Agenda and draft minutes

To sign as a correct record the minutes of the meeting held on 22 January 2025 (copy enclosed). 

Consideration was given to the minutes of the meeting held on 18 March 2025.

Agreed;

That the minutes be signed as a correct record.

Where a Councillor has a Disclosable Pecuniary Interest the Councillor must declare the interest to the meeting and leave the room without participating in any discussion or making a statement on the item, except where a Councillor is permitted to remain as a result of a grant of dispensation.

There was none.

To view actions arising from the meeting held on 22 January 2025.

The Chairman discussed the actions raised from the previous Spalding Town Forum meeting on the 18 March 2025.

The following points were considered.

A15. The Head of Finance would report back to the Spalding Town Forum with reference to the collection of a payment made to a service provider regarding the cutting of Yew trees that had not been carried out.

• The Head of Finance had taken up the action with the service, the spend was currently showing in the account, this would be pursued, enabling the funds to be recouped.

A.16 The Community Safety and Enforcement Officer – to provide dates for the members of the Spalding Town Forum to visit the CCTV Hub in Boston.

• The Community Safety and Enforcement Officer had provided two dates, which had been circulated to the members.

A.17 Future Spalding Town Forum agenda items.

The members made recommendations with regard to future Spalding Town Forum agenda items.

• Following the recommendations, The Portfolio Holder – Community Development would be providing a verbal update on the Work of the Public Realm and Street Scene, the other suggested agenda items could be added to a future Spalding Town Forum meeting.

To consider the Spalding Special Expenses Quarter 3 forecast outturn report for 2024-25,(report of the Chief Executive (Acting S151) to follow)

The Chairman introduced the Head of Finance to present the Spalding Special Expenses and Quarter 3 Forecast 2024-25 report.

The Head of Finance provided a summary of the Spalding Special Expenses and Quarter 3 Forecast 2024/25 report.

Succeeding the Quarter 2 Forecast which had predicted an overall underspend of £38,000, Quarter 3 Forecast prediction had decreased to an underspend of £21,500.

• The movements of the variation of those underspends were set out in the report, based on actual spend and actual income. These figures would be extrapolated into the forecast for the full year.
• The key movements since the Quarter 2 Forecast, included Ayscoughfee Leisure, which, due to criminal damage, showed a capital spend entry of £23.000 for replacement, maintenance and repair works to the soft play area within Ayscoughfee grounds. Owing to the nature of the surface of the soft play area, this was not covered by insurance, hence South Holland District Council bore the cost of any repairs.
• The Cemetery prognostic had shown an uplift of £15,000 since the Quarter 2 Forecast, which had been positively received.
• Halley Stewart had provided a significant saving, as previously communicated.
• Monkshouse Lane incurred an unexpected spend exceeding £9000. This was for an external contract, for tree maintenance costs, part of this expenditure had been offset by an underspend on utilities.
• The bottom line of the overall underspend was £21.588, once approved by cabinet, the funds would be transferred to the Spalding Special Expense Reserves.

The Head of Finance explained that notwithstanding the unexpected costs, the Spalding Special Expenses were still in a positive position. Included within the report was a table which set out the Spalding Special Expenses Reserves position.

• The Spalding Special Reserves position as of 20 April 2024 was £138,000.
• Funds derived from the Lawn Tennis Association had been transferred into the reserves and had been subsequently utilised during the financial year.
• The predicted forecast of £21.588 would be transposed to the Spalding Special Expense Reserves to accumulate an estimated balance at financial year end of £158,965.
• The Section 151 Officer recommended the balance of the reserves would to be set at £75,000, it was understood that the Spalding Special Expense Reserves were in excess of the recommended amount, showing the reserves to be in an excellent financial position.

The Head of Finance enquired if the members had any questions.

• As the Section 151 Officer had delegated authority to approve the draw down of the Spalding Special Expense Reserves, would the Spalding Town Forum be advised before any expenditure was made?
  • The Head of Finance conveyed that the Spalding Town Forum could make recommendations on how the funds could be utilised working alongside officers, however, ultimately any decision would be directed though the Portfolio Holder and Cabinet.
  • The Head of Finance confirmed that following officer recommendations, a minimum of £75,000 would be maintained in the Spalding Special Expense Reserves as a contingency.
• Could the Section 151 Officer spend the £75,000 Spalding Special Reserves contingency.
  • The Head of Finance verified  ...  view the full minutes text for item 92.

Councillor James Le Sage to provide a progress update on the potential to open up the River Welland and the forthcoming Celebrate the River Day.

The Chairman introduced Councillor James Le Sage to provide a progress update on the forthcoming Celebrate the River Day Event.

• Councillor James Le Sage confirmed that the Celebrate the River Welland Day Event was confirmed for the 8 June 2025.
• The Welland Yacht Club would be hosting and supporting the event, alongside Spalding Water Taxis, and local ward councillors.
• The public would be encouraged to partake and have a go at paddleboarding and canoeing.
• The Celebrate the River Day would be a free experience for all with refreshments provided for those participating at the Welland Yacht club.
• Watercraft would board the river Welland from the Welland Yacht Clubs landing pier, then as a flotilla would head down the river from midday onwards towards the Moorings Public House, where non-alcoholic drinks would be offered. The flotilla of craft would then travel back to the Welland Yacht Club to disembark, finalising their day at the Welland Yacht Club. This would be a great family day out and would present the public the chance to try something new. Life jackets would be provided by the Welland Yacht Club.

