Full Council Meeting Minutes

Wednesday 1 June 2022 at 7.30pm at St Andrews Community Centre, Saxilby. 


Members Present:

Cllrs Cotton, Harper, Hillman, Mann, Saunders, and I Willox.



Cllrs Ashton Derry, Crump, Spurr, and J Willox.


In Attendance:

Lydia Hopton, Acting Clerk 

There were eight members of public in attendance.


Public Questions

The chairman from the recreation ground charity raised the ongoing matter of the charity and council management of the site and queried content in the Annual Governance Annual Return.

One member of public left the meeting.


Full Council Meeting

151/22 To receive apologies and accept valid reasons for absence, these having been submitted to the Clerk prior to the meeting

Apologies were received for Cllrs Ashton Derry, Crump, Spurr, and J Willox, which were accepted.


152/22 To receive declarations of interest in accordance with the Localism Act 2011

The acting clerk declared a pecuniary interest in agenda item 12 [ref 175/22].


153/22 To approve the notes of the Full Council meeting held on 4 May, and the Chairman to sign them as the agreed minutes

The notes were proposed by Cllr Hillman and resolved as minutes. 


154/22 To consider co-option application(s)

One application was received. There was no proposer for the application, therefore the chairman requested it be deferred to the following meeting.  


155/22 To note the meeting Action Log

The action log was noted.


156/22 Note tennis club correspondence and agree actions where required

Cllr Hillman proposed the report recommendations (below), with Cllr Cotton proposing one modification for two councillors (rather than one) and the clerk, to attend a meeting with the tennis club meeting, which was resolved.

1. Grounds Team to assess current roof condition 

2. Feedback from health and safety advisor regarding club house door not being a fire door

3. Grounds Manager and Health and Safety Advisor to undertake a risk assessment and any actions raised will be brought back to council.

4. Clerk share requested certificates

a. Fire extinguisher check

b. Electrical wiring inspection/safety check

c. PAT testing

5. Clerk and two councillors to meet with tennis club to discuss a grant from the Parish Council to repair, replace and upgrade the courts and the surroundings

6. Request tennis club share quotes for the work they want to undertake prior to the meeting taking place, so the council understands the financial implications.



157/22 To approve expenditure above specified limits, as per Financial Regulations



a) Annual Governance and Accountability Return (AGAR) – External Audit


All remaining members of the public left.

b) To receive the annual internal audit report for 2021-22 and agree any actions required


c) To approve the Annual Governance Statement of the 2021-22 annual return and the clerk and chairman to sign


d) To approve Accounting Statements of the 2021-22 annual return (already approved by the Responsible Financial Officer - RFO) and for the chairman to sign


e) To confirm the dates for the period of exercise of public rights, as proposed by the RFO  



159/22 To confirm removal of a bank signatory

Cllr Hillman proposed the removal of the previous clerk and this was resolved.


160/22 Agree to move capital expenditure budget and budgeted general reserves amount to general reserves bank account  



161/22 To agree a Saxilby VCS s137 grant application

It was proposed by Cllr Saunders and resolved for a grant of up to £100 for the travel expenses for 2022/23. 


162/22 To agree budget code for replacement High Street Coop bus stop shortfall 



163/22 To approve payments to reimburse expenses




164/22 Councillors annual agreement to receive communications electronically

Cllr Cotton proposed, and this was resolved by all councillors. 


165/22 To review and approve the Terms of Reference



166/22 To review and approve the lost children and vulnerable people policy for events



Operational Services 

167/22 To receive an update on progress against actions identified in the annual Health and Safety compliance audit and Fire Risk Assessment



168/22 To approve the draft General Emergency Evacuation Plan (GEEP) Community Centre (action from Fire Risk Assessment)



169/22 To ratify a MUGA Working Group and Planning Committee recommendation to withdraw the MUGA planning application for the Memorial Field

Cllr Cotton proposed to withdraw the planning application, and this was resolved.


170/22 To note a MUGA Working Group decision to explore other sites in the parish

Cllr Cotton proposed to note the decision, and this was resolved.


171/22 To agree to work with the football club to erect a dugout on Mill Lane, subject to any necessary consents

A detailed discussion was held regarding the item. It was noted planning permission for a permanent dug out would be required, and it would only serve one of the two pitches as well as encouraging further anti-social behaviour on the site. 

Cllr Harper proposed, and it was resolved the council work with the football club to explore a dug out on site, with the council supporting a portable dug out. 


172/22 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.


173/22 To review and agree workshop inspection quotes

Defer and obtain further quotes. 


174/22 To ratify personnel committee recommendations and agree next steps regarding the clerk and assistant clerk roles

Cllr J Willox proposed, and it was resolved ratify the personnel committee recommendations (personnel committee minute ref 017/22, 018/22, and 019/22).


The meeting closed at 08.58pm.


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.