FC July 2025 DRAFT Minutes
Minutes of the full Council Meeting held on Wednesday 23rd July, 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, E Marsh (Town and District Councillor), T Robson, W Rose, and T Taylor; and County Councillor M Hume.
Town Clerk - J Sargent and Deputy Town Clerk - S Thomas.
There were three members of the public in attendance.
Public Session
Cllr L Day invited members of the public to speak.
Resident 1 asked if there was an update on the current situation at Spilsby Surgery as rumours are circulating on social media about Doctors and staff leaving the Surgery, as well as some residents complaining about the difficulty in getting appointments.
Cllr E Marsh advised meeting with the Integrated Care Board recently, who oversee Spilsby Surgery. The ICB explained that there were issues with the telephone system which should now be resolved. Cllr E Marsh explained how the telephone system works when appointments for the day are all allocated, the ICB ensure that there are facilities in place to cover further requirements at the Urgent Treatment Centre.
Cllr E Marsh advised there are some staff shortages at the Surgery. To be able to provide a safe service, the Surgery’s voicemail recommends patients contact the UTC.
Cllr E Marsh suggested that the Surgery has implemented too many changes in a short space of time with poor communication, resulting negative feedback. Moving forward, new GP’s have been appointed and improvements have been made to the Dispensary in the Surgery. Cllr E Marsh asked that patients contact her should they have problems at the Surgery and recommended patients try to use the Spilsby Surgery’s new Website and the NHS App.
Cllr Rose confirmed that the Patient Participation Group are planning a meeting with the Surgery Manager and other staff members in August for an update.
Cllr Robson asked if the Surgery could put a report on their website to explain what improvements have been made and how these affect patients. Cllr Rose suggested that they put an article in the next edition of the Spilsby Explorer.
Residents 2 and 3 explained that they have been raising money to go towards improvements at the Play Area and wanted to give the money raised so far to the Town Council, totaling £218.41. The fundraising campaign will continue in September. The Town Clerk invited the residents to choose a piece of equipment for the Play Area next, who selected the wheelchair accessible roundabout. Cllr Robson asked if letters of thanks could be sent on behalf of the Council to all of the fundraisers. The Clerk to arrange.
To receive a report from Lincolnshire County Councillor M Hume.
Cllr Hume provided a brief report, noting major issues such as the Halton Road housing development, flooding, infrastructure, school places and medical services, and provided a written report which is included as an attachment to these minutes. Cllr Hume praised Town Councillors passion and the community spirit in Spilsby.
Cllr Rose commented on the poor signage on display by the Highways Department during the recent works on the A16 and asked Cllr Hume to contact Highways to ensure that signage is improved during future works.
The Town Clerk invited Cllr Hume to walk around Spilsby to view and discuss the issues Lincolnshire County Council as responsible for. No date was confirmed.
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.
46. Welcome
Cllr L Day welcomed all present, reminding Councillors about emergency exits and safety protocols, to turn phones off and appropriate conduct.
47. Apologies
It was resolved unanimously to accept apologies from Cllrs C Hewlett, D Mangion and T Kemp.
48. Declarations of Interest
Cllr W Rose declared an interest in item 16b 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.
49. To approve as a correct record the minutes of the full Council Meeting held on
25th June, 2025.
With no matters arising, it was resolved unanimously to accept the minutes for June as a true and accurate record of the meeting.
50. To approve the accounts for June 2025.
With no matters arising, it was resolved unanimously to accept the accounts for June 2025. The Accounts Report included as an attachment to these minutes.
51. To receive a bank reconciliation for June 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.
52. To receive a budget review for the first quarter of the financial year.
The Clerk provided a Budget Review for the first quarter of the 2025-26 Financial Year to keep Councillors up to date with the Town Council’s financial status, for information purposes only. The Budget Review is included as an attachment to these minutes.
53. 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 provided a written report, circulated with Councillors prior to the meeting and included as an attachment to these minutes.
Recreation Ground
No report provided.
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 brought in a job application letter from the Grammar School Foundation archives dated 1796 and asked that it be stored in the Town Council’s fireproof cabinet until it can be reframed and put on display in the Franklin Hall. The next Committee Meeting is in September and will ask if the Committee can agree to pay for the letter to be reframed.
Poorlands
No report provided.
Twinning
Cllr L Marsh provided a written report, circulated with Councillors prior to the meeting and included as an attachment to these minutes. Cllr L Day has agreed to represent the Council at the next meeting on Monday 28th July 2025 as Cllr L Marsh is unable to attend.
Good Neighbourhood Scheme
Cllr Gibson provided a written report, circulated with Councillors prior to the meeting and included as an attachment to these minutes. The next afternoon tea is taking place on the 8th August 2025.
Community Speedwatch
Cllr L Day reported that Cllr A Day carried out a Speedwatch Session and caught 41 out of 235 drivers exceeding the speed limit with equates to 17%. Cllr A Day plans to carry out a weekly speedwatch session.
The Town Clerk reported that a speedwatch training session is taking place at 7pm on Thursday 24th July 2025 via zoom with volunteers from Hundleby and Partney are taking part.
Cllr L Marsh advised that a resident was interested in attending a training course but was not keen to attend online. The Town Clerk advised that another training session could be arranged.
