2026 Minutes

Billingborough Parish Council  

Minutes of the meeting of Billingborough Parish Council held on 9 June 2026 in the Sports Pavilion at the Recreation ground.

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

In Attendance: H Beaver (Clerk). 

There being no public present, the Chairman opened the meeting at 6.30pm

1. Chairman’s opening remarks.

035. The Chairman welcomed everyone to the meeting and said that she had received much positive feedback about the wild flower area in the recreation ground.

2. Apologies for absence.

036. Cllr Middlebrook had sent apologies, which the Council RESOLVED to accept.

3. Receive any new declarations of interest. 

037. Cllr Woodhead advised the meeting that she had taken on the voluntary, unpaid role of Clerk to the Toller Trust.

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 APCM held on 12 May 2026 

038. It was RESOLVED to agree the minutes as presented.

6. Receive any external reports.

039. District Cllr Turner reported that in terms of Local Government Re-organisation, time lines were tight and so it was unclear if the elections next May will go ahead. If Government plans are carried, the 3 representatives that we have currently, i.e. 2 x District Cllrs and 1 x County Cllr, would go down to 2.

He also reported that the new lease for Grantham Town Football Club was hoping to soon be sorted and all 3 leisure centres in the area were being refurbished. The urgent requirement for repairs to the roadway to the Spring Wells bungalows was raised again and Cllr Turner agreed again to look in to this in time for the next meeting.

7. Receive any Community Groups and Organisation reports.

040. It was reported that as the Toller Trust was to be closed, land owned by the Trust was to be sold, before the proceeds could be distributed according to the constitution. Until then,  funds would be allocated to both churches and schools with a proportion being open for general applications.

041. It was reported that the church planned to hold a musical fundraising event in July, and a garage sale in August.

042. 6Pop In Too, which is held at the Village Hall would be celebrating it’s five year anniversary at the first meet in July, and the Village Hall’s 70th year celebrations were well attended at the end of May. Thanks go to the Committee members and all volunteers who helped to mark this occasion.

8.  Clerk’s report, correspondence and matters arising.

043. The Clerk advised that the total monies in both accounts was £69106.08. All documentation had been submitted to the external auditor, and the Council was compliant in terms of what material it had to display. The Clerk reminded all that SKDC had requested DPI forms and these needed submitting, and she also checked that all were happy with the timeframe agreed about checking assets in time to report back at the July meeting. The Clerk informed the Council that the recent bill from Anglian Water for the pavilion was more than double what it was the same quarter last year. 

9.  Financial Matters:

1. To resolve to approve the accts up to 31 May, as circulated. 

044. It was RESOLVED approve the accounts as circulated.

2. To resolve to approve payment of invoices on Appendix C 

045. It was RESOLVED to approve the payment of invoices as presented on Appendix C attached.

3. To consider expenditure required to facilitate attendance at the LALC Summer Conference, £45 plus VAT per delegate.

046. It was RESOLVED to authorise the required expenditure of £45 + VAT for one delegate to attend. Clerk to make booking.

4. To consider any application to the SKDC Community Grant.

047. Although applications to this funding had previously been made and had been rejected, as both the project parameters and the funding amounts had changed, it was agreed that ideas and quotes should be sought so that applications could be agreed at the July meeting.

5. To consider any application for the grant money available via County Councillor.

048. It was suggested and agreed that as a Councillor had volunteered to paint the play park equipment, a price for the supply of paint to do so should be sought and C Cllr Hill notified of this request. Clerk to action.

6. To consider any request for further orders for paint for the play park and authorise expenditure. Not required, covered above.

10. Administration matters:

1. To review the Recreation Ground Caretaker’s contract.

049. No alterations were requested from either party. Clerk to arrange signing of next year’s contract.

2. To review the Community Cleaner’s contract. 

050. No alterations were requested from either party. Clerk to arrange signing of next year’s contract.

3. To appoint an HR Committee and elect a Chairman. Deferred to next meeting.

4. Current Planning Applications – not required. 

5. To consider the proposal of making it a condition that interested applicants attend a full Council meeting before submitting an application.

051. It was RESOLVED that after receiving either an application or an expression of interest in becoming a Councillor, the applicant/interested party should be asked to attend a meeting as an observer first then their application should be considered early on in the agenda of the next meeting. Clerk to amend policy.

6. To review the Pavilion Fire Risk Assessment – Deferred to next meeting

7. To review the Pavilion Legionella Risk Assessment – Deferred to next meeting.

8. To resolve on which Cllr roles to carry forward, which of those need to be included on the website, how they are to be recorded and managed.

052. It was RESOLVED that the Newsletter Editor’s role needed to be included on the website in order that people knew who to contact with regards to this. All other task and liaison based roles would need to be recoded for internal records and general management, but did not need to be included on the site.

9. To consider the previously circulated contract for football coaching at the recreation ground.

053.It was RESOLVED to approve the contract as circulated. It was also noted that the hirer would need to be advised about the hot water, and that the Cricket Club would need to be advised about keeping the umpire room locked and ensuring equipment was put safely away inside the pavilion. If the hirer signed the agreement the CC would need to be updated accordingly. Clerk to action.

10. To consider the proposal of acting as an Accounting Body for the BFG.

054. Councillors agreed in principle to this proposal, specific details of the monies required and details of each project would be required to establish powers that were to be used and resolutions agreed. Members and the Clerk to work with the BFG to bring the required resolution to the July meeting.

11. To consider the proposal of requesting further yellow lines in areas of the village, following requests received at the Annual Parish Meeting.

055. After discussion it was RESOLVED that a request to have double yellow lines a distance to the left and right of the crossroads as you come out of Birthorpe Rd onto the High St, and also to the right a distance along the High St as you come out of Burton Lane should be submitted, as that junction attracts parking which severely  impedes the view of oncoming traffic when trying to exit the junction.

11. Recreation Ground:

1. Survey and project – update 

056. Cllr Volanakis reported that to date there had been 65 surveys completed, but none from the under 24 age group. Further advertising was required.

2. To consider new signage at the recreation ground to reflect the Clerk’s new email address.

057. As the lack of contact details had been mentioned as a concern on the last annual inspection it was RESOLVED that quotes should be sought to erect a sign on the mesh fencing at the play park entrance to the recreation ground and be brought to the next meeting.

3. To consider the requirement for further action regarding pest control at the pavilion – not required.

12.  Spring Wells:

1. To consider proposals to address the problem of invasive grass in the water at the Spring Wells – deferred to next meeting.

13.   Cemetery- deferred.

14. Emergency Plan/Flooding – update.

058. There was no further update from the Flood Group since the last meeting. The Chairman advised that the Billingborough Community Emergency Group and its’ volunteers were meeting at the pavilion on Tues 16 June at 6.30pm, to familiarise

Itself and volunteers with equipment provided and representatives from neighbouring groups had been invited to share best practice. Any one who was interested in joining was welcome. 

15. Co-option – if required.

            APPENDIX A: Payments from 1 May- 31 May 2026

APPENDIX B: RECEIPTS RECEIVED  1 May– 31  May 2026

APPENDIX C: Transactions for authorisation on 09 June 2026

SIGNED: Cllr Volanakis

SIGNED:Cllr Woodhead 

Next meeting: Tuesday 14 July, at the Pavilion, Recreation Ground.