Ruskington Parish Council

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

Also present: Cty and D/Cllr R Wright and one member of the public.

Public session: At 7pm the chairman welcomed the delegates, Cllr Wright and the member of the public. No comments or questions were raised.

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

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

Action: The Council RESOLVED to accept Cllr Cunningham and Cllr Jennings’ apologies. Proposed by Cllr Trolley, seconded by Cllr Hislop 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 11.2 and correspondence agenda items 15.k and 15.l as he was the Chairman of the Lions JFC.

Cllr Cox declared an interest in agenda item 15a (planning) as he knew the applicant.

3. To approve as a correct record the notes of the meeting held on Tuesday 11 November 2025.

One query had arisen and regarding the response to complaints made to Cllr Wright at the Remembrance Sunday service, and noted on Facebook, concerning the condition of the Memorial Garden following the creation of an accessible path suitable for use by wheelchairs and prams and the fencing off of an area where grass seed had been sown. An acknowledgement of the complaints with an explanation about the refurbishment of the Garden had been shared on social media and this had been well received.

Action: The Council RESOLVED to approve the notes of the meeting as accurate Minutes, following one amendment to item 15.4., changing “a statement” to “an apology”. A retrospective apology was to be issued. Proposed by Cllr Harrison, seconded by Cllr Conway and approved with five votes for and three abstentions (had not been present at the previous meeting or considered the notes to have been accurate.)

The Chairman signed the Minutes following the amendment being made.

Cllr Bain joined the meeting at 7.08pm.

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

• Cllr Wright (both District and County Councillor) reported the following:
• Both District and County Councils had been focusing on the Local Government Reorganisation (LGR) and had submitted business cases for North Kesteven to the Government by the deadline of 28 November 2025 for its review. Government had allocated an advisor but a date for the outcome of the LGR review had not been confirmed. Cllr Wright answered questions on the LGR process.
• At County Council level, discussions on the budget and funding for 2026 were underway. Costs for adult and children’s social care were expected to increase.

At District Council level:

• NKDC expected that, due to its successful financial management, money would be removed from North Kesteven to areas where it was most needed.
• Cllr Wright also mentioned correspondence he had been copied into (by the Clerk) sent to the Parish Council from a Metheringham resident regarding road safety on Fen Road and young people declining to wear hi viz clothing when walking in the dark, plus the need for a footpath and a reduction in the speed limit to 30mph. A discussion took place. Cllr Wright explained that there was a footpath in the 30mph zone but one would not be installed in a 60mph zone. Proposed new developments for Fen Road would be within the 30mph speed limit. Cllr Wright was going to review how many people walked along this road. The condition of the fencing on the railway bridge, the litter on the land beside the railway in the vicinity of the bridge (with no known ownership) and the very poor condition of Fen Road as it crossed the fen to North Kyme and Billinghay were raised.

At this point in the meeting a councillor asked if the item numbered 14 on the agenda (Adjacent Parish Council Notification for Planning reference: PL/0016/25, could be discussed at number 5, as Cllr Wright was present to answer questions. The Council RESOLVED to discuss the item numbered 14 on the agenda next (number 5, below.) Proposed by Cllr Cox, seconded by Cllr Conway and approved unanimously.

5.  To consider the Adjacent Parish Council Notification for Planning reference: PL/0016/25, as received from LCC and the recommendations from the Recreation & Environment Committee and Estate Management and Planning Committees.

Development: For proposed erection and operation of biogas plant (biogas generated on site upgraded to biomethane, with a range of by-products for export) including connection to the national gas transmission system, associated highway modifications (including new road link to Moy Park facility from the a153), proposed landscaping and associated development (including pipeline connections)

Location: land to the west of Moy Park facility and the south of the A153, Anwick

Grid reference: 510848  350225  (Information previously circulated and considered by the

  https://lincolnshire.planning-register.co.uk/

a. Regulation 25 - Covering Letter 07/11/2025

b. Regulation 25 - Biodiversity Net Gain Metric 07/11/2025

c. Regulation 25 - Environmental Statement Addendum 07/11/2025

d. Regulation 25 - Proposed Site Layout Plan 07/11/2025

Cllr Wright advised that although this was an LCC planning matter, he did not sit on the planning committee at LCC and therefore he could give information.  Cllr Wright presented factual information on the planning application.  The application met all legal requirements, and concerns raised by protestors had been addressed, such as reducing the biogas plant in size, raising the height of the chimney stack, improving the road structure, building a new road to link Moy Park directly with the plant, and providing adequate parking to prevent vehicles queuing on the A153 in Anwick village.  The traffic management was via the A17 and there was no business route through Ruskington. The Biodiversity Net Gain had been increased to 22%.

