2025 Minutes

Billingborough Parish Council Meeting

 

Minutes of the meeting of Billingborough Parish Council held on 9 Sept 2025 in the Sports Pavilion at the Recreation ground.

 

Present: Cllrs C Woodhead (Chairman), M Turner (Until 20.26), J Tweddle, A Volanakis.

In attendance: C Cllr Martin Hill(from 18.52 – 19.20) . H Beaver, Clerk.

 

There were 2 Members of the Public present for the public forum at 6.30pm. They had come to the forum to explain further about a proposal, which they had already written to the Council about, to start football coaching in the village with the view to building a team. They explained they were passionate about football in the community, were aware that Billingborough had a football team in the past, and as it already had facilities at the recreation ground and they had links to the local area were very keen to try and bring their vision to fruition. Their hope would be to develop a youth and an adult team with the intention of coaching the teams themselves and once up and running would look to involve volunteers to help. They explained that they had experience as they are involved with the South Lincolnshire Swifts. A member of the Council advised that football was already catered for in the area in Pointon. The attendee replied that they were aware of Pointon Football Club, but no other villages were reflected in the name and anyway, many football clubs co-exist only short distances away from each other. The Chairman thanked them for attending and said the matter would be discussed at the appropriate point on the agenda. 

 

The Chairman closed the public forum and both members of the public left the meeting. The Chairman opened the Council meeting at 18.50.

 

1. Chairmans opening remarks.

074. The Chairman welcomed everyone to the meeting.

2. Apologies for absence.

075. Apologies had been received from Cllrs Williamson and Middlebrook, it was RESOLVED to accept the apologies and reasons given.

3. Receive any new declarations of interest. – none received

4. To consider any requests from Members for a dispensation on any items on the agenda. To agree, or not, by resolution to any dispensations, including voting rights. None received.

5. Approve minutes of the meeting held on 8 July 2025. 

076. It was resolved to accept the draft minutes as circulated as a true record. The Chairman signed the minutes and Cllr Volanakis volunteered to assist with the cleaning and maintenance jobs at the Springwells and recreation ground as mentioned in those minutes.

6. Receive any external reports (County, District, Planning event etc) 

077. C Cllr M Hill updated Members that regarding the change to Unitary Councils, County and District Councils had now submitted preferences and would put forward final proposals in November. He advised that since Angela Raynor, MP for Housing  had resigned, the complete housing team had changed so there was currently a period of uncertainty until the views of the new Minister were known. Following a review of how Government funds are distributed, Lincolnshire could stand to gain unless this changes before final decisions are made. Locally, further works had been done to the footpath between Billingborough and Pointon, more are to be carried out next year.  The A52 towards Donington is closed whilst problems with the surface following the dry summer are fixed. Regarding the Aveland Early Entry licence, as agreement had not yet been reached regarding the maintenance of the fence, C Cllr Hill was asked to put forward again the request that this should remain the responsibility of the County Council. Cllr Hill agreed to do so but asked that the Parish Council reply directly also. Cllr Hill also advised that the paint swap depots were now open at some of the waste sites

078. D Cllr Turner reiterated that SKDC had a preference for a Unitary Council, as did LCC, and he was fearful that if the cohorts were too wide, the majority of income would be at risk of being too centralised. He also reported that works at the new waste disposal site at Turnpike Road were going well and it would soon be fully operational. 

7. Receive any Community Groups and Organisation reports.

079. Cllr Woodhead reported that the repairs to the church clock on the Springwells side of the church were now complete and the clock was back in situ. The clock on the other side of the church was damaged and had been sent for repair which would be funded by the church. There was also going to be a new altar in the Lady Chapel. New chairs had also been acquired. 

080. Cllr Turner reported that the Village Hall had completed a successful refurbishment of the flooring throughout the main hall and was now seeking grant funding to update the stage area.

081. On behalf of the Billingborough Flood Group, Cllr turner reported that a public meeting had been arranged to be held in the village hall to explain the current position of works started and plans going forward. The plan put forward by the Flood Group has been adopted by authorities and works were ongoing. C Cllr Hill stated that LCC were waiting for the results of the external consultants’ report, once known the recommendations and the matter of funding those recommendations would be discussed.

082. Cllr Volanakis had attended the planning meeting at which the proposal to convert outbuildings at the Fortescue Arms to short term holiday lets was discussed. Approval had been given but with conditions, one of which was that the holiday lets could not be operable unless the pub was open and in business.

