FC April 2025 Minutes
Minutes of the full Council Meeting held on Wednesday 23rd April, 2025 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, P Gale, M Gibson, C Hewlett, D Mangion, E Marsh, T Robson, T Taylor, and W Rose; Town Clerk - J Sargent and Deputy Town Clerk - S Thomas.
There were 5 members of the public in attendance.
Public Session
Cllr L Day invited members of the public to speak.
Resident 1 advised of contacting the Clerk regarding issues at the allotments with residents on Masonic Lane, commenting that residents are now parking where the hedging was removed on the boundary to the allotments site, making it difficult to access the site.
Resident 2 advised that someone has been fly-tipping beyond the second gate.
The Clerk advised that residents on Masonic Lane cannot block the lane and is waiting for a response from the Town Council’s solicitors on the issues. Once the solicitors have provided their advice the Clerk will write to residents on Masonic Lane.
Resident 3 advised the Town Council that there had been an issue at the Recreation Ground at the weekend which required an ambulance to attend. The ambulance could not access the Recreation Ground due to parking issues on Ancaster Avenue. The resident requested support for funding for the Recreation Ground Committee’s plans to expand the car park and to start a conversation with the Town Council over funding.
Cllr Rose suggested installing another gate for access. The resident advised there is an emergency gate accessible from the A16 but not all were aware. Efforts will be made to make members of the Football Club aware. The resident advised the car park expansion will cost around £50,000 and will provide an extra 43 car park spaces.
Cllr E Marsh advised that grass roots funding with ELDC is now available, and the Town Council could apply to support the expansion of the car park.
With no further questions or comments, Cllr L Day thanked the residents for attending.
To receive a report from Lincolnshire County Councillor W Bowkett
No written report was received from Lincolnshire County Cllr W Bowkett.
To receive a report from East Lindsey District Councillor E Marsh
District County Councillor E Marsh provided a written report which was circulated with Councillors via email. Cllr E Marsh reminded attendees to report issues to fixmystreet, such as potholes and missing or damaged bins.
Cllr E Marsh advised that the District Councillor grant has increased to £4,000.00 and encouraged local groups to apply for funds from this grant.
Cllr E Marsh advised that no updates had been provided for the proposed development of 600 houses on Halton Road and had requested an update. Resident 2 mentioned the development on Granary Close; Cllr E Marsh to check on this development as well.
With no further matters, it was resolved unanimously to move into formal session.
155. Welcome
Cllr L Day welcomed all present, reminding Councillors about emergency exits and safety protocols, to turn phones off and appropriate conduct.
156. Apologies
No apologies received from Cllr T Kemp.
157. Declarations of Interest
Cllr Hewlett declared an interest in item 24 and Cllr Rose declared an interest in item 12.
158. To approve as a correct record the minutes of the full Council Meeting held on
Wednesday 26th February 2025.
With no matters arising, it was resolved unanimously to accept the minutes for February as a true and accurate record of the meeting.
159. To approve the accounts for:
a. February 2025
b. March 2025
With no matters arising, it was resolved unanimously to approve the accounts for February and March 2025. The Accounts Report included as an attachment to these minutes.
160. To receive the bank reconciliation for:
a. February 2025
b. March 2025
The Clerk provided a bank reconciliation to keep Councillors up to date with the Town Council’s financial status, for information purposes only. The Bank Reconciliation Report included as an attachment to these minutes.
161. To receive a review of the 2024-25 accounts.
The Clerk provided a review of the 2024-25 accounts, showing a summary of income and expenditure totals and bank statements to keep Councillors up to date with the Town Council’s financial status, for information purposes only. No questions were raised.
162. To receive a budget review for the 2024-25 Financial Year.
The Clerk provided a Budget Review for the 2024-25 Financial Year to keep Councillors up to date with the Town Council’s financial status and where expenditure is allocated, for information purposes only. No questions were raised.
163. 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 circulated a written report with Councillors prior to the meeting, included as an attachment to these minutes and advised attending a Civic Service at Marsh Chapel but missed the Music Festival through illness and will be attending Sleaford’s upcoming Civic Service.
Grammar School Foundation
Cllr Gibson submitted a written report circulated with Councillors prior to the meeting, included as an attachment to these minutes.
Twinning Association
A written report was circulated with Councillors prior to the meeting, included as an attachment to these minutes.
