Reports from Working Party Meetings

Report from a Recreation and Environment Working Party meeting held on Tuesday 4 February 2025 at 6.30pm at the Parish Office. 

Present: Cllr Cox (Chairman of the Committee), Cllr Cotter, Andrew Doughty (Environment Caretaker) 

Also present: Cllr Ditch (Chairman of Council), Cllr Bain (as a member of the public), Kathryn Locke (Clerk to Council). 

1. Welcome 

Cllr Cox welcomed everyone and explained that due to the planned Committee meeting not being quorate, this would be a working party meeting. The agenda for the proposed Committee meeting would be referred to throughout the meeting to enable recommendations to be made to Council where applicable.  

2. Review of the notes of the last committee meeting held on 21 October 2024. 

Recommendation: It was agreed that the notes of the last meeting were correct and could be recommended to the Committee for signing as accurate Minutes.  

3. Update on the budget and expenditure for recreation matters and environmental matters. 

The RFO had circulated the information prior to the meeting. The Committee was working within its budget. The electric bill overspend for the public toilets was queried. [Post meeting note – an overpayment has been refunded but the tariff remains high. Agenda item for the Council meeting on 11/2/2025]. 

Recommendation: The RFO to provide information on expected expenditure for the Committee.  

4. To review the Terms of Reference (ToR) for the Recreation & Environment Committee for recommending to Council.  

The ToR was reviewed and agreed amendments were made.  

Recommendation: The revised ToR to be recommended to Council for its consideration. 

5. To receive the Clerk’s Report (for information only). 

This had been circulated prior to the meeting and the Clerk answered questions. Ideas for the Section 106 contribution from the Flaxwell Fields were discussed, which included the potential costs of laying an accessible path as part of a trim trail around Parkfield playing fields.  

6. To receive an update on flooding, suggestions for flood mitigation measures, and the status of the Emergency Plan.  

Information from LCC had been shared prior to the meeting and this was discussed. The Parish Council could not undertake any work concerning the Beck or its banks without permission from the Environment Agency. LCC would publicly release the final Section 19 flood investigation report from Storm Babet (October 2023) once all personal information had been redacted. Cllr Bain advised of a well in his garden that might be useful for Council to measure the depth of ground water. Cllr Bain and the Environment Caretaker would discuss this. 

Recommendation:  LCC Flood Team to be asked to consult directly with Council regarding any flood prevention measure for Ruskington.  

   7. Correspondence from a Leasingham residence regarding the flood meadow off Manor Street (Horseshoe Hollow).  

The letter had been circulated prior to the meeting. Its content reflected a suggestion already raised by the Committee. The Environment Agency (EA) was responsible for the Beck and its banks and therefore the Parish Council could not undertake any work that might affect the water course without prior approval of the EA. The Clerk would respond to the correspondence.  

8. Update on the planning application for the pavilion (planning application reference 24/1453/FUL) 

This was still awaited. 

9.  Guidance paper for the refurbishment of Parkfield pavilion feasibility study - Cllr Ditch (Chairman of Council and member of the Estate Management & Planning Committee) 

Cllr Ditch had compiled a comprehensive document regarding the feasibility of the proposed café, listed options for its management, including the pros and cons of each, made recommendations, advised on the catering operating requirements, and listed questions for the Committee and Council to consider. 

Cllr Ditch, the RFO and Clerk had visited a community café in Bardney on 3/2/2025. The Clerk gave a resume of the visit and how the café was set up and managed.  

Recommendations: To await the outcome of the planning permission. For Council to agree a cross committee working party to consider the options. 

10. Quotes for updating the water tank in the changing rooms and supplying hot water to the showers. (The tank does not comply with current regulations and the hot water only trickles from the showers/ taps possibly due to limescale build up.) 

Quotes were awaited. The system required a new tank and an unvented system. 

11. Improving the ground at Parkfield playing field and agree the best way to improve the ground for recommending to Council. 

   11.1. Renovation / ground improvement 

   11.2. Grass cutting 

   11.3.  Machinery bundles  

The quotes had been circulated prior to the meeting. All contractors had received the same information – the measurements of the playing fields and the report from Pitch Power. Three contractors had made site visits.  

No recommendations for Council could be made at this time. 

   11.4.  To consider the requirement for Council staff to undertake the grass cutting and ground improvement, following training, if an external contractor is not to be contracted, for recommending to the HR Committee and Council.  

No recommendations could be made at this time.  

   11.5. To consider applying for funding to improve the playing fields and agree the funder for recommending to Council.  

No recommendation could be made at this time. 

12. To receive the Environment Caretaker’s Report (for information only). 

This had been circulated prior to the meeting. The Environment Caretaker answered questions. 

13. Cemetery: Request to pre-purchase an ashes plot next to the plot of their late daughter.  

Recommendation: To recommend to the Council that the request be approved.  

   13.1. Use of biodegradable ashes caskets.  

Recommendation: To recommend to Council that biodegradable ashes caskets could be interred in the cemetery.  

