Minutes
Saxilby with Ingleby Parish Council
Full Council Meeting Minutes
7.00pm Wednesday 3 April 2024
Function Room, St Andrews Community Centre, Saxilby, LN1 2LP.
Members Present:
Cllrs Ashton Derry, Hewes, Hillman (chair), Hughes, Waller, J Willox and, I Willox.
Members Absent:
Cllrs Barratt, Crump, Hadjoudj, Roberts, and Spurr.
In Attendance:
Lydia Hopton, Clerk
There were eight members of the public in attendance.
Meeting
FC24/063 1. Receive apologies and accept valid reasons for absence, these having been submitted to the clerk prior to the meeting.
Apologies were received from Cllrs Barratt, Hadjoudj, Roberts, and Spurr.
Having been proposed (Cllr Waller) and seconded (Cllr Hewes), it was RESOLVED that:
The reasons for absence were accepted for Cllrs Barratt, Hadjoudj, Roberts, and Spurr.
Cllr Brockway (WLDC and LCC councillor) and Cllr Lee (WLDC councillor) also gave their apologies.
FC24/064 2. To consider granting dispensation requests, these having been submitted in writing to the proper officer before, or at the start of, the meeting
None submitted.
FC24/065 3. Receive declarations of interest in accordance with the Localism Act 2011
The following councillors made declarations of interest:
|
Councillor |
Interest |
Agenda Item |
Minute Ref |
|
Ashton Derry |
Non-Pecuniary |
20 |
FC24/082 |
|
Hewes |
Non-Pecuniary |
9 |
FC24/071 |
FC24/066 4. 15 Minute Public Participation Session
To note a question, representation, or statement from member(s) of the public
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.
A member of the public spoke to agenda item 10 to clarify the bowls club want to hire the toilets only, within the changing room, for six months.
A member of the public spoke to agenda item 9 regarding the community centre and said they wanted the facilities back to how they were, wanted the community to work together, and felt the MUGA project had come to a standstill.
A member of the public had a statement to read out but acknowledged it wasn’t in relation to an agenda item and queried the process for the statement to be considered. The clerk invited the resident to email them, and it could be added to the next agenda.
FC24/067 5. Receive a district and county councillor update (verbal)
Cllrs not present.
FC24/068 6. Note the action log
Noted.
FC24/069 7. To approve co-option application(s)
Having been proposed (Cllr Ashton Derry) and seconded (Cllr Hughes), it was RESOLVED to:
Co-opt Carla Saunders onto the council.
FC24/070 8. Approve proposed committee name changes
Having been proposed (Cllr Waller) and seconded (Cllr J Willox), it was RESOLVED to:
Rename the planning committee the planning and development committee and rename the finance committee the finance and risk committee.
Finance and Risk
FC24/071 9. Review the recreation ground project list and agree actions including:
a. Overarching areas to be included within the ‘outdoor lease’ (project item 59c)
Deferred; a project meeting has been scheduled for next week to discuss in more detail.
An update was sought on project item 46 and when the clothing bin would be installed at the New Burial Ground.
Clarification was sought on project item 60a and who would register the lease with the Charity Commission. It was advised it would be the council in its capacity as custodian trustee.
The time spent by officers currently on recreation ground matters was raised as a concern.
b. Elect two councillor trustees for the Recreation Ground Charity
Having been proposed (Cllr Hughes) and seconded (Cllr J Willox), it was RESOLVED to:
Elect Cllr Hughes as a councillor trustee for the recreation ground charity.
FC24/072 10. To consider a request for a six-month changing room hire from the bowls club
Having been proposed (Cllr Hillman) and seconded (Cllr Waller), it was RESOLVED to:
Notes the report and confirm the charge is for a sporting season and remains at £180.
There were two abstentions.
FC24/073 11. To ratify a Waterfront Project recommendation via planning committee to apply for funding from the Skipton Building Society and King Charles III fund (P24/011)
Having been proposed (Cllr Waller) and seconded (Cllr I Willox), it was RESOLVED:
That expression of interest for funding should be brought before council for approval including the Skipton Building Society and King Charles III fund (P24/011).
There was one abstention.
FC24/074 12. CCTV policy
Having been proposed (Cllr I Willox) and seconded (Cllr Ashton Derry), it was RESOLVED:
To approve the CCTV policy.
FC24/075 13. Complaints policy
Having been proposed (Cllr Waller) and seconded (Cllr I Willox), it was RESOLVED:
To approve the complaints policy with the following amendments to be made:
Update paragraph 5.7-8 to add ‘within 28 days’.
Update paragraph 5.8 deleting ‘by the panel’.
Update paragraph 5.10 to ‘The aim in dealing with all complaints is to reach a resolution or remedy that satisfies the complainant, whether it is the remedy they were originally seeking or not. Where a complaint is found to be at all justified, consideration may need to be given to the question of an appropriate remedy. An explanation or an apology will always be needed.’
FC24/076 14. Records management policy
Having been proposed (Cllr Ashton Derry) and seconded (Cllr Hillman), it was RESOLVED:
To approve the records management policy with the following amendments to be made:
Update minimum retention period of bank statements to ‘6 years’
Update ‘duration of membership’ to ‘duration of term of office’
FC24/077 15. Approve meeting notes as minutes and the chair to sign
Having been proposed (Cllr J Willox) and seconded (Cllr Waller), it was RESOLVED:
To approve the 06 March 2024 Full Council notes as minutes.
FC24/078 16. Approve meeting notes as minutes and the chair to sign
Having been proposed (Cllr I Willox) and seconded (Cllr Hughes), it was RESOLVED:
To approve the 13 March 2024 Extra-Ordinary Full Council notes as minutes.
The members of the public left.
Closed session
FC024/079 17. 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 Ashton Derry) and seconded (Cllr I Willox), it was RESOLVED to enter into closed session.
FC024/080 18. Agree a quote for a condition survey and schedule of condition for the St Andrews Community Centre, Saxilby
Having been proposed (Cllr Hillman) and seconded (Cllr Ashton Derry), it was RESOLVED:
To commission Lincolnshire Surveyors to undertake a condition survey and schedule of condition of the St Andrews Community Centre.
There was one abstention - Cllr Hewes.
FC024/081 19. Review the annual health and safety report and agree any actions required following a recommendation from the finance committee
Having been proposed (Cllr Ashton Derry) and seconded (Cllr Hughes), it was RESOLVED:
That council reviewed the report and agreed the actions stated in the report.
FC024/082 20. Agree a quote for a new mower including part-exchange of old mower
Having been proposed (Cllr Hewes) and seconded (Cllr J Willox), it was RESOLVED:
To note the report and agree the report recommendation to purchase a Husqvarna mower, deck, and flail through Chandlers on a 36 month Hire Purchase contract and part-exchange the old mower.
FC024/083 21. Note the annual HR compliance report and agree actions
Having been proposed (Cllr I Willox) and seconded (Cllr Waller), it was RESOLVED:
To note the report and agree the actions in the report. Three items were raised for officers to query with the HR provider:
To correct the value on the certificate to the current compliance level,
To update the ‘do you have responsibility for this building’ compliance section,
To update the vehicles section which is currently showing as N/A.
The importance of appraiser and appraisee training was also noted.
FC024/084 22. Approve staff increments
20.35pm the clerk left the meeting
Deferred.
20.40pm the clerk returned to the meeting
FC024/085 23. Ratify recommendations from personnel committee regarding a staffing matter
Deferred.
The meeting closed at 20.40pm
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.