Both the Recreation and Environment Committee and the Estate Management & Planning Committees had reviewed the application.  Questions about noise, odours and traffic had been raised and the risk of the plant increasing in size as had happened at their site in Ireland. Due to local competition, the limited plot size and the proposed positioning of the plant towards the rear of the plot it was thought unlikely that the plant could increase in size. Dr Cotter had advised Council that nothing had changed from her initial environment assessment, and she could not see any environmental issues.

Action: The Council did not feel that it had the technical ability to comment further and did not need to change its original submission to the LCC planning.

6. Financial Matters

The RFO had circulated information prior to the meeting.

    6.1. To approve the payments made and consider the invoices for payment received since the meeting held on 11 November 2025.

Action: The Council RESOLVED to approve the payments made and the invoices received. Proposed by Cllr Trolley, seconded by Cllr Cox and approved unanimously.

   6.2. To consider /approve the bank reconciliations for November 2025.

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

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

The RFO gave an overview of the report, answered questions, and advised that £25,000 had been transferred from the Dudley Building Society account into the Council’s bank account.

   6.4. To consider /approve any requirements for the draft budget for FY 2025-2026.

The Events’ Committee were costing items such as walkie-talkies, noticeboards and gazebos, and obtaining a gaming licence to inform the Finance Committee meeting on 6 January 2026 when the budget and precept for FY 2026-2027 would be considered. Second hand tables, chairs and a gazebo that were sale locally, were not considered suitable for Council to purchase due to their size or shape. The Recreation and Environment Committee had agreed to purchase a speed indicator device, if the budget allowed in 2026 and a second one in 2027. The Estate Management and Planning Committee were considering costs to resurface the office drive to make this smooth and remove trip and fall hazards.

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

No applications or expressions of interest had been received.

At this point in the meeting D/Cllr Wright asked if he could ask a question regarding an item numbered 11.1. on the agenda (parking issues at Parkfield).

The Council RESOLVED to move the item numbered 11.1 on the agenda to number 8, below.   Proposed by Cllr Trolley, seconded by Cllr Sheldon and approved unanimously.

8. To consider the recommendations to resolve the issues with inconsiderate parking in the vicinity of Parkfield playing fields when the facilities are in use.

Cllr Wright advised that neither LCC nor the Police had the resources to deal with the parking issues and that the Parish Council and football teams had the responsibility do something to prevent the nuisance parking. Cllr Cox and Cllr Tomlinson advised that the Lions JFC would be splitting the teams over Saturdays and Sundays, changing the kick off times, and encouraging car sharing. The Clerk had emailed the sports teams asking for suggestions to reduce or prevent the parking issues and reminding them of the need to car share if walking or cycling to Parkfield was not possible. It was noted that on the day they had raised the most complaints, a blood donor unit had been parked in the middle of the village hall carpark. Cllr Wright advised that parking on the NKDC land behind the bungalows on Pinfold Way was not permitted, and Cllr Tomlinson advised that the Lions JFC would no longer park there.

Action: The Council RESOLVED that the Clerk update the Terms & Conditions for the Lions JFC to allow them to park on the areas of grass behind the changing rooms if the ground was dry. Care to be taken to ensure emergency vehicles could access the playing fields, that the drains were not damaged, and that the public right of way was to be left clear. Proposed by Cllr Cox, seconded by Cllr Conway and approved unanimously.

The Council continued to consider the items numbered 11-11.5 on the agenda as 7.1 to 7.5 below.

   8.1. To receive an update and consider recommendations from the Recreation & Environment (RE) Committee following its meeting held on 2 December 2025 – Cllr Cox.

