Minutes
Saxilby with Ingleby Parish Council
Full Council Meeting Minutes
Wednesday 6 November 2024 19:00pm
Function Room, St Andrews Community Centre, Saxilby, LN1 2LP.
Members Present:
Cllrs Barratt, Bowden, Bridge, Hughes, Saunders (meeting chair - as vice-chair of the council), and Shepherd.
Members Absent:
Cllrs Ashton Derry, Crump, Hadjoudj, Hillman, Spurr, Waller, J Willox, and I Willox.
In Attendance:
Lydia Hopton, Clerk
There were 10 members of the public in attendance and Cllr Brockway (WLDC and LCC).
Meeting
FC24/225 1. Receive apologies and accept valid reasons for absence, these having been submitted to the clerk prior to the meeting
Having been proposed (Cllr Hughes) and seconded (Cllr Shepherd), it was RESOLVED to:
Accept the reasons for absence from Cllrs Ashton Derry, Crump, Hadjoudj, Hillman, J Willox, I Willox, and Waller.
FC24/226 2. To consider granting dispensation requests, these having been submitted in writing to the proper officer before, or at the start of, the meeting
None received.
FC24/227 3. Receive declarations of interest in accordance with the Localism Act 2011
None received.
FC24/228 4. 15 Minute public participation session with respect of business on the agenda only
1. A member of the public spoke about the community centre. Noting it is a good sign discussions are going on regarding the lease, that there has been a consultation regarding what people want, and that they want the community centre to continue. They noted People worked very hard to get the centre and he believes it opened in 1997. They noted when they came to the village over 50 years ago there was just over two thousand and now there is five thousand in the village and we’ve lost facilities over this time. The cost of the lease has been shared. The council has always paid grants so, they should pay one for the centre, and for the council offices to be there and to concentrate on youth club coming back.
2. Agenda item 14d notes report refers to the MUGA lights, youth club shelter, and basketball posts – for information the charity insures the land (public liability) including MUGA but the following is not insured for the charity for replacement - basketball posts, MUGA lights, and youth shelter.
FC24/229 5. Receive a district and county councillor update (verbal)
a. Cllr Brockway (WLDC and LCC)
District and county councillor Brockway provided an update
1. Cllr Lee (WLDC) sends his apologies.
2. West bank - senior highways officers have been out with Environment Agency and are dealing with Anglian Water. The Environment Agency may have funds in 2025-6 to stabilise the bank. Anglian Water has lined around 60m of the rising main and the metal one is currently off and have been asked if they are replacing it. The road has been re-classified to acknowledge the importance of the road for the village, due to Anglian Water being there, as well as businesses and residents. Cllr Brockway has asked that the road is improved beyond the sewerage works and highways have said the intention is to go past and down to Green Lane.
3. The county council has a programme called Shared Lives, where people who are vulnerable and alone, are paired with someone to befriend them.
4. County council are working together with police regarding anti-social behaviour.
5. Broadholme chair and secretary are stepping down from the parish meeting and there is no-one to replace them.
6. Steam Punk Festival, there have been issues regarding hotels price hiking. Cllr Brockway has been negotiating rooms out of Lincoln to make it affordable for families. She contacted Lincoln University and they have offered 500+ beds for the August Bank Holiday.
FC24/230 6. Approve Full Council meeting notes as minutes and the chair to sign for
a. 02 October 2024
Having been proposed (Cllr Hughes) and seconded (Cllr Bridge), it was RESOLVED to:
Approve the 02 October 2024 Full Council meeting notes as minutes.
b. 16 October 2024 (Extra-Ordinary)
Having been proposed (Cllr Shepherd) and seconded (Cllr Barratt), it was RESOLVED to:
Approve the 16 October 2024 Full Council meeting notes as minutes.
FC24/231 7. Note the action log
Noted.
Review and approval of:
FC24/232 8. Additional members to sit on finance and risk committee
Having been proposed (Cllr Hughes) and seconded (Cllr Bowden), it was RESOLVED:
For the following two additional members Cllr Bridge and Cllr Shepherd to sit on the finance and risk committee.
FC24/233 9. A Planning and Development Committee recommendation to revise a decision regarding Westcroft Green Space Northern boundary hedge fencing and infill to install a three-wire horizontal fence in the areas where there are gaps only and re-plant whips to reinstate the 3m hedge, whilst ensuring householders’ boundaries are not impinged.
Council noted the report along with resident feedback.
1. Having been proposed (Cllr Hughes) and seconded (Cllr Barratt), it was RESOLVED to:
Re-visit the decision for fencing along the Westcroft boundary with a three-wire fence to be installed in the areas where there are gaps only and re-plant whips to reinstate the 3m hedge in these gaps, whilst ensuring householders’ boundaries are in no way impinged.
2. Having been proposed (Cllr Saunders) and seconded (Cllr Barratt), it was RESOLVED for:
Residents sharing the boundary to be updated on the decision and the date of when the work is due to start.
FC24/234 10. Planning and Development Committee recommendation for the mosaic be situated outside the Lincolnshire Co-op Pharmacy Saxilby, subject to the committee securing sufficient funding.
