Full Council Meeting Minutes
Wednesday 6 October 2021 at 7.00pm at
St Andrews Community Centre, Saxilby.
Cllrs Cotton, Harper, Hillman, Ives, I Willox and J Willox.
Cllrs Ashton Derry, Brown, Crump and Spurr
Elaine Atkin, Parish Clerk
There was 1 member of the public in attendance.
There were no public questions.
Full Council Meeting
286/21 To receive apologies and accept valid reasons for absence, these having been submitted to the Clerk prior to the meeting
Apologies and a valid reason for absence had been received from Cllrs Ashton Derry and Spurr.
287/21 To receive declarations of interest in accordance with the Localism Act 2011
Cllr Hillman declared a pecuniary interest in agenda item 7 (minute 292/21). Cllr Cotton declared a personal interest in agenda items 14a and b (minute 299/21 a and b). It was agreed all councillors had a dispensation in relation to agenda items 14d and e (minute 299/21 d and e).
288/21 To approve the notes of the Full Council meeting held on 1 September 2021, and the Chairman to sign them as the agreed minutes
These were proposed by Cllr Harper and resolved.
289/21 To consider co-option application(s)
Cllr Harper declared a personal interest as one of the applicants was a friend.
Cllr Hillman asked the member of public (one of the co-option applicants) about their volunteering in the village.
The first vacancy, caused by the resignation of Richie Bell was considered. Cllr Hillman proposed that Carla Saunders is co-opted. This was resolved.
Carla then signed her Declaration of Acceptance of Office and was able to take part in the rest of the meeting.
The second vacancy, caused by the resignation of Shiela Hughes was considered. Cllr I Willox proposed that Dave Mann is co-opted. This was resolved.
As Dave was not present at the meeting, arrangements would be made later for signature of his Declaration of Acceptance of Office.
It was confirmed that there are two remaining vacancies which the Council can co-opt to.
290/21 To note the meeting Action Log
It was confirmed that the action log needs updating. Action 188/21 can now be closed. It was suggested that Scotter Speedwatch group are also contacted in relation to action 275/21
The action log was noted.
291/21 To approve expenditure above specified limits, as per Financial Regulations
This was proposed by Cllr Hillman and resolved.
Cllr Hillman left the room (7:18pm).
292/21 To agree to pay expenses submitted by Cllr Hillman, for fertilizer for Bridge Place corner (donated funds already in place for this)
Cllr Harper proposed, and this was resolved.
Cllr Hillman returned (7:19pm).
293/21 To approve a S.137 grant application from St Andrews Carpet Bowls
The Clerk reported the amount left in budget for S.137 grants. Cllr Ives proposed, and it was resolved, for the Parish Council to pay £100 towards the amount applied for, and he would personally fund the other £57. Thanks were made to Cllr Ives for his generous offer.
294/21 To elect further Councillor Memorial Field Trustees
Cllr Ives proposed, and it was resolved, to defer this item until we have confirmation that the Trustees’ AGM has been held and officers duly elected.
295/21 To agree cleaning provision for the new bus shelter on Church Road
It was confirmed that this had already been considered by Planning Committee and it had been agreed to advertise for a volunteer in Foss Focus.
296/21 To agree arrangements for the annual Remembrance Service and Christmas tree
It was resolved that Cllr Ives would organise the Remembrance Service; Cllr J Willox would record the service and put it online, the Clerk would organise the wreath.
It was resolved to accept the generous offer from Willox Farms to sponsor the Christmas tree; Cllrs I and J Willox would help the Grounds team to install the tree; the office would arrange permissions with the landowner; as per last year, there would be no public switching on of the lights.
297/21 To agree to apply to the WLDC Councillor initiative fund, for a contribution towards the Westcroft goal
The Clerk confirmed that this was no longer required as there were sufficient donated funds to cover the cost of the goal purchase. The Grounds Manager is to ensure that the goal has been installed to satisfactory levels.
298/21 To receive feedback from the annual play are inspections (including football pitches), and agree actions
The inspection report was noted. Cllr Hillman requested that Kompan inspection and repair service costs be sought and brought back to Council for consideration.
299/21 To approve the following documents:
a. Burial Ground Regulations
b. Memorial Testing Policy
c. Pay Policy
d. Code of Conduct
e. Standing Orders
To note updates on:
300/21 Meetings held in September
301/21 Latest crime reports
302/21 Saxilby and District MUGA
303/21 Bridge Street Working Group
Noted. Cllr J Willox to put out comms about the Bridge Place re-opening.
304/21 Communications lead
305/21 Cricket and agree actions required
The update was noted.
It was resolved to authorise use of the amended logo.
Cllr I Willox proposed, and it was resolved for Cllr J Willox to investigate options for a non-turf cricket pitch (NTP) and report back.
Cllr Ives proposed, and it was resolved for Cllr J Willox to organise a meeting with Lincs Cricket and the public, to consider setting up an official cricket club.
306/21 Wheeled park
307/21 Action plan from the annual H&S report
Update noted. To be revisited following the visit from our H&S Advisor.
308/21 Bar outsourcing
Update noted. November Full Council to consider whether any more councillors are interested in being involved with the steering group (requirement for the Plunkett Foundation application).
309/21 The new local council insurance provider
310/21 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 Hillman and resolved to go into closed session.
311/21 To note an update on a staffing matter
312/21 To note a resource update
Cllr Harper proposed, and it was resolved to consider renaming the admin vacancy, offering a potential increase in hours from 1 April (subject to budget), and using social media and Indeed to advertise.
Cllr J Willox proposed, and it was resolved to look at the detailed cleaning contractor proposal and revisit budgets to accommodate this. Cllr Cotton voted against.
Cllr Harper proposed, and it was resolved to action the proposed offer for caretaker cover.
Cllr J Willox proposed, and it was resolved, to recruit to the Grounds vacancy, investigating the possibility of the Kickstart scheme (acknowledging the tight timescales due to the scheme ending shortly).
The meeting closed at 10:07pm.
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.