Minutes of a meeting of Ruskington Parish Council held on Tuesday 9 September 2025 at the Winchelsea Centre, 11 High Street North, Ruskington, NG34 9DY at 7pm.

Present:	Chairman	Cllr O Ditch
Councillors:		G Cox, D Conway, B Harrison, S Hislop, L Tomlinson, M Trolley,
In attendance:		Mrs Kathryn Locke - Clerk to Council, Mrs Kirsty Sinclair - RFO
Apologies:		Cllr Bain, Cllr Jennings

County and District Councillor Wright had sent apologies in advance of the meeting.

Approx 48 members of the public were present, including an invited representative of the Lincolnshire Bee Keeping Association and an invited allotment holder.

 

At 7pm, the Chairman welcomed the delegates and members of the public and invited the representative from the Lincolnshire Bee Keeping Association to speak about the requirements to keep bee hives. The representative advised that the following would need to be considered: ownership of the bees; bees must not cause a nuisance and should not be located near paths; swarms were not a problem unless they moved into a chimney; bees should not be kept near livestock to reduce risk of the hive being knocked over, and the site for the hives should be secure. One hive required a space of 1 metre squared; therefore several hives could be contained in a small space, and they should point away from any paths. If a hive was planned for the allotments, the allotment holders would need to be consulted in view of possible allergies to bee stings.  The representative advised that there was a bee keeping course available. Questions from the members of the public and Council were answered. Liability insurance for bee keeping was included within the membership to the Lincolnshire Bee Keeping Association.  The Chairman thanked the representative who left the meeting with the allotment holder to discuss bee keeping in more depth. (Following this conversation the allotment holder returned to the meeting.)

Next, a local housing developer gave an update on the s106 monies for their Flaxwell fields development; advising that they had signed the Deed of Variation following a change to their planning permission for a bungalow at the site, and that the criteria had been amended as previously it had been impossible for the Council to fulfil. The developer expressed a desire that the money be spent on youth, sport, and recreation provision in the village and made known that he was a keen and long-time supporter of the Lions JFC.  The Chairman thanked the developer who received a round of applause.

Next, a spokesperson for the Lions JFC advised that the Club was keen to build a rapport with Council, and that the MUGA was not fit for purpose as two people (one a child) had been injured following falls.  They explained how a 3G surface would benefit the Lions JFC and other sports teams and would provide an all-year-round facility for football. They asked how the Lions JFC could support the Council in achieving a new surface. A lengthy discussion took place on the suitability of a 3G surface due to the microplastic involved which contravened the Council’s environment policy and was recognised to be harmful to the environment and human life. One member of the public asked if the environment policy could be altered, another asked about the availability to the public if the MUGA was used by the sports teams every day, and another asked if a public consultation was required. The Chairman advised that information on why the MUGA was not used as a multi games area would be required; that the MUGA was a public facility and any change of its use or access should require a public consultation; that Council could not contravene any environmental laws, and that the best alternative surface would be researched and considered. Following the Recreation and Environment Committee meeting held 2 September 2025, the Chairman of the Recreation and Environment Committee had undertaken research on 2G pitches and shared information on its benefits. The Chairman thanked the speaker, the members of public, and Cllr Cox for their time and interest and research for a MUGA surface. The members of the public supporting an improved surface for the MUGA left the meeting. Three members of the public remained.

 

The Chairman opened the meeting at 7.34pm.

1. To receive and accept apologies where valid reasons for absence have been given to the Parish Clerk prior to the meeting.

Cllr Bain and Cllr Jennings were unable to attend the meeting and had sent valid apologies.

Action: The Council RESOLVED to accept Cllr Bain and Cllr Jennings’ 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. 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.

Cllr Tomlinson declared an interest in agenda item 15.1. (feasibility for a 3G surface for the MUGA) as he was the Chairman of the Lions JFC.

 

3. To approve as a correct record the notes of the meeting held on Tuesday 8 July 2025.

Action: The Council RESOLVED to approve the notes of the meeting as accurate Minutes. Proposed by Cllr Harrison, seconded by Cllr Trolley and approved with five votes for and two abstentions. (The Councillors had not been present at the previous meeting.)

The Chairman signed the Minutes.

 

4. To receive the District and County Councillors’ reports – for information only.

Cllr Wright and Cllr Waldeck were unable to attend the meeting and no reports were available.

 

5. Financial Matters

The RFO had circulated all the information prior to the meeting. (No meeting had been held in August 2025.)

    5.1. To approve the payments made and consider the invoices for payment received since the meeting held on 8 July 2025.

Action: The Council RESOLVED to approve all the invoices received since the last meeting. Proposed by Cllr Trolley, seconded by Cllr Harrison and approved unanimously.

   5.2. To consider /approve the bank reconciliations for July and August 2025.

Action: The Council RESOLVED to approve the bank reconciliations for July and August 2025. Proposed by Cllr Hislop, seconded by Cllr Conway and approved unanimously.

   5.3. To receive a monthly financial report from the RFO and consider any recommendations.

The RFO presented her report and advised that reserves remained low. Any underspend from one budget could be transferred to another budget to complete a project, with Council’s approval.

   5.4. To consider /agree the arrangement and expenditure for a mid-year internal audit (due in November 2025) and agree an internal auditor.

Action: The Council RESOLVED to instruct LALC to allocate an internal auditor to undertake the mid-year internal audit plus the audits for the next two years at a cost of £355.00 per annum.  Proposed by Cllr Ditch, seconded by Cllr Conway and approved unanimously.

   5.5. To receive an update on the s106 contribution following the development of housing at Flaxwell Fields.

An update had been provided by the developer in the public session, but the Clerk advised that the s106 money available was currently £191235.46, and the end date for the money to be claimed was 11/12/2034. The Deed of Variation was a legal document between the developer and NKDC. The amended criteria for the claim were awaited. The RFO advised that the money could be claimed for more than one project and at different times.

   5.6. To consider seeking funding to update the hot water system in the changing rooms as recommended by the Recreation and Environment Committee.

The Recreation Committee had considered quotes for the hot water system at its meeting on 2 September 2025 and recommended that funding be sought to cover the costs. The Football Foundation offered funding for pavilions and changing rooms.

Action: The Council RESOLVED that funding be sought to cover the costs of upgrading the hot water system, replacing the showers, and connecting the system to the solar panels. Proposed by Cllr Conway, seconded by Cllr Cox and approved unanimously.

   5.7. To consider the expenditure of up to £2,000 to install two new self-closing gates at Parkfield to improve safety.

New gates were required between the playing fields and the car park and the second at the entrance to the play area from the south playing field.

The expenditure was considered with item 5.7.1. below.

