FC May 2025 DRAFT Minutes (Annual Meeting)
Minutes of the Annual Meeting of the Council held on Wednesday 28th May, 2025 at 6:00pm in Franklin Hall, Spilsby. These are notes of the meeting until approved by the Council as a true and accurate record.
Present:
Cllrs L Day (Mayor), L Marsh (Deputy Mayor), A Day, P Gale, M Gibson, C Hewlett, E Marsh (Town and District Councillor), T Robson, W Rose, and T Taylor.
Town Clerk, J Sargent and Deputy Town Clerk - S Thomas.
1. To elect a Town Mayor/Chair of the Council for the forthcoming term of office.
Cllr L Day was proposed and seconded for the role of Town Mayor/Chair of the Town Council. No other Councillors were nominated. It was resolved unanimously to elect Cllr L Day as Town Mayor.
2. To receive the Declaration of Acceptance of Office of the Town Mayor/Chair.
The Declaration of Acceptance of Office of Chair was signed by Cllr L Day and the Clerk.
3. To elect a Deputy/Vice-Chair of the Council for the forthcoming term of office.
Cllr L Marsh was proposed and seconded for the role of Deputy Mayor/Vice Chair of the Town Council. No other Councillors were nominated. It was resolved unanimously to elect Cllr L Marsh as Deputy Mayor.
4. To receive the Declaration of Acceptance of Office of the Town Mayor/Chair.
The Declaration of Acceptance of Office of Vice Chair was signed by Cllr Marsh and the Clerk.
5. Public Forum
Cllr Rose requested to speak as a member of the public, expressing his concern over the issues with residents on Masonic Lane. Mr. Rose thought the work the residents carried out left the area untidy and uneven. Mr. Rose also spoke of his disappointment in refusing a tenancy to an applicant who brought manure for the benefit of all tenants.
Mr. Rose commented on the poor condition of the access road and suggested the Town Councillors work with residents to find a solution as soon as possible. Mr. Rose expressed his disappointment with the time taken so far on this issue.
The Clerk confirmed making contact with the solicitors but received no reply of substance and commented on the funds available in the budget are limited, even more so when there will be invoices from the solicitors. The Clerk also confirmed an allotments committee is being set up, which will help with applying for grant funding and has received a quote to amend the first gate and install fencing. A tenant has donated £180.00 towards maintenance at the allotments.
To receive a report from Lincolnshire County Councillor M Hume.
Lincolnshire County Councillor M Hume was not in attendance and no written report was received.
Cllr L Day asked the Clerk to send a letter of thanks to former County Councillor W Bowkett for her efforts and dedication to Spilsby over the years.
To receive a report from East Lindsey District Councillor E Marsh.
East Lindsey District Councillor E Marsh provided a comprehensive report at the Annual Town Meeting held recently, the report is available on the Town Council’s website. Cllr E Marsh added that the next Super Saturday event will be held on 7th June with a Summer Solstice theme.
With no further comments, it was resolved unanimously to move into formal session.
6. Welcome
Cllr L Day welcomed all present, reminding Councillors about emergency exits and safety protocols, to turn phones off and appropriate conduct.
7. Apologies
It was resolved unanimously to accept apologies from Cllrs T Kemp and D Mangion.
8. Declarations of Interest
Cllr T Robson declared an interest in item 9 regarding the recreation ground. Cllr Robson could participate in the debate, but not vote.
9. To consider a request from Spilsby Recreation Ground for Spilsby Town Council to contribute £15,000.00 - £25,000.00 towards the playzone project.
The Clerk confirmed that this was a revised request to help meet their shortfall in funding, as they need to raise a further £60,000.00 to meet the full costs of the project. The Clerk advised that there was no room in the budget to make a contribution, unless the Town Council wanted to abandon a project already planned in the current year. Otherwise, the Clerk could apply for grant funding towards projects already planned and if successful, reallocate available funding to this request. The Clerk also recommended ensuring that the SRG have all funds in place, apart from the contribution from the Town Council, before the Town Council commit to the donation.
Cllr Rose reasoned that other groups in the town might start asking for large contributions. The Clerk advised that ultimately, the Recreation Ground does belong to the Town Council and if the lease with SRG came to an end, it would come back to the Town Council.
