Minutes
Saxilby with Ingleby Parish Council
Minutes of the Annual Meeting of the Parish Council
Held on Wednesday 06 May 2026 at 19:00
Function Room (Upstairs), St Andrews Community Centre, William St, Saxilby, Lincs, LN1 2LP
Meeting
Councillors Present
Cllrs Barratt, E. Bowden, Bridge, Saunders, Truscott, Wheatley, and I. Willox
Councillors Absent
Cllrs S. Bowden, Crump, Shepherd, Waller, and J. Willox.
In attendance:
Lydia Hopton, Parish Clerk
Laura Thompson, Administration Officer
Members of the public: Two
Cllr Lee (WLDC)
FULL COUNCIL MINUTES
FC26/094 1. Elect a Chair of the Council and sign Acceptance of Office
Having been proposed (Cllr E.Bowden) and seconded (Cllr Truscott) it was RESOLVED with one abstention to elect Cllr Saunders as Chair of the Council. The Chair signed the Declaration of Acceptance of Office.
FC26/095 2. Elect a Vice-Chair of the Council
Having been proposed (Cllr Saunders) and seconded (Cllr E.Bowden) it was RESOLVED:
To elect Cllr Waller as Vice-Chair of the Council.
FC26/096 3. Apologies for Absence
- Apologies for absence were received from Cllrs S. Bowden, Crump, Shepherd, Waller, and J. Willox.
- Apologies for absence were also received from Cllr Brockway (WLDC & LCC)
Council Administration
FC26/097 4. Public Participation Session
A member of the public spoke in relation to agenda item 22 regarding the return of the scaffold tower. They noted that Saxilby Public Recreation Ground (SPRG) want to use it for cricket score hut repairs and advised that if the Council required it in future, it could be made available and stored at SPRG.
FC26/098 5. Declarations of Interest and Dispensation Requests
a. Declarations of interest:
- Cllr Saunders declared interests in agenda items 21 (FC26/114 21) and 22 (FC26/115 22.) noting existing dispensations are in place.
- For transparency the clerk noted a pecuniary interest in agenda item 30 (FC26/124 30) and 31 (FC26/123 31).
- For transparency the administration assistant noted a pecuniary interest in agenda item 30 (FC26/124 30).
b. Dispensation requests:
No new requests were received.
FC26/099 6. District and County Councillor Updates
A verbal update was received from Cllr Lee (West Lindsey District Council, WLDC)
- A new policy will allow community organisations, parish and town councils to apply to take on WLDC owned assets.
- A letter has been received from government agreeing a WLDC request that officials will come to WLDC before a decision is made regarding the Local Government Review. Cllr Lee advised WLDC should know before July/the summer recess what will be happening and what is likely to go ahead in relation to the local government review.
- An update was provided on the Scampton site purchase. Six bids have been invited to stage two of the process by the Home Office, one of which is WLDC. This includes some defence companies and a house builder. The bid has to be submitted by 29 May 2026, with the outcome being expected by November. WLDC is currently deciding what offer to go in at. £5M was ear marked in 2022, so it may be around this mark.
- The new food waste collection service has collected 940 tonnes of waste to date. Operatives are leaving the bins open so teams know which bins have been emptied on the routes.
- A large communities grants scheme is expected to come online in June.
FC26/100 7. Chair’s Update
The Chair provided a verbal update on recent council activity and community engagement. They thanked councillors and council staff for a good year, where they have seen some improvements, with some projects being finished and new ones starting. They shared a reminder that the Neighbourhood Development Plan referendum was open for voting until 10pm.
FC26/101 8. Approve Full Council Minutes (01 April 2026)
Having been proposed (Cllr Bridge) and seconded (Cllr E.Bowden) it was RESOLVED:
Approve the minutes of 01 April 2026 and the minutes were signed by the Chair.
FC26/102 9. Note the Meeting Action Log
The meeting action log was noted. It was requested to close item FC26/078 9. Regarding Cllr Saunders becoming a village hall trustee as this is now complete and ongoing.
