2 September 2025 - DRAFT Recreation & Environment Committee
Minutes of the Ruskington Parish Council Recreation and Environment Committee meeting on Tuesday 2 September 2025 at 6.30pm at Ruskington Parish Office.
Present: Cllr G Cox (Chairman of the Committee), Cllr S Cotter, Cllr B Harrison
In attendance: Kirsty Sinclair (Deputy Clerk & RFO) and Andrew Doughty (Environmental Caretaker)
No members of the public or press were present.
The Chairman opened the meeting at 6.30pm and welcomed the delegates.
1. To elect a Chairman for the ensuing civic year.
Cllr Cox and Cllr Harrison both nominated themselves for Chairman.
Action: It was resolved via the remaining vote that Cllr Cox remain Chairman of the committee.
2. To receive and accept apologies where valid reasons for absence have been given to the Parish Clerk prior to the meeting.
Apologies were received from Cllr Trolley.
Action: It was resolved to accept the reasons for absence. Proposed by Cllr Cox, seconded by Cllr Cotter and approved unanimously.
3. To receive declarations of interest and to consider applications for dispensations in relation to DPIs.
None were declared at this time.
4. To elect a Vice-chairman for the remainder of the civic year.
No nominations were made at this time.
5. To consider the correspondence from the Lions JFC regarding the condition of the playing fields and facilities at Parkfield.
Cllr Cox read out the letter and a brief discussion was held regarding the lack of hot water, the condition of the pitches and the mole runs.
It was agreed to await representation from the Lions and listen to their proposals before considering the next steps. The representatives were expected to attend the meeting at 7pm.
6. To approve as a correct record the notes of the last meeting held on 6th May 2025.
Action: The Committee resolved to approve the notes as accurate minutes. Proposed by Cllr Cox, seconded by Cllr Cotter and approved with 2 votes for and 1 abstention.
The Chairman signed the minutes.
Three representatives arrived at the meeting at 6.56pm.
Action: It was resolved to suspend standing orders to allow a discussion with the Lions regarding item 5. Proposed by Cllr Cox, seconded by Cllr Harrison and approved unanimously.
After discussing the issues with mole runs and quality of the playing fields, the Lions suggested a long-term agreement for use of the fields to obtain funding through PitchPower and ensure better maintenance of the pitches. It was explained that they would not need an agreement for sole use of the pitches but assurance they could use the site for a prolonged period. It was discussed how their maintenance program would work along side our current grass cutting provider. The representatives would take this into consideration and come back with some suggested wording for a long-term agreement.
The hot water issue would be resolved as part of the pavilion renovation, but the RFO would look at costs of some electric heaters for consideration of Council.
The representatives left the meeting at 7.34pm and the meeting continued.
7. To receive an update on the budget and expenditure for environmental projects and maintenance.
7.1. To receive an update on the budget for recreation projects and maintenance.
7.2. To receive an update on the budget and expenditure for Council events.
The RFO provided an update on finances above items 7-7.2. All areas are within budget except the allotment water, but this was considered reasonable due to the lack of rain over recent months.
The events budget needs to be separated under its own headings in the accounting software.
7.3. To receive information on any donations received following external events held at Parkfield playing fields.
No donations have been received.
8. To receive the Clerk’s report (for information only).
Cllrs asked for updates on the bin on Meadowbrook and the goal posts in the hedge at Parkfield which were listed on the Clerk’s report.
Council had offered to donate an old dog waste bin for use at Meadowbrook, but this had not been collected, and the Lions JFC are aware of the goal posts which they have arranged to be removed.
9. To receive the Environmental Caretaker’s report (for information only).
No comments were raised at this time, although some items were to be discussed further under other items.
10. To consider the following tree work:
10.1. To consider a recommendation and further information from the Environmental Caretaker to pollard two trees at the junction of Lincoln Road and the path to Horseshoe Close for recommending to Council.
10.1.1. To consider the quote for the above tree work for recommending to Council.
Action: This tree work was not deemed urgent and therefore it was resolved to recommend that the tree work to be considered in the 26-27 budget. Proposed by Cllr Cox, seconded by Cllr Harrison and approved unanimously.
10.2. To consider the tree work required in the closed churchyard following a meeting with the churchwardens on 27th August 2025, if available, and agree next steps.
