Annual Parish Meeting 2022

11 May 2022 7.00pm 

Saxilby with Ingleby Annual Parish Meeting

Held at St Andrews Community Centre, William Street, Saxilby, LN1 2LP.

Present:

Chair: Cllr David Cotton, Chair of the Parish Council 

Electors 

1. To receive and accept apologies for absence

Apologies were received from: 

• Saxilby C of E Primary School
• West Lindsey Citizens Advice Bureau 
• Matthew Gillatt, Saxilby Football Club 
• Saxilby WI
• Hurricane Sports Foundation
• Saxilby Nature Project 
• John Crump

2. To receive Declarations of Interest in accordance with the Localism Act 2011

None received.

3. To note the minutes from the 2021 Annual Parish Meeting 

Russell Spurr and Neil Mellor proposed the draft minutes from 2021 and these were resolved. 

4. To receive reports from various village organisations 

Neil Mellor, Saxilby Scout and Guide Association 

Face-to-face meetings were allowed to restart in Apr 2021. 

Kayak sessions took place, and paper recycling continues, even in light of new purple paper recycling bins. 

Scouts assisted in Saxilby Wood of the Saxilby Nature Project. 

Bird boxes have been constructed and fixed. Unfortunately, four were subsequently knocked off and vandalised. 

Scouts attended the annual service of remembrance and parade. They collected food items from the village for the Noman Trust – 2,865 food items were collected. Neil thanked the people of Saxilby. 

A Platinum Jubilee lunch was arranged for the older residents of the village in conjunction WI. 

Activities were held at the Waterfront Festival - around 110-120 children involved.

James Willox and Ruby Ads, Saxilby Cricket Club

The club started 18 months ago supported by the parish council, for children’s cricket. Women’s softball taster days have been grown for women, followed by the starting of indoor training at Christ Hospital school and outdoor training has started over the last couple of weeks. 

The plan is to start the men’s team next. Now separate to the parish council, the club has its own social media. There are ages 14-70 currently playing, with all ages and abilities and welcome, including those who have never played before. 

We were nervous for the 1st game, for all women to enjoy it. They went out there and won by 50 runs! We have entered the summer league and are hoping to host a game here. Residents are welcome to come down and have a picnic. We have designed a kit for all teams under the club and are looking for kit sponsorship. 

Saxilby School

A report was read out by the chair:

The last year has presented many challenges for school, as it has everyone. This has presented itself in many ways from staff absence, pupil absence, delays in training and school development projects and accessibility of resources. However, the school has coped well throughout. The community of Saxilby has pulled together superbly to ensure a community response to the challenges it has brought. Our parent community have been incredibly supportive and appreciative of everything the staff have done to minimize the more negative impacts 

Key School Developments over the past 12 months: 

• Investments have been made to our stock of IT equipment including a large bank of Chromebooks, a range of IPADS and laptops and visualizers for each class. 
• We have made good use of the national voucher schemes via the Household Support Fund to ensure our children continue to receive free school meals during the school holidays. 
• We have made improvements to our outdoor spaces. WE have been waiting for our bike shelter to be completed for two years. It was finally completed over the Easter holiday. 
• We have developed the area at the front of school to make our entrance more welcoming and to create a special space for children and parents. 
• We have also invested heavily in our EYFS learning garden. 

School Numbers 

School numbers have continued to rise, despite a predicted drop from historical birth rate data. The Local Authority have asked us to take a ‘bulge’ year in September 22 which will mean an intake of 60 instead of our Pupil Admission Number (PAN) of 50. This means we will be moving to 14 classes in September 2022. This is good news for provision as it means we will be two form entry with no mixed classes. We hope this structure will remain moving forward, but will be dependent on pupil numbers for Sept 2023 onwards. LCC, again, predict a future fall in numbers. 

Previous/Current / Future Projection school numbers:

Penny Davis, SIGNS

Thanked the Parish Council who SIGNS worked very closely with, particularly to Paul Stafford and Lydia for their good communication.

Last August SIGNS re-started coffee mornings and around 30 attend. There are 75 registered clients and they’re keen to take on more. In November SIGNS had a social event for clients. 

