Ruskington Parish Council

Minutes of a meeting of Ruskington Parish Council held on Tuesday 14 July 2026 at the Winchelsea Centre, 11 High Street North, Ruskington, NG34 9DY at 7pm.

Please note, these are draft minutes and liable to change up to and including the date of the next meering (8 September 2026.)

Also present: Seven members of the public, three of whom were observing the meeting as potential candidates for co-option to Council, and County and District Councillor R Wright.  

Public session: At 7pm, the Chairman welcomed the delegates and members of the public to the meeting and invited members of the public to speak. Representatives from Finley’s Fundraiser reported that Finley’s Funday, in its second year, and supported with funding Ruskington Parish Council had been a huge success, with over 1,000 people attending and over 200 cars being parked on the north field. Many stall holders had attended from out of the area. Positive feedback on the event and on the village had been received. It was not yet known how much money had been raised for the Lincolnshire Air Ambulance. The organisers asked if it would be possible for the event to be held again in 2027. The funday was usually held in July as this was the late Finley’s birthday month. The Chairman invited Council to ask questions and the organisers responded to a question about the publicity for the event from a member of the public. It was recognised that many members of the Lions JFC were out of the village at a different event on the same day.  

During this discussion, Cllr Bain arrived at 7.01pm.

No comments or statements were made from other members of the public.

The Chairman opened the meeting at 7.06pm.

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

Cllr Trolley had been unable to attend the meeting and had sent valid apologies.

Action: The Council RESOLVED to approve Cllr Trolley’s apologies. Proposed by Cllr Cunningham, seconded by Cllr Conway and approved unanimously.

2. To receive declarations of interest and to consider applications for dispensations in relation to DPIs.

None were declared at this time.

3. To approve the notes of the Ruskington Parish Council meeting held on Tuesday 9 June 2026 as accurate Minutes. 

Questions were raised from Cllr Conway about the accuracy of agenda item 14.1. in the minutes of the last meeting (dates for Council events for 2027.) The councillor argued that the date for the summer event was only agreed if it did not affect any other community event being planned. A discussion took place on this. The Chairman reminded everyone to proofread the notes of meetings within eight days of receipt, rather than a couple of hours before a meeting where they would be considered for approval.

Action: The Council RESOLVED to defer this discussion until later in the meeting to enable the meeting to move forward. Proposed by Cllr Harrison, seconded by Cllr Jennings and approved unanimously.

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

Cllr Wright gave the following County Council updates:

• Due to major restructuring on Grantham Road in Sleaford, traffic queues and disruption were unavoidable and to be expected.
• The County Council would be introducing a booking system for its recycling centres to reduce congestion. The implementation date was not yet known.

On behalf of the District Council, Cllr Wright reported that:

• The closed church yard policy was now in place which meant that meant NKDC would now charge residents in the parishes where NKDC had taken on responsibility for closed church yards. This would work in the same way as the street lighting charge.
• NKDC was organising and paying for a Sleaford on Sea event at the end of July. The “beach” would be in place for several days.
• The announcement on the Local Government Reorganisation was expected on 16 July 2026. Once the outcome was known, Cllr Wright would update Council.

Cllr Wright answered questions from councillors, including on the creation of parishes, such as in South Kesteven. Cllr Wright advised that the whole of NKDC was already “parished”.

The Chairman thanked Cllr Wright and Cllr Wright left the meeting at 7.23pm.

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

The Chairman advised that four applications for co-option had been received. All applicants had met with a councillor and the Clerk, and three applicants were observing this meeting as part of the Council’s co-option process.  One applicant had completed all the requirements. (Please see agenda item, 5.1. below.)

   5.1. To consider the co-option of an eligible member of the public to the Council following completion of the approved co-option process.

Action: The Council RESOLVED to co-opt Stephen Follows to Council. Proposed by Cllr Harrison, seconded by Cllr Sheldon and approved unanimously. Mr Follows signed the Declaration of Office form which was countersigned by the Clerk, and Mr Follows joined the meeting as a Member. The Chairman advised that Cllr Follows could take part in the discussions but, as he had not received the papers for the meeting, he would be unable to vote at this meeting.

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 9 June 2026.

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

   6.2. To consider /approve the bank reconciliation for June 2026.

Action: The Council RESOLVED to approve the bank reconciliation for June 2026.  Proposed by Cllr Bain, seconded by Cllr Jennings and approved unanimously.

