Minutes
Saxilby with Ingleby Parish Council
Full Council Meeting Minutes
19:00pm Wednesday 02 April 2025
Function Room, St Andrews Community Centre, Saxilby, LN1 2LP.
Members Present:
Cllrs Bowden, Bridge, Hillman (chair), Hughes, Saunders, Shepherd, Waller, I.Willox, and J.Willox.
Members Absent:
Cllrs Ashton Derry, Barratt, Crump, and Hadjoudj.
In Attendance:
• Lydia Hopton, Clerk
• Four members of the public in attendance.
• Apologies were received from Cllr Brockway (WLDC and LCC) and Cllr Lee (WLDC).
Meeting
FC25/068 01. To note apologies for absence, having been submitted to the clerk
Apologies were received from Cllrs Ashton Derry, Barratt, and Crump.
Foster public participation and engagement objective:
FC25/069 02. 15 Minute public participation session with respect of business on the agenda only
No members of the public spoke.
FC25/070 03. Receive a district and county councillor update (verbal)
Not present.
Council Administration
FC25/071 04. 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.
a. Cllr Hughes declared a non-pecuniary interest in agenda item 10a, Ref FC25/077 10a.
b. No dispensation requests received.
FC25/072 05. Approve Full Council meeting notes as minutes and the chair to sign for 05 March 2025
Having been proposed (Cllr Saunders) and seconded (Cllr Bridge), it was RESOLVED to:
Approve the 05 March 2025 Full Council meeting notes as minutes, with one amendment to correct the chair of the meeting to Cllr Hillman, and the chair signed them.
FC25/073 06. Note the meeting action log
The action log was noted.
FC25/074 07. Agree to transfer funds for 2025/26 into an elections earmarked reserve as per budget
Having been proposed (Cllr Saunders) and seconded (Cllr Waller), it was RESOLVED to:
Agree to transfer funds for 2025/26 into the elections earmarked reserve as per budget of £4,500 RFF.
FC25/075 08. Agree to pay PAYE and VAT to HMRC by Direct Debit
Having been proposed (Cllr Saunders) and seconded (Cllr Shepherd), it was RESOLVED to:
Agree to pay PAYE and VAT to HMRC by Direct Debit.
FC25/076 09. Review and approve documents/agreements:
a. Sexual Harassment Policy
Having been proposed (Cllr Saunders) and seconded (Cllr Bridge), it was RESOLVED to:
Approve the Sexual Harassment Policy, to include adding a sentence regarding the process if referring to a councillor.
b. Investment Policy
Having been proposed (Cllr Shepherd) and seconded (Cllr Bowden), it was RESOLVED to:
Approve the Investment Policy with two amendments to add the start dates of accounts and clarify if the account is a notice account or an investment account of a set-period.
c. Lincolnshire County Council Library Hub Grant 2025/26
Having been proposed (Cllr Bowden) and seconded (Cllr Bridge), it was RESOLVED to:
Accept the 2025/26 Lincolnshire County Council Library Hub Grant.
d. Terms of Reference
Deferred. Evening meeting requested to consider in more detail.
e. Health and Safety Policy
Having been proposed (Cllr Saunders) and seconded (Cllr Hughes), it was RESOLVED to:
Approve the Health and Safety Policy.
Foster public participation and engagement objective
FC25/077 10. Consider and agree s137 grant applications from
a. Saxilby with Ingleby Good Neighbour Scheme
Having been proposed (Cllr Saunders) and seconded (Cllr Shepherd), it was RESOLVED (with one abstention) to: Approve the Saxilby with Ingleby Good Neighbour Scheme grant application of £201.60 for 2025/26 insurance.
b. Saxilby Scouts and Guide Association
Having been proposed (Cllr J Willox) and seconded (Cllr Saunders), it was RESOLVED to:
Request the organisation provides further information on the amount requested – exactly how much requested, a breakdown of where other funds are coming from, and the time scale the project is to be undertaken in, as well as putting the organisation in touch with West Lindsey VCS for grant funding support.
FC25/078 11. Note correspondence and agree actions:
a. Local government re-organisation correspondence
Noted.
b. To pledge support for the safety of lithium-ion batteries campaign
Having been proposed (Cllr Hughes) and seconded (Cllr Saunders), it was RESOLVED to:
Pledge support for the safety of lithium-ion batteries campaign.
FC25/079 12. Update from events meeting and agree actions
The events update paper was noted.
a. Approve initial family fun arrangements
Having been proposed (Cllr Bowden) and seconded (Cllr Saunders), it was RESOLVED to:
i. To receive the family fun arrangements report and approve plans to date, including pitch pricing and sponsorship package.
ii. To take a financial projections spreadsheet to the events group and the finance and risk committee and bring back an update to full council.
Council Objective: Maintain and improve community facilities and amenities objective
FC25/080 13. Review the recreation ground project list and agree actions including:
The project plan was reviewed.
a. Approve the draft apportioning model for 2023/24 for SPRG agreement (action plan 8b).
Having been proposed (Cllr Waller) and seconded (Cllr Shepherd), it was RESOLVED to:
Approve the draft apportioning model for 2023/24 for SPRGC agreement (action plan 8b), noting it is an accounting exercise to correct and regularise account differences on a historical basis with there being no financial transactions as a result of the accounting exercise.
FC25/081 14. Feedback on compliance with license conditions (verbal update, month five of six)
A verbal update was provided. Signage was requested regarding not buying for an under-age drinkers and to request plastic glasses if using outside. Clerk to feedback to Sports Hub.
FC25/082 15. Approve volunteer agreement for 2025/26
Having been proposed (Cllr Waller) and seconded (Cllr Bowden), it was RESOLVED to:
To approve the agreement for a period of one year and work with the community and CRT to seek to implement a sustainable volunteering model for 2026/27 onwards by a separate organisation.
20:05 Enter into closed session.
Four members of public left the meeting.
FC25/083 16. 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 Saunders) and seconded (Cllr I.Willox), it was RESOLVED 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.
FC25/084 17. Agree mediation quote
Having been proposed (Cllr Hughes) and seconded (Cllr Waller), it was RESOLVED (with one abstention) to:
Agree an ACAS mediation quote.
FC25/085 18. Review underletting clause for community centre lease and provide feedback
Deferred for the project group to run through.
FC25/086 19. Agree actions in Heads of Agreement V6 following negotiation meeting:
It was RESOLVED to:
Agree actions in the Heads of Agreement document.
a. Community Centre Lease Map
Having been proposed (Cllr Waller) and seconded (Cllr Saunders), it was RESOLVED to:
Approve the draft community centre lease map.
FC25/087 20. Approve cash handling procedure
Having been proposed (Cllr Waller) and seconded (Cllr Bridge), it was RESOLVED to:
Approve the cash handling procedure.
FC25/088 21. Agree quotes:
a. IT support
Having been proposed (Cllr Hughes) and seconded (Cllr Bridge), it was RESOLVED to:
Approve the IT Support quote for 2025/26 from LCS IT.
b. Valuation of the community centre bar area
Having been proposed (Cllr Bowden) and seconded (Cllr Hughes), it was RESOLVED to:
Agree to a valuation of the community centre bar area, with Lincolnshire Surveyors to undertake the independent valuation.
The meeting closed at 20.46.
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.