Full Council Meeting Minutes

Wednesday 2 November 2022 at 7.00pm at St Andrews Community Centre, Saxilby. 


Members Present:

Cllrs Harper, Hewes, Hillman, Mann, Meanwell, I Willox, and J Willox 



Cllrs Ashton Derry, Cotton, and Crump.   


Not present:

Cllr Spurr


In Attendance:

Lydia Hopton, Clerk

Zarina Belk, Assistant Clerk

There were eight members of the public in attendance.


Public Questions

A resident spoke regarding the council’s link with the recreation ground and the community centre. He said the trustees, parishioners, and village want the council to stay in the community centre.

A resident queried why the council didn’t let the public know sooner they wouldn’t be able to hold the Christmas lights switch on. The chair asked to arrange a meeting with the resident to discuss.



245/22 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, Cotton, and Crump, which were accepted.


246/22 To receive declarations of interest in accordance with the Localism Act 2011

  • Cllr Hewes agenda item 7aii, 7aiii, 7av, 7avi (Ref 251/22) and 10 (Ref 254/22) - other registerable interest (recreation ground charity trustee) 
  • Cllr Hillman agenda item 6c (Ref 250/22c) – pecuniary interest 
  • Cllr Meanwell agenda item 6d (Ref 250/22d)– other registerable interest (husband is Saxilby AFC secretary), item 7ai-vi (Ref 251/22) and item 10 (Ref 254/22) - other registerable interest (recreation ground charity trustee) 


247/22 Approve the notes Full Council on 5 October 2022, and the chair to sign them as the agreed minutes

Cllr Mann proposed to approve the 5 October 2022 Full Council minutes, with one change on Ref 240/22 to read "Cllr Hillman proposed for a planner to draft a position statement..." This was resolved. 


248/22 To note the meeting action log



249/22 To consider and agree:

a. Co-option application

19.10pm Cllr Hillman closed the meeting to ask Mr Waller a question. 

Cllr Hillman asked if Nicholas Waller been involved in any charity work in the parish. Mr Waller replied not to date, due to other commitments, but he has charity experience which he feels would be of benefit to the role. 

19.11pm the meeting re-opened.

Cllr Hewes proposed Mr Waller be co-opted onto the council. This was resolved.


b. Committee membership for councillors and agree committee membership for new councillors

Cllr Hewes requested to sit on the following further committees/working groups -  Bridge St Working Group, MUGA Working Group, and NDP Working Group. This was resolved.

A member of the public arrived at 7.14pm 


250/22 Finance and risk 

a. To approve expenditure above specified limits, as per Financial Regulations

Cllr Harper proposed the approval of expenditure above specified limits. It was resolved to approve the expenditure. 


b. To approve finance committee recommendations to vire budgets within the grounds cost centre 

Cllr Mann proposed approve finance committee recommendations to vire £1,081 from 110/4400 (equipment purchase budget) to the following budgets:


Code | Description | Amount to Vire (£)

1. 4170 Insurance 176

2. 4170 Stationary and printing 50

3. 4320 Maintenance (grounds) 100

4. 4330 Tree Works 155

5. 4420 Tools/minor purchases 100

6. 4425 Consumables 250

7. 4515 Window Cleaning 50 

This was resolved.


c. Reimburse expenses for village plants for Cllr Hillman 



d. To consider and approve a s137 grant application from Saxilby Hornets 

Cllr Meanwell declared an other registerable interest.

Cllr J Willox proposed a grant £100 and to remind the club of the process for applying for a grant. This was resolved with all in favour.


e. To agree to use the donations made in memory of Cllr Ives for a memorial tree and engraved leaf on the branch sculpture

Cllr Hillman proposed to use the £108.91 in donations received for a memorial tree and engraved leaf on the branch sculpture in memory of Cllr Ives. This was resolved.


251/22 Recreation ground and community centre

Cllr Meanwell declared an interest.

a. To receive a project update including reviewing the latest project list and agree the following actions regarding the management of the recreation ground: 


i. To agree the legal fees to add a charge to the Land Registry Title to reflect the council being the custodian trustee for the recreation ground

Cllr Mann proposed to approve the legal fees quote of £175+VAT. This was resolved. 

Cllr Meanwell did not take part.


ii. To consider and agree the preferred location of the parish office

It was noted policy nine in the Saxilby with Ingleby NDP is around protecting village facilities.

Cllr I Willox proposed the council agrees that their preferred location of the parish office, archive storage, and meeting rooms is in the community centre and works with the charity trustees to this end. This was resolved. 

Cllr Meanwell did not take part.


iii. To consider leasing the community centre  

Cllr Harper queried how organisations using the community centre would work if the council and charity is involved on the field. The clerk explained the detail would need to be worked through as part of the process.

Cllr Harper proposed the council agrees in principle to leasing the community centre and works with the charity to progress this in a timely manner. This was resolved.

Cllr Meanwell did not take part.


iv. To agree to add water meters to the bowls and tennis feeds

Cllr Mann requested the item was deferred to liaise with the bowls and tennis club and make them aware of the proposals.


v. To agree the councils preferred position of Salvation Army clothes bin

Cllr Mann proposed the bin remains in the current location. This was resolved. 

Cllr Meanwell did not take part.


vi. To agree the council’s position on the memorial gates, pillar, circle, and bench  

1. Cllr Mann proposed the council to hand back to the charity the management of the war memorial gates and pillars to insure and maintain and for the council to update the asset register to reflect this. This was resolved.

2. Cllr Harper proposed to hand the memorial circle and garden over to the charity and for the charity to insure and maintain it and the gardens, with support from current volunteers for the area. This was resolved.

3. The ownership and maintenance of the bench was deferred, pending speaking to the Mystery Group who originally made a donation towards it, to obtain their views.

Cllr Meanwell did not take part.


vii. To consider using the community centre as a warm space

Cllr Hillman proposed the community centre is used as a warm space during library opening hours, with officers to liaise with library volunteers to implement. This was resolved. 


252/22 Community 

a. To consider and agree charges to cover interim floodlight usage for the ‘basketball court’ 

Deferred to December – more information requested. 

b. To consider and agree interim grounds maintenance charges for football teams using the recreation ground 

Deferred to December – more information requested. 

c. To consider and agree a rental agreement for football teams using Mill Lane

Feedback was given on the initial draft. 


Cllr Mann left 20.24pm.

Eight members of the public left.

Cllr Mann returned 20.26pm.


253/22 CLOSED SESSION – Council to resolve to go into closed session in accordance with the Public Bodies (Admissions to Meetings) Act 1960 for the following 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.

Cllr Hillman proposed to go into closed session. This was resolved with one against.

Cllr Hillman proposed to move agenda item 10 (Ref 256/11) before agenda item 11 (Ref257/11), which was moved.


254/22 To agree to use capital expenditure to install LED lights at Mill Lane Workshop and the contractor

Cllr Mann proposed to undertake the work and the Bright Spark contractor was selected. This was resolved.


Cllr Meanwell declared an other registerable interest (charity trustee).

Cllr Hewes declared an other registerable interest (library volunteer and charity trustee).

Cllr Meanwell left 20.33pm.


255/22 To consider and agree an interim library service level agreement

Cllr Mann proposed to agree the interim library SLA running until 31 March. This was resolved. The council will receive a pro rata payment of £2,264.99 to provide the service.


The meeting closed at 8.45pm

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.