2026 Minutes

Minutes of the meeting of Billingborough Parish Council held on 14 July 2026 in the Sports Pavilion at the Recreation ground.

Present: Cllrs C Woodhead (Chairman), H Middlebrook, J Tweddle, A Volanakis
In Attendance: H Beaver (Clerk). C Cllr M Hill 18.30-19.04, 2 members of the public 18.30-19.04

The Chairman opened the public forum at 6.30pm but as the public present had come to
make representation on behalf of B.A.G.S. concerning an agenda item, the Chairman
decided to open the meeting and move the relevant agenda item 11d forward to facilitate a
discussion with the best use of time.
1. Chairman’s opening remarks
058.The Chairman welcomed everyone to the meeting
2. Apologies for absence.
059. It was RESOLVED to accept the reason for Cllr Turner’s absence.
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.
5. 060. Cllr Tweddle declared an interest in item 10d, it was RESOLVED that Cllr Tweddle
could take part in any discussion at that agenda point but should note vote in any
proposal.
6. Approve minutes of the meeting held on 9 June 2026.
061. It was RESOLVED to accept the minutes as circulated as a true record.
7. Receive any external reports (County, District, etc)
062. C Cllr M Hill reported that it had been decided that all waste collection sites
across Lincolnshire were to start a booking service as demand at peak times was
causing congestion. The new service is to start in the Autumn and bookings will be
made online or by telephone. A judicial review is to take place concerning a planned
solar farm that will cover thousands of acres of farmland between Sleaford and
Heckington. The decision from government regarding the proposals for preferred
new areas required for Local Government Reorganisation was expected over the next
few days. Regarding local issues, C Cllr Hill said that the Archer’s report would now be
requested for Pointon Rd and the issue with the street light on Pointon Rd would be
investigated. Cllr Hill agreed to process the request for grant funding money to
purchase the paint for the play equipment at the recreation ground, from his Cllr
allocated fund. He advised Billingborough Flood Group had also put in a £7k bid for
grant funding from another grant that Cllr Hill could allocate, to purchase pumps,
which had also been agreed. He advised that the survey being undertaken by
consultants to LCC, was nearing completion and would be released in Autumn.
8. Receive any Community Groups and Organisation reports.
063. Cllr Volanakis advised that more old but reusable chairs were available form the
village hall if the Parish Council wanted to make use of them for the pavilion.
064. Cllr Middlebrook on behalf of the Flood Group had no further update to what
had been reported by the groups Chairman recently. Other than the group’s bank
account was now live, and funding of £5k was being secured from the Bicker Fund to
purchase equipment and a storage container. The Chairman asked if the Emergency
Planning team could store expected road signs in the same container and this was
agreed to.
065. Cllr Woodhead reported on behalf of the Toller Trust that it was hopeful that a
buyer had been found for the land that needed to be sold before the Trust could be
wound up.
066. The Chairman directed the meeting to agenda item 11d, after a discussion
between Councillors and the members of the public present, it was generally thought
that the Agreement should be altered to reflect that nobody should have a double
plot. It also became apparent that clarification was required about the waiting list
and that it should be kept in a more transparent way. It was noted that the entrance
gate had been found to have been left unlocked. This was a recurring problem and it
was requested that tenants be made aware of the potential risks. The project
between BAGS and the village hall had not yet started and was still in the very early
discussion stage. It was RESOLVED that the agreement be altered to reflect that no
double plots should be allocated and that the waiting list should be live and the
advertising and allocation procedure should be clarified.
9. Clerk’s report, correspondence and matters arising.
067. The Clerk reported that there was a total of £68,067.50 in total in both accounts.
That there had been no feedback yet from the external auditors. As it was not yet
known if the football coaching was a definite booking, and the Council had agreed to
purchase a hoover, kettle and cleaning materials for their use, if it does go ahead
then the Clerk would need to purchase the items under emergency measures. A
discussion followed regarding the untidiness and cleanliness of the pavilion. The Clerk
was asked to email the Cricket Club regarding how the pavilion is left and it was
suggested that the provision of a caretaker should be discussed as an agenda item at
the September meeting.
10. Financial Matters:
a) To resolve to approve the accts up to 30 June, as circulated.
068. It was RESOLVED to approve the accounts as circulated.
b) To resolve to approve payment of invoices on Appendix C
069. It was RESOLVED to approve all payments as listed.
c) To receive a report from Cllr Turner after carrying out checks on the bank
statements and invoices for April, May and June on 7/7/26 - Not received.
d) To consider any changes to the current insurance requirements and RESOLVE to
accept the quote circulated as part of the 3year agreement.
070. After discussion it was decided that the Clerk should enquire about adding
hirer’s insurance.
e) To consider quotes received for grant applications for Spring Wells gate/tarmac
repair to Spring Wells area/pavilion Doors/sign for play park.

