28 April 2026 - DRAFT Finance Committee
DRAFT Minutes of the Ruskington Parish Council Finance Committee meeting on Tuesday
28 April 2026 at 6.30pm at Ruskington Parish Office.
Present: Cllr O Ditch (Chairman of the Committee), Cllr D Conway, Cllr B Harrison, Cllr Trolley.
In attendance: Kirsty Sinclair (Deputy Clerk & RFO), Kathryn Locke (Clerk to Council)
Apologies: Cllr C Bain, Cllr G Cox
Two members of the public were present.
The Chairman opened the public session at 6.35pm, welcomed the delegates and invited the members of public to speak. The members of public advised that they were representing Ruskington Bowls Club and were attending the meeting in relation to agenda item 4.8.1., below (Bowls Club claim for part of the s106 funding.) They advised that the Bowls Club was a registered charity. A case for claiming a part of the s106 money was made in reference to its business case which had been submitted to Council prior to the meeting. Both the club house and green were in urgent need of work to ensure the facility remained viable for use. The importance of the club for older residents and those living further away was recognised. It was hoped to encourage more people to become members, including young people. The Chairman thanked the members of public for their attendance and for the detailed business case that they had submitted. Questions were raised and answered, and self-help for the club and other sources of potential funding were discussed. The business case was displayed on the screen and the Club’s three options for the claim were discussed. The Chairman and Clerk advised that advice had been sought from NKDC regarding the s106 claim being used to fund clubs with paid membership and the response was awaited. The Chairman advised that Council consider how it could support the Club and thanked the representatives for attending. The members of public thanked the Committee and left the meeting at 7.06pm.
The Chairman opened the meeting at 7.07pm.
1. To receive and accept apologies where valid reasons for absence had been given to the Parish Clerk prior to the meeting.
Cllr Bain and Cllr Cox had been unable to attend the meeting and had sent valid apologies.
Action: The Committee RESOLVED to accept Cllr Bain and Cox’s apologies. Proposed by Cllr Trolley, seconded by Cllr Harrison and approved unanimously.
2. To receive declarations of interest and to consider applications for dispensations in relation to DPIs.
No declarations were made at this time.
3. To approve as a correct record the notes of the last meeting held on Tuesday 6 January 2026.
Action: The Committee RESOLVED to approve the notes of the last meeting as accurate Minutes. Proposed by Cllr Trolley, seconded by Cllr Harrison and approved unanimously.
The Chairman signed the Minutes.
4. Finances.
Information had been circulated prior to the meeting.
4.1. To receive an end of year financial update from the RFO and review the budget.
Please see Appendix A, below.
The RFO advised that Council was in stable financial position, and by 31 March 2026 had increased its reserves to £33,165.59. Page 6 of the Annual Governance & Return (AGAR) form was discussed and agreed as being accurate. The AGAR would formally be considered at the June meeting of Council.
4.2. To receive the internal auditor’s report and any recommendations made.
The internal auditor’s mid-year report had been circulated prior to the meeting. No concerns were raised and no recommendations had been made.
Action: The report to be circulated to Council for review at its next meeting.
4.3. To receive the end of year bank reconciliation from the RFO.
This had been circulated prior to the meeting.
Action: The Committee RESOLVED to approve the end of year bank reconciliation for recommending to Council. Proposed by Cllr Trolley, seconded by Cllr and approved unanimously.
4.4. To review reserves and agree any recommendations for making to Council.
The RFO presented their recommendation and answered
Action: The Committee RESOLVED to recommend to Council that that the reserves stayed as they were with the addition of £15,000 to the general reserve as already budgeted for. Proposed by Cllr Trolley, seconded by Cllr Harrison and approved unanimously.
4.5. To review the Red, Amber, Green (RAG) financial score reporting methodology to ensure only the “overspends” are flagged as Red.
This was reviewed and any variances discussed. The RFO answered questions.
Action: The Committee agreed to continue with the monthly RAG report as it was.
4.6. To review the costs of the offices at the rear of the parish office now all units are let and consider a profit and loss account for this activity to enable planning for future budgets.
Action: With effect from the 1 April 2026, the RFO had changed the headings on Quick Books to show the income and expenditure for the rear office units. The utility costs would be divided equally between the parish office and the rear office units.
4.7. To consider/ review the CIL report prior to submitting to NKDC.
Action: The Committee RESOLVED to recommend to Council that the CIL report was accurate and could be submitted to NKDC. Proposed by Cllr Harrison, seconded by Cllr Conway and approved unanimously.
4.8. To receive an update on the s106 (Flaxwell Fields development) claim.
A report from the s106 Evaluation Working Party meeting held on 21 April 2026 had been circulated prior to the meeting and this was discussed. Please see Appendix B below.
The following projects had been shortlisted for recommending to Council for consideration (if eligible for the claim.)
