Full Council Minutes - 1 April 2020 - 31 March 2021

Minutes of an ordinary meeting of Ruskington Parish Council held remotely on Tuesday 24 November 2020 at 7.00pm via Microsoft 365 Teams. 

No members of the public were in attendance. 

The Chairman opened the meeting at 7.00pm. 

1.  Apologies for absence.  

Cllr Cotter and Cllr Trolley were not present at the meeting and apologies had not been received. 

2. Declarations of interest and to consider applications for dispensations in relation to DPIs.   

None were made at this time. 

3. To approve as a correct record the notes of the ordinary meeting held remotely on Tuesday 27 October 2020. 

Action: The Council RESOLVED to approve the notes of the meeting held as accurate minutes. Proposed by Cllr Fryer, seconded by Cllr Dean and approved unanimously.  

4. Financial Matters. 

   4.1. To consider approval of payments made since the last ordinary meeting.  

Action: The Council RESOLVED to approve all payments made since the last meeting held on 27 October 2020. Proposed by Cllr Cunningham, seconded by Cllr Dean and approved unanimously. 

   4.2. To consider approval of payments made in November 2020. 

Action: The Council RESOLVED to approve all payments made in November 2020. Proposed by Cllr White, seconded by Cllr Cunningham and approved unanimously. 

    4.3. To consider approval of the bank reconciliations since the last meeting.  

Action: The Council RESOLVED to approve the bank reconciliations since the last meeting held on  27 October 2020.  Proposed by Cllr White, seconded by Cllr Tonge and approved unanimously. 

    4.4. To approve payments for the HVCS received in November 2020 and dated March 2020. 

Action: The Council RESOLVED to approve the HVCS payment dated March 2020. Proposed by Cllr Cunningham, seconded by Cllr Tonge and approved unanimously.   

    4.5. To consider the draft budget recommendations for financial year 2021/2022.  

Action: The Council RESOLVED to approve the draft budget for year 2021/2022, subject to receipt of financial and precept information from NKDC. Proposed by Cllr Cunningham, seconded by Cllr Dean and approved unanimously.  

     4.6. To consider the grant applications received for year 2020/2021. 

No applications received met the criteria of the grant policy, so no grants were awarded. Advice had been given to applicants as required. 

5. To receive an update on a Community Speed Watch Scheme for Ruskington. 

As only two residents had expressed an interest in taking part, a scheme was not currently  viable.  

Action: The Council unanimously RESOLVED for the Clerk to write to the Chief Constable, copying in the Police Crime Commissioner,  expressing concerns over the speeding issues in the village and requesting action to be taken. The letter to be shared on social media.  

6.  To consider a request from the Methodist Church to place decorations on a Christmas tree (provided by Ruskington Parish Council) to be located outside the Methodist Church.  

Action: The Council unanimously RESOLVED to allow the Methodist Church to place hand-made paper decorations on the tree following receipt of a risk assessment.  

7. To consider a request from the Village Hall Committee to place an oak notice board with shatterproof screen on the fence at the main entrance to Parkfield car park, for use by village hall and playing-field users and groups. (1200mm wide x 950mm high.)  

Action: The Council unanimously RESOLVED to approve the installation of the notice board at the entrance to Parkfield. However, the noticeboard must be placed on legs with its exact location agreed with the Council.  

8. To consider nominations for the Youth Achievement Award 2020 

    8.1. To agree the winner of the award for the age 0-10 years category. 

    8.2. To agree the winner of the award for the 11 -18 years category.  

Cllr Johnstone advised that only two entries, one for each category, had been received which did not comply with the definition of a competition.  

Action: The Council unanimously RESOLVED to cancel the competition.  

9. To receive reports from the Committees.  

     9.1.  Cllr Conway, Chairman of the Environment Committee. 

Notes of the Environment Committee meeting held on 12 November 2020 had been circulated prior to the meeting.  

     a. To consider the expenditure for placing information boards at the entrances to Horseshoe Hollow. 

A quote for £1200 had been received and a second quote was awaited. Most of the expenditure  would be allocated from the existing environment committee budget as a community orchard project had been placed on hold. An application for funding had commenced.  

Action: The Council RESOLVED to install information boards at the entrances to Horseshoe Hollow and approved the expenditure. Proposed by Cllr White, seconded by Cllr Dean and approved unanimously.  

    9.2.  Cllr Fryer, Friends of Horseshoe Hollow, report. 

30 saplings were to be planted in Horseshoe Hollow over the next two weeks. The Friends of Horseshoe Hollow would be carrying out the next litter pick in spring 2021. 

   9.3.  Cllr White, Chairman of the Recreation Committee. 

Councillor White gave a report on Recreation Committee matters. A quote for the outside lighting at the Pavilion had been received. A report by Cllr White to define the registered users of the sports facilities had been circulated prior to the meeting. 

Dogs off-lead and dog fouling at the sports field were discussed with the creation of a dog walking area to be managed by a private contractor as a possible solution, for consideration as a future agenda item.  

Action: The Council RESOLVED to accept the report and definition of registered users for the sports facilities. Proposed by Cllr White, second by Cllr Fryer and approved unanimously.  

   a. To consider a request from Pointon Football Club to use the Parkfield pitches for 3 months. 