Cllr Cox reported that the FA were meeting with Lions on Sunday to undertake a Pitch Power assessment of the playing fields. He praised the Lions JFC for the high-quality cut of their pitches the previous weekend enabling them to play. Investigations into funding for improving the surface of the MUGA were continuing, including for a 3G pitch with a sand infill.  The FA had advised that they would be able to fund up to 75% of the costs. Council would need to pay approx. £8-10,000 pounds to make up the balance. The lack of hot water in the pavilion for hand washing was raised again.

Action: The RE Committee to provide a matrix showing the different types of surfaces available, their costs and any advantages and disadvantages for Council to consider at its next meeting on 13 January 2026. The RFO to obtain quotes for three hot water heaters and their installation costs, and the Clerk to use her delegated powers for expenditure to pay for these to be purchased and installed. Proposed by Cllr Conway, seconded by Cllr Cox and approved unanimously.

   8.2. To consider the draft Terms & Conditions for the Lions JFC to use Parkfield facilities for a football tournament on 27 and 28 June 2026.

Action: The Council RESOLVED to approve the Terms and Conditions following an amendment to include no smoking of e-cigarettes or vapes in council property and the removal of the word “keys”.  Proposed by Cllr Hilsop, seconded by Cllr Conway and approved unanimously.

   8.3. To consider the draft short survey on Hillside play area for the residents living in the vicinity and agree the closing date for responses. (Between 6-12 weeks).

Action: The Council RESOLVED to approve version 3 of the survey. Background detail, a QR code, and a closing date to be added once known. The surveys to be printed “in house”. A couple of Councillors agreed to hand deliver the surveys to residents in the Hillside area and the survey would also be available online for all residents to complete. Proposed by Cllr Trolley, seconded by Cllr Conway and approved unanimously.

 8.4. To consider the draft publicity flyer for the s106 claim for the Flaxwell Fields development and agree an end date for the return of responses. (Between 6-12 weeks).

Action: The Council RESOLVED to approve the publicity flyer following a couple of amendments. This would be printed externally, inserted into the February edition of the Local Lincs magazine and delivered by Local Lincs to all properties in Ruskington. The survey would be open for six weeks from the date the magazine was delivered.

   8.5. To consider ways in which Council can embed the Biodiversity Duty into its policies and practices.

The Clerk and Environment Caretaker had shared information on the Biodiversity Duty and how Council was leading the way locally. Ways to improve biodiversity to be included in all Council’s policies and practices wherever possible.

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

This has been circulated prior to the meeting. The Clerk answered questions.

10.  To consider/approve the following documents and their review dates as recommended following review.

The policies had been reviewed and updated in view of legislative changes using the NALC model documents, had been reviewed in detail by Cllrs Cox and Conway with any recommendations made, and had been circulated prior to the meeting for Council’s review.

   10.1. IT and Communication policy including social media

   10.2. Accessibility (as found on the website)

   10.3. Privacy Statement (as found on the website)

   10.4. Volunteer policy as recommended by the HR Cttee following its meeting on 20 October 2025.

   10.5. Data Protection Policy

   10.6. Complaints Policy

Action: The Council RESOLVED to approve/adopt all the policies above (9.1-9.6). Proposed by Cllr Sheldon, seconded by Cllr Hislop and approved unanimously.

11. To consider the requirement for an Operations Committee meeting to consider Council’s projects.

Cllr Cox requested a meeting be held to discuss Council projects and for Councillors to agree a vision for the Council and to put forward ideas for future projects. 

Action: A full council working party, with Terms of Reference to be arranged.

   11.1. To consider an Operations Committee instead of a range of committees to enable councillors to be involved with all projects, to improve communication, to reduce the overlap of projects being considered by two or more committees, and to enable Council meetings to take place within the 2.5 hours stated in Standing Orders.

The Council agreed that an Operations Committee was not required.

   11.2. If agreed, to consider the draft Terms of Reference for an Operations Committee.

This was not required.