- The development of the Parkfield Sports Pavillion (incorporating a Community Cafe with both indoor and outdoor seating areas) as a multi-activity hub encompassing clubs, societies, indoor sports, a youth centre etc.
- The development of an outdoor 'Trim-Trail' starting and finishing at the front of the pavilion, suitable for a variety of users including 'wheeled' modes of conveyance (cycles, mobility transport, pushchairs etc), possibly incorporating fitness apparatus, solar lighting, information boards, and children's nature-trail 'spotting' activities
- The development of a small skate/cycle park adjacent to the Pavilion
- The development of a 'half-court' basketball facility adjacent to the Parkfield play area facility.
Action: 1. To await the responses from NKDC in relation to Council’s questions on the s106 claim criteria and eligibility. 2. The Clerk to seek feedback from NKDC on the eligibility of the above projects (plus a claim for the 4G surface for the MUGA). 3. Costs for the projects to be explored so they can be considered further. Proposed by Cllr Harrison, seconded by Cllr Trolley and approved unanimously.
4.8.1. To consider correspondence from the Ruskington Bowls Club in relation to a claim for part of the s106 fund and agree any recommendations for making to Council.
This had been discussed in public session above.
Action: To await the response from NKDC on making s106 claim for a project that has paid membership.
4.9. To consider transferring money from the Council’s bank account to the Council’s Dudley Building Society account to receive higher interest rates.
Action: The Council RESOLVED to recommend to Council that money be transferred to the building society account from the bank account to receive higher interest rates and that the RFO be given devolved powers to transfer funds when appropriate to maximise interest. The RFO to record these transactions in her monthly financial report. Proposed by Cllr Ditch, seconded by Cllr Conway and approved unanimously.
4.10 To consider the requirement for and costs of new garden / outdoor furniture.
Action: Tables and benches for play areas to be referred to the Recreation and Environment Committee for consideration, and the tables and benches for the outside seating area for the Pavilion to be considered by the Estate Management and Planning Committee, as part of the Pavilion renovation.
5. To review the asset register
This had been circulated prior to the meeting and was displayed and discussed at the meeting.
Action: The Committee RESOLVED to recommend the asset register for FY 2025-2026 to Council for approval and for displaying on the Council’s website. Proposed by Cllr Harrison, seconded by Cllr Conway and approved unanimously.
6. To review Council’s insurance requirements and make recommendations for Council to consider. (Insurance due for renewal on 1 June 2026.)
The Clerk had sought answers to the Committee’s questions on the insurance renewal. These were discussed.
Action: The Clerk to complete and return the insurance questionnaire so a renewal quote could be received for consideration.
7. To review the following policies and documents and agree any recommendations for making to Council at its next meeting. (Annual Meeting of the Parish Council on 12 May 2026).
The policies and documents had been circulated and reviewed prior to the meeting.
7.1. Standing Orders
Action: The Committee RESOLVED to recommend Standing Orders to Council following a revision to the Chairman and Vice-chairman’s attendance at committee and especially HR meetings. Proposed by Cllr Trolley, second to Cllr Harrison and approved unanimously.
7.2. Financial Regulations
Cllr Ditch referred to the requirements for tenders/procurement.
Action: The Committee RESOLVED to recommend the Financial Regulations to Council without amendment. Proposed by Cllr Trolley, second to Cllr Harrison and approved unanimously.
7.3. Risk Management Scheme
Cllr Ditch reminded members of the requirement for all councillors to attend training.
Action: The Committee RESOLVED to recommend the Financial Regulations to Council without amendment. Proposed by Cllr Trolley, second to Cllr Harrison and approved unanimously.
7.4. Grants and Donations Policy
Council had agreed an annual budget for 2025-2026 of £1,000 for grants and donations to eligible community groups.
Action: The Council RESOLVED to recommend the Grants & Donations Policy to Council following amendments to add an endnote to explain what was meant by “operational costs” and to offer grants twice a year rather than annually in October. Recommended dates: Closing date 31 March for the Finance Committee to review in April and 30 September for the Finance Committee to review in November. Proposed by Cllr Trolley, seconded by Cllr Conway and approved unanimously.
7.5. Terms of Reference for the Finance Committee
Action: The Committee RESOLVED to recommend the Terms of Reference to Council with an amendment for the Committee to receive devolved powers to manage insurance claims in liaison with the Clerk/RFO. Proposed by Cllr Harrison, second to Cllr Trolley and approved unanimously.
7.6. Assertion 10 – Data Processing Road Map
The Clerk advised that this was a new statutory financial and auditing requirement and could be updated at any time to capture Council’s handling of data.
Action: The Committee RESOLVED to recommend the Data Processing Road Map to Council without amendment. Proposed by Cllr Trolley, second to Cllr Harrison and approved unanimously.