Spilsby Events Team
Cllr E Marsh reported that the August Super Saturday is in conjunction with the Events Team who have contributed a considerable amount of money to this event. The Events Team felt it was important to give something back to the residents who have supported so far. A Tarot Card Reader, a Punch and Judy entertainer, Skegness Silver Band and a singer have all been booked for the event as well as a children’s entertainer and a face painter. The Events Team have also organised a water play area.
The Events Team are hosting a Halloween Bingo on 26th October 2025.
Town Clerk’s Report
The Town Clerk provided a written report, circulated with Councillors prior to the meeting and included as an attachment to these minutes.
54. To receive monies raised by Ruby Marsh and friends to go towards new equipment in the play area.
Ruby Marsh, Veronica Colebourn, Amelie Pidgley and Olivia Harvey have been holding tombolas at some of the Super Saturday events, School Fayres, Spilsby Show and Spilsby Christmas Market raising £218.41 to go towards new equipment. Cllr L Day asked the Clerk to record the names of those who helped raise the funds in the minutes along with sincere thanks on behalf of the Town Council. Cllr L Day asked the Clerk to write a letter of thanks as well.
55. To consider new equipment in the play area.
The Town Clerk reported that the Town Council were awared a grant of just under £25,000.00 from ELDC for further improvements at the Play Area. A total of £40,000.00 will be available in the budget for new equipment, with the outcome of another grant application yet to be decided, which could increase the total to £45,000.00. The award of the ELDC grant means the Town Council are able to donate £15,000.00 towards the car park extension at the Recreation Ground. The Clerk to arrange.
The Town Clerk provided a report to all Councillors which included equipment that the local schools would like the Town Council to consider adding to the play area. Cllr L Marsh suggested the smaller ship and the wheelchair accessible roundabout should be installed and Cllr E Marsh proposed that the large trampoline be installed. Cllr Robson suggested the ‘Hip Hop’ item be installed as that was chosen by Halton Holegate Primary School.
Cllr Rose queried the guarantees from the suppliers following some damage and loose items with parts of the first installation. Cllr E Marsh also expressed disappointed that during the six months since the installation there are problems with the equipment breaking and questioned if it is fit for purpose as well as its longevity.
The Town Clerk has contacted the suppliers who were happy to make good the faults and advised the aftersales care has been attentive and diligent.
With no further comments, it was resolved unanimously that the next equipment to be installed should be the small ship, accessible roundabout, the trampoline and hip hop in that order of preference, depending on the total funds available, as installation costs and flooring will need to be accounted for.
56. To consider a quote from AGS Framing to reframe the Mayor photos on display in the Council Chamber.
The Town Clerk advised that current frames have been discontinued. For 30 new matching frames for the current Mayor photos and 9 for future Mayors would cost £600.00. The Town Clerk also explained that funds could be allocated in the next financial year as there was no allocation factored into this year’s budget to continue the improvements and maintenance of the Council Chamber.
With no further comments, it was resolved unanimously to allocate funds in the next financial year for new photo frames to be purchased.
57. To consider quotes for flag pole bracket safety testing.
Cllr E Marsh confirmed that the Events Committee declined to contribute towards the costs of testing the brackets.
The Town Clerk confirmed that the brackets would be covered on the Town Council’s insurance policy, if it was agreed to add them to the asset register and accept liability. The Town Council would then need to contact all the relevant businesses to advise that the Town Council are willing to take responsibility for the brackets. As the brackets are not currently listed on the Town Council’s asset register, it suggests responsibility lies with the owner of the building they are attached to.
Cllr Robson expressed concern that if the businesses did not accept the responsibility and did not allow the Council to take responsibility then it’s possible brackets would be lost. Cllr L Marsh was also concerned that if this was the case there is a risk that the Christmas display would look poor compared to previous years.
Cllr E Marsh also suggested that the Town Council contact all businesses who have brackets to ask for a contribution towards the testing.
With no further comments, it was resolved unanimously for the Town Council write to relevant businesses to offer to take on responsibility for all of the Flag Pole/Christmas Tree Brackets to request a voluntary contribution towards the testing.
58. Grant Research Committee
a. To consider creating a committee to research and apply for grant funding for Town Council projects.
It was resolved unanimously to create a Grant Research Committee.
b. To consider Terms of Reference for the Grant Research Committee.
The Clerk provided a draft Terms of Reference. It was resolved unanimously to accepted the terms presented with one amendment to the minimum number of Councillor, lowering it to two.
c. To appoint members to the committee.
It was resolved unanimously to appoint Cllr Robson and Cllr L Day to the Committee.
59. To consider Policies for review.
a. Allotment Garden Policy
b. Employee Management 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.
60. 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.
61. Allotments:
a. To consider the removal of a shed with asbestos from plot 2.
It was resolved by majority that Spilsby Town Council arrange for the shed with asbestos to be removed from the Plot 2 at the Allotments.
b. To consider fees for 2025-26.
It was resolved by majority that the Allotment fees be increased by 3p per square metre.
With no further comments, Cllr L Day closed the meeting at 7.20pm.
Signed…………………………………………………………….
Deputy Town Mayor - Cllr L Day
Signed…………………………………………………………….
Town Clerk to the Council - J Sargent
24th September 2025