   5.7.1. To consider using virement to transfer £1,700 from the community garden budget to the Recreation budget for the purchase of the self-closing gates for Parkfield. (Agenda item 5.7, above.)

Action: The Council RESOLVED to transfer £1,700 from the community garden budget to the recreation budget for the purchase of two self-closing gates. These would be installed as a matter of urgency by the caretakers. Proposed by Cllr Conway, seconded by Cllr Harrison and approved unanimously.

   5.8. To consider the expenditure for the following staff training:

Information had been circulated prior to the meeting.

      a. Operational Play Equipment Inspection qualification for the Play Equipment Caretaker, at an approximate cost of £500.00 (including the exam.)

Action: The Council RESOLVED to approve the expenditure for the caretaker to attend the training and sit the exam. Proposed by Cllr Trolley, seconded by Cllr Hislop and approved unanimously.

      b. IOSHH Training for Managers, for the Clerk at an approximate cost of £145.00.

Action: The Council RESOLVED to approve the expenditure for the Clerk to undertake the IOSHH training. Proposed by Cllr Ditch, seconded by Cllr Harrison and approved unanimously.

   5.9. To consider the expenditure to create an overflow carpark at Parkfield playing fields (if planning permission is gained.)

The Environment Caretaker had written a detailed report with costings for the caretakers to create the proposed overflow carpark at Parkfield. The cost of £16, 966.58 (excl VAT or any delivery charges) was thought to be excessive for the creation of only 28 spaces.

Action: The Council RESOLVED to defer this item until the pavilion project had been completed and in view of a s106 claim.  Proposed by Cllr Cox, seconded by Cllr Trolley and approved unanimously.

   5.10. To receive the draft final invoice for the renovation of the lychgate and consider the additional cost of £4,347 which is above the amount funded.

The invoice had been circulated prior to the meeting. The National Lottery Heritage Investment Fund Manager had been made aware. Council expressed disappointed that the draft final invoice was for £5,487.00 more than the quote agreed. A letter expressing its disappointment was to be sent to the contractor and questions to ask the National Lottery were agreed. Proposed by Cllr Ditch, seconded by Cllr Hislop and approved with five votes for and two abstentions.

   5.11. To consider the expenditure for upgrading the wood chipper for use by the Environment Caretaker for informing the budget setting for FY2026-2027.

Currently the caretaker was using a heavy-duty domestic wood chipper designed for occasional use but following his qualification to undertake chainsaw work and more advanced tree work, an upgraded chipper would be more suitable and would reduce the time spent chipping. The chippings were used as mulch in various areas owned by the Council.

Action: The Council RESOLVED that the expenditure of £5,100 be considered in the budget setting for FY2026-2027. Proposed by Cllr Hislop, seconded by Cllr Trolley and approved unanimously.

   5.12. To consider increasing the fees for an allotment to £40.00 per plot with effect from 1st April 2026.

One year’s notice of fee changes must be provided in advance.

Action: The Council RESOLVED to increase the fees to £45.00 per allotment with effect from 1 October 2026 (the start date for the allotment tenancy agreements). Proposed by Cllr Trolley, seconded by Cllr Conway and approved unanimously.

    5.13. To consider charging a £50.00 refundable deposit per plot only for new allotment tenants and existing tenants who lease additional plots, with effect from 1 October 2025.

Action: The Council RESOLVED to charge a £50.00 refundable deposit to new allotments holders and existing plot holders who then leased additional plots only, with effect from 1 October 2025. Proposed by Cllr Conway, seconded by Cllr Harrison and approved unanimously.

    

6. To receive an update on co-option to Council.

The Clerk advised that Cllr Cotter had resigned from Council on 3 September 2025 but had expressed an interest in being appointed as a non-councillor member of the Recreation and Environment Committee. The Elections Team at NKDC had been informed and the Notice of Vacancy was displayed. If no election was called by 25 September 2025, Council could co-opt to fill the position.

The Clerk had issued three co-option information packs and one application for co-option had been received and circulated. The Clerk and a councillor were to meet with the applicant on Friday 12 September at 2.30pm in the Parish Office and the applicant had been invited to observe a meeting.

 

7.   To receive the Clerk’s report - for information only.

This had been circulated prior to the meeting and the Clerk answered questions.

 

8.  To consider/approve of the following documents as recommended following review:

The revised documents had been circulated prior to the meeting.

   8.1. Revised allotment policy and tenancy agreement as recommended by the Recreation & Environment Committee.

Action: The Council RESOLVED to approve/adopt the current policy and tenancy agreement with an amendment referencing the change to the refundable deposit. The revised policy and agreement still required some additional information and would be considered for the 2026-2027 allotment year.  Proposed by Cllr Cox, seconded by Cllr Trolley and approved unanimously.

   8.2. Lone Working policy as recommended by the HR Committee.

Action: The Council RESOLVED to approve/adopt the Lone Working policy. Proposed by Cllr Trolley, seconded by Cllr Hislop and approved unanimously.

   8.3. Training and Development Policy as recommended by the HR Committee. Proposed by Cllr Trolley, seconded by Cllr Hislop and approved unanimously.

Action: The Council RESOLVED to approve/adopt the Training and Development Policy. Proposed by Cllr Trolley, seconded by Cllr Hislop and approved unanimously.

  8.4. Safeguarding Policy as recommended by the HR Committee.

Action: The Council RESOLVED to approve/adopt the Safeguarding Policy. Proposed by Cllr Trolley, seconded by Cllr Harrison and approved unanimously.

   8.5. The Clerk’s appraisal form as recommended by the HR Committee.

Action: The Council RESOLVED to approve/adopt the Clerk’s appraisal form. Proposed by Cllr Trolley, seconded by Cllr Conway and approved unanimously.

  8.6. Staff (other than the Clerk’s) appraisal form as recommended by the HR Committee.

Action: The Council RESOLVED to approve/adopt the staff (other than the Clerk’s) appraisal form. Proposed by Cllr Conway, seconded by Cllr Hislop and approved unanimously.

   8.7. Council – clerk- staff relations policy.

Action: The Council RESOLVED to approve/adopt the Council – Clerk- Staff Relations policy. Proposed by Cllr Trolley, seconded by Cllr Harrison and approved unanimously.

 

9. To consider separating the Recreation, Environment & Events Committee into two committees. A Recreation and Events Committee, and an Environment Committee (or to include the Environment Committee with the Estate Management & Planning Committee.)

Action: The Council RESOLVED to maintain the Environment and Recreation Committee as one committee and to open a new Event Committee with its own Terms of Reference and an agreed budget. Proposed by Cllr Harris, seconded by Cllr Trolley and approved unanimously.