12. To consider/approve Committee meeting dates for 2026, if still required.

Action: The Council RESOLVED to adopt the committee dates as circulated for 2026. Committees could hold additional meetings as required. Proposed by Cllr Harrison, seconded by Cllr Tomlinson and approved unanimously. `

  13. To receive an update on Estate Management and Planning Matters and consider any recommendations from the Committee following its meeting on 3 December 2025.

The notes of the meeting had previously been circulated.

   13.1. To consider the recommendation that the community café in the pavilion, once available, to be operated and managed externally to Council by an individual, business or charity.

Action: The Council RESOLVED to approve the recommendation that the community café be operated by an individual, business or charity. Proposed by Cllr Trolley, seconded by Cllr Hislop and approved unanimously.

14. To receive an update and any recommendations from the Events Committee for consideration.

Cllr Harrison updated Council with the Committees ideas for a Christmas market and would be liaising with the local churches. They were arranging to attend a Youth Club meeting to discuss promotional flyers for events. The next committee meeting was scheduled for Thursday 8 January 2026.

15.  To consider the planning applications received from NKDC since the last meeting held on 11 November 2025, and ratify any comments made by the Committee.

Information had previously been circulated.

      a. Planning Application Reference: 25/1396/HOUS

Proposal: Demolition of existing conservatory and detached garage. Erection of new

detached garage, new detached games room, front porch and single storey rear

extension with covered terrace and first floor terrace

Location: 9 Pinfold Lane Ruskington Sleaford Lincolnshire NG34 9EU

Action: Ruskington Parish Council had no objections

   15.1.  To receive notice of applications approved by NKDC

      a. Application Reference: 25/1198/HOUS

Proposal: Extension to front of existing garage, erection of a sectional garage to side and

replace leylandii hedge with fencing

Location: 1 Priory Close Ruskington Sleaford

(Notice received on 14/11/2025)

   b. Application Reference: 25/0477/FUL

Proposal: Siting of an InPost Parcel Locker (retrospective)

Location: Red Lion 107 High Street North Ruskington

(Notice of approval received on 27/11/2025)

16. Correspondence - for information only. (Circulated to Councillors prior to the meeting).

   a. LALC (by email) – Fortnightly newsletter.

   b. LCC (by email on 10/11/2025) - Lincolnshire County Council Permit Scheme (LiPS) Variation proposal.

   c. Member of public (by email on 11/11/2025) - LCC Planning Reference PL/0016/25

   d. Member of the public (by email on 11/11/2025) – Asking if a dog can be taken onto the playing fields whilst their owner is watching their child play football with the Lions JFC. [Advised that dogs on a lead are permitted on the playing field but to check with the Lions JFC to see if they have a policy concerning dogs.

   e. Member of the public (by email on 17/11/2025) – Parking on Parkfield Road

   f. Member of the public (by email on 17/11/20250 – Parking issues on Parkfield Road

   g. LCC (by email on 17/11/2025) - Housing Related Support Service survey.

   h. LCC (by email on 18/11/2025) - To consider the Adjacent Parish Council Notification for   Planning reference: pl/0016/25.

   i. Lincolnshire Community Resilience (by email on 18/11/2025) - Community Resilience Newsletter for Winter 2025.

   j. Member of the public (buy email on 17/11/2025) – Parking issues in the vicinity of Parkfield playing fields. (Agenda item.)

   k. Lions JFC (by email on 18/11/2025) – Proposal for a lease agreement for the use of Parkfield playing fields. (Agenda item).

   l. Lions JFC (by email on 18/11/2025) – Request to use Parkfield facilities for a football tournament on Saturday 27th & Sunday 28th June 2026. (Agenda item.)

   m. NKDC (by email on 20/11/2025) – New homes for sale. [Information shared as requested.]

   n. NKDC (by email on 21/11/2025) – Town and Parish newsletter.

   o. Village Hall (by email on 21/11/2025) – Village Hall Committee meeting deferred.

   p. LCC (by email on 24/11/2025) – “County Views” Winter 2025 survey.

   q. LALC (by email on 1/12/2025) – December training bulletin.

   r.  All Saints Parish Church (by email on 2/12/2025) – Request for the noticeboard in the Winchelsea Centre carpark to be returned to the Church.

