Minutes
Saxilby with Ingleby Parish Council
Full Council Meeting Minutes
19:00 Wednesday 02 July 2025
Function Room, St Andrews Community Centre, Saxilby, LN1 2LP.
Members Present:
Cllrs E.Bowden, Bridge, Saunders, Shepherd, Waller, I.Willox, J.Willox and Wheatley
Members Absent:
Cllrs Ashton Derry, Barratt, S.Bowden, Crump, and Hughes
In Attendance:
• Lydia Hopton, Clerk
• 10 members of the public were in attendance
Meeting
FC25/121 1. To note apologies for absence, having been submitted to the clerk
Cllrs Ashton Derry, Barratt, S.Bowden, Crump, and Hughes
Foster public participation and engagement objective
FC25/122 2. 15 Minute Public Participation Session with respect of business on the agenda only
• A member of the public commented on the MUGA noting it is good it is on the agenda.
• A member of the public commented on the MUGA agreeing with the above and provided an update on progress.
FC25/123 3. Receive a district and county councillor verbal update
No district or county councillors present.
FC25/124 4. Receive the chair’s update
The chair introduced a new Cllr, Cllr Wheatley.
She noted a cllr walk-round has been held of Westcroft Green Space.
FC25/125 5. Retrospectively agree a councillor meet and greet session prior to full council meetings
Having been proposed (Cllr Waller) and seconded (Cllr Shepherd) it was RESOLVED to:
Retrospectively agree a councillor meet and greet session prior to full council meetings.
Council Administration
FC25/126 6. a. Receive declarations of interest in accordance with the Localism Act 2011 and
b. consider granting dispensation requests.
a. Cllr J.Willox FC25/133 13. and Cllr Shepherd FC25/139 19.
b. None received.
FC25/127 7. To review co-option application(s) and appoint a member to the council.
A vote was held and Kate Truscott was co-opted onto the council. This was proposed (Cllr Waller) and seconded (Cllr Shepherd) and it was resolved to co-opt Kate Truscott onto the council.
It was requested an agenda item is added to consider the process of co-options.
FC25/128 8. Approve Full Council meeting notes as minutes and the chair to sign for:
a. 04 June 2025 – Ordinary Meeting
Having been proposed (Cllr Waller) and seconded (Cllr Shepherd) it was RESOLVED, with two abstentions, to:
Approve the 04 June 2025 – Ordinary Meeting notes as minutes and the chair to sign.
b. 25 June 2025 – Extra-Ordinary Meeting
Having been proposed (Cllr J.Willox) and seconded (Cllr E.Bowden) it was RESOLVED, with two abstentions, to:
Approve the 25 June 2025 – Ordinary Meeting minutes and the chair to sign, with one addition - adding Cllr J Willox as present.
It was requested to add the discrepancy on two financial end of year reports to the action log to resolve.
FC25/129 9. Note the meeting action log
Noted.
FC25/130 10. Review and approve bank mandates
Having been proposed (Cllr Waller) and seconded (Cllr E.Bowden) it was RESOLVED to:
Approve the council’s bank mandates with the following councillors to be the council’s signatories:
• Cllr I Willox – retained
• Cllr Wheatley – new
• Cllr J Willox – new
Council Objective: Maintain and improve community facilities and amenities objective
FC25/131 11. Ratify planning and development committee recommendation to allocate the April 2025 community infrastructure levy of £4,118 to the Westcroft Green Space Renewal Project.
Having been proposed (Cllr Waller) and seconded (Cllr J.Willox) it was RESOLVED to:
Ratify planning and development committee recommendation to allocate the April 2025 community infrastructure levy of £4,118 to the Westcroft Green Space Renewal Project.
FC25/132 12. Review the recreation ground project list including noting:
a. Completion of project item 53 to remove the Fields in Trust restriction from the Title Register
The recreation ground project list was noted.
FC25/133 13. Consider and agree actions relating to the hire of the St Andrews Community Centre bar:
3.1 Definition of Hire Areas
Current Position:
The Pavilion Bar area (seating, servery, cellar, storage) is hired as a single unit.
Items belonging to the Sports Hub are stored in these areas, making it impractical to offer them separately to others.
Bar Service Providers
Having been proposed (Cllr Waller) and seconded (Cllr J.Willox) it was RESOLVED to approve that:
• The Pavilion Bar area remains one operational unit when in use by Saxilby Sports Hub.
• The bar seating area and kitchen can be hired separately.
• The bar servery, cellar, and storage area are unable to be hired out to others due to the presence of Saxilby Sports Hubs items.
• Update hire form accordingly
• The hire charges remain the same for the hire of the ‘whole bar’ or ‘bar seating area and kitchen’ – flat fee for room and what they choose to use or not is up to them
• Saxilby Sports Hub leave their items and stock at their own risk and should ensure insurance is in place
3.2 Bar service provision
Having been proposed (Cllr Shepherd) and seconded (Cllr Waller) it was RESOLVED to approve the:
• Pavilion Bar servery hires must use the Sports Hub as a service provider, due to stock and equipment.
• Upstairs Function Room bar hires may use any permitted bar service provider (subject to licensing). The hirer remains responsible for ensuring the necessary licensing (e.g. TENS) and permissions are in place.
• If hirers contract an external bar provider, this is a private arrangement, and no council service fee applies.
• Administrators to check whether any charges have historically been levied on the Sports Hub if providing a bar service as a contractor and if so for these to be refunded, now that clarification has been obtained on the council position.
3.3 Re-Stocking Procedures
Having been proposed (Cllr E.Bowden) and seconded (Cllr Shepherd) it was RESOLVED to agree:
• If the caretaker is on-site during working hours, Sports Hub may contact the caretaker on the day to get access, and re-stock free of charge. To trial for six months. Anything else, apart from re-stocking will require an appointment to be made.
