Meeting 2026

Minutes of the Annual General Meeting of Rippingale Parish Council, held in the Village Hall on Monday 11 May 2026

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

Annual General Meeting of the Parish Council 

1.    Apologies for absence.
None
2.    Councillor Acceptance of Office.
All councillors were happy to accept appointment to office. 
3.    Councillor Declarations of Interest.
No new declarations of interest were received. All Councillors have completed the relevant forms, and the Clerk will forward these to South Kesteven District Council.
4.    Election of Chairman.
Cllr Creek was voted and accepted the role as Chairman
5.    Election of Vice chairman.
Cllr Lumb was voted and accepted the role as Vice chair
6.    Confirmation of allocation of members to designated roles and responsibilities – All:  
As Cllr Ross has stepped down from the Parish Council, there are two roles that now need to be filled. Firstly, the position of Allotment Liaison which is an important one, given the close working relationship between the Parish Council and the RGAG. Cllr Simmons raised interest in this role.  Secondly, while the Chair, continues to be closely involved in the Council’s finances alongside the Clerk, there would benefit from an additional councillor joining the Finance Sub-Committee. Budget setting, transparency, and prudent financial governance are matters we take very seriously, and it is our priority to ensure that the PC maintain our strong standards in financial planning and forecasting, while continuing to strengthen and improve in this area. Clerk to circulated the roles. 
7.    Approve Minutes of last Council Meeting (9th March & 13th April 2026) (All)
The previously circulated minutes of the 9th March were passed as a true reflection of the meeting. Minutes from the 13th April, Cllr Earl raised that its was Cllr Lumb that raised the quiet lane scheme, not herself. Clerk will correct

8.    Parish Clerk’s Report (excluding matters raised later in the Agenda)
None 

Parish Matters

1.    Newsletter To discuss and review printing quotations
After the recent news that Warners is closing its Bourne branch. Last print will be July. Clerk to liaise with the editor and re open quotes for the next meeting. 

2.    Jubilee Playing Field
a.    To receive an update the SKDC Prosperity Fund grant 
South Kesteven District Council has approved the proposed expenditure. Councillor Cllr Earl has obtained the required three quotations for the shipping containers. The next stage of the project will involve arranging for the disconnection of existing services, followed by the removal of the current building. To facilitate the safe and effective disconnection of services, the Parish Council will work in coordination with qualified plumbers, electricians, and National Grid. Volunteers will be required to help clear the old building. 
b.    To receive an update on the Tesco Community Grant balance.
Clerk has forwarded the final spend and the results to Tesco Grant, no response. Clerk to chase once more.
c.    To receive an update on annual playground inspection for insurance purposes. 
Clerk is awaiting a date for inspection, will update once received. 
d.    To Discuss location and placement of Yeti notice board
There has been no opposition concerning the placement of the board. Clarification on who would be erecting and submission of 3 quotes was sought? Cllr Earl will provide the information ahead of the next meeting. 

3.    Allotments. 
a.    To receive an update on phase 2 of the rain- harvesting at the allotments
The RGAG successfully completed the construction of the water harvesting station on the orchard marking the conclusion of Phase 2 of the project. The efficiency and effectiveness of the harvesting station design will now be evaluated before Phase 3 proceeds in Quarter 1 of 2027. The Parish Council expects to receive a formal, voted proposal from the RGAG towards the end of the year. During the same weekend, volunteers also carried out painting works on site, resulting in a cleaner, tidier, and generally refreshed appearance. It is requested that the Clerk notify the RGAG as soon as an existing plot holder relinquishes their plot. This will enable the RGAG to arrange viewings of the vacant plot for prospective plot holders in a timely manner.

b.    To approve shed, fencing and shrubs for plot
There were no issue with this request and the PC approved the request. Resolved
c.    A complaint was received.
All members of the Council have reviewed the complaint and the subsequent warning issued to the plot holder. The complainant has confirmed that they are satisfied with the action taken and has thanked the Parish Council for the prompt resolution. The Council is asked to confirm that the action taken was reasonable and proportionate in the circumstances, given that it is the most lenient sanction possible. It was agreed that it was. Under normal circumstances, this matter would not have required wider involvement; however, following the resignation of the former Allotment Liaison and Chair, it was necessary for the matter to be addressed through alternative arrangements. The plot holder subsequently involved the RGAG Committee, which resulted in a further complaint being received. In light of an existing relationship with members of the RGAG Committee, a conflict of interest has been declared. The Council is therefore agreed that, should any further issues arise in relation to this matter, an Investigation Sub-Committee be established to consider the matter independently and take any further action deemed necessary.