   9.1. To confirm the members of the Recreation & Events Committee and appoint new committee members as required.

A resolution was not required. The appointment of members to the new Events Committee would be considered at the next Council meeting.

 

   9.2. To confirm members of the Environment Committee or the Estate Management, Planning & Environment Committee, and appoint new committee members as required.

A resolution was not required.

   9.3. To appoint a councillor to be the subject lead for event planning.

Action: The Council RESOLVED to appoint Cllr Harrison as the subject lead for event planning. Proposed by Cllr Ditch, seconded by Cllr Hislop and approved unanimously.

 

10. To consider the appointment of a member to the following outside agencies:

These roles were to act as liaison between Council and the agency.

   10.1. Ruskington Area Veteran’s Group

Action: The Council RESOLVED to appoint Cllr Harrison to the Ruskington Area Veteran’s Group.

   10.2. The Patient Participation Group (PPG) at Ruskington Medical Centre.

Action: The Council RESOLVED to appoint Cllr Harrison to the Patient Participation Group (PPG) at Ruskington Medical Centre.

Action: Agenda items 10.1. and 10.2 above, were proposed by Cllr Trolley, seconded by Cllr Hislop and approved unanimously.

 

11. To consider a request from an allotment holder about the possibility of keeping a beehive at the allotments on Horseshoe Close. (Deferred from the meeting held on 8 July 2025 as further information was required.)

An informal (verbal) enquiry about keeping a hive at the allotments had been made.  In allotment legislation, this was a decision for the Council to make, but it was not included in Council’s current allotment agreement. Information above the keeping of bee hives had been discussed in the Public Session above and the allotment holder had had the opportunity to speak with the representative of the Lincolnshire Bee Keeping Association to inform a formal request.

 

12. To consider the arrangements for Remembrance Sunday on 9 November 2025 and agree the Councillor in be charge on the day, and a councillor to make a reading at the Church Service as invited by Rev’d Jenkins.

Rev’d Jenkins had confirmed the order of service and timings; the road closure request had been submitted to LCC Events, and the bugler had confirmed their attendance. The councillor to undertake the reading and lay the wreath had yet to be confirmed as the Chairman was not available on that date.

   12.1. To consider paying a staff member to oversee the road closures and deliver, erect, and remove the road closure barriers on 9 November 2025.

Action: Council RESOLVED to pay a staff member overtime to deliver, set up, and clear away the road closure barriers on Sunday 9 November 2025.

Action: Cllr Cox was the only councillor who had undertaken the mandatory road closure/event management training.

 

13. To receive feedback from the Ruskington Remembers Village Celebrations to commemorate the 80th anniversary of the end of WW2, held on Saturday 6 September, including the winning entries for the anti-littering poster competition.

Approx 400 people had attended the event, and feedback was very positive. £431.40 had been raised for the renovation of the Garden of Remembrance. There had been a reliance on councillors and staff providing their own items for the event such as gazebos, garden tables and chairs, PA system, and CD player and speakers.  The Clerk was collating comments and feedback to inform future event planning.

 

14. To agree the date for the next Community Litter Pick and agree the Councillor to lead this.

Action: Cllr Hislop agreed to lead the litter pick on Saturday 27 September 2025 (10am to 12noon); Cllr Tomlinson provisionally agreed to lead a litter pick on Saturday 18 October 2025 (10am to 12noon).

 

15. Recreation Matters: To consider the recommendations from the Recreation and Environment Committee following a meeting held on 2 September 2025.  – Cllr Cox.

Cllr Cox and the RFO provided an overview of the meeting. Three representatives of the Lions JFC had attended the meeting to discuss the poor condition of Parkfield playing fields. It had been agreed for the Lions JFC to submit a proposal to Council that a lease agreement be considered which would allow the Lions to apply for a Pitch Power soil assessment, funding for the equipment, and to undertake the required maintenance. The Football Association had advised that a lease agreement did not have to give the Lions exclusive use of the playing fields. One consideration would be the current three-year contract for the grass cutting.

   15.1. To receive an update on the feasibility of a 3G surface for the Parkfield MUGA and agree the next steps.

Due to the environmental concerns of a 3G pitch and the use of microplastics and rubber pellets, Cllr Cox had commenced research on the possibility of a 2G surface for the MUGA for Council to consider. Cllr Tomlinson advised that the Lions had arranged for a meeting with the Football Association (FA) at Parkfield to discuss a Pitch Power soil assessment of the playing fields. This was thought to be an opportunity for Council to discuss an improved surface for the MUGA with the FA.

Action: The Council RESOLVED that Cllr Tomlinson, Cllr Cox and the Clerk/RFO met with a representative from the Football Association in the week commencing 22 September 2025 to discuss the possibility of a 2G surface for the MUGA. Proposed by Cllr Conway, seconded by Cllr Harrison and approved unanimously.

   15.2. To receive information on the costs for Council’s caretakers to install an overflow carpark at Parkfield playing fields, if planning permission is approved, and consider the recommendations of the Committee.

This had been considered, and deferred, in agenda item 5.9 above.

   15.3. To consider a public consultation to include the pavilion and extension to Parkfield carpark, projects for the s106 claim, improving the surface of the MUGA, the play areas, and ways to improve sport, recreation and leisure at Parkfield playing fields over the next five to ten years.

Both the Clerk and RFO recommended a public consultation to gather residents’ views and as evidence to support any funding applications. Cllr Conway gave an update on the pavilion planning application and advised that, although planning consent had not yet been acquired, that quotes for a building regulation plan of the pavilion and advice from a structural engineer be sought in regard to any internal walls being removed.

Action: The Council RESOLVED that a public consultation would be considered once planning permission for the pavilion had been achieved, the Deed of Variation for the s106 claim was available, and quotes from structural engineers for the pavilion renovation were received.  Cllr Cox to contact a structural engineer known to him, in the parish office in the presence of the Clerk or RFO. Proposed by Cllr Conway, seconded by Cllr Harrison and approved unanimously.

   15.4. To appoint members to a working party to create the public consultation, a time line for the consultation, and agree a time frame for the consultation to be available for recommending to Council.

Action: A working party was deferred until the actions of agenda item 15.3. above, were completed.

   15.5. To consider/approve the hire agreements for the use of the facilities at Parkfield.

Action: The Council RESOLVED to approve/adopt the hire agreements for 2026-2027 without any revision until the pavilion was closed for renovation.

   15.6. To consider future events and any expenditure required.  – Cllr Harrison.

No events were being planned at this time.

 

16.  To consider planning applications received from NKDC since the last meeting, and ratify any comments made by the Estate Management and Planning Committee.