Cllr L Marsh suggested this was a big investment in the town, with all residents being able to benefit, not comparable with the activity of other groups.
It was resolved by majority to make a contribution to SRG between £15,000.00 - £25,000.00 for the playzone project, with the conditions that the Town Council receive grant funding for current projects planned in the budget, to free up the funds, and SRG confirm with evidence provided to the Town Council that they have all other funds are in place for the project, so the Town Council’s contribution is the final amount they need for the project to go ahead
10. To consider updated policies:
a. Standing Orders.
b. Financial Regulations.
c. Scheme of Delegation.
All policies were circulated with Councillors via email prior to the meeting, in line the Policy Review Procedure. It was resolved unanimously to adopt all updated policies.
11. To consider policies for review:
a. Code of Conduct.
b. Risk Management.
c. Reserves Policy.
All policies were circulated with Councillors via email prior to the meeting, in line the Policy Review Procedure. It was resolved unanimously to adopt all policies tabled for review.
12. To
a. Personnel Committee.
b. Grievance Committee.
review Terms of Reference for:
All policies were circulated with Councillors prior to the meeting, in line the Policy Review Procedure. It was resolved unanimously to adopt all Terms of Reference tabled for review.
13. To appoint members to Committees of the Council
a. Personnel
It was resolved unanimously to appoint Cllrs L Marsh, D Mangion and T Kemp to the Personnel Committee.
b. Grievance
It was resolved unanimously to appoint Cllrs C Hewlett, E Marsh, and T Robson to the Grievance Committee.
c. Planning
It was resolved unanimously to appoint Cllrs L Day, M Gibson and E Marsh to the Planning Committee and for the Planning Committee to communicate decision to the Clerk via email, as per the Scheme of Delegation.
14. To appoint members to hold additional responsibilities.
a. Footpaths
It was resolved unanimously to appoint Cllr Gibson to monitor footpaths in the town.
b. Play Area
It was resolved unanimously to continue with a monthly rota checking the play area, to share the responsibility between all Councillors.
c. Cemetery and Churchyard
It was resolved unanimously to appoint Cllrs A Day and Rose to monitor the Cemetery and Churchyard.
d. Allotments
It was resolved unanimously to appoint Cllr Rose to monitor the allotments.
e.Tree Officers - 2
It was resolved unanimously to appoint Cllrs A Day and Gibson to monitor trees in the town.
f. Website
It was resolved unanimously to appoint Cllr Robson to monitor the website.
15. To appoint members to serve as the Town Council’s representatives on outside bodies.
a. Spilsby Recreation Ground - 1
It was resolved unanimously to appoint Cllr E Marsh to represent the Town Council on the Recreation Ground Committee.
b. Grammar School Foundation - 1
It was resolved unanimously to appoint Cllr Gibson to represent the Town Council on the Grammar School Foundation.
c. Poorlands - 2
It was resolved unanimously to appoint Cllrs L Day and L Marsh to represent the Town Council on the Poorlands Committee.
d. Spilsby and District Twinning - 2
It was resolved unanimously to appoint Cllrs L Marsh and Robson to represent the Town Council on the Twinning Association Committee.
e. Good Neighbourhood Scheme
It was resolved unanimously to appoint Cllr M Gibson to represent the Town Council on the Good Neighbourhood Scheme Committee.
f. Community Speed Watch
It was resolved unanimously to appoint Cllrs L Day, C Hewlett and L Marsh to represent the Town Council on the Community Speed Watch group.
g. Spilsby Events Team
It was resolved unanimously to appoint Cllrs E Marsh and W Rose to represent the Town Council on the Events Team Committee.
h. The Royal British Legion
It was resolved unanimously to appoint Cllr P Gale to represent the Town Council on the Spilsby branch committee of the Royal British Legion.
16. To approve as a correct record the minutes of the full Council Meeting held on 23rd April, 2025.
With no matters arising, it was resolved unanimously to accept the minutes for April as a true and accurate record of the meeting.
17. To approve the accounts for April 2025.
With no matters arising, it was resolved unanimously to accept the accounts for April 2025. The Accounts Report included as an attachment to these minutes.
18. To receive a bank reconciliation for April 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.
19. To approve direct debits for:
a. ELDC rates.
b. Anglian Water.
