FC April 2024 Minutes
Minutes of the Full Council Meeting held on Wednesday 24th April, 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 T Kemp (Mayor), L Day (Deputy Mayor), A Day, M Gibson, V Hemmings Diaz, E Marsh, L Marsh, W Rose, and M Wragg.
Deputy Town Clerk - S Thomas.
There were two members of the public in attendance.
Public Session
No questions were put to Councillors.
To receive a report from Lincolnshire County Councillor W Bowkett
County Cllr Bowkett reported that the LCC Highways team would like to have a meeting with the Town Council to discuss the road works taking place on Halton Road; representatives from Highways were invited to attend the next Full Council Meeting.
Cllr Gibson requested clarification that the start date for the work on Boston Road had been put back to 7th May 2024. Cllr Bowkett wasn’t aware of this and advised that she would contact the contractor. It is anticipated that the works on Boston Road will take approximately 5 - 6 weeks to complete. The works on Halton Road will take approximately 3 weeks to complete and will be completed in sections.
Cllr Kemp thanked Cllr Bowkett for attending the Annual Town Meeting on Wednesday 17th April 2024.
To receive a report from District County Councillor E Marsh
District Cllr E Marsh reported on events taking place in Spilsby over the coming months. The Teenage Market is taking place on 18th May 2024 with 11 stalls so far. The Wolds Outdoor Festival is also taking in place in May, to promote the countryside in Lincolnshire and encourage people to visit various places. The Spilsby Local History event is taking place on 25th May 2024 at the Franklin Hall. It is hoped that there will be displays about the history of Spilsby including
Sir John Franklin, and the Sessions House and plan to walk around different areas of the town.
Lincs Digital visit areas and hold sessions for people who are not confident with modern technology such as computers, phones and tablets, and help is provided so that they will be more aware of scams. A session is to be arranged in Spilsby.
With no further comments, it was resolved unanimously to move into formal session.
173. Welcome
Cllr T Kemp welcomed all present, reminding Councillors about emergency exits and safety protocols; to turn phones off and appropriate conduct.
174. Apologies
It was resolved unanimously to accept apologies from Cllr D Mangion and Town Clerk, J Sargent.
175. Declarations of Interest
None received.
176. To approve as a correct record the minutes of the full Council Meeting held on
Wednesday 27th March 2024.
With no matters arising, it was resolved unanimously to accept the minutes for March as a true and accurate record of the meeting.
177. To approve the accounts for March 2024.
With no matters arising the accounts for March 2024 were resolved unanimously.
178. To receive a bank reconciliation for March 2024.
The Clerk provided a bank reconciliation to keep Councillors up to date with the Town Council’s financial status, for information purposes only.
179. To receive a review of the 2023-24 Accounts.
The Clerk provided a review of the 2023-24 accounts to keep Councillors up to date with the Town Council’s financial status, for information purposes only.
180. To receive a Budget Review for the 2023-24 Financial Year.
The Clerk provided a Budget Review for the 2023-24 Financial Year to keep Councillors up to date with the Town Council’s financial status, for information purposes only.
181. To approve the Annual Governance and Accountability Return for 2023/24.
a. To approve section 1, points 1-9 of the Annual Governance Statement for 2023/24.
Councillors to confirmed they agreed with the statements, with no questions raised, it was resolved unanimously to approve the Annual Governance Statement.
b. To approve section2, Accounting Statement.
With no questions raised, it was resolved unanimously to approve the Accounting Statement.
182. 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 Kemp chaired the Annual Town Meeting held on 17th April 2024. It was a well-attended meeting with no major issues raised.
Recreation Ground
Cllr Gibson spoke of the presentation Mr Bailey - Chair of the Recreation Ground Committee, gave at the Annual Town Meeting, suggesting it was very positive and it was good to see that further drainage is to be installed to help alleviate issues with flooding. Cllr W Bowkett asked that
Mr Bailey contact Lincolnshire County Council before the works commence.
Grammar School Foundation
Cllr Gibson reported that the Committee are due to meet the company that look after the Foundation’s funds. All information is available on the Charity Commission’s Website.
Poorlands
No report submitted.
Twinning
No report submitted. Cllr Kemp advised that the report given by the Chairman of the Twinning Association at the Annual Town Meeting was very positive.