Cllr Trolley gave an overview of planning matters following a meeting held on 20 August 2025.

      a. Planning Application Reference: 25/0765/FUL

Proposal: Siting of an In Post Parcel Locker (retrospective)

Location: Black Bull 10 Rectory Road Ruskington Sleaford Lincolnshire

Action: The Council ratified the objection to this planning application for the following reasons:

• The Black Bull was a listed building, and the locker had been installed against a stretch of historic wall around the boundary of its grounds.
• The brewery who owned the property were unaware that the InPost parcel locker had been installed.
• Restricted access to the locker for delivery and collection of parcels by the delivery drivers and residents, compounded by a very small car parking area.
• Noise for local residents if the locker was used late at night, overnight, or early in the morning.
• Access onto the very busy Rectory Road (B1188) was already an issue for motorists, with requests received for double yellow lines to prevent nuisance parking and blocking the entrance to the neighbouring petrol station/garage and mini roundabout.
• There were already two InPost lockers in the village, plus other means of collecting and returning parcels, therefore a third locker was not required.

      b. Planning Application Reference: 25/0823/HOUS

 Proposal: Erection of a rear/side extension to accommodate a ground floor bathroom and

sunroom.

Location: 11 The Paddock Ruskington Sleaford Lincolnshire NG34 9GY

Action: The Council supported this application.

      c. Planning Application Reference: 25/0451/FUL

Proposal: Industrial Development B2, B8 and E(g) of small factory units comprising:

Plots 1-3 (324m2), Plots 8-11 (428m2) and Plots 12-15 (428m2) and Wholesale Bakery and

Bread Making Plots 4-7 (623m2) with on-site parking

Location: Industrial Estate Fen Road Ruskington Sleaford Lincolnshire

Action: The Council ratified its support of this application.

   d. Planning Application Reference: 25/0698/FUL

Proposal: Erection of secure metal structure to accommodate extra workshop space for the garage (retrospective) and change of use of land from residential to business

Location: Speedway Garage Sleaford Road Ruskington Sleaford Lincolnshire

Action: The Council objected to this planning application for the following reasons:

• This application should have been two applications (retrospective for the workshop, and change of use of the land from residential to business.)

• Overdevelopment of the site with loss of spaces to park and display cars for sale. The forecourt was already overcrowded with vehicles for sale and the grass verge and the entrance to a neighbouring field were being used/blocked with cars for sale.
• The workshop was visually intrusive.
• The workshop was visually distracting for motorists navigating a roundabout on a busy main road (A153).

• The working party considered that the change of use for the land had been included in the retrospective application as an afterthought and was easy to overlook and that insufficient evidence of need or information on the proposed business use had been made available.
• Changing from residential use to business use would have a negative impact on the biodiversity of the site.

Comment: Could the change of use for the land allow for the workshop to be relocated to the rear of the garage, which would be a much better location?

   e. Planning Application Reference: 25/0948/HOUS

Proposal: Single storey flat roof infill extension to side & rear

Location: 36 Parkfield Road Ruskington Sleaford Lincolnshire NG34 9HS

Action: The Council ratified its support of this application, if the neighbours had no objections.

   f. Planning Application Reference: 25/1018/HOUS

Proposal: Proposed first floor side extension and single storey rear extension 

Location: 22 Elmtree Road Ruskington Sleaford Lincolnshire NG34 9BT 

Action: The Council supported this application.

16.1. To consider a response to a pre-planning application consultation for a mobile phone base station installation at cs_308586, land at Pilgrim's Ruskington, Sleaford road, Ruskington, Lincolnshire, NG34 9BW (NGR: E508367, N350252) Sent from Perry Williams Town Planners and received on 15/8/2025.

The Planning Committee had submitted the following comments in response to the consultation.

• The proposed mobile phone tower was too tall for the proposed location beside a busy main road (B1188).

• The height of the tower would require comment/consent from the nearby RAF airbases.
• The proposed base station and accompanying tower was too close to a main road (B1188) and could be a visual distraction for passing motorists.
• The proposed tower would be visually intrusive and have a negative visual impact on the main route into/out of the village.

Recommendations:

• The working party recommended that a detailed and thorough technical case to justify the location and requirements of the mobile phone station installation was made available.
• Could a less obstructive and obvious location be found – such as behind the Pilgrim Europe factory, or further out of the village.

On 9 September 2025, in response to these comments further information had been supplied and circulated to Council.

Action: The Council ratified the objection to this application for the reasons above. The Clerk to resend these comments to the Town Planners and also inform them that the base towers fell outside their “red circle” on their map for locating the tower within and to ask if the tower could be located in the top (north) half of the red circle in a field?

   16.2. To consider an Application for a Lawful Development Certificate – Section 191 Town & Country Planning Act 1990 (as amended) and a request from NKDC for information on the use of the site for the last ten years. Application Reference: 25/0922/LDEXI

Proposal: Application for a lawful development certificate for use of building and land

for supported living accommodation (Sui generis). Location: 48 Rectory Road Ruskington Sleaford.

The Planning Committee had used their local knowledge to respond. The property had been built as a family house for one family and consisted of a house, two garages, a garden, and a car port. The property had been sold in June 2023. Since 2023, various separate planning applications had been made for the property by its current owners but at no point had the change of use to an HMO been made explicit. Neighbouring property owners and the Parish Council have raised concerns about the new but undisclosed (HMO) use for the property and the development of the site.

Action: The Council ratified the response above and had no more information to add.

   16.3. To received notice of planning applications approved by NKDC.

      a. Application Reference: 25/0693/HOUS

 Proposal: Erection of two storey rear extension

 Location: 11 Arnhem Avenue Ruskington Sleaford

(Notice of decision received on 23/7/2025)

      b. Application Reference: 25/0713/HOUS

 Proposal: Single storey oak framed front porch, single storey side extension, first floor rear

extension, external alterations including new hipped roof over garage, internal alterations

 Location: 71 Westcliffe Road Ruskington Sleaford.

