May 2026 Annual Meeting Minutes
Minutes of the Annual Meeting of the Council held on Wednesday 27th 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 A Day, L Day, P Gale, M Gibson, C Hewlett, E Marsh (Town and District Councillor), L Marsh, D Mangion, W Rose, and T Taylor.
Town Clerk, J Sargent.
There were 2 members of the public in attendance.
1. To elect a Town Mayor/Chair of the Council for the forthcoming term of office.
Cllr L Marsh 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 Marsh 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 Marsh and the Clerk.
3. To elect a Deputy/Vice-Chair of the Council for the forthcoming term of office.
Cllr A Day 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 A Day as Deputy Mayor.
4. To receive the Declaration of Acceptance of Office of the Town Mayor/Vice-Chair.
The Declaration of Acceptance of Office of Vice Chair was signed by Cllr A Day and the Clerk.
5. Public Forum
Resident 1 from Partney Road, advised of receiving 4 letters from ELDC regarding new crossing points, but was unsure about what the letters were trying to explain, suggesting it was also a waste of resources. The resident also complained about the contractors on the Granary Close development, advising the workers are too loud, use audible profanities, start work before the agreed time within the planning conditions, and have caused the area to be filthy with dust from the works. The resident complained that the building works have damaged their property, with the building site manager coming to investigate, but no resolution provided.
The resident complained of issues on Partney Road including speeding vehicles, and litter at the bus stop. The resident has requested a litter bin be installed at the bus stop and noted this was yet to be arranged by ELDC.
The Clerk recommended keeping a record of when the issues occur with the contractors and what the issues are to be able to show ELDC’s Planning Enforcement. Cllr A Day advised that there is a speed watch team in Spilsby which welcome new volunteers; the resident passed on contact details to join the team.
Cllr Marsh suggested contacting the Clerk when the issues occur with evidence to report to ELDC.
Resident 2 suggested the junction from Granary Close on to Partney Road will become very dangerous with the increase in vehicles and especially with the school across the road where parents collect or drop off children park on the verge, or wait on the road to turn into the school gates. Cllr E Marsh confirmed previously raising this issue with LCC Highways, but they were unable to find a solution.
To receive a report from Lincolnshire County Councillor M Hume.
Lincolnshire County Councillor M Hume was not in attendance and no written report received.
To receive a report from East Lindsey District Councillor E Marsh.
Cllr E Marsh advised that work on the toilets in town will start on 8th June, no electricity will be available and there will be a temporary storage facility for the gazebos.
Cllr E Marsh advised of the sad passing of Sue Gaunlett, recognised Sue’s huge contribution to the community over the years, and will be greatly missed. Cllr E Marsh expressed condolences to all Sue’s friends and family, a message echoed by all at Spilsby Town Council.
Cllr E Marsh spoke with a contact at Gleesons, who are reviewing their plans and was unable to say whether they would press ahead with the Halton Road development. Some work has been carried out at the entrances in order to keep the initial planning permissions.
Sessions Arts have secured funding from the Arts Council and will be performing at all the Super Saturday events in 2026.
With no further comments, it was resolved unanimously to move into formal session.
6. Welcome
Cllr L Marsh welcomed all present, reminding Councillors about emergency exits and safety protocols, to turn phones off and appropriate conduct.
7. Apologies
None received.
8. Declarations of Interest
None received.
9. To consider policies for review:
a. Code of Conduct.
b. Financial Regulations.
c. Reserves Policy.
d. Risk Management and Risk Register.
e. Scheme of Delegation.
f. Standing Orders.
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.
10. To review Terms of Reference for:
a. Personnel Committee.
b. Grievance Committee.
The Terms of Reference were circulated with Councillors prior to the meeting, in line with the Policy Review Procedure. It was resolved unanimously to adopt all Terms of Reference tabled for review.
11. To appoint members to Committees of the Council
a. Personnel
It was resolved unanimously to appoint Cllrs A Day, L Day and P Gale 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 decisions to the Clerk via email, as per the Scheme of Delegation.