There is a new system of call handling – it goes to the answerphone and one person picks up all calls - Zoe from Duck Egg blue, who sends out a message to the volunteer group who will pick up to action. There are new committee members. There is a big event tomorrow in the village hall from 2-4pm ‘help is at hand’ which is getting local and national support agencies together. The Good Neighbour Scheme comes under the umbrella of YMCA. There will be stalls on energy efficiency, fire and rescue home hazards, WLDC grants and support, Connect to Support LCC signposting, Police – crime prevention and scamming. Road Safety Partnership, Alzheimer’s Society, RNIB, Age UK, Saxilby Parish Council, and more. SIGNS thanked SPC for grant towards public liability insurance.

Paul Stafford, Saxilby Bowls

There are eight new members, plus one returning to add to 27 members. Saxilby Bowls Competitions are taking place through 2022. There are friendlies planned with local teams.

Saxilby WI

Report read out by Cllr Cotton:

This time last year, Saxilby WI were still conducting committee and monthly members meetings via Zoom – and were pleased to have such a method to maintain contact through. 

As life in general opened up, so did the WI, starting with small gatherings of up to six in members’ gardens. It proved a popular way of getting together, and a welcome relief from screen time. We returned to meetings in person in September, back in the Village Hall, and resumed our ever popular Lunch Clubs shortly after.

Our speakers over the year have reflected a wide range of interests, with speakers on Sustainable Fashion; the memories of an air gunner; a talk on the history of Lincoln High Street; a craft session; a games night and an explanation of wedding traditions. Members have attended events offered at Federation level, with trips to Gunby Hall and the Annual Meeting in Skegness, and Ladies of Lincolnshire Lunches in Stow and Woodhall Spa.

The WI is nothing if not practical: when asked to provide or knit or make items, members always rise to the challenge. Over the year, we have collected items for the Ukraine Appeal, knitted clothes for premature babies and scarves for the homeless, and collected items for recycling (particularly blister packs for Terracycle). We have conducted a litter pick around the village and on the roads out, and have monthly tips to aid us in the quest to be Greener.

From a point not so long ago when we concerned about whether we could continue, we are now able to report that our numbers are over thirty, with new members willing and able to participate in the future of Saxilby WI.

Craig Bridge, Alina Hackney, Ady Putt, Saxilby Football

Alina, Saxilby Athletic Club – There is one adult team and five youth teams. They congratulated Craig the manager of the adults team on a very successful on cup at Sincil Bank, an amazing achievement. Our focus and vision is to improve youth football, we are lacking U12 (11 and 12 year olds). They made semi-finals of county cup is FA run involved all Lincolnshire side to Peterborough and North Lincolnshire. A fantastic achievement, and also runners up in mid-Lincs division A runners-up. 

There is a shared vision to bring more youth and want a team for each age group, with recently just starting two under 7 teams. Want to provide every opportunity for young people, and to work with the council and local organisations on what it can offer its youth. They extend an offer to the parish council to visit other clubs to see what else is on offer and work together with organisations and businesses. 

The club is run by volunteers, and want to bring a football festival back to Saxilby and an annual competition and up our game. There is real talent in Saxilby. 

Craig Bridge

Thank you to Wayne for putting on a bus last night - on over 300 people attended last night, with the men’s team finishing 4th this season. Since starting five years ago we’ve won the county cup in the first season, won the premier league, and other trophies. 

Craig thanked the grounds manager for a fantastic job on the pitches. As a whole facilities aren’t as good as other facilities, but grass pitch is probably the best pitch in the premier league. The other Sunday league play in second vision and also-got to semi-final and finished 5th. Dave has been running team for 26 years, fantastic achievement!

Currently need a 5v5 pitch for u7 and u8.

Rodger Sellers U3A

University of the 3rd Age started in 1982 and now over 1,000 branches. Saxilby has nearly 220 members, with a focus on learning, laughter and living. There are speakers attending and 29 activities on offer – which are listed in the Foss Focus. You can take from it what you want, and participate the things that interest you, including a pub lunch group! The AGM is next week and need committee members if anyone is interested. It’s great fun and very relaxed. 

Tennis Club, Paul Stafford

There is an energetic committee. Plans have been agreed to increase membership of all ages, there is a strategic plan in place, with ages from 10-70+; a game for all ages. There are eight teams – suitable for all levels who want to play.

There is an open day on 28 May at 2pm.

Much improvement is needed in the in tennis facilities – the facilities are in run down state, surrounded by loose fencing posts, holes in the fencing, the playing surface is poor after rain – it was last resurfaced 20 years ago. The club wants to facilities up to the standards of other local groups and requests the parish council carry out urgent and essential maintenance and to look at grants.   