(Notice of decision received on 28/8/2025)

 

17.  Correspondence - for information only.

Circulated to Councillors prior to the meeting.

   a. LALC (by email) – Fortnightly newsletter.

   b. LALC (by email on 10/7/2025) – LALC Summer Conference

   c. Railfuture East Midland (by post on 14/7/2025) – Six Shires Rail newsletter (East Midlands and Lincolnshire)

   d. Carre Heritage (by email on 21/7/2025) – Delay to the completion date for the lychgate renovation. (Information shard with the National Lottery Investment Manager.)

   e. LCC Flood and Water Team (by post on 21/7/2025 – Information and A3 poster on how to report a flood. [Displayed on noticeboard.]

   f. LALC (by email on 28/7/2025) – Notice of and costs for an Operational Inspector & Maintenance Course in spring 2026. (Agenda item, above.)

   g. Lions JFC (by email on 28/7/2025) – Condition of the football pitches and pavilion at Parkfield.

   h. MOD (by email on 28/7/2025) – Transferal of deed ownership for a military grave (WO Finnis) in Sleaford Road cemetery. (Dealt with by the Clerk on 28/7/2025).

   i. LCC Highways (by email on 28/7/2025) – Advance notice of roadworks on Westcliffe Road in August 2025.

   j. LCC Flood Risk Team (by email on 29/7/2025) – Update on the flood risk investigations and modelling for Ruskington. (WO Finnis

   k. LCC (by email on 29/7/2025) – Town and Parish newsletter for July.

   l. NKDC (by email on 29/7/2025) – Update on the Meadowbrook community space (owned and managed by NKDC) and a request for Council to install a bin due to dog fouling.

   m. NKDC (by email on 29/7/2025) – Arrangements to deliver the plaque for the fruit trees awarded by NKDC.

   n. Resident (by email on 29/7/2025) – Entry for the children’s anti-littering poster competition.

   o. Resident (by email on 31/7/2025) – Query regarding tennis provision in Ruskington (advised about the MUGA).

   p. Ruskington Walking Football Club member (by email on 1/8/2025) – Interest in using a 3G pitch if one was provided at the MUGA.

   q. Resident (by email on 4/8/2025) – Regrowth of silver birch tree at Elmtree. (Advised that the stump grinding will take place in winter 2025/26).

   r. LALC (by emails on 4/8/2025) – E-news, August training bulletin, training course information.

   s. LCC Highways (by email on 5/8/2025) – Amendment to the end date for roadworks on Westcliffe Road. (The end date will be advertised, once known, on the road work signage.)

   t. LCC Highways (by email on 5/8/2025) – Unable to locate a safe location for the installation of benches on either side of the Priory Road railway bridge, so consent for benches would not be given.

   u. Members of the public (via email between 8/8/2025 and 11/8/2025) – Thirty-five identical emails requesting a 3G pitch for the Parkfield MUGA. [Information collated.]

   v. Architect (by email on 11/8/2025) – Update on the pavilion planning application.

   w. member of public (by email on 11/8/2025) – Request for information to create a family “memory book”. [Signposted to the village social media sites with advice to be cautious of sharing personal details.]

   x. Resident (by email on 14/8/2025). Graffiti on the play equipment at Elmtree play area. [Reported to the Police and NKDC ASB team and removed by the Caretaker for Play Equipment.)

   y. Resident/local business (by email on 15/8/2025) – Request to use the bales following grass cutting and baling at Horseshoe Hollow. [Advised that this would be acceptable if they can remove the bales and the person baling the grass does not want them).

   z. Resident (by email on 18/8/2025) – The hedge between Parkfield playing field, and a property on Tomlinson Way, clearance of the ditch, and litter left by football teams and spectators around the playing fields.

   aa. Resident (by email on 18/8/2025) – Suggestions for Parkfield (toilet and pop-up café).

   bb. Resident (by email on 26/8/2025) – Request for an ash tree seedling to be removed from the cemetery / Lindum Park fence line. (The Environment Caretaker asked to inspect and take the appropriate actions.)

   cc. Resident (by email on 26/8/2025) – Possible donation of a metal bench for the community garden or elsewhere, if considered suitable and it can be transported to its new location.

   dd. Resident (by email on 1/9/2025) – Request for a speed activator sign for Lincoln Road (near the Flaxwell Fields development) to reduce speeding on entry to the village.

   ee. Resident (by email on 1/9/2025) - Request to relocate the bin from outside the church to the opposite side of the bridge and removal of weed growth.

   ff. Resident (by email on 1/9/2025) – Photos of the tree and vegetation growth on the path between Lincoln Road and Horseshoe Hollow that is restricting access and preventing a resident from maintaining their fence panels.

  gg. Business owner (by email on 3/9/2025) – Questions about the flags erected as part of the Village Celebration.

   hh. NKDC (by email on 3/9/2025) – Invitation to the Clerk and Councillors to attend the next NKDC Parish Forum on 6 November 2025, 10am to 12 noon at the NKDC Offices.

The Clerk answered questions raised about correspondence.

 

18. To consider holding Councillor surgeries at the Parish Office and agree the format and next steps.

Action: To trial Councillor Surgeries at the Parish Office on Friday mornings depending on Councillor availability. Councillors to inform the Clerk of their availability so publicity could be shared in advance. A staff member would also need to be in the office. Cllr Conway agreed to be the first Councillor to hold a surgery on behalf of Council. A date was to be confirmed.

 

19. To receive Members’ Reports – for information only. (Any items raised for decision will appear on the agenda for the next meeting.)

• Cllr Conway had circulated an update on the pavilion project. (This would be an item on the agenda for the next Estate Management and Planning Committee meeting.)
• Cllr Cox gave his (valid) apologies for the October meeting.
• Cllr Hislop asked if feedback from the Councillor’s Surgeries could be made available.

 

20. To resolve whether to exclude the public and press, in accordance with the Public Bodies (Admissions to Meetings) Act 1960, to discuss the following legal matter below. 

Action: Council RESOLVED to move into closed session to discuss the staffing matters below. Proposed by Cllr Harrison, seconded by Cllr Trolley and approved unanimously.

The Chairman closed the meeting at 9.55pm.

Two members of public had left the meeting during the above proceedings (times not recorded.) The remaining member of public left the meeting.

 

21. To consider / approve the following items following a meeting of the HR Committee held on 14 July 2025 – Cllr Bain.

Information had been circulated prior the meeting.

   21.1. Draft letter to staff following post appraisal comments.

As neither the Chairman nor Vice-chairman of the Committee were in attendance, this was deferred. Council asked for further information on this item.

  21.2. To consider the proposed amendments to job descriptions following appraisals and suggestions for staff. (Consultations with staff members will be required.)

As neither the Chairman nor Vice-chairman of the Committee were in attendance, this was deferred. Council asked for further information on this item.

   21.3. To Council’s contribution to staff pensions for FY 2026-2027.

As neither the Chairman nor Vice-chairman of the Committee were in attendance, this was deferred. Council asked for further information on this item.

   21.4. To consider a request for non-caretaker staff uniform items.

Action: The Council RESOLVED to approve the purchase of three blue polo shirts with logos for the Admin Assistant to wear at work. Proposed by Cllr Harrison, seconded by Cllr Trolley and approved unanimously.