4.    Planning: To receive and consider planning applications:

a.    S24/1278 & S25/1272 and the steps taken towards formal complaint with SKDC
Discussed earlier, as per Cllr Abel Report. No further action required
b.    To receive update on planning committee of S25/1283
The refusal of the planning application represents a positive outcome for the Parish Council and reflects the value of its continued engagement in matters affecting the local community. This outcome is also a recognition of the considerable time, effort, and commitment dedicated to the matter, particularly the work undertaken by Councillor Cllr Lumb, whose diligence and attention to detail have been instrumental throughout the process. The Parish Council also wishes to formally record its appreciation to Councillor Cllr Abel for his support and contribution in helping to achieve this outcome. The collaborative efforts of all involved have ensured that the Council’s concerns were clearly represented and appropriately considered during the planning process.

5.    Feast
a.    To receive and consider the updated Feast constitution.
Councillor Lambord has been working closely with the Feast Committee and has supported the development of a draft proposal for consideration by the Parish Council. The draft is intended to be presented to the Council for review and formal approval. To allow members sufficient time to consider the proposal in advance, it will be circulated to all councillors ahead of the next Council meeting. This will enable informed discussion and facilitate any necessary feedback or amendments prior to a decision being made.
b.    To Discuss how the village events calendar is up loaded on the Parish Website.
Councillor Lambord has developed a Village Events Calendar to improve communication and provide residents with a central source of information on upcoming community events and activities. The next stage is to incorporate the calendar into the Parish Council website, ensuring it is accessible to residents and can be updated regularly. As the calendar is expected to be a dynamic resource requiring frequent amendments, the Clerk confirmed support in principle for granting Councillor Lambord appropriate access to the Parish Council website to enable timely updates. It was also noted that a volunteer has offered to assist with maintaining and updating the calendar, which will provide additional support and help ensure the information remains accurate and current. Action: The Clerk is requested to investigate the training requirements and access arrangements for the Jadu website management system, in order to facilitate the necessary permissions and support for this work.
c.    To discuss and review the Feast Bank account 
The Clerk raised the matter of the Feast Committee funds currently being held within the Parish Council’s bank account and advised that it may be more appropriate for these funds to be held in a separate, dedicated account. Following discussion, it was agreed that establishing an independent bank account for the Feast would provide greater financial clarity, improve transparency, and support clearer separation of the Feast finances from the Parish Council’s general accounts. This arrangement would also assist with financial reporting and ensure that income and expenditure relating specifically to the Feast can be more effectively monitored and managed. It was further agreed that, whilst the new account would be established separately, it would continue to be administered and overseen by the Clerk in accordance with the Parish Council’s financial procedures and governance requirements. Access to the account will be provided to Councillor Cllr Lambord, the Clerk, and the Feast Secretary, to ensure appropriate oversight and operational management. Appropriate signatory and access arrangements will be implemented in line with the Council’s financial controls and authorisation procedures

6.    Other Matters
a.    To receive an update on National Grid proposal for a pylon route South of Rippingale (WMEL)
No further update.
b.    To receive an update on the meeting between the VHMC & RPC.
A response has been received from the Charity Commission, and it is the view of the Village Hall Management Committee that the Parish Council representative should not serve as a trustee.  It was requested that the response from the Charity Commission be forwarded to the Clerk for review by the Parish Council. Subject to agreement, this correspondence will be retained as part of the Council’s formal records for future reference.
c.    To receive an update on the flooding and the emergency volunteer group. 
Nothing to report this month
d.    To discuss Parish Website, who has ability to update and what needs updating. 
It was agreed to look into develop and training on the website for Cllr Lambord. Volunteer still has access. 
e.    To receive from the VHMC the CCTV policy and understand its workings.
It has been confirmed that the Village Hall Management Committee is now registered with the Information Commissioner's Office. The Parish Council notes this as a positive step towards ensuring compliance with current data protection and General Data Protection Regulation requirements. The Parish Council has requested a copy of the Village Hall’s CCTV Policy, which would ordinarily be expected to be in place prior to the installation and operation of any CCTV system. The existence of an appropriate policy is an important component of compliance with data protection legislation and provides clarity regarding the lawful use, storage, retention, and management of recorded material.
The Parish Council has also sought clarification regarding its own responsibilities in relation to any potential data protection breaches. Having reviewed the matter, it is satisfied that, in its capacity as Custodian Trustee, its role is limited to ensuring that the charitable objectives of the Village Hall are preserved and does not extend to the day-to-day operational management of the facility. Responsibility for operational compliance, including compliance with data protection legislation, therefore rests solely with the Village Hall Management Committee. Any liability arising from a breach of data protection requirements would accordingly fall to the Village Hall Management Committee.
The Parish Council’s principal remaining concern relates to the confidentiality of closed Council sessions, specifically whether any audio recording is captured through the Village Hall’s CCTV or associated recording systems.
To provide assurance on this matter, it is requested that the Clerk formally seek:
▪    copy of the current CCTV Policy, to be provided within the next 14 days; and 
▪    written confirmation from the Village Hall Management Committee that no audio recording takes place during Parish Council closed sessions. 
Should written confirmation not be received, the Parish Council may need to seek further advice regarding whether the Village Hall remains an appropriate venue for Council meetings where confidentiality must be maintained.
It has also been noted that the Village Hall Management Committee has advised that a separate breakout room is being created for use during closed sessions. Provided that this room is free from any recording devices or monitoring equipment, this arrangement would meet the Parish Council’s requirement to protect confidentiality during such meetings.

