Full Council Meeting Minutes
Wednesday 6 April 2022 at 7.00pm at St Andrews Community Centre, Saxilby.
Cllrs Cotton (Chairman), Harper, Hillman, Saunders, I Willox and J Willox.
Cllrs Ashton Derry, Crump, Mann and Spurr
Elaine Atkin, Parish Clerk
There were no members of public in attendance.
The following comments were made:
• There is a constant stream of lorries to and from the sewage works on West Bank – more than normal. This is noisy for residents, hinders traffic also travelling along this road, and causes damage to the verges. Anglian Water have reportedly said this is due to an issue with a contaminant which means the waste cannot be treated at this site and is being transported to Washingborough for processing. Council will follow this up with Anglian Water in a few weeks’ time and ask for an update.
• A resident had asked a councillor what the potential was for turning the bar area into a coffee shop.
Full Council Meeting
085/22 To receive apologies and accept valid reasons for absence, these having been submitted to the Clerk prior to the meeting
Apologies had been received from Cllrs Ashton Derry, Crump, Mann and Spurr and these were accepted.
086/22 To receive declarations of interest in accordance with the Localism Act 2011
There were no Councillor declarations of interest.
The Clerk declared a pecuniary interest in agenda item 31 (minute 115/22).
087/22 To approve the notes of the Full Council meeting held on 2 March 2022, and the Chairman to sign them as the agreed minutes
These were proposed by Cllr I Willox and resolved.
088/22 To consider co-option application(s)
No applications had been received.
089/22 To note the meeting Action Log
Action 305/21 was noted as now complete.
The action log was noted.
090/22 To approve expenditure above specified limits, as per Financial Regulations
The expenditure approval was proposed by Cllr Harper and resolved.
091/22 To agree to adopt the new Local Government Association (LGA) Code of Conduct (now also adopted by WLDC), and for all councillors to sign for receipt of and observance to it
Cllr I Willox proposed, and this was resolved. The Clerk to ensure all councillors sign the required paperwork.
092/22 To ratify committee membership changes
Cllr Cotton proposed, and it was resolved for Cllr Saunders to join the Planning Committee and Emergency Planning Committee.
093/22 To confirm meeting dates for the forthcoming council administrative year commencing in May
Cllr J Willox proposed, and this was resolved, with the addition of the Annual Parish meeting date.
094/22 To agree priority projects and action plan for 2022-23
Cllr Cotton proposed, and it was resolved to agree the proposed priority projects for 2022-23, namely:
• Saxilby Waterfront project – deliver Waterfront Festival
• Saxilby Waterfront project – secure funding for the Bridge Street toilets and boater facilities refurbishment
• Community Speed Watch Scheme – initiate scheme and set up new Community Speed Watch group to run it
• Local Council Award Scheme – meet the Quality Award requirements
• New bus shelter – replace High Street (outside Co-op) bus shelter
• MUGA project – progress to build stage
• Sustainability – lobby for cycle track connection (Saxilby to Lincoln via Sellars Walk)
• NDP review
095/22 To receive an update on progress against actions identified in the annual Health and Safety compliance audit
The update was noted.
096/22 To receive the Fire Risk Assessment report and actions required
The report was noted. Cllr Harper proposed, and it was resolved to progress the items we are able to do in-house and seek quotes from appropriate contractors for the remainder of the actions.
097/22 To approve £150 expenditure from the planting budget for the Bridge Place Corner hedge
Cllr Hillman proposed, and this was resolved.
098/22 To consider a resident’s request for litter bins at Mill Lane sports ground
Cllr Cotton proposed, and it was resolved to contact WLDC to see if we are able to obtain the relevant bin(s).
099/22 To ratify a decision from February Planning Committee to set aside the second tranche of CiL income and the remaining developer grant (from the Church Road bus shelter), towards a replacement bus shelter on Church Road (Co-op side), pending further funding
Cllr Hillman proposed, and this was resolved.
100/22 To agree to write off stock, in preparation for the year-end processing
Cllr Cotton proposed, and this was resolved, subject to further checks with WLDC licencing.
To review and approve the following documents:
101/22 Volunteer Policy
102/22 Loneworker Policy
103/22 Pay Policy
Cllr Harper proposed, and this was resolved.
104/22 Emergency Plan
Cllr I Willox proposed, and this was resolved, with minor tweaks as agreed by the Emergency Planning Committee.
To note updates on:
105/22 Meetings held in March
106/22 Correspondence received in March
107/22 Latest crime reports
108/22 Saxilby and District MUGA and agree actions
Noted. It was resolved for Cllr J Willox to register to attend and speak at the WLDC Planning Committee meeting.
109/22 Bridge Street Working Group and agree actions
The update was noted. Cllr Hillman proposed, and it was resolved to purchase the decorations and bunting out of the festival budget.
Cllr Cotton proposed, and it was resolved, for Cllr Hillman to purchase these on her Parish Council debit card, as she is now an authorised bank signatory.
110/22 Communications lead
112/22 CLOSED SESSION – Council to resolve to go into closed session in accordance with the Public Bodies (Admissions to Meetings) Act 1960 for the following items on the grounds that publicity would be prejudicial to the public interest by reason of the confidential nature of the business to be transacted.
It was proposed by Cllr Harper and resolved to go into closed session.
113/22 Grounds Operative appointment, as per Personnel Committee
This was proposed by Cllr J Willox and resolved.
114/22 Backdated NJC pay award, as per Personnel Committee
This was proposed by Cllr Cotton and resolved.
The Clerk left the room (9:00pm) and Cllr Hillman took the minutes for the next item.
115/22 Recommendations from the job evaluation, as per Personnel Committee and annual contractual increments
The following recommendations were considered:
1.1 was proposed by Cllr Cotton and resolved.
1.2 - Cllr Cotton proposed, and it was resolved to write to the member of staff.
2.1 was proposed by Cllr Hillman and resolved.
2.2 was proposed by Cllr J Willox and resolved.
2.3 was proposed by Cllr Cotton and resolved.
2.4 was proposed by Cllr Cotton and resolved.
2.5 was proposed by Cllr Cotton and resolved.
3.1 was proposed by Cllr Cotton and resolved.
3.2 - Cllr Cotton proposed, and it was resolved to write to the member of staff.
4.1 was proposed by Cllr Cotton and resolved.
4.2 - Cllr Cotton proposed and it was resolved to seek further advice from our HR advisor.
4.3 - Cllr Cotton proposed and it was resolved to put measure in place to manage this.
5.1 – Cllr Hillman proposed, and it was resolved to clarify hours required and budget position.
5.2 – Cllr Cotton proposed, and it was resolved to consult with staff affected and take HR advice as required.
6.1 – Cllr Harper proposed, and this was resolved.
6.2 – Cllr Cotton proposed, and it was resolved to write to the staff member.
6.3 – Cllr Cotton proposed, and it was resolved to monitor and manage the situation.
The Clerk returned to the room (9:46pm).
116/22 Recommendations on training agreements, as per Personnel Committee
Cllr Cotton proposed, and it was resolved to introduce training agreements, with the details to be delegated to officers in conjunction with Personnel Committee.
117/22 To agree actions regarding the recent staff resignation
Cllr Cotton proposed, and it was resolved to advertise the role via additional channels and also consider whether a locum is required in the interim.
118/22 To note the outcome of the HR compliance audit and actions required
The meeting closed at 10:08pm.
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.