Councillor James Le Sage anticipated that the local press would assist in promoting the event and provide information on how entrants could register with Anglian water to licence their watercraft.

The Chairman asked the forum if they had any questions for Councillor James Le Sage.

• It was acknowledged that Spalding Town was known for its river Welland, ‘a jewel in the crown’, that runs through the centre of Spalding. The river Welland was an asset that required nurturing and development, Celebrate the River Day was a great concept, encouraging the public to participate in some water activity.
• Time invested and support from local businesses/organisations was greatly appreciated, with their help it had enabled this event to be bought to fruition.
• Based on the success of the event, would this be annualised each year as a permanent fixture in the Spalding diary?
  • Councillor James Le Sage responded that this first event coincided with the Welland Yacht Clubs annual open day. It was hoped that Celebrate the River Day could become a permanent annual fixture.

·          It was noted that Spalding Water taxis would be returning this year to provide transport for guests wanting to travel by the river to Spalding and Springfields, water taxis could also be hired out at an hourly rate.

The Chairman thanked Councillor James Le Sage for the update.

The Portfolio Holder – Community Development to provide a verbal update on the work of the Public Realm and Street Scene.

The Chairman introduced the Portfolio Holder - Community Development to provide a verbal update on the Work of the Public Realm and Street Scene.

The Portfolio Holder – Community Development summarised that at a future Spalding Town Forum meeting he could provide a slide show presentation, depicting the work of the Public Realm and Street Scene, to show before and after pictures highlighting the visible improvements.

·         The Portfolio Holder – Community Development provided a verbal update on the ongoing improvements; these enhancements had enriched the town centre and provided a greater lasting impression for visitors arriving in Spalding – with special thanks awarded to those community groups and volunteers who had helped to keep Spalding tidy and create a welcoming environment.

·         The Spalding Reconnected Project had successfully concluded. The aim of the project was to develop the town centre and riverside from past, present and future, alongside building new relationships with the National Heritage Lottery fund, Heritage Lincolnshire, Rivers Trust, Transported and the Water Development Agency.

·          Following on from this cohesion, investment in contemporary Way Finding Signage had been installed throughout the town in various locations.

·          Numerous public art installations had been introduced along the riverside, creating a river arts trail.

·         The partnership with the Civic Society had seen the unveiling of their art exhibitions in the town centre and Red Lion Street.

·          An additional piece of commissioned work was the Plans for Neighbourhoods. This funding had been committed and confirmed, albeit due to a new government in place, the criteria had slightly changed. The Portfolio Holder – Community Development, recommended that Plans for Neighbourhoods could be added for a future agenda item, enabling the Spalding Town Forum to discuss the amended criteria.

·         Town Centre Christmas lighting had already seen investment.

·          Resources for safety and security would be a funding criterion for the town board to administer. Hot spot policing would be initiated in town centre locations for a trial period, and results would be monitored.

o    It was noted that any incident witnessed should be reported to the Police in the first instance, this would provide additional evidence showing that further and future funding was required.

o    It was noted that the assistance from South Holland District Council officers, along with collaborating partners had been instrumental in securing the funding.

Decision

To provide a slide show presentation on the town centre improvements and to address the new criteria for Plans for Neighbourhoods funding investment, as a future Spalding Town Forum agenda item.

The Portfolio Holder – Community Development asked if the members had any questions.

·         The Pedals representative noted that the seating and lighting area that had be installed on High Bridge, although very attractive, the lights in the evening were very bright and could potentially distract motorists. Could those light be slightly dimmed?

o   The Portfolio Holder – Community Development responded that he would liaise with the Lincolnshire Road Safety Partnership, to request their expert and professional opinion, on whether the lights were unsafe for approaching vehicles/cyclists.

o  ...  view the full minutes text for item 94.

The Chairman to consider suggestions for future agenda items for the meeting of the Spalding Town Forum.

The Chairman asked if the Forum had any suggestions for Spalding Town Forum future agenda items.

• Suggestions were to provide an update on the TRO (traffic regulation order), and the progress of the bespoke gates.
• The representative from the Spalding Civic Society enquired if the Town Forum could discuss and debate town centre assets ahead of the formation of a town council.
  • It had been previously noted that the legality of creating a Town Council was beyond the remit of the Spalding Town Forum and the Portfolio Holder – Strategic Planning and Assets. Legal interpretation would be required under the existing legislation across the country; therefore, the meeting of the Spalding Town Forum would not be the correct platform to discuss this as an agenda item.

The Chairman noted the request for those items to added on to a future town forum agenda.

NOTE:             No other business is permitted unless by reason of special circumstances, which shall be specified in the minutes, the Chairman is of the opinion that the item(s) should be considered as a matter of urgency. 

There were none.

The next meeting of the Spalding Town Forum is scheduled to take place on 18 June 2025 in the Council Chamber commencing at 6.30p.m. 

18 June 2025