Meeting 2026

Minutes of the General Meeting of Rippingale Parish Council, held in the Village Hall on Monday 8th June 2026

Present: Cllr T Creek (Chair), Cllr A Lumb (Vice Chair),  Cllr L Lambord, Cllr S Earl, Cllr D Warcup, District Cllr K Abel and Clerk L Davies.

The Chairman welcomed those present and thanked everyone for attending.
He noted that, with the arrival of the summer months, there had been a significant increase in community activity across the village. He highlighted the recent event organised by the Friends of Rippingale Church, featuring Salt of the Earth, which had been well attended and successfully combined local history with folk music. The Chairman commended the organisers for delivering an enjoyable and informative evening and expressed his hope that similar events would be arranged in the future. Members of the public were encouraged to look out for forthcoming Friends of Rippingale Church events. The Chairman also acknowledged the recent fundraising event held by the Feast Committee in support of the next village Feast, which had been well supported by the community. He further noted the increased activity at the allotments and welcomed the continued involvement of residents in village life. The Chairman remarked that it was encouraging to see so many community groups and organisations working hard to provide activities and opportunities for the benefit of villagers. Members were reminded of the expected standards of conduct during the meeting, including the need to respect the proceedings and fellow attendees, observe appropriate meeting etiquette, minimise the use of mobile phones during the meeting, and refrain from engaging in side conversations or separate discussions while the meeting was in session.

Formal Meeting Agenda
1.    To receive Apologies for Absence and approve Reasons Given. 
Apologies were received from Cllr Simmons due to a prior personal commitment.
2.    To receive any new Declarations of Interest.
None
3.    To approve the Minutes of the last Parish Council Meeting held on 11th May 2026
The minutes of the previous meeting, having been circulated in advance, were approved as a true and accurate record of the proceedings.
Matters arising from previous minutes (not raised elsewhere in this Agenda)
4.    To discuss and review the need to move over to a .GOV emails to come in line with Assertion 10 on the AGAR 2026/2027
Clerk will update at the next meeting. 

External & Community Group Updates: 
5.    County & District Council Reports – as available.
Cllr Abel reported that he had not been elected as the SKDC representative to the Black Sluice Internal Drainage Board. He further advised that he had held discussions with Carol Drury, SKDC regarding potential funding for a community calendar. It was noted that grant funding may be available to support the initial set-up of the project; however, ongoing maintenance and operational costs would not be covered and would need to be met from alternative sources.

6.    Community Groups & Organisations – 
a.    Village Hall Management Committee -  No report provided
b.    Hospital Car Scheme –The Hospital Car Service reported that three transport requests had been successfully actioned during the reporting period. There are currently four volunteer drivers available to support the scheme. It was noted that, due to limited capacity and the need to coordinate volunteer availability, the service is not always able to accommodate requests made at short notice.
c.    RGAG   - The Allotment Committee reported that a meeting had taken place with the newly appointed Allotment Liaison Councillor, Cllr Simmons. It was noted that the Committee looks forward to working closely with him going forward. The Committee advised that Cllr Simmons had indicated his intention to re-measure the allotment plots to ensure accurate sizing records. Clarification was requested regarding the anticipated timescale for this work. It was reported that two buddleia plants had been purchased and planted within the wildflower area using funds donated by the Parish Council. The Committee expressed its thanks for this support. A quantity of wildflower seed remains to be planted. An enquiry had been received from a prospective tenant and it was anticipated that the vacant half plot would now be let. Following this allocation, it was noted that only one and a half plots remain available. These plots are currently grassed areas and provide a blank canvas for prospective tenants. The Committee advised that it is awaiting confirmation as to whether any additional plots will be relinquished following the circulation of annual invoices. Grass cutting and general maintenance of the allotment site continue to be undertaken regularly. The Committee noted that the site remains neat and tidy, particularly as the majority of plots are now actively being cultivated. An update was requested regarding the Service Level Agreement (SLA) and whether this has been agreed between the Parish Clerk and the Rippingale Garden and Allotment Group (RGAG) Committee. The Parish Clerk advised that enquiries were being made with Morton Parish Council to establish whether allotment provision is available within Morton and, if not, whether residents may be offered plots at the Rippingale allotment site.

d.    PCC - It was reported that no meeting of the Parochial Church Council had taken place since the last meeting of the Parish Council. The next PCC meeting is scheduled to be held on 18 June.
e.    Police Update – No update
f.    Feast Committee - The Feast Committee reported that, despite an unfavourable weather forecast, the decision was made to proceed with the Mini Feast. The event proved to be a great success, with the anticipated rain holding off throughout the day.
It was noted that the event was well attended, and it was pleasing to see so many members of the community taking part. The Committee considered the event to have been highly successful and thanked all those involved in its organisation and delivery.
g.    Jubilee Playing Field / Youth Engagement Initiative - Cllr Earl reported that he has been working closely with volunteers to progress the JPF/Yeti project. It was noted that a local contractor has offered their services to assist with the work. In relation to the procurement process, members were advised that a minimum of three quotations will be obtained for any works or purchases, in accordance with the Council's financial regulations and best practice.

