Minutes
Saxilby with Ingleby Parish Council
Minutes of Full Council
Held on Wednesday 03 June 2026 at 19:00
Function Room (Upstairs), St Andrews Community Centre, William St, Saxilby, Lincs, LN1 2LP.
18:30 Councillor Meet and Greet
19:00 Meeting
Councillors Present
Cllrs E. Bowden, S. Bowden, Crump, Shepherd, Saunders, Truscott, Wheatley, J. Willox, and I. Willox.
Councillors Absent
Cllrs Barratt, Bridge, and Waller
In attendance:
Lydia Hopton, Parish Clerk
Members of the public: None
Minutes
FC26/125 1. Note apologies for absence
Apologies for absence were received from Cllrs Bridge and Waller.
Apologies for absence were received from Cllr Brockway (WLDC & LCC).
Council Administration
FC26/126 2. Public Participation Session
Turning out onto A57 visibility is poor – requested to report.
Parking on Church Lane is an issue – requested to report.
FC26/127 3. Declarations of Interest and Dispensation Requests
a. Declarations of interest:
Cllr Saunders declared an interest in agenda item 13, noting a dispensation is in place.
b. Dispensation requests:
No new requests were received.
FC26/128 4. District and County Councillor Updates
District and county councillors were not present
FC26/129 5. Chair’s Update
The Chair provided a verbal update on recent council activity. They thanked those who attended the annual parish meeting. They provided an update on the MUGA project noting the base layers of tarmac had been laid, the carpet is due to be laid tomorrow, followed by the electrics and seating being due to be installed in June.
FC26/130 6. Approve the Annual Parish Council Minutes of 06 May 2026
Having been proposed (Cllr I.Willox) and seconded (Cllr E.Bowden) it was RESOLVED, with one abstention, to:
Approve the Annual Parish Council meeting notes as minutes and the chair signed.
FC26/131 7. Note the Meeting Action Log
The meeting action log was noted.
Review and approve documents/agreements:
Annual review and approval of the:
FC26/132 8. Councillor Code of Conduct
Having been proposed (Cllr Crump) and seconded (Cllr Shepherd) it was RESOLVED to: Approve the Councillor Code of Conduct with the addition of a review date.
FC26/133 9. Safeguarding Policy
Having been proposed (Cllr Wheatley) and seconded (Cllr Truscott) it was RESOLVED to: Approve the Safeguarding Policy, with the following changes – updating the font in the boxes, adding the words ‘councillor’ and ‘or young person’ on page 7.
FC26/134 10. Complaints Policy
Having been proposed (Cllr Saunders) and seconded (Cllr Wheatley) it was RESOLVED to: Approve the Complaints Policy.
FC26/135 11. Privacy Notices
Having been proposed (Cllr Crump) and seconded (Cllr J.Willox) it was RESOLVED to: Approve the:
a. General Public Privacy Notice.
b. Staff Cllrs Volunteers and Role Holders Privacy Notice.
FC26/136 12. IT Policy
Having been proposed (Cllr Truscott) and seconded (Cllr Saunders) it was RESOLVED to: Approve the IT Policy with the following amendments:
• Where it refers to devices, add reference to staff devices.
• Training and awareness – follow up regarding councillor training.
• Where it refers to ethical standards add the Nolan Principles
• Update sentence regarding monitoring
• Update to annual review
• Where it refers to email add ‘council’
Council Objective: Maintain and improve community facilities and amenities objective
FC26/137 13. Receive and note the recreation ground project list
The project list was received and noted.
FC26/138 14. Explore further preventative measures prohibiting overnight stays at Saxilby New Burial Ground
Defer to the Planning Committee and widen the remit to include consideration of parking arrangements at the New Burial Ground.
Finance
FC26/139 15. Annual review and approval of inventory of land and other assets including building and office equipment (asset register) including acquisitions and disposals (year-end audit)
Defer and add to an Extraordinary Meeting agenda, with further details to be circulated.
