Minutes
Saxilby with Ingleby Parish Council
Full Council Meeting Minutes
19:00pm Wednesday 5 March 2025
Function Room, St Andrews Community Centre, Saxilby, LN1 2LP.
Members Present:
Cllrs Crump, Barratt, Bowden, Bridge, Hillman Hughes, Saunders (vice-chair and chair of meeting), Shepherd, Waller, I.Willox, and J.Willox.
Members Absent:
Cllrs Ashton Derry, Hadjoudj, and Spurr.
In Attendance:
• Lydia Hopton, Clerk
• There were three members of the public in attendance, and Cllr Brockway (WLDC, LCC).
• Apologies were received from Cllr Lee (WLDC).
Meeting
FC25/045 1. To note apologies for absence, having been submitted to the clerk
Apologies were received from Cllrs Ashton Derry.
Foster public participation and engagement objective:
FC25/046 2. 15 Minute public participation session with respect of business on the agenda only
• Noted that there are items on the agenda that cover charity business, if council want to ask a question or ask the charity to make a statement, or provide information, we’re more than happy to do so in the meeting.
• A councillor made a comment regarding a cllr not being present for six months and that should enable a vacancy. The clerk advised they had contacted West Lindsey District Council for clarification.
FC25/047 3. Receive a district and county councillor update (verbal)
Cllr Brockway (WLDC and LCC) provided an update:
Huge issue on Westbank regarding tankering. Highways and Environment Agency are ready to go ahead with. Nothing can progress as Anglian Water have not put forward what they are going to do with the rising main.
Tankering with huge tankers four to six up there at the same time. They are blocking road, going up on the bank, and coming at night. Doesn’t make sense with two large pieces of equipment now added to the Anglian Water site, but the problem is significantly worse than ever been, affecting local businesses. Escalate. Press have been there. Bring ombudsmen in as Anglian Water failing.
WLDC has a new truck for food waste, and is willing to bring to parish council’s to show them.
Darren Fernie and his son Joshua have been issued with civil restraint orders, barring them from launching any further legal action for two years without the permission of a senior judge.
Lincolnshire devolution process is on-going.
Raised concerns regarding the leader and deputy leader of the West Lindsey District Council being in a relationship taking the chair and vice-chair of committees, meaning committees can not be scrutinised. Without warning they have scrapped the executive business plan, which the budget has been set on. It is bad governance and practice.
FC25/048 4. Agree initial 2025/26 events programme
Having been proposed (Cllr Hillman) and seconded (Cllr Crump), it was RESOLVED to:
Agree the initial 2025/26 events programme with a meeting arranged soon so this can be moved forward and discuss whether to set-up an events group.
Procedural:
FC25/049 5. a. Receive declarations of interest in accordance with the Localism Act 2011 and b. consider granting dispensation requests having been submitted in writing to the proper officer before or at the start of the meeting.
a. No dispensations received.
b. Cllr J Willox declared a personal interest in agenda item 15 Ref FC25/060
FC25/050 6. Approve Full Council meeting notes as minutes and the chair to sign for 05 February 2025
Having been proposed (Cllr Hughes) and seconded (Cllr Saunders), it was RESOLVED (with two abstentions) to:
Approve the 05 February 2025Full Council meeting notes as minutes and the chair signed them.
FC25/051 7. Note the meeting action log
The action log was noted.
FC25/052 8. Agree fees and charges for 2025/26
It was noted the bar hire was not on the list, this will be updated.
Having been proposed (Cllr Saunders) and seconded (Cllr Waller), it was RESOLVED to:
Agree the fees and charges for 2025/26.
FC25/053 9. Approve the Environmental Policy (annual review)
Having been proposed (Cllr Bowden) and seconded (Cllr Crump), it was RESOLVED to:
Approve the Environmental Policy, adding in reference to biodiversity and climate change.
FC25/054 10. Agree messaging services (WhatsApp etc) terms of participation
Cllr Waller proposed an amendment to the motion to agree to “messaging services (WhatsApp etc) terms of participation”, with an addition of “incorporating the terms of participation into the communications policy going forwards”.
Having been proposed (Cllr Waller) and seconded (Cllr J Willox), it was RESOLVED to:
Agree the messaging services (WhatsApp etc) terms of participation and incorporate into the communications policy when next reviewed.