Action: It was resolved that the tree work be carried out by our Environmental Caretaker. Proposed by Cllr Cotter, seconded by Cllr Cox and approved unanimously.
11. To consider upgrading the CCTV cameras at the pavilion.
Action: It was resolved to consider expenditure for the CCTV at the next committee meeting as this had not been budgeted for but there may be surplus funds available later in the financial year. Proposed by Cllr Cox, seconded by Cllr Cotter and approved unanimously.
12. To review and revise the following documents for recommending to council:
12.1. The allotment agreement in accordance with allotment legislation and revised allotment policy for recommending to council.
Action: It was resolved to recommend to council to amend the £50 refundable deposit from per holder to for new holders only. Proposed Cllr Cox, seconded by Cllr Harrison and approved unanimously.
12.2. The allotment policy in accordance with the allotment legislation, following allotment training and membership to the National Allotment Society.
Action: It was resolved to recommend to council to consider allowing a limited amount of bee hives on the site, to be kept by trained and accredited holders, buy only once further advice from the Bee Society had been received and considered. Proposed by Cllr Cotter, seconded by Cllr Harrison and approved unanimously.
12.3. The cemetery regulations and regulations for the ashes scattering area.
Action: It was resolved to recommend no changes be made. Proposed by Cllr Harrison, seconded by Cllr Cox and approved unanimously.
12.4. The hire agreement for Parkfield playing fields, pavilion, and changing rooms.
Action: It was resolved to recommend no changes be made but it be reviewed again following any pavilion renovations. Proposed by Cllr Harrison, seconded by Cllr Cox and approved unanimously.
It was resolved to suspend standing orders to allow the meeting to continue over 2 hours. Proposed by Cllr Cox, seconded by Cllr Cotter and approved unanimously.
13. To consider the fees for the following to inform the budget for 2026-2027.
13.1. Burial and cemetery fees
Action: It was resolved to recommend an increase of 3.5% rounded up to the nearest pound on all cemetery fees. Proposed by Cllr Harrison, seconded by Cllr Cox and approved unanimously.
13.2. Fees for the sports teams to hire the playing fields, pavilion and changing rooms
a. The Lions JFC
This item was deferred until further correspondence from the club regarding the long-term hire agreement had been received.
b. Ruskington Athletic FC
This item was deferred until further correspondence from the Lions JFC regarding the long-term hire agreement had been received.
13.3. Fees for a non-sporting use of the Parkfield facilities by businesses, charities, for events, for private hire such as birthday parties.
Action: It was resolved to recommend no changes be made but it be reviewed again following any pavilion renovations. Proposed by Cllr Harrison, seconded by Cllr Cotter and approved unanimously.
13.4. Allotment fees for the 2026-2027 season (one year’s notice of fees must be provided).
Action: It was resolved to recommend an increase to £40 per plot for the year. Proposed by Cllr Harrison, seconded by Cllr Cox and approved unanimously.
14. To consider environmental projects and maintenance requirements for informing the 2026-2027 budget, based on evidence of need.
The following ideas were put forward for consideration (quotes for ideas will need to obtained):
A water retention tank at the allotments
Paths in Horseshow Hollow
Increase the tree works budget
Consider a more efficient chipper at a cost of £5,100 (old one could be sold for approximately £500 to offset some of this cost)
Community Gardening Group to assist with planting around the village was also discussed.
15. To receive an update on the S106 contribution from the Flaxwell Fields development and agree any next steps and projects for recommendation to council.
Action: It was resolved to recommend to council to carry out a public consultation to see what the residents would like to see the money spent on. Proposed by Cllr Cox, seconded by Cllr Cotter and approved unanimously.
16. To receive an update and quotes to upgrade the hot water system in the changing rooms. (The current tank does not comply with the current regulations and the hot water only trickles from the showers/taps, possibly due to bad limescale build up).
Action: It was resolved for the RFO to look for grants or funding opportunities to cover some or all the cost of the system upgrade. Proposed by Cllr Cox, seconded by Cllr Harrison and approved unanimously.
17. To receive/consider the annual RoSPA report following the inspections to the play areas, goal posts and MUGA in August 2025.
17.1. To establish the ownership of the goal posts at Parkfield, including the one abandoned in the hedge so this can be removed, and any remedial work as advised in the RoSPA inspection can be conducted.