Action: The Council RESOLVED to approve the request for Pointon FC to use a pitch for 3 months subject to availability. This would be at no cost, but a donation would be welcomed. 

   9.4.  Cllr Conway, on behalf of the Ruskington and Dorrington Hospital Voluntary Car Service. 

A partial review of the scheme had last been undertaken  in 2014. 

   a. To consider the formation of a working party to review the Ruskington & Dorrington Hospital Voluntary Car Scheme to ensure the scheme meets current legislative and financial regulations. 

Action: The Council unanimously RESOLVED to form a working party to review the scheme. 

   b.  To agree the membership of the HVCS review working party. 

Action: The Council RESOLVED for Cllr Ditch to commence the review of the HVCS. Two other Councillors were required to join the working party. Cllr Dean offered to provide information.  

   9.5. Cllr Cunningham, Chairman of the Planning Committee.  

Cllr Cunningham gave a resume of the planning applications for October 2020. 

       a. Applications refused by NKDC: 20/1057/HOUS, Langton Place 9 Witham Close, Ruskington.  Erection of a  2metre front wall (Retrospective)  

        b. Applications approved by NKDC: 20/1263/HOUS, 3 Rectory Road, Ruskington. Erection of garage and garden room to replace existing garage.  

   9.6. Clerk’s Report. (Previously circulated.) 

Further to this, concerns of nuisance parking on Tomlinson Way had been raised by residents. This was not a matter for the Council and the residents would be signposted to the most appropriate agency.  

10. Correspondence.  (Previously circulated). 

  a. Anglian Water  -  Priority Register Service focus group project. The Council would raise awareness of  the Register but would not take part in any project. 

  b. NKDC  - Grievances and Code of Conduct for Councils information. 

11. Councillors’ reports. 

Action: The Council RESOLVED to exclude the public and press to discuss the contractual and staff matters below. Proposed by Cllr Dean, seconded by Cllr Tonge and approved unanimously. 

The Chairman closed the meeting at 8.08pm and D/Cllr Wright left the meeting. 

The Chairman re-opened the meeting at 8.09pm. 

14. To receive an update from the Finance and Policy Committee, by Cllr Conway, Chairman of the Finance and Policy Committee. 

Cllr Conway advised that meetings of the Finance and Policy Committee had been held on 3 November and 19 November 2020. The notes of both had been circulated prior to the meeting. No questions were raised. 

14.1. To consider pay scales for the Clerk and RFO in line with the National Agreement on Salaries and Conditions of Service for Local Clerks in England and Wales.  

Cllr White proposed that this item and 14.2 below be moved to the end of the agenda allowing the Clerk to leave the meeting.    

Action: The Council unanimously RESOLVED to move this item to the end of the agenda.  

14.2. To consider the pay awards for employees for financial year 2021/2022. 

This item, as 14.1 above, was moved to the end of the agenda. 

14.3.To consider the hours and contract for the Environment Enforcement Warden. 

Actions raised by the Environment Committee at a meeting held on 12 November 2020 were outlined by Cllr Conway. The role and effectiveness of the Environment Warden was also discussed especially as Fixed Penalty Notices for dog fouling could no longer be issued by either Warden following changes to NKDC policy. Preventing dog fouling on the pitches and the installation of a dog walking area at the sports fields to be considered as an agenda item for the January 2021 ordinary meeting.  

Action: The Council RESOLVED that the Environment Enforcement Warden be informed that his working practices and effectiveness would be reviewed in 3 months ( February 2021). The Environment Warden’s role and effectiveness to be considered at the January 2021 meeting.  Proposed by Cllr Dean, seconded by Cllr Tonge and approved unanimously.  

 15. To receive an update on the possible purchase of a Parish Office and the public consultation by Cllr Conway, Chairman of the Office Relocation Committee. 

Notes of the Office Relocation Committee meeting held on 23 November 2020 had been circulated prior to the meeting. Two valuations for the property had been received and quotes for a survey of the building were being obtained. CCTV cameras were being installed on 30 November 2020 but the date for the counter installation was not yet confirmed.  

16. To receive an update from Cllr White, Chairman of the HR Committee. 

Notes of the HR Committee meeting held on 23 November 2020 had been circulated prior to the meeting. No questions were raised.  

At this point in the meeting the Council RESOLVED for the Clerk to leave the meeting so agenda items 14.1 and 14.2 above could be considered. Proposed by Cllr White, seconded by Cllr Cunningham and approved unanimously.  

The Clerk left the meeting at 8.46pm. The Chairman re-opened the meeting at 8.47pm. 

14.1.   (from above) To consider pay scales for the Clerk and RFO in line with the National Agreement on Salaries and Conditions of Service for Local Clerks in England and Wales.  

Action: The Council RESOLVED to increase the salaries of the Clerk and RFO SCP 21 and SCP 14 respectively with effect from April 2021, in accordance with the National Agreement on 24 August 2020. Proposed: Cllr Dean, seconded Cllr Tonge and approved unanimously.  

14.2 (from above)  To consider the pay awards for employees for financial year 2021/2022. 

Action: The Council RESOLVED to increase the salaries of operatives by 1% or minimum wage increase whichever was greater. Proposed by Cllr Cunningham, seconded by Cllr Fryer and approved unanimously.  

The Chairman closed the meeting at 8.56pm.