Agenda - Revised
Saxilby with Ingleby Parish Council
Function Room (Upstairs), St Andrews Community Centre, William St, Saxilby, Lincs, LN1 2LP
7.00pm Wednesday 07 May 2025
Annual Meeting of the Council REVISED Agenda
1. Election of the chair of the council and sign acceptance
2. Election of the vice-chair of the council
3. Confirm apologies for absence will be noted at meetings
4. Note apologies for absence, these having been submitted to the clerk
Foster public participation and engagement objective
5. 15 Minute Public Participation Session with respect of business on the agenda only
To note a question, representation, or statement from member(s) of public on items on the agenda
No discussion or debate will take place on any representation or statement made. Council may discuss the comments when it formally considers that item of business, debates the matter, and makes a decision on the matter. Three minutes per member of public or organisation. Please refer to full guidance on public participation at https://saxilby-ingleby.parish.lincolnshire.gov.uk/homepage/8/council-meetings
6. Receive a district and county councillor verbal update
7. Note resignation of Cllr Hadjoudj and vacation of office by failure to attend meetings of Cllr Spurr
Council Administration
8. a. Receive declarations of interest in accordance with the Localism Act 2011 and b. consider granting dispensation requests having been submitted in writing to the proper officer before or at the start of the meeting
Please note that, in accordance with the Members' Code of Conduct, when declaring interests’ members must disclose the existence and nature of the interest, and whether it is a disclosable pecuniary interest (DPI), other registerable interest, or a non-registerable interest. Approve Full Council meeting notes as minutes and the chair to sign for 07 April 2025.
9. Approve 02 April 2025 Full Council meeting notes as minutes and the chair to sign for
10. Note the meeting action log
11. Appoint members to existing committees
12. Approve schedule for review of policies and procedures
13. Review of arrangements (including legal agreements) with other local authorities, not for profit bodies, and businesses
14. Review of representation on, or work with, external bodies and arrangements for reporting back
15. Review the council/staff subscriptions to other bodies
16. Review of inventory of land and other assets including building and office equipment (asset register)
17. Confirmation of arrangements for insurance cover in respect of all insurable risks
a. Approve a three yearly insurance valuation by Barrett Corp & Harrington (under FR5.12i – specialist survey)
18. Review of the council’s expenditure incurred under s137 of the Local Government Act 1972 and grants awarded
19. Review and approve documents/agreements:
a. Standing Orders (following new model version being issued)
b. Financial Regulations (following new model version being issued)
c. Lost Property Policy
Foster public participation and engagement objective
20. Consider and agree grant applications from
a. Saxilby Indoor Bowls Club
b. Saxilby Tennis Club
21. Events Update and agree actions
a. Agree to pay for refreshments/cakes for VE Day Event at Monthly Coffee Morning held at Village Hall
Council Objective: Maintain and improve community facilities and amenities objective
22. To agree to arrange a meeting with the Sports Hub to discuss matters arising from the hire of the bar and associated processes and report back to council for agreement on actions.
23. Feedback on compliance with license conditions (verbal update, month six of six)
24. Review the recreation ground project list and agree actions including:
a. To contact WLDC when leases are signed for the tennis and bowls club (project list item 51) to update business rates to respective organisations and meet with respective clubs to update them on the item
25. Agree whether to hire out Mill Lane pitches to external teams for the 2025/26 season
26. Closed session Council to resolve to go into closed session in accordance with the Public Bodies (Admissions to Meetings) Act 1960 for the following item(s) on the grounds that publicity would be prejudicial to the public interest by reason of the confidential nature of the business to be transacted.
27. Provide an update on a mediation quote and approve
Community Centre
28. Feedback solicitor guidance on an interim agreement
29. Feedback solicitor guidance on service charges
30. Ratify the Community Centre Heads of Agreement following the latest negotiation meeting
31. To consider and agree a process to consider complaints received, including agreeing an updated complaints procedure
Lydia Hopton, Parish Clerk, 01 May 2025
Please note this agenda has been updated on 01 May 2025 to include item 31. The required notice period of three clear days has been met (Local Government Act, 1972).