• Access is only permitted through the Pavilion Bar seating area to (re-)stock when the room is not in-use or by the rear cellar door.
3.4 Cancellation and Booking Changes
Cllr J.Willox declared an interest in item 3.4.
Having been proposed (Cllr Saunders) and seconded (Cllr E.Bowden) it was RESOLVED to agree:
a. If a Sports Hub regular booking is cancelled (e.g. Friday booking), charges to be levied:
• More than 48 hours: No charge.
• 25–48 hours: 50% charge.
• Less than 24 hours: 100% charge.
b. Making changes to booking after made:
• Over 3 days: Free.
• 0–3 days before: £10 admin fee.
c. If a Sports Hub hire is linked to any other sporting event on the field there is no charge for cancellation, accepting there could be variances out of the Sports Hub control (e.g. weather).
3.5 Regular vs. Single Use Hire Definition
Having been proposed (Cllr Saunders) and seconded (Cllr I.Willox) it was RESOLVED to agree to:
Adopt a clearer definition of a Regular Hirer as follows (from July 2025):
1. Each session is for the same purpose.
2. Sessions are 1-30 days apart.
3. Paid as a series (e.g. monthly invoice).
4. Hirer holds their own insurance.
5. Where a hirer books additional ad-hoc sessions, these fall under the regular hirer charge and not one-off rate.
3.6 Bar Clean Down and Bar Shutters
Having been proposed (Cllr Saunders) and seconded (Cllr E.Bowden) it was RESOLVED to agree:
• If a bar hire is under six hours, a minimum of 30 minutes shall be booked for clean down.
• If a bar hire is six hours or over, a minimum of 45 minutes shall be booked for clean down.
• Personnel committee to discuss position with external hirers for hiring the function room bar, regarding cleaning deposit, cleaning properly, and returning items to pavilion bar area.
3.7 Sports Hub Requests and Proposal
Having been proposed (Cllr Waller) and seconded (Cllr E.Bowden) it was RESOLVED to agree:
1. Key Access - Maintain current caretaker access until lease/agreement is in place.
2. Safe Access - Sell a safe to the Sports Hub for nominal fee (£1).
3. Install Equipment - Delegate authority to the clerk to agree requests made by the Sports Hub to install equipment if request is reasonable.
4. Cigarette Bins - Meet with SPRGC/Sports Hub to seek to agree a location away from entrances.
5. Clarification of Caretaker Role - Job description shared - Complete.
6. Council to share policies - Clerk provide relevant policies (health and safety, licensing, fire, etc.).
7. Memorandum of Understanding (MoU) - If a more bespoke working relationship is being considered, formalise it through an MoU or service level agreement – Council agreed to pause this for six months to see how regular meetings with Sports Hub work.
3.8 Council Event Bar Use
Having been proposed (Cllr J.Willox) and seconded (Cllr Bowden) it was RESOLVED to:
Waive Pavilion Bar hire charges when the bar is requested for council events (including family fun day).
3.9 Communication
Having been proposed (Cllr Saunders) and seconded (Cllr Shepherd) it was RESOLVED to:
• Caretaker Supervisor remains the main point of contact for Saxilby Sports Hub.
• Hire forms and website updated accordingly.
• Sports Hub to be formally updated in writing of decisions.
a. Sale of alcohol policy
Having been proposed (Cllr Waller) and seconded (Cllr E.Bowden) it was RESOLVED to:
Approve the sale of alcohol policy, with an addition to that the “DPS could turn down an event if they felt it wasn’t going to be safely held, and members of public would be at risk, for function room hires.”
FC25/134 14. Approve burial service survey
Having been proposed (Cllr Saunders) and seconded (Cllr J Bowden) it was RESOLVED to:
1. Approve the burial service survey
2. Bring the survey results to planning and development committee on a six-monthly basis
3. Provide hard copies of the survey, including a notice in the burial ground noticeboard, library, website, and request to stock at Poole’s Store.
20:53 Members of the public left.
FC25/135 15. 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 Waller) and seconded (Cllr I Willox) it was RESOLVED to:
Enter closed session.
20:58 meeting closed.
21:03 meeting re-opened.
Review and approve the:
FC25/136 16. Lincolnshire Co-op License for the Mosaic Plinth
Having been proposed (Cllr J.Willox) and seconded (Cllr Saunders) it was RESOLVED to:
Agree to sign the Lincolnshire Co-op Mosaic Plinth License, subject to funding being in place.
It was noted the mosaic plinth will need to go in asset register, be insured, and for an unveiling to be arranged in due course.
FC25/137 17. Outdoor lease
Having been proposed (Cllr J.Willox) and seconded (Cllr Saunders) it was RESOLVED to:
Approve the outdoor lease.
FC25/138 18. MUGA tender
Having been proposed (Cllr Waller) and seconded (Cllr J.Willox) it was RESOLVED to:
Approve the MUGA tender subject to the specification being agreed.
FC25/139 19. Quote to re-roof Saxilby Waterfront Public Facilities
Having been proposed (Cllr Waller) and seconded (Cllr E.Bowden) it was RESOLVED, with one abstention (Cllr Shepherd due to knowing the contractor) to:
Approve a quote shared by MC Maintenance to re-roof Saxilby Waterfront Public Facilities.
FC25/140 20. Updated charges for HR services provided including supplier (retrospective)
Having been proposed (Cllr Saunders) and seconded (Cllr Waller) it was RESOLVED to:
Approve updated charges for HR services provided and supplier.
The meeting closed at 21.24.
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.