Minutes
Full Council Meeting Minutes
Wednesday 1 March 2023 7.15pm
St Andrews Community Centre, Saxilby.
Members Present:
Cllrs, Ashton Derry Crump, Harper, Hewes, Hillman, Meanwell, Mann Spurr, J.Willox, I.Willox, and Waller
Apologies:
Cllrs Cotton
In Attendance:
Lydia Hopton, Clerk
There were twelve members of the public in attendance.
Public Questions
- John Cole resident regarding position statement – facts wrong, inclusiveness should not be in one single area, two statements if scheme gets go ahead in body of the text – agree in foregone conclusion and left at the end. Much stronger in foregone position £1million, £50,00 per year for x number of years set up ten years ago – another power station to support community. Field being cleared for hedges and trees on Sykes Lane – report.
- Paul Stafford vice-chair of tennis club – spoke regarding item 12. Asked whether council required any clarification. No clarification was required.
- Cllr J Brockway LCC provided an update: Sykes Lane Truelove land – taking hedges down over farm estate – hedges dense and shading too much land, so reducing/cutting down. Tree officer at WLDC been out to look done nothing illegal and fully within their rights to take them down; Concern of closure of road coming out of Enterprise Park and vehicles cannot go through Skellingthorpe – Cllr Brockway to speak to Highways; LCC are looking to take up Westbank and re-laying – frequency of sewage lorries is an issue – road closure and resident access will be a challenge – looking to go into 2023/24 plans; Had meeting with vice-chair – condition of the Bridge Inn to be referred, Church Lane parking and junction. Yellow lines on Torksey avenue to high Street junction as people parking – near misses; Has a meeting with Inspector Mike Head (police) coming up who wants to speak and meeting to village organisations.
Meeting
Vice-chair opened the meeting
031/23 To elect a chair for the council
Cllr Ashton Derry proposed Cllr Hillman to be the chair of the council. This was resolved with all in favour.
032/23 Receive apologies and accept valid reasons for absence, these having been submitted to the clerk prior to the meeting.
Cllrs Cotton gave his apologies. Council received and accepted his apologies.
033/23 Receive declarations of interest (Localism Act 2011)
Cllr Ashton Derry declared a pecuniary interest in item 6
Cllr Meanwell other registerable interest item 11, 12 and 13
034/23 Approve the notes of Full Council on 1 February 2023, and the chair to sign them as the agreed minutes.
Cllr Crump proposed the minutes. The minutes were resolved.
035/23 To note the meeting action log.
The action log was noted.
036/23 Approve expenditure above specified limits, as per Financial Regulations
Cllr Mann proposed expenditure above specified limits, which was resolved:
28/02/2023 Staff wages £7,771.33.
037/23 Agree to use capital expenditure for the purchase of a field gate [correction posts and fittings]
Cllr Waller proposed to use to use capital expenditure for the purchase of field gate posts and fittings of £123.04 for the recreation ground. This was resolved.
038/23 Agree the Waterfront and Neighbourhood Development Plan working groups to sit under planning committee and update the Terms of Reference accordingly
Cllr Hewes proposed the Waterfront Working Group, Neighbourhood Development Plan and MUGA working groups sit under planning committee and to update the Terms of Reference accordingly. This was resolved.
039/23 To agree committee membership for Cllr Waller
Cllr Waller requested to sit on the planning and finance committees. Cllr Crump proposed the request which was resolved.
040/23 Update on the workshop door inspection and agree to delegate the replacement contractor decision to the clerk to facilitate a timely replacement using capital expenditure
Cllr Mann proposed a replacement workshop door for Mill Lane using capital expenditure, with the supplier to be selected by the clerk in liaison with the grounds manager, with a limit of £2,000. This was resolved.
041/23 Receive the latest project list and agree any actions required
The project list was received. Not going to achieve 255/22 – take SLA to 31 March and extend beyond. Cllr Hewes propose clerk goes contacts LCC to progress the SLA resolved.
Formally write to truesees Concerned the lease – write to recreation ground request when we’re likely to have lease – for council and clubs resolved.
