HECKINGTON PARISH COUNCIL
Minutes of the Heckington Parish Council Pavilion Committee meeting held on Monday 2 June 2025 at 8.00pm in the Parish Council Chambers, St Andrews Street, Heckington
1. Election of Chair (PaVC25/009)
Councillor Davison proposed Councillor Wright as Chair of the Pavilion Committee. The proposal was seconded by Councillor Spencer and the motion was passed unanimously by resolution of the Committee.
2. Chair’s Welcome (PaVC25/010)
The Chair delivered the usual health and safety announcements and asked those present to silence their mobile devices.
3. Public Forum (PaVC25/011)
There were six members of the public present. No comments.
4. Councillors present (PaVC25/012)
Councillor Wright, Chair
Councillor Davison
Councillor Gower
Councillor Spencer
Councillor Stanley
Councillor Thorpe
5. Apologies (PaVC25/013)
Apologies for absence and reasons given.
6. To receive any reports of member’s interest, pecuniary or otherwise in relation to the agenda and any dispensations in accordance with the Localism Act 2011 (PaVC25/014)
None.
7. Health & Safety (PaVC25/015)
a) Fire Risk Assessment (summary of significant findings) and action plan (Moderate- 19 Findings)
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1 Extension Leads
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Extension cables are being used on a permanent basis.
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Complete - Three additional electrical outlets have been installed in the kitchen to remove the need for extension cables.
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2-4 Housekeeping
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Minimise the accumulation and storage of combustible materials near electrical equipment
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Complete
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5 Means of Escape
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Locked gate in service yard
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Outstanding
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6 Compartmentation
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Fire doors between function room
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Outstanding
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7 Means of escape
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Sliding gate (corridor)
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Outstanding
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8-9 Means of escape
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Materials restricting external escape route to the rear.Trip hazards (external works)
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Outstanding
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10 Fire Warning
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Cabling should be secured to the walls and ceiling using fire resistant cable support clips (over changing room entrances)
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Outstanding
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11 Compartmentation
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Compartmentation has been compromised by removing walls and installing roller shutters in between the bar and function room (this does not meet the specifications of 30-minutes fire resistance)
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Outstanding
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12 Non-compliant fire doors
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Kitchen door, boiler room door, main function room doors, corridor doors, inner kitchen door.
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Outstanding
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13 Compartmentation
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Voids (including voids left by electrician)
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Quote received
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14 Compartmentation
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Roof access points are not fire rated
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Quote received for roof void in downstairs corridor from the bar area to the store room.
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15 Compartmentation, Cavities and Voids
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Storage area next to stairs (corridor) – walls do not meet the required standard of compartmentation.
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Outstanding
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16 Emergency Lighting
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Limited external emergency lighting.
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Outstanding
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17 Emergency Escape Lighting
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Faulty equipment
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Complete - Repaired as part of electrical work recently carried out by SKU Electrical.
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18 Fire Warning
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Fire alarms and smoke detection required for the loft area,
garage/store and cellar.
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It was recommended that the changing room are fitted with heat detectors but the Parish Council risk assessed this and decided not to proceed.
Outstanding for loft area and store.
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19 Extinguishers
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Housekeeping (access to extinguishers). Improve signage.
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Outstanding
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The Clerk recommended that the Pavilion Committee meet informally to red, amber, green the works for the 2025/26 financial year as the budget is not finite.
i) The Clerk informed the meeting that a quote is pending for the removal of the UPVC cladding to the downstairs changing rooms and the radiator in the function room has been repositioned free of charge by Kyme Heating to allow for the internal doors between the bar and function room to be changed (identified as part of the FRA).
ii) The Clerk informed the meeting that the wall between the kitchen and bar had been inspected by Richard Wells and meets fire safety regulations.
The Committee expressed their gratitude to both contractors for their generosity.
b) Legionella risk assessment (rating – high There is stagnation/dead legs or non-compliant temperatures or no water log book in place).
i) The Chair proposed that the Clerk is appointed the responsible person as required by the legionella risk assessment. The proposal was seconded by Councillor Davison and the motion was passed unanimously by resolution of the Committee.
Mr Warrilow said that he would be happy to liaise with the Clerk; the flushing of the system can be incorporated into the cleaner’s schedule.
Action: Clerk to meet with Kyme Heating to get a quote for remedial work identified as part of the legionella risk assessment.
ii) The clerk confirmed that the legionella awareness training will be provided by WorkNest.
iii) The Clerk informed the meeting that a thermometer kit will be required for monthly temperature testing and provided costings for a mid-range kit at £107.99.
iv) The Clerk informed that a temperature log book is required for recording but this can be done via an excel spreadsheet rather than a bespoke book.
v) Mr Warrilow informed the meeting that the boiler is serviced on a 2-yearly cycle. It was installed just over 12-months ago.
vi) Members noted that legionella sampling is required.
vii) Members noted that signage has been identified as being required further to the legionella risk assessment.
viii) Members noted that quotes for remedial plumbing works identified in the legionella risk assessment are outstanding and agreed to defer this item to the next meeting of the Pavilion Committee.
8. General Items (PaVC25/015)
a) S106 Funding
Councillor Spencer informed the meeting that he, Councillor Tucker and the Clerk had met with representatives from NK this morning. The funding can only be used to create a new playing/sports surface and they have suggested a MUGA on the site of the old playground. The Clerk said that she has reached out to Smiths Construction for quotes.
b) Store Room Shelving Solutions
Item not required.
c) Tenancy Agreement
Councillor Spencer informed the meeting that a meeting had taken place with the solicitor this afternoon; the solicitor is redrafting the agreement.
d) Cricket Club
i) Digital Scoreboard
The Chair thanked the cricket club representatives present for their kind message of thanks via Social Media over the weekend.