14. Ways to encourage the allotment holders to use the compost bins correctly.  

Recommendation: To recommend to Council that letters be issued to all allotment holders regarding the correct use of the compost bins and advising that if they were not used correctly, the compost bins would be removed. Information on composting was to be shared on the allotment Facebook page.  

15. To identify suitable locations for planting daffodil bulbs donated by a resident and who will agree who will plant the bulbs (for example, Council caretakers, community bulb planting session, donate to village groups and clubs.) 

Recommendations: To plant the bulbs at the entrances to the village, around the new entrance village signs, in the Community Garden, Garden of Remembrance and other locations owned by the Parish Council. A proposed day for planting the bulbs was Tuesday 11 February 2025. 

16. To consider donating the “Billy Goat” leaf blower to the Lions JFC as this is no longer required by Council and has previously been advertised for sale, with no interest.  

Recommendation: To write to the Lions JFC and ask if they would like to donate to the leaf blower. Cllr Cox agreed to find the contact details of the best person at the Lions to write to. 

17. Anti-dog fouling posters.  

Posters, designed by village children had been erected by the Caretakers at various locations around the village in areas where dog fouling was known to be an issue. It was noted that the signs were being vandalized and removed.  

18. Planting a large Christmas tree outside the Garden of Remembrance as a permanent structure. 

The Environment Caretaker advised that planting a forest tree on a grass verge was not ideal and that it was the luminosity of the tree lights that was the issue, not the tree.  The tree was in an area lit by a streetlight, lighting from a petrol station, and by festive lighting at a neighbouring property. 

Recommendation: To locate a Christmas tree in the Garden of Remembrance to the centre right of the central path. The tree would not be planted.  

   18.1. To consider the location for a Memorial Christmas tree and agree regulations that may be required.  

Recommendation: A memorial Christmas tree to be located in the Garden of Remembrance on which residents could hang ribbons in memory of their loved ones.  

19. Land to the north of Northfield Road, Ruskington.  

The Clerk had contacted the owner of the land. The land was not for sale.  

The meeting closed at 8.45pm.  

Clerk’s Report for the Recreation & Environment Committee 

Meeting date: 4 February 2025 (Working Party meeting as the Committee was not quorate). 

Author: Kathryn Locke – Clerk to Council 

Purpose of report: To provide an update report from the Clerk on recreation and environment business conducted since the last meeting held on 21 October 2024. 

Min ref 7: Approved applications forms, lease agreements, and terms and conditions for use of Parkfield facilities are ready for ending out to sports teams for the 2025-2026 season. 

Min ref 8.2: Quotes for grass cutting, machinery, and soil improvements at Parkfield playing fields have been obtained (Agenda item.) 

Min ref 8.4: Following ground assessment and a feasibility study by the Environment caretaker, the Council resolved not to create e a scrape at Parkfield. Ground conditions were unsuitable, and a modern drain was discovered.  

Min ref 8.5: Glendale has been advised to cut (remove) the wild strip on the Tomlinson/ Park Lead boundary at the playing fields. 

Min ref 8.6: Council has agreed the expenditure for the FY 2025-2026 budget for the Environment Caretaker to dig out the ditch along the boundary of the playing fields and Tomlinson Way.  

Min ref 9: Cllr Ditch and the Environment Caretaker have been updating the Emergency Plan. This will be sent to the Lincolnshire Resilience Forum for review once complete.  

Min ref 10.3: Hedging plants (obtained at no cost) are being delivered on 10 February 2025 for the Environment Caretaker to plant.  

Min ref 12: The Environment Caretaker has commenced work to remove the laurel bushes in the cemetery. 

Min ref 13: The approved fees and lease agreement from 1 October 2025 have been sent to allotment holders. (This information has to be received one year in advance of any changes.) 

Min ref 14: Council has resolved that the budget for re-laying and improving the path in the Garden of Remembrance has been re-allocated to the FY 2025-2026 budget. 

Min ref 16: Planning permission for the pavilion and extended car park is “live” and being considered by NKDC planning. 

Min ref 18: The creation of a trim trail, cycle, and running path around the perimeter of the playing fields to be explored further with NKDC, once land ownership near the playing fields has been confirmed, in view of the Section 106 contribution.  

Min ref 21: Council resolved on 10 December 2024 that the amenity grass cutting contract with Glendale be extended for a further three years, with the grass cutting at Parkfield extended for one year, from 1 April 2025.    

                                                  Other Environment Business: 

Allotments – The compost bins are being misused and used as a dumping ground for all manner of items. 

• All allotments have been allocated and are in use. (Agenda item.) 

Amenity grass and hedge cutting – Glendale has been advised that their contract has been extended for a further 3 years (1/4/2025- 31/3/2028) except for Parkfield playing fields which has been extended for one year (1/4/2025-31/3/2026). Glendale hs been asked to submit a quote for the ground improvement at Parkfield.  

Bins – The broken dog waste bin on Fen Road has been removed and replaced with an unused green (combined waste) bin from Hillside play area.  

Cemetery – A new area for the interment of ashes area needs to be created. The former central path provides an ideal location and has previous been agreed for use for interments to extend the viability of the cemetery. (Agenda item).  