1. Having been proposed (Cllr Hughes) and seconded (Cllr Barratt), it was RESOLVED, following a casting vote from the chair, to:
Ratify the Planning and Development Committee recommendation for the mosaic to be situated outside the Lincolnshire Co-op Pharmacy Saxilby, subject to the committee securing sufficient funding and relevant permissions.
2. Having been proposed (Cllr Bowden) and seconded (Cllr Bridge), it was RESOLVED, with three abstentions to defer the item ‘Delegates the project management and sourcing of funding to the planning and development committee to enable them to progress the project, subject to the planning and development committee defining the budget, obtaining the required funding, and the relevant permissions being in place before commissioning and undertaking the project.’ to gain full costings for the project and whether any local trades/college would be willing to be involved (as impacts costs).
FC24/235 11. Bullying and harassment statement, adopted civility and respect campaign resource, bi-annual review
Having been proposed (Cllr Hughes) and seconded (Cllr Shepherd), it was RESOLVED to:
Approve the reviewed bullying and harassment statement.
FC24/236 12. Safeguarding policy
Having been proposed (Cllr Shepherd) and seconded (Cllr Bridge), it was RESOLVED to:
Approve the reviewed safeguarding policy.
FC24/237 13. Consider a Sports Hub request for bar hire on Boxing Day and agree the bearing on other Bank Holiday’s if there is a policy change
a. Permit a one-off bar hire for 26 December for the Sports Hub
Having been proposed (Cllr Saunders) and seconded (Cllr Bowden), it was RESOLVED, with one abstention to:
Permit a one-off bar hire for 26 December for the Sports Hub and following the hire, review and consider whether a policy change is made for other bank holidays, including providing the costings for being open.
b. Sports Hub to stock prior to the Christmas closure
Having been proposed (Cllr Bridge) and seconded (Cllr Bowden), it was RESOLVED, with one abstention:
For the Sports Hub to stock prior to the Christmas closure of 23 December, whilst the centre is open.
c. If agreed, to pay double time to staff working on the Bank Holiday.
Having been proposed (Cllr Bowden) and seconded (Cllr Bridge), it was RESOLVED, with two abstentions to amend the proposal and:
Pay a 1.5x hourly rate.
d. If agreed, for the room hire rate to be double to take account of the additional costs incurred.
Having been proposed (Cllr Saunders) and seconded (Cllr Shepherd), it was RESOLVED, with two abstentions to:
Agree for the room hire rate to be double to take account of the additional costs incurred.
e. If agreed, to consider the implications for other bank holidays and room hires/ library opening.
20:05 One member of public left the meeting
Having been proposed (Cllr Saunders) and seconded (Cllr Bowden), it was RESOLVED, with one abstention to:
Defer the item and bring back to January, following a review of Boxing Day hire, along with requesting interest from other hirers as to whether they would like to book room hires on bank holidays.
Finance and Risk
FC24/238 14. Review the recreation ground project list and agree actions including:
a. Agree list of standard operating procedures and memorandum of understanding to be drafted
Having been proposed (Cllr Hughes) and seconded (Cllr Shepherd), it was RESOLVED to agree the following list of SOPs and MOU as starting point:
MOU:
1. Handling of Charity Income and expenditure.
2. Handling of Field and Building Property Matters.
SOPs
1. Car Park Adverse Weather Policy
2. Remembrance Event Agreement
3. Field Access by Council Staff
4. Field and Building Key Arrangements
b. To agree to set aside Standing Order 7a and re-visit decision Ref FC24/187a, due to a change of WLDC advice, and agree a way forward with the Designated Premises Supervisor for the Pavilion Bar license.
Having been proposed (Cllr Shepherd) and seconded (Cllr Bowden), it was RESOLVED to:
1. Note the report.
2. That council agrees to set-aside Standing Order 7a for resolution Ref FC24/187a due to the course of action now not being possible.
3. That council agrees for the clerk to become the primary DPS license holder and the assistant clerk to be the reserve license holder, subject to their agreement.
4. That council supports staff in this role and recognizes the level of personal, as well as corporate, responsibility it entails.
5. That all Sports Hub committee members and volunteers sign to agree to meet the legal requirements of the license and that hire of the bar area is subject to meeting these legal conditions laid down by the licensing authority.
6. That the council request the Sports Hub agrees for two committee members to undertake DPS training/become a license holder.
7. Compliance with the licenses to be monitored and fed back to council on a monthly basis for six months initially. If breaches occur council to issue a reminder to the group. If there are more than three breaches in a four-weekly period, council to consider if hire is to cease.
8. The decision will be subject to review in six months to ensure that it is working as intended.
9. The decision is subject to review if the bar out-sourcing project is re-initiated.
c. Agree a date for community centre negotiations
1. Having been proposed (Cllr Bowden) and seconded (Cllr Saunders), it was RESOLVED to:
Agree Tuesday 26 November as an additional full council meeting for community centre negotiations.
