Minutes
Saxilby with Ingleby Parish Council
Full Council Meeting Minutes
Wednesday 4 September 2024 19:00pm
Function Room, St Andrews Community Centre, Saxilby, LN1 2LP.
Members Present:
Cllrs Barratt, Bowden, Crump, Hillman (chair), Hughes, Saunders, Shepherd, Waller, I Willox, and J Willox.
Members Absent:
Cllrs Ashton Derry, Bridge, Hadjoudj, and Spurr.
In Attendance:
Lydia Hopton, Clerk
There were 16 members of the public in attendance and Cllr Brockway (WLDC and LCC).
Meeting
FC24/177 1. Receive apologies and accept valid reasons for absence, these having been submitted to the clerk prior to the meeting.
Apologies were received from Cllrs Ashton Derry, Bridge, and Spurr.
Having been proposed (Cllr Saunders) and seconded (Cllr Waller), it was RESOLVED to:
Accept the reasons for absence from Cllrs Ashton Derry, Bridge, and Spurr.
FC24/178 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.
FC24/179 3. Receive declarations of interest in accordance with the Localism Act 2011
None declared.
FC24/180 4. 15 Minute Public Participation Session with respect of business on the agenda only
1. A member of the public spoke on the topic of the Family Fun Day. They thanked the council and staff, noting it was well represented, and that it was nice to see something going on, on the field and they hoped councillors will think, and make sure they keep what we have got, and what the village want.
2. A member of the public spoke and said they saw at the weekend what this facility means to the village. They were used for what they should be. The building was busy and the field was busy.
There needs to be more for the next generation from age 8 to teenagers and something should be done collectively as a village.
FC24/181 5. Receive a district and county councillor update (verbal)
Cllr Brockway (WLDC and LCC)
- The county council is working with woodland trust to plant 200,000 trees across the county
- Some work has been carried out on Church Lane, but the width of Church Lane down the hill remains an issue.
- The pavement outside the fire station is poor quality and the fire truck cannot easily get in or out. It has been reported, but more needs to be done. She may request support from residents on the matter.
- A number of public consultations are being held at the moment and residents were encouraged to respond and put their comments in.
- The leaders of the three councils involved with devolution in the area are in talks in London to find out what’s happening.
- New procurement laws are coming in and Cllr Brockway has asked WLDC to look at the wording for awarding contracts to be sure that small businesses are given an opportunity to quote.
19:14 Power cut
19:15 Cllr Barratt left
• There is a lack of questioning by cllrs for financial papers at full council, which is a concern.
• West Lindsey Capital Holdings giving good returns of 7%.
19:16 Power returned.
19:16 Cllr Barratt returned.
- Regarding the comment made about the youth club, Cllr Brockway supported this comment, and noted it is something that has been raised with LCC.
The chair welcomed newly elected Cllr Shepherd.
FC24/182 6. Approve Full Council meeting notes as minutes and the chair to sign for
a. 03 July 2024
Ref 024/168 on the draft minutes was queried. Deferred to October Full Council for officer to check.
b. 07 August 2024 (Extra-Ordinary)
Having been proposed (Cllr Hillman) and seconded (Cllr Saunders) with two abstentions (Cllr I Willox and Cllr Hughes) it was RESOLVED to:
Approve the 07 August 2024 Extra-Ordinary Full Council meeting notes as minutes and the chair to sign.
FC24/183 7. Note the action log
Noted.
Review and approval of:
FC24/184 8. Well-being policy
Having been proposed (Cllr Hillman) and seconded (Cllr Crump), it was RESOLVED to:
Approve the well-being policy and take to personnel committee to monitor the aspects referred to in the policy.
FC24/185 9. Committee and Working Group membership for councillors
Having been proposed (Cllr Hughes) and seconded (Cllr Waller), it was RESOLVED to:
Approve Neighbourhood Plan Review Working Group membership for Cllr Bowden.
Finance and Risk
FC24/186 10. Ratify planning and development committee recommendation to proceed with an agreement to site street furniture on Church Road
Having been proposed (Cllr Waller) and seconded (Cllr Saunders), it was RESOLVED to:
To ratify the planning and development committee proposal to obtain written permission off the landowner as a solution to meet project requirements and proceed to completion.
