Minutes
Wednesday 3rd February 2021 at 7.00pm
Under the Local Authorities (Coronavirus) (Flexibility of Local Authority Meeting) (England) Regulations 2020, this meeting was held by video conference.
Members Present:
Cllrs Ashton-Derry, Bell, Crump, Hewes, Hillman (Vice-Chairman, chaired meeting), Hughes, Ives, Spurr, I Willox and J Willox
Absent:
Cllrs Cotton and Stafford
In Attendance:
Lydia Smithson, Parish Clerk
There was 1 member of the public in attendance.
Public Questions
The member of the public noted an expression of interest in running the Pavilion bar. They were advised that a public consultation has just taken place on Council services and amenities and a bar report is being compiled looking at all options. They were advised to put their expression in writing.
The member of public asked for an update on the agenda item regarding bringing cricket back to the village and noted their support for the idea.
Full Council Meeting
015/21 Chairman’s Welcome
Cllr Hillman welcomed everyone to the meeting.
016/21 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 had been received from Cllrs Cotton and Stafford and these were accepted.
017/21 To receive declarations of interest in accordance with the Localism Act 2011
Cllr Ian Willox declared a personal interest in item 14 (ref 028/21).
Cllr Ashton Derry declared a pecuniary in items 6 and 11 (ref 021/21 and 025/21).
018/21 To approve the notes of the Full Council meeting held on 6th January 2021 and the Chairman to sign them as the agreed minutes
It was proposed by Cllr Bell and resolved to approve the minutes. The vice-chairman will sign and return the minutes to the clerks.
019/21 Clerk’s Report – to note the meeting action log
The Action Log was noted.
020/21 To agree expenditure above specified limits, as per Financial Regulations
This was proposed by Cllr Hewes and resolved.
021/21 To agree to vire funds from the Westcroft play area budget (4480 110) to Memorial Field play area budget (4486 110), to contribute to the Kompan repair invoice
It was proposed by Cllr Hewes and resolved to vire the funds.
022/21 To agree the Council strategy on graves with no Exclusive Rights
This was proposed by Cllr Ives and resolved.
023/21 Annual review of the following documents:
a. Equal Opportunities Policy
Cllr J Willox proposed the policy and it was resolved to approve the policy. It was noted that policies can be brought back to Full Council for review at any point for review and proposed changes.
b. Model Publication Scheme and Information available under the Model Publication Scheme
Cllr Hughes proposed the approval of the documents and it was resolved.
c. Complaints Procedure
Deferred.
d. Safeguarding Policy
Cllr Hewes proposed approval of the document with the following amendment to add in a reference to ‘Clerk’ where the Lead Officer is mentioned and it was resolved.
e. Standing Orders
Deferred.
f. Training & Development Policy (deferred from December)
The policy was proposed by Cllr Ives and resolved.
024/21 To agree the format of the Annual Parish Meeting (taking into consideration prevailing Coronavirus restrictions)
It was proposed by Cllr Bell and resolved for:
a. A Zoom meeting on Wednesday 28th April.
b. Invite local organisations to attend and to submit a short update on their year’s activities (with the updates being made available in advance of the meeting).
c. For the Chairman to introduce an annual report on the Council’s year.
025/21 To agree Finance Committee recommendation regarding apportioning across budget heads
Proposed by Cllr Hewes and resolved to approve the Finance Committee apportioning recommendation.
026/21 To consider a request from Saxilby Bowls Club to replace the roof on the bowls pavilion, also considering asset ownership and responsibilities
Cllr Hughes proposed
1. The request from the bowls club to replace the roof is accepted and this was resolved
2. That the bowls club is approached to initiate discussions regarding consideration of the asset being handed over, with the item to be brought back to Full Council.
027/21 To remind all Councillors about confidentiality, including responsibilities upon leaving the Council
Cllr Hilllman proposed this was moved to closed session and it was resolved.
028/21 To agree for Cllr J Willox to explore opportunities for promoting cricket in Saxilby, holding meetings with relevant bodies including Lincolnshire Cricket
Cllr Spurr thanked Cllr J Willox for seeking to move this forward.
Cllr Hughes proposed that Cllr J Willox explore opportunities for promoting cricket in Saxilby including holding meetings with relevant bodies including Lincolnshire Cricket and this was resolved.
029/21 To note:
029/21a A resident email regarding dog fouling
Noted.
029/21b Update on the Fire Restoration at the Community Centre
Noted.
029/21c Bridge Street Working Group update, including to approve a WLDC District Councillors’ fund application
Cllr Hughes proposed and it was resolved to make a funding application to the District Councillors Initiative Fund
029/21d MUGA Working Group update including, to approve a WLDC funding application
Cllr Crump proposed and it was resolved to make a funding application to the WLDC.
029/21e Communications update
Noted.
029/21f Wheeled park update including –
To agree the Sport England funding agreement
Cllr Hughes proposed and it was resolved to approve the Sport England funding agreement
029/21g Update on Legionella Risk Assessment Report Actions
Noted.
029/21f Update on annual play area and football pitch inspection actions
Noted.
029/21h Update on GDPR data review and actions
Noted.
029/21i Written resignation from Stuart Broxholme
Noted.
The member of the public left the meeting.
030/21 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 Hillman and resolved to go into closed session.
031/21 To approve the following quotes:
031/21a Emergency repair of leaking guttering at the Community Centre (retrospective)
It was proposed by Cllr Ives and resolved to approve the quote.
031/21b Building electrical checks at Mill Lane and Bridge Street Toilets
It was proposed by Cllr Hewes and resolved to approve the Bright Spark quote for the electrical checks.
031/21c Architect for MUGA – agreeing to suspend Financial Regulation 10c, in light of Financial Regulation 11aii - due to the specialist nature of the work.
It was proposed by Cllr Hewes to agree to suspend Financial Regulation 10c, in light of Financial Regulation 11aii and approve the LK2 quote which was resolved.
031/21d Investigative groundworks for MUGA
Deferred.
032/21 To receive the Bar and Centre Staff update and agree actions if required.
Cllr Bell provided an update, and actions were proposed, which were resolved with three abstentions. Councillor Ashton Derry asked for a record of the abstentions which were Cllr Ashton Derry, Cllr Spurr and Cllr J Willox.
As the proposal was not a written proposal an extra-ordinary Full Council meeting will be arranged to formally consider the proposal in more detail.
Cllr Crump left 20.31
033/21 To note the Staffing Matter and recommended actions.
The matter was noted and Cllr Hewes proposed the personnel committee decision is ratified.
It was agreed that a workshop would be arranged to go through the councillor officer protocol document to facilitate councillor understanding.
034/21 To review the latest cashflow report.
The report was reviewed.
035/21 To remind all Councillors about confidentiality, including responsibilities upon leaving the Council
Noted.
The meeting closed at 9.02pm.
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.