Reports from Working Party Meetings

Report from a meeting of the Pavilion Project Working Party held on Thursday 27 February 2025 at 5pm at the Parish Office.

Present: Cllr Conway (Project Lead), Cllr Ditch, Cllr Cox, Cllr Tomlinson, Cllr Bain, Mrs. Kathryn Locke (Clerk to Council)

Apologies: Cllr Cotter, Cllr Trolley.

Cllr Conway opened the meeting at 5pm and welcomed the members.

1. Election of a Chairman for the meeting

Cllr Conway was appointed as Chairman for the meeting.

2. Apologies

Cllr Cotter and Cllr Trolley were unable to attend and had sent valid apologies.

3. Declarations of interest – All members must declare interests on any matters arising during discussions.

No declarations of interest were declared at this time or at any point during the meeting. The Clerk questioned if Cllr Tomlinson should declare an interest as he was a member of the Lions JFC who, as the main user of the Pavilion, would be directly affected by the renovation of the pavilion. The Working Party did not think a declaration of interest was necessary at this time.

4. Update on the planning application for the pavilion café, including the requirement for a plant species study in the two areas identified as possible overflow car parks.

The Clerk advised that the outcome of the planning application to NKDC was not yet known, as the ecologist required detailed information on the plant species in the areas designated for overflow parking. This was in addition to the Biodiversity Net Gain report. The architect advised that a specialist assessment and report could be obtained for approx. £600.00. The Environment Caretaker and Cllr Cotter, as an ecologist, had agreed to help with this.

Recommendation: Cllr Cotter and the Environment Caretaker to complete the report for the Clerk to then submit to the architect.

5. To consider the feasibility study for the management of the pavilion café and make recommendations for Council to consider at its meeting on 11 March 2025.

Cllr Ditch had presented the feasibility study at the Council meeting on 11 February 2024 and the document had previously been circulated. The Clerk advised that following research into possible funding opportunities, FCC Communities had been approached to ask if the pavilion project with the inclusion of a community café would be eligible. The proposed plans for the café had been submitted along with the request for eligibility feedback. FCC Communities advised that they would not fund a community café as a stand-alone facility but could fund a café if it were situated within an eligible facility such as a village hall or community centre and if the café were available to be hired by the community. They also advised that if a café were to be leased out or operated /managed by a sole trader or trading organization, the project would not be eligible for funding as projects must be operated by non-profit making organisations.

This response, funding options, and the feasibility study were discussed at length. Cllr Tomlinson considered that local organisations who support individuals experiencing behavioural or additional needs may be appropriate agencies for running the café. Cllr Conway considered a phased renovation of the pavilion with possible changes to the interior layout, and the Clerk advised on the funding and financial implications for this. Cllr Cox advised individuals approaching him about volunteering to undertake areas of building work required and obtaining materials for Council at cost prices. The use of volunteers was not considered viable for this project. Other options discussed included leasing the pavilion to an interested party and for them to undertake all the work required, and for the café to be run by the Parish Council, another not-for-profit organisation, or a charity, such as the Open Door café at Bardney.

Recommedation: The Working Party agreed to recommend to the Council that the pavilion project be based on community need, with new public consultation conducted, and a timeline produced showing clear dates for objectives to be met.

6. To consider sources of funding for the pavilion renovation project.

The Clerk had researched FFC Community funding. This had been discussed above, and the Clerk advised that Council would need to contribute 10% of the funding awarded towards the renovation costs. The Sleaford Community Power Fund did not appear to be open to applications and the highest amount of funding awarded was £5,000. The Council held approx. £5,000 of CiL money that had yet to be allocated to a community project. The Section 106 contribution from the Flaxwell Fields development was discussed with the possibility of including an outdoor seating area at the pavilion and linking this with a possible trim trail around the playing fields – if these met with the S106 eligibility criteria and NKDC agreement.

Recommendation: FCC Communities funding to be recommended to the Estate Management & Planning Committee as the most appropriate source of funding for the pavilion project.  Correspondence to be to be sent to local businesses to ask for financial support for the project.

7. To allocate Councillors to undertake any research required.

• Cllr Tomlinson offered to research eligibility criteria for Football Foundation funding.
• Cllr Tomlinson offered to ask a local building contractor to provide a “ballpark” figure for the costs of the renovation work and took away a copy of the proposed pavilion plans. The Clerk advised of the need for the clerk or member of the admin staff to be present for any meetings with contractors.
• Cllr Bain to provide questions for the pavilion consultation for Council to approve.
• Cllr Conway to provide a schedule / timeline of works.
• Cllr Conway to create a letter for the Clerk to issue (after Council approval) to larger local businesses with a request for donations towards the project.

8. Date for the next working party meeting.

Another working party meeting was not considered necessary.

The Chairman closed the meeting at 6.30pm.