FC26/140 16. Agree to vire funds from general reserves to grants budget 150/4215 for 2025/26 [correction 2026/27]
Having been proposed (Cllr E.Bowden) and seconded (Cllr Wheatley) it was RESOLVED to:
Approve an amended proposal to vire £2,000 rather than £1,500 from general reserves to the grants budget 150/4215 for 2026/27.
FC26/141 17. Review and approve grant applications for St Andrews Bowls Club and Saxilby with Ingleby Good Neighbour Scheme for annual insurance
Having been proposed (Cllr Saunders) and seconded (Cllr J.Willox) it was RESOLVED (with two abstentions) to:
a. Approve a grant application for St Andrews Bowls Club of £150 towards their annual insurance of £282
b. Approve a grant application for Saxilby with Ingleby Good Neighbour Scheme of £150 towards their annual insurance of £202.
It was noted that the accounts submitted by SIGNS as part of the application process omitted the Parish Council grant received in the previous year. It was requested that the Clerk inform the organisation and request that a correction be made.
FC26/142 18. Approve allocating the grounds roller purchase to capital expenditure budget
Deferred.
FC26/143 19. To ratify the council’s energy renewal for 2027 onwards and update the standing orders to reflect current practice for the council’s utilities renewal process
Having been proposed (Cllr Truscott) and seconded (Cllr Shepherd) it was RESOLVED to:
a. Ratify the proposed electricity and gas contract to retain comparable energy costs:
Electricity
Supplier: Smartest Energy
Product: SmartFIX – 3 Year Renewable
Supply Start Date: 01/04/2027
Supply End Date: 31/03/2030
Sites: Mill Lane, Saxilby Waterfront Public Toilets, and St Andrews Community Centre Gas
Supplier: Corona Energy
Product: SME Fixed 2
Supply Start Date: 01/04/2027
Supply End Date: 31/03/2032
Site: St Andrews Community Centre
b. Update the Financial Regulations to reflect current council practice for utilities renewals where contract renewals are delegated to the clerk based on council objectives, priorities, and best value, and a minimum of three quotes are obtained and then reported for council to note the renewal.
FC26/144 20. Agree to sell surplus insulation rolls
Having been proposed (Cllr J.Willox) and seconded (Cllr Crump) it was RESOLVED to:
a. Agree to the sale of the surplus 200mm Superglass insulation remaining following completion of loft insulation works.
b. Delegate authority to officers to seek and secure the best value price for the surplus insulation.
FC26/145 21. Ratify use of the updated HMRC Approved Mileage Allowance Payment for business mileage from 45p to 55p per mile
Having been proposed (Cllr Wheatley) and seconded (Cllr Shepherd) it was RESOLVED to:
Ratify use of the updated HMRC Approved Mileage Allowance Payment for business mileage from 45p to 55p per mile from the 2026/27 tax year.
FC26/146 22. Resolution to Enter Closed Session
Having been proposed (Cllr J.Willox) and seconded (Cllr Shepherd) it was RESOLVED to:
Enter 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.
FC26/147 23. Agree to enclosing St Andrews Community Centre stairwell (in-line with annual fire risk assessment recommendation and for library security) and agree quotes for the works
The clerk declared an interest in the item.
Having been proposed (Cllr J.Willox) and seconded (Cllr E.Bowden) it was RESOLVED to:
a. Appoint AF Architecture to work with the council to develop and present design options for a building improvement project that addresses the identified health and safety requirements and security considerations associated with the library and stairwell areas, whilst also exploring opportunities to enhance the functionality, accessibility, and overall layout of the ground floor entrance lobby and reception space.
b. Delegate authority to the Clerk to arrange an initial project scoping meeting with interested councillors to establish the council’s objectives, requirements, and desired outcomes for the scheme.
c. Council to receive a report from the Clerk, including concept designs consideration by Council
FC26/148 24. Agree to a trial of unstaffed room hire for low-risk regular hirers
Deferred.
20:10 Meeting Closed.
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.