Meeting Notes
Notes of the Saxilby with Ingleby Annual Parish Meeting held at 7.00pm on Wednesday 29 May 2019 in the St Andrews Community Centre
Present: Councillors Cotton (Chairman), Hillman, Ives, R Spurr, V Spurr and I Willox.
Absent: Councillors Stafford and J Willox
In Attendance: Elaine Atkin Clerk to the Council
Lydia Smithson Assistant Clerk
There were 16 members of the public in attendance.
Meeting
01/19 TO RECEIVE AND ACCEPT APOLOGIES FOR ABSENCE
Apologies were received from Cllrs Stafford and J Willox. Apologies had also been received from the local Police team, Saxilby School, Saxilby Scouts & Guides, Saxilby Bowls Club, WI, U3A and Saxilby Strollers. These were all received.
02/19 TO RECEIVE DECLARATIONS OF INTEREST IN ACCORDANCE WITH THE LOCALISM ACT 2011
There were none.
03/19 TO NOTE THE MINUTES FROM THE 2018 ANNUAL PARISH MEETING
It was confirmed that minutes of this meeting had been on the Parish Council website since last year and hard copies were also available in the room. It was proposed by Keith Jubb and seconded by Dave Harrison to note these.
04/19 TO RECEIVE REPORTS OF PARISH COUNCIL ACTIVITIES FOR THE YEAR
“Your Council needs you….”
Cllr Cotton discussed the current situation with the Council – 7 nominees were elected in an uncontested election in May; Cllr James Willox was subsequently co-opted onto the Council, taking the total number of Councillors to 8, with 6 remaining vacancies to be filled.
Cllr Cotton also confirmed that 5 Councillors is the minimum requirement in order to be quorate, so this is a legal Council, which is able to make decisions.
The remaining vacancies can currently be filled by further co-option – information was available at the meeting (and is also on the website) regarding the process for applying.
Cllr Hillman explained that this year’s Parish Council update was focused on community engagement.
“Working together we’ve achieved……”
The Memorial Field play area was officially opened (update from the Assistant Clerk)
This was an identified project in the Neighbourhood Plan
£46,000 was raised via grants and various fund-raising activities
The finishing touches are just being completed for the play area – the see saw and Foss Flyer are currently being refurbished by VTF Ltd and will then be re-installed in the new play area; the fencing will then be completed, with some planting/paths to finish.
Commemoration of the Centenary of WWI
The knitted poppies and cascade of poppies at the memorial far surpassed expectations – 5,000 poppies were knitted in the end
A local artist painted the Tommys on the Village Hall doors and “there but not there” silhouettes were placed around the village
A Remembrance Trail was created
Peace Party was held
Scouts made poppies out of plastic bottles and decorated the gates of the Memorial Field
The display attracted radio interest and also made a very brief appearance on BBC Look North
Christmas lights & fireworks event
This was a very successful event again last year – lots of positive feedback
Approximately 2,000 people attended, including people coming from outside the village
5k & 2k fun run
This event is now in its 3rd year and is becoming more well known amongst ‘serious’ runners
We already have over 80 entrants for the 5k and 15 entrants for the 2k this year
Saxilby in Bloom competition
This is also in its 3rd year
Originally just for local businesses but last year the competition was opened up to residents as well
All entrants receive a certificate and there are prizes for the top 3 in each category
Last year’s business winner, Saxilby Fire Station, came up with very inventive solutions using boots, helmets, fire bucket and an old fire extinguisher as planters
Bridge Street regeneration project
Successful waterfront festival held last year
Following public consultation, “Saxilby Waterfront” has been chosen as the name for the conservation area, which is being regenerated as it was on Historic England’s “at risk register”
The Masterplan is currently waiting for a landscape architect to be appointed
This is a very large project and we want to do a good job, so it’s been broken down into manageable phases
Phase 1 is focussed on the roadside verge near the flood wall and we are working with the Environment Agency and Highways on this
We also plan to refurbish the Bridge Street Toilets, subject to successful grant application(s)
Second defibrillator
There is already a defibrillator installed at the St Andrews Community Centre, following community fund-raising a few years ago
We have been working in conjunction with Saxilby Mystery Group, West Lindsey District Council, Rapid Relief Team and Sunflower Nursery to get a second defibrillator for the north end of the village
“In order to celebrate our achievements…..”