Council Objective: Protect and enhance our green spaces and street scene
FC25/055 11. Agree Parish Grass Cutting Agreement for 2025/26 from Lincolnshire County Council and clerk to return agreement
Having been proposed (Cllr J Willox) and seconded (Cllr Hughes), it was RESOLVED to:
Agree the Parish Grass Cutting Agreement for 2025/26 from Lincolnshire County Council and for the clerk to return the agreement.
Council Objective: Maintain and improve community facilities and amenities objective
FC25/056 12. Review the recreation ground project list and agree actions including:
a. Agree the draft apportioning model for 2023/24 for income and expenditure on the field (action plan 8b).
Deferred.
FC25/057 b. Approve standard operating procedures for 1. Car Park/ Community Centre Adverse Weather 2. Remembrance Event 3. Field Access by Council Staff and 4. Field and Building Key Arrangements.
b. Approve standard operating procedures for:
1. Car Park/CC Adverse Weather
Having been proposed (Cllr Bridge) and seconded (Cllr Saunders), it was RESOLVED to:
Approve the Car Park/Community Centre Adverse Weather SOP.
2. Remembrance Event
Having been proposed (Cllr Waller) and seconded (Cllr J Willox), it was RESOLVED to:
Approve the Remembrance Event SOP.
3. Field Access by Council Staff
Having been proposed (Cllr Crump) and seconded (Cllr Saunders), it was RESOLVED to:
Approve the Field Access by Council Staff SOP.
4. Field and Building Key Arrangements.
Having been proposed (Cllr Saunders) and seconded (Cllr Bridge), it was RESOLVED with one abstention to:
Approve the Field and Building Key Arrangements SOP.
FC25/058 13. Feedback on compliance with license conditions (verbal update, month four of six)
The verbal update on license compliance was received with no reported issues.
FC25/059 14. Note Boxing Day hire feedback and agree bank holiday hire policy position
It was agreed to:
1. To permit Bank Holiday room hire excluding: Christmas Day and Easter Sunday.
Cllr Saunders proposed an amendment to the first motion to remove ‘New Year’s ‘Day’.
Having been proposed (Cllr Saunders) and seconded (Cllr Waller), it was RESOLVED.
To permit Bank Holiday room hire excluding: Christmas Day and Easter Sunday
2. This is subject to: Staff being available to cover, paying time and a half to staff on Boxing Day and New Year’s Eve, double time on New Years day, and double room hire rate to take account of the additional costs incurred. This was proposed (Cllr Saunders), seconded (Cllr Crump) and RESOLVED.
3. Library hours to remain the same.
FC25/060 15. To consider a request for grounds to slit (drainage) the recreation ground field
Having been proposed (Cllr Saunders) and seconded (Cllr Bowden), it was RESOLVED to:
Agree a request for grounds to slit (drainage) the recreation ground field.
FC25/061 16. Agree a s137 request from Saxilby AFC towards goalposts
Having been proposed (Cllr Saunders) and seconded (Cllr J Willox), it was RESOLVED to:
Agree a s137 grant request of £667.62 to Saxilby AFC towards portable goals with nets.
FC25/062 17. To purchase a tablet for the grounds team use from the 2025/26 Capital Expenditure budget
Having been proposed (Cllr Saunders) and seconded (Cllr Shepherd), it was RESOLVED to:
Purchase a tablet for the grounds team use from the 2025/26 Capital Expenditure budget.
FC25/063 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 Hughes) and seconded (Cllr Bridge), it was RESOLVED to:
20:10 Enter into closed session.
Three members of public and Cllr Brockway left
FC25/064 19. Agree next steps on St Andrews Community Centre negotiations
The next steps on the St Andrews Community Centre negotiations, based on the V4 draft Heads of Agreement and updated solicitor advice, were resolved (individual decisions recorded and held separately).
FC25/065 20. Agree process and next steps for a bar sub-lease
Having been proposed (Cllr Bowden) and seconded (Cllr Shepherd), it was RESOLVED to:
Arrange a meeting with the Sports Hub to discuss their legal status and signpost to relevant support as a first step to progress sub-lease discussions.
FC25/066 21. Agree to trade in a ground’s mower and replace with a new model
Having been proposed (Cllr Saunders) and seconded (Cllr I Willox), it was RESOLVED all in favour to:
That Full Council resolves to purchase the Husqvarna P525DX mower from Chandlers on a 36-month HP contract, trading in the Kubota G26-11.
FC25/067 22. Bi-annual review and approval of payroll procedure
Having been proposed (Cllr Hughes) and seconded (Cllr Crump), it was RESOLVED to:
Approve the payroll procedure.
The meeting closed 20:56.
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.