2026 Minutes

DONINGTON PARISH COUNCIL

Minutes of the Parish Council Meeting held on Thursday 2nd July 2026 at The Ruby Hunt Centre

Present:  Cllrs Mark Rollinson (Chair), Phil Lovell, Jane Stanley, Kevin Geaney, David Hawkins, Anna Hodgson, Gill Lunn, Jane King

Also Present: Sarah Phillips (Parish Clerk) and 1 member of the public.

81/26. County and District Council Updates

Apologies were received from Cllr Margaret Geaney (South Holland District Council).

Cllr King reported that the Highways Officer is currently on annual leave and will make contact when they return to discuss outstanding highway matters.

A waste meeting had taken place earlier in the day. An engagement session has been organised at the Ruby Hunt on a Wednesday. Work is also being undertaken to ensure that all parks and the High Street receive a consistent waste collection service.

81/26. To receive apologies for absence and acceptance of any reason given

Apologies were received from Cllrs Eleanor Stevenson, Chris Wray and Stuart Harris. The reasons for absence were accepted.

82/26. To receive any declarations of interest in accordance with the requirements of the Localism Act 2011

No declarations of interest were received.

83/26. To receive the notes of the last meeting held on Thursday 2 June 2026 to be approved as minutes

Resolved: That the notes of the meeting held on Thursday 2 June 2026 be approved as a true and correct record. The minutes were duly signed by the Chair.

84/26. To receive the Clerk's report on matters outstanding and updates from previous meetings

The Clerk reported the following updates:

• The CCTV installation has been booked for Thursday 9 July 2026.
• The VALDA smart meter installation has been booked for Thursday 30 July 2026 between 8.00 am and 10.00 am.

85/26. To receive the Chair's updates

The Chair reported that there were no updates.

86/26.  Finance

Account Summary

Councillors were presented with reports from Scribe which included an accounts summary and cashbook.  There were no questions raised.

Cllr Rollinson confirmed that Total Energy had admitted their mistake but are yet to refund the overpayment.  It was proposed that after one week if no further communication had been received it will be reported to the Ombudsman, all in agreement.

Payments for approval

Resolved: to approve the following payments, which were proposed by Cllr King and seconded by Cllr Hawkins.

Banking Arrangements

The clerk provided various options for a savings account.  Resolved: £30,000 to be put in a 32 day notice account and £30,000 to go into a 95 day notice account. Proposed by Cllr King, seconded by Cllr Hawkins with all in agreement.

87/26.   Annual Governance and Accountability Return

To approve the Annual Governance Statement for year ending 31 March 2026

Resolved: to approve the annual governance statement for year ending 31st March 2026.

To approve the Financial Statement for the year ending 31 March 2026

Resolved: to approve the financial statement for year ending 31st March 2026.

To note the internal review

Recommendations from the internal audit were noted by councillors, some of the recommendations are already being worked on.  Resolved: that a mid year internal audit takes place, proposed by Cllr Hawkins and seconded by Cllr Lovell with all in agreement.