Good Neighbourhood Scheme
Cllr Gibson reported that a Coffee Morning was held at the Methodist Church and £170.00 was raised. The group’s Annual General Meeting will be held in July.
Community Speedwatch
Cllr L Day advised that there hadn’t been any Speedwatch sessions recently. Again, this is due to lack of volunteers.
Cllr L Marsh had a really positive meeting with Councillors from Hundleby Parish Council, who are keen to get a group to attend a training course and use the Town Council’s equipment. Councillors from Hundleby have also agreed to work together with volunteers from Spilsby. A member of the public asked Cllr Marsh for more details on the Speedwatch group.
Lincolnshire County Cllr W Bowkett suggested that contact is made with Halton Holegate Parish Council to see if they would be interested too. Cllr Taylor advised that he has discussed this at previous Parish Council Meetings but again, no one is willing to volunteer.
Cllr Kemp suggested that the Town Council contact local Parish Councils to see if they would be willing to get some volunteers to join a larger group who can carry out Speedwatch sessions at various locations not just in Spilsby but surrounding Parishes.
Cllr L Marsh suggested that the Road Safety Partnership be contacted and identify locations in the surrounding parishes.
Spilsby Events Team
Cllr Rose reported that the last Committee Meeting was cancelled but confirmed that the Events Team are still planning on holding a Music Festival in the Main Marquee prior to the Spilsby Show.
Town Clerk’s Report
The Clerk emailed a report to Councillors prior to the meeting.
183. To review Policies:
a. Community Engagement
b. Councillor Vacancy Policy
c. Data Protection
d. Equality and Diversity
e. Scattering of Ashes
Cllr Hemmings Diaz reported that the majority of these policies need to be reviewed, recommending they are re-written and suggested that the purpose of a policy is to maintain levels of expectation and value.
Cllr Hemmings Diaz advised that the Community Engagement Policy is vague and does not explain how Spilsby Town Council will engage with the Community. The Equality and Diversity Policy is out of date and needs to be amended to include Diversity Inclusion which keeps it up to date, together with the legislation. Cllr Hemmings Diaz also explained that the Equality Act makes it an anticipatory duty on Councils and recommended being proactive rather than reactive.
Cllr Hemmings Diaz asked if there was an ‘Autism Champion’ or a ‘Neurodiversity/Disability Lead’ on the Town Council and if any of the Councillors knew if there was a ‘Dynamic Register’.
Cllr Hemmings Diaz explained that it was set up by the NHS; people register themselves so that Councils and other such groups know how many people living in the area have disabilities and/or extra needs. County Councillor Bowkett said that Lincolnshire County Council and East Lindsey District Council have these details and can be accessed in an emergency.
Cllr Taylor explained that the Lincolnshire Association of Local Councils provides policy templates that have been adapted. Cllr Kemp suggested that the Town Council look at the legal requirements are based on LALC’s templates and adapt them.
Cllr Hemmings Diaz agreed to review Policies currently in place. Any policy that is amended will be re-submitted for the Town Council to consider.
184. To receive an update on the Recognition Day Celebration event.
Cllr L Marsh reported making the final preparations for the event including which Councillors will be presenting the Trophies. All winners have been notified with the majority confirming that they will attend. All of the recipients will be doing a short speech explaining why they are receiving the award. The trophies are all engraved and ready for collection. Plans for the decoration and a seating plan in the Hall are in place. The Nelson Butt are providing the catering for the event. Dignitaries attending the event include County Councillor Bowkett, Chair of East Lindsey District Council and MP Victoria Atkins. The event has been well publicised on social media.
185. To confirm documentation and information has been compiled for the Local Council Award Scheme - Foundation Level.
Cllr Hemmings Diaz informed that not all of the hyperlinks are working - the Clerk to check before submitting. All of the other criteria has been met. It was resolved unanimously to confirm that all of the documentation and information has been compiled and can be submitted.
186. To consider the review of the waiting restrictions on Ashby Road.
County Cllr Bowkett explained that the Road Safety Partnership want to install a School Crossing Patrol on Ashby Road and to extend the current daytime parking restrictions which apply Monday-Saturday, 8am-6pm. With improvements to safety in mind, it was resolved unanimously to support the extension.