 

22. Powers and Duties of the Council, Councillor, and Clerk – Cllr Ditch.

The Chairman advised Council, that should any of its Members be unsure of their role or that of Council, to seek advice from the Clerk. The Clerk reiterated that Council was a corporate body and therefore councillors had no authority or powers to act alone, make decisions on their own, or to meet/contact contractors or other agencies on their own, without the explicit and prior approval of Council made at a formerly convened meeting and included within the Minutes.

 

The Chairman closed the meeting at 10.14pm.

 

The Clerk distributed copies of the approved Code of Conduct and Aide Memoire to all Councillors present who signed a circulation list to say they had received their copies..

 

Clerk’s Report for the September 2025 meeting.

Meeting date: 9 September 2025

Author: Kathryn Locke – Clerk to Council

Purpose of report: To provide an update report from the Clerk on business conducted since the Annual Meeting of the Parish Council held meeting held on 8 July 2025.

Min ref 5.1. The RFO has made all the approved payments.

Min ref 5.1. The RFO has earmarked £1,300 for the improvement to the path in the Garden of Remembrance.

Min ref 5.8. NKDC has been advised that Council has approved the expenditure for the Deed of Variation if this is required and that Council is keen to improve and enhance the facilities at Parkfield playing fields. The Compliance Officer dealing with the claim is out of the office until 4 August 2024.

Min ref 5.9. Donation of three £10.00 Amazon vouchers for the anti- littering poster competition were received on 22/7/2025 from Cllr Harrison.  

Min ref 8. All approved documents have been shared on Council’s website and shared with staff as appropriate.  

Min ref 9. A member of the Lincolnshire Association of bee keepers will be attending the meeting on 8 September 2025.  An allotment holder who expressed an interest in having a bee hive has also been invited.

Min ref 10. The Feed the Ducks Initiative has been emailed to inform them of Council’s decision. They responded to say that it would be most likely to be more successful for Council to seek consent from LCC than it would from the Initiative itself and therefore they won’t apply on Council’s behalf.

Min ref 11. Council had an information stand at Finley’s Fundraiser. Four suggestions were posted into the comments box, and one poster for the anti-littering poster competition.

Min ref 14. Items relating to the MUGA, s106, a 3G surface for the MUGA, and Hillside play area were considered by the Recreation and Environment Committee at its meeting on 2 September 2025. (Agenda items).

Min ref 15. Cllr Cox, following his appointment to the HR Committee, attended his first HR Committee meeting on 14 July 2025.

Min ref 16. All Council’s comments on planning applications have been submitted to NKDC.

Min ref 18. A response from St George’s Academy has been received requesting further information on dates for when the school car park may be required. (Advised that no events are currently planned.) No response from Pilgrim Europe has been received concerning using their car park for community events.

 

 

Other Council Business:

Allotments – The agreement and policy are under review. (Agenda item).

Anti-littering poster competition – A publicity campaign has been created by the Admin Assistant and materials for creating a poster were available at Finley’s Fundraiser. One poster was created at the event but has no name or contact number on the rear.  

Attendance at events – The Clerk and RFO attended the LALC conference at Lincoln Showground on 16 July 2024 (9.30am to 4pm) and attended talks with the NKDC monitoring and planning officers, asset transfer, risk assessing, insurance and policy requirements for trees, and Martyn’s Law.

Cemetery - The grass cutting contractor has completed the annual cemetery hedge cutting.

Changing rooms - The Clerk, Cllr Trolley, Cllr Conway and the Buildings’ Caretaker met with a heating engineer at the changing rooms son 22/7/2025 to discuss the issues with the hot water system and make recommendations. (Agenda item).

Christmas 2025 – The Admin Assistant hand-delivered letters to the business and churches on the High Street, Church Street, Rectory Road, Chapel Street and Manor Street on 27/8/2025 with regards to Christmas trees for displaying on the exterior of their premises. A donation of £20.00 has been received from one business owner as a contribution to the trees.

Co-option – Three application packs have been issued following expressions of interest.  One application for co-option was received on 27/8/2025. An invitation to observe a full council meeting and to meet with a councillor and the Clerk was sent on 28/8/2025.

Community Garden – The Admin Assistant has promoted the garden on Council’s communication channels, and it is being used by individuals and families and especially enjoyed by the Co-op staff in their lunch breaks.

• The Environment Caretaker has reported that young trees (awaiting planting) have been stolen from the yard but no timeframe for the theft is known.
• Repeated damage to the water feature in the sensory garden is apparent. The Environment Caretaker installed a sign on 5/8/2025 to say that if the water feature receives any more damage, it will be removed. Update on 26/8/2025. Due to further vandalism the water feature has been relocated to the community garden area/orchard behind the parish office.
• The caretakers installed a gate between the community garden and the Winchelsea Centre on 22/8/2025, with the agreement of the PCC, and installed new fence panels where required. Disabled access to the garden will remain via the Co-op carpark.

Community litter pick. A date for the next litter pick is to be arranged. (Agenda item.)

Donations to Council – A resident has donated a willow tree to Council. The Environment Caretaker will plant this in Horseshoe Hollow.

Decals – The replacement decal for the parish office door was installed on 31/7/2025 by Display Pro.

Electricity provider- Issues concerning exit fees for with leaving the current provider are still being dealt with by the RFO and the new provider’s legal team. The RFO submitted a complaint to the ombudsman on 14/7/2025. The RFO spoke to the ombudsman spokesperson on 21/7/2025 and has submitted the contracts and other information requested within the 28-day deadline. The outgoing electricity supplier has 28 days to submit their information and to make a settlement. If a settlement is agreed, the ombudsman will have no further role to play in the proceedings. On 13/8/2025 an invoice from the new supplier (Corona Energy) was received for the pavilion. 

Flood investigations – On 22/7/2025 Stantec advised that they are about to submit phase 1 of the project to LCC. Procuring the watercourse survey and the model build will follow this. Stantec were unsure about the timescales at the time as it was dependent on the lead time for the survey. LCC Flood Team has also provided an update which has been shared on RPC’s communication channels.

Garden of Remembrance – The Veteran’s Group has been advised that they can sow poppy seeds in the Garden of Remembrance and have been sent the link, supplied by LCC, for a licence to request consent to sow poppy seeds on the grass verge along the wall on the outside the Garden of Remembrance.

• Horseshoe Hollow – Hill Holt Wood flail cut the grass in Horseshoe Hollow on Friday 22 August 2025. The farmer who bales and removed the bales is no longer able to do so. The Environment Caretaker and Admin Assistant created a social media post to ask for help with the baling of the cut grass. A local business has asked if they could have a bale or bales for their dogs of lead business. (The hay is not suitable for animal feed). Update on 26/8/205. Hill Holt Wood are organising help with removing the cut grass.