   6.3. To receive a financial report for June 2026 from the RFO.

This had been circulated prior to the meeting and was displayed on the screen. The report had been scrutinised by the Finance Committee at its meeting on 7 July 2026. The RFO advised that there had been a few minor overspends, such as uniform costs for a newly appointed caretaker.  Council was working within its budgets and there were no financial concerns.

   6.4. To consider the virement of money into the training budget to enable essential staff training to be undertaken.

£400.00 remained in the training budget and the Finance Committee had approved expenditure of £450.00 for the Environment Caretaker to undertake a tree inspection course. This meant that there was no budget available for other essential training required, especially for the newly appointed caretaker.

Action: The Council RESOLVED the virement of £450.00 from the tree maintenance budget for the Environment Caretaker’s tree inspection course. Proposed by Cllr Cunningham, seconded by Cllr Bain and approved unanimously.

   6.5. To consider the purchase of an additional 6m x 3m gazebo for use at Council events at a cost of £100.00.

Cllr Harrison explained why new gazebos were required and recommended that two, 3m by 3m gazebos be purchased rather than one larger gazebo to allow for changes in configuration,

Action: The Council RESOLVED to purchase two 3m by 3m gazebos at a cost of up to £150.00. Proposed by Cllr Harrison, seconded by Cllr Jennings and approved unanimously.

   6.6. To consider using the unspent budget from the purchase of the committee room furniture for a wall hung visual communications system for sharing agendas and information during meetings. (Up to £500.00 is available.)

Action: The Council RESOLVED to purchase a visual communication system for the committee room at a cost of up to £500.00. Proposed by Cllr Jennings, seconded by Cllr Harrison and approved unanimously.

   6.7. To consider the recommendation of the Finance Committee following its meeting on 7 July 2026 that:

      a) reserves remain unaltered

      b) reserves for FY 2027-2028 to include ringfenced reserves and budget lines for approved projects and maintenance, for example play areas and play equipment.

A question was raised about a bench for Hillside play area. This had been approved at the Annual Meeting of the Parish Council on 12 May 2026.

Action: The Council RESOLVED to keep reserves as they were and to ringfence reserves and budget lines for projects and maintenance requirements in FY 2027-2028. Proposed by Cllr Cunningham, seconded by Cllr Bain and approved unanimously.

   6.8. To consider the recommendation that Council moves to the Aubergine website provider from April 2027 due to its ease of use, ability to include additional modules such as tickets sales and facility booking, and conformity with legislation, and that the costs be included within the budget setting for the next fiscal year.

The RFO advised that following a conversation with Aubergine at the LALC conference earlier that day, that the cost was more than those circulated prior to the meeting. The advantages of using Aubergine were discussed.

Action: This item was deferred until new costs could be confirmed.

   6.9.  To consider/ agree the following recommendation on how projects and the budget structure will function for FY 2027-2028 and onwards: A clear plan for projects and budget setting was to be made available so Committees knew what areas they were responsible for. Committees were to undertake research, consultations, and obtain costs before proposing a project to the Finance Committee to inform the initial budget setting meeting in November. Once Council had agreed the budget, Committees could then spend within their annual budget on approved projects and items without the need for further resolutions by committee or Council. 

Action: The Council RESOLVED to approve the above recommendation on project and budget management in FY 2027-2028.  Proposed by Cllr Hislop, seconded by Cllr Cunningham and approved unanimously.

7.  For the former members of the Recreation and Environment Committee to consider/approve the notes of its committee meeting held on Monday 8 June as accurate Minutes. (This former committee is now two separate committees.)

Cllr Conway raised questions about the accuracy of the item numbered 9 in the above minutes (dates for Council events in 2027.) Cllr Conway argued that the date for the summer event was only agreed if it did not affect any other community event being planned. The other committee members disagreed that this had been said and suggested that this would make it difficult for Council to plan any events. Interest in holding an event in the summer of 2027 had been made by a veterans’ charity (no date provided) but Council had not received any applications for an event in July.   

Action: The former committee members RESOLVED to approve the notes of the Recreation and Environment Committee as accurate Minutes. Proposed by Cllr Harrison, seconded by Cllr Jennings and approved with three votes for, one abstention (the councillor had not been present at the meeting) and one vote against.

8. To consider /approve the following Terms of Reference and policies and consider any amendments recommended: -

   8.1. Revised Terms of Reference for the Finance & Strategy Committee as recommended by the Finance & Strategy Committee. (Revised to include the environment and strategy elements of the committee.)

