Minutes
Saxilby with Ingleby Parish Council
Minutes of the Full Council Meeting
Held on Wednesday 08 April 2026 at 19:00
Function Room (Upstairs), St Andrews Community Centre, William St, Saxilby, Lincs, LN1 2LP
Meeting
Cllrs Present:
Cllrs E.Bowden, S.Bowden, Bridge, Crump, Saunders (chair), Shepherd, Truscott, Waller, Wheatley, I.Willox, and J.Willox (arrived 19:02).
Cllrs Absent:
Cllr Barratt.
In attendance:
Lydia Hopton, Parish Clerk
Members of the public: Four.
Cllr J Brockway (WLDC & LCC) and Cllr Lee (WLDC)
FULL COUNCIL MINUTES
FC26/070 1. Apologies for Absence
No apologies for absence were received. Cllr Barratt was absent.
FC26/071 2. Public Participation Session
Members of the public spoke in relation to items on the agenda.
• A Saxilby Public Recreation Ground Trustee noted the Custodian Trustee paper looked fine and the trustees would work with the clerk to deliver the recommendations (agenda item 12).
They noted, if the old goals were donated to Saxilby Public Recreation Ground they are planned to be made into posts to stop parking on grassed areas around the car park (agenda item 14).
19:02 A member of public arrived.
19:02 Cllr J.Willox arrived.
• A member of Saxilby Bowls Club provided an update on their registration taking place following the Valuation Office Agency splitting their business rates from the council, now they lease the area. The paperwork is expected in Mid-May from WLDC. The bowls club may be eligible for rates relief including back dating for 2025/26. If they do not get rates relief, it would stress the bowls club accounts for 2025/26 (agenda item 11).
Council Administration
FC26/072 3. Declarations of Interest
a. Declarations of interest were received as follows:
• Cllr Saunders declared an Other Registerable Interest in agenda item 09.
• Cllr Saunders declared an Other Registerable Interest in agenda items 10,12, and 14. An existing dispensation is in place.
• Cllr Waller declared an Other Registerable Interest in agenda item 12. An existing dispensation is in place.
b. Dispensation requests:
None received.
FC26/073 4. District and County Councillor Updates
Verbal updates were received from:
• Cllr Brockway (WLDC and LCC)
An update was provided regarding the abandoned sinking boat on Bridge Street - CRT are negotiating with owners to get it removed. Cllr Brockway called CRT again yesterday as the abandoned boat on the Foss Dyke alongside the A57 and business parks was in the middle.
WLDC has moved onto next stage of bidding for the land at RAF Scampton. They have to show best value for money not necessarily the highest bid to be successful.
The tankers on High St. currently are due to the 9” main on Westbank having burst and 7” main is off, so all sewerage is being tankered out of the community at the moment.
WLDC has had a peer review this year and it has come back and much improved from the previous year.
Local Government Review – Last year it was indicated local authorities being reviewed would be around 500,000 or more residents. Now unitary councils are being set-up and they’re smaller than expected.
Lincolnshire County Council has been in charge of its own transport funding and strategy, but these are set to pass to the mayor’s office from 01 April as part of a devolution agreement with five per cent of the council’s Local Transport Grant for the next financial year now going to the mayor. The mayor wants more frequent buses, and better rail connections.
• Cllr Lee (WLDC) provided an update on upcoming changes from the Renters Right Act from 01 May. WLDC have organised an information session on Tue 28 April 12-2pm.
The new food bins have been introduced and the first collection is on Friday.
FC26/074 5. Chair’s Update
The chair provided a verbal update on council matters.
The chair noted that the Waterfront Working Group had now dissolved. The chair formally acknowledged all the work that past and current members have done over previous years. The chair welcomed the new independent community group and wished them all the best of luck for the future and noted a comms post will be going out shortly.
The Village hall fundraiser raised £433. The chair thanked the Sports Hub, village hall volunteers, councillor volunteers and the cakes donations. The next community fundraiser will be in May to support the wildlife charity in Saxilby.
FC26/075 6. Approve Full Council meeting notes as minutes and the chair to sign for 04 March 2026
Having been proposed (Cllr Waller), seconded (Cllr Truscott) it was RESOLVED:
That the minutes of the Full Council meeting held on 04 March 2026 be approved as a true record and be signed by the Chair.
FC26/076 7. Approve Extra-Ordinary Full Council as minutes and the chair to sign for 18 March 2026
Having been proposed (Cllr E.Bowden) and seconded (Cllr Bridge) it was RESOLVED:
That the minutes of the Extra-Ordinary Full Council meeting held on 18 March 2026 be approved as a true record and be signed by the Chair.
FC26/077 8. Note the Meeting Action Log
The action log was noted.
FC26/078 9. To agree for Cllr Saunders to be a Councillor Trustee of the Village Hall
19:20 Cllr Saunders left the room
Having been proposed (Cllr Truscott) and seconded (Cllr Crump) it was RESOLVED:
To appoint Cllr Saunders as a Councillor Trustee for the Village Hall.
Council Objective: Maintain and Improve Community Facilities and Amenities
FC26/079 10. Receive and note the recreation ground project list
The project list was received and noted.