As mentioned under the Clerk’s report in item 8, the Lions are aware of the abandoned goal posts, and these should be removed in due course. It is believed that all the goal posts apart from the set on the men’s pitch located on the North Field, belong to the Lions JFC.
17.2. To consider the expenditure to purchase two self-closing gates at Parkfield, one between the playing field and the car park (current gate does not close) and one between the playing field and the play area (entrapment hazard), if available. This will be installed by council’s caretakers.
Action: It was resolved to recommend to council to use virement of £1,700 from the Community Garden budget to allow purchase of 2 new self-closing gates which were highlighted with the RoSPA inspection to allow these to be changed as soon as possible. Proposed by Cllr Cox, seconded by Cllr Cotter and approved unanimously.
18. To consider the estimate for Council’s caretakers to install a Hex pave system (and accompanying works) to create a car parking area at Parkfield playing fields, if planning permission is granted.
The committee discussed this estimate and believed the cost for the addition of up to 28 spaces was quite high. Although costed by the council’s caretaker, further quotes from outside contracts would need to be considered if project approved in principle.
Action: It was resolved to recommend to council that this be included with the public consultation due to the cost, following receipt of planning permission expected in October. Proposed by Cllr Cox, seconded by Cllr Harrison and approved unanimously.
19. To consider a 5-10 year plan for improving the sporting, recreational and leisure facilities at Parkfield playing fields, and agree next steps.
19.1. To consider a public consultation or consultations to include projects for the S106 claim; the pavilion, the play areas, with a focus on Hillside and Beck Close play areas, and an improved surface for the MUGA.
19.2. To consider the need for a working party to consider the consultation questions for recommending to council.
Action: It was resolved to recommend to council that a public consultation be drafted following the awaited notification of a change to the deed of variation, which would allow wider scope for spending the S106 monies. Proposed by Cllr Cotter, seconded by Cllr Harrison and approved unanimously.
20. To receive a presentation from Cllr Cox on his proposal for a 3G surface for Parkfield MUGA.
Cllr Cox explained his proposal and the benefits to changing the surface of the MUGA. This was met with concerns over the environmental impact of the rubber pellets and the micro plastics used on a 3G. An alternative sand-based surface, which could be used for additional sports, was discussed but further information and costings for these would need to be provided.
20.1. To consider conducting a feasibility study, scoping review, and a public consultation for upgrading the surface of the MUGA and to evidence the need for a 3G pitch and agree and recommendations to council to consider.
20.2. To agree the next steps and a timescale for the feasibility study, scoping review and public consultation.
20.3. To agree the lead councillor/s for overseeing the scoping review, feasibility study and public consultation.
Action: It was resolved to include the items above (20.1.-20.3.) on the full council agenda and to recommend a meeting with someone from the FA to discuss the surfacing options and associated funding. Proposed by Cllr Cox, seconded by Cllr Cotter and approved unanimously.
21. To consider the possibilities for improving the play areas with a focus on Hillside and Beck Close for recommendation to council.
Action: It was resolved to recommend to council that a public consultation to include questions regarding play areas be drafted and circulated to schools and community groups. Proposed by Cllr Cox, seconded by Cllr Harrison and approved unanimously.
22. To consider recreational projects, play and other equipment, and maintenance requirements for informing the 2026-2027 budget, based on evidence of need.
Action: It was resolved to recommend to council that a public consultation to include questions regarding recreation. Proposed by Cllr Cox, seconded by Cllr Harrison and approved unanimously.
23. To consider community events for organising in FY2026-2027 – Cllr Harrison.
Cllr Harrison expressed an interest in holding an event next year, possibly in July, similar to Finley’s Fundraiser.
23.1. To consider the need for an events sub-committee or a working party for recommending to council.
Action: It was resolved to discuss with council the possibility of the committee being restructured with the creation of an events committee or working party. Proposed by Cllr Harrison, seconded by Cllr Cox and approved unanimously.
24. To consider a date or dates and times for committee meetings to be held before the next scheduled meeting on Tuesday 2 December 2025 at 6.30pm at the parish office. (The meeting on 2/12/2025 is to finalise the expenditure for informing the budget and precept for FY 2026-2027)
No additional meeting dates set. Additional meeting to be called as and when required.
The meeting closed at 10.16pm.