6 October 2026 - DRAFT Recreation Committee
Minutes of the Ruskington Parish Council Recreation Committee meeting on Tuesday 6 October 2026 July at 6.30pm at Ruskington Parish Office.
Please note: These are DRAFT minutes and liable to amendment up to and including the next committee meeting.
Present: Cllr M Trolley (Chairman of the Committee), Cllr D Conway, Cllr P Cunningham, Cllr L Sheldon
In attendance: Kathryn Locke (Clerk to Council)
No members of the public or press were present.
Cllr Trolley opened the meeting at 6.33pm and welcomed the delegates.
1. To receive and accept apologies where valid reasons for absence have been given to the Parish Clerk prior to the meeting.
All councillors were present.
2. To receive declarations of interest and to consider applications for dispensations in relation to DPIs.
None were declared.
3. To approve the minutes of the Recreation meeting held on Tuesday 28th July as a true and accurate record.
Action: The Committee RESOLVED to approve the notes of the meeting held on 28 July 2026 as accurate minutes. Proposed by Cllr Sheldon, seconded by Cllr Trolley and approved with two votes for and two abstentions. (Councillors had not been present at the last meeting.)
4. To review Recreation expenditure to date.
The RFO had circulated a financial report prior to the meeting, and this was considered. The Committee was working within its budget with approximately £8,500 left available for the remainder of the current fiscal year. The grants received from the Football Foundation and s106 for the 4G carpet were noted, as was the expected income for the hire of the 4G pitch for the month of October.
5. To receive an update from the RFO on recent Recreation matters including:
The Clerk had circulated a report prior to the meeting. Please see attached.
5.1. The lease for Hillside Play Area.
The new lease agreement was awaited from the NKDC legal team. (The Heads of Terms had been approved by Council).
5.2. The 4G surface at Parkfield including maintenance arrangements.
The Caretakers were undertaking weekly sweeping, and daily litter picking of the pitch. The provisional dates for quarterly maintenance of the 4G, as recommended by contractor, had been agreed by the Clerk as follows: Visit 1 - 11th December 2026 8am, Visit 2 – mid March 2027 8am, Visit 3 – mid June 2027 8am, Visit 4 – mid September 2027 8am. The Clerk advised that Council had approved expenditure of up to £300.00 to purchase the recommended Stihl Cordless KombiMotor to aid the caretakers in removing debris from the 4G carpet. However, on ordering this, the RFO noted that an attachment (KombiTool) was required, increasing the total expenditure to £458.00.
Action: The Committee RESOLVED the expenditure of £458.00 to purchase the KomiMotor and KombiTool. Proposed by Cllr Cunningham, seconded by Cllr Trolley and approved unanimously.
5.3. The pavilion renovation.
The Clerk advised that the start date had been delayed but following negotiation, the contractor had agreed for a reduced team to start stripping out the pavilion on the agreed start date of 12 October 2026. The renovation was expected to take six to ten weeks. A follow up meeting with Global Vison had been arranged for 12/10/2026 to view the footage from the proposed upgraded cameras. The meeting would take place at the Parish Office as the renovation of the pavilion was due to commence on the same day. Residents in the vicinity of the Pavilion had been advised, by hand delivered flyers, of the imminent renovation works and information would also be shared on social media.
5.4. Arrangements with the Lions JFC during renovation of the pavilion.
Lockable storage had been made available in the changing room building for the Lions JFC whilst the pavilion renovation was underway, and they still had access to the external pavilion storage as this was not included in the renovation. The Lions had been given an extended deadline of Friday 8 October 2026 to remove all their items from the pavilion, including the trophy cabinet and external noticeboard and sign.
5.5. External play area inspection and necessary works.
The RoSPA inspection reports had been circulated prior to the meeting. The Caretaker was undertaking all the required remedial work.
