Minutes for Buildings and Assets Meetings 2025/26

 

No members of the public attended the Public Forum.

 

1.1. Councillor Anna McConnell-Good opened the meeting and welcomed Committee members, Councillors, members of the Rags team and Mr James Pask, who was invited to present his groundwork report.    Those in attendance: Cllr Anna McConnell-Good, Cllr Hugh Staunton, Cllr Michael Brown, Mr. Dave Pearce, Mrs Karen Muxlow, Mr Matt Norris, Mr Dave Parker, Mr James Pask and Assistant Clerk, Mrs Claire Dring.  

 

2.1. Apologies were received from Cllr Tim Lees, Cllr Nigel Eaton, Mr. Joe Clarke. 

 

3.1. The Assistant Clerks brother provided a quote for the hot water boiler tank options, Mr James Pask declared he is contracted to do groundwork for the Football Club and The Parish Council.

 

4.1. Minutes of the Pavilion Committee meeting held on 7th July 2025 were agreed by the Committee to be a true and accurate record.  

 

5.1. The contents of the Assistant Clerk’s Report with regards to actions from previous minutes were noted, and follow-up actions were presented. 

 

6.1. The Caretaker provided a report for the Reading Room and left the meeting afterwards.

• Currently 10 weekly and monthly hirers.

• Ad-hoc hirers vary, but enquiries are getting busier, an online booking system, and an update to booking conditions is in development.

• Maintenance – toilets have been painted, smart gas meter fitted, and pipework updated, fire extinguishers, blankets and first Aid kits updated and compliant. 

• Maintenance – plans to decorate toilet and hallway, external door trims.

• Defibs – All pads changed and all in date and compliant, battery life checked (50% and 75%) and no issues but may need to be replaced next year.

• Playground – vandalism damage evident at the Gren playpark, lots of bird excrement on swings at Adam Styles. Discussed looking into costs for covers over the ‘perches’  to protect the equipment and discourage birds from sitting on them and fowling. Action: Assistant Clerk to investigate.

 

7.1. RAGS Group (recreation and green space): The RAGS team members updated the committee about the initiatives they have completed over the year and what is planned over the following years.

• In March bird / bat boxes were put up over the village, they will survey them regularly and report on any uptake. 

• Planted small trees around various locations in Low fields, which are now established, more tree / shrub planting planned around carpark fence line -   mainly Hawthorne, Hazel, Black thorn – with little maintenance and not intrusive as to impact infrastructure in the area. 

• Plans to coppice Hazel shrubs around perimeter of Low field. Action: Assistant Clerk to inform Parish Council and check there are no objections.

• Planting in the wooded margin area between cricket and football fields, to make a continuous hedge. 

• Plan to manage a compost heap in wooded section to north of cricket square.

• Plant shrubs along the hedge line on the access road. 

• Trees planted will be community owned, the species of shrubs and trees will be appropriate for the area and managed actively by RAGS.

 

7.2. Update from Groundsman on condition of Low fields and improvements: RAGS left the meeting at 20.00 / 20.15

• Mr James Pask was asked to create and present a report on the poor soil and turf conditions of the area of Low fields in front of the Pavilion used as part of the cricket outer field and junior’s football pitch.  It also has footfall from dog walkers and annual events held in the field.  He has recommended some improvements and circulated a thorough report. Action: Assistant Clerk to speak to FC Secretary and PC about the possibility of working together to fund the improvements and circulate the report to all Committee members.  Mr Pask was asked to provide a quote and a plan of works to bring the area up to the appropriate standard. 

 

7.3. Update from the Football Club: A report was received by Barrowby Secretary (Joe Clarke)

• The large goal posts on the recreational pitch by the carpark were taken down over the summer, it was the preference of the Parish Council to keep the big ones up during the summer school holidays. Action: Assistant Clerk to note a discussion and come to an agreement for next summer.   

• Barrowby Football club won Lincs FA Club of the Year – a great achievement, and the Committee congratulated them.

• The FC expressed interest in the CPR / Defib training.