Saxilby Library

A report was read out by Cllr Cotton:

The volunteers at Saxilby Library were pleased to come back to work last July 2021 following a detailed Covid risk assessment, setting up new bookshelves following the fire damage, and wiping and transferring back all the books – as well as the challenge of everyone needing to be trained up on a new library IT system. It is to the credit of Elaine Atkin and Margaret Cruickshanks (the library hub officer and guru) and their amazing patience, that we retained some sanity and almost all of our volunteers during this process.

We were sad in August to lose Chris Green, who continued to help at the library until his sudden death; other members have been unable through illness to help meantime, but we are gradually returning to full strength and also have new volunteers. 

Opening days have been extended (as below), a change from our original morning shifts – which the volunteers do however continue to aim to return to, as the centre re-develops its services.

School children from Saxilby have been invited to visit one afternoon a week. They come with their teachers to be introduced to library services, each child borrowing a book for a week, which is proving popular. We are also trialling opening until 4pm one day a week, in response to local demand, so that schoolchildren can get to the library, and will re-assess use during that half hour at the end of the summer term. 

We have done a leaflet drop to the new houses in the village, as well as using social media to publicise the library and its location. We continue to plan ways of encouraging the public to come and see the amazing resources the library offers the village.

Opening hours: Tuesday 10.30am-3pm; Wednesday 10.30-4pm; Friday 10.30-1pm

Recreation Charity

It’s been a busy eight months for trustees. They did a review of the indenture and took brief legal advice. The land gifted to village belongs to charity and can’t disappear. The field is still here for charitable aims and the building son it belong to charity. The responsibility for the land including insurance is with the charity. The charity has informed the council things need to be put in place – if a MUGA built on the land it belongs to charity. The scouts have a lease and look after that bit of land. 

Mystery Group, Dilys Britt 

Got its name in 2017 when it held a murder mystery event – to raise funds for bench and make improvements ready for 2018 for the WW centenar. 

Burns in Jan raised over £1,000 and a £500 grant from WLDC funded a replacement jubilee memorial bench going in on the corner near Oaklands for Jubilee Celebrations. The bench and planters and painting the BT box are all part of the celebrations. They thanked people who volunteered on the day, for people who volunteer, and thank grounds team for installing bench, to help keep costs down.

Maggie, Saxilby Voluntary Car Scheme

Elderly and infirm service – with financial help from the county council and parish council. 405 journeys have been made for medical and health treatments, with over 5,509 miles covered. However, not all journeys can be covered as we need more drivers. Thank you drivers, volunteers, and to Saxilby parish council for their continued support

5. To receive report of Parish Council activities for the year

Cllr Cotton, read out a chair’s report which included announcing a council decision to hand back the day to day management of the memorial field and buildings to the charity trustees. 

He invited Elizabeth Hillman to give a Bridge Street update, which was given. There was a request to update the Neighbourhood Development Plan which is due for a refresh and is important to update.

6. To elect Village Hall trustees (6 parishioners and 1 Parish Councillor) 

None elected. 

7. To take any public questions

a. The room is full and it’s great to hear the stories and people are very passionate about the village. Disappointed by the narrative in the council’s annual report. For every village to thrive it needs challenge and needs grit in its system. The community is trying to give a very strong message. You don’t have to be a parish councillor to have their voice heard. Want to work with the council or with anybody who wants to work to make a better village 

b. It is a large village and only a small minority get involved as councillors and they’re very passionate. Social media can be a problem. Councillors give up 2, 3, ,4 evenings a week. 

c. We are not having a go, we want to work with you. Some of the narrative is having a go back. The community are not looking at the parish council to do everything. 

d. I was on the parish council and there were attacks on social media not just the council but towards family members too. Challenge is right. I am truly impressed tonight with organisations achievements. One proposal is how do we all get together?

e. Trustees have tried to get in touch with council, talk to them, on 4 May it was agreed to get two together from each organisation. The village thinks it’s better not run by the council.

f. This is a meeting of the public and we can make proposals. The council has said it has carried out consultation. Who was consulted about it. The decision was taken in closed session and announced? We are disappointed this was announced at this meeting, and announced without consultation. Could I see a show of hands, who wants to see the council to walk away? 

I have applied for a councillor role. I am very disappointed this has been announced here. 