Cllr Tomlinson advised that in relation to correspondence item k, above, the Lions had received and reviewed a draft copy of the agreement for the Parkfield grass cutting and had returned the draft with amendments for Council to consider. Cllr Ditch advised that there were additional items to include, such as a COSHH store. This would be an item on the January 2026 agenda.

17. To receive Members’ Reports – for information only.

Cllr Harrison reported that Ruskington Medical Centre were planning a fundraising event in September 2026 to raise money for two local charities.

• Cllr Conway asked about the BNG management report for the pavilion. (The Clerk advised that Dr Cotter had agreed to write this in the new year due to her current work commitments.)
• Cllr Conway gave a brief update on the pavilion and advised that the renovation project required further decisions but would soon be ready for going out to tender. The Clerk and RFO had been asked to consider the interior decorating needs.
• Cllr Tomlinson reported an increase in dog fouling on the playing fields. At the previous weekend, 12 pieces had been picked up. Mole action was noted and the Clerk agreed to report this to the Environment Caretaker.
• Cllr Trolley reported that comments had been raised about the lack of poppies / Tommy signs on the lampposts on Remembrance Sunday weekend and that no flags had been flown from the parish office.  The RFO advised that new poppy signs would be ordered in the 2026-207 finance year.
• Cllr Sheldon mentioned land that may be available to purchase.
• Cllr Cox advised that the MUGA surface report would be available for the January 2026 agenda.

The member of public left the meeting.

18. To resolve whether to exclude the public and press, in accordance with the Public Bodies (Admissions to Meetings) Act 1960, to discuss the following staffing and contractual matters below.  Should this resolution be passed, members of the public and press will be required to leave the meeting.

Action: The Council RESOLVED to exclude the public and press to consider the staffing and contractual agenda items below. Proposed by Cllr Trolley, seconded by Cllr Bain and approved unanimously.

The Chairman closed the meeting at 9.22pm. The meeting re-convened at 9.22pm.

To enable the Clerk and RFO to leave the meeting whilst items pertaining to their employment or pensions was discussed, the order on the agenda was changed to that below.

19. To consider the recommendations of the Estate Management and Planning Committee for extending the cleaning contracts from 1 April 2025 for: - 

   19.1. The public toilets on Church Street.

Action: The Council RESOLVED to extend the lease for the contract cleaning of the public toilets from 1 April 2026 to 31 March 2027. To review the contract in December 2026. Proposed by Cllr Trolley, seconded by Cllr Tomlinson and approved unanimously.

   19.2. The office units and communal areas at the rear of the parish office (waiting room, kitchen, toilet and rear staircase.)

Action: The Council RESOLVED to extend the lease from 1 April 2026 but to ask if the cleaning could be completed every two weeks and the costs for this. Proposed by Cllr Conway, seconded by Cllr Harrison and approved unanimously.

20. To consider the staffing matters and recommendations from the HR Committee following its meeting held on 20 October 2025.

   20.1. To review the letter to staff from the HR Cttee following appraisals.

Cllr Bain read out the letter. It was acknowledged that due to a variety of reasons an approved letter had been delayed in being issued to the staff.

Action: Cllr Bain and Cllr Ditch to review and revise the letter and to include a note acknowledging its delay.

   20.2. To consider enrolling the eligible staff members into the Local Government Pension Scheme (LGPS) following a review of the reserves and updated enrolment figures.

Information had been circulated prior to the meeting. The Clerk and RFO shared information then left the meeting.  This was discussed with 20.2.1 below.

   20.2.1. To consider increasing Council’s contribution to the eligible staff’s current pension scheme from 1 April 2026, if the enrolment into the LGPS is not approved.

Action: A decision on the pension scheme and pension contributions could not be considered until the precept calculator had been received from NKDC and the effect on the precept was known. The pensions costs to be considered the Finance Committee at its meeting on 6 January and a decision made to Council at its meeting on 13 January 2025.

The Clerk and RFO retuned to the meeting.

   20.3. To consider the recommendations for changes to the following job descriptions following annual appraisals and informal consultations with the relevant staff members.