8. Clerk’s report and matters arising.

083. The Clerk reported that the total amount in both bank accounts at 31/08/2025 was £55072.91. The external audit had been concluded successfully with no queries. Cllrs were reminded about the new requirements for a Council owned domaine for emails and the need for an IT Policy. The plaque in commemoration of the late QE II was now in situ. The plumbing repairs at the pavilion were now complete but this had left a couple of areas that needed redecoration. The weekly and monthly playground inspection sheets were now being kept in the maintenance folder in the pavilion. The Council had been advised that the land rents were currently not in need of review. The insurance contract had been renewed on a three year term. The Clerk also advised that the relatively new Martin’s Law, that required events at public places to be assessed for the risk of terrorism, whilst not applicable to the pavilion as the holding number was under 200, this would apply should that number be exceeded at any event held by the Parish Council. The legionella tests were being carried out regularly and currently there were no concerns other than the amount of extra water being used, which could not be helped. An A3 sized poster had been received from LCC, about what to do in a flood. It was suggested and agreed that permission should be sought to have this displayed in the village hall.

9. Financial Matters:

a) To resolve to approve the accts up to 31 August, as circulated. 

084. It was RESOLVED to accept the accounts as circulated.

b) To resolve to approve payment of invoices on Appendix C.

085. It was RESOLVED to authorise the payments as listed on schedule C.

c) To discuss results of the external audit.

086. It was RESOLVED to accept the conclusions of the external audit.

d) To discuss the proposal of engaging LALC to carry out the next 2 year’s internal Audit at a cost of £300 per year.

087. It was RESOLVED to engage LALC as internal auditors for the next 2 years at a cost of £300 per year and to accept the Terms of Engagement.

e) To ratify the decision to renew the 3yr agreement with Clear Councils at a cost of £1225.07 for this financial year. 

088. It was RESOLVED to ratify the payment of £1225.07 to Clear Councils in payment of the first year’s insurance cover with a total term of three years.

f) To discuss the proposal of adopting cyber insurance at a cost of £410.25.

089. It was RESOLVED not to pursue this any further at this time.

g) To consider the quote received for securing electricity prices for a new term for the supply at the pavilion.

090. It was RESOLVED to renew on a Smart Fix 2 year fixed contract with zero standing charge and a day rate of 30.49p and a night rate of  23.78p.

h) To ratify emergency works carried out to the plumbing at the pavilion at a cost of £1157.92.

091. It was RESOLVED to ratify the payment of £1157.92 to Heritage Property Services for the emergency plumbing works carried out in the pavilion in July 2025.

i) To ratify the emergency works to remove the existing path to the pavilion, due to health and safety concerns and to re-route this path at a cost of £2900.00. 

092. It was RESOLVED to ratify the payment of £2900 to J L Light Construction for emergency works to remove the old footpath at the recreation ground that was posing a health and safety risk and to lay a new re-routed path that would also ensure that access to the pavilion was DDA compliant.

j) To set a budget for the purchase of grass seed to infill the pathway that has been removed and to organise volunteers to sow the seed and be responsible for the aftercare.

093.It was RESOLVED to set a budget of £30 for the purchase of grass seed to infill where the path had been removed. Cllr Woodhead volunteered to carry out all works and maintenance for this.

k) To discuss and set a budget, considering quotes provided, to complete the installation of accessible access to the pavilion from the car park.

094. After discussion, it was decided that Cllr Volanakis would meet with both contractors to coordinate this project and to feedback to Council at the next meeting.

l) To consider any quotes received for railings at the cemetery – deferred.

m) To Resolve on the value of the donation to the RBL.

095. It was RESOLVED to make a donation of £50 to the RBL as budgeted.

n) To consider quote from M-Fire for the annual emergency lighting and fire extinguisher checks for £237.97

096. It was RESOLVED to accept the quote from M-Fire Ltd to carry out the annual inspections as described for the sum of £237.97 

o) To consider quotes received for changing to a Gov.uk email address to comply with assertion 10 of the SFAAA

097. D Cllr Turner offered to ask who the provider was for SKDC. It was RESOLVED to use a GOV.UK address when changed.

p) To set any budget requirement for autumn/winter planting.

098. It was RESOLVED to set a budget of £60 for both the Pointon Rd and Horbling Rd planters.

10. . Administration matters:

a) To agree a new representative for the BAGS Committee/Police/Village Hall – deferred.

b) To discuss a change of editor for the newsletter – deferred to January meeting.

c) To review the members of the HR Committee, elect a Chairman and discuss the schedule for the Clerk’s appraisal and appraisal training – deferred.

d) To agree the meeting dates, including the date, venue and format of the Parish Meeting for 2026.

099. It was RESOLVED to carry on meeting on the second Tuesday of every month apart from April, August and December, as per the dates circulated.

e) To resolve to adopt the IT policy as circulated, or agree amendments or alternative – deferred to next meeting.

f) To discuss the absence of the Aveland Early Entry Licence.

100. As discussed with C Cllr Hill, the Clerk is to write to LCC advising that the Parish council will not take on the responsibility for repairs to the fencing.

g) Current Planning Applications – not required.

11. Recreation Ground:

a) Tennis Court project – deferred.

b) To discuss if the kick boards at the tennis courts should be replaced and if agreed to determine a budget for the works.

