Minutes
Saxilby with Ingleby Parish Council
Full Council Meeting Minutes
Wednesday 2 October 2024 19:00pm
Function Room, St Andrews Community Centre, Saxilby, LN1 2LP.
Members Present:
Cllrs Ashton Derry, Bridge, Hadjoudj, Hillman (chair), Hughes, Saunders, Shepherd, and J Willox.
Members Absent:
Cllrs Barratt, Bowden, Crump, Spurr, Waller, and I Willox.
In Attendance:
Lydia Hopton, Clerk
There were 15 members of the public in attendance and Cllr Brockway (WLDC and LCC).
Meeting
FC24/200 1. Receive apologies and accept valid reasons for absence, these having been submitted to the clerk prior to the meeting
Having been proposed (Cllr Ashton Derry) and seconded (Cllr J Willox), it was RESOLVED to:
Accept the reasons for absence from Cllrs Barratt, Bowden, Crump, and Waller.
FC24/201 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.
FC24/202 3. Receive declarations of interest in accordance with the Localism Act 2011
• Cllr J Willox declared a pecuniary interest in Agenda item 11 Ref FC24/210, and Other Registerable Interests in agenda item 12a FC24/211, 12b FC24/211, 19a FC24/218, and 19b FC24/218.
• Cllr Ashton Derry declared a non-pecuniary interest in agenda item 17. FC24/216
• Cllr Hillman declared an other registerable interest in agenda item 18.FC24/217
• The clerk noted an Other Registerable Interest in agenda item 11. Ref FC24/210.
FC24/203 4. 15 Minute public participation session with respect of business on the agenda only
1. A resident spoke regarding the recreation ground project and transparency, noting when questions were being asked [in public questions] they are noted with no response. The resident noted there has been discussion around the lease rental amount and there is also income to the centre and grants should be explored more. There has been a resurgence of volunteers on the recreation ground. As a long-standing rate payer, the resident has been cheered up to see the re-development of the recreation ground and felt it is very important whatever route is taken, that this is taken with it and kept in mind.
2. Peter Hewes, Saxilby Recreation Ground Trustee noted under Standing Orders if the council had any queries under the recreation ground project item, trustees are willing to speak at meeting.
FC24/204 5. Receive a district and county councillor update (verbal)
a. Cllr Brockway (WLDC and LCC)
District and county councillor Brockway provided an update:
• The local fire station has addressed concerns raised in an inspectorate report.
• Highways are to consult on removing two parking spaces for improved access to the station for the fire service vehicles.
• The footpath outside of the fire station has now been agreed to be repaired by Highways.
• Highways are to consult on painting lining on West Bank to stop parking near the railway crossing as it is preventing HGV access to West Bank.
• Cllr Brockway has asked WLDC what funding is left in her councillor initiative fund to support a new bus shelter being installed opposite Lincolnshire Co-op in the village.
• The government set-up trust funds for children born between 2002-2011, with £250 or £500 if from a low-income family. Many of these funds have not been claimed and are maturing. Cllr Brockway is encouraging people to claim them, as some will be reaching maturity and they will help young people.
• A resident in Nettleham has been reviewing benefit applications voluntarily and has been very successful in supporting people to access benefits they are entitled to. Cllr Brockway is interested in starting something similar in Saxilby for example tying in with the Warm Welcome scheme.
• LCC with other organisations, are going into school and teaching workshops on safety.
• Trading Standards are prosecuting businesses and claim money back from traders, but often can only take them out of business for 3-6 months. CIlr Brockway has asked what monitoring there is afterwards when businesses re-start.
• A lot of scamming of older people, including 13 known cases in WLDC, has been taking place with an average of £10-11k stolen.
• Cllr Brockway has been involved in the the review of the WDLC Whistle Blowing Policy, including suggesting renaming it (e.g. freedom to speak up or report a concern) to remove negative connotations associated with the term whistle blowing and encourage people to come forward and report issues.
FC24/205 6. Approve Full Council meeting notes as minutes and the chair to sign for
a. 03 July 2024
Having been proposed (Cllr Hughes) and seconded (Cllr J Willox), it was RESOLVED, with one abstention (Cllr Ashton Derry – not present at meeting) to:
Approve the 03 July 2024 Full Council meeting notes as minutes and the chair to sign.
b. 04 September 2024
Having been proposed (Cllr J Willox) and seconded (Cllr Shepherd), it was RESOLVED with two abstentions (Cllr Ashton Derry and Cllr Bridge – not present at meeting) to:
Approve Full Council meeting notes as minutes and the chair to sign for 04 September 2024, with the addition of “Cllr Shepherd” to the cllrs present.