FC26/080 11. Agree Saxilby Bowls Club and Saxilby Tennis Club will not be liable for 2025/26 business rates which have been paid by the council following the Valuation Office Agency backdating their rates splitting decision
Having been proposed (Cllr Waller) and seconded (Cllr Crump) it was RESOLVED to:
1. Encourage the clubs to submit business rates relief applications to WLDC and await the outcome.
2. If full relief is not granted, the Council will cover the 2025/26 business rates for both clubs up to 100% of the amount, as a one-off transition support contribution.
3. Record expenditure in line with the Council’s commitment to supporting community recreation.
FC26/081 12. Consider and agree whether to request Saxilby Public Recreation Ground Charity remove the council as Custodian Trustee (CT) (project item 64) Proposed:
Having been proposed (Cllr E.Bowden) and seconded (Cllr Shepherd) it was RESOLVED:
The council remain as CT providing mitigations are implemented, noting the option remains to resign and seek to appoint an Official Custodian for Charities if governance or conflict risks increase in the future.
Mitigations:
• Separate decision-making for any lease, sale, or contract between council and charity including trustees/cllrs declaring interests
• Transparent reporting and documentation of all decisions in the charity’s interest by the council and CT decisions
• Review the council’s role as CT, with the option to transfer to the Official Custodian if future risks increase.
Cllr J.Brockway left 19:32.
Finance
FC26/082 13. Receive internal auditor report (in-line with FR3.8) and checklist
The internal auditor report and checklist were received in accordance with Financial Regulation 3.8.
It was noted there had been a cllr elected in the financial year referred to and a figure should read 2025 and not 2026.
FC26/083 14. To donate the old football goals to Saxilby Public Recreation Ground Charity.
Having been proposed (Cllr Saunders) and seconded (Cllr E.Bowden) it was RESOLVED:
To donate the old football goals to Saxilby Public Recreation Ground Charity.
Policy and Governance
FC26/084 15. Approve the Grass Cutting Agreement with Lincolnshire County Council
Having been proposed (Cllr Saunders) and seconded (Cllr Bridge) it was RESOLVED:
To approve the grass cutting agreement with Lincolnshire County Council.
It was requested to add an item on planning and development regarding less frequent on highways verge grass cutting next year to encourage more flowers and biodiversity.
FC26/085 16. Approve the Grant Awarding Policy and Form
Having been proposed (Cllr Wheatley) and seconded (Cllr Truscott) it was RESOLVED:
To approve the grant awarding policy and form.
FC26/086 17. Approve the Health and Safety Policy
Having been proposed (Cllr Crump) and seconded (Cllr Waller) it was RESOLVED:
To approve the Health and Safety Policy including Statement of Intent.
FC26/087 18. Approve the Risk Register
Having been proposed (Cllr Truscott) and seconded (Cllr Waller) it was RESOLVED:
To approve the Risk Register, with one vote against.
A separate meeting was requested in April to discuss the register in more detail and review again in three months.
FC26/088 19. Approve the Media and Social Media Policy
Having been proposed (Cllr Saunders) and seconded (Cllr Bridge) it was RESOLVED:
To approve the Media and Social Media Policy with the following changes paragraph 10.3 correct ‘ 3.4 and ‘3.5 below’ to ‘10.4 and 10.5 below’ and paragraph 11.5 correct ‘2.2’ to ‘9.2’.
Clerk to contact cllrs to resolve any grammatical errors.
a. Approve the Facebook Supplement
Having been proposed (Cllr Saunders) and seconded (Cllr J.Willox) it was RESOLVED:
To approve the Facebook Supplement with one amendment changing paragraph 3 from ‘administration officers’ to ‘administration team’.
b. Approve the WhatsApp Supplement
Having been proposed (Cllr Shepherd) and seconded (Cllr Truscott) it was RESOLVED:
To approve the WhatsApp Supplement
c. Approve the Civility and Respect Supplement
20:19 Cllr Lee left.
Having been proposed (Cllr Saunders) and seconded (Cllr J.Willox) it was RESOLVED:
To approve the Civility and Respect Supplement
Comms to investigate whether Facebook page can ban anonymous posts.
FC26/089 20. Approve the Communications Strategy
Having been proposed (Cllr Crump) and seconded (Cllr Waller) it was RESOLVED:
To approve the Communications Strategy, with one amendment to remove ‘Clerk with Emergency Planning Group’
FC26/090 21. Approve the Terms of Reference
Having been proposed (Cllr E.Bowden) and seconded (Cllr S.Bowden) it was RESOLVED:
To approve the Terms of Reference with one amendment to the Westcroft Working Group section to add a further objective: ‘To implement the plans approved by planning and development committee’.
FC26/091 22 Expenditure of Saxilby Waterfront RFF for Waterfront planting
Having been proposed (Cllr Saunders) and seconded (Cllr Wheatley) it was RESOLVED:
To approve expenditure of Saxilby Waterfront RFF for waterfront planting.
20:25 Four remaining members of the public left
FC26/092 23. Closed Session
Having been proposed (Cllr Waller) and seconded (Cllr E.Bowden) it was RESOLVED:
That in accordance with the Public Bodies (Admission to Meetings) Act 1960, the Council move into closed session due to the confidential nature of the business.
FC26/093 24. To note the Complaint Appeal Panel Decision
Having been proposed (Cllr E.Bowden) and seconded (Cllr Bridge) it was RESOLVED:
To note the complaint appeal panel decision.
20:29 Meeting Closed.
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.