FC26/103 10. Appoint Members to Existing Committees
Having been proposed (Cllr Saunders) and seconded (Cllr Bridge) it was RESOLVED: To maintain the existing committee membership appointments:
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SAXILBY WITH INGLEBY PARISH COUNCIL 2026/27 COMMITTEE MEMBERSHIP |
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Planning and Development |
Finance and Risk |
Personnel |
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Councillor Barratt |
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Yes |
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Councillor E Bowden |
Yes |
Yes |
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Councillor S Bowden |
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Councillor Bridge |
Yes |
Yes |
Yes |
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Councillor Crump |
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Yes |
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Councillor Saunders |
Yes |
Yes |
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Councillor Shepherd |
Yes |
Yes |
Yes |
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Councillor Truscott |
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Yes |
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Councillor Waller |
Yes |
Yes |
Yes |
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Councillor Wheatley |
Yes |
Yes |
Yes |
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Councillor I Willox |
Yes |
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Councillor J Willox |
Yes |
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Yes |
FC26/104 11. Approve Schedule for Review of Policies and Procedures
Having been proposed (Cllr Bridge) and seconded (Cllr Truscott) it was RESOLVED:
To approve the schedule for review of policies and procedures set out in the background paper.
FC26/105 12. Review of Arrangements and Subscriptions
Having been proposed (Cllr Wheatley) and seconded (Cllr Truscott) it was RESOLVED:
It was RESOLVED to note and approve the annual review of arrangements, representations, and subscriptions as set out below, in accordance with Standing Orders 5vi, 5vii and 5xi:
i. Arrangements (including legal agreements) with other local authorities, not for profit bodies, and businesses (Standing Order 5vi), including:
a. The Service Level Agreement with West Lindsey District Council for devolved litter picking and bin emptying services, currently valued at approximately £6,600 per annum and in place until 31 March 2027
b. The annual agreement with Lincolnshire County Council for highways grass cutting within the parish for 2026/27, with a contribution of £5,940 based on 27,265m² of verges maintained by the Council; and the Service Level Agreement with Lincolnshire County Council for operation of the Community Hub (Library), with a contribution of £5,167 for 2026/27.
ii. Representation on, or work with, external bodies and arrangements for reporting back (Standing Order 5vii), including:
a. Membership of the Society of Local Council Clerk including the Lincolnshire Branch by the Clerks.
iii. Council and staff subscriptions to other bodies (Standing Order 5xi), including continued membership of:
a. Lincolnshire Association of Local Councils Annual Membership and Annual Training Scheme;
b. Institute of Cemetery and Crematorium Management (ICCM)
c. Staff professional memberships with the Society of Local Council Clerks and Grounds Management Association
FC26/106 13. Insurance Cover Arrangements
Having been proposed (Cllr Saunders) and seconded (Cllr Bridge) it was RESOLVED:
That council confirms it is satisfied that adequate arrangements are in place for insurance cover in respect of all insurable risks.
FC26/107 14. S137 Expenditure and Grants
Having been proposed (Cllr E.Bowden) and seconded (Cllr Wheatley) it was RESOLVED:
That Full Council notes the:
i. Grant expenditure to community groups for the 2025/26 financial year of £2,159.60
ii. Notes expenditure under the Local Government Act 1972 s137 power of £679.60
FC26/108 15. Confirmation of Meeting Schedule
Having been proposed (Cllr E.Bowden) and seconded (Cllr Barratt) it was RESOLVED:
To confirm the schedule of ordinary meetings, with the amendment that the meeting scheduled for 05 August 2026 be removed:
Meeting dates for 2026/27 were agreed as 06 May 2026, 03 June 2026, 01 July 2026, 02 September 2026, 07 October 2026, 04 November 2026, 02 December 2026, 13 January 2027, 03 February 2027, 03 March 2027, 07 April 2027 and 05 May 2027, with meetings commencing at 7.00pm.
FC26/109 16. Approval of BACS and CHAPS Payments
Having been proposed (Cllr Barratt) and seconded (Cllr Bridge) it was RESOLVED:
To approve use of BACS and CHAPS (every two years).
FC26/110 17. Approval of Schedule of Regular Payments
Having been proposed (Cllr Truscott) and seconded (Cllr I.Willox) it was RESOLVED:
To approve the schedule of regular payments for 2026/27 for:
Anglian Water Business, West Lindsey District Council, Engie Power, Engie Gas, The Co-operative Bank, De Lage Landen Leasing, Sky Business, B&Q TradePoint Financial Services, WCF Chandlers, BNP Paribas Leasing, BrightHR, NEST Pensions, Xero UK Ltd, HP Instant Ink, the Information Commissioner’s Office (ICO), Smarty Mobile, and the Grounds Management Association.