Parish Matters

7.    Newsletter To discuss and review printing quotations
Cllr Lumb and the Clerk agreed to recirculate the quotations received and ensure that the Editor's views are taken into consideration as part of the decision-making process. Members also discussed whether the Parish Council should support a local printing provider or utilise an online printing service. Further consideration will be given once all quotations have been reviewed.

8.    Jubilee Playing Field
a.    To receive an update the SKDC Prosperity Fund grant 
b.    To receive an update on the Tesco Community Grant balance.
Members were advised that no further response had been received from Tesco despite attempts to re-engage following the resolution agreed at the previous meeting. As no progress had been made and all reasonable efforts to establish contact had been exhausted, it was resolved that no further action would be taken and the matter be closed.
c.    To receive an update on annual playground inspection for insurance purposes.  
The Clerk advised that the company is currently operating with a lead time of approximately 12–15 weeks. As the inspection relates to the Jubilee Play Field, which is publicly accessible, the company is able to gain access and undertake the inspection without the need to provide prior notice.
d.    To Discuss location and placement of Yeti notice board – See above 6. G

9.    Allotments. 
a.    To receive an update of the recent walk about.
Cllr Simmons and the Clerk undertook a site inspection of the allotments. It was noted that, overall, the allotment site is well maintained, with the majority of plots being actively cultivated and presented to a good standard. A small number of plots were identified where limited work had been undertaken. The Council acknowledged that individual circumstances may affect a plot holder's ability to maintain their plot and encouraged any tenants experiencing difficulties to contact the Parish Council so that appropriate support or advice can be considered. The Clerk was requested to contact those plot holders whose plots appear to be struggling, with a view to offering assistance and discussing future maintenance arrangements. It was agreed that quarterly site inspections would be undertaken to monitor the condition and maintenance of the allotments. Overall, the Council was pleased with the general standard of upkeep across the allotment site and thanked plot holders for their efforts in maintaining their plots.
b.    Plot 9 request to erect a greenhouse
Approved as within the tenancy agreement 
c.    RGAG requesting to plant plum tree.
Approved. 

10.    Planning: To receive and consider planning applications:
a.    S24/1278 & S25/1272 and the steps taken towards formal complaint with SKDC
Planning application S24/1278 has been approved and no further action is required. Planning application S25/1272 remains under consideration and has yet to be determined. Concerns were raised regarding vehicles currently located on Doctors Lane, with members noting that they do not appear to be stored in a safe or satisfactory condition and are showing signs of deterioration. The Council will continue to monitor the situation pending the outcome of the planning application.

11.    Feast
a.    To receive and consider the updated Feast constitution
The Feast Committee reported that it had recently met to review its Constitution. All committee members had been given the opportunity to contribute and provide input to the review process. The proposed amendments have now been collated and will be submitted to the Parish Council for consideration and approval.
b.    To Discuss how the village events calendar is up loaded on the Parish Website
The Clerk confirmed that she is happy to continue uploading current events and information to the Parish Council website while options for a community calendar are being explored and considered.
c.    To discuss and review the Feast Bank account 
The Clerk advised that resolving matters relating to the Jubilee Playing Field Trust account remains a priority, as the Council is currently unable to access the funds held within the account. Once access to the Jubilee Playing Field Trust account has been restored and the matter concluded, the Clerk will progress arrangements to establish the Feast Committee account.

12.    Other Matters
a.    To receive an update on National Grid proposal for a pylon route South of Rippingale (WMEL)
The National Grid proposal for a pylon route south of Rippingale (WMEL) remains ongoing. The Council will continue to monitor developments and provide updates as further information becomes available.
b.    To receive an update on the meeting between the VHMC & RPC.
It was noted that it had taken over a year for the Village Hall Management Committee (VHMC) to provide a date for a meeting with the Parish Council. However, the meeting that did take place was considered positive and constructive. At that meeting, the Parish Council requested that the feedback received from the Charity Commission be shared in the spirit of openness and transparency. This request was agreed to at the time. A verbal update was provided at the subsequent meeting, and the Parish Council again requested that the written response be shared in order to allow the matter to be formally closed. This request has since been made on a further two occasions following the last meeting. Members expressed concern that the VHMC has, for reasons unknown, not yet provided the written response, which is required to conclude the outstanding action. The Council resolved that no further time should be spent pursuing the matter through continued discussion with the VHMC, and that any necessary follow-up should now be undertaken independently, with findings to be reported back to Council. It was noted that the VHMC had again indicated that the written response would be shared.

