FC February 2024 Minutes
Minutes of the Full Council Meeting held on Wednesday 28th February, 2024 at 6:00pm in Franklin Hall, Spilsby. These are notes of the meeting until approved by the Council as a true record.
Present:
Cllrs L Day (Deputy Mayor), A Day, M Gibson, D Mangion, L Marsh, W Rose, and M Wragg.
Town Clerk - J Sargent and Deputy Town Clerk - S Thomas.
There was 1 resident in attendance.
Public Session
No questions were put to the Town Council.
To receive a report from Lincolnshire County Councillor W Bowkett
County Cllr Bowkett, not in attendance, circulated a report via email prior to the meeting.
To receive a report from District County Councillor E Marsh
District Cllr E Marsh, not in attendance, circulated a report via email prior to the meeting.
With no further matters it was resolved unanimously to move into formal session.
132. Welcome
Cllr L Day welcomed all present, reminding Councillors about emergency exits and safety protocols; to turn phones off and appropriate conduct.
133. Apologies
It was resolved unanimously to accept apologies from Cllrs T Kemp (Mayor), E Marsh and T Taylor.
134. Declarations of Interest
None received.
135. Co-Option
a. To invite applicants for co-option to present themselves to the Parish Council and to allow the Councillors to ask questions of the applicants.
Cllr Day invited the candidate to introduce themselves. The candidate spoke of a background in law and working with clients in the area to promote the local area. The candidate mentioned a passion for improving wellbeing and mental health in a professional capacity and views this as an opportunity to bring the same ethos to this role. The candidate mentioned the need to keep up with the digital age by making sure the website is updated regularly and mentioned the idea of streaming meetings online to improve accessibility. The candidate spoke of improving the footfall in the town, trying to encourage local businesses to grow.
The candidate was asked to differentiate between the different levels of local government. The candidate explained the previous meeting was the first council meeting attended but is willing to learn about the role to benefit the community.
The candidate was asked about the Nolan Principles and was able to relate many to her profession and gave examples on how these are demonstrated with the work, mentioning that these skills would be transferable and thought that it would be a case of learning as you go. The candidate was advised that training would be available if successful.
b. To resolve to exclude the public and the media to discuss confidential matters in accordance with The Public Bodies (Admission to Meetings) Act 1960.
It was resolved unanimously to exclude members of the public and the media to discuss the application.
c. To consider applications for co-option.
Councillors discussed the application and took a vote.
d. To resolve to reopen the meeting to the public and the media.
It was resolved unanimously to reopen the meeting members of the public and the media.
e. To declare the result of the vote.
It was resolved unanimously to co-opt Ms H McHugh onto the Council.
f. To invite the successful candidate to join the meeting.
Ms McHugh advised she would join the next full Council meeting, after completing the necessary paperwork.
g. The successful candidate to sign the declaration of acceptance of office.
The Declaration of Acceptance of Office to be signed before the next meeting.
136. To approve as a correct record the minutes of the full Council Meeting held on Wednesday 24th January 204.
Cllr Wragg sought clarification on the policies that were reviewed. Councillors confirmed that the policies were reviewed and approved, as noted.
With no further matters arising, it was resolved unanimously to accept the minutes for November as a true and accurate record of the meeting.
137. To approve the accounts for January 2024.
Cllr Rose sought clarification for the Reserves Account, that the account does not currently have the recommended balance, as detailed in the Financial Regulations. The Clerk confirmed that was correct. An immediate restoration of a contingency fund within the reserves would require a large increase to the precept, or it will be restored over a number of years. Councillors agreed that the best plan of action would be to increase the contingency fun over a number of years.
With no further matters arising the accounts for January 2024 were resolved unanimously.
138. To receive a bank reconciliation for January 2024.
The Clerk provided a bank reconciliation to keep Councillors up to date with the Town Council’s financial status, for information purposes only.
139. To consider commemorating the 50th anniversary of Spilsby Town Council.
The Clerk asked Councillors to consider commemorating the 50th anniversary of the creation Spilsby Town Council, as other Councils were doing the same. Councillors discussed a range of options to mark the anniversary, including installing a commemorative plaque, planting a tree, replacing a bench with a plaque on, putting up flags or mentioning the milestone at the Recognition Day event. Councillors also suggest putting an article in the next edition of the Spilsby Explorer. The Clerk also asked Councillors to consider an updated logo or letterhead, to be designed professionally. Cllr L Marsh to contact J&A International in Spilsby for a design. It was resolved unanimously to include an article in the Explorer, commemorate the milestone with a plaque and arrange for a new logo to be created. The milestone is to be mentioned at the recognition day event but not to be the focus or the reason for the event.
140. To consider a D-Day Commemoration Event.
The Secretary of the Events Team spoke to the Clerks prior to the meeting about the proposed D-Day Commemoration Event, to asked if the Town Council were arranging an event. The Events team are looking at finalising their programme at the next meeting and were unable to confirm if a D-Day 80 Commemoration event would be included. The Secretary asked if the Town Council would be willing to work with the Events Team to put an event on. The Clerk reminded the Secretary that Events Team’s insurance was paid for with grant funding from the Town Council for 8 events across the year.