2. Having been proposed (Cllr Barratt) and seconded (Cllr Bowden), it was RESOLVED to:
Agree Wednesday 27 November at 7pm for a negotiation meeting with Saxilby Recreation Ground Charity.
3. Cllr Saunders proposed an amendment to the motion to agree six, rather than four, named councillors to attend the negotiation meeting. This was seconded by Cllr Barratt. It was RESOLVED:
For six named councillors to attend the negotiation meeting - being councillors Barratt, Bowden, Bridge, Hughes, Saunders, and Shepherd.
d. Agree an interim position on insuring the youth shelter, MUGA basketball posts, and flood lighting
Having been proposed (Cllr Saunders) and seconded (Cllr Bowden), it was RESOLVED to:
Clarify with Saxilby Recreation Ground Charity that it does not currently maintain or insure the MUGA, including the following items:
a. Basketball posts
b. MUGA Floodlights
c. Youth shelter
e. Council to review the insurance position when the lease comes into effect.
Having been proposed (Cllr Saunders) and seconded (Cllr Shepherd), it was RESOLVED to:
Review the insurance position when the outdoor lease comes into effect.
FC24/239 15. Ratify the Finance and Risk Committee recommendation to open Unity Trust savings accounts
20:39 One member of public left the meeting.
a. Full Council notes the report and resolves to open a Unity Trust Instant Access Savings Account and a three-month fixed term deposit account.
Having been proposed (Cllr Barratt) and seconded (Cllr Bridge), it was RESOLVED to:
Note the report and open a Unity Trust Instant Access Savings Account and a three-month fixed term deposit account.
It was noted the finance and risk committee will be looking at a wider investment strategy imminently.
b. £100,000 is moved into the fixed term account and the remaining amount moved into the instant access savings account.
Having been proposed (Cllr Hughes) and seconded (Cllr Barratt), it was RESOLVED to:
Move £100,000 to the fixed term account and the remaining amount moved into the instant access savings account.
FC24/240 16. Agree WLDC Retail Grant Variation
Having been proposed (Cllr Saunders) and seconded (Cllr Shepherd), it was RESOLVED to:
Agree the WLDC Retail Grant Variation to extend the grant end date to 31 December 2024.
FC24/241 17. Agree actions to support the community led Christmas Lights Switch-On
Having been proposed (Cllr Saunders) and seconded (Cllr Bowden), it was RESOLVED:
That Full Council notes the report and offers the following support to facilitate the event in-line with the council’s identified objectives:
1. To make a contribution of £200 to cover the event first aid.
2. Contributes £75 to Foss Ladies Choir, £75 to One Accord Choir, and £150 for the Ukelele Band.
3. Makes the lanterns available for sale at the event, for fundraising, with any remaining lanterns to be returned.
This is subject to any surplus funds raised being used for charitable purposes, for payments to be made by 31 December 2024, and invoices to be submitted accordingly.
20:47 Eight members of the public and Cllr Brockway left the meeting.
20:47 The clerk, Cllr Bowden and Cllr Hughes left the meeting.
FC24/242 18. 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 Barratt) and seconded (Cllr Bridge), it was RESOLVED to enter closed session.
20:53 The clerk, Cllr Bowden and Cllr Hughes returned to the meeting.
Agree recreation ground/community centre project actions:
FC24/243 18a. A date for the LGRC report to be publicly released
Having been proposed (Cllr Saunders) and seconded (Cllr Bridge), it was RESOLVED:
1. For the independent LGRC report to be publicly released at the additional council meeting (background papers) to be held where the decision of the community centre lease is being made, along with a council response to the report and its recommendations.
2. For an appendix including councillor comments to be included in the report [subject to individual councillor agreement]
3. For council to agree the response to the report at the additional council meeting being held on 26 November 2024.
FC24/243 18b. A structural surveyor to undertake the community centre survey
Having been proposed (Cllr Hughes) and seconded (Cllr Barratt), it was RESOLVED:
For HICH structural surveyors to undertake a structural survey of St Andrews Community Centre.
FC24/243 18c. Receive feedback on the draft outdoor lease to be shared with the council’s legal advisor and Saxilby Recreation Ground Charity
Having been proposed (Cllr Shepherd) and seconded (Cllr Bowden), it was RESOLVED:
1. For feedback to be shared by councillors by Friday 15 November, to be collated by the clerk and shared with the council’s legal advisor for consideration, alongside the draft outdoor lease.
2. To seek clarification from trustees on any points.
FC24/243 18d. To note the outcome of formal complaints in-line with the Complaints Procedure (para 5.7)
The outcome of two formal complaints were noted. Bring back recommendations next month.
FC24/243 18e. Apply to WLDC’s Neighbourhood Development Fund for a bio-diversity net gain baseline study
Item deferred, pending outstanding information. Add back on agenda.
FC24/243 18f. Note the 2024/25 national pay deal and contractual back pay for affected staff
The 2024/25 national pay deal and contractual back pay for affected staff was noted.
FC24/243 18g. To agree an application to remove a restriction against a property title
Item withdrawn - application retracted.
The meeting closed at 21:22.
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.