8 June 2026 - Events and Recreation Committee
DRAFT Minutes of the Ruskington Parish Council Events and Recreation Committee meeting on Monday 8th June at 6.00pm at Ruskington Parish Office.
Present: Cllr B Harrison (Chairman of the Committee), Cllr A Jennings, Cllr Bain (joined the meeting at 6.07pm), Cllr P Cunningham, Cllr D Conway and Cllr O Ditch.
In attendance: Kirsty Sinclair (Deputy Clerk & RFO)
There were 4 members of the public.
Cllr Harrison opened the meeting at 6.02pm and welcomed the delegates.
Public Session
Representatives from the Bowls Club presented further information to accompany their claim for a proportion of the Section 106 funding. This included more open days which would be fee of charge to any members of the public. The committee asked several questions and then advised that their claim would be discussed in more depth later in the meeting and a recommendation would be made to full council.
The 4 members of public left the meeting at 6.32pm.
1. To elect a Chair of the Events and Recreation Committee for the civic year.
Action: It was RESOLVED that Cllr Harrison be elected as Chair for the remainder of the civic year. Proposed by Cllr Bain, seconded by Cllr Conway and approved unanimously.
2. To elect a Vice-chair of the Events and Recreation Committee for the civic year.
Action: It was RESOLVED that Cllr Bain be elected as Vice-chair for the remainder of the civic year. Proposed by Cllr Harrison, seconded by Cllr Conway and approved unanimously.
3. To receive and accept apologies where valid reasons for absence have been given to the Parish Clerk prior to the meeting.
Action: It was RESOLVED to accept reasons for absence from Cllr Sheldon. Proposed by Cllr Harrison, seconded by Cllr Conway and approved unanimously.
4. To receive declarations of interest and to consider applications for dispensations in relation to DPIs. Disclosure of Pecuniary and Non-Pecuniary Interests is to be in accordance with the Localism Act 2011 and to consider any applications for dispensations in relation to DPIs. The need for Disclosure is to be based upon agenda items or at any suitable time during the meeting when it becomes apparent to a member.
None declared.
5. To discuss the structure for the Events and Recreation Committee and consider an Events working party group.
Action: It was RESOLVED to recommend to full council that Recreation and Events become two separate committees. Proposed by Cllr Harrison, seconded by Cllr Conway and approved unanimously.
6. To review the Terms of Reference for the Events and Recreation Committee and consider any amendments for recommending to full council.
This item was deferred until the recommendation under item 5 could be considered by full council.
Events
7. Celebration of Youth Day – 15th August
7.1. To receive an update on actions from the Events Committee meeting on 21st May 26.
An update was given.
7.2. To review list of attendees invited and consider any responses received.
A list had been compiled and several invitations to groups would be sent later this week.
Cllr Bain presented the idea of holding music auditions for the music students at St Georges. Action: Contact the secondary school regarding this idea.
7.3. To resolve any expenditure for advertising the event.
Action: It was RESOLVED to spend up to £40 on flyers for the event. Proposed by Cllr Bain, seconded by Cllr Harrison and approved unanimously.
7.4. To agree any other actions and expenditure required for the event before the next meeting.
Action: RFO to contact Church regarding borrowing their tables for the Celebration of Youth Day.
8. Christmas Market – 5th December
8.1. To review the applications from stall holders to date and agree next steps.
Action: It was RESOLVED to accept all 18 applications to date and give the RFO authority to accept further requested from stall holders but not food vendors. Proposed by Cllr Harrison, seconded by Cllr Bain and approved unanimously.
Cllr Jennings left the meeting at 7.12pm.
8.2. To receive update on possibility of borrowing stalls from another council.
A reply was still awaited from Metheringham Parish Council.
8.3. To agree any other actions and expenditure required for the event before the next meeting.
Action: Cllr Bain to obtain quotes for the local Military Wives Choirs and contact the Rotary Club regarding their Santa Sleigh.
9. To discuss dates for Events during 2027 for presenting to full council.
Action: It was RESOLVED to recommend the Garden Event - 31st May 27, Summer Fair - 17th July 27 and Christmas Market – 4th December 27. Proposed by Cllr Harrison, seconded by Cllr Conway and approved unanimously.
Recreation
10. To agree fees for hiring the Parkfield facilities following requests from Pilgrims Europe and a member of the pubic for a charity event.
More information was required regarding the charity event before an amount could be discussed.
Action: It was RESOLVED to recommend to full council that businesses be charged £250 for the hire of the Parkfield facilities and charity events will remain as price on application. Proposed by Cllr Cunningham, seconded by Cllr Conway and approved unanimously.
11. MUGA surface conversion to a 4G surface
11.1. To receive the outcome of the Football Foundation application and review the terms and conditions.
The football foundation had awarded the grant of £25,000 towards the new 4G surface and the terms and conditions were reviewed.
Action: It was RESOLVED to recommend to full council that the terms and conditions of the Football Foundation funding be accepted. Proposed by Cllr Cunningham, seconded by Cllr Harrison and approved unanimously.
11.2. To consider the public opening times and hire times of the 4G surface and arrangements for locking the facility, if applicable.
Discussions were held regarding an online booking system.
Action: It was RESOLVED to recommend to full council that the 4G pitch would be available for hire for 3 hours per day, 7 days a week and remain open to the public at all other times. Proposed by Cllr Cunningham, seconded by Cllr Conway and approved unanimously.
11.3. To consider any hire fees for the facility.
Action: It was RESOLVED to recommend that the new 4G facility be charged at £25 per hour during bookable times and remain under review. Proposed by Cllr Harrison, seconded by Cllr Conway and approved unanimously.
11.4. To consider any ongoing maintenance cost for the remainder of 2026/27 and any future costs for informing the budget for 2027/28.
There were no quotes available at the time of the meeting.
11.5. To resolve to formally apply for the Section 106 money to cover the amount not covered by the Football Foundation Funding.
Action: It was RESOLVED to recommend to full council to formally apply for the Section 106 money for the remaining balance of the project. Proposed by Cllr Conway, seconded by Cllr Bain and approved unanimously.
12. Lions JFC
12.1. To receive an update on the Lions JFC request to hold a tournament on 27th and 28th June and agree any actions for recommending to full council, if the terms and conditions are not signed and returned by the 17th June.
The signed terms and conditions have now been received by the Clerk.
12.2. To receive an update of the 10-year lease agreement with the Lions JFC and agree any actions for recommending to full council, if the lease is not signed and returned.
The Clerk has received confirmation that the Lions would still like to proceed with the lease, and it will be returned in due course.
13. To consider a new lease agreement and terms for Hillside Play Area following the correspondence from NKDC and make these recommendations to full council.
Action: It was RESOLVED to recommend that Council surrender the current lease and enter a new long-term lease for Hillside Play Area. Proposed by Cllr Cunningham, seconded by Cllr Bain and approved unanimously.
14. To consider the presentation and request for a portion of the Section 106 money from the Ruskington Bowls Club for recommendation to full council.
Action: It was RESOLVED to recommend to full council that the Bowls Club request be declined due to not meeting the eligibility criteria. Following survey results, Council will be prioritising expenditure on enhancing community facilities and assets already owned and maintained by the Council. Proposed by Cllr Conway, seconded by Cllr Bain and approved unanimously.
However, the Committee would be content to support the Bowls Club in other ways such as signposting for grants, assisting with grant applications and advertising the club, if requested.
15. To agree the dates and times for the next Events and Recreation Committee and/or working party meeting(s).
Date of next meeting to be Tuesday 23rd June at 6.30pm – if the committees become separate then Events Committee to keep this date and Recreation Committee will arrange a different date.