Banks, Long and Co.
042/23 Consider a tennis club request to waiver fees for 2022/23 and note tennis club actions update
Cllr proposed to wavier the fees. This was resolved.
19:50 meeting closed. Paul Stafford spoke to provide further background.
19:51 meeting re-opened.
Hasn’t got the legal authority to change the rent of the tennis club – maintenance
Rent of land and proportion was for maintenance of courts.
Proposal made by Cllr Mann agree to waive the maintenance element of the fees and for the charity to determine if there is any fee for rental.
043/23 Consider a bowls club request for a contribution towards maintenance work undertaken
Cllr Mann proposed the remaining budget from bowls and tennis budgets goes to bowls club. This was resolved.
044/23 Approve the draft solar farm position statement
Cllr Hillman proposed to final back goes back to planning committee for final sign off. This was resolved. Cllr Waller raised those interested can also register with the planning inspectorate
045/23 Agree to continue the Warm Welcome scheme after 31 March 2023
Cllr Ashton Derry proposed the recommendations in the background paper 1. For the council to continue facilitating members of the Warm Welcome Scheme to provide the service, to meet an identified need within the community and 2. to agree for the group to set the frequency of provision and timings within the parameters of the existing library opening times of the community centre going forwards. This was resolved.
046/23To consider a s137 grant request from Saxilby Cycling Club
Cllr Crump proposed a grant of £99 to cover the insurance for the club in their first year of operation. This was resolved.
047/23 Approve service level agreement for Mill Lane
Cllr Hewes proposed the SLA for Mill Lane. This was resolved.
048/23 Receive a Saxilby Waterfront update and agree actions
An updated was received and noted.
049/23 Receive a MUGA update and agree actions
An update was received. Cllr x proposed the recommendations in the background paper:
- Approve the submission of a planning application for fencing to original MUGA sizing of 18Mx37M. Cllr Hewes proposed application approved.
- Approve quotes for removal of remaining self-set trees. Contract selection to be delegated to officers with Working Group approval – delegated to officers. Cllr Ashton Derry
- Fencing to planning committee for approval. Cllr J Willox
This was resolved.
Cllr J Crump and Cllr Spurr left 20.19pm
All members of the public left and Cllr Brockway.
050\23 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 Ashton Derry proposed to enter closed session. This was resolved.
051\23 Approve a recommendation from planning committee for Northfield Rise land
Cllr Harper proposed the actions in the background paper for Northfield Rise. This was resolved.
052\23 Review of the cash handling procedure (internal document)
Cllr Waller proposed the cash handling procedure. This was resolved.
053\23 Review of the payroll procedure (internal document)
Declared personal interest Cllr Mann
Cllr Hillman proposed the payroll procedure. This was resolved.
Approve a quote for:
054\23 Additional smoke detectors at the community centre in-line with fire risk assessment action, using capital expenditure
Cllr Ashton Derry proposed the Lindum Fire quote. This was resolved.
Updating the council logo
055\23 Cllr Ashton Derry made a proposal it was not carried.
056\23 Queensway replacement bus shelter
A bespoke design by ACE shelters was proposed (£4,945 removal and disposal of old shelter and provision and installation of new shelter) with funding from a LCC bus shelter grant, CIL monies and Waterfront funds raised. This was proposed by Cllr Mann and resolved.
057\23 Waterfront festival expenditure including market stalls
Quotes for approval:
Hire of stalls x 30 CJ Events £840exc VAT
Road Closure LCC Nil
Advance Warning Sign. Chapter compliance CJ Events £25exc VAT
Implementing & Lifting Road Closure
Signs, barriers &Traffic Management Officer CJ Events £185exc VAT
Stewards Security4 £336exc VAT
PA System Lincoln Audio £350
First Aid St Johns £157exc VAT
Cllr Hillman proposed the quotes which were resolved.
058\23 Replacement trees and planting on Bridge Street
Cllr Ashton Derry proposed £458 for trees and £350 for tree planting TCV.
The meeting closed at 20.44pm.
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.