Minutes
Planning and Development Committee Meeting Minutes
7:54pm Wednesday 21 May 2025
Function Room, St Andrews Community Centre, Saxilby, LN1 2LP.
Members Present
Cllrs Saunders (Chair), Shepherd, and J Willox.
Members Absent
Cllrs Barratt, Bowden, Bridge, Hughes and I Willox
In Attendance
Assistant Clerk, Zarina Belk.
One member of the public (left 20:25).
Non-Committee Members Present
Cllrs Crump and Waller (left at 20:11).
Meeting
Procedural:
P25/076 1. To elect a chair for the committee.
Having been proposed (Cllr J Willox) and seconded (Cllr Shepherd) it was RESOLVED to:
Elect Cllr Saunders as Chair.
P25/077 2. To elect a vice-chair for the committee.
Deferred.
P25/078 3. Note apologies for absence
Noted.
P25/079 4. Consider granting dispensation requests having been submitted in writing to the proper officer before or at the start of the meeting.
None received.
P25/080 5. Receive declarations of interest in accordance with the Localism Act 2011
None received.
P25/081 6. Approve planning committee meeting notes as minutes for 16 April 2025
Having been proposed (Cllr J Willox) and seconded (Cllr Shepherd) it was RESOLVED to:
Approve the planning and development committee meeting notes as minutes for 16 April 2025.
P25/081 7. Meeting action log.
Noted.
Objective: Foster public participation and engagement
P25/082. 8. 15 Minute Public Participation Session with respect of business on the agenda only. To note a question, representation, or statement from member(s) of public.
A member of the public spoke regarding the speed of the traffic on Field Avenue.
A member of the public made comments regarding the family fun day, assets of value, recreation ground car park, MUGA, and pressure on Saxilby Public Recreation Ground.
P25/083 9. Agree actions to promote the Love Your Burial Ground week and work Well Being Week in June.
Having been proposed (Cllr Shepherd) and seconded (Cllr J Willox) it was RESOLVED to:
Ask the grounds team to hold a workshop day and a volunteering day.
Sports clubs to be invited to host an open “come and try day”.
Love Your Burial Ground Week (Sat 7–Sun 15 June)
1. Comms campaign scheduled for the Love Your Burial Ground Week via social media
2. Officers to contact the church and scouts/guides to seek to arrange an event linking with Messy Church and scouts/guides sessions.
World Wellbeing Week (Tue 24 – Mon 30 June)
1. Comms campaign scheduled for World Wellbeing Week based on small acts of kindness
2. Officers to contact the church, scouts/guides, school to seek to arrange an event linking with Messy Church/scouts/guides sessions/school assembly in June/July encouraging small acts that support wellbeing
3. Promote coffee and cake mornings for the Welcome Hub and June monthly coffee morning – and offer provision of cakes
4. Officers to contact local sports clubs and offer to promote (online, social media, Foss Focus, noticeboard) the days and times of their training sessions during world wellbeing week and seek agreement for visitors to attend a training session for free during the week.
5. Officers to contact local GP surgeries and see if they want any information/advice sharing in the community and to local groups and if so to action. E.g. Steps2change talking therapy
6. Councillors to contact officers if they would like to support the above events for either awareness week.
20:11 Two members of the public left
P25/084 10. Note family fun day update and agree related actions.
Cllr Saunders asked for Mr Hewes comments.
Having been proposed (Cllr J Willox) and seconded (Cllr Shepherd) it was RESOLVED to:
a. To ratify the 2025 Pitch Booking Terms and Conditions.
Having been proposed (Cllr Shepherd) and seconded (Cllr J Willox) it was RESOLVED to:
b. To approve Option B for the provision of soft and alcoholic drinks, which includes the Sports Hub operating the indoor bar and outside beer tent, alongside two additional mobile bar providers.
Having been proposed (Cllr Saunders) and seconded (Cllr Shepherd) it was RESOLVED to:
c. That the Saxilby and Ingleby Good Neighbour Scheme be offered use of the bar area free of charge for a pre-event refreshment service for pitch hirers, on the condition that they also book a pitch at the main event and that the Sports Hub can set-up in time for the day.
20:25 Member of the public left.
Having been proposed (Cllr Saunders) and seconded (Cllr Shepherd) it was RESOLVED to:
d. Agree to stick with the original prices for this year.
Having been proposed (Cllr Saunders) and seconded (Cllr J Willox) it was RESOLVED:
e. That caps be introduced on selected stall types for the 2025 Family Fun Day to avoid over-saturation and maintain a viable, vibrant trading environment, as recommended in the paper.
Having been proposed (Cllr J Willox) and seconded (Cllr Shepherd) it was RESOLVED:
f. That a pitch is reserved for the parish council, and that Cllr Bowden be nominated as the lead councillor to co-ordinate the parish council stall/stand.