FC24/187 11. Review the recreation ground project list and agree actions including:
• It was suggested that item ref 8c be removed from the list (2024/25 apportioning). Clerk to contact the charity to confirm.
• Custodian trustee items to be discussed at a custodian trustee meeting.
Agree trustee(s) for Saxilby Recreation Ground Charity
No cllrs stood.
Cllr Bowden who previously stood and was resolved as a trustee, noted she no longer wishes to stand as a custodian trustee.
The item will be added again in December (quarterly).
a. To request the Sports Hub Management Committee take on the license to authorise the supply of alcohol at the Pavilion Bar, removing a council officer from the role of DPS
1. The report was noted.
2. Having been proposed (Cllr Waller) and seconded (Cllr I Willox), it was RESOLVED to:
Notify Sports Hub to request the Sports Hub Management Committee take on the license to authorise the supply of alcohol at the Pavilion Bar, removing a council officer from the role of DPS.
3. Having been proposed (Cllr Saunders) and seconded (Cllr I Hughes), it was RESOLVED to:
Offer support to the Sports Hub with the application process.
b. To note an update on the recreation ground ‘street’ lighting
1. The report was noted.
2. Having been proposed (Cllr Crump) and seconded (Cllr Barratt), it was RESOLVED for:
Officers to inform Saxilby Recreation Ground charity of the update.
3. Having been proposed (Cllr Saunders) and seconded (Cllr Waller), it was RESOLVED for:
Officers to seek a refund from the supplier to the effective change date.
c. Agree community centre public consultation document (V4)
Cllr Waller proposed an amendment to bullet point five on the V4 draft consultation paper:
“The council asked the charity to obtain a professional valuation for the long-term lease of the community centre, in-line with the legal requirements of the Charity Commission”.
Cllr Hillman proposed an addition to the proposal:
To include a sealed survey collection box in the library.
19:49 A member of the public left.
19:49 The meeting was suspended (Standing Order 10a vi) for five minutes for the Clerk to review the version history of a consultation document following points raised in the discussion.
19:55 The meeting was re-opened.
Cllr Waller re-stated his proposed amendment to the draft document:
Change bullet point five to: “The council asked the charity to obtain a professional valuation for the long-term lease of the community centre, in-line with the legal requirements of the Charity Commission”.
Cllr Hillman re-stated her proposal to:
Agree the community centre public consultation document and add in a sealed ballot box in the library to return the surveys to.
Cllr Waller made further amendments to be taken as one:
Bullet point six change to: “Saxilby Recreation Ground obtained such a valuation, which stated that an appropriate level of rental for a long-term lease by the parish council would be £18,850 per year. This figure can be subject to negotiation.”
Bullet point ten: Remove “significant” from “it does not include the cost of significant works which will be needed during the lease period, including those identified by a chartered surveyor in their condition report.”
Further information should be provided on the full implications of any decision by the council or there should be a further consultation to follow.
Cllr Waller’s proposal:
Bullet point five change to: The council asked the charity to obtain a professional valuation for the long-term lease of the community centre, in-line with the legal requirements of the Charity Commission”.
Bullet point six change to: “Saxilby Recreation Ground obtained such a valuation, which stated that an appropriate level of rental for a long-term lease by the parish council would be £18,850 per year. This figure can be subject to negotiation.”
Bullet point ten: Remove “significant” from “it does not include the cost of significant works which will be needed during the lease period, including those identified by a chartered surveyor in their condition report.”
Further information should be provided on the full implications of any decision by the council or there should be a further consultation to follow.
Cllr Bowden seconded the proposal, and it was moved to vote.
Cllr Waller requested a recorded vote:
For: Cllrs Bowden, Crump, Shepherd, and Waller.
Against: Cllrs Barratt, Hillman, Hughes, Saunders, and I Willox.
Abstained: Cllr J Willox.
Not carried.
Cllr Hillman’s proposal:
Agree the community centre public consultation document (V4) and add a sealed ballot box in the library to return the surveys to.
This was seconded by Cllr Hughes and moved to vote.
Cllr Waller requested a recorded vote.
For: Cllrs Barratt, Hillman, Hughes, Saunders, and I Willox.
Against: Cllrs Bowden, Shepherd, and Waller.
Abstained: Cllrs J Willox and Crump.
Carried.
