrian crossings and where new pedestrian crossings should be located in the town. It was suggested by Councillors that there will have to be an accident before LCC Highways listen to the recommendations of the Town Council. Cllr Taylor recommended that residents sign a petition to submit to LCC Highways showing the support for additional pedestrian crossings. Cllr Mangion advised there was already considerable support on social media.
The Clerk to email LCC Highways and copy in Cllr Bowkett sharing these concerns.
103. To consider and approve a grant application from:
a. Spilsby Business Partnership
It was resolved unanimously to donate £250.00 towards the costs of the Christmas Trees above the shops around the town. Councillors expressed that on the back of this donation, they would like a closer working relationship with the Spilsby Business Partnership. Three Councillors should attend Spilsby Business Partnership meetings, but the Council has not been informed when the meetings are.
b. 2nd Spilsby Scout Group
After a brief discussion about the benefits this project will have to the Spilsby Scouts Group, scout groups further afield and to the local community. It was resolved unanimously to donate the full costs requested - £323.18.
104. To consider a date for the 2023 Annual Town Meeting.
Councillors resolved unanimously to hold the Annual Town Meeting on Thursday 25th May 2023, commencing at 7:00pm.
105. To consider meeting dates for 2023/24.
It was resolved unanimously to accept the meeting dates for 2023/24 including the annual meeting of the council to be held on Thursday 11th May 2023 as there is an election on Thursday 4th May 2023.
106. To consider Terms of Reference of the King Carles III Coronation event working group.
It was discussed that information regarding the event would be guideed by the royal pageant master and the Council would liaise with the Spilsby Events Team regarding this information.
Cllr Mangion advised the ToRs should be to explore the possibility of the event, report, plan, report, deliver. No motion was tabled.
107. To consider Terms of Reference of the Recreation Ground Play Area working group.
Cllr Mangion advised recommended again that the ToRs should be to explore the possibility of the event, report, plan, report, deliver. No motion was tabled.
108. Allotments
a. To approve a poly tunnel application.
Councillors resolved unanimously to accept the application from the allotment holder.
b. To approve a poly tunnel and shed application.
Councillors resolved unanimously to accept the application from the allotment holder.
c. To approve a plot sharing application
Councillors resolved unanimously to accept the application from the allotment holders.
109. To consider a 12 week sponsorship for the Monday market stall for The Utility Warehouse
The application had not been confirmed by ELDC’s marketing officer in time to be discussed at this meeting. It was resolved unanimously to defer until confirmation had been received.
110. To consider purchasing and installing new benches.
The Clerk advised Councillors that only one company has replied to emails after the previous meeting where further information had been requested. Marmax responded to confirm the recycled plastic benches were guaranteed for a minimum of 25 years, they do not rot, corrode or splinter and are class 3 fire retardent. Additionally, Marmax were offering a further 20% discount in a recent sale. It was resolved unanimously to accept the quote from Marmax Products to purchase 3 benches and site them at the Boston Road and Ancaster Avenue junction and the Boston Road and Church Street junction outside the church, replacing the benches currently there.
111. To pass a resolution to sign up to the Civility and Respect Pledge from the National Association of Local Councils and The Society of Local Council Clerks.
After a brief discussion on the positives of the Civility and Respect pledge in the report provided by the Clerk, it was resolved unanimously to accept the resolution to sign up to the Civility and Respect Pledge.
112. To consider capital projects for 2023-24.
Councillors discussed the potential to install boundary gates on the verges near the Spilsby road signs. Councillors thought this might show drivers they are entering the town and encourage them to slow down.
A new play area at the recreation ground was also discussed as a priority. More information requested.
The Deputy Clerk mentioned to Councillors the difficulty with the Christmas light switch on this year and the possibility of lowering the power sockets on buildings around the town for easier access.
Councillors also discussed the potential to install an electricity supply in the market for traders. Cllr Mangion advised he would speak with ELDC regarding this.
With several ideas being tabled, Cllr Kemp requested this be revisited in January for further discussion. Resolved unanimously.
113. To appoint another member of Spilsby Town Council to the Poorlands Committee.
It was resolved unanimously to appoint Cllr Day to the Poorlands Committee.
114. To move into Closed Session.
It was resolved unanimously to move into Closed Session.
115. To progress staffing matter received in the confidential report.
The Clerk explained the content of the confidential report to Councils which was information provided by NALC and the Local Government Association. It was resolved unanimously to accept the information detailed in the confidential report.
With no further matters, Cllr Kemp closed the meeting at 8:30pm.