c.    To receive an update on the flooding and the emergency volunteer group. 
The Emergency Plan will be reviewed and updated within the next three months. It is anticipated that the update may be completed sooner, as only minimal amendments are expected to be required.
d.    To discuss Parish Website, who has ability to update and what needs updating.
The Clerk advised that work will commence to update the Parish Council website, beginning with the current list of councillors to ensure the information is accurate and up to date. Assistance will be sought from Members of the Parish Council to clarify which content requires updating or removal, to ensure the website remains current and correctly reflects Council information.
 
e.    To receive From the VHMC the CCTV policy and understand its workings.
Members were advised that several concerns had been raised regarding the use of internal CCTV within the Village Hall and the Parish Council’s engagement with the Village Hall Management Committee (VHMC) in relation to compliance with the Data Protection Act 2018 (DPA 2018). It was noted, as previously reported, that the Parish Council acts solely as Custodian Trustees of the Village Hall and is not the data controller in respect of CCTV systems. Responsibility for compliance with data protection legislation, including any potential breaches, therefore rests with the Village Hall Trustees. The Parish Council’s involvement has been limited to seeking assurances that appropriate procedures are in place to ensure compliance and to avoid any regulatory issues. Members reiterated that, where concerns are raised directly with the Parish Council, individuals are advised to follow the appropriate statutory process, including submitting a Subject Access Request where applicable. It was noted that this is a legal requirement under the DPA 2018. The Committee noted that the VHMC registered with the Information Commissioner’s Office on 27 April 2026, which followed the Parish Council’s formal request at its meeting on 13 April for sight of the CCTV Policy. Members further noted that under the DPA 2018, relevant documentation such as a CCTV policy should be made available within one calendar month. The policy was subsequently provided at the May meeting; however, it was acknowledged that this did not allow sufficient time for full review. The VHMC advised that delays had arisen due to limited capacity and resilience within the committee. It was further noted that the CCTV Data Protection Impact Assessment (DPIA) referenced consultation with the Parish Council. Members requested that the Clerk formally write to the VHMC seeking removal of this statement, as it was considered misleading. The Parish Council confirmed that no formal consultation had taken place regarding the installation of the internal CCTV system, although the matter had been raised in response to concerns. Members acknowledged that the VHMC are not obliged to consult the Parish Council on such installations, other than in relation to material changes to the building as Custodian Trustees. The Parish Council reaffirmed that it has acted appropriately and reasonably in seeking information that the VHMC is legally required to provide. Members emphasised that the Council has a duty of care to respond to concerns raised by residents and to ensure that appropriate governance and data protection standards are maintained. It was also reiterated that correspondence on this matter has been undertaken in the Council’s capacity as hirers of the hall, rather than in its role as a Parish Council.

Financial Matters:
13.    Bank Accounts 
a.    To receive an update on the JPFT funds transfer to a new bank
The Jubilee Playing Field Trust account process has been commenced by Members. It was noted that Cllr Lambord had experienced some issues during the process but was liaising directly with Lloyds Bank in order to resolve these matters and progress the account arrangements.

b.    To discuss insurance for Trustees on JPFT – as the current cover is not considered to be adequate to protect against the potential risks of managing a public space"
Clerk is liaising with current insurance about increasing the coverage. 

14.    Financial Reports:
a.    To receive an update of the Expenditure in Period
Bank statements have been circulated
b.    To Approve payments 
As previously agreed, routine payments are to be made promptly in accordance with Council procedures. Any queries or exceptions are to be brought forward for consideration at the relevant Council meeting.
c.    To Discuss and review the AGAR for 2025/2026. 
Members were advised that the difference between the March bank statement balance and the AGAR balance carried forward related to a VAT reclaim. The VAT refund was received into the bank account on 15 April; however, for AGAR reporting purposes it must be accounted for within the financial year ending 30 March. With this clarification, the AGAR was approved. It was further agreed that, at a future meeting, the Parish Council will present a brief report outlining the previous year’s income and expenditure, together with key variances against the approved budget. This is intended to provide greater clarity and transparency regarding the Council’s financial management.

Close Session
15.    To discuss the Allotment orchard maintenance
Due to time of year agreed to review in September.  
16.    Human Resources 
a. To Consider a review of Parish Clerk employment documentation. 
o    Job description
o    Appraisal process - Performance objective setting
o    Training expectations
o    Changes to terms of contact (changes would exclude core contract terms including hours, pay scale, notice period, place of work base unless there was explicit agreement with the incumbent employee)

Public Response. Items for the next meeting and issues/points arising from discussion for future discussion.

A member of the public asked for an update on the request for additional parking at the Dovecote. The Chair explained that this, was a District Council matter and that SKDC had responded to this request several months ago, and this was now closed. It was agreed to put it on the agenda for discussion, however there would be no Parish Council actions from this discussion.

Next meeting 13th July 2026 General Meeting at 7.00pm in Rippingale Village Hall