Action: The Council RESOLVED to adopt the revised Finance and Strategy Committee Terms of Refence as recommended. Proposed by Cllr Jennings, seconded by Cllr Cunningham and approved unanimously.

   8.2. Revised CCTV policy following changes to legislation, if available.

Action: The Council RESOLVED to adopt the revised CCTV policy. Proposed by Cllr Sheldon, seconded by Cllr Bain and approved unanimously.

   8.3. Additional wording for the Communication policy as recommended by the Events Committee, following the installation of a noticeboard at Elmtree play area to advertise Council and community events.

This was deferred as the wording was unavailable.

   8.4. Draft Flag flying policy.

Two draft policies were available. These were deferred for consideration by the Events Committee.

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

This had been circulated prior to the meeting. The Chairman encouraged members to read the report for the information and updates it contained. Cllr Cunningham advised that residents had disagreed with the Archer report as the speed recording equipment has been located where motorists were either slowing down or just starting to accelerate. The Clerk answered questions on the report.

10. To receive an update and recommendations from the Environment & Estate Committee following its meeting on 30 June 2026.

The notes from the meeting had previously been circulated. Cllr Ditch gave an overview.

   10.1. To receive/ consider the updated management plan for the naturalisation of the closed church yard from the Environment Caretaker as the project enters its fifth year, and agree any actions and expenditure. (The plan will require approval by the PCC).

The management report was received positively. The Environment Caretaker was meeting with the PCC on Wednesday 17 July at 9.30am to discuss the updated plan and seek its approval.

   10.2. To receive/ consider a report on the ditch clearance at Parkfield playing fields and ratify the decision to cancel the plant hire.

A report from the Environment Caretaker had been circulated prior to the meeting. (Please see attached.) Clearing the ditch would lower the ditch below the depth of the land drains which could have a detrimental effect. The plant hire had been cancelled as the vegetation and debris could be removed by hand.

   10.3. To receive an overview of planning matters.

Please see attached. One new application had been received since the agenda had been published. Action: The Committee members to send their comments to the Clerk for collating and submitting to NKDC by 1 August 2026.  

   10.4. To consider the erection of telegraph poles throughout the village by Open Reach and agree any actions.

These did not require planning permission from NKDC.

Action: The Council RESOLVED to object to the telegraph poles as they were unsightly, blocked resident’s views, and could be inserted underground. Proposed by Cllr Cunningham, seconded by Cllr Jennings and approved unanimously.

11. To receive an update and consider recommendations from the Events Committee following its meeting on 9 July 2026 – Cllr Harrison

   11.1. To recruit members to the Events committee.

Cllr Harrison invited all members of Council to the committee and to support at events. He invited Findley’s Fundraiser organisers, who were still present the meeting, and members of the public to join the committee to arrange events for the benefit of the community.

   11.2. Celebration of Youth Day on Saturday 15 August 2026 and agree any actions and expenditure.

Cllr Harrison gave an overview of the proposed youth day and its activities.  Due to the event being held in August during the school summer holidays, youth organisations were unable to attend.  Cllr Harrison asked for volunteers to support on the day.

Action: Cllr Conway advised that he could help at the event in the afternoon.

   11.3. Christmas Market on Saturday 5 December 2026 and agree any actions and expenditure.

Cllr Harrison gave an overview of the plans for the day.

12. To review the Coffee with a Councillor event held every Friday morning at the Parish Office; consider the best way to advertise these at the office, and agree any actions and expenditure.

Three sessions had been held and only one member of the public had attended a session. It was agreed to keep holding the sessions with improved publicity on the day of the event, outside the office. To minimise disruption to staff, the session would be held in the waiting area at the rear of the office. The Clerk advised that this was a throughfare for the business units and that the tenants must not be disturbed. The possibility of an advertising A frame to be placed on the drive to direct members of public to the event was considered. The Clerk raised concerns about access for the parish van and the existing difficulties of reversing onto the drive without having to remove an A frame. Cllr Cunningham offered the library car park as a parking space for the parish van between 10am and 12 noon whilst the sessions were being held.

13. To consider an honorary freedom of the parish award and agree any actions and expenditure for informing the budget for fiscal year 2027-2028 – Cllr Hislop.