8. To confirm the date and time of the next scheduled Finance Cttee meeting as Tuesday 7 July 2026 at 6.30pm. (Quarterly review of finances).
Action: The date and time were confirmed at Tuesday 7th July at 6.30pm.
8.1. To consider if a committee meeting or working party meeting is required before 7 July and agree a date/dates, as required.
No meeting or working party meeting was required prior to 7 July 2026.
9. To resolve whether to exclude the public and press, in accordance with the Public Bodies (Admissions to Meetings) Act 1960, to discuss the staffing and legal matters below.
Action: The Committee RESOLVED to exclude the public and press to discuss the staffing and legal matters below.
The Chairman closed the meeting at 8.28pm. The meeting re-convened at 8.28pm.
10. To consider any costs for increasing staff working hours.
The RFO left the meeting whilst this was being considered.
The rationale and costs were discussed.
Action: The Committee RESOLVED to recommend to Council that the RFO’s hours be increased to 37 hours per week. Proposed by Cllr Harrison, seconded by Cllr Ditch and approved with three votes for and one abstention.
The RFO returned to the meeting.
11. To receive /consider an update on an open insurance claim.
The Clerk provided an update and the advice from Council’s insurer.
Action: The Committee RESOLVED to accept the advice from Council’s insurer. The Clerk and RFO to action the advice. Proposed by Cllr Ditch, seconded by Cllr Trolley and approved unanimously.
The Chairman closed the meeting at 9.01pm.
Appendix A: End of Year Overview – RFO
Ruskington Parish Council (RPC) finished the year 25-26 in a stable financial position having increased its reserves from £11,423 the previous year, to £33,166 as of 31st March 26.
With a further £15,000 within the 26-27 budget taking this amount to £48,166 to date. Although, there are £8,495 and £1,500 in earmarked funds for CIL and Elections, respectively. Bringing the general reserve down to £38,171.
Best practice indicates 3-12 months' worth of expenditure. Over the last 12 months there had been an average spend of £24,000 a month. Therefore, approximately £72,000 would meet the best practice recommendation for 3 months.
A risk assessment was conducted several years ago which indicated a low risk to lowering reserves to 6 weeks. Reserves are now back at this point.
RPC remained within the budget set and was able to marginally exceed the expected income.
Moving forward with the current year, the RFO would be rearranging the budget headings within QuickBooks, mainly to see various income streams offsetting relevant budget headings and also to expand the events headings following the formation of the committee.
Appendix B: Report from a meeting of the s106 Evaluation Working Party on Tuesday 21 April 2026 at 1.30pm at Ruskington Parish Office.
Present:
Cllr Ditch
Cllr Cox
Cllr Cunningham
Cllr Conway
Cllr Harrison
Cllr Sheldon
Facilitated by Administrative Assistant, Mr Scott Johnstone
Following a public consultation of Ruskington Parishioners, suggestions were received regarding the expenditure of up to £200,000 of s106 funding for the enhancement of Village Sporting and Recreational facilities. To consider the various possibilities, a Working Party (WP) of Ruskington Parish Councillors (identified above) met to review the results.
Cllr Cox was appointed the lead for the meeting.
231 responses had been received in both electronic and 'hard copy' formats.
Criteria for consideration stipulated that projects should:
- Be mainly for the benefit Ruskington Residents
- Where possible, promote health and lifestyle improvements
- Be of benefit/ interest to a wide variety of age groups
- Be accessible for all abilities including differently abled users
- Consider environmental impacts
Numerous qualifying suggestions were received which the WP scored in accordance with the published criteria; the following projects were shortlisted for inclusion:
- The development of the Parkfield Sports Pavillion (incorporating a Community Cafe with both indoor and outdoor seating areas) as a multi-activity hub encompassing clubs, societies, indoor sports, a youth centre etc.
- The development of an outdoor 'Trim-Trail' starting and finishing at the front of the pavilion, suitable for a variety of users including 'wheeled' modes of conveyance (cycles, mobility transport, pushchairs etc), possibly incorporating fitness apparatus, solar lighting, information boards, and children's nature-trail 'spotting' activities
- The development of a small skate/cycle park adjacent to the Pavilion
- The development of a 'half-court' basketball facility adjacent to the Parkfield play area facility.
As not all could be funded with this round of s106 cash, the WP decided:
- To concentrate on number 1 (the development of the pavilion) as it would act as the catalyst for many other developments
- To seek further funding (see notes below) as and when they became available, to complete projects 2,3 and 4.
Notes:
- It is anticipated that future village housing developments will yield additional s106 funds to facilitate future projects
- A thriving multi-activity pavilion/cafe could generate income and possible commercial sponsorship enabling the completion of future projects. Funding is often available from other local sources that could be applied for.