• A new veteran’s team has been established; fixture dates have been shared. 

• The new FC contract with the PC needs to be agreed, a meeting is planned later in October.

• A fire drill document is being prepared, and regular drills will need to be implemented.

• New key lists have been forwarded to the Assistant Clerk, codes will change every term, and Mr Clarke will ensure the right people have the appropriate access requirements.

• Notice boards – FC have informed us they will be using the board by players entrance and main room. Action: Cllr Anna McConnell-Good and Assistant Clerk will do an audit check on all notice boards to ensure they are up to date and being fairly shared to all user groups.

• Car Park – Mid-week training alleviates some parking over the weekend; the barrier is being managed effectively when in use to secure the car park. 

 

7.4. Update from the Cricket Club:

• The Cricket Club got promoted in the Lincs league from division 4 to 3. 

• AGM is 27th November, meeting to be arranged at the end of October to agree the contract for next year with Parish Council.  

• Requirements for changing rooms as mixed teams need separate changing facilities. Action: Assistant Clerk to note. 

• Notice board space required to put up safeguarding notice – Action noted in 7.2

• Pre-School fencing – note if height raised, there still needs to be site of the cricket scoreboard.   

• Improvements to access to the cricket storage facility, with a small change to the shutters, this would be beneficial and would mean if other users are using the main hall they would not be disturbed.  Action: Assistant Clerk and Mr Pearce to review requirements and enquire about a quote from the shutters company.

 

7.5. Update from the Pre-school: A report was provided retrospectively by the Pre-school Manager.

• Damage done to garden area, posters have been put up to discourage parents letting children use the area outside of pre-school hours.

• Average of 8 children a day, working towards promoting places to increase numbers. 

 

7.6. Update on Pavilion hiring:

• There is availability for hire during the weekday evenings.  A discussion was held regarding whether this would be viable, given the new path lighting and WIFI. Action: Assistant Clerk to refer to PC for a decision on whether to pursue this income revenue.

 

7.7. Update from Barrowby Events Team: There is no Barrowby Event at the Pavilion until 22 May 2027 – nothing to report.

 

Councillor Brown left the meeting at 20.45, which meant it was no longer in Quorum and decisions could not be made. Councillor Staunton left the meeting at 21.00. The following items were discussed, but no decisions made. 

 

8.1. The minor works and defects spreadsheet was reviewed, there are no minor works outstanding, it was agreed that the method to report damages and defects through a QR code in the Pavilion works well. Action: Assistant Clerk to add an option to provide photos to the online reporting form. 

 

8.2. Security – The current CCTV system is not effective at identifying recorded events, such as vandalism, quickly, and not fit for purpose.  Another easier to use, mobile security system was discussed. Action: Assistant Clerk to investigate requirements, costs and decisions to be made regarding changing the current security system. 

 

8.3. Car Park signage – it has been proposed to ensure the carpark is open on weekdays Mon – Fri 9am – 4pm.  Action: Assistant Clerk to check with the Parish Clerk about the decision on weekend openings and investigate signage once approved by the PC.

 

9.1. Replenish carpark with road planings – Action: Assistant Clerk to seek email approval from committee and Parish Council to agree to purchase planings and arrange work to spread over car park.

 

9.2. Hot water system – the quote to provide options on improvements to hot water system was reviewed.  Action: Assistant Clerk to get another quote and investigate further options. 

 

9.3. Septic Tank improvements – after reviewing the reports, it was thought that the septic tank system is too big for current use, and any repairs would not be worth the costs. Action: Assistant Clerk to investigate other options and note this as an agenda item for next Building and Assets meeting. 

 

9.4. Drainage issues –This item cannot be addressed further until a decision on proposed development on the field where the source of the problem is, has been made.  

 

10.1. Budget to date was noted and reports made available.  Action: Assistant Clerk to review proposed budget with councillor Lees.  

 

11. DATE OF NEXT MEETINGS (25/031)  TBC 

11.1. Meeting closed at 22.10