FC July 2024 Minutes
Minutes of the full Council Meeting held on Wednesday 24th July, 2024 at 6:00pm in the Council Chamber at Franklin Hall, Spilsby. These are notes of the meeting until approved by the Town Council as a true and accurate record.
Present:
Cllrs L Day (Mayor), L Marsh (Deputy Mayor), A Day, M Gibson, V Hemmings-Diaz, T Kemp, D Mangion, E Marsh, W Rose, T Taylor and M Wragg; and County Councillor W Bowkett.
Town Clerk - J Sargent and Deputy Town Clerk - S Thomas.
Public Session
There were no members of the public in attendance.
To receive a report from Lincolnshire County Councillor W Bowkett
Cllr Bowkett reported that the resurfacing of the footpaths on Boston Road and resurfacing of the road on Halton Road have now been completed.
Call Connect are promoting their bus services over the summer period, and want as many young people as possible to use their buses over the summer holidays. From the 20th July 2024 to
7th September 2024 any new customer using the Call Connect Bus will be eligible for a free return journey and if you recommend someone to use the service you will also be entitled to a free return journey.
Lincolnshire County Council are promoting Fostering and Adoption, with approximately 160 children currently in care. Anyone interested can find more details on the Lincolnshire County Council Website. Some informal sessions are taking place over the Summer, which hopefully people will take on board.
KOOTH is a free mental health/sports service for Children aged between 11 and 18 years old. This, over time, will increase to people aged up to 25 and young carers. This is to promote activities which will help with their mental health. Access to these activities can be found at #gosomewherefindout.
Details of these services are available on the County Councils social media platforms.
To receive a report from District County Councillor E Marsh
A written report received from District Cllr E Marsh was circulated via email prior to the meeting. No questions were put to Cllr E Marsh.
With no further matters, it was resolved unanimously to move into formal session.
- Welcome
Cllr L Day welcomed all present, reminding Councillors about emergency exits and safety protocols, to turn phones off and appropriate conduct.
- Apologies
None received.
- Declarations of Interest
None received.
- To approve as a correct record the minutes of the full Council Meeting held on
Wednesday 26th June 2024.
With no matters arising, it was resolved unanimously to accept the minutes for June as a true and accurate record of the meeting.
- To approve the accounts for June 2024.
With no matters arising, it was resolved unanimously to approve the accounts for June 2024.
- To receive a bank reconciliation for June 2024.
The Clerk provided a bank reconciliation to keep Councillors up to date with the Town Council’s financial status, for information purposes only.
Cllr Gibson asked if the budget was meeting expectations at this point. The Town Clerk advised that most areas appear to be as expected, however, the next quarter is expected to show larger variances mainly due to issues at the allotments.
- To receive a budget review for the first quarter of the 2024-25 financial year.
The Clerk provided a Budget Review for the first quarter of the 2024-25 Financial Year to keep Councillors up to date with the Town Council’s financial status, for information purposes only.
- 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 L Day reported attending various meetings and events such as the Spilsby Show where Cllr L Day officially opened the show, took the salute from the parade leader and met Spilsby’s MP - Victoria Atkins. Cllr L Day suggested that the poor weather may have kept more from attending but it was an enjoyable day nonetheless. Cllr L Day asked the Clerk to write a letter of congratulations to the Spilsby Show committee on a successful show. The Clerk to arrange.
Cllr L Day attended a meeting with David Bruce from The New Life Centre about forming a support group for fathers. In Cllr L Day’s experience through her roles in work, she mentioned that there was not enough support for fathers. Cllr L Day also attended the Good Neighbours meeting which Cllrs Rose and Gibson support on a regular basis.
Recreation Ground
The Clerk reported that Tony Bailey, Chair of the Recreation Ground Committee asked if Councillors could advise on a contract between the Recreation Ground Committee and the Football Association. The contract requires a legal charge being put against the property as a guarantee for the investment. Cllr Kemp to review and speak with Tony Bailey. Cllr Kemp’s initial thoughts were that it might require a resolution from the Council to support the contract, as the land owner.
Grammar School Foundation
Cllr Gibson reported that the next meeting is in September and that the trustees receive regular financial reports.