Cllr Hislop and Cllr Ditch gave an overview of the proposal and advised that cost for parchments and honour boards were being obtained. There would be strict eligibility criteria, there was a power to appoint and to finance the award. It was suggested that an ancient and unusual “right” for Ruskington be investigated and bestowed on the individual and that this could become a newsworthy event. 

Action: The Council RESOLVED to approve the freedom of Ruskington in principal and to obtain costs for advising the budget for FY 2027-2028.

14. Correspondence

For correspondence not requiring a motion or financial decision, please see the Clerk’s report.

   14.1. To consider the correspondence from Squaddie Box/ Civvie Box and agree any actions and expenditure to inform the budget setting for fiscal year 2026-2027.

Councillors discussed the support available to veterans, such as SSAFA and the Benevolent Fund, where veterans could be signposted to.

Cllr Harrison had shared the information with the Ruskington Area Veteran’s Group and advised that he would share information with the Patient Participation Group at Ruskington Medical Centre for their awareness.

15. To receive Members’ Reports – for information only. (Any items raised requiring a decision will appear on a future agenda for consideration.)

• Cllr Conway was keen to continue with background research into bus shelters and bus shelter grants. Information to be shared with the working party.
• Cllr Sheldon reported that the church clock was not striking on the hour as the striker regulator was broken. (The church clock had been purchased by the Parish Council.) The RFO reported that there was £150.00 in the budget for the church clock inspections and an inspection would be arranged. (Post meeting note - there is £150.00 in the budget for church clock inspections and £50.00 for church clock repairs.)
• Cllr Shledon reported a sycamore tree growing out of the wall of the Beck.
• Cllr Cunningham asked that the WiFi code be requested for the Winchelsea Centre for use during Council meetings as staff and members were “hot spotting” from their personal phones.
• Cllr Follows asked if the events been planned had risk assessments and first aid provision.  (They did.)

16. 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 commercially sensitive items matters below. 

Action: The Council RESOLVED to exclude the public and press to discuss the staffing and commercially sensitive items matters below.  Proposed by Cllr Jennings, seconded by Cllr Bain and approved unanimously.

The Chairman closed the meeting at 8.54pm. The members of public left the building. The meeting re-convened at 8.55pm.

17. To receive an update and recommendations from the HR Committee on staff health and wellbeing matters, consider ways to protect staff from harassment and intimidation by members of the public, and agree any actions and expenditure required. – Cllr Bain.

Cllr Bain gave updates and advised that he had received correspondence and that he would be provide information on this and the second part of agenda item 17, above) at the Council meeting in September. 

18. To receive / consider the recommendation of the Pavilion Renovation Evaluation Panel regarding the preferred contractor for the renovation of the Pavilion and agree any actions and expenditure.

Cllr Conway provided an overview of the tender evaluation process. Three tenders had been received and evaluated against a matrix of questions. Two applicants did not meet the brief. One applicant was invited to answer questions, and they had submitted a revised quote. With further adaptations to the requirements of the brief this could be brought within the budget available for the works. 

Action: The Council RESOLVED to approve the revised quote of £184,349.00 (this did not include the overflow carpark) and to award the renovation contract to KES Building Maintenance Ltd, subject to exploration of further economies. The contractor to be invited to a meeting with the tender evaluation panel to discuss further possible adaptations to the brief. Proposed by Cllr Conway, seconded by Cllr Cunningham and approved unanimously.

19. To consider making a formal claim for the s106 funding to NKDC to cover the costs of the renovation of Parkfield pavilion and the amount to be requested. 

NKDC had advised that the s106 balance for the Flaxwell Fields development was £177,312.87.

Action: The Council RESOLVED to claim for the full £177,312.87 for the pavilion renovation. The claim would be submitted once the contractor had agreed to undertake the work. Proposed by Cllr Conway, seconded by Cllr Harrison and approved unanimously.

At this point in the meeting agenda item 3, above, (to approve the notes of the Ruskington Parish Council meeting held on Tuesday 9 June 2026 as accurate Minutes), deferred from above, was re-considered and discussed.

Action: The Council RESOLVED to approve the notes of the meeting held on 9 June 2026 as accurate Minutes. Proposed by Cllr Hislop, seconded by Cllr Jennings and approved with seven votes for and one vote against.

Although not an agenda item, inviting Finley’s Fundraiser to co-host an event in July 2027, with all proceeds going towards the Air Ambulance, was considered.