12. 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 have a monthly rota (combined with the play area) to share the responsibility between all Councillors for inspections and to appoint Cllrs A Day and Rose as a point of contact for any issues in the Cemetery and Churchyard.
d. Allotments
It was resolved unanimously to appoint Cllrs Gale and 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.
13. 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 T Robson 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.
14. To approve as a correct record the minutes of the full Council Meeting held on 22nd April, 2026.
With no matters arising, it was resolved unanimously to accept the minutes for April as a true and accurate record of the meeting.
15. To approve the accounts for April 2026.
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.
16. To receive a bank reconciliation for April 2026.
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.
17. To approve direct debits for:
a. ELDC rates.
b. Anglian Water.
c. BT.
d. Nest Pensions.
With no matters arising, it was resolved unanimously to approve the direct debits.
18. To consider the Schedule of Regular Payments for 2026-27.
The Clerk provided a Schedule of Regular Payments for the 2026-27 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.
19. To consider the insurance renewal for 2026-27.
The Clerk provided a copy of the renewal quote, which there is a slight increase as it included the recently purchased play equipment. The Clerk also advised that the Chair of the Recreation Ground Committee queried whether the Pavilion and 2G facility should be insured by the Council. It was resolved unanimously to renew the current renewal quote and to get an updated quote to include the Pavilion and 2G facility.
20. To approve the Annual Governance and Accountability Return for 2025-26:
a. To approve section 1, points 1 - 10 of the Annual Governance Statement for 2025-26.
The Clerk read points 1-10, it was resolved unanimously to agree to points 1-8 and 10 as correct and mark point 9 as N/A.
b. To approve section 2, Accounting Statement for 2025-26.
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.
21. 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 2026.
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 2026. The Clerk to post the notice.
22. To consider moving earmarked reserves to a Unity Trust Bank savings account for better interest rates.
Cllr L Marsh suggested moving the bulk of the Reserves to an account with better interest and advised that moving £120,000.00 to a Unity Trust Bank savings account would return approximately £4,000.00 in interest a year, with the whole sum would be protected by the Financial Service Compensation Scheme.
The Clerk advised that the Council would also have to open a current account with Unity Trust at a cost of £7.00 a month, in order to apply for the Savings account. It was resolved unanimously to open a Current and Savings account with Unity Trust Bank, and invest £120,000.00 in the Savings Account.
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
No report.
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
No report.
Twinning
No report.
Good Neighbourhood Scheme
Cllr Gibson provided a written report, circulated with Councillors prior to the meeting, and included as an attachment to these minutes.
Community Speedwatch
No report.
Spilsby Events Team
The Events Team have had a stall at all the Super Saturday Events to raise funds. The next event will be a scarecrow festival in July to coincide with Spilsby Show and another bingo event is planned for August.
Town Clerk’s Report
The Clerk emailed a report to Councillors prior to the meeting, included as an attachment to these minutes.
24. To receive notification of any planning permissions, refusals, withdrawals, or amendments.
a. Notification of Decision - application 00389/26/FUL - Approved.
The planning application notification was circulated with the Planning Committee and responses, where required, were submitted to ELDC, in line with the Town Council’s Scheme of Delegation. The Town Council’s feedback can be viewed on ELDC’s planning portal or a copy can be provided by the Town Clerk.
25. To consider purchasing 8 x Flower Planters around the Sir John Franklin Statue.
The Clerk explained that planters that were placed around the statue were relocated by ELDC’s Pride Team to the Rotary Club’s Peace Garden on Ashby Road. The Clerk advised previously contacting Woodlands Academy to build some planters but they haven’t submitted any plans or costings for the Council to consider. Cllr E Marsh suggested contacting KEVI and Eresby schools to create something.
Cllr Rose suggested the planters tabled for consideration were too expensive and preferred moving some planters back from Ashby Road to the statue. The Clerk suggested applying for free plants such as a hedge to be located on Ashby Road. It was resolved unanimously to defer and for the Clerk to make contact with the local schools to see if they can come up with some designs and costs for the Council to consider.