Poorlands
Cllr L Day reported no meetings have taken place.
Twinning
Cllr L Marsh reported attending a committee meeting between Spilsby and Burgh-Le-Marsh Twinning Associations as they are looking to collaborate more on visits to and from the twin towns in France with the recent joint visit from Fresnay-Sur-Sarthe and Beaumont-Sur-Sarthe being a success.
Cllr Hemmings-Diaz queried how to make the Twinning Association affordable so it can be open to all residents and suggested that Twinning Groups have a reputation of being elitist. The Deputy Clerk advised that Twinning Association is already open to all residents, welcomes new members and holds fund-raising events throughout the year. Funds raised are used for hosting events for visitors from Fresnay-Sur-Sarthe and Bassum to Spilsby. Residents can volunteer to host families who visit, but are expected to cover the costs and the same is reciprocated for visitors to Fresnay-Sur-Sarthe and Bassum.
Cllr L Marsh explained that members travel to France by Coach to keep costs down and that there was an article in the latest edition of the Spilsby Explorer about the recent visit of the Twinning Association Fresnay-Sur-Sarthe. Cllr L Marsh also noted that in previous years players from Spilsby Juniors Football Club have visited both twin towns as have local farmers and local choirs.
Good Neighbourhood Scheme
Cllr Gibson reported that the volunteering side of scheme will close in the near future due to the lack of volunteers and referrals which will be formally concluded at the end of the year. The Good Neighbourhood Volunteers forward anyone who contacts them now to the Community Nurse. Cllr Gibson also reported that the Afternoon Tea held in July was a great success, with approximately 30 people attending.
Community Speedwatch
Cllr L Day reported that they have been unable to go out due to a lack of volunteers and suggested another meeting with neighbouring Councils to discuss sharing resources.
Cllr L Marsh reported that he had again been in contact with the Clerk at Hundleby Parish Council about working together and is awaiting a response. The Town Clerk explained that Partney Parish Council have also indicated an interest in joining the group. Cllr Bowkett confirmed that Halton Holegate are also interested.
Cllr W Bowkett asked to be contacted once a group of volunteers has been formed, with a number of dates when training can be carried out and she will in turn contact the Road Safety Partnership, who carry out the training.
Spilsby Events Team
Cllr E Marsh reported that the Music Festival on the 12th July 2024 was held in a marque on the Recreation Ground was not as successful has hoped, making a loss of around £600.00. The Committee held a debrief meeting on the 16th July 2024 and thought this was mainly due to the bad weather.
A complaint from a resident living on Boston Road had been received about the noise at the festival, parking along Boston Road on the day of Spilsby Show, the noise at Spilsby Show and the noise created during the Spilsby Primary School Fun Day. The Clerk forwarded the complaint to the Recreation Ground Committee and the Spilsby Show committee; and responded to the complainant.
Cllr A Day explained that another local resident had complained about the noise at the Music Festival, but after being shown around the event was then happy enough to pay and watch the bands.
Town Clerk’s Report
A written report from the Town Clerk was circulated via email prior to the meeting. The Town Clerk also reported that Tony Bailey, Chair of the Recreation Ground Committee has asked residents to register support for their planning application with ELDC.
- To review policies:
- Reasonable Adjustment Policy
Cllr Hemmings Diaz asked if training would be carried out to conform with the requirements in the Policy. The Town Clerk explained that training would be carried out with LALC.
With no further comments, it was resolved by majority to adopt the Policy.
- Allotments:
- To consider amendments to the Tenancy Agreement
The Town Clerk advised of one update in the Agreement which should only be applicable to new tenants regarding cultivation in the first 3 months of the tenancy, highlighted in the text in the document circulated prior to the meeting.
Cllr Hemmings Diaz made suggestions for amendments. It was resolved unanimously to confirm the amendment recommended by the Clerk and to defer amendments recommended by Cllr Hemmings Diaz to a future meeting, once the agreement has been edited and circulated with Councillors.