Meeting date: 14 July 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 June 2026

Min ref 5: The flood report from LCC Highways, dated, 4 June 2026, has been published on the website and included with the minutes of the meeting from 9 June 2026.

Min ref 7.1: The RFO has made all approved payments and paid the approved invoices.

Min ref 7.4 & 7.5: The RFO submitted the AGAR documentation to PKF Littlejohn within the time required. 

Min ref 7.6: The AGAR has been displayed on the noticeboard and website since 17 June 2026 and will be remain on display until 28 July 2026.

Min ref 7.9: The Finance Committee considered ring fencing recreation and play areas at its meeting on 7 July 2026 (Agenda item.)

Min ref 10 – 10.4: Approved policies have been published on the website by the Admin Assistant.

Min ref 13: The first Cuppa with a Councillor was held in the parish office on Friday 19 June 2026. Cllr Conway was in attendance. No residents attended to speak to a Councillor.

Min ref 14: Pilgrim’s Europe have confirmed that they will be hiring the pavilion and playing fields on Saturday 30 August 2026 for their centenary event. They viewed the pavilion and playing fields on 7/7/2026 to inform their risk assessment. The T&Cs have yet to be signed and retuned and the fee has yet to be paid.  

Min ref 14.5: On 12 June 2026 the RFO and Chairman, on behalf of Council, formally accepted the grant from the Football Foundation for £25,000 for a 4G surface for the MUGA, plus the Terms and Conditions for the award. A date for the presentation of the “big cheque” and publicity to be agreed with the Football Foundation.

Min ref 14.12: The Chairman and Secretary of the Bowls Club have been advised of the Council’s decision regarding the claim for part of the s106 fund. No response to this has been received.

Min ref 15.2. The Assistant Director of Planning and Climate Change at NKDC met with Cllrs Ditch, Trolley, Conway, the Clerk and the RFO on Friday 12 June 2026 to consider the planning classification of the pavilion. Following discussion on the proposed plans to improve and enhance the facilities for inclusive community use, a change of classification was not required.

Min ref 15.3: A second site visit for potential tender applicants took place on 17 June 2026 at 10.30am. The Admin Assistant and Cllr Conway were in attendance. Questions raised and their responses have been emailed to all tender applicants. Applications for tenders closed at 12 noon on Friday 26 June 2026. Three tenders have been received and were evaluated against the tender matrix by the Tender Evaluation Panel on 30 June 2026. (Agenda item.)

Min ref 15.4: On 19 June 2026, BPS Property Services conducted the asbestos D&R survey of the pavilion prior to the renovation work. The report has been circulated to the Environment and Estate Committee, and to the staff, and a copy is kept in the pavilion.  

Min ref: 16.2: The Admin Assistant and Caretaker met with a resident on 24/6/2026 to discuss the location for the Little Free Library on Fen Road so the information could be sent to LCC for their consent. The Clerk applied to LCC for consent to install the structure on 10/7/2026. Reference no 4216099.

Min ref 20: Following satisfactory references, the new Parish Caretaker commenced in role on Monday 22 June 2026.

Other Council Business:

Council Business

AGAR:  PKF Littlejohn has acknowledged receipt of – AGAR Form 3, 2026. In 2027 the AGAR process goes digital. The AGAR is being displayed on the noticeboard from Wednesday 17 June 2026 to Tuesday 28 July 2026.

Code of Conduct – Councillors are reminded of the 7 Nolan principles: Selflessness, Integrity Objectivity Accountability Openness Honesty Leadership. Councillors are also reminded that as the parish council is a corporate body, none of its members can act alone, attend meetings alone, or send correspondence. A council and committee can discharge its functions to a committee or sub-committee or an officer (Clerk / RFO) via the actions/ minutes of a properly convened meeting.

Coffee with a Councillor – Three sessions have been run on Friday mornings between 10am and 12noon.  One person has attended to date and received a co-option to Council pack.

Co-option – An applicant who has completed the co-option process has withdrawn their application. Another applicant who has completed the process will be considered for co-option on 14 July 2026 (agenda item). Three further applications have been received. All applicants have met with either Cllr Ditch or Cllr Trolley, and the Clerk. Three other applicants will be observing the meeting on 14 July 2026 and if they wish to continue will be considered for co-option at the meeting on 8 September 2026.

Correspondence (for information only).