Draft revised job descriptions had been circulated prior to the meeting. Cllr Bain and the Clerk would consult with the staff members about the changes.

   a. RFO/Deputy Clerk

Action: The council RESOLVED to approve the revised job description for the RFO. Proposed by Cllr Harrison, seconded by Cllr Hislop and approved unanimously.

   b. Admin Assistant

Action: The Council RESOLVED to approve the revised job description the for the admin assistant after removing one line relating to taking payments and issuing receipts. Proposed by Cllr Hislop, seconded by Cllr Harrison and approved unanimously.

   20.4. To consider the recommendation of the Committee following a request from a staff member to increase their working hours to full time.

The staff member left the meeting.

Action: The Council RESOLVED to accept the recommendation of the HR Committee that the employee’s working hours remain the same as at present, but to be reviewed in six months or at any time if further information on the need for increased hours was provided.

The staff member returned to the meeting.

   20.5.  To consider a recommendation from the Committee for an incremental pay point rise for a staff member, and the request from the staff regarding their proposed pay scale.

Action: The Committee RESOLVED to approve the HR Committee’s recommendation that an incremental pay scale rise of two points over the next two years (from SCP 10-12) was relevant for the administrative role as there were no managerial or strategic responsibilities involved. Proposed by Cllr Trolley, seconded by Cllr Conway and approved unanimously.

   20.6. To consider the requirement for a third caretaker.

Action: The Council RESOLVED to appoint a third caretaker after 1 April 2026 for ten hours per week and to approve the job description. Proposed by Cllr Bain, seconded by Cllr Hislop and approved with seven votes for and one abstention.

21. To receive an update on the funding for the lychgate renovation, if available, and agree the next steps.

An update from the National Lottery heritage Fund was awaited. Once the outcome was known, publicity and the final report would be completed and sent to the Heritage Fund, as required.

The Chairman closed the meeting at 10.34pm.

Please note - these are draft minutes and may require amendment.

Meeting date: 13 January 2026

Author: Kathryn Locke – Clerk to Council

Purpose of report: To provide an update report from the Clerk on business conducted since the last meeting of the Parish Council held on 9 December 2025.

Min ref 5. 1.The RFO has made all the payments approved.

Min ref 5.5. Citizens Advice have been offered the free use of a room for meeting with clients.

Min ref 5.6. On further investigation the cost of the requirements to try to improve the luminosity of the lights for a Christmas tree on the verge outside the Garden of Remembrance was financially unfeasible. The order for the tree for his location was cancelled.

Min ref 5.7. The electricity contracts for all Council owned and managed property are now with Corona.

Min ref 8. Cllrs Cox and Conway reviewed the policies documents that had not been approved at the meeting on 11/11/2025. (Agenda item).

Min ref 11. An allotment holder has withdrawn their request to install a beehive at the allotments.

Min ref 11.1. The metal sheeting needs to be removed from the allotment compost bins by the caretakers before a grab lorry can be hired to remove the contents of the compost bins. The allotment holders are aware that the bins are being removed and that they can each have a compost bin on their own allotment.

Min ref 12. On investigation, the Microsoft Office licenses for the Council does not include access to Teams for councillors. The Admin Staff are reviewing their systems of working and sharing information.  Dates for the tutorials for Councillors on using Teams has yet to be arranged. Cllr Bain and the Clerk are to investigated project management tools.

Min ref 13.a. Cllr Cox held a councillor surgery on Friday 14 November 2025. No members of the public attended. On the same day, Cllr Conway attended the warm space event and the Methodist Church and has provided a report. Most of the issues raised with him were matters for LCC and NKDC.

Min ref 14. Speeding issues - The Recreation & Environment Committee considered costs for purchasing two solar powered speed indicator devices (SIDs) that also recorded speeding information at its meeting on 2/12/2025. It agreed that the cost of one SID for Lincoln Road be considered by the Finance Committee for the 2026-2027 budget and a second SID for Sleaford Road to be considered for the 2027-2028 budget, when appropriate. Cllr Cox is going to speak to the Road Safety Partnership about purchasing the 30mph speed limit lamp-post signs.

Min ref 15.1.and 15.2. Reports from the Football Association and Recreation & Environment Committee regarding funding opportunities for the facilities at Parkfield is awaited. A draft lease agreement is being reviewed by the Recreation & Environment Committee. (Agenda item for January 2026).