Having been proposed (Cllr Saunders) and seconded (Cllr J Willox) it was RESOLVED to:
g. Bring the draft event plan, including contingency planning, and RA to committee for review.
Objective: Maintain and improve community facilities and amenities
P25/085 11. To provide an update on Westcroft Green Space project including agreeing actions and inviting Cllrs to sit on the group.
Having been proposed (Cllr J Willox) and seconded (Cllr Shepherd) it was RESOLVED to:
1. Agree councillors who want to sit on the Westcroft Green Task and Finish Group
Cllrs Saunders, Waller, Shepherd, Bowden, Bridge, I Willox and J Willox would like to be involved.
2. Agree first TFG meeting for Wednesday 25 June 2025 and agree for comms to promote
Deferred.
3. For the clerk to bring to committee the above actions to June:
a. Consider Westcroft project consultant quotes and agree/recommend to full council for agreement
b. Consider and agree Westcroft Project Consultation Brief including timelines
c. Consider and agree Westcroft Greenspace Task and Finish Group Terms of Reference
P25/086 12. To consider correspondence regarding the proposed installation of electronic communications apparatus at Westcroft Drive and confirm permission for site access for an initial assessment.
Having been proposed (Cllr Shepherd) and seconded (Cllr J Willox) it was RESOLVED to:
To write and give permission for site access providing two councillors are present at the time.
P25/087 13. Consider and agree actions relating to assets of community value in the parish.
Having been proposed (Cllr Shepherd) and seconded (Cllr Saunders) it was RESOLVED to:
Pass the information onto the owners of the buildings and see if they want to have it registered as a community asset. To add Harwood Scrub, Ingleby Clay, the woodlands, Saxilby Public Recreation Ground, and Mill Lane sports field.
Write to the owners of the sites and ask them if they would like to be registered on the list.
P25/088 14. To provide an update regarding the allotments following a meeting with a landowner and accept invitations to view allotments developed in another local Parish.
Having been proposed (Cllr Shepherd) and seconded (Cllr J Willox) it was RESOLVED to:
To accept the invitation and to note the review.
P25/089 15. Make a recommendation to Full Council regarding the allocation of the April 2025 community infrastructure levy.
Having been proposed (Cllr J Willox) and seconded (Cllr Shepherd) it was RESOLVED to:
To allocate the CIL funding of £4,118.09 to the Westcroft Green Space Renewal Project.
Objective: improve the well-being of residents
P25/090 16. To request Highways investigate speed reduction methods for Field Avenue.
Having been proposed (Cllr J Willox) and seconded (Cllr Shepherd) it was RESOLVED:
That committee notes the report and requests the County Council Highways Department to investigate options for speed reduction on Field Avenue and reports back.
P25.0917. To note a request to Highways from Cllr Brockway for Bridge street restriction by Canal Cour entrance.
Noted.
Objective: Preserve and enhance heritage assets, environmental assets, and wildlife
To note updates and agree actions in supporting papers:
P25/092 18. NDP Review
Noted.
P25/093 19. NDP Project 3.1 Saxilby and District Multi-Use Games Area.
Noted.
Objective: Recognise the climate and biodiversity emergency and consider as the basis of all decision and policy making
P25/094 20. To note information from the Tree and Landscape Officer (Planning Department, WLDC) on opportunities that exist to protect hedges in the village and agree to utilise information when commenting on planning application.
Noted.
Objective: Respond to planning consultations in-line with the NDP, to meet the needs of the community and addressing any transport impacts
To consider and agree consultee responses to:
P25/095 21. WL/2025/0475 Planning application for advertisement consent to display 1 no facia sign and 1 no totem pole sign. Saxilby Enterprise Park, Skellingthorpe Road, Saxilby, Lincoln, LN1 2LR.
Cllr Shepherd declared a personal interest. Due to not being quorate it was agreed for Cllr Sheperd to have a dispensation.
Having been proposed (Cllr Saunders) and seconded (Cllr J Willox) it was RESOLVED to:
Submit the council has no comments.
P25/096 22. Note planning approval for WL/2025/00313 Planning application to erect a brick plinth to display a tiled Mosaic. Land at Lincolnshire Co-operative Unit 1 107 high street, Saxilby, Lincoln, LN1 2HG. (Council application)
Noted.
P25/097 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.
Having been proposed (Cllr J Willox) and seconded (Cllr Saunders) it was RESOLVED to:
Go into closed session.
P25/098 24. Update regarding land at Northfield Rise and agree actions.
Deferred.
The meeting closed at 21:03
Please be advised these are notes of the meeting taken by the assistant clerk or clerk and cannot in any way be regarded as the official minutes of council until they are approved and signed.