FC June 2025 Minutes
Minutes of the full Council Meeting held on Wednesday 25th June, 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 Marsh (Deputy Mayor), A Day, P Gale, M Gibson, C Hewlett, E Marsh (Town and District Councillor), W Rose, and T Taylor; and Deputy Town Clerk - S Thomas.
There were 8 members of the public in attendance.
Public Forum
Cllr L Marsh invited members of the public to speak.
Resident 1 of Masonic Lane, whose property backs on to the access lane for the Allotments, queried whether any Councillors had an allotment and whether they use their vehicle to access their allotment. The resident queried whether tenants had permission to use the lane, suggesting it does not belong to the Town Council. Cllr Rose confirmed that he is a tenant and uses his car to access the allotment. The resident also complained at the speed of vehicles on the lane.
Resident 2 also of Masonic Lane, queried whether the original access to the Allotments was located on Hundleby Road and whether a property was built in its place so now the Allotment Holders using the access lane.
Cllr L Marsh acknowledged that there is an ongoing dispute between the Town Council and residents of Masonic Lane, advised that the Town Council are trying to ascertain ownership the lane and possibly obtain the rights to the lane. Councillors have held a meeting with the residents of Masonic Lane and requested that they to provide evidence that they own the access lane.
Resident 1 suggested that the lane is owned by the Crown Estate and that neither the Town Council nor Residents will be able to own the lane. The resident advised that they have contacted the Land Registry and it appears that it is a private track which is used to access a field at the bottom together with the properties on Masonic Lane that back on to it.
The resident also contacted Lincolnshire County Council Highways Department who suggested that LCC would not allow the lane to be owned by the Town Council. Town Council ownership would mean accepting responsibility, liability and maintenance costs. The resident claimed allotment holders should only access their allotments on foot and not by car. The resident asked if the lane could be gated to stop vehicular access to the allotments. The resident complained about certain tenants who drive over the grass verge on the lane at the rear of his property.
Cllr L Marsh confirmed that this is an agenda item for the meeting and will be discussed together with the proposals for amendments to the first gate at the allotments. The residents of Masonic Lane were unable to provide any paperwork confirming their claims about the lane.
A representative from the local Scouts reported that a sub-group has been formed called the Arctic Explorers who are keen to find out more about the history of Spilsby. They are planning on fundraising so that they can take part in various activities and would like to participate in ‘Franklin Week’ in 2026. The group would like to be part of the community and help with community projects.
To receive a report from Lincolnshire County Councillor M Hume.
Lincolnshire County Councillor M Hume was not in attendance and did not provide a written report.
To receive a report from East Lindsey District Councillor E Marsh.
No report provided.
With no further comments, it was resolved unanimously to move into formal session.
27. Welcome
Cllr L Marsh welcomed all present, reminding Councillors about emergency exits and safety protocols, to turn phones off and appropriate conduct.
28. Apologies
It was resolved unanimously to accept apologies from Cllrs L Day (Mayor), T Kemp, D Mangion and T Robson.
29. Declarations of Interest
Cllr W Rose declared an interest in item 18 regarding the Allotments. Although not a pecuniary interest, it is listed as other registerable interest. Cllr Rose could participate in the debate, but not vote.
Cllr Hewlett declared an interest in item 11 about the Christmas Lights.
30. To approve as a correct record the minutes of the Annual Meeting of the Council held on 28th May, 2025.
With no matters arising, it was resolved unanimously to accept the minutes for May as a true and accurate record of the meeting.
31. To approve the accounts for May 2025.
With no matters arising, it was resolved unanimously to accept the accounts for May 2025. The Accounts Report included as an attachment to these minutes.
32. To receive a bank reconciliation for May 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.
33. To receive brief reports from the Town Mayor, Town Council’s working groups, representatives on outside bodies and the Town Clerk.
Mayor’s Report
No report provided
Recreation Ground
Cllr E Marsh reported that work is progressing with the Committee to become a Limited Company in order to reclaim VAT. The Football Foundation have agreed to carry out the work at the previously agreed price even though the works are behind schedule. A representative from the Football Association carried out a site visit regarding changes needed due to one of the senior football teams being promoted, including the installation of temporary facilities for referees and visiting teams.
Grammar School Foundation
Cllr Gibson provided a written report, circulated with Councillors prior to the meeting, and included as an attachment to these minutes. Cllr Gibson also reported that he had received a framed letter from 1796 and is unsure what to do with it. Cllr Rose suggested that temporarily it could be stored in the Fireproof Cabinet in the Council Office.