Litter / dog fouling bins: On 8/7/2025, the caretaker replaced litter bin LB16 at Parkfield playing fields with a double bin in an attempt to reduce littering. The original bin will be used to replace the two dog waste bins between the south and north fields. The NKDC Waste Team are aware. A new bin is going to be located on the bridge beside the seating and existing bridge. A suggestion for an additional bin, or a double bin has been made for opposite Ink and Toner. 

• Combined wate bin for Flaxwell Fields – a location on a grass area popular with dog walkers has been identified on the Flaxwell Fields estate. Both the developer and NKDC have given permission for the bin and NKDC has agreed to empty the bin.  Council caretakers will be installing the bin which has already been purchased for this location. 

• NKDC has requested a dog waste/ combined litter and dog waste bin for the new green space on Meadowbrook beside First Steps Nursery. The Clerk has advised that Council was not aware it had to provide items for this area, the budget for waste bins had been spent for the current fiscal year and the bins had been installed where required. However, the offer of an upcycled dog waste bin was made for NKDC to install. Update on 20/8/2025. NKDC has thanked Council for the offer of a bin but they consider a combined litter and dog bin to be more useful. They will consider sourcing their own and have been signposted to the NKDC Waste Team for the bin emptying.

Lychgate Renovation – The contractor has advised that there will be an unavoidable delay to the completion date for the renovation. The Investment Manager for the National Lottery Heritage Fund has been agreed a new end date for completion of the project (including all the paper work, submission of evidence, invoices etc). Update on 14/8/2025. The contractor has advised that due to the specialist work required it is taking the joiner longer than expected to complete the work and therefore there will be an increase in the costs. A revised quote and rationale have been received and the Investment Manager at the National Lottery has been informed. On 28/8/2025 councillors and staff observed the timber beams being hoisted into position.

Memorial bench – The memorial bench currently located outside the Chaos store, in memory of a late colleague, is going to be relocated to alongside the Beck, by Council caretakers once a planter has been relocated and two large slabs have been installed to anchor the bench down. The bench was not being used, hence the reason for its relocation to a more prominent location.

Office Units – From 1 September 2025 only one office (Office 2) remains available. Mundy’s is advertising this. A sunbed business had expressed an interest to the Letting Agent, but a sunbed business does not comply with the planning permission (office use).

• The Clerk showed a local business around the offices on 18/8/2025.
• A local business was shown around the offices with prior arrangement on 21/8/2025. They have agreed a one-year tenancy for Office 3 commencing on 1 September 2025.
• PAT testing – All portable appliances and equipment and those with a plug were PAT tested by Imp Electrical on 20 August 2025. The old office laminating machine did not pass it had exposed wires. This has been disposed of and removed from the list of Council equipment.

Parkfield play area – The gate at the entrance to the play area at the side of the village hall was replaced on 15/7/2025 by Council’s caretakers.  The gate had been removed as it was not closing properly and posed an entrapment risk. It is a legal requirement for a play area enclosed in fencing to have a gate.

Parkfield playing fields – Two self-closing gates are required between the playing field and car park and between the playing field and the play area as these do not close. Options for closing mechanisms have been researched.  (Agenda item.)

• Due to drought conditions, the playing fields are developing “ruts and furrows” especially where moles have previously been active. The Caretakers have undertaken remedial work to rectify the issues where possible.
• The Lions JFC have sourced top soil to repair the goal mouths and other areas of wear and tear due to the continual use of the playing fields.
• Ancaster Athletic FC hired the changing rooms and the adult pitch on the north field on Saturday 9 August 2025. They have paid and returned a signed hire agreement and arranged for Ruskington Athletic to paint the white lines.

Pavilion planning application – The architect advised on 22/7/2025 that the outcome of the pavilion application will not be known until after 18 August 2025. Update on 11/8/2025. The Planning Officer is seeking guidance from Sports England regarding the number of showers required in a sports pavilion.  The architect has been advised that there are 8 showers in the adjacent changing room building.  Update on 21/8/2025: Sports England are objecting to the application due to the loss of changing room and shower facilities and suggest that the Secretary of State may need to be involved. The Clerk has sent a plan of the changing rooms to the architect, to show the alternative changing rooms and shower facilities, at the request of the planning officer. On 28/8/2025, a scaled drawing of the changing rooms, as requested by planning, and drawn by the Environment Caretaker, was submitted to the architect.

• The Environment Caretaker has costed the Hexpave system and accompanying works to create the car parking area at the playing fields which was considered by the RE Committee on 2/9/2025. (Agenda item).

Play areas – The annual ROSPA inspection took place in August 2025. The reports have been circulated and were considered by the Recreation and Environment Committee at its meeting on 2 September 2025.  The Buildings and Play Area Caretaker has commenced the remedial work required. A new self-closing gate is required for Parkfield play area (entrapment hazard) and one for the Parking playing fields for the gate that opens onto the carpark (does not self-close.)  (Agenda item.)

• Play equipment at Elmtree was covered with graffiti, possibly on Tuesday 12/8/2025. Photos were sent to Sleaford Police, PC Green and the ASB Team at NKDC on 14/8/2025 (as soon as the Clerk was made aware). (NKDC ASB reference: E-cins ref: 3580458). The ASB Team and PC Green have provided posters for display at Elmtree which the Caretaker for Play Equipment has erected.  PC Green will supply a crime number. Sleaford Police has shared a social media post about this requesting information, which Council has shared.

Plaque for the mini orchard - NKDC hand delivered a plaque on 31/7/2025 for the five fruit trees awarded to Council to create a mini-orchard, as part of the Coronation Living heritage Fund.

Pavilion planning application – The architect advised on 22/7/2025 that the outcome of the pavilion application will not be known until after 18 August 2025. Update on 11/8/2025. The Planning Officer is seeking guidance from Sports England regarding the number of showers required in a sports pavilion.  The architect has been advised that there are 8 showers in the adjacent changing room building. 

• The Environment Caretaker has costed the Hexpave system and accompanying works to create the car parking area at the playing fields which was considered by the RE Committee on 2/9/2025. (Agenda item).

Public toilets –Work to repair the exterior wall beside the entrance to the gents’ toilets should have commenced on Monday 21 July 2025 by the agreed contractor. Update: The Clerk has tried to contact the builder by phone and email and has advised that if there is no response by 12 noon on 6/8/2025 then an alternative contractor will be found. Update on 6/8/2025. The builder advised he would commence work on 26/8/2025. Update on 26/8/2025. The builder commenced work on 26/8/2025. Day One was spent removing the wall and it footings and on Day Two the wall was rebuilt.