You are invited to the Saxilby Waterfront Festival
Sunday 7th July in the afternoon
Over 300 people turned out to last year’s event and we hope to see more this year
Attractions include taster fishing sessions; Scouts; model boats, music; stalls
Food is being provided by local businesses
You are invited to help us update the Saxilby with Ingleby Neighbourhood Development Plan (NDP)
The plan was ‘made’ 2 years ago
As a live document, it is due for update this year
We need to consider inclusion of protection of heritage assets
First Working Group meeting is planned for the end of June
You are invited to the Party in the Park
Saturday 13th July, on the Memorial Field, from 4:00pm to 10:00pm
Live music
DJ
Food & drink
Cllr Cotton concluded the update by extending his thanks to all the hard-working Parish Council staff.
Cllr Cotton also noted the Clerk’s attainment of the Certificate in Local Council Administration (CiLCA), which is the standard professional qualification for Clerks, and noted that the Assistant Clerk was also well on the way to achieving this certification.
05/19 TO RECEIVE REPORTS FROM VARIOUS VILLAGE ORGANISATIONS
Cllr Hillman declared a personal interest as a member of the Saxilby Mystery Group.
Saxilby Mystery Group.
Ray Parnell gave an update, the key points of which were:
Started in 2017 - “a non-profit, non-affiliated group of local residents raising funds in support of improvements which will enhance the facilities and ‘look & feel’ of the village for the benefit of the community”.
First Midsummer Murders event raised funds toward the refurbishment of the Memorial
Halloween Ghost Walk drew the community together, with over 100 people taking part
Funding raised from these events plus donations from local businesses and individuals, helped with a new path to the memorial, new turf, planting and chain fencing
Along with funding from the Saxilby History Group, a new sign was purchased and installed, explaining the history of the War Memorial Playing Field
Plans for 2019 for the Memorial include completion of low maintenance planting, confirmation of responsibilities for its future maintenance, ongoing grass cutting, and completion of the pole and chain fencing to the side and rear
As already mentioned, a second defibrillator is planned for the north end of the village
Various location options were considered but Sunflower Nurseries have now agreed to host the defibrillator on the exterior wall of their building
Installation is planned for June and there will be training put on for a number of local/nearby residents
Other upcoming events include: Nativity (December); Burns Supper (Saturday 25th January 2020); Murder Mystery (Summer 2020)
Thank you for all the support
Saxilby School.
An update had been submitted, the key points of which were:
Another successful year for the school
School numbers are strong
Growing reputation is strengthening desirability of the school in the area
•Extra classroom being built to accommodate increased demand
Two classrooms being re-located into the new extension – due for completion in October
Children excel in all areas, including many sporting achievements
Saxilby Strollers
An update had been submitted, the ley points of which were:
Now in its 11th year and going strong
10 active walk leaders arrange a walk programme every 4 months
Walks are usually within 10 miles of Saxilby – 3 to 5 miles or monthly health walks
These are a social as well as a healthy activity
Walkers must register with Walking for Health and dress appropriately, including walking shoes
Costs involved to the group are small
See the Summer 2019 walking programme which is out now
Saxilby Scout & Guide Association
An update had been submitted, the ley point of which were:
All are welcome at the AGM on Monday 8th July – refreshments/BBQ available afterwards
24th Lincoln Scout Group is over 65 years old:
Tuesdays – Beavers Hawkeye (6-8 years)
Wednesdays – Cub Scouts (8-10+ years)
Thursdays – Beavers Ringtail (6-8 years) & Scouts (10-14 years)
Explorer Unit (14-18 years)
Scout Network sections (18-25 years)
Mondays – Brownies (7-10 years) & Guides (10-14 years)
Tuesdays – Rainbows (5-7 years)
Wednesdays – Brownies (7-10 years)
Sundays – Rangers (14-25 years)
Memorial Trustees
Elaine Meanwell gave an update, the key points of which were:
Annual meeting of the Trustees held on 31st October 2018
Discussion around the accounts submission to the Charity Commission and whether these should be separate to the Parish Council accounts or not
This question was posed to the Charity Commission – their response and its implications are to be discussed at a future meeting
Currently £9,545.84 in the bank account
Saxilby Football Club
Dave Harrison gave an update, the key points of which were:
Children’s teams had a very successful year
Gets harder every year for the youth and men’s teams
Thanks to the Grounds team for the pitches this season
Thanks to the Bar staff for the Dutch/Easter weekend
St Botolph’s Church
Rev Nicola Penn-Allison gave an update, the key points of which were:
St Botolph’s Church is a popular venue for concerts and is well-used
Ascension Day service held on the Memorial Field last year. The School was involved, and refreshments were provided afterwards.