FC24/206 7. Note the action log
Noted.
Review and approval of
FC24/207 8. Standing Orders (to clarify SO13e, SO13g, and SO15bii)
SO13e
Having been proposed (Cllr Saunders) and seconded (Cllr J Willox), it was RESOLVED to:
Update SO13e to: A decision as to whether to grant a dispensation shall be made by a meeting of the Council, or committee or sub-committee for which the dispensation is required, and that decision is final.
SO13g
Having been proposed (Cllr Saunders) and seconded (Cllr Bridge), it was RESOLVED to:
Update SO13g to: Subject to standing orders 13(d) and (f), a dispensation request shall be considered at the beginning of the meeting of the Council, or committee or sub-committee for which the dispensation is required.
SO15bii
Having been proposed (Cllr Ashton Derry) and seconded (Cllr Hadjoudj), it was RESOLVED to:
Remove SO15bii: Subject to standing order 9, include on the agenda all motions in the order received unless a councillor has given written notice at least (_) days before the meeting confirming his/her/their withdrawal of it and review at the next annual review.
Finance and Risk
FC24/208 9. Review and approval of Financial Regulations update
FR7.6
Having been proposed (Cllr J Willox) and seconded (Cllr Shepherd), it was RESOLVED to:
Add in “or members of the finance and risk committee… Approval Max” to FR7.6: “Two councillors who are authorised signatories, or members of the finance and risk committee, shall check the payment details against the invoices before approving each payment using the online banking Approval Max system.”
FR7.10
Having been proposed (Cllr Saunders) and seconded (Cllr J Willox), it was RESOLVED to:
Add in “or members of the finance and risk committee” to FR7.10: “Payment may be made by BACS or CHAPS by resolution of the council provided that each payment is approved online by two authorised bank signatories, or members of the finance and risk committee, evidence is retained and any payments are reported to the finance and risk committee at the next meeting. The approval of the use of BACS or CHAPS shall be renewed by resolution of the council at least every two years.”
FC24/209 10. Agree lift insurance for 2024-25
Having been proposed (Cllr Hughes) and seconded (Cllr Shepherd), it was RESOLVED to:
Agree the lift insurance renewal quote for 2024-25 from AJG for Allianz of £688.31.
FC24/210 11. Agree Saxilby Cricket Club s137 Grant Application
19.39 Cllr J Willox and the clerk left the meeting.
Having been proposed (Cllr Bridge) and seconded (Cllr Ashton Derry), it was RESOLVED to:
Agree a s137 grant of £500 for Saxilby Cricket Club towards the purchase of gates as part of the Cricket Nets Project. As per the grant application and conditions if the project does not become fully funded within a year the funds should be returned to the council.
19.42 Cllr J Willox and the clerk returned to the meeting.
FC24/211 12. Review the recreation ground project list and agree actions including:
A joint project group meeting is to be arranged to discuss the youth shelter, basketball posts, and flood lighting.
a. Agreement of the draft recreation ground apportioning model for 2022/23
Having been proposed (Cllr Shepherd) and seconded (Cllr Hughes), it was RESOLVED to:
Agree the draft recreation ground apportioning model for 2022/23 and to request in writing that the invoice for the 2022/23 interim payment request is cancelled upon charity agreement of 2022/23 apportioning model.
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/management committee for the Pavilion Bar license.
Deferred.
FC24/212 13. Accept Lincolnshire County Council’s
a. Agreement to site street furniture (new High Street bus shelter)
Having been proposed (Cllr Saunders) and seconded (Cllr J Willox), it was RESOLVED to:
Sign the agreement to site street furniture for a new High Street bus shelter.
b. Bus shelter Grant Offer (new High Street bus shelter)
Having been proposed (Cllr Hillman) and seconded (Cllr Saunders), it was RESOLVED to:
Accept the bus shelter grant offer.
c. Agree funding for remaining amount required from the Capital Expenditure budget on High St opposite Co-op
20:00 The chair invited Cllr Brockway to speak (under SO1e)
Cllr Hughes proposed to make up the funding shortfall from the capital expenditure budget (£895), to progress the project. This was seconded by Cllr Saunders.
