May 2022 Minutes Annual Meeting of the Council
Spilsby Town Council
Minutes of the Annual Meeting of the Council held on 26rd May, 2022 at 6pm in Franklin Hall, Spilsby. These are notes of the meeting until approved by the Council as a true record.
Present:
Cllrs T Taylor, L Marsh, S Haddock, K Wood, A Wright, M Wragg, T Kemp, M Gibson, D Mangion, B Rose, M Gale and E Day.
Town Clerk, J Sargent and Deputy Town Clerk, R Ford.
Public Session
It was Resolved to move to the main meeting as there were no press or public in attendance.
Opening Remarks
Cllr T Taylor welcomed all present, reminding Councillors about safety, to turn phones off and appropriate conduct. Cllr Taylor gave thanks to the Council and the Clerks for support during his time as Mayor, stating he was proud and honoured at representing Spilsby. Cllr Taylor offered his best wished to the prospective incoming Chair and Vice-Chair of the Council.
1. To elect a Chair/Town Mayor for the forthcoming term of office.
Cllr B Rose proposed Cllr T Kemp, seconded by Cllr M Gale. No other Councillors were nominated. Cllr T Kemp was duly elected as Town Mayor.
2. To receive the Declaration of Acceptance of Office of Chair.
The Declaration of Acceptance of Office of Chair was signed by Cllr T Kemp and Town Clerk J Sargent.
3. To elect a Vice-Chair/Deputy Mayor for the forthcoming term of office.
Cllr T Kemp proposed Cllr E Day, seconded by Cllr M Gale. No other Councillors were nominated. Cllr E Day was duly elected as Deputy Town Mayor.
4. To receive the Declaration of Acceptance of Office of the Vice-Chair.
The Declaration of Acceptance of Office of Vice-Chair was signed by Cllr E Day and Town Clerk J Sargent.
5. Public Forum.
No members of the public were in attendance.
6. Apologies.
None received.
7. Declarations of Interest.
None received.
8. To approve Terms of Reference for:
a. Community Action Committee
b. Finance & Policy Committee
c. Personnel Committee
This involved a reduction in the number of Councillors sitting on sub-committees, proposed by Cllr T Kemp and seconded by L Marsh. Resolved Unanimously.
9. To approve updated Standing Orders and Financial Regulations
There were no changes proposed.
10. To appoint Members to serve on the Committees of the Town Council:
a. Community Action (6)
b. Finance & Policy (6)
c. Personnel (3)
d. Planning (3)
After a brief discussion, Councillors previously appointed to the above committees wanted to continue in their roles. Resolved Unanimously.
11. To appoint Members to serve on the Additional Responsibilities Groups of the Town Council.
a. Tourism & Events (6)
b. Neighbourhood Plan (3)
c. Tree Officers (2)
After a brief discussion, Councillors previously appointed to the above groups wanted to continue in their roles. Resolved Unanimously.
12. To appoint Members to serve as Town Council representatives on Outside Bodies.
a. Spilsby Recreation Ground (1)
b. Poorlands (2)
c. Spilsby & District Twinning (2)
d. Spilsby Volunteer Support (1)
e. Business Partnership (2)
f. Grammar School Foundation (1)
After discussion, Cllr Gale joined Spilsby and District Twinning in place of Cllr Mangion. All other Councillors previously appointed to represent spilsby Town Council on outside bodies wanted to continue in their roles. Resolved Unanimously.
13. To approve the Spilsby Town Council Insurance Policy for the forthcoming 12 months at a cost of £986.29 which includes the increase of cover for St James’ Church Wall.
A brief discussion took place, Cllr’s expressed concern about the Church Wall and how important it was that it is included. Cllr Wood mentioned there should be continuous checks on the safety on the Church Wall. It was resolved unanimously to accept the costs of the insurance policy for 2022/23.
14. To review the Asset Registers for the Town Council.
There were no changes proposed. However, Councillors expressed concern that the land is unregistered. The Town Clerk is to investigate and report back to the Council about registering the land belonging to the Town Council.
15. To approve the Mayor’s allowance for Civic Year 2022/23 as previously Resolved and contained within the 2022/23 budget at £850.00.
Councillors discussed that this was already in the budget for the year and was resolved with the exception of Cllr Kemp who abstained.
The end of the Annual Meeting of the Town Council
16. To approve as a correct record the notes of the Full Council Meeting 28th April, 2022.
With no matters arising the minutes from April were resolved unanimously.
17. To authorise the signing of orders for payment and to note income for May, 2022.
With no matters arising the accounts from April were resolved unanimously.
The Chair closed the meeting at 18:45.