187. To consider Phase 1 of the Play Area redevelopment project, the plan and costings.
The quote from Proludic for phase 1 is £105,999.91. Cllr L Marsh asked as the budget exceeds the quotation could an extra piece of equipment be installed that would bring the cost up to the limit of the budget. Cllr Kemp asked if the remainder of the budget could be used for something else. Cllr E Marsh suggested that the Play Area has been neglected for sometime and it would be better to spend the money in this area.
Cllr Rose questioned how further funds would be raised to complete the project after the Lottery Grant Application was rejected. The Deputy Town Clerk advised further information will be provided by the Clerk as to why the application was rejected and if an amended application would be re-submitted. Cllr L Marsh recommended applying for further grants to be able to continue with the update.
Cllr Hemmings Diaz asked if there was any provision for outdoor gym equipment that could be used by older children. Cllr L Marsh explained that gym equipment had been installed previously but had been vandalized.
It was resolved unanimously that the play equipment supplier is contacted to find out if there is any further equipment that can be installed but remain within budget.
188. To receive an update on the D-Day Commemoration.
Cllr L Day explained that the Events Team had been approached about organizing the event, but they were unable to. At a previous meeting, the Council had agreed to have the Beacon lit.
Cllr Day had noticed that both Hundleby and Halton Holegate Parish Councils had organised events for the commemoration over the following weekend and feels that we have fallen behind.
Cllr L Marsh suggested that the Royal British Legion is contacted to see if they could assist.
Cllr L Day agreed to organise a series of events for the Commemoration.
189. To consider an inspection of Spilsby Cemetery.
Cllr L Day explained that to date, herself, Cllrs A Day and M Gibson carry out regular inspections of the Cemetery. Cllr L Day asked for more volunteers to participate. Cllr Wragg advised he would be willing to help with cemetery inspections. Inspections are carried out every 6 months and a report written. Cllr Gibson advised on-line training courses are available.
190. To consider the Planning Application S/165/00287/24 for 600 dwellings on Halton Road and Ashby Road, Spilsby
Cllr Taylor advised that discussions now would not be comprehensive enough for a report and recommended that an Extraordinary General Meeting should be arranged to discuss it more in-depth to ensure what is reported is more comprehensive.
Cllr Taylor advised that the developers have made several promises and the Town Council need to ask ELDC to ensure that these are kept and recommended considering the effect the development will have with on Spilsby including: an increase of the population in the town, roads, local Schools, Doctors Surgery and local shops.
Cllr Kemp explained that the Town Council need to ensure the new development is in the best interests of the Town and suggested Councillors consider what is practical and what will benefit Spilsby.
Cllr W Bowkett advised that both East Lindsey District Council and Lincolnshire County Council have put in their bids and the developers have already back tracked on some of the work.
It was resolved unanimously to arrange an Extraordinary Meeting for Wednesday 1st May 2024 at 6pm to discuss the planning application in greater detail.
191. Christmas Lights
a. To consider additions to the Christmas Light display.
The Town Clerk and Deputy Town Clerk held a meeting with representatives from Christmas Plus to discuss issues with the Christmas Lights installation in 2023 and what upgrades could be made for Christmas 2024. The Deputy Town Clerk said that together with the Town Clerk thought ‘Tree Wraps’ in the Buttercross Car Park and Middle Car Park would be an effective display. To date a quotation had not been received. A link to the Christmas Plus brochure had been sent to all Councillors for them to consider.
Cllr Hemmings Diaz asked how often are the lights upgraded and was informed that they haven’t been upgraded for quite some time. Cllr Hemmings Diaz suggested that the lights on offer by Christmas Plus were too generic and questioned whether something different could be done to attract people to see the display in Spilsby.
Cllr Taylor explained that there is a lack of electrical points around Spilsby which limits what light displays can be used and that the basic electrical installation needs to be improved before money is spent on upgrading the display.
County Councillor Bowkett advised that Wainfleet Town Council recently upgraded their Christmas lights display which look very professional and invited Cllr E Marsh to meet in Wainfleet to see what they have done. Cllr E Marsh commented that the Christmas Lights in Horncastle are also very good.
Cllr Kemp suggested a working group look into how the Christmas lights display can be improved together with improvements with the electrical points. Cllrs E Marsh and Hemmings Diaz agreed to research and report back to the Council.
b. To consider quote for anchor point testing.
Quote not yet received from Christmas Plus, who recommended anchor point testing every three years, which means Spilsby’s are due to be tested in 2024.
With no further matters, Cllr Kemp closed the meeting at 7:20pm.