Cllr J Willox proposed an amendment to the motion, which was seconded by Cllr Ashton Derry to:
Apply for district cllr funding and if there is any shortfall by of 31 October 2024, make it up from the Capital Expenditure fund to ensure the purchase takes place within the timeframe of the LCC Bus Shelter Grant (agenda item 13b).
Cllr Hughes withdrew the original motion, with the consent of the seconder and the meeting.
The substantive motion by Cllr J Willox was RESOLVED.
FC24/213 14. 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 Ashton Derry) and seconded (Cllr J Willox), it was RESOLVED to:
Enter into closed session on the grounds that publicity would be prejudicial to the public interest by reason of the confidential nature of the business to be transacted.
20.07 All members of the public and Cllr Brockway left.
FC24/214 15. Review and agree Saxilby Recreation Ground Charity maintenance agreement for the ‘old park’ located adjacent to the rear of the Pavilion Bar and respond to the charity
Having been proposed (Cllr Hughes) and seconded (Cllr Shepherd), it was RESOLVED to:
Agree the updated draft Saxilby Recreation Ground Charity maintenance agreement for the ‘old park’ located adjacent to the rear of the Pavilion Bar and respond to the charity.
FC24/215 16. To consider and agree a roofing survey for St Andrews Community Centre and Saxilby Waterfront Facilities
a. Having been proposed (Cllr Ashton Derry) and seconded (Cllr Willox), it was RESOLVED to:
Proceed with the HICH quote for the St Andrews Centre.
b. Having been proposed (Cllr Hillman) and seconded (Cllr Saunders), it was RESOLVED to:
Proceed with the HICH quote for Saxilby Waterfront Facilities and meet with the tenant/landlord of the Sun Inn.
FC24/216 17. To consider and agree a fire alarm quote for the Mill Lane Changing Room and Workshop Building from Capital Expenditure
Cllr Ashton Derry declared a non-pecuniary interest.
Having been proposed (Cllr Hughes) and seconded (Cllr Bridge), it was RESOLVED to:
Proceed with the PDFS quote to install an L4 fire alarm at Mill Lane Changing Rooms and Workshop, using capital expenditure.
FC24/217 18. To agree panel members for a complaint
20:37 Cllr Hillman declared an other interest and left the room. Cllr Saunders declared an interest and left the room.
Having been proposed (Cllr Hughes) and seconded (Cllr Bridge) it was RESOLVED for Cllr J Willox to chair the item, due to the chair and vice-chair no longer being present.
Having been proposed (Cllr Hughes) and seconded (Cllr J Willox), it was RESOLVED for:
Cllrs Ashton Derry, Bridge, and Hadjoudj to sit on the councillor panel.
Having been proposed (Cllr Ashton Derry) and seconded (Cllr Shepherd), it was RESOLVED for:
Cllr Hadjoudj to chair the panel.
Having been proposed (Cllr Willox) and seconded (Cllr Hughes), it was RESOLVED for:
The assistant clerk to be the note taker.
Having been proposed (Cllr Willox) and seconded (Cllr Hughes), it was RESOLVED for:
The meeting to be held on Tuesday 8 October at 2pm.
20:50 Cllr Hillman and Cllr Saunders returned to the meeting.
FC24/218 19. To receive the LGRC options report, agreeing to:
a. Undertake the report recommendations prior to making a decision on the St Andrews Community Centre lease
Having been proposed (Cllr Hillman) and seconded (Cllr Ashton Derry) it was RESOLVED:
For the clerk to collate any comments or queries on the LGRC report by Friday 11 October at 9am and send to the consultant for his comments.
Having been proposed (Cllr Hughes) and seconded (Cllr Ashton Derry) it was RESOLVED:
To re-arrange the negotiation meeting with the charity, when the council has all the information, as per the report recommendations, and it to go to full council to agree a meeting date for negotiations.
Having been proposed (Cllr Hughes) and seconded (Cllr Saunders), it was RESOLVED for:
A structural survey to be carried out.
b. Agree a date for the report to be publicly released
Item was not considered.
The meeting closed at 21:29.
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.