• Recommendations
• 1. Transparency – items are missing that should be published on the council’s website, Asset register, payments and bank balances recorded in minutes with including any recommendations from internal auditor (this letter incl)
• 2. Risk management some of this will be covered with the accounts/ payments and receipts being recorded and published. Council must have a robust risk assessment and follow the guide (also published on website) for all actions LALC/ NALC have some good templates on the portal.
• 3. Polices must be published and following the GDPR guidelines Data protection: The UK's data protection legislation - GOV.UK    this has been a requirement for parish and town councils Data Protection Act 2018. Templates are available as above. Your council has recently approved the IT and email policy which is a good start.
• 4. Burials/ Cemetery. These areas have not been fully audited, however first impressions are that there are missing historic documents and legal paperwork that should be retained for perpetuity. I am not sure if you signed up for a midyear audit as this would allow these to be investigated in more depth. Burial fees and Cemetery rules should also be transparent and available on line.
• 5. Allotments, Play Grounds, Parks, buildings.  Again these have not been audited. Who runs them is it the Parish Council? If so there should be details on the website of who to contact regarding these, including fees and availability etc. Information from the asset register provided shows that Council own the land, I know some are run by allotment /playground associations but this should be documented.  Inspection reports and actions taken should be recorded in council minutes.
• 6. Recommend that a list of the Councils responsibilities is an important addition to the Councils website this takes us back to no.1 Transparency – all responsibilities/activities should be public. 
• 7. Recommend that Council have sight of and check all accounts at every meeting, including the most recent bank balances these should be recorded regularly.
• 8. Council clerk has indicated that the employers allowance has been claimed 2025/2026. This will need to be taken up with HMRC as the Council could be owing funds if this is correct. Please check and rectify as soon as you can and make sure it is not claimed going forward the legislation is on HMRC Parish & Town Councils as employers cannot claim the allowance.
• 9. As internal auditor my suggestion is that your Council answers NO to assertions 2,3,5, on the Governance Statement 25-26   Item 10 the “IT and email policy” was approved in April 2026 which is outside of the audit year as were the Standing Orders and Financial Regs – a good start for 26/27.
• You are answering these questions on the year 2025-2026 Governance Statement.
• Explanations (more may be required by the external auditors)of what you are doing to improve these areas,
•  1.  No Code of conduct signed by Councillors – this is a mandatory requirement.
•  2. Council do not have a risk policy or evidence in minutes of any historic checks on bank statements, payments not documented or recorded, reported to council etc.  No terms of reference for committees.
• 3. Council have had a quick turnaround of Clerks /RFO over the previous financial year, this is now in hand and good practice and policies are being put into place following employment of clerk and recommendations received from internal audit. 

88/26.   Planning

No planning

89/26. To receive an update on the toilet block

Members received an update on the public toilet block. Further vandalism had occurred since the previous meeting and repairs have been made. A quotation had been received for the rest of the work needed; however, the contractor had subsequently withdrawn.

The toilets have recently been pressure washed and progress is being made in restoring the facility. Members noted that external render has become loose and will require remedial work.

90/26. Bench Request

Members considered a request for a bench to be installed at the corner of Malting Lane and Station Street.

It was agreed that an anti-vandal bench would be required and that a litter bin should also be provided.  Cllr Lovell will look into costs, and Cllr King will enquire as to were Lincolnshire County Council use as their bench supplier.

91/26. Lincolnshire Minerals and Waste Local Plan – Proposed Submission Version (Regulation 19 Consultation)

The consultation documents were received and noted.

92/26. Proposed Development of a Mainstream SEND Hub (Donington)

It was noted that no external building work is required as accommodation is available within the existing school building.  The Parish Council supports the proposal.

93/26. To receive updates from Committees

Cemetery / Allotments

Members noted that the new cemetery remains in excellent condition.

The new gate has significantly improved disabled access.

A request was received for the old churchyard cemetery to be flailed. Members were advised that spraying should be undertaken before flailing and confirmed that spraying has now been completed.

Vegetation from Hunters Way is encroaching onto the footpath. Cllr Lovell will raise this with David England.

Overhanging vegetation around the church should be cut back before the Matthew Flinders event. Cllr Lovell will ask David England to undertake this work.

Finance

No further matters to discuss.

Human Resources

No matters to discuss.

IDEA Committee

Members received an update on arrangements for the Community Fireworks Event on 1 November.  The pyrotechnics contractor has been appointed. Estimated costs are between £3,500 and £4,000.  Additional attractions, including inflatables and catering, are expected to attend.  Local farmers will be contacted regarding access to the adjoining field. Suitable fencing will be installed to ensure spectators remain at a safe distance from the display.  No rockets will be used, and the display will be operated by a team of four to five people.

Members also discussed ongoing anti-social behaviour within the park, including offensive behaviour, littering and discarded aerosol cans.

Cllr King reported that she has contacted several organisations seeking assistance but has received little support. Police have attended on two or three occasions and are aware of the issues.

Members expressed concern that the behaviour is discouraging residents from enjoying the park.