Financial Matters:

7.    Bank Accounts 
a.    To receive an update on the JPFT funds transfer to a new bank.
The Jubilee Field Playing Trust Fund was discussed for the benefit of the newly appointed councillors, to ensure awareness of its governance arrangements and the responsibilities associated with it. Members were reminded that all Parish Councillors serve as trustees of the Jubilee Field Playing Trust and therefore share collective responsibility for ensuring that the Trust is administered in accordance with its governing documents, charitable objectives, and relevant financial regulations.
Following the resignation of Councillor Cllr Ross, it is necessary to update the Trust’s banking arrangements to reflect the current membership of the Parish Council and to ensure appropriate operational oversight and continuity.
It was therefore agreed that the following individuals should be added as authorised representatives and account users for the Trust’s bank account:
▪    Councillor Cllr Earl 
▪    Councillor Cllr Lambord 
▪    Councillor Cllr Creek 
▪    The Clerk 
This revised arrangement will ensure that the Trust account continues to be managed effectively, with appropriate levels of oversight, resilience, and compliance with the Parish Council’s agreed financial controls and governance procedures.
Action: The Clerk is requested to initiate the application process to update and establish the revised banking arrangements for the Jubilee Field Playing Trust Fund account.

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"
It was noted that Trustee Insurance for the Parish Council’s associated trusts and trustee responsibilities will now be incorporated within the Parish Council’s main insurance policy and renewal quotation. This revised arrangement is intended to provide a more streamlined and cost-effective approach to insurance provision, ensuring that trustee liabilities are appropriately covered under a single policy framework. It will also assist in improving clarity around insurance responsibilities and reduce the administrative burden associated with maintaining separate policies. The inclusion of trustee cover within the Parish Council’s overall insurance arrangements will help ensure that councillors, in their capacity as trustees of the Council’s associated charitable bodies and trusts, are afforded appropriate protection while undertaking their duties, subject to the terms and conditions of the policy. The Clerk will ensure that the scope of cover is reviewed as part of the annual insurance renewal process to confirm that it remains suitable and reflects the Council’s governance responsibilities.

8.    Financial Reports:
a.    To receive an update of the Expenditure in Period
The following items of expenditure were presented to the Council for consideration and were duly approved for payment. During discussion, members also considered the process for authorising routine and recurring payments. It was agreed that, where such expenditure falls within previously approved budgets, contracts, or tender arrangements, and is consistent with the terms of those agreed procurements, payment may be processed in the normal course of business without requiring separate approval on each occasion. This approach will support the efficient administration of Council finances, whilst ensuring that all payments remain subject to appropriate financial controls, transparency, and oversight. All such expenditure will continue to be monitored through the Council’s regular financial reporting processes and remain subject to review by members to ensure compliance with the Council’s adopted financial regulations and procurement procedures.

Code    Description    Supplier    VAT Type    Net    VAT    Total
Training    Annual Costs    LALC    S    58.33    11.67    70.00
Training    Annual Costs    LALC    S    29.17    5.83    35.00
Subscriptions & Memberships    Annual Costs    LALC    S    243.00    48.60    291.60
Subscriptions & Memberships    Annual Costs    LALC    S    145.00    29.00    174.00
Training    Annual Costs    Starboard Systems Ltd    S    372.00    74.40    446.40
Training    Annual Costs    LALC    S    16.67    3.33    20.00
Meetings    Annual Costs    Village Hall    Z    22.50    0.00    22.50
Grass - Village    Annual Costs    Gary Garden    Z    600.00    0.00    600.00
Printing    Newsletter    Warners Group    Z    90.00    0.00    90.00

b.    To Approve payments 
c.    To Discuss and review the AGAR for 2025/2026. 
Work on the Annual Governance and Accountability Return (AGAR) is currently underway as part of the Parish Council’s year-end financial and governance processes. During the preparation of the year-end accounts, it was identified that certain figures do not yet fully reconcile with the expected end-of-year balances. The Clerk is currently investigating these discrepancies to ensure that all financial records are accurate, complete, and fully aligned prior to submission. This review forms part of the Council’s commitment to maintaining high standards of financial governance, transparency, and accountability. Once the necessary checks have been completed and any outstanding matters resolved, the updated figures and completed AGAR documentation will be presented to the Council at the June meeting for review and formal approval.

Close Session

9.    To discuss the Allotment orchard maintenance 

10.    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)