Min ref 16. Village Hall emergency path. The Clerk has asked the Village Hall Management Committee for the latest fire inspection reports, certificate, recommendations and mandatory requirements. Cllr Conway is liaising with the Village Hall Committee about this. Representatives of the Village hall Management Committee had been invited to, but were unable to attend, the Estate Management & Planning Committee meeting on 3/12/2025.

Min ref 15.4. The lamp post poppies will be purchased after 1 April 2026. (2026-2027 budget).

Min ref 22. The outcome of the request for additional funding will not be available until w/c 8/12/2025 at the earliest.

Other Council Business:

Council Business

Audit – LALC has appointed an internal auditor to undertake the mid-year internal audit of Council’s finance and governance.  

Precept - The precept request for FY 2026-2027 has to be returned to NKDC by Friday 23 January 2026.The precept calculator should be available from NKDC in December.

Co-option - No expressions of interest or applications have been received. The two vacancies are being advertised.

Notice board on the Winchelsea Centre car park – This had recently been used by Council to promote local events but was returned to the Parish Church on 3/12/2025 at their request, as they require this to advertise their events. Council has a noticeboard beside the office door for displaying any items required by law for local councils.

Christmas closing – The Parish Office will be closed from Monday 22 December 2025 to Monday 5 January 2026, with the exception of Monday 29 December and Wednesday 31 December 2025 when the office will be open for residents to call in between 10am and 2pm. Any issues can be reported to the relevant agency via Fix My Street.

Estate Management and Planning

Exterior shop front – The blue exterior of a row of shops on the High Street South is permitted under permitted development as the building is not listed. (The Clerk checked with NK Planning following complaints from residents.)

Office Units – Office 2 remains vacant.

• Office 4 has installed broadband during the week commencing 10/11/2025
• The broadband for Office 1 is being installed on 17/12/2025.
• The business signs were erected on the exterior office wall on 13 November 2025. One business is going to arrange a new “slot in” sign at their own expense.

Parish Office - BT issued a new router which was installed in the office on14/11/2025, following continuing issues with broadband in the office.

The caretakers have made and planted screening between the bins and the walkway to the rear offices.

Pavilion planning application – NKDC has approved the pavilion planning application for change of use to include a café and for the overflow parking.

• The architect has drawn up building regulations plans for the pavilion for Council to review/approve. The Estate Management & Planning Committee reviewed these at its meeting on 3/12/2025 and comments were returned to the architect on 4/12/2025.
• A structural engineer undertook a survey of the internal walls on 26/11/2025. Their report is awaited.
• Dr Cotter has been asked to create a Biodiversity Gain Plan and Habitat Management and Maintenance Plan based on her Small Sites Metric, as required by NKDC Planning.

Gas supply to the pavilion - A gas engineer will be purging the gas pipe to the pavilion on Tuesday 9 December at a cost of £300.00. This is prior to the gas supply to the pavilion being disconnected.

Shelter in the Garden of Remembrance – An exterior wall is cracking, and it is not possible for the Council caretakers to repair this. A social media post to be created to ask a local builder for their advice. An extension to the metal holder for the wreaths is not required – the organisation of the wreath laying to be better organised.

War Memorial – The Estate Management and Planning Committee considered quotes to clean, remove moss, renovate and repaint the lettering on the War Memorial. The Buildings Caretaker has advised that can undertake the cleaning and moss treatment. Up to £500.00 for any treatments and cleaning materials to be considered by the Finance Committee for the budget for FY 2026-2027. Funding to be sought for a full renovation and the memorial to be listed on the War Memorials Online database.

Recreation & Environment

Changing rooms – – The hot water tank in the changing rooms is being replaced on 9/10 December 2025 by JD Plumbing & Heating Services. (Action from the ordinary meeting on 11/11/2025) and will be connected to the solar panels by Imp Electrical once the tank is installed.

