6 February 2023 - Recreation Committee
Ruskington Parish Council
Minutes of a meeting of the Recreation Committee held on Monday 6 February 2023 at the Parish Office at 6.30pm.
Present: Cllr G Cox (Chairman of the Committee), Cllr M Trolley, Cllr S Tonge, Cllr P Cunningham, Cllr L Tomlinson, Cllr O Ditch
Also in attendance: Kathryn Locke (Clerk to Council)
Apologies: Cllr Cotter
No members of the public were present.
The Chairman opened the meeting at 6.31pm.
1. To receive and accept apologies where valid reasons for absence had been given to the Parish Clerk prior to the meeting.
Cllr Cotter was not present at the meeting and had sent valid apologies.
Action: The Committee unanimously RESOLVED to accept Cllr Cotter’s apologies.
2. Receive declarations of interest and consider applications for dispensations in relation to DPIs.
Cllr Tomlinson declared an interest in agenda items 6a, 61a, 62a and 7 as he was a coach for the Lions JFC who used Parkfield sports facilities. The Committee RESOLVED to consider these agenda items at the end of the meeting so Cllr Tomlinson could leave the meeting.
3. Notes of the extra-ordinary meeting of the Recreation Committee held on 21 November 2022 to be approved as Minutes.
Action: The Committee RESOLVED to accept the notes as accurate Minutes with three votes for and two abstentions. (Had not been present at the previous meeting.)
The Chairman signed the Minutes.
4. To consider the budget and expenditure to date.
The RFO had circulated the financial information prior to the meeting. There was an underspend of £5497.13 but only £341.11 left in the Committee’s reserves. This was due to the Council’s contribution towards the refurbishment of Parkfield play area.
5. To consider painting the equipment at Hillside play area.
Action: The Committee unanimously RESOLVED that once the new caretaker for Buildings and Play facilities had been appointed, the play equipment could be painted.
6. To receive an update on the Lincoln University plans for the refurbishment of the pavilion and the inclusion of a community café, if available.
No update or plans were available at the meeting.
Action: The Clerk to email the university department and request that the plans were available for the ordinary meeting on 14 March 2023. The plans would be used as part of the consultation on the pavilion and as evidence for a funding application to improve the facility and incorporate a community café.
7. To consider allowing the 1st Airborne Reconnaissance Squadron re-enactment group to use part of the playing fields for tents and vehicles, and toilet facilities, overnight on 9/10 June 2023.
Action: The Committee unanimously RESOLVED to allow the re-enactment group to use the playing fields and pavilion overnight on 9/10 June 2023 and to park their vehicles. Cllr Cunningham agreed to meet with a representative to decide the best areas for the camping and the vehicles. No fires or BBQs were allowed on the playing fields and drip trays were to be placed under the vehicles.
8. To consider the quotes for deep cleaning the pavilion and changing rooms.
Action: The Clerk to obtain further information on what deep cleaning involved.
9. To consider the use of weed killer to spray the bark at Hillside and Beck Close play areas.
The Environment Caretaker had submitted a report on why the weed killer was required for these areas.
Action: The Committee RESOLVED to recommend to Council that the bark areas at Hillside and Beck Close play areas to be carefully sprayed to remove the weed growth.
10. To consider the wording for a consultation into the pavilion and its future uses to inform a Communities Foundation (FCC) funding bid.
Action: The Clerk and Admin Assistant to create a consultation document that would be approved by Council and ready for use by 1 May 2023.
11. To consider the use of Parkfield playing fields for celebrating the Coronation of King Charles III on Sunday 7 May 2023.
The Committee was advised that Cllr Tonge and Cllr Tomlinson were, as residents of Ruskington, volunteers in a community group that had formed to arrange community events. The group hoped to organise an annual fun day at Parkfield play area.
Action: The Committee RESOLVED to recommend to Council that the group be invited to organise a fun day for the Coronation on Sunday 7 May 2023 on behalf of the Council.
12. Delegates/Councillor/Clerk Reports.
- The Clerk’s report had been circulated prior to the meeting.
- Comments about parking for village hall events at Parkfield carpark had been received. The priority went to the sports teams who paid to use the facilities and users of the playing fields and play area.
- The painting of white lines and marked disabled bays to aid parking was mentioned and would be a future agenda item.
At this point Cllr Tomlinson left the meeting.
13. To review the Terms and Conditions for the use the sports facilities at Parkfield by the:
a. Sports Teams
b. Businesses
c. Charities and Residents
Draft copies of the revised Terms & Conditions for all users had been circulated prior to the meeting. A further revision was made, as according to the LALC e-news dated 6/2/2023, there was no longer a requirement for sports teams to pay VAT for hiring sports facilities. (Sports teams had been required to pay VAT on individual bookings but not for bulk bookings.)
Action: The Committee unanimously RESOLVED to recommend to Council the revised Terms and Conditions for a, b, and c above.
13.1. To review the hire agreement for use of the sports facilities by the:
a. Sports Teams
b. Businesses
c. Charities and Residents
The hire agreement had been circulated prior to the meeting. One further revision was agreed.
Action: The Committee unanimously RESOLVED to recommend to Council the revised Hire Agreements for a, b, and c above.
13.2. To consider the fees for the use of the sports facilities by:
a. Sports Teams
Fees for local facilities had been researched. An increase in fees would contribute towards the rising costs of utilities, improved cleaning of the facilities, and the improvement of the sports facilities.
Action: The Committee unanimously RESOLVED to recommend to Council that the fees for the Lions JFC be increased to £1,500 for fiscal year 2023-2024. This would include hire of the kitchen as refreshments were now being served. The fees for other sports teams to be increased to £50.00 per match for fiscal year 2023-2024.
b. Businesses
Action: The Committee unanimously RESOLVED to recommend to Council that the fees for businesses be made available on application.
c. Charities and Residents
Action: The Committee unanimously RESOLVED to recommend to Council that the fees for charities and residents be made available on application.
14. To agree the fees for the Lions JFC to use the kitchen in the pavilion and to sell hot and cold refreshments.
Action: The Committee RESOLVED to recommend to Council that the fees for the use of the kitchen would be included in the fees for the hire of the sports facilities, as agreed in agenda item 13.2 above.
The Chairman closed the meeting at 7.41pm.