Councillors considered whether the Beacon could be erected near to Toc H and lit to mark the occasion. Cllr Gibson explained that flags of peace are available to be purchased to be put on display at the time of the event. Councillors also considered hosting an Afternoon Tea, asking residents to bring World War memorabilia to display. Cllr Rose advised that the Events Team are holding a Committee Meeting on Monday 4th March where a possible event would be discussed. It was resolved unanimously to arrange the lighting of the Beacon and to support an event arranged by the Events Team.
141. To review consider the annual LALC Subscription and Annual Training Scheme
The subscription fee for 2024/2025 is £569.52 and £180.00 for the training fees. The Town Clerk, Deputy Town Clerk have recently attended training courses with LALC and Cllrs L Day and A Day will be attending some training courses via Zoom. It was resolved unanimously to accept both fees and to continue with the LALC Subscription and Annual Training Scheme. The Clerk to arrange payment.
142. To consider quotations for Tree maintenance at Toc H and Spinney.
The Clerk advised some trees in the Toc H and along the footpath beside the Toc H required some maintenance. The trees overhang the footpath into neighbouring properties and LCC Highways require clear access to the street lights along the footpath. One of the contractors advised there was a dead tree within the Toc H that could be removed. Work at Toc H could require the use of lifting equipment to reach the trees so the footpaths would need to be closed whilst the maintenance works are carried out.
The Recreation Ground Committee requested help to locate the drainage outlets from the field, which are thought to discharge into the Spinney. The Clerk asked the contractors to quote for clearing the Spinney, to help locate the drains.
Three contractors were contacted to quote for the works. Two quotes were received, with the third contractor declining to quote. The Clerks discussed the maintenance with Victoria Burgess from ELDC at a Market Town liaison meeting, who advised asking the Pride Team to take on the work, which would be no cost to the Town Council. The Pride Team have agreed to clear the Spinney but could not take on the maintenance required in the Toc H.
It was resolved unanimously to ask for the contractors to requote for the works in the Toc H only.
143. To receive brief reports from the Town Mayor, Town Council’s working groups, representatives on outside bodies and the Town Clerk.
Mayor’s Report
In Cllr Kemp’s absence, Deputy Mayor Cllr L Day issued a report. Cllr L Day attended an event with Cllr A Day in Louth called ‘Bob’s Brainwaves’, where the wife of Bob Suich, who has dementia, gave a presentation. Cllr L Day was able to obtain an information sheet that give details of the different groups and organisations that support people suffering from dementia and their carers. Cllr L Day was very impressed with the presentation. Copies of the information sheet provided will be kept in the office if anyone should come in asking for assistance. Copies could also be left in the Library and Silsby Surgery.
Cllrs Day and Day also represented Spilsby Town Council at the Mablethorpe and Sutton-on-Sea Civic Service which was also interesting and useful.
Recreation Ground
No report received.
Grammar School Foundation
Cllr Gibson reported that at a recent meeting, grants were handed to 22 former students. The value of the grants has increased. Information is available on the Charity Commission’s website. The Committee will be giving a donation to the Music Festival. The Committee have also been invited to the Music Festival which is taking place in March as it benefits children within scope of the foundation.
Poorlands
No report received.
Twinning
Cllr Mangion confirmed that a group from Fresnay Sur Sarthe will be visiting Spilsby in May. Spilsby Twinning Committee are also arranging to visit Bassum, in Germany later in the year, but a formal invitation has not yet been received. The Twinning Committee are also arranging some fund-raising events.
Good Neighbourhood Scheme
Cllr Gibson reported that a meeting had been held earlier in January and that there has not been much activity since. The next meeting is taking place on 2nd April 2024. Cllr Gibson will confirm the date of an Afternoon Tea is taking place in April at the Methodist Church. The meeting space provided by the Methodist Church is being provided free of charge.
Community Speedwatch
Cllr Day advised that there hadn’t been any Speedwatch sessions recently due to the bad weather and lack of volunteers.
In light of the recent road traffic accidents, Cllr L Marsh suggested Spilsby Town Council contact Hundleby Parish Council to offer resources and volunteers to be pooled together. Cllr L Day spoke with the former Clerk to Hundleby Parish Council who suggested there is not much interest in Hundleby. Cllr L Marsh suggested that they could use our equipment if they attended the relevant training. Following on from the Community Engagement Meeting that Cllr L Marsh attended it appears that the Road Safety Partnership are willing to assist with training volunteers.
Cllr Rose explained that some residents had contacted him about the excessive speeds of drivers going along Halton Road. One of the places where the Community Speedwatch stands is at the end of Halton Road heading towards Halton Holegate and this spot is particularly bad.
Spilsby Events Team
Cllr Rose reported that the Committee is thriving. The recently held ‘Light Night’ was a great success despite the rain and all of the places where there were displays were really busy.
The Committee have a variety of events that they are considering during the year and it is hoped that details of these events will be available at the next meeting.