Poorlands
Cllr L Marsh reported that at a recent meeting, it was agreed that the payments are to remain at the current rate as an increase would significantly impact the capital. Payments were given out on the 14th June 2025.
Twinning
The Deputy Town Clerk reported that the next meeting is due to be held on 30th June 2025. A group from Bassum, Germany are visiting for three days, arriving on Friday 31st October 2025.
Good Neighbourhood Scheme
Cllr Gibson provided a written report, circulated with Councillors prior to the meeting and included as an attachment to these minutes. Cllr Gibson also reported that the group are now receiving funds again but are yet to decide how to use the money. The next meeting is on 29th July 2025 and the next Coffee Morning is being held on 8th August 2025.
Community Speedwatch
Cllr L Marsh reported that no Speedwatch sessions have taken place and that the Town Council have been invited to take part in a County wide Speedwatch event on the 11th July 2025.
The Deputy Town Clerk reported arranging training for Cllr Hewlett to carry out via Zoom. Cllr L Marsh suggested that Councillors from Hundleby and Partney Parish Councils who want to take part in the training are invited to join in with the Speedwatch event. Cllr Hewlett to provide a list of Councillors from Hundleby and Partney Parish Councils who want to join the training.
Spilsby Events Team
Cllr E Marsh reported that the next Super Saturday is Spilsby by the Sea, being held on 2nd August. The Events Team have a budget of £2,000 for this event and have organised free entertainment including a Punch and Judy show, Skegness Silver Band, singers and a water play area in the Buttercross Car Park.
Another bingo session is planned for 26th October 2025.
Town Clerk’s Report
The Clerk emailed a report to Councillors prior to the meeting, included as an attachment to these minutes. The Town Clerk also wanted to place on record thanks to Cllr Gale and Mark Gale for installing the Beacon on the land next to Toc H. Cllr L Marsh ask that an official letter of thanks be sent to Mark Gale.
The Town Clerk asked if Cllr Gibson could kindly provide an update on the meeting of the Franklin Hall Trustees. Cllr Gibson reported that there are proposals to have the windows in the hall either replaced or repaired as necessary, however, grants will be needed for this work to be carried out which the Hall Manager is looking into. The Trustees are also looking into the possibility of getting a license to hold weddings in the Hall. The AGM will take place in October 2025.
34. To consider Policies for review:
a. Data Protection Policy
b. Recruitment and Selection Policy
Policies were circulated with Councillors prior to the meeting in line with the Policy Review Procedure. With no further comments, it was resolved unanimously to adopt the Policies.
35. Grant Research Committee
a. To consider creating a committee to research and apply for grant funding for Town Council projects.
b. To consider Terms of Reference for the Grant Research Committee.
c. To appoint members to the committee.
It was resolved unanimously to deferred this item to the July Meeting in as Cllr Robson was not in attendance.
36. To receive a closing report on the 2025 Recognition Awards event.
Cllr L Marsh reported that the event was a success and a big improvement compared to last year. There was a good turnout. The feedback from both the choir and those attending was very positive. All of the winners were very grateful and all those that were nominated for an award this year have received a Certificate of Recognition. A debrief was held with the sponsors and a couple of suggestions for next year have been made.
37. Christmas Lights Display:
a. To consider quotes for Anchor Point Testing for the Christmas lights display.
Quotes received Pinnacle Safety and Christmas Plus were circulated with Councillors prior to the meeting. The Deputy Town Clerk explained that the quote from Christmas Plus, which is just for the testing of the current anchor points, was sent in January 2025 so the price may have changed and that the quote from Pinnacle Safety includes the installation of 4 new anchor points.
The Deputy Town Clerk confirmed ordering lights that would be wrapped around the large tree in the Church Yard in addition to the trees in the Buttercross Car Park. With the anchor point testing and the Flag pole brackets testing also required, there will not be much left in this year’s budget for any new displays.
Cllr E Marsh asked if clarification could be sought from Pinnacle regarding aborted visits.
With no further comments, it was resolved unanimously to accept the quotation from Pinnacle Safety, with clarity sought on the aborted visit charge.
b. To consider quotes for installation of new Christmas Lights.
Quotes from G H Electrical, Blachere Lighting and Christmas Plus were circulated with all Councillors prior to the meeting. Cllr E Marsh reported assessing the current Christmas Lights provision earlier in the year with Garry Hewlett from G H Electrical, the Deputy Town Clerk and Shawn Thomas, and discussed what could be done to improve the display over the coming years.