It was RESOLVED to agree the community centre public consultation document (V4) and include a sealed ballot box in the library to return the surveys to.
20:07 Three members of the public left
FC24/188 12. Accept NDP Review funding offer
Having been proposed (Cllr Hughes) and seconded (Cllr Saunders), it was RESOLVED to:
Accept the NDP Review funding offer.
FC24/189 13. Agree payment of invoice from Saxilby Bowls Club
Having been proposed (Cllr Crump) and seconded (Cllr Hughes), it was RESOLVED to:
Agree reimbursement of an invoice of £225 from Saxilby Bowls Club.
20:17 A member of the public left
FC24/190 14. Agree s137 grant application for Saxilby Athletic Football Club
Having been proposed (Cllr Saunders) and seconded (Cllr Bowden), it was RESOLVED to:
Approve a s137 grant application for Saxilby Athletic Football Club for equipment for the Under 12's team of £500.
FC24/191 15. Ratify mower HP Direct Debit following approval of HP agreement
Having been proposed (Cllr I Willox) and seconded (Cllr Barratt), it was RESOLVED to:
Ratify mower the HP Direct Debit following approval of the HP agreement.
FC24/192 16. Note Mill Lane Fire Risk Assessment and agree actions
The assessment was noted. Add to Finance and Risk Committee agenda.
FC24/193 17. Agree insurance for 2024-25
1. Having been proposed (Cllr Waller) and seconded (Cllr Crump), it was RESOLVED to:
Approve the council’s insurance renewal, including for the building and contents of the community centre, Saxilby Recreation Ground play area, and Saxilby Recreation Ground wheeled park.
2. Having been proposed (Cllr Saunders) and seconded (Cllr Crump), it was RESOLVED to:
Add cyber protection cover.
3. Having been proposed (Cllr Hughes) and seconded (Cllr I Willox), it was RESOLVED to:
Agree to hirer cover if deemed necessary, when insurers reply (delegate to officers due to timelines) and report back to October Full Council.
4. Having been proposed (Cllr Hillman) and seconded (Cllr Saunders), it was RESOLVED to:
Enter a three-year agreement.
5. Having been proposed (Cllr Saunders) and seconded (Cllr Barratt), it was RESOLVED to:
Affirm the fidelity cover is sufficient for the council’s requirements.
6. Having been proposed (Cllr Waller) and seconded (Cllr Saunders), it was RESOLVED to:
Adds the insurance cover of the basketball posts to the project list to resolve.
7. Note the lift insurance quote and for the clerk to bring back to October Full Council with outstanding information from lift insurer.
Noted.
FC24/194 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.
20:28 The remaining members of the public and Cllr Brockway left.
Having been proposed (Cllr Waller) and seconded (Cllr Barratt), it was RESOLVED 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
FC24/195 19. Ratify a personnel recommendation on a staffing matter
Having been proposed (Cllr Waller) and seconded (Cllr Saunders), it was RESOLVED to:
Ratify a personnel recommendation on a staffing matter.
FC24/196 20. Agree capital expenditure for:
Having been proposed (Cllr Waller) and seconded (Cllr I Willox), it was RESOLVED to:
a. Roofing sheeting and materials for grounds lean-to
Agree capital expenditure for roofing sheeting and materials for grounds workshop lean-to from Mighty structural roofing (£1,385 quote) and Listers (£299).
b. Router replacement
Agree capital expenditure for end of life router replacement including enhanced 5 year warranty,
installation and set-up (£495 LCS IT).
FC24/197 21. Review and agree Saxilby Recreation Ground Charity maintenance agreement for the ‘old swings’ and fencing
Deferred to October - Clerk to review with Cllr Waller and bring back to Full Council.
FC24/198 22. Note the response from Saxilby Recreation Ground Charity regarding the outdoor lease and agree next steps
The council noted the contents of the letter.
Having been proposed (Cllr Waller) and seconded (Cllr Saunders), it was RESOLVED to:
Update the document as requested by Saxilby Recreation Ground.
FC24/199 23. Note correspondence from Saxilby Recreation Ground Charity regarding the Salvation Army clothing bank income and agree next steps
Having been proposed (Cllr Saunders) and seconded (Cllr Waller), it was RESOLVED to:
Make a payment of £443.75 to Saxilby Recreation Ground Charity.
The meeting closed at 20:54.
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.