The Clerk informed the meeting that the cricket club had requested permission to site their new scoreboard on the wall of the Pavilion building. This would be installed free of charge by Mr Wells. Cricket club representatives said it would need to be waterproofed in the short term with lead flashing and Perspex but in the long-term they would like to explore a roller shutter option.
Councillor Wright proposed that the Pavilion Committee support the recommendation but suggested that it must be approved by the Parish Council at the next full meeting in June. The proposal was seconded by Councillor Spencer and the motion was passed unanimously by resolution of the Committee.
ii) Cricket Storage Container
Cricket club representatives present explained that they would like to site their new storage container horizontally against the fence line. Councillor Spencer expressed his concern for neighbouring properties if the container sits above the fence line. The container is 2.6m in height. The current container will be removed free of charge. The Chair proposed that the Pavilion Committee support the recommendation but suggested that it must be approved by the Parish Council at the next full meeting in June. The proposal was seconded by Councillor Spencer and the motion was passed unanimously by resolution of the Committee.
Councillor Spencer said he was concerned about the state of the area surrounding the containers. Cricket club representatives explained that the ground will be levelled off.
Action: The cricket club agreed to add removal of the disused rollers to their agenda for the cricket club meeting on Thursday 5 June 2025.
e) Review of current approvals and expenditure.
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Detail
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Cost
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Status
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Completion Date
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Roof Bracing single storey loft space
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2,230.38
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Approved
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Complete
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Loft Insulation (single storey)
This is about to start but the loft needs clearance – Need approval for three days work at £660 plus the hire of a skip.
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2,493.84
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Approved
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In progress
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Replacement lead flashing
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1,060.00
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Approved
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Complete
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Replacement guttering and downpipes
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2,000.00
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Approved
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Start date not agreed
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Additional leadwork
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900.00
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Approved
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Complete
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Light tunnels
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600.00
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Approved
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Complete
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Second storey loft work to include bracing and insulation
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1,248.00
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Approved
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Complete
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Garage works
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1,750.00
650.00
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Approved
Approved
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Work due to begin w/c 27 May 2025
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Replacement windows
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4,179.00
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Approved
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Pending
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Moss Removal
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Quotes pending (one requested and received)
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New Pathway
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Review specification
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External lighting pole (electrics)
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261.64 plus VAT
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Approved
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Not instructed Quantum Electrical awarded work 24 February 2025
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External lighting pole (replacement)
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Quotes need to be obtained
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Electrical work carried out by SKU to include rewiring, repairs to emergency lights x 2, rewiring of hand dryers and downlights and replace extractor fan in the accessible toilet, 3-phase supply to the kitchen including new consumer units and three additional electric sockets in the kitchen
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12,901.00
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Approved
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Complete
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Emergency Light Repairs – PC approved £50 per unit with Arion, March 2025.
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291.67
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Approved
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Pending
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Removal of redundant water pipes
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2,500.00
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Approved
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Complete
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Structural Engineers (compliance visit)
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950.00 plus VAT
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Approved
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Pending
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Conversion of dance studio to two changing rooms
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4990.00
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Approved
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Pending
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Refurbishments of changing room to children’s changing room
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Specification required
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Refurbishment of changing room to accessible changing room
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Specification required
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Replace flooring (function room through bar including accessible toilet)
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Specification required
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Repair of underground drains
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Quotes pending (five requested, none received)
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External works
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12,500.00
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One quote received (two further quotes required)
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Replacement fire doors
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One quote requested
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The Clerk informed the meeting that expenditure on the Pavilion building since September 2024, per the request from Councillor Davison, totals £28,710.18 GROSS. Within the next month or so, there will be additional expenditure in the region of £10k; the Parish Council must prioritise works to prevent the risk of exceeding the budget. Councillor Davison said that this is public money raised via the precept; he said care must be taken to ensure that the Pavilion building does not continue to be a ‘money pit’. The Clerk explained that the levels of current expenditure are a reflection of past neglect. He said a clear plan needs to be put in place for future maintenance. He explained that the Parish Council does not have a statutory duty to provide playing fields; the Clerk suggested that the Parish Council as the property owner does have a duty to provide a building that is deemed legal and safe per the legislative requirements. Councillor Spencer said he had sent out a list of priorities six weeks prior but had received no feedback.
The Clerk reminded members that if they are tasked with obtaining quotes, not to expect the tenant to meet with them on our behalf.
The cricket club representatives present said they would be happy to assist with any fundraising events.
The Clerk explained that Richard Wells will need three days to clear the loft ready for insulation at a cost of £660.00 plus the hire of a skip. The insulation work and EPC will follow. The garage/store conversion is almost complete and the electrician is due to handover this week on Thursday 5 June 2025. He has cleared his waste from the loft area but there are a few issues that need to be resolved.
Action: Pavilion Committee members to meet informally to draft a red, amber, green/long-term plan of works/maintenance to bring back to the next meeting of the Pavilion Committee for approval.
9. Date and time of the next meeting (PaVC25/016)
Cemetery Committee Meeting, Monday 14 July 2025 at 7.30pm
Events Meeting TBC
Finance Committee Meeting, Monday 16 June 2025 at 7.30pm
Pavilion Committee Meeting, Monday 7 July 2025 at 7pm
Allotment Management Committee Meeting, Monday 23 June 2025 at 7pm
Staffing Committee Meeting, 26 June 2025 at 7pm
Monday 28 July 2025
Monday 18 August 2025
Monday 29 September 2025
Monday 27 October 2025
Monday 24 November 2025
10. Questions from the public
No comments from members of the public.
The Chair closed the meeting at 20.37pm.