• Removal of Christmas wreaths and festive items from the cemetery commenced on 31 January 2025.  

Changing rooms – A plumber inspected the showers on 17/1/2025 in the presence of the RFO. The water is being heated but it takes several minutes to run warm water through the showers and taps. On the warm water settings the water just trickles due to lack of pressure and possible build-up of limescale within the tank and pipes.  The plumber will provide recommendations and quotes.  (Agenda item.) 

• Sleaford Athletic have been asked to ensure that the changing rooms are kept tidy and free from equipment and personal items. They have been reminded to use the external storeroom at the pavilion.  

Lychgate Funding – The outcome of the funding bid is awaited.  

Free fruit trees – NKDC is providing Council with five fruit trees, at no cost, following an application by the RFO. NKDC’s idea is for communities to create mini orchards. Council has previously agreed that two fruit trees are to be planted at Elmtree playing field to replace the two silver birch trees that had to be felled due to casting shade on a property. 

MUGA – The agreement for line painting at both MUGAs was signed and returned to the contractor on 16/1/2025.   The painting will take place in mid-to late May 2025 following cleaning and moss treatment. This will be the final clean and moss treatment of the Parkfield MUGA as agreed with the contractor.  

Parkfield playing fields – Quotes for grass cutting, turf management, and machinery bundles have been obtained. A representative from a local machinery firm met with the Clerk and Environment Caretaker on site on 20 January 2025 at 10am to discuss the requirements for a turf management machinery bundle. They advised that the Football Foundation may advise a specific type of machinery be used and suggest that it may be more cost-effective to purchase a tractor and mower and hire the lesser used equipment. (Agenda item.)  

Parkfield fence – NKDC made a site visit on 17/1/2025 to Parkfield car park and met with the Environment Caretaker and RFO discuss the chain link fence around a residential property. Both the chain link fence and the property are owned by NKDC. The self-set trees growing along the fence had previously been cut back by the Caretaker. The Environment Caretaker cut back the trees on . On 29/1/2025 NKDC advised that they were removing the metal fence. Once this is completed, they will let Council know so a stump grinder can be arranged. NKDC are replacing the metal fence with a wooden fence.  

Pavilion–  

• At the request of the architect, the depth of the insulation in the pavilion roof was measured (10-15cm deep in areas where it was present). The architect suggests laying a further 250mm on top of this, to bring the ceiling up to current new build regulations.  

• Planning application (Planning application reference no: 24/1453/FUL).  

• A plumber has suggested a ground source heat pump and under floor heating as the best way to heat the proposed large open space.  

• The Buildings’ Caretaker has replaced the dripping tap in the ladies’ toilets.  

• The Lions JFC have been asked to ensure there is room in the pavilion store room for the men’s football team to store equipment and their white line marker. 

Section 106 - Public Open Space Contribution for the Council to claim - The RFO has obtained the title deeds for a field north of Northfield Road, as identified at the ordinary meeting on 14/1/2025, from the Land Registry to ascertain the land owners. The Clerk wrote to the land owners on 22/1/2025 to ask for their initial thoughts on the possibility of selling the field or part of the field to the Parish Council as a public open space / playing field. On 29/1/2025 the land owners advised that the land was not for sale.  

Dates of next scheduled committee meeting - Tuesday 6 May 2025 

Appendix B 

Caretaker for Environment and Grounds – Report 

• Christmas work dominates the weeks leading up to, and after Christmas. Tree work has now begun, albeit slowly. A second lot of agreed works with NKDC has begun at a property on Parkfield which has been in dispute between the resident and NKDC. I have cut back the vegetation again. It is up to NKDC to now remove the fencing and the trunks which have grown through the chain link fencing. Once completed we will contract stump grinders to remove the roots. Then back to NKDC to erect the new fencing.  

• By the time of this meeting, I should have completed tree work on tree ODH0 in the corner of Parkfield – South field. Crown lift and clearing two branches which overhang neighbouring properties, and also the felling of the two Silver Birch in Elmtree park. There is also some tree work to be completed in the cemetery and the garden of remembrance as per the tree inspection. Next will be Horseshoe Hollow, removing old guards and stakes, some cutting back from paths and creating a monolith from a dead Sorbus.  

• 550 hedge plants should arrive on the 10th of February, these will form the new hedgerow on the western boundary of Horseshoe Hollow. Joseph, who is doing his D of E award, has volunteered to help plant these.  

• It is unlikely that I will start on the plan for removing laurels from the cemetery before nesting season begins so this will be moved to 2025/2026 winter season. 

• January 6th saw another flood event and the response to which has already been discussed, the secondary flood is that of misinformation – which I have commented on in my email containing my flood report. Owen suggested I might give a presentation to council to dispel the myths surrounding the Beck and flooding, which I have prepared.  

• I am currently adapting the emergency plan, which has been put together by Owen and myself, to fit the new template issued by LRF.  

• Community garden – Kirsty and I are currently working out the finances, there is no further developments as of yet.