Cllr Marsh advised that Bruce Knight who organised the ‘Light Night’ is asking for feedback, a link is available on their social media page and would like to encourage attendees to provide feedback. Cllr L Day commended the positivity this and other events create in the town.
Cllr Rose mentioned that some complaints had been received regarding the length of time that High Street was closed for the event and was it necessary for it to be that long. Cllr Rose explained that this would be discussed at the next Committee Meeting.
Town Clerk’s Report
The Clerk emailed a report to Councillors prior to the meeting.
144. Planning
a. To consider the Halton Road Housing Development proposals
The Town Clerk explained that the plans have been submitted to ELDC but have not yet been validated and not available on ELDC’s planning portal. The latest plans have been amended slightly. Where the original plan had play area, that has now been removed and replaced with housing. The developers are interested in contributing to the project at the Recreation Ground. The Town Clerk has asked the Developers to consider installing a play area as it quite a distance from this housing estate to the Boston Road Play Area.
The new plan only shows the area being developed by Gleesons and not the area being developed by Cynden Homes, which is just under half of the development.
Cllr Marsh noticed that the Water Catchment Area was a later phase and suggested that this needed to be done during the first phase.
With no confirmed plans to consider, it will be added to a future agenda.
b. To consider planning permission for the Recreation Ground
The plans have been submitted to ELDC by the Recreation Ground Committee. It was confirmed that Spilsby Town Council own the Recreation Ground, the Council do not own the building and is not covered by our insurance.
The Town Clerk explained that the Chairman of the Recreation Ground Committee has been in contact regarding extending the lease, but this was done recently and is for 25 years, so it will be a few years before this needs to be looked into further, particularly considering the costs involved of renewing the lease.
The Town Clerk has asked the Committee to notify the Town Council of a timeline for their works so that they don’t clash with the works being carried out at the play area.
It was resolved unanimously to support the plans.
145. To consider an offer of land from Gordon Wood’s Estate
Cllr Gibson emailed the location and had sent photos to all Councillors. The land offered is between the A16 and Woodlands Avenue next to the Woodlands Academy which has a public footpath going through the middle maintained by LCC. Councillors suggested this would be more of a liability than an asset and would increase the maintenance costs for the Town Council. It was resolved unanimously to reject the offer of land and to ask LCC take on the responsibility as they maintain footpaths.
146. Allotments
a. To consider an application for a polytunnel on plot 8a.
b. To consider an application for a polytunnel on plot 11.
The Town Clerk provided the application forms detailing the dimensions of the polytunnels requested which are within the limits.
It was resolved unanimously to approve both applications.
147. To receive an update on the Recognition Day Celebration event.
Cllr L Marsh reported that banners, kindly donated by J & A International, have now been put on display at various locations around Town.
Greg Clarke from GPC Industries have offered to donate £100 towards the ‘Sporting Achievement’ Award and asked for prices for the catering. Quotes have been received from the Bijoux and the Nelson Butt for the catering. Walnut Care have offered to sponsor one of the trophies. The hire of the Franklin Hall has been offered free of charge. Cllr L Marsh is to speak to Taylors Renewables to see if they are still willing to sponsor the remaining monies needed for the event. Cllr L Marsh also reported that 117 responses had been received to date.
Cllr L Marsh will continue to post on social media and reiterate that it is not who has the most votes will win but that it is a nomination process. Once the nominations have closed at the end of March, Cllr L Marsh will arrange a meeting with the sponsors and Cllr Rose to discuss who will be the recipients. Cllr L Marsh will then arrange for the trophies to be engraved.
Invitations have been sent out to LCC, ELDC, all Town Councillors and also Victoria Atkins. The Town Clerk advised that an email had been received from ELDC who have asked if their Energies Team could put up a stand providing information on Home Energy Advice and Retrofit Team in East Lindsey.
148. To receive an update on the Installation of the Bro Pro Bench
A bench donated by the Bro Pro mental health charity was installed by D Sharpe Grounds Maintenance, in the Orchard in December. The Town Clerk advised that he had submitted a Grant Application for ELDC Cllr E Marsh for the installation costs.
Councillors were pleased with the location of the bench and feedback from residents had been positive. Cllr L Day invited David Bruce from Bro Pro to attend the meeting, unfortunately, he was otherwise engaged, but Cllr L Day has asked David to provide some dates and times that he is available so that a launch can be arranged and have the press there too.
149. To resolve to exclude the public and media to discuss confidential matters in accordance with The Public Bodies (Admission to Meetings) Act 1960
It was resolved unanimously to exclude members of the public and media to allow the Town Council to discuss confidential matters.
150. Allotments:
a. To receive an update on issues.
b. To consider action.
The Town Clerk provided an explanation on current issues at the allotments and possible actions to be considered.
It was resolved unanimously to proceed with further actions requested by the Town Clerk.
151. To consider and approve staffing matters.
It was resolved unanimously to approve staffing matters.
With no further matters, Cllr Kemp closed the meeting at 7:35pm.