Minutes
Saxilby with Ingleby Parish Council
Full Council Meeting Minutes
19:00pm Wednesday 07 May 2025
Function Room, St Andrews Community Centre, Saxilby, LN1 2LP.
Members Present:
Cllr Barratt, Bowden, Bridge, Hughes, I Willox, Saunders (chaired the meeting, as vice-chair), Shepherd, and Waller
Members Absent:
Cllrs Ashton Derry (arrived 19:53) and Crump
In Attendance:
• Lydia Hopton, Clerk
• 23 members of the public
• Cllr Lee (WLDC)
Meeting
FC25/094 01. Election of the chair of the council and sign acceptance
Having been proposed (Cllr Waller) and seconded (Cllr Bowden) it was RESOLVED to:
Elect Cllr Saunders as chair of the council and for the chair to sign an acceptance of office.
FC25/095 02. Election of the vice-chair of the council
Having been proposed (Cllr Shepherd) and seconded (Cllr Bowden) it was RESOLVED to:
Elect Cllr Waller as vice-chair of the council.
Council Administration
FC25/096 03. Confirm apologies for absence will be noted at meetings
Having been proposed (Cllr Bridge) and seconded (Cllr Waller) it was RESOLVED to:
Note the report and with immediate effect, apologies for absence submitted by councillors to be formally noted in the minutes and not approved, unless:
a. The Council is required to resolve on an extended period of non-attendance under Section 85 of the Local Government Act 1972 or
b. A councillor submits a written request together with the reason for absence before the agenda is issued and a meeting takes place.
c. That the above resolution is added to the council’s Standing Orders
FC25/097 04. To note apologies for absence, having been submitted to the clerk
Apologies were received from Cllr Crump.
Foster public participation and engagement objective
FC25/098 05. 15 Minute Public Participation Session with respect to 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
Members of the public spoke about:
• Mill Lane football pitch agenda item and a pitch maintenance plan being required.
• Why in the public participation session only items on the agenda can be raised in the public participation session.
• Collaboration, transparency, active representation, engagement, and mutual respect with sports groups.
• Saxilby Sports Hub, recreation, a youth club, Mill Lane football pitch planning conditions and for local teams.
• Saxilby Public Recreation Ground and Sports Hub. Mill Lane pitch and using the pitch for the village.
• Mill Lane football pitch and it acting as an overflow from Saxilby Public Recreation Ground and asked a question regarding the green spaces in the draft NDP.
FC25/099 06. Receive a district and county councillor verbal update
Cllr Lee spoke noting not much had gone on at district and county level due to elections.
Elections have shown people want change. He noted there was a willingness from the community to work together and more gets done in terms of community in sport. That the parish council do some things very well, but receives quite a lot of flack, but they invite some of the flack for the way things are done. Whatever has gone can be changed and tonight is an opportunity for a clean break a clean slate to work together because everyone here has the best interests at heart, or I hope they have, and this is bigger than us and it’s for the generations coming behind. People express concerns for genuine reasons and I hope this is our time for change in Saxilby.
Three members of the public left the meeting.
FC25/100 07. Note resignation of Cllr Hadjoudj and vacation of office by failure to attend meetings of Cllr Spurr
Noted.
Council Administration
FC25/101 08. 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
Cllr J.Willox declared an Other Registerable Interest in agenda item 18. (Ref FC25/109)
Cllr Saunders declared an interest in agenda item 31(Ref FC25/122)
Cllr Bowden declared an interest in agenda item 31(Ref FC25/122)
Cllr Shepherd declared an interest in agenda item 31(Ref FC25/122)
FC25/102 09. Approve 02 April 2025 Full Council meeting notes as minutes and the chair to sign for
Having been proposed (Cllr Waller) and seconded (Cllr Bowden) it was RESOLVED to:
Approve the 02 April 2025 Full Council meeting notes as minutes.
FC25/103 10. Note the meeting action log
Noted.
