Minutes
Saxilby with Ingleby Parish Council
Full Council Meeting Minutes
Function Room (Upstairs), St Andrews Community Centre, William St, Saxilby, Lincs, LN1 2LP
Wednesday 03 December 2025
Meeting Start: 7.00pm
Present: Cllrs E.Bowden, S.Bowden, , Saunders (Chair), Shepherd, Waller, Wheatley, I.Willox, and J.Willox.
Absent: Cllrs Barratt, Bridge, and Crump
Officers: Lydia Hopton, Clerk
Members of the public: Two.
FC25/215 Apologies for Absence
Apologies received from: Cllrs Barratt, Bridge, and Crump.
FC25/216 Public Participation Session
Summary of public questions/statements regarding agenda items:
• A de-brief meeting was suggested for the Christmas Event.
FC25/217 Declarations of Interest and Dispensation Requests
a. Declarations of interest:
• None given.
b. Dispensation requests considered:
• None given.
FC25/218 District and County Councillors’ Verbal Update
Summary of verbal update:
• District and county councillors not in attendance.
FC25/219 Chair’s Verbal Update
Summary of chair’s update:
• Consultation on Westcroft Green Space is going well. Thank you to the comms team.
• Thank you to staff, councillors, and volunteers who supported and attended the Remembrance Event.
• Thank you to everyone involved in the Christmas Lights Switch-On and councillors who led children’s crafts to create lanterns for the event.
FC25/220 Approval of Previous Minutes (05 November 2025)
Having been proposed (Cllr Shepherd) and seconded (Cllr Truscott) it was RESOLVED (with one abstention) to:
Approve the minutes of the 05 November 2025 Full Council meeting and for the chair to sign them.
FC25/221 Action Log
The action log was noted.
FC25/222 Resignations
Council noted the resignations of Cllr Ashton Derry and Cllr Hughes. The chair gave thanks for their contribution to the council.
FC25/223 Planning and Development Committee Membership
Having been proposed (Cllr E.Bowden) and seconded (Cllr I.Willox) it was RESOLVED to:
Appoint Cllr Waller to the Planning and Development Committee.
FC25/224 Personnel Committee Membership
No cllr proposed.
FC25/225 Emergency Planning Committee Membership
No cllr proposed.
FC25/226 Burial Ground Regulations
Having been proposed (Cllr Waller) and seconded (Cllr J.Willox) it was RESOLVED to:
Approve the Burial Ground Regulations with an amendment to add a map of burial ground location.
FC25/227 Exhumation Policy
Having been proposed (Cllr Waller) and seconded (Cllr E.Bowden) it was RESOLVED to:
Approve the Exhumation Policy.
FC25/228 Memorial Testing Policy
Having been proposed (Cllr I.Willox) and seconded (Cllr E.Bowden) it was RESOLVED to:
Approve the Memorial Testing Policy.
FC25/229 2026/27 Draft Budget Feedback
Feedback provided:
• Include training for staff including clerk to upskill
• Integrate impact of NWL and NJC
FC25/230 Recreation Ground Project List
Council noted the Recreation Ground Project List.
FC25/231 Mosaic Materials Crowd Funding
Having been proposed (CllrJ.Willox) and seconded (Cllr S.Bowden) it was RESOLVED to:
Share a request for materials and then initiate a crowd-funder to pay for mosaic materials.
19:30 Two members of the public left the meeting.
FC25/232 Closed Session
Council RESOLVED to go into closed session under the Public Bodies (Admissions to Meetings) Act 1960 due to confidential business to be transacted.
Having been proposed (Cllr Waller) and seconded (Cllr Truscott) it was RESOLVED to:
Enter closed session.
FC25/233 Note Standard Operating Procedure (SOP) for financial payments as custodian trustee of Saxilby Public Recreation Ground (sensitive financial information and internal control arrangements)
The SOP Financial Payments was noted.
FC25/234 Confirm position on re-charging of officer time on charity activities as custodian trustee of Saxilby Public Recreation
1. Do not charge for officer time
The workload is low and the financial gain minimal. Charging would require additional
administration and costs (separate account, reporting, restricted fund usage).
2. Record officer time for transparency
a. Maintain internal records of time spent.
b. Include a note in CT meeting minutes that these duties are undertaken voluntarily.
3. Monitor workload
If the Custodian Trustee role increases substantially, re-visit the decision not to charge.
4. Document rationale
Record in these meeting minutes that no fee is being charged due to limited activity and administrative complexity, resulting it not being in the public interest when weighing up cost versus benefit.
19:33 Meeting Close.