Minutes
Saxilby with Ingleby Parish Council
Full Council Meeting Minutes
Wednesday 3 July 2024 19:00pm
Function Room, St Andrews Community Centre, Saxilby, LN1 2LP.
Members Present:
Cllrs Barratt, Bowden, Bridge, Hillman (chair), Saunders, Waller, and J Willox
Members Absent:
Cllrs Ashton Derry, Crump, Hadjoudj, Hughes, Spurr, and I Willox
In Attendance:
Lydia Hopton, Clerk
There were 4 members of the public in attendance and Cllr Lee (WLDC).
Meeting
FC24/151 1. Receive apologies and accept valid reasons for absence, these having been submitted to the clerk prior to the meeting.
Apologies were received from Cllrs Ashton Derry, Crump, and J Willox.
Having been proposed (Cllr Saunders) and seconded (Cllr Bridge), it was RESOLVED to:
Accept the reasons for absence from Cllrs Ashton Derry, Crump, Hughes, and I Willox
FC24/152 2. To consider granting dispensation requests, these having been submitted in writing to the proper officer before, or at the start of, the meeting
None received.
FC24/153 3. Receive declarations of interest in accordance with the Localism Act 2011
Cllr J Willox Saxilby Cricket Club agenda item 8 - ORI
Cllr Bridge Saxilby Hub no agenda item stated.
Cllr Bowden Saxilby Bowls Club agenda item 8 - ORI
Cllr Hillman ORI agenda item 13e
FC24/154 4. 15 Minute Public Participation Session with respect of business on the agenda only
One member of the public spoke regarding the Community Centre and queried why some items were going on in closed session and thanked the council for working with the Sports Hub.
FC24/155 5. Receive a district and county councillor update (verbal)
Cllr Lee – had contact by EE regarding pre-consultation on installing a mast around Church Lane. Due to elections little updated with regards to WLDC. Cllr Lee raised Anti-Social Behaviour in the village and the clerk shared that the council is working with Inspector Head, Lincolnshire Police to organise a meeting regarding Anti-Social Behaviour in the village. He noted he’d had a conversation with the Sports Hub last Friday with Cllr Brockway in attendance.
FC24/156 6. Approve meeting notes as minutes and the chair to sign for 05 June 2024 Full Council
Having been proposed (Cllr Hillman) and seconded (Cllr Waller), it was RESOLVED to:
Approve the 05 June 2024 Full Council meeting notes as minutes.
FC24/157 7. Note the action log
Noted.
Review and approval of:
FC24/158 8. Representation on, or work with, external bodies and arrangements for reporting back
Having been proposed (Cllr Saunders) and seconded (Cllr Waller), it was RESOLVED to:
Approve the ‘Representation on, or work with, external bodies and arrangements for reporting back document.’
FC24/159 9. Subject Access Request procedure
Having been proposed (Cllr Waller) and seconded (Cllr Bowden), it was RESOLVED to:
Approve the Subject Access Request procedure, with changes to read in third person
FC24/160 10. Training and development policy
Having been proposed (Cllr J Willox) and seconded (Cllr Bowden), it was RESOLVED to:
Approve the training and development policy.
FC24/161 11. Vexatious complaints policy
Having been proposed (Cllr Hillman) and seconded (Cllr Barratt), it was RESOLVED to:
Approve the vexatious complaints policy.
FC24/162 12. Proceed with an agreement to site a bench on Church Road
Having been proposed (Cllr Bridge) and seconded (Cllr Waller), it was RESOLVED to:
Instruct an agreement to place street furniture and planting on Church Road.
Finance and Risk
FC24/163 13. Review the recreation ground project list and agree actions including:
a. Agree draft apportioning model for 2022/23 and share with charity
Having been proposed (Cllr Waller) and seconded (Cllr J Willox), it was RESOLVED to:
Share the draft apportioning model for 2022/23 with Saxilby Recreation Ground Charity
b. To agree to invoice the charity for services carried out
Deferred.
c. Flagpole
Having been proposed (Cllr Saunders) and seconded (Cllr Waller), it was RESOLVED to:
Notify Saxilby Recreation Ground charity that a maintenance agreement is not sought for the flagpole.
d. Bike racks
Having been proposed (Cllr Saunders) and seconded (Cllr Barratt), it was RESOLVED to:
Notify Saxilby Recreation Ground charity that a maintenance agreement is not sought for the cycle racks on the recreation ground – in front of the community centre entrance and play area entrance.
e. Memorial bench
19:55 Cllr Hillman left the room
Having been proposed (Cllr Bowden) and seconded (Cllr J Willox), it was RESOLVED to:
Notify Saxilby Recreation Ground charity that a maintenance agreement is not sought for the memorial bench on the recreation ground and if the charity do not wish to retain the asset, the council can remove from site and relocate in the parish.
19:59 Cllr Hillman was asked to return to the room by Cllr J Willox
f. Memorial field street lighting
An update was provided.
FC24/164 14. Apply for Locality NDP grant to complete the NDP review process
Having been proposed (Cllr J Willox) and seconded (Cllr Saunders), it was RESOLVED to:
Apply for funding to complete the NDP plan review.
FC24/165 15. Agree capital expenditure for
a. Conference microphones to improve accessibility at council meetings
Having been proposed (Cllr Waller) and seconded (Cllr Saunders), it was RESOLVED to:
Agree to use capital expenditure to purchase a conference system, with second hand being the preference and officers to purchase.
b. Westcroft fencing
No decision required. Previously agreed.
FC24/166 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 Barratt) and seconded (Cllr Waller), it was RESOLVED to:
Go into closed session.
20:11 All members of the public left.
FC24/167 17. Agree draft heads of term and associated indicative plan area to enable outdoor lease to progress
Having been proposed (Cllr Hillman) and seconded (Cllr Saunders), it was RESOLVED to:
Agree the draft heads of term for the outdoor lease and share with Saxilby Recreation Ground charity.
FC24/168 18. Consider an invoice for income from the clothes bin for September 2021 to March 2024
20.45 Cllr J Willox left
20:48 Cllr J Willox returned
Having been proposed (Cllr Waller) and seconded (Cllr Bowden), it was RESOLVED, with four abstentions:
That Full Council notes the report and agrees to inform the charity of the amount received, when the final figures are received from the Salvation Army, and to pay the recreation ground charity from general reserves for the clothing bank income received from the point of installation until hand over in 2024.
FC24/169 19. Consider an invoice for a historical interim rental payment for the community centre for 2022/23
Having been proposed (Cllr J Willox) and seconded (Cllr Saunders), it was RESOLVED, with four abstentions:
That the council replies to the charity.
FC24/170 20. Approve staff increments
21:07 The clerk left the room.
Having been proposed (Cllr J Willox) and seconded (Cllr Waller), it was RESOLVED to:
Approve officer increments.
21:10 The clerk returned.
FC24/171 21. Approve recommendations regarding a staffing matter
Having been proposed (Cllr Saunders) and seconded (Cllr Bridge), it was RESOLVED to:
Ratify personnel committee’s recommendation to approve updates to a staff contract
The meeting closed at 20:12.
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.