19.33. One member of the public left.
FC25/104 11. Appoint members to existing committees
SAXILBY WITH INGLEBY PARISH COUNCIL 2025/26 COMMITTEE MEMBERSHIP
| Planning and Development | Finance and Risk | Personnel | Emergency Planning | |
| Cllr Ashton-Derry | ||||
| Cllr Barratt | Yes | Yes | ||
| Cllr Bowden | Yes | Yes | Yes | |
| Cllr Bridge | Yes | Yes | Yes | |
| Cllr Crump | Yes | |||
| Cllr Hughes | Yes | Yes | Yes | |
| Cllr Saunders | Yes | Yes | Yes | Yes |
| Cllr Shepherd | Yes | Yes | Yes | Yes |
| Cllr I Willox | Yes | Yes | ||
| Cllr J Willox | Yes | Yes | Yes | |
| Cllr Waller | Yes | Yes | Yes |
a. Having been proposed (Cllr Bowden) and seconded (Cllr Shepherd) it was RESOLVED, with one abstention that the above members be appointed to the Planning and Development Committee.
b. Having been proposed (Cllr Barratt) and seconded (Cllr Waller) it was RESOLVED that the above members be appointed to the Finance and Risk Committee.
c. Having been proposed (Cllr Bridge) and seconded (Cllr Shepherd) it was RESOLVED that the above members be appointed to the Personnel Committee.
d. Having been proposed (Cllr J.Willox) and seconded (Cllr Hughes) it was RESOLVED that the above members be appointed to the Emergency Planning Committee.
FC25/105 12. Approve schedule for review of policies and procedures
Having been proposed (Cllr J.Willox) and seconded (Cllr Shepherd) it was RESOLVED:
To approve the schedule for the review of council policies and procedures.
19:43 Two members of the public left.
FC25/106 13. Review of arrangements (including legal agreements) with other local authorities, not for profit bodies, and businesses
Council reviewed arrangements (including legal agreements) with other local authorities, not for profit bodies, and businesses and noted the document.
FC25/107 14. Review of representation on, or work with, external bodies and arrangements for reporting back
Council reviewed representation on, or work with, external bodies and arrangements for reporting back and noted the document.
FC25/108 15. Review the council/staff subscriptions to other bodies
Council reviewed council/staff subscriptions to other bodies and noted the document.
FC25/109 16. Review of inventory of land and other assets including building and office equipment (asset register)
The current position was noted.
FC25/110 17. Confirmation of arrangements for insurance cover in respect of all insurable risks and a. Approve a three yearly insurance valuation by Barrett Corp & Harrington (under FR5.12i – specialist survey)
19:48 One member of public arrived.
19:49 Two members of public left
Having been proposed (Cllr J.Willox) and seconded (Cllr Hughes) it was RESOLVED:
To confirm the arrangements for insurance cover in respect of all insurable risks and approve a three yearly insurance valuation by Barrett Corp & Harrington.
FC25/111 18. Review of the council’s expenditure incurred under s137 of the Local Government Act 1972 and grants awarded
19:49 Cllr J Willox left the room.
Full Council noted the grant expenditure for the 2024/25 financial year:
1) LGA 1972 s137 grant to SIGNS for insurance - £201.60
2) Local Government (Miscellaneous Provisions) Act 1976, s19 of the for two grants awarded to sports clubs:
a. Saxilby Athletic Football Club, Sports Equipment, £500
b. Saxilby Cricket Club, Cricket Nets, £500.
FC25/112 19. Review and approve documents/agreements:
a. Standing Orders (following new model version being issued)
Deferred.
19:52 Cllr J.Willox came back in.
b. Financial Regulations (following new model version being issued)
19:53 Cllr Ashton Derry arrived.
Having been proposed (Cllr Saunders) and seconded (Cllr Waller) it was RESOLVED, with one abstention to:
Approve the Financial Regulations (following a new model version being issued), with one amendment 7.6 and 7.10 – ‘all’ instead of ‘two’ finance committee members to go on approval max.
c. Lost Property Policy
Having been proposed (Cllr Shepherd) and seconded (Cllr Bridge) it was RESOLVED to:
Approve the lost property policy.
Foster public participation and engagement objective
FC25/113 20. Consider and agree grant applications from
a. Saxilby Indoor Bowls Club
Having been proposed (Cllr Bowden) and seconded (Cllr Shepherd) it was RESOLVED to:
Approve an indoor bowls grant of up to £355 for annual insurance.
b. Saxilby Tennis Club
Having been proposed (Cllr Shepherd) and seconded (Cllr J.Willox) it was RESOLVED to:
Approve a Saxilby Tennis Club grant of £500 for equipment for junior tennis coaching.