• An electrician has commenced the remedial electrical work required following the 2021 ECIR and the emergency lighting inspections on 20 August 2025.
• NKDC has asked for a legionella inspection report for the toilets. The Buildings Caretaker does not feel that he is competent to undertake this. One quote has been received, and two other heating engineers/plumbers have advised that they are not qualified to undertake legionella inspections. Update on 6/8/2028. A qualified professional conducted the legionella risk assessment for the public toilets on 19/8/2025.

 

Remembrance Sunday 2025 – This takes place on Sunday 9 November 2025. Rev’d Jenkins has confirm the timings for the church service and procession as these inform the road closure request for LCC Highways.

 

Roadside “weed” treatments: LCC is due to commence the cyclical weed treatment in Ruskington area from due 1 September 2025. Weeds in the kerb line, in the footway and against hard surfaces, such as walls, at the back edge of the footway will be treated. LCC do not treat weeds within verges, or against private fences or hedges that abut the highway.

 

RPC attendance at events: On 16/5/2025 the Clerk and RFO attended the LALC summer conference, heard an address by Dame Andrea Jenkins, (Mayor of Lincolnshire), and a welcome from Cllr Sean Matthews (Leader of LCC), and between them attended interactive “talking table sessions” on the following: Tree risks & Martyn’s Law (Clear Councils), risk assessing (Work Nest), cemetery design (CDS), asset transfer (Skegness Town Council), and spoke with the NKDC’s Deputy  Monitoring Officer and Housing Strategy Manager. There were also opportunities for networking and visiting the attending trade stands.

Sleaford Town Councillors were complimentary about RPC and the support provided by the Clerk regarding new play area provision in Sleaford (following signposting by D/Cllr Wright). Discussion on attending each other’s council meetings and council offices was suggested to form “peer support” and share ideas and best practice.

• Cllr Conway as the Council representative for the Village Hall Committee attended the Village hall Committee AGM meeting.

 

S106 claim for the Flaxwell fields development: Update on 6/8/2025: NKDC are waiting for the developer to sign the Deed of Variation and pay the required fees. There will be no invoice to pay from NKDC / Legal Services, as NK instigated the Variation, and the agreement is between the developer and NKDC. (RPC is the beneficiary).

 

Staff Matters – All annual appraisals have been completed.

• An LGS pay award of 3.2% for the current financial year (2025-2026) has been agreed by the government and unions. This has been backdated to 1 April 2025. All staff were made aware of their new hourly rates, and the backpay and was paid with their monthly pay on 28 August 2025.
• Sick pay for eligible staff members is to be reviewed. (Agenda item.)

 

Tomlinson Way / Whitehouse Road footbridge: The “danger, do not use” signage placed on the bridge by the Parish Council keeps being removed and damaged and the Parish Council keeps replacing this. The new ownership of the bridge is not yet known.

 

Training –

• Cllr Harrison attended “in person” Councillor training 8 July 2025 (1pm-4pm) at the LALC office.
• Cllr Conway attended Finance for Councillors (online) training on 10 July 2025.
• The Clerk attended online AI training for Councils on 3 June 2025, 24 June 2025 and 22 July 2025.
• The Clerk has registered an expression of interest with LALC for the Building and Play Areas Caretaker to undertake further training in inspecting play equipment and for herself for health and safety training.  (Agenda items.) Update on 5/8/2025 - LALC has reserved a place on the play equipment training as only one space was left. The Clerk to confirm if the place is required after the next Council meeting.
• The Clerk will be attending Project Managing (Zoom) training on 9/9/2025.
• The Clerk hopes to attend the IOSH Safety Training for managers on 14/10/2025. (Agenda item.)

 

Trees – The three yearly tree inspection by NKDC took place in July 2025 and the report was circulated to Council and staff on 15/7/2025. The next independent tree inspection is due in July 2028.

• During the day on 5/8/2025 a willow tree in Horseshoe Hollow was felled by the high wind and had split into two.  The tree was assessed by the Environment Caretaker as unlikely to cause a hazard as both sides of the tree were resting on the ground. The Caretaker dealt with the tree  on 6/8/2025 and 8/8/2025.
• Churchyard trees – The Clerk and the Environment Caretaker met with two church wardens in the churchyard on 27/8/2025 to discuss work required to the trees.

 

Village celebration on 6 September 2025 to commemorate the end of WW2: Councillors Ditch, Bain and Conway met with the Clerk and RFO on Monday 14 July 2025 to discuss the arrangements for the event and have been instrumental in contacting schools and local choir as agreed at the meeting. The Winchelsea Centre has been booked from 10am to 4pm and they have been asked about the use of their tables for outdoors and their collection of games.  The Admin Assistant has been promoting the event on Council’s communication channels. Winchelsea School Choir will be performing from 11.30am to 12 noon. The Happy Pluckers ukulele band will be performing from 12- 12.30pm. The RFO has been in touch with classic car show organisers and the 1st Airborne Reconnaissance Squadron about the possibility of vehicles for display. Quotes are being obtained for refreshments appropriate to WW2 treats. A donation of replica memorabilia and WW2 posters has been received. The community, library, and a local historian have been approached for suitable information to create a display.

 

Village Hall – The Chairman of the VH Committee has been in touch with the Clerk regarding he lease for the village, and the inclusion of the VH in the community emergency plan. The clerk has provided a copy of the lease, and a map of the village hall which was created by Cllr Ditch in agreement with the VH committee and had previously been submitted to the VH Committee. The VH Committee has been invited to attend the next Estate Management Committee meeting on 16 September 2025 to discuss the lease agreement (dated 1994).

 

Waste and dog poo bin for Flaxwell Fields - Chance Option Homes and NKDC were emailed on 14/8/2025 to ask about the possibility of the Parish Council installing a combined litter and dog poo bin on a grass area on the Flaxwell Fields estate identified by a resident as a popular area for exercising dogs. The nearest bin is a ten-minute walk away. Chance Option Homes has confirmed their approval.

 

Dates for upcoming scheduled meetings –

• 16 September 2025 – Estate Management & Planning Committee at 6.30pm at the Parish Office (Please note the agreed change of date from 3/9/2025).
• Tuesday 23 September 2025 – HR Committee meeting at 6.30pm at the Parish Office (review of wages, pensions, contracts etc).
• 7 October 2025 – Finance Committee meeting at 6.30pm at the Parish Office (commence budget setting, review grant application forms from community groups etc).
• 14 October 2025 – Ordinary Council meeting at 7pm at the Winchelsea Centre.