1. LALC (by email) fortnightly e-news.
2. Ladies Club (by email on 5/6/2026) – Request to use the community garden on 15 July 2026 between 6.30pm and 9.30pm for their summer party. (Confirmed by the Clerk)
3. Lions JFC (by email on 8/6/2026) Request for the grass cutting schedule for Parkfield playing field. (The grass cutting contractor has been contacted.)
4. Member of public (by email on 8/6/2026) – Grass cutting at Elmtree play area. (Contractor contacted)
5. Member of the Lions JFC (by email on 8/6/2026) – Grass cutting schedule for Parkfield playing fields. (Schedule was requested from the contractor and the grass cutting date was sent to the Lions.)
6. Land Registry (by email on 8/6/2026) – Request for further information and ID regarding an application (sent in 2025) to update the lease agreement details with the Land Registry for the public toilets on Church Street. (Supplementary questions dealt with by the RFO and NKDC.)
7. NKDC (by email on 8/6/2026) – s106 and the pavilion renovation, (On site meeting held on 12//6/2026.)
8. Village Hall (by email on 9/6/2026) Minutes and papers from the Village Hall committee meeting held on 6/6/2027. (Circulated to the Village Hall representative.
9. Member of public (by email on 8/6/2026) – Grass & growth of mouse barley at Elmtree play area). Reported twice to the contractor. Grass cut on 16/6/2026.
10. NKDC (by email on 12/6/2026) – Lease agreement update for Hillside play area.
11. Switch Tuition (by email on 12/6/2026) – Football summer camps for Ruskington. (Forwarded to the Rec Cttee for its consideration).
12. RoSPA (by email on 15/6/2026) – Play area inspections booked for August 2026. (Forwarded to the Rec Cttee for its consideration.)
13. ICCM (by post on 15/6/2026) – Summer newsletter
14. Lincolnshire Wildlife Trust (by email on 15/6/2026) – Free fruit trees for councils. (The Clerk has expressed an interest in five fruit trees for Horseshoe Hollow and an Isaac Newton tree for the community garden, after discussion with the Environment Caretaker).
15. Member of Public (by email on 16/6/2026) - Speeding on Lincoln Road
16. Member of public by email on 16/6/2026 - Speeding on Sleaford Road and request for an Archer Survey.
17. Member of public (by email ON 17/6/2026) – Traffic issues including speeding, idling and parking on double yellow lines and ideas for Council to consider to help overcome these.)
18. Member of public (by email on 16/6/2026) of behalf of Alfred Mawson Taxi Charity for Military Veterans. – Request to hold a charity fun day at Parkfield in the summer of 2027.
19. Members of public (by email on 17/6/2026) – One Expressions of interest in co-option to Council and one completed application form for co-option.
20. Member of public (by email on 23/6/2026) – Speeding on Millview Road resulting in ducks being run over. (Advised of the traffic calming measures that Council is considering and invited to join the Community Speed Watch.)
21. Member of public (by email on 23/6/2026) – Traffic concerns. Copied into an email which was also sent to NKDC and LCC customer services. Link to the survey for Lincoln Road sent plus information on Council’s plans for traffic calming.
22. Member of public (by email on 24/6/2026) – request for bus stops to be improved with shelters and seating., (Advised that Council will be looking at funding for this and asked if there are any particular bus stops that require more urgent upgrades to inform the process. Information supplied and shared with the bus stop working party.)
23. Member of public (by email on 25/6/2026) – Condition of Beck Close play area and the swings constantly squeaking. (Caretaker asked to investigate the swings. Resolved.)
24. Squaddie Box (by email on 25/6/2026) – Support for veterans’ initiative. (Circulated to Council). Agenda item.
25. NKDC (by email on 3/7/2026) – Presentation from the Town and Parish Council Forum held on 30/6/2026 at NKDC.
26. Member of public (by hand on 6/7 July 2026) – Letter for the Chairman of the HR Committee.
1. Clerks and Councils Direct – (by post on 6/7/2026) - Newsletter. Available in the office.
2. Six Shires Rail (by post on 6/7/2026) – Newsletter. Available in the office.
55. Ruskington Methodist Church (by email on 8/7/2026) – Use of the church as a venue for the Community Emergency Plan. Cllr Ditch (as the lead for the community emergency plan to meet with the Church on 5 August 2026 at 2pm.)

Donations to Council – Cllr Sheldon donated biscuits and a plastic storage box to Council for the refreshments for the Coffee with a Councillor sessions.