101. After discussion it was felt that as the Council was considering works in that area, this matter would be dealt with either in the course of doing the works or if the project in question does not go ahead then the matter could be considered at a later date.

c) To discuss the offer of funding for specific items of play equipment or funding towards a larger project.

102. It was RESOLVED not to go ahead with this offer.

d) To discuss the proposal received regarding the introduction of football at the recreation ground.

103. A challenging discussion took place during which Cllr Turner left the meeting at 20.26.  After Cllr Turner’s departure the discussion continued and  it was RESOLVED to ask the attendees for a written proposal to put before the next meeting.

e) Following on from the plumbing repairs, to address the need for re-decoration of the affected area.

104. As the Cricket Club has some responsibility for the internal decoration, it was RESOLVED to ask if they could help with this.

f) To discuss any quotes received or grant funding sourced for replacement doors and/or tables and chairs for the pavilion – deferred.

12. Spring Wells – To discuss and resolve on the outcome of any adjustments required to the sluice gate 

105. It was RESOLVED that Cllrs Volanakis and Tweddle would meet directly with the resident involved. Clerk to write to the resident and advise.

13. Emergency Plan/Flooding –

a) To evaluate the flood prevention event that took place on July 28.

106. Overall, it was felt that this was a success, although there was a view that the  number of  attendees from the village could have been greater.

b) To discuss the Section 19 report received from LCC and also the outcomes of the multiagency meeting held on 7/7/25

107. The Parish Council supports the actions discussed at the multiagency meeting. Regarding the Section 19 report, it was felt that once the report from the external consultants had been received, this would better enable all involved to plan a response.

c) To RESOLVE on a location and form of storage for sandbags – deferred.

d) To receive an update on the Emergency Plan recruitment and set up, and to update on any flood mitigation action required.

108. It was reported that some volunteers had been recruited and Cllrs Woodhead and Volanakis agreed to arrange a meeting. 

e) Co-option – not required. 

 

 

 

 

           APPENDIX A: Payments from 1 July- 31 Aug 2025

DATE	PAYEE	AMOUNT
10/07/25	GLENDALE	297.46
10/07/25	HMRC	238.64
16/07/25	HERITAGE PROPERTY SERVICES	600.00
18/07/25	SMARTEST ENERGY	27.00
21/07/25	SKDC	58.00
29/07/25	EE LTD	10.80
29/07/25	LALC	108.00
29/07/25	CEM CARETAKER	200.00
29/07/25	CLERK	949.52
29/07/25	CLERK	25.00
29/07/25	SPRING WELLS CARETAKER	200.00
29/07/25	INDIGO 19 LTD	414.00
29/07/25	COMMUNITY CLEANER	433.38
29/07/25	SCREWFIX	557.92
31/07/25	UNITY BANK	6.00
08/08/25	J L CONSTRUCTION	2,900.00
08/08/25	PKF LITTLEJOHN	252.00
18/08/25	SMARTEST ENERGY	27.00
19/08/25	GLENDALE LTD	380.52
19/08/25	CLEAR COUNCILS	1225.07
21/08/25	SKDC	58.00
21/08/25	WICKSTEED LEISURE LTD	-190.09
29/08/25	MICROSOFT	19.99
29/08/25	EE LTD	11.59
29/08/25	H BEAVER	25.00
29/08/25	H BEAVER	1098.53
29/08/25	YOUR LOCAL LINCS	30.00
29/08/25	KE DAVEY -BROWN	80.00
29/08/25	REC CARETAKER	1187.50
31/08/25	UNITY BANK	6.00

 

APPENDIX B: RECEIPTS RECEIVED  1 July – 31 Aug 2025

DATE	FROM	AMOUNT
4/8/2025	M PARKER AND SONS	375.00
12/08/25	G H LINNELL LTD	105.00

 

APPENDIX C: Transactions for authorisation on 9 SEPT 2025

 

PAYEE	DESCRIPTION	AMOUNT
GLENDALE	GRASS AND HEDGE CUTTING	227.02
COMM CLEANER CEM	AUG/SEPT INVOICE	433.38
CEM CARETAKER	AUG/SEPT INVOICE	200.00
S’WELLS CARETAKER	AUG/SEPT INVOICE	200.00
REC CARETAKER	AUG/SEPT INVOICE	593.75
CLERK	SEPT SALARY	1050.00
CLERK	SEPT OFFICE ALLOWANCE	25.00
INDIGO 19 LTD	CEMETERY GRASS	414.00
LALC	CLERK TRAINING	35.00
BLOSSOM BOOKKEEPING	3 YRLY PENSION ADMIN	36.00
COMPLETE WEED CONTROL	2ND WEED TREATMENT	516.00
CLLR WOODHEAD	PRINTER INK + VARIOUS	69.03

 

SIGNED:  Cllr J Tweddle

 

SIGNED: Cllr A Volanakis

 

 

 

 

There being no other business the Chairman closed the meeting at 20.52.