26. To consider purchasing an across-street Christmas Light.
It was resolved unanimously to defer until more information is available; quote not received from supplier.
27. To consider purchasing 2 x Planters with Trellis to put in Rose Garden to match those already there.
It was resolved unanimously to purchase 2 planters and ask the Pride Team to plant them.
28. To consider purchasing Bleed Kits to have placed with the Defibrillators in Town.
Cllr L Marsh queried whether bleed kits can be installed in defibrillator cabinets and asked the Clerk to check. Cllr E Marsh queried who would be responsible for the kits and who would restock the kits when they are used or expire. It was resolved unanimously to defer; the Clerk to get more information.
29. To consider installing defibrillator location signs around the town.
Cllr L Marsh suggested installing signs throughout the town to help make residents aware of the defibrillator locations, with 1 sign at every location. It was resolved unanimously to check with the property owners that a sign can be installed and to get a quote for the signs.
30. To consider buying Spilsby Town Trail leaflets for the information stands in Franklin Hall.
Stef Round from Walkers are Welcome asked if the Council would consider buying more leaflets and provided a quote for 250, 500, and 1000 leaflets. It was resolved unanimously to pay for 250 prints £281.00, however, to update the leaflet with better quality pictures before going to print.
31. To consider using LIVES to carry out checks and maintenance for the defibrillator in the Market Place.
The Clerk advised that this service is no longer offered by LIVES. Cllr E Marsh suggested asking another company to carry out checks and maintenance; it was resolved unanimously to defer until another quote is available.
32. To consider a quote to repair the wall in the Cemetery.
The Clerk advised the wall looks to have been intentionally damaged and recommended arranging the repair for safety and for future use - to lean headstones against, when they become unstable at their plots.
Cllr L Marsh suggested looking at dismantling the wall as it doesn’t seem to serve a purpose other than dividing the sections within the cemetery. Cllr Marsh queried whether the repair would be covered on the insurance. It was resolved unanimously to check if the repair would be covered by the insurers and if so, to arrange the repairs.
33. To consider covering the windows at 1 Market Place.
Cllr A Day advised the costs to paint the windows will be £190.00. Cllr Mangion express concern about what the property owner might do if the property is covered by artwork such as take legal action. Cllr E Marsh advised the paintwork will be non-invasive and can be washed off.
Cllr L Marsh the window spaces with wire across could be covered by boards that can be removed as well.
Cllr E Marsh confirmed that ELDC’s Planning Department consider the property a building site and can be left in its current state indefinitely.
It was resolved unanimously to attempt to write to the property owner with the plans to request permission to improve the appearance of the building and if no response is received, to go ahead with the plans to cover the windows. Cllr E Marsh to visit the last known address of the property owner to discuss the plans.
34. Allotments:
a. To receive an update on the Allotments access issues and consider further action.
b. To receive an update on the gate.
Cllr L Marsh thanked Cllr P Gale for carrying out the works to reposition the gate. Cllr Gale advised the entrance is now easier to access and those entering the allotments should find it easier to turn into the allotments without damaging the neighbouring resident’s property or driving on the grass verge.
Cllr Rose suggested looking at the condition of the road to the allotments. Cllr L Marsh advised this would be the next issue to consider, perhaps with traffic calming measures such as speed bumps. Cllr Marsh asked the Clerk to bring quotes to Council for speed bumps that can be bolted to the road. The Clerk to investigate.
35. To receive an update on the 2026 Recognition Awards event.
Cllr L Marsh confirmed the event is scheduled for Sunday 31st May, with a start time of 12:00 and appealed for volunteers to help with the set up from 10:30. The winners have been informed and all but 2 are available to attend. The choir will be performing again with refreshments available after the awards.
With no further matters, Cllr L Marsh closed the meeting at 7:31pm.
Signed…………………………………………………………….
Town Mayor - Cllr L Marsh
Signed…………………………………………………………….
Town Clerk to the Council - J Sargent
24th June 2026