- To consider amendments to the Allotment Garden Policy
The Town Clerk advised of one update in the Policy to delegate decisions to the Town Clerk to approve or refuse applications for the erection of sheds and polytunnels and other minor issues at the Allotments. Cllr Rose suggested this would allow for quicker decisions to be relayed to tenants and would not need to be considered at full Council meeting.
Cllr Rose recommended removing the ‘One Plot per Household’ clause and to delegate the decision as to whether a resident can have more than one plot be made by the Town Clerk. The plots vary in size and it would also help reduce the number of empty plots.
Cllr Taylor explained that there had been issues in the past where a tenant had six plots and the produce grown was sold on a commercial basis and recommended that the Council be cautious about this happening again. Cllr Bowkett agreed and gave an example of this happening at the Allotments in Wainfleet.
Cllr L Marsh suggested that the Policy is amended stating that if an allotment holder has more than one plot, that they may be required to give one up so that someone else can have a plot to avoid a waiting list and accommodate more residents.
Cllr Hemmings Diaz advised that the policy be amended to ban bonfires, suggesting that they are unnecessary as waste can be removed in other ways, the Allotments are in a residential area and that harmful emissions from bonfires could pollute the atmosphere.
Cllr E Marsh queried whether any complaints had been made to the Council about bonfires. The Clerk advised receiving a compliant last year and following the complaint, had written to all tenant advising them to only have bonfires at appropriate times such as when the wind is blowing away from nearby properties.
With no further comments, it was resolved unanimously to confirm the amendment recommended by the Clerk and to defer other amendments discussed to a future meeting, once the policy has been edited and circulated with Councillors.
- To consider the BT contract for Phone and Broadband.
The Town Clerk circulated two quotes prior to the meeting. Cllr L Marsh asked for clarification that the companies had quoted the same price but that there is a difference in their packages. Cllr Taylor asked the Town Clerk if they were happy with the current service provider and the Town Clerk advised there was no reason to change supplier.
With no further comments it was resolved unanimously to accept the price offered and remain with current Phone and Broadband Provider.
- To receive an update on the formation of a Markets Committee.
Cllr Wragg explained that a committee has not yet been formed and asked Cllr E Marsh if she would be willing to join the Committee once formed. Cllr E Marsh explained that she had already been having talks with East Lindsey District Council about the current situation with the Market in Spilsby.
Cllr Rose explained that to date, together with Cllrs Taylor and Wragg, they had arranged for two meetings be held on Monday 29th July 2024. The first at 3pm at All Wrapped Up Coffee Shop and the second at 7pm at The White Hart. The idea is to give residents the opportunity to share their views on the current situation with the Market and make suggestions on what could be done to improve the Market in the future. Posters promoting the meetings have been put on display in town. A suggestion received so far is to change the day the Market is held. Cllr Rose welcomed suggestions from Councillors on how to move forward with this.
Cllr Wragg advised that traders feel that there is no incentive to attend Spilsby Market and shared concerns about the auction no longer going ahead due to low attendance.
Cllr L Day advised that Spilsby Town Council offer a 3-month reduction in Market charges but even this doesn’t appear to be a big enough incentive. Some Market Traders had taken up the offer but then don’t continue after that.
Cllr Taylor reported that he had contacted those who arrange the market at Alford and found their advice very helpful.
- 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 Media to allow the Town Council to discuss confidential matters.
- Christmas Lights Display.
- To receive a report on the Christmas Lights Display
Cllr Hemmings Diaz circulated a report with Councillors prior to the meeting.
- To consider the existing contract
It was resolved unanimously to complete the contract with the current provider and then seek other options.
- To consider future contracts
It was resolved unanimously to research options for the 2025 Christmas lights display.
- To consider quotes for the tree maintenance around Spilsby, including the Toc H and the Cemetery.
It was resolved unanimously to contact a local Tree Surgeon to arrange for the urgent works to be done at the earliest opportunity up to costs of £2,000.00.
- To receive an update on issues at the allotments.
The Town Clerk provided an update of ongoing issues at the allotments and action planned to bring the issues to a conclusion. It was resolved unanimously to proceed with the recommended action.
- To consider staffing matters.
It was resolved unanimously to defer staffing matters until further information had been received.
With no further matters, Cllr L Day closed the meeting at 7:30pm.