Good Neighbours Scheme.
Cllr Gibson submitted a written report circulated with Councillors prior to the meeting, included as an attachment to these minutes.
Community Speed Watch
The Speed Watch team reported holding one session and hope to hold some more as the weather improves.
Events Team
Cllr E Marsh reported holding a successful bingo event and spring walk raising almost £1,000.00. The events were well supported with local businesses providing prizes; residents have requested the bingo event is held again. Cllr E Marsh thanked Cllr Gibson for his input on the walk, sharing a wealth of local knowledge.
Clerk’s Report
The Clerk provided a written report circulated with Councillors prior to the meeting, included as an attachment to these minutes.
Cllr E Marsh requested an update on the Recreation Ground Committee’s request for the Town Council to become an applicant for grant funding for the proposed Playzone project.
The Clerk advised contacting the Chair of the Recreation Ground Committee after the cancellation of the March meeting, making a recommendation to withdraw the request, due to concerns over legality and liability. The Clerk advised Councillors that there is the potential that the request in the current form would involve deliberately deceiving HMRC over the VAT. Councillors have been advised of this which is recorded in the February minutes. Councillors would therefore be personally liable as individuals and the Town Council would liable as a corporate body. Due to the risk involved and concerns regarding legality, it was not included on the agenda. The Clerk confirmed this was after receiving further advice from the Internal Auditor.
In the correspondence to the Chair of the Recreation Ground Committee, the Clerk advised submitting a new request and provided several examples of a potential new request, that would lower the risk to the Town Council. Unfortunately, the Chair of the Recreation Ground Committee replied on the day of the meeting and the new request submitted could not be included on the agenda at short notice.
Cllr E Marsh expressed frustration at the delay in decision making and that Councillors were not being given the opportunity to discuss the request, particularly after the March meeting was cancelled.
The Clerk also advised that if the requested was voted against, it could not be brought back to Council for 6 months. The Clerk suggested that there seemed to be a desire amongst Councillors to support the project in some form and felt it was necessary to keep options open.
It was resolved unanimously to suspend Standing Orders to invite the Chair of the Recreation Ground Committee - Tony Bailey to speak.
Mr. Bailey expressed his dismay at the item not being included on the agenda for discussion suggesting that the community had been denied the opportunity to discuss and progress this.
Cllr Rose advised that the item cannot be discussed unless it is clear on the agenda with all possibilities known to Councillors. Cllr Rose hoped to support cause and queried whether the Recreation Ground Committee had returned to the Football Foundation for further funding.
Cllr Mangion advised that Town Council should not fund developments at the Recreation Gound.
Mr. Bailey advised a new request has been submitted, and hoped that would have been included on the agenda. The Clerk confirmed only receiving the reply on the day of the meeting and could not be included on the agenda at short notice.
It was resolved unanimously to reinstate Standing Orders
164. To receive an update from the Markets Committee.
Cllr E Marsh provided a written report circulated with Councillors prior to the meeting, included as an attachment to these minutes and mentioned a list has been circulated requesting volunteers to sign up for the events throughout the year.
165. To consider Grant applications from:
a. Spilsby Karate
b. Spilsby Rainbows
Cllr Robson advised that the Karate Club have recently received a donation from the Rotary Club and received free mats, which were not detailed on the grant application.
The Clerk confirmed the new financial year had begun and the grant allocation for the year was now £2,500.00.
Cllr A Day recommended supporting 10 grant applications throughout the year, where each applicant might receive £250.00. Cllr Taylor supported providing grants of £250.00. It was resolved unanimously to provide a grant of £250.00 to both the Karate Club and the Rainbows.
166. Allotments:
a. To consider applications for tenancy from:
i. A Ridsdale - Plot 19
ii. D Wood - Plot 13a
The Clerk provided information on the applicants and their requests for a tenancy agreement. The Clerk advised Mr. Ridsdale was a previous tenant and unfortunately let his plot fall into poor state and was entirely uncultivated, where the Town Council had to restore the plot. Mr. Ridsdale wanted to have a plot again recognising it was beneficial to his health and wellbeing. The Clerk advised Mr. Wood does not live in the catchment area to be eligible for a plot, but there are vacant plots and at least 2 other current tenants live outside the catchment area. There are also issues with the applicant and residents on Masonic Lane. It’s understood that the intention is to use the plot to deliver manure, albeit for the benefit of tenants, but not to use it for cultivation.