With no matters arising, it was resolved unanimously to approve the direct debits.
20. To consider the Schedule of Regular Payments for 2025-26.
The Clerk provided a Schedule of Regular Payments for the 2025-26 Financial Year, as per the Financial Regulations. With no matters arising, it was resolved unanimously to accept the Schedule of Regular Payments list submitted for consideration. A copy of the Schedule of Regular Payments included as an attachment to these minutes and kept with the Financial Regulations.
21. To approve the Annual Governance and Accountability Return for 2024-25:
a. To approve section 1, points 1 - 9 of the Annual Governance Statement for 2024-25.
The Clerk read points 1-9, it was resolved unanimously to agree to points 1-8 as correct and mark point 9 as N/A.
b. To approve section 2, Accounting Statement for 2024-25.
The Clerk explained the figures on Accounting Statement. It was resolved unanimously to accept the Accounting Statement, which the Mayor and Clerk signed; the Clerk to submit to the external auditor.
22. To confirm the period of the dates of the period for the exercise of public rights for inspection of the accounts, 3rd June to 14th July 2025.
The Clerk advised these were the recommended dates suggested by the external auditor. It was resolved unanimously to confirm the period of the dates of the period for the exercise of public rights for inspection of the accounts as 3rd June to 14th July 2025. The Clerk to post the notice.
23. 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 that together with Cllr A Day, they had attended Sleaford Civic Service but it was not well attended and the Mayor’s chain of office has gone to a jewelers for repair.
Recreation Ground
No report submitted.
Grammar School Foundation
Cllr Gibson provided a written report, circulated with Councillors prior to the meeting, and included as an attachment to these minutes.
Poorlands
Cllr Robson confirmed that the next payout would take place on the 14t June 2025 at 2:00pm.
Twinning
The Deputy Town Clerk provided a written report, circulated with Councillors prior to the meeting, and included as an attachment to these minutes.
Good Neighbourhood Scheme
Cllr Gibson reported that the Annual General Meeting is to be held in July and that the group had been very quiet due to not receiving any new referrals.
Community Speedwatch
Nothing to report.
Spilsby Events Team
Cllr E Marsh advised that the Events Team were paying for some of the entertainment at the Super Saturday event in August, with many of the activities in the Market Place for this event.
Town Clerk’s Report
The Clerk emailed a report to Councillors prior to the meeting, included as an attachment to these minutes.
24. To consider permanently siting the Beacon.
Tong Engineering were the custodians of the Beacon, storing it, erecting and dismantling it, when needed. Charles Tong asked if the Town Council could take responsibility for the Beacon. Cllr Taylor expressed a concern that it would be targeted for vandalism. Cllr E Marsh suggested having it permanently sighted would mean it’s a recognisable landmark in Spilsby. Cllr A Day and M Gibson suggested moving and storing the Beacon in the basement of Franklin Hall would be difficult.
The Town Clerk advised the contractor quoted £495.00 to fix the Beacon to concrete base. Cllr E Marsh suggested asking a local building supplier to donate the materials and arranging the installation with volunteers, under the Town Council’s insurance. It was resolved unanimously to permanently site the Beacon at Shamfields and ask for donations for the materials - Cllr Hewlett to enquire, and arrange installation with volunteers.
Cllr Taylor left the meeting at 7:00pm due to other commitments.
25. To consider a response to the Eastern Green Link 3 and 4 Statutory Consultation.
Cllr Gibson confirmed this is for underground cables. Cllr Marsh suggested responding as individuals. No proposals were made.
26. To receive an update on the 2025 Recognition Awards event:
Cllr L Marsh provided an update on the 2025 Recognition Awards events being held in Franklin Hall on Saturday 31st May. Cllr L Marsh asked for volunteers to arrive at 12:00 to help set up for 2:00pm start and expects the event to last for an hour, with refreshments to follow.
The choir will perform; Nelson Butt will provide the buffet and other refreshments provided by the Co-op. Spilsby’s County Councillor and the Chair of ELDC will be attending. Tong Engineering are providing centre pieces for the tables. Cllr L Marsh is expecting a good attendance.
With no further matters, Cllr L Day closed the meeting at 7:12pm.