Full Council Meeting Minutes
Wednesday 4 August 2021 at 7.00pm at St Andrews Community Centre, Saxilby.
Cllrs Cotton, Crump, Harper, Hillman, Ives and Spurr.
Cllrs Ashton Derry, Brown, I Willox and J Willox
Elaine Atkin, Parish Clerk
There was 1 member of the public in attendance.
The member of public questioned why there was an update item in open session about the bar outsourcing but the item to approve the tender document was in closed session. The Clerk confirmed that the document was still being discussed/worked on and was not yet in a position to be made public.
The member of public noted the agenda item to re-line the basketball court and supported this.
The member of public noted the agenda item regarding litter and suggested that the WLDC litter champions may be able to help.
Cllr Cotton confirmed the current vacancies on the Council and would like to review/revamp the recruitment campaign to try and attract more Councillors.
Full Council Meeting
231/21 To receive apologies and accept valid reasons for absence, these having been submitted to the Clerk prior to the meeting
Apologies and a valid reason for absence had been received from Cllrs Ashton Derry, Brown, I Willox and J Willox, these were accepted.
232/21 To receive declarations of interest in accordance with the Localism Act 2011
There were none.
233/21 To approve the notes of the Annual Parish Council meeting held on 1 July 2021, and the Chairman to sign them as the agreed minutes
These were proposed by Cllr Hillman and resolved.
234/21 To note the meeting Action Log
The action log was noted.
235/21 To approve expenditure above specified limits, as per Financial Regulations
This was proposed by Cllr Hillman and resolved.
236/21 To ratify a bus shelter recommendation from July Planning Committee
There was a query as to the proposed colour (black) and this was confirmed as the colour suggested by the landscape architect, part of the public consultation, and consistent with the colour determined by the WLDC Conservation Officer for the Bridge Street conservation area.
It was proposed by Cllr Cotton and resolved to:
• Purchase a 3-bay black cantilever shelter with perch seat and clear roof, from BC shelters
• Have 50/50 split – solid bottom panels and clear panels at the top
• Install the shelter panel at the back of the pavement, after taking advice from the supplier as regards orientation of the shelter, due to the raised kerb, and confirming positioning with the adjacent resident.
237/21 To seek additional members for the Finance and Personnel Committees, and ratify membership
The following additional committee membership was resolved:
• Cllr Ives – Finance and Planning Committees
• Cllr Crump – Personnel Committee
• Cllr Cotton – Personnel Committee. (This is permitted under the current Terms of Reference, and still leaves the Council Vice Chairman as the neutral escalation point in case of any personnel disputes).
238/21 To consider increasing frequency of the litter bin emptying on the memorial field and Bridge Street over the summer period, due to the high volume of rubbish
It was confirmed that the recently installed litter bin at the picnic area the other side of the Foss Dyke was overflowing after a busy weekend, despite being emptied on a Friday. Heavy usage on Bridge Street and at the Memorial Field due to school holidays has also resulted in full bins and littering on the field.
It was proposed by Cllr Hillman and resolved, to check the bins daily (during the week) over the summer period, subject to resource capacity/availability, and to review the position in September once the summer holidays are over.
239/21 Councillor resignations of Dave Kenny and Ben Loryman
Noted. It was confirmed that we are able to co-opt for all our current vacancies.
240/21 Summary of meetings held in July
241/21 Latest crime reports
242/21 MUGA update
a. MUGA update
b. Agree architect costs for the next stage of the project
c. Approve draft plans and documentation in readiness for planning submission
It was resolved to:
• Pause the Working Group due to low attendance, share updates with the Group, and revert decisions to Full Council
• Approve the quote from LK2 Architects for stage 4 of the works (developing specification and tender and managing the tender process)
• Defer approval of the draft plans to August Planning Committee
The member of public left the meeting (7.55pm).
243/21 Bridge Street update including approval of funding applications
The update was noted. It was resolved for Cllr Hillman and the Clerks to submit funding applications for the Bridge Street Toilets refurbishment.
244/21 Communications lead update
245/21 Cricket update
246/21 Wheeled park update
247/21 Bar outsourcing update including consultation report
248/21 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 Cotton and resolved to go into closed session.
249/21 To note an update on a staff matter
250/21 To approve the draft bar specification/tender
Feedback was received on the document, which is still in draft stage. The Clerk was asked to see if Procurement Lincs were able to review or provide further advice.
It was resolved to approve the document as providing a fair summary of the Council’s requirements at this time, subject to further minor tweaks/amendments and subject to potential feedback from Procurement Lincs.
251/21 To approve the basketball court re-lining from play area funds budget and agree a contractor
It was noted that Lovell volunteers have offered to sweep and clear the basketball court prior to re-lining.
It was resolved:
• To approve the quote from Lincs Lining (within 5% tolerance if they have to re-quote)
• For Chair/Clerks to agree a contractor to cut back the overgrown trees
• To be funded from the play area ring-fenced budget
252/21 To approve Mill Lane CCTV quote and budget
The Clerk was asked to clarify what is covered in the service contract.
Cllr Cotton proposed and it was resolved to proceed, subject to potential funding identified by the Clerk, otherwise to bring this back to September Full Council for further consideration.
Cllr Spurr briefly left the meeting (8.48pm) and returned (8.50pm).
The Clerk declared an interest in the next item however Cllr Cotton gave a dispensation to stay in the room.
253/21 To review provision of admin hours and agree action required
It was resolved that:
• The Assistant Clerk should focus on project work
• Role of Admin Assistant to be recruited (12 hours initially, within existing budgets, with the potential to increase subject to additional funding)
• Resource costs to be built into grant funding applications for projects
• Locum resource to be sought if cover is required
254/21 To approve a contractual increment
This was resolved.
The meeting closed at 9.10pm.
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.