New Waterway Chaplains were introduced last summer
30th May this year – Ascension Service will take place in the picnic area the other side of the canal
Remembrance Service
Pet service was held and will be held again this year
Start of term prayers (now every half term) held in school – anyone welcome
Church put on games at last year’s waterfront festival
Carol service held as part of the Christmas Lights event
80 attendees at the Victory Tea, held after the WWI Centenary event and Peace Party
Thanks from the Foss Focus team for the informative contributions from the Parish Council each month
Village Hall
Keith Jubb gave an update, the key points of which were:
Excellent year – last 5 years has seen a 30% increase in village and commercial lettings
There are plans to install automatic doors and install new fire doors (subject to successful grant applications) and to replace a number of the tables and chairs.
Turnover is £32,000
Lost a big commercial booking during the year but they are now back
Great team in place
Previous fly-tipping issue has hopefully been resolved and the car park has been tidied up
Saxilby History Group
Chris Hewis gave an update, the key points of which were:
Interpretation board provided for the Memorial Playing Field entrance (shared cost with Saxilby Mystery Group)
Involved with research for WWI commemoration events, especially identifying the fallen of the two world wars
2 village history books still selling steadily, perhaps only enough stock to last a couple of years
History Trail leaflet proving popular, even getting a recent recommendation on Trip Advisor
Canal & River Trust provided a replacement leaflet dispenser on the canal side
Website encourages a number of family history enquiries, including recent ones from USA and Kent
Facebook page has 444 likes worldwide
205 Twitter followers
Chris continues to give regular history talks around the county
Over 70 members, with a regular attendance of 50 at the monthly meetings
Healthy bank balance
Future plans for an Ingleby leaflet
SIGNS
Dilys Britt & Sheila Hughes gave an update, the key points of the which were:
Set up in October 2017 and became active in June 2018
Parish Council supported SIGNS from the start
Provides help for anyone who needs assistance
Runs social events for scheme users and volunteers – monthly coffee mornings
BBQ planned for the end of June – aim to encourage more volunteers
Need to raise funds for training, DBS checks, IT etc
Received grants from the Parish Council, West Lindsey District Council, Coop, plus donations from some of the people helped
Strawberry tea being held by Mr & Mrs Ford on 15th June
Currently 29 active users and 25 volunteers
Aim is to reduce social isolation
Looking to expand transport offering
To date, they have provided 98 lifts, completed 20 household tasks, and much more
Future plans to make the community more aware of its existence and offering, involve more younger people, and expand the transport offering
Saxilby Tennis Club
Sue Whitley gave an update, the key points of the which were:
Good year last year, especially coaching
Coaching not proving as popular this year, so they may look to change the day, to try and attract more people
Adult coaching has resulted in a number of new adult members
Desperately need to replace the nets
Public don’t realise there’s a tennis club here, so they are looking at possibly putting up a noticeboard near the courts
Acquired a couple of second-hand cups and these are going to be awarded to honour Tony Durrance and Alan Rowe
Would like to involve other local tennis clubs and put on a tournament
Ladies came 2nd in the first division league
06/19 TO RECEIVE PARISH COUNCIL FINANCIAL REPORTS FOR 2018-19, NOTING THAT THESE ARE CURRENTLY UNAUDITED
The Clerk gave the following brief update:
The year-end Income and Expenditure report was available in hard copy at the meeting
An overall profit of £7,031 was made
The internal auditor has provided their year-end report
The Annual Return (external audit) submission is due by 1st July
Period of the Public Rights for inspection of the accounting records is from Monday 1st July to Friday 9th August (inclusive). Please contact the Parish Office to arrange an appointment.
07/19 TO ELECT MEMBERSHIP OF VILLAGE HALL TRUSTEES AND TRUSTEES OF THE MEMORIAL FIELD
Cllr Cotton clarified that due to the number on the Council at the moment, Councillors are having to double-up on the committees they have to attend and so it may be difficult to commit to becoming trustees as well at this point – this may need to be revisited once there are more Councillors in place.