Duties: Councillors have a duty to attend council and committee meetings and to have read all the information available before the meeting. This enables Council to carry out its business efficiently and effectively.

Estate Management

Public toilets –The annual asbestos survey and annual asbestos managements plan for 2026 have been sent to NKDC and circulated to the Environment and Estate Committee and caretakers. A copy of each document has been left in the toilet storeroom for the attention of any contractors and the cleaner.

• The risk assessment is being updated for submitting to NKDC by 20 July 2026.
• Quotes for work identified in the risk assessments are being obtained.
• Rusty hand rails in the disabled toilets are being replaced by the Buildings’ Caretaker or repainted.

Fire extinguisher inspections - Firestop conducted the annual testing of all the fire extinguishers owned by Council on 18 June 2026. (Office and workshops, pavilion and changing rooms.) Two fire extinguishers were replaced at the top of the stairs in the parish office at a cost of £180.00. The Clerk used her delegated powers to authorise this expenditure.

Parish Office

• Office Units – All office units continue to be let.
• The Buildings’ Caretaker has started preparatory work prior to painting the exterior of the office and has commenced work to refurbish the blue gates and replace any decayed slats.
• The committee room furniture was delivered and installed on 23/6/2026. The cost was £500 under budget, and it has been queried if this could be put towards a TV screen for displaying the agendas and papers at committee meetings. (Agenda item.)
• On 1/7/2026 Anglian Water fitted a new (upgraded) water meter for the office.

Pavilion renovation  

• The 30-year environment management plan is awaited. The Environment Caretaker has offered support with this.
• The tender went live on the Find a Tender (government) website on 7 May 2026.

Dates for the tender process were as follows…

• Tenders were available from 6 May 2026
• On site meeting with tender applicants took place on Tuesday 19 May 2026 at 10.30am. Five potential contracting firms met on site with Cllrs Ditch and Conway and the Clerk.
• Tender return – Friday 26 June at 12 noon.
• Tender assessment – w/c 29 June 2026
• Award of contract w/c/ 14 July 2026. (Agenda item).
• On 17 June 2026: A second site visit for potential tender applicants took place at 10.30am. The Admin Assistant, Cllr Conway and Cllr Ditch were in attendance. Questions raised and their responses were circulated to all tender applicants.
• On 30/6/2026. The Tender Evaluation Panel (Cllrs Ditch, Conway and Cunningham) met to receive and review the tender applications. A second meeting was held on 1 July 2026.
• An asbestos renovation and demolition survey has been conducted by BPS. The bitumen wrap to the electrical cable in the corridor has been presumed to contain asbestos. This is Because it was live at the time of the survey it was not have been possible for the survey to obtain a sample safely. If the wire is to be isolated a sample will need to be obtained to check for asbestos. No other asbestos has been found.

Storage – Storage for Council machinery, equipment and event items has become apparent. The caretakers are reviewing items currently in storage in the pavilion. The Environment Caretaker has measured and costed a wooden shed for locating in the yard. (September agenda item to inform the budget for FY 2026-2027).

Environment:

Allotments - The compost bins were removed by a grab lorry on 1 July 2026 due to their ongoing misuse. No compost was evident, just soil and stones. The Environment Caretaker is making good the site and erecting signs to say no tipping. the site.  Several complaints about unkept and uncultivated plots are being dealt with by the RFO before handing the day-to-day allotment administration to the Admin Assistant.

Community Garden - The Lincoln Army Cadets are volunteering in the Community Garden on Saturday 22 August. The Environment Caretaker will be on site to offer guidance.

• The Ladies Club will be using the Community Garden on the evening of 15 July 2026 between 6.30pm to 9.30 pm for their summer party. They will also be using the facilities at the Winchelsea Centre including the tables and chairs.

Parkfield playing fields – On investigation by the caretakers, excavating the ditch bordering the rear of the properties on Tomlinson Way will not be of benefit and could be counterproductive. Instead the caretakers will remove the self-set trees, vegetation and debris as soon as the weather is cooler.

Flooding /flood investigations and drain cleaning –The update report from the LCC Flood Team Manager, dated 4 June 2026, was published on Council’s website.  

Free trees: The Woodland Trust is offering free fruit trees. The Clerk has registered an interest in five fruit trees and an Isaac Newton tree.

Tubs beside the Beck and village entrances – These have been planted by the Environment Caretaker and are regularly watered. A member of the WI asked if the WI planters outside the library could be included in the watering regime.