Actions: The zip wire at Parkfield to be inspected thoroughly by either the caretaker for Play Equipment or an external contractor as this had not been conducted by the RoSPA inspector. The Type 2 goals on the north field to be removed as they could not be repaired and the purchase of new posts to be considered for the budget for 2027-2028, if they were required. A faded sign on the Northfield Road entrance gate to be removed. The Caretakers to lay slabs in front of the bench in Parkfield play area to prevent soil erosion and muddy patches. The Lions to be sent a copy of the RoSPA report for the Type 4 goal posts that they own and maintain as they required remedial work to ensure their safety.
6. The 4G pitch
6.1. To review the regulations and signage for the 4G pitch and agree any necessary expenditure.
A draft “conditions of use” poster for the 4G, using the recommendations of the contractor, had been circulated prior to the meeting and this was reviewed and amendments agreed.
Action: The Committee RESOLVED to recommend the conditions of use to Council following the agreed amendments and the inclusion of a QR code to link to the full terms and conditions, information on footwear, use of equipment and toys, and the booking information. Proposed by Cllr Sheldon, seconded by Cllr Trolley and approved unanimously.
6.2. To review the terms and conditions for hire and the application form for the 4G pitch.
These had been circulated prior to the meeting and a discussion on the need for hirers to have their own insurance took place. It was recognised that some hirers may be informal groups of friends or celebrations for a birthday. The Clerk to check the requirements with Council’s insurance but it was agreed, after an internet search for insurance for 4G pitches, that all users of the 4G pitch did so at their own own risk.
Action: The Committee RESOLVED to recommend the application form and terms and conditions for the hire of the 4G pitch to Council. Proposed by Cllr Conway, seconded by Cllr Sheldon and approved unanimously.
6.2. To consider quotes for installing the sterile strip around the perimeter of the 4G pitch.
Three quotes had been received, one for gravel (which was not considered suitable) and two for paving slabs. The Caretakers were asked to quote for the work but due to the scale of the project and their work commitments that they were unable to undertake the work. The Committee considered that due to the time of year, vegetation growth should be slowing so there was time to obtain further quotes. The Clerk advised of the lip around the MUGA, the posts that did not sit flush with the fence and the need for the sterile strip to be wide enough for grass cutting to take place without the machinery damaging the fence.
Action: The Committee RESOLVED that the Admin Assistant should create a social media post inviting local contractors to quote for the project. The scope of works was as follows:
- Excavate existing ground to the full perimeter of the area approx. 300mm x 300 wide x 100mm deep.
- Safely dispose of all arisings off site
- Supply and lay concrete slabs around the permitter of the pitch on a concrete base.
- Infill the gaps between the slabs and between the slabs and the edge of the MUGA/4G.
- Make good
- Handover
It was essential that contractors visited the site and could provide evidence of their insurance and method statement.
6.3. To consider online bookings and locking facilities for the 4G pitch.
Cllr Ditch had researched and circulated information on offline algorithmic methods for locking and accessing the 4G pitch by App, prior to the meeting. A code could be generated to allow access by an approved user for a limited time only. An estimated cost was £180-£350 per lock. Cllr Sheldon advised of a similar system in use at a local dog “off lead” exercise facility. A discussion took place on whether the second gate at the pitch should be kept locked or whether this provided quicker emergency access to the pitch than the main entrance. It was planned that when the Council moved to a new website provider that bookings and payments could be made online. It was also noted that despite initial feedback on social media about the pitch being open to the public and not kept locked, no further comments had been made, and the pitch was almost fully booked for the times it was available to hire with no concerns raised.
Action: The Committee RESOLVED to recommend to Council that expenditure of up to £600 be made available for the purchasing of a controlled access system when required. Proposed by Cllr Cunningham, seconded by Cllr Conway and approved with three votes for and one vote against.
7. To consider any projects and expenditure to inform the 27-28 budget.
It was noted that Council had approved the ringfencing of £15,000 to improve the play areas if the budget allowed.