I propose, that the council asks the village whether they can leave the field, after having signed an agreement to maintain the fence, they hold the documents in trust and people knew the parish council would have the money to maintain it. We will ask for grants, we will speak with WLDC and sports club. If the council leaves it will be tough, but it will be a challenge. There’s a lot of young people who if lined up properly would help. Could I see a show of hands, who wants to see the council to walk away? 

g. This is very disappointing. We have a code of conduct. Being insulted I’m afraid is part of the job, People have a go at councillors as angry and frustrated, it is part of the job as you have access to those who do the job. I am disappointed key board warriors were spoken of. There has been a lovely meeting, we had lovely report from Elizabeth Hillman. A facilitator was asked to chair a meeting from WLDC to discuss the memorial field. The arrangement goes back to 2006, when the parish council was brought onboard. At the facilitated meeting it was agreed two people from each organisation would come together in a working group to find a way forward and now you tell us you’re pulling out. 

h. Let’s build on the wonderful stories. We’re going to leave here tonight very worried that our boys are going to have field to play on. We’re sad as parents are not here to hear this. If we can get re-assurance from what we have heard tonight. 

An elector left at 20.55pm.

i. The problem here tonight is communication or lack of it. We have talked about communication, you’ve got to get it sorted out. Let’s get together and communicate. 

j. These are not personal attacks, a lot started from the speech. It’s about how we work as a village together. The village doesn’t offer a lot compared to others. Hand over the facilities to others who can do better. Thats the point about consultation, we need to reach out to the community. Each parish needs leaders, often these things come down to a group of people to organise. Lets work together to get back fireworks, 5k, annual tournament, and for the cricket club thrive. The annual statement was disrespectful to your community, it really undermined what people were saying in the meeting. 

k. I applaud everything that’s been said by clubs. I came to village in 1968 and came onto sports association in around 1976 and came on as cricket club rep and then joined the parish council for best part of 40 years I was on it. This division started in 2007 and I was party to that both as a trustee and as a councillor. Accountants had worked out the social club and sports association (trustees) were slowly running out of money and volunteers, those two organisations were running short of money and short of volunteers so with best intentions parish council took over both, but not quite correctly. It can be done that parish council run the facilities. It was known in 2008 or 2009 by the chairman of the parish council that it would need to take out a lease to occupy the building. The parish council does not own the field; it was given as an open green space. It was to be run by 10 trustees – to keep it as an open green space and so it ran. There was the field and a wooden hut and on the 1920 indenture it clearly states with the permission of trustees it can go on the field and everything on the field belongs to the charity. I was on sports association in 1970. One of main decisions for 2007 was there was so much work load for bookings. Technically anything that takes away the green space has to have permission from the charity commission –as done with scouts lease – and the same thing could happen with everything on here. 

l. Everything being said fully supported the clubs – Three options were laid out and the last one taken was to walk away. By their decision, they are closing the facilities. 

m. In October the parish council voted to not appoint any trustees until AGM was held. This left the charity in trouble to make decisions. We got in touch with the charity commission who said to change indenture and have more members of the public- you are personally responsible. Every meeting we went to, we tried to speak to the council. 

n. In response to the lack of parish councillors, this is because as a trustee you are personally liable that’s why personally I did not stand. If you want to change to a CIC you might get more people to join. 

o. This is a major decision being taken. I understand about personal indemnity, can I ask at what meeting was the decision made to withdraw from the agreement and where are the minutes

p. It was the last meeting of the parish council

q. There has been continued council criticism since 2007, lets have somebody else run those facilities. 

Member of public left 21.17pm   

Member of public left 21.18pm

r. We need to take proper legal advice, decisions can not be based on social media. You have to consult properly, where it is potentially of detriment to the community and would fail an EIA, where specific groups can potentially be at risk of taking away a service, then you leave groups of people, with out that support. 

s. Nothing is being taken away, it is being handed back to the trustees. 

t. Not when there is an impact on the public 

u. Until 2007 council wasn’t running facilities.

v. From the 1920s to 2007 the charity ran the field, and in effect ran out of money. Over last 16 years parish council has run to a lot of abuse, which is not part of the job. Trustees come to us and tell us they want to take over running of ground.  

21.32 One member of the public left 

21.33 Four members of the public left 

21.34 Meeting closed.

Draft minutes are reviewed for approval at the following annual parish meeting.