It was resolved by majority to issue a Tenancy Agreement to A Ridsdale and to defer issuing a Tenancy Agreement to Mr Wood until the issue with residents on Masonic Lane has been resolved when it can be reconsidered.
b. To consider shed applications from:
i. A Ridsdale - Plot 19
ii. H Proctor - Plot 2
The Clerk advised that the dimensions on H Proctor’s application exceeded the maximum detailed. Cllr Rose advised there are other sheds on the site that exceed the dimensions. It was resolved unanimously to approve both applications.
c. To consider maintenance of communal equipment.
The Clerk explained that the communal equipment belonged to the tenants collectively as the equipment was bought with grant funding, but is listed on the Council’s insurance to help keep costs down. The equipment included a strimmer, rotavator and mower. It was resolved unanimously to refuse paying for the maintenance.
The Clerk advised that there are ongoing attempts to revive an Allotments Association, who could then apply for grant funding.
Cllr E Marsh left the meeting at 6:50pm due to work commitments.
d. To receive an update on the dispute regarding the access lane with residents on Masonic Lane.
The Clerk advised writing to the Town Council’s solicitors regarding issues relating to the access lane with residents on Masonic Lane and waiting for a reply before writing to residents and tenants, with a view to establishing the boundaries, responsibility for the lane, and access to the allotments using the lane.
e. To consider a quote from Sills & Betteridge to register the Allotments land with HM Land Registry.
Councillors requested additional quotes for comparison. Cllr L Marsh to provide another contact. It was resolved unanimously to defer until further quotes can be considered.
167. To consider policies:
a. Grievance Policy
b. Safeguarding Policy
c. Sexual and General Harassment Policy
d. Subject Access Request Procedure
All policies were circulated with Councillors prior to the meeting, in line the Policy Review Procedure. It was resolved unanimously to adopt all policies tabled for review.
168. To receive an update on plans for the 2025 Recognition Awards event.
Cllr L Marsh confirmed that 8 sponsors have come forward and all awards are now being sponsored apart from the Mayor’s and Deputy Mayor’s Award. Cllr L Marsh confirmed that Franklin Hall and the choir have been booked for the event, the District Councillor, Chair of the District Council, and the MP have been invited. Cllr L Marsh confirmed that there are banners around the town advertising the event, an article in the Explorer and posts being made on the Town Council’s social media profiles.
169. To consider quotes for a new notice board at the Cemetery.
The Clerk provided 3 quotes and pictures of the potential boards to help promote mental health and wellbeing. It was resolved by majority to go with the best price option. Cllr L Marsh offered to help install the notice board to keep costs down.
170. To consider quotes for a new Mayor of the Council honours board.
The Clerk advised being unable to find anyone to engrave the existing honours boards and circulated quotes for new boards. Cllr Hewlett offered to contact someone who may be able to help update the existing boards. It was resolved unanimously to defer this item until more information is available.
171. To consider designating ‘chat benches’ in the town.
Cllr L Day explained this had been considered previously, not to install new benches but to add signs to existing benches to designate them as ‘chat benches’. The idea was not supported with no proposals made.
172. To consider working with Woodlands Academy to build new planters for the town centre and Rose Garden.
Councillors attended an event at Woodlands Academy and saw the good work students had been doing. The Clerk suggested that if there are planters in the town made by students, it might encourage them to take pride in Spilsby. It’s possible that the Town Council might have to provide materials. The Primary School were also contacted, who are keen to help plant and maintain them. It was resolved unanimously to proceed with plans.
173. To confirm having a Town Council stall at the 2025 Spilsby Show.
It was resolved unanimously to have a stall at the Spilsby Show. The Clerk to confirm volunteers closer to the show - being held on 13th July 2025.
174. To consider a quote to update the CCTV provision in the town centre.
The Clerk confirmed that footage would be sent to the control room to make viewing more easily accessible for the Police and the footage would be monitored continuously by experts. The Clerk confirmed the cameras would be on separate polls. It was resolved unanimously to accept the quote.
175. To consider a quote for installation of outside electrical point at the public toilets in the Middle Market Car Park.
The Clerk confirmed ELDC had provided a license agreement to install the point on the public toilets and explained the quote. It was resolved unanimously to accept the quote.
With no further matters, Cllr L Day closed the meeting at 8:18pm.