Policy and Governance
Review and approve documents/agreements:
FC26/111 18. Standing Orders Standing Orders (following new model version being issued) update 15xiii – delete in a book
Having been proposed (Cllr Saunders) and seconded (Cllr Bridge) it was RESOLVED:
To approve Standing Orders V1.3
FC26/112 19. Financial Regulations (following new model version being issued)
Having been proposed (Cllr Saunders) and seconded (Cllr I.Willox) it was RESOLVED:
To approve Financial Regulations V2.3
FC26/113 20. Terms of Reference including concluding grants review group
Having been proposed (Cllr Bridge) and seconded (Cllr Saunders) it was RESOLVED:
To approve Terms of Reference 6.4 including concluding the grants review group
Council Objective: Maintain and improve community facilities and amenities objective
FC26/114 21. Receive and note the recreation ground project list
The recreation ground project list was noted.
FC26/115 22. Approve return of donated scaffold tower to SPRGC following request
Having been proposed (Cllr Bridge) and seconded (Cllr Truscott) it was RESOLVED:
To approve return of scaffold tower to Saxilby Public Recreation Ground Charity.
FC26/116 23. Agree planning and development committee recommendation for making applications for assets of community value
Having been proposed (Cllr E.Bowden) and seconded (Cllr Barratt) it was RESOLVED:
To approve submitting ACV nominations for submission to West Lindsey District Council, following the owners review of the nomination for:
a. Saxilby Community Wood
b. Ingleby Clay
c. Saxilby Waterfront Public Facilities
FC26/117 24. Library Grant Agreement and Hub Charter
Having been proposed (Cllr Wheatley) and seconded (Cllr Truscott) it was RESOLVED:
To approve the Library Grant Agreement and Hub Charter.
FC26/118 25. Library Trial Opening Hours
Having been proposed (Cllr Saunders) and seconded (Cllr Wheatley) it was RESOLVED:
To approve a trial extension of library opening hours on Fridays from 4.00pm–5.30pm, commencing as soon as practicable and continuing until 25 September 2026 inclusive, subject to volunteer availability and operational capacity.
Finance
FC26/119 26. MUGA Access Works Expenditure
Having been proposed (Cllr E.Bowden) and seconded (Cllr Wheatley) it was RESOLVED:
That the additional expenditure required for the revised MUGA access works of £9,980 exc VAT, be funded from the MUGA contingency of £12,570.
FC26/120 27. Purchase of Pitch Roller
Item deferred, with the clerk requested to collate some further information and evidence of being required.
Closed Session
FC26/121 28. Resolution to Enter Closed Session
Having been proposed (Cllr E.Bowden) and seconded (Cllr Barratt) it was RESOLVED:
To move into closed session under the Public Bodies (Admission to Meetings) Act 1960.
Two members of public and Cllr Lee left the meeting.
FC26/122 29. Entrance Ramp Licensing Agreement
Having been proposed (Cllr Bridge) and seconded (Cllr Truscott) it was RESOLVED:
To approve the signing of a licence from Saxilby Public Recreation Ground Charity for the Multi-Use Games Area entrance ramp works.
The chair moved agenda item 31 before agenda item 30.
FC26/123 31. Enclosure of St Andrews Community Centre Stairwell
19:48 The chair closed the meeting to allow cllrs to view the area with the clerk
Cllrs E.Bowden, Bridge, Wheatley, Truscott, the Administration Officer, and Clerk left the room.
Cllrs E.Bowden, Bridge, Wheatley, Truscott, the Administration Officer, and Clerk returned to the room.
20.02 meeting opened.
The item was deferred.
FC26/124 30. Staff Contractual Increments – moved to last item
20.03 The Administration Officer and Clerk left the meeting.
Having been proposed (Cllr Wheatley) and seconded (Cllr Barratt) it was RESOLVED:
To approve annual staff increments.
20.08 The Administration Officer and Clerk returned to the meeting.
20.09 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.