Memorial Field Committee. It was confirmed that 6 trustees were to be appointed at the Annual Parish meeting. Initially, there were 8 names put forward. This caused some confusion as the process for electing the 6 was not known. Following some discussion, one of the interested people stood down and it was believed that another of the people would be willing to stand down. Cllr R Spurr proposed that the remaining 6 be elected as trustees, these being Elaine Meanwell, Ray Scott, Sue Holgate, Trevor Brock, Alan Rowe and Michael Brown. 4 trustees from the Parish Council would potentially be appointed at the June Full Council meeting – subject to the proviso mentioned earlier by Cllr Cotton.
The Clerk undertook to check the deed, regarding election of trustees.
Village Hall Trustees. Keith Jubb clarified that 6 parishioners and 1 Parish Councillor could be elected onto the Village Hall trustees at this meeting. Cllr V Spurr was agreed as the Parish Council representative and Ray Parnell was agreed as a parishioner representative.
08/19 TO TAKE ANY PUBLIC QUESTIONS
There were a number of questions and comments from the floor:
A resident from Sturton Road complained about the situation caused by the Lovell development, which is impacting residents living off the track next to the Lovell site. Large vehicles are no longer able to access these properties because of the position of the new fence, and whilst Lovell have been good about it so far, this will cause the residents long-term problems. The issue has been raised with the Parish Council and with West Lindsey District Council, but nothing has been done.
Cllr Cotton clarified that both the Parish Council and West Lindsey objected to this planning application, but it went to appeal and was approved by the Planning Inspector. Cllr Cotton confirmed that the issue of access to properties off the track was raised directly with the Inspector during his site visit. Cllr Cotton undertook to clarify with West Lindsey what conditions the Planning Inspector has put on this development and agreed to meet the resident outside of this meeting, to discuss the situation further.
A resident made a number of comments regarding the burial ground. Whilst the Grounds team do a good job, strimming leaves a mess around the graves and the old rose garden looks a mess and needs tidying up. Also, the path to the burial ground is in a very bad state and the hedge wants cutting.
Rev Nicola Penn-Allison confirmed that the footpath was due to be fixed this week.
Cllr Cotton confirmed that the hedge along this footpath is the responsibility of West Lindsey District Council on one side, and the Church on the other side.
Councillors confirmed that the Grounds team would be asked to see what could be done to tidy up the old rose garden however it contains poor soil (clay) and cannot be dug up as there have been numerous ashes scattered in it over the years.
A resident commented that the compound at the Mill Lane workshop looks a mess. It was accepted that this was a working compound, but it looks untidy. Cllr R Spurr explained that the Grounds team installed the fencing themselves, following its donation by a local business. In the long-term, work is still planned to tidy it all up but the focus at the moment is on other tasks around the village.
A resident expressed their thanks to current and past Councillors and commented it was nice to see a more harmonious Council in recent years. He expressed disappointment at the poor turnout to this meeting again.
Cllr R Spurr agreed that it was upsetting to see a poor turnout but commented that plenty of people are willing to be vocal about the Parish Council on social media. It was stressed that if any parishioners have any comments or complaints in relation to the Parish Council, to please raise these to the Parish Office or to come along to a meeting and raise it direct to Councillors.
A resident raised a query on the accounts, specifically around the Entertainment Budget for the Bar.
The Clerk confirmed that this was not an appropriate forum to discuss the detailed accounts and that specific queries should be raised during the period for the public inspection of the accounts.
A resident commented on the old rose garden in the burial ground – Council agreed a number of years ago to put a membrane down, but this never happened.
resident complained that the skatepark has been talked about for years and has never happened.
The Assistant Clerk clarified that the next steps for the skate park were due to be discussed at June’s Full Council meeting. We have already consulted and agreed on the design and have agreed a contractor. It is planned to have a public consultation on the skate park location; a planning application will be submitted once the location has been agreed; then we have to apply for the remaining funding. Sport England is one of the possible funding sources – they have recently funded a similar facility elsewhere.
As we already have a major part of the funding for the wheeled park, it is logical to proceed with this project before looking at the Westcroft green replacement play area. Another reason why it’s best to deliver the skatepark first is that we received a number of grants toward the Memorial Field play area, and so we cannot apply to the same funding streams for the Westcroft play area yet.
A resident asked what has happened to the bin which used to be near Bridge Street and also commented that the bin outside One Stop looked a mess as it was overflowing.
It was clarified that the situation with bins on Bridge Street was being looked at as part of the Bridge Street project. The Council would clarify the position regarding the One Stop bin.
Cllr Cotton thanked everybody for attending and closed the meeting at 8:45 pm.