Cllr Taylor was concerned that any other Company may not be quite as reliable as a local contractor and that there has been issues previously with Christmas Plus. It was resolved unanimously to accept the quote from G H Electrical.
38. To consider quotes for flag pole bracket safety testing.
Quotes from Newton Newton Flags and Christmas Plus were circulated with all Councillors prior to the meeting. Cllrs A Day and L Marsh both queried the ownership of the brackets; Cllr Taylor explained that the brackets were installed over a period of time after consulting with the property owners. Cllr L Marsh expressed concerned about the safety of the brackets, due to recent failures.
Cllr E Marsh advised that the Events Team could potentially contribute towards the cost, which will be discussed at their next Committee Meeting. Cllr E Marsh expressed concern that once the testing is carried out, who will responsible for the brackets if they fail, and requested clarification on this. The Clerks to investigate.
It was resolved unanimously to accept the quotation from Newton Newton Flags but to ask the Events Team if they can contribute up to 50% of the costs.
39. To consider a request from Spilsby Recreation Ground Committee for Spilsby Town Council to contribute £15,000.00 - £25,000.00 towards the car park expansion rather than the playzone project.
Cllr L Marsh explained that at the May meeting, it was resolved that the Town Council would make a contribution to the Spilsby Recreation Ground Committee for works on the Playzone Project. However, the Chair of the Recreation Ground Committee - Tony Bailey advised that the Committee would prefer the contribution to be allocated to the Car Park expansion instead, as they see this as a higher priority. If Councillors were to agree with the reallocation, the resolution from the May meeting (Minute ref: 20250528 9) needs to be rescinded and another vote needs to take place to agree to a new proposal, due to the specificity of the resolution as a financial transaction.
It was resolved unanimously to rescind the resolution that the Town Council make a contribution towards the Playzone Project. It was then resolved unanimously to contribute £15,000.00 - £25,000.00 towards the Car Park expansion 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.
40. To consider partnerships with local groups, to lead on and supply equipment for litter picking.
Cllr Hewlett advised that there had been a few comments about litter in the town in the recent Consultation and wanted to discuss the idea of the Town Council working in conjunction with local community groups to carry out litter picking sessions around the town on a monthly basis. Cllr Hewlett offered to contact the local groups to see if they would be willing to get involved. The Deputy Town Clerk advised that a price for litter picking kits had been obtained. Cllr E Marsh to speak with ELDC to see if they could supply the kits instead.
41. To receive a summary of responses from the recent consultation in the community.
A copy of the summary was circulated with all Councillors prior to the meeting. Cllr Rose commended the response to the consultation and thought that it was a very useful exercise.
Cllr Taylor suggested that the responses be put into separate categories to give the Town Council a clear mandate on who needs to be contacted regarding the issues highlighted in the consultation.
The Deputy Town Clerk explained that the Town Clerk has already used some of the information received regarding the ongoing issues and forwarded information to the relevant bodies.
42. To consider a response to the Grimsby to Walpole Pylon Project consultation.
Cllr L Marsh suggested that it would have greater impact if responses were sent individually. Cllr Taylor advised that this is not a planning matter for ELDC, but rather a Nationally Significant Infrastructure Project. Cllr Taylor has attended presentations and webinars regarding this issue and suggested that a decision has already been made about the project going ahead with the consultation process being a formality. It was resolved unanimously to oppose the project.
43. 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.
44. Allotments:
a. To consider proposals for the access at the allotments.
Cllr L Marsh circulated proposals with Councillors prior to the meeting. It was resolved unanimously to accept the proposal to widen the first entrance gate to the allotment site.
b. To consider a quote to amend the first gate at the allotments.
Only one quote had been received, circulated with Councillors prior to the meeting. Councillors requested more quotes. It was resolved unanimously to defer until more quotes are available to consider.
c. To consider quotes to register the allotments with HM Land Registry.
It was resolved unanimously to defer until more information is available.
45. To consider requesting further information from Spilsby Surgery regarding concerns over the level of service.
No resolution was proposed.
With no further comments, Cllr L Marsh closed the meeting at 7:45pm.
Signed…………………………………………………………….
Deputy Town Mayor - Cllr L Marsh
Signed…………………………………………………………….
Deputy Town Clerk to the Council - S Thomas
23rd July 2025