071. After discussion, Cllr Volanakis offered to look at quotes for the gate at the
Springwells and re-tarmacing the roadway at the Springwells and also the pavilion
doors. It was decided that the sign for the play park was no longer required.
f) To consider quotes received for paint for play park.
072. It was RESOLVED to go ahead with an order from Wicksteed, but to wait to
see the exact amount of grant funding monies received before ordering, to
ensure quantities were correct. The order would not exceed £500.00
g) To consider any remedial works required following asset inspections, set
budgets where required and allocate tasks – deferred to Sept meeting.
h) To receive a report from Cllr Volanakis regarding additional systems available
via scribe, with costings and to discuss the merits of investigating further.
073. Cllr Volanakis reported that Scribe, who run the Council’s accounting system,
also run a booking system that could be used for the pavilion and sport facilities in
the future, a cemetery management system that would formalise the Council’s
procedures and records and safeguard future errors that have been experienced
in the past along with ensuring documents aren’t lost, thus making the
management of the cemetery less labour intensive and more professional. There
was also a very good allotment management system that the BAGS committee
had previously shown an interest in. This would ensure transparency, correct
procedure and simplify tasks for the committee who are after all volunteers. It
was suggested that this be deferred to the Sept meeting.
11. Administration matters: a) To review the Spring wells caretaker contract.
074. It was RESOLVED that no changes were required from either party.
b) To elect a HR Committee and appoint a Chairman – deferred to Sept meeting.
c) To Confirm the circulated new Councillor roles.
075. It was RESOLVED that all roles were correct as circulated except for taking
Cllr Middlebrook off the Annual risk assessments at the pavilion, and that data
from the speed camera should be considered at the March and Sept meetings.
d) To discuss the query received from B.A.G.S. committee regarding the allocation
of plots to non-residents, and also the proposal of a joint venture with the
village hall to grow produce for the community. – see minute 066 above.
e) To review the Annual Fire Risk assessment for the pavilion – deferred to Sept
f) To review the Annual Legionella Risk assessment at the pavilion – deferred to
Sept.
g) To agree a start date for use of the pavilion for football coaching and review any
alterations to the suggested contract.
076. It was RESOLVED to agree the amendments as circulated. Clerk to send to
applicant and arrange signing. The coaching to commence once all required
certificates have been evidenced and contract signed.
h) Request for yellow lines. 
077. The Chairman reported that Cllr Hill had confirmed that he had submitted the application.
i) Current Planning Applications – not required.
12. Recreation Ground:
a) Tennis Court project – survey and any additional update.
078. Cllr Volanakis reported that to date there had been 90 replies to the survey,
which was not enough, and he planned to engage with local groups to encourage
participation. He plans to put together survey results and form a funding plan to
bring to September’s meeting. Nine people had shown an interest in being in a
group to help develop the plan and it was agreed that a working party could be
formed.
b) To discuss any follow up required after the net was broken and to assess if any
external maintenance is required in the recreation ground generally, or the
pavilion over the autumn including any outstanding maintenance required
following on from the asset inspections i.e. shutters, gutters and facias and
painting to the woodwork.
079.As it had been established by viewing CCTV that it was Primary school
children who had sat on and broken the net, Cllr Middlebrook volunteered to
liaise with the school to help educate how the court should be properly used and
the consequences of abusing the rules.
13. Spring Wells – To discuss any further action required regarding the grass growing in
the pond.
080. Cllr Woodhead reported that although a date had not yet been set, the Fire
service had promised that they would reschedule a date to clear the weed.
14. Cemetery – to discuss any action required after the recent topple test and to
receive any update regarding the cemetery gates.
081. Cllr Tweddle reported that the second topple test had a better outcome than the
previous, and that there were no headstones that were in danger of falling, although
some base stones were loose and needed attention. Clerk to contact relatives where
possible.
15. Emergency Plan/Flooding – not required.
16. Co-option – not required.
17. Closed Session – to discuss vacancy and set timetable for recruitment and hrly rate.
082. As no public were present the Council did not deem it necessary to go into
closed session. All Councillors were aware of the Clerks notice of resignation. It was
RESOLVED that the position should remain as it is as one role of 12hrs with
renumeration set at an hourly rate as per SCP 18, with a 6 month probationary
period. The Clerk, Chairman, and Vice Chairman to collaborate on the detail of the
advert and the contract. Clerk to action .

There being no other business the Chairman closed the meeting at 20.21

APPENDIX A: Payments from 1 June- 30 June 2026
DATE PAYEE AMOUNT
16/06/26 Smartest Energy 50.00
18/06/26 Glendale 310.20
18/06/26 H Beaver 26.82
22/06/26 SKDC 60.17
23/06/26 Anglian Water 189.40
23/06/26 Anglian Water 27.40
29/06/2026 H Beaver 980.20
29/06/26 EE Ltd 12.60
29/06/26 K E Davey-Brown 89.00
30/06/26 Your Local Lincs 36.00
30/06/26 Unity Bank 7.00

APPENDIX B: RECEIPTS RECEIVED 1 June– 30 June 2026
DATE FROM AMOUNT
02/06/26 ERoB Purchase 445.00
APPENDIX C: Transactions for authorisation on 14 July 2026
PAYEE DESCRIPTION AMOUNT

CLERK JULY & AUG SALARY 2 X 980.20
CLERK OFFICE ALLOWANCE JUNE AND JULY 2 X 25.00
COMM CLEANER JUNE/JULY INV 450.71
CEMETERY C’TAKER JUNE/JULY INV 208.00
SPRING WELLS C’TAKER JUNE/JULY INV 208.00
REC C’TAKER APRIL/MAY & JUNE/JULY INV 2 X 617.50
CLEAR COUNCILS INSURANCE INSURANCE 1246.13
COMPLETE WEED CONTROL WEED KILLER APPLICATION 516.00
CLLR WOODHEAD PRINTER INK 28/2-28/6 2026 67.96
SPORTSEQUIP.CO.UK REPLACEMENT WIRE FOR TENNIS NET 39.60
M-FIRE ANNUAL FIRE EXT & BLANKET INSPECT’ 300.00
YOUR LOCAL LINCS DIST SEPT NEWSLETTER 36.00
KR PRINTING PRINTING SEPT NEWSLETTER 89.00
SIGNED: Cllr Tweddle
SIGNED: Cllr Volanakis 

Next meeting: Tuesday 8 September at the Pavilion, Recreation Ground.