Christmas trees – Following bracket inspections, the Caretakers are erecting the free-standing trees and the trees in brackets. Donations totalling £40.00 have been received from businesses for the trees. For the first time, a memorial tree will be erected inside the Garden of Remembrance for signs to hang ribbons from. The Admin Assistant has shared information on social media and in the newsletter. The battery tree lights were switched on by the caretakers on Friday 5/12/2025 at 3.30pm. (The lights are on for six hours and off for 18 hours).

Community garden – The Clerk has contacted Property Management at the Co-op as the three-year lease agreement for the grass area beside the Co-op carpark expired on 15 November 2025.

Flood investigations – Phase 1 of the flood investigation is underway by LCC/Stantec. Traffic management is in place, as required, to ensure safety of the operatives and movement of traffic. 

Garden of Remembrance – The caretakers re-laid the path in the Garden of Remembrance in time for Remembrance Sunday to ensure this is accessible. Grass seed has been sown on the areas “damaged” by the rubble from the work and this is fenced off.

Metal steps leading from Fen Road – Reports of leaves on the steps have been reported to LCC by the Admin Assistant. LCC state the steps are not slippery. On 3/12/2025, the Admin Assistant reported the leaves on the steps to NKDC for action.

Parking - Complaints about inconsiderate, nuisance and dangerous parking at Parkfield when the playing fields are in use have been received by members of the public. The users and sports teams have been emailed asking for their help to prevent the parking issues. NKDC do not give permission for the land behind the bungalows on Pinfold way to be used as a car park.  The sports teams have been made aware of this. The Lions JFC have informed the Recreation & Environment Committee that they have changed fixture dates and reminded members to car share to help alleviate the parking problems.

Parking for village events – Winchelsea Primary School has agreed that parking for events will be permitted for community events, with advance notice and in agreement with their ground operatives. 

Play areas – The caretakers have carried out the works required following the ROSPA inspection, including fitting the new gate into the play area at Parkfield. A second (purchased) gate is to be replaced between the playing field and the car park (not highlighted on the ROSPA report).

Vegetation growing out of the Beck walls along the High Street – the RFO reported this to the Environment Agency on 3/12/2026. They have raised this as an incident.

Tree at the junction of Chestnut Street with the High Street – the tree is and overgrowing the pavement. Its ownership is not known but anecdotally, LCC have undertaken work to the tree in the past. It has been reported to LCC who are taking no action.

Waste and dog poo bins – On 19/11/2025 two combined waste and dog poo bins were installed. One at the Horseshoe Close entrance to Horseshoe Hollow and one on Coteland Road, Flaxwell Fields., with permission of the developer. Red dog poo bins in the Horseshoe Hollow (location above) and on Lincoln Road (at the entrance to the path to the Hollow) and on Sleaford Road in the vicinity of a dual use bin have been removed. The waste team at NKDC are aware.

Christmas 2025 – Christmas trees were delivered on 26/11/2025. The caretakers conducted bracket inspections before the trees were erected.   A memorial tree has been erected inside the Garden of Remembrance for the first time. The tree for the grass verge on Sleaford Road was cancelled due to previous issues with luminosity and light pollution, and a cost of over £700.00 to try to improve the visibility of the lights. This will be reviewed for Christmas 2026.

• Staff are having their Christmas meal on Thursday 11 December 2025 and the office will be closed.

Training and attendance at events.

• The Clerk and RFO attended the Clerk’s networking day at Bracebridge Heath on Thursday 20 November 2025. The Clerk also attended the SLCC branch meeting on the same day.
• Information on the environmental, climate change, sustainability and biodiversity training has been shared with the RE Committee. The Environment Caretaker attended two training sessions, and his report has been circulated. Council has a duty to include ways to improve biodiversity in all its policies and practices.

Meetings held and upcoming:

Committee meetings held since the last ordinary meeting:

• Tuesday 2 December 2025 – HR Committee meeting

• Tuesday 2 December 2025 – Recreation & Environment Committee meeting
• Wednesday 3 December 2025 – Estate Management & Planning Committee meeting

Dates for upcoming scheduled meetings –

• Tuesday 6 January 2026 – Finance Committee meeting (budget and precept).
• Thursday 8 January 2026 – Events Committee meeting.
• Tuesday 13 January 20256 – Council meeting.