Projects considered included:
- Parkfield carpark
- To improve the ground surface at Hillside and Beck Close
- Developing Beck Close as a play area for younger children and installing an accessible roundabout
- New equipment for Hillside such as large climbing frame (following the new lease agreement and a successful funding bid), or an inclusive roundabout
- Goal posts for Parkfield (north field) if there was a known requirement
- A basketball hoop and backboard for Parkfield
- Pergola and tables and chairs for the pavilion
The play areas, car park, and completing the pavilion project were the top three priorities.
8. To agree the dates and times for the next Recreation Committee meetings.
The next meeting date to be confirmed.
The Chairman closed the meeting at 8.55pm.
Clerk’s Report for the Recreation Committee meeting on Tuesday 6 October 2026.
Beck Close play area – It is not evident if Council has a lease agreement for this play area with NKDC or not, therefore information has been sought from the NKDC Property Team.
Elmtree play area – The Environment Caretaker will be undertaking tree work to the trees on the boundary of the play area/playing field.
Hillside play area – The new lease agreement is awaited from the NKDC legal team. (The Heads of Terms have been approved by Council).
Changing rooms – These are being used as secure and temporary storage by Council and the Lions JFC. The Lions JFC will have access to the toilets. At the presentation of the “cheque” for the 4G funding, a renovation of the changing rooms was mentioned as s future project for the Football Foundation (FF) to consider funding. It was noted that the FF had already highlighted this building as needing improvement.
MUGA /4G: The Admin Assistance has created signage for the 4G which includes its regulations and recommended footwear. This was considered by the Recreation Committee at its meeting on 6 October 2026. (Agenda item.)
- On 29/9/2026 a representative of the Football Foundation (FF) presented a “cheque” to the RFO and Cllr Trolley, as the Chairman of the Recreation Committee and Vice-chair of Council). The Clerk was also present. The FF will be sharing publicity for Council to share on its communication channels.
- On inspection, the kickboards appear to be preventing the 4G carpet from lifting along its edges and in the corners.
- The “conditions of use” for the 4G, using the recommendations of the contractor, have been made into a poster and been circulated to the committee for its review. (Agenda item to approve the wording and the expenditure.)
- Quotes for the sterile strip has been circulated. The Clerk has asked if a quote with the use of concrete rather than pea shingle could be provided before 6 October 2026. (Gravel encourages vegetation growth, travels, and can be “flicked up” by the ground maintenance machinery. The caretakers were asked to cost for the project but would not be able to undertake the work due to the size of the project and their work commitments.
- The Clerk has asked Fosse for the guarantee/ warranties and the invoice for the works. Once the invoice is received it will be submitted to the FF for payment of the grant. (£25,000).
Pavilion Renovation: Residents living in the vicinity of Parkfield have been advised by flyer of the work and the date it is due to commence.
The contractor advised on 5/10/2026 that the start date for the works was delayed. Update on 6/10/2026. The Clerk had arranged with the contractor that stripping out of the pavilion could commence as planned on 12/10/2026. The work was expected to take 6-10 weeks.
- Members of the Environment and Estate Committee are meeting, for a second time, with Global Vison on 12/10/2026 to discuss the upgraded CCTV and view the footage from the proposed cameras.
RoSPA report 2026 - The Caretaker for Buildings and Play Areas was completing the remedial tasks identified on the report.
Storage for sports teams and Council: Lockable storage has been made available in the changing room building for the Lions JFC and Council equipment, whilst the pavilion renovation is underway.
- The Lions JFC are applying for planning permission to locate a storage container on the south field at the north side of the changing rooms. They have been advised by the RFO of the agreed location.
- The Environment Caretaker is costing a concrete base for Council to have its own storage container in the same location. (One base to share with the Lions JFC with a line of engineered bricks to demark the football club and council’s side of the base, as agreed by the Environment and Estate Committee on 22/9/2926). Council would pay only pay for and maintain its own half of the base.) Update: Quotes for containers had been obtained and circulated but not yet considered. Container suppliers recommended that containers be placed on piles, not concert bases, to enable air flow around the container and prevent damp. The Clerk had advised the Lions JFC of this too.