FC25/114 21. Events update and agree actions
Events calendar noted.
a. Agree to pay for refreshments/cakes for VE Day Event at Monthly Coffee Morning held at Village Hall
Having been proposed (Cllr Bowden) and seconded (Cllr Hughes) it was RESOLVED to:
Approve a payment of up to £55 for refreshments/cakes for a VE Day Event at the Monthly Coffee Morning held at the Village Hall.
Council Objective: Maintain and improve community facilities and amenities objective
FC25/115 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.
Having been proposed (Cllr Shepherd) and seconded (Cllr Barratt) it was RESOLVED to:
a. Arrange a meeting as soon as practicable 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.
b. It was agreed for Cllrs Bowden, Bridge, Hughes, Saunders, Shepherd, and Waller to attend.
FC25/116 23. Feedback on compliance with license conditions (verbal update, month six of six)
No verbal update was given due to the agreement to move the DPS to a Sports Hub Committee Member.
FC25/117 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
Having been proposed (Cllr J Willox) and seconded (Cllr Bridge) it was RESOLVED to:
1. Support scheduled meetings with both clubs to discuss the impact of business rates, ensure transparency, and agree two councillors to attend
2. Feedback to full council from meetings with sports clubs
3. Offer the clubs support through a referral to the VCS (Groups Development and Capacity Building) Officer.
4. Contact VOA to request the re-valuation of St Andrews Community Centre, William Street, Saxilby, Lincoln, LN1 2LP to remove the ‘bowling green’, and ‘hard surface fenced land’ fromthe valuation.
5. Clerk to supply VOA with requested information to support the process.
FC25/118 25. Agree whether to hire out Mill Lane pitches to external teams for the 2025/26 season
Having been proposed (Cllr Waller) and seconded (Cllr Bowden) it was RESOLVED to:
Limit pitch based access to parish based teams to Mill Lane.
FC25/119 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.
Having been proposed (Cllr Waller) and seconded (Cllr Bowden) it was RESOLVED to:
Enter closed session.
All members of the public and Cllr Lee left.
FC25/120 27. Provide an update on a mediation quote and approve:
Having been proposed (Cllr Shepherd) and seconded (Cllr Bridge) it was RESOLVED to:
a. Approve the updated mediation quote, subject to both parties still wanting to proceed with mediation
Having been proposed (Cllr Hughes) and seconded (Cllr Barratt) it was RESOLVED:
b. For finance and development committee to agree the budget code allocation
Community Centre
FC25/121 28. Feedback solicitor guidance on an interim agreement and
FC25/122 29. Feedback solicitor guidance on service charges
Having been proposed (Cllr Waller) and seconded (Cllr Shepherd) it was RESOLVED to:
1. Note the advice from the solicitor.
2. Clerk to update the project list and Saxilby Public Recreation Ground Charity to capture the need for a service charge arrangement clause and to agree content for the lease.
3. Council note solicitors reply regarding floodlights and clerk to update heads of agreement document, so the matter can be discussed further.
4. Clerk to update project item 64 to close item and note advice to focus on the draft lease.
FC25/123 30. Ratify the Community Centre Heads of Agreement following the latest negotiation meeting
Having been proposed (Cllr Bridge) and seconded (Cllr Saunders) it was RESOLVED to:
Ratify the Community Centre Heads of Agreement following the latest negotiation meeting.
FC25/124 31. To consider and agree a process to consider complaints received, including agreeing an updated complaints procedure
20:43pm
Cllr Waller declared an interest and then withdrew the declaration.
Cllr Bowden declared an interest and left the room.
Cllr Saunders declared an interest and left the room.
Cllr Shepherd declared an interest and left the room.
Having been proposed (Cllr Barratt) and seconded (Cllr Hughes) it was RESOLVED:
For the complaints to be investigated from an external HR provider and report back to personnel committee.
The meeting closed at 21:00.
Please be advised that these are notes of the meeting taken by the assistant/clerk and cannot in any way be regarded as the official minutes of council proceedings until they are approved and signed at the next meeting.