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. (The walls of the Beck are the responsibility of LCC). No work has been completed.

Closed church yard – LCC will be carrying out remedial works to the footpath path through the church yard and on Chapel Street.

• The Environment Caretaker has updated the management plan for the closed church yard as it enters its fifth year of naturalisation. The plan will be agreed with the PCC. A meeting takes place with the Church on 15 July 2026 at 9.30am.

Highways – Complaints of speeding on Lincoln Road, Sleaford Road, Rectory Road and Millview Road have been received following the publishing of the Archer survey on social media. The Clerk has been in contact with the Road Safety Partnership requesting Archer surveys for other roads in the village and for the costs of the yellow static speed limit signs. The expenditure was reviewed by the Finance Cttee at its meeting on 7 July 2026 and ten static speed limits signs are to be purchased and erected on the roads into the village.

• The Best Kept Village 1995 signs have been removed by LCC after the Clerk requested this. New “Ruskington” signs have been installed at the main entrances to the village.

Events and event attendance – No Council events have been held since the last meeting.  

• Due to unavailability of councillors, the table at Findley’s Fundariser on 11 July 2026, was withdrawn.
• Cllr Hislop and the Clerk attended the Town and Parish Forum organised by NKDC on 30 June 2026. Information from this has been circulated. The Clerk and RFO attended the LALC Conference on 14 July 2026 at the EPIC centre in Lincoln.

Recreation

Hillside play area – NKDC has approached its legal team regarding a new lease for the play area.

Changing rooms – The Men’s Team who use the changing rooms have finished the hire for the season on 30/5/2026.

• On 25/6/2026 unauthorised items such as items such as fridge/freezers stacked on top of each other and plugged into extension leads and a large propane gas cylinder were found in the changing rooms. The building smelt of gas and the extension leads were hot to touch. The propane gas cylinder was removed to the office yard for safety, the fridge/freezers were unplugged and the code for the changing rooms was changed. An email was sent to all Parkfield users (blind copied) advising them of this and asking them to contact the office to arrange for the items to be removed.

MUGA /4G surface for the MUGA. The funding from the Football Foundation has been formally accepted and NKDC has awarded £17,440 of s106 monies. (This claim money has been received.)

• Fosse Contracts have been formally advised that the work to install a 4G surface can commence. Update on 25/6/2026: Fosse has advised that the start date for the works is 27 July 2026. The RFO has advised the Football Foundation of the start date. RPC has six months from grant acceptance to make the first claim for the funding.
• The MUGA is hired for use on 18 July 2026 by the Sleaford Storm Netball Team who are holding an event at the Village Hall. The MUGA will be tidied and locked for the day.

Lions JFC Football Tournament – The Lions JFC report that the event was a success and they received positive feedback on the parking arrangements.

• The Lions reported that a Sleaford Junior Team were using the pitches on 7 July 2026, believing that as the fields were a community space they were available and free to use. The Clerk has messaged the Sleaford team chairman, via their website, to advise that the pitches are booked for hire.

Staff matters – The Parish Caretaker commenced in post on Monday 22 June 2026 and has undertaken an induction. His working hours will be Monday and Friday 8am to 1pm, with some flexibility to meet the needs of Council.

Training and attendance at events:

• The Environment and Buildings Caretakers successfully completed online “Working at Heights” training.
• The Parish Caretaker has attended Working At Heights, COSHH, and other relevant training and is insured to drive the van.

Meetings held since the last ordinary meeting:

• 23 June 2026 – Events Committee (This was inquorate, so a working party meeting was held instead.)
• 30 June 2026 – Environment & Estate Committee meeting.
• Monday 6 July 2026 – Recreation Committee meeting at 6.30pm at the Parish Office.
• Tuesday 7 July 2026 Finance Cttee meeting at 6.30pm at the Parish Office (quarterly review of finances.)
• Thursday 9 July 2026 – Events Committee meeting (adjourned from 23 June 2026.)

Dates for upcoming meetings:

• Please note there is no ordinary meeting scheduled for August.
• Tuesday 21 July 2026 – Recreation Committee meeting at 6.30pm at the Parish Office.
• Monday 7 September 2026 - HR Committee meeting at 6.30pm at the Parish Office.
• Tuesday 8 September 2026 – Council meeting at 7pm at the Winchelsea Centre.

The Chairman closed the meeting at 9.20pm.