Full Council Meeting Minutes

Wednesday 4 May 2022 at 7.00pm at St Andrews Community Centre, Saxilby. 


Members Present:

Cllrs Ashton Derry, Cotton, Harper, Hillman, Mann, Saunders, Spurr, I Willox and J Willox.


Cllr Crump 


In Attendance:

Elaine Atkin, Parish Clerk 

There were 5 members of public in attendance.


Public Questions

The following comments were made:

  • The chair of the Tennis Club raised a number of concerns about the state of the tennis facilities, including the pavilion, courts and fence. Details would be emailed to the council for a response.
  • A comment was made about cricket being promoted by the council, when tennis was not. It was clarified that the cricket team has not received any financial backing from the council, and it was now being promoted via its own social media.
  • A query was raised by the treasurer of the Memorial Field Trustees as to whether the trustees were included in the council’s insurance. This will be confirmed.
  • The chair of the Memorial Field Trustees clarified, for the benefit of the chair of the Tennis Club, that the trustees had met with the council and would like to work with the council to resolve the current matters as soon as possible.
  • A councillor referred to feedback from a recent meeting with the football team managers and was disappointed one of the managers subsequently reported they believed that council were not interested. It was clarified that the councillors attending the meeting had spent time collating their notes that evening, and the notes were due to be issued imminently.
  • A resident asked for councillors to introduce themselves, which they did.


Full Council Meeting

119/22 To elect the Chairman of the Council for the forthcoming administrative year 2022-23 and for them to sign the acceptance of office as chairman

Cllr Ashton Derry nominated Cllr Cotton, and this was seconded by Cllr Harper. There were no other nominees. It was resolved to elect Cllr Cotton as Chairman for the coming year and Cllr Cotton signed his Declaration of Acceptance of Office as Chairman.

Cllr Cotton thanked council for their vote of confidence in him.


120/22 To elect a Vice Chairman of the Council for the forthcoming administrative year 2022-23 

Cllr Ashton Derry nominated Cllr Hillman and this was seconded by Cllr Saunders. There were no other nominees. This was resolved.


121/22 To receive apologies and accept valid reasons for absence, these having been submitted to the Clerk prior to the meeting

None received by the Clerk.


Four members of the public left the meeting (7:20pm).


122/22 To receive declarations of interest in accordance with the Localism Act 2011

Cllr Ashton Derry declared a pecuniary interest in agenda item 19 (minute 137/22).

Cllrs I and J Willox both declared a pecuniary interest in agenda item 24 (142/22).


123/22 To approve the notes of the Full Council meeting held on 6 April, and the Chairman to sign them as the agreed minutes

These were proposed by Cllr Hillman and resolved. 


124/22 To consider co-option application(s)

No applications had been received. 


125/22 To note the meeting Action Log

The action log was noted.


126/22 To agree membership of committees for the administrative year

Cllrs Saunders and Spurr were erroneously shown as members of the Bridge Street Working Group and this would be corrected.

Cllr Ashton Derry requested to join the Emergency Plan Committee.

Cllr Saunders requested to join the NDP Committee and Working Group.

Cllr Saunders proposed, and it was resolved, to agree the proposed membership.


127/22 To confirm arrangements for insurance cover, in respect of all insured risk

Cllr Cotton proposed, and it was resolved to confirm the arrangements.


128/22 To approve the Council’s direct debits and payment of annual subscriptions

Cllr Ashton Derry proposed, and this was resolved.


129/22 To approve the Council’s membership of bodies


130/22 To review and approve Council’s and/or staff subscriptions to other bodies

Cllr Ashton Derry declared a non-pecuniary interest (item 130/22).

Both agenda items were considered together as they were covered by one supporting paper.

Cllr Harper proposed, and these were resolved.


131/22 To approve the updated list of assets, in preparation for the external audit

Cllr Cotton proposed, and this was resolved.


132/22 To review and agree delegation arrangements to committees, sub-committees, officers and other local authorities

Cllr hillman proposed, and these were resolved.


133/22 To review expenditure incurred under s137 of the Local Government Act 1972

Cllr Mann proposed to accept, and this was resolved.


134/22 To review the council’s policies, procedures, and practices in respect of its obligations under Freedom of Information and Data Protection legislation

There was a brief discussion regarding use of official auditable council communication channels, in respect of Freedom of Information requirements. To be discussed further as a future agenda item.

Cllr Mann proposed to approve, and these were resolved.


135/22 To appoint the Council’s safeguarding officer

Cllr Ashton Derry proposed, and it was resolved to appoint the Clerk as the safeguarding officer.


136/22 To review the councillor training matrix and agree training required

A potential omission was flagged and will be investigated.

Cllr Ashton Derry will require Emergency Planning training.

Cllr Harper proposed, and this was resolved.


137/22 To approve expenditure above specified limits, as per Financial Regulations

The expenditure approval was proposed by Cllr Cotton and resolved. Cllr Ashton Derry abstained.


138/22 To consider a s137 grant application from Saxilby and Ingleby Good Neighbour Scheme (SIGNS)

Cllr I Willox proposed, and this was resolved.  


Cllr Ashton Derry had to leave the meeting (7:57pm) due to work commitments.


139/22 To receive an update and agree further actions in relation to various Health & Safety matters

Action H6 to be updated with further information regarding vehicle logs.

Cllr I Willox proposed, and this was resolved.


140/22 To agree two councillors to attend the upcoming SIGNS ‘Needing help?’ event on 12 May

Cllr Hillman proposed, and it was resolved to attend for part of this event, however other councillors were unable to attend this daytime event due to work commitments.


141/22 To consider whether to attend the regular farmer’s markets

It was resolved to respond that unfortunately due to daytime work commitments, it would be difficult for councillors to attend at the moment.


Cllrs I and J Willox left the room (8:15pm).


142/22 To ratify a recommendation regarding sale of the remaining red diesel (following a law change for the vehicles which can use red diesel)

It was proposed by Cllr Harper, and resolved to advertise the diesel for 1 day, take the best offer, require payment by invoice, and require the diesel to be collected within a specified number of days of payment. If there is no interest then it can be sold to Cllr I Willox, as per the offer made.


Cllrs I and J Willox returned to the room (8:23pm).


To review and approve the following documents:

143/22 Standing Orders

Cllr Harper proposed, and this was resolved.


144/22 Financial Regulations

Cllr Hillman proposed, and this was resolved. 


145/22 Terms of Reference for committees

Cllr Hillman queried whether we need terms of reference for the Comms group.

Cllr I Willox proposed, and approval of the document was resolved. 


146/22 Risk Management Policy

Cllr Saunders queried the timescale required for issue of supporting papers to meetings, as there was currently insufficient time for councillors to prepare for making decisions, when papers are issued late.

Cllr Spurr proposed, and it was resolved to approve this document.


147/22 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.

The member of public left the meeting (8:30pm).


148/22 To review quotes and agree a supplier for fire marshall training

Cllr Harper proposed, and it was resolved to go with the quote from JP Fire.


149/22 To agree actions following a staff resignation

Cllr J Willox proposed, and it was resolved to go with the actions recommended.


150/22 To agree actions following on from the meeting with the Memorial Field trustees

Cllr Saunders proposed actions, and these were resolved. Cllr Cotton abstained. The trustees will be updated following the Annual Parish Meeting.


The Chairman thanked the Clerk for her service over the last six and a half years.


The meeting closed at 9:05pm.


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.