Library

Members noted that the Scarecrow Trail will take place on 27 September from 12.00pm to 4.00pm and that the required risk assessment has been completed.

An update was received regarding the proposed asset transfer.

The Heads of Terms raised two principal concerns:

• A 40-year development uplift clause requiring 25% of any increase in value to be paid to Lincolnshire County Council.
• Whether the restriction limiting use to a community library would prevent letting of the upstairs flat.

Clarification will be sought from Chatterton’s Solicitors.

Members were advised that the library has historically received £5,000 per year and the current reserves stand at approximately £17,000.  Previous payments of £900 towards the Matthew Flinders event and £249 towards road closures were not library related expenditure.

Plans are being developed to introduce monthly grown up events once the rear room has been improved.

The historic books have now been returned from the Cowley Trust and Members would like these to be stored within the library.

Red Cow Paddock

Members received an update following a site meeting attended by Steve Clarke, Cllrs Cllr Lovell, Cllr Rollinson and Cllr Harris.

Estimated costs included:

• Basic build cost: approximately £1.74 million
• Car parking: approximately £25,000
• Total estimated project cost: approximately £1.8 million

Members noted that the estimated completed site value would be approximately £2.4 million, with an uplift payment of around £150,000.

It was acknowledged that the project presents a significant financial risk and there is currently limited market interest.

Members further noted:

• The Parish Council currently receives approximately £6,000 per annum in rent.
• Consideration should be given to whether investment in car parking could be recovered.
• An electrical inspection is required to meet landlord obligations.
• The site has not yet been fully inspected for asset management and health and safety purposes.

Cllr Lovell commented that Donington had historically been a market town and suggested that opportunities to encourage additional businesses and services should be explored.  Agenda item to be added for the next meeting.

94/26. To receive Members' Reports

Cllr Lovell:

• Complaint received regarding speeding.
• GB Alarms have not removed the camera as requested; they will be contacted by the clerk.
• Following a risk assessment, some hanging baskets have been decommissioned.
• David England will be asked to remove weeds in the Market Place.
• Highways are undertaking work along Church Street.
• Members discussed Boston Borough Council's trial of monthly skips for waste collection.  Cllr King will make enquiries but considered it unlikely such a scheme would be introduced locally.
• A resident requested permission to fill potholes with loose chippings near Peacock Passage but was advised that the Parish Council does not own the land.
• Members discussed bottle and can return schemes and noted that national deposit return legislation is expected from October 2027.

Cllr Lunn

• A resident expressed appreciation for the pathway between Church Lane and Church Street having been cut back.
• The Christmas Lights Committee will attend a future Parish Council meeting with various proposals.

Cllr Hawkins

• The Dutch educational delegate attended Donington, interviews have taken place and the video will be shown to local schools.
• Members were invited to the Arnhem Service which will be held on 28 September.
• The pathway from the old cemetery to the bridge requires cutting back by Highways.

Cllr Hodgson

• Concerns were raised regarding rats at Mill Pit.  Cllr Rollinson will contact the pest control team.
• Mark will contact the pest control contractor. Members noted that baiting is not permitted due to the presence of water voles.
• Members agreed to request the return of the speed camera to Pinchbeck.

Cllr Rollinson

• A quotation has been received regarding the Matthew Flinders Founders project. Members agreed to proceed so that VAT can be reclaimed.

95/26. To receive Correspondence

Members considered the following correspondence:

• Request from Slimming World to advertise within the parish noticeboard – Approved.
• Cemetery correspondence received by Cllr Lovell thanking both Cllr Lovell and the clerk for a burial which had taken place.
• Letter regarding the condition of the park.

96/26. To approve Policies

The following policies were considered:

• Publication Scheme
• Code of Conduct

Resolved: Both policies were approved.  Proposed by Cllr King and seconded by Cllr Hawkins, all in agreement.

Date of Next Meeting

The next meeting of the Parish Council will be held on Thursday 6 August 2026.

Signed: ............................................................
Chair

Date: ...............................................................