Full Council Minutes - 1 April 2020 - 31 March 2021

Minutes of an ordinary meeting of Ruskington Parish Council held remotely on Tuesday 30 March 2021 at 7.00pm via Microsoft 365 Teams

No members of the public were in attendance.  

The Chairman welcomed the delegates. As there were no comments or questions from the member of the public, the Chairman opened the meeting at 7.01pm. 

1.  Apologies for absence.  

Apologies had been received from Cllr White and Cllr Trolley and their valid reasons for absence were known. 

Action: The Council RESOLVED to accept the valid reasons for absence. Proposed by Cllr Cunningham, seconded by Cllr Conway and approved unanimously. 

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

All Councillors declared an interest in Agenda item 10.6 as a Councillor was a neighbour to a planning applicant.  

3. To approve as a correct record the notes of the extra-ordinary meeting held remotely on Thursday 4 March 2021. 

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

4. Financial Matters  

   4.1. To consider approval of payments made since the last ordinary meeting and in March 2021. 

Action: The Council RESOLVED to approve all payments made since the last meeting and in March 2021. Proposed by Cllr Tonge, seconded by Cllr Fryer and approved unanimously. 

   4.2. To consider approval of the bank reconciliations since the last meeting held on Tuesday 23 February 2020. 

Action: The Council RESOLVED to approve the bank reconciliation. Proposed by Cllr Cunningham, seconded by Cllr Fryer and approved unanimously. 

    4.3. To consider renewing membership to the Institute for Cemetery and Crematorium Management (ICCM) for financial year 2021/2022 at a cost of £95.00.  

Action: The Council RESOLVED to renew the membership to the ICCM for year 2021/2022.  Proposed by Cllr Conway, seconded by Cllr Cunningham and approved unanimously. 

5. To receive the Clerk’s report. 

The report had been circulated prior to the meeting. Council had no questions for the Clerk. 

6. To receive an update on the co-option to Ruskington Parish Council. 

Two applications had been received. One interview had taken place. The second interview had required postponing and would take place before the ordinary April meeting. 

   6.1. To consider the nominations for co-option to Ruskington Parish Council, following interviews on 24 March and 29 March 2021. 

Action: The Council RESOLVED the co-option of Mrs Zoe Menday to the Parish Council. Proposed by Cllr Cunningham, seconded by Cllr Tonge and approved unanimously. 

7. To consider the return to physical meetings from 6 May 2021 in compliance with current government legislation.  

Advice had been sought from LALC as village venues suitable for holding meetings were not re-opening until 21 June 2021. The Annual Parish Meeting arrangements to be confirmed. This could be held outdoors, as scheduled on 20 May 2021, in the grounds of the parish office, or postponed until after 21 June and held in the grounds and inside the office in case the weather was inclement. 

   7.1.  To consider changing the date of the Annual Meeting of the Parish Council from Tuesday 20 May 2021 to Tuesday 4 May 2021 to enable Council business to be agreed at a remote meeting, or to a later date in May for a physical meeting.  

Action: The Council RESOLVED to bring forward the Annual Meeting of the Parish Council and hold this remotely on Tuesday 4 May 2021, to delegate powers at this meeting to the Clerk so the business and functions of the Council could continue; to cancel the ordinary meeting on 25 May 2021, and to hold the committee meetings scheduled between 7 May and 21 June as remote working party/ informal meetings.   Proposed by Cllr Conway, seconded by Cllr Fryer and approved unanimously.  

8. To receive an update on a speed watch scheme / traffic calming measures for Ruskington, and consider the expenditure for any equipment required.   

Cllr Cox provided an update on the scheme, the expenditure required for the equipment and for payment to the Lincolnshire Road Safety Partnership (LRSP) for approving safe locations from which to operate the scheme. The scheme now had 16 volunteers. Training by the PCSO may take place remotely via Zoom. Cllr Wright advised of his talks with LCC Highways and the LRSP regarding traffic calming for the village. Enforcement by use of the speed van could not take place as there was no available safe place within the 30mph zone where the van could be sited. The LRSP advised the best option for reducing speed was by the Community Speed Watch and would supply 30mph stickers for residents to place on their dustbins. 

Action: The Council RESOLVED the expenditure of £450.00 to purchase the required equipment and for payment to the LRSP. Proposed by Cllr  Cox, seconded by Cllr Tonge and approved unanimously.     

9. To review, and adopt as required, the following policies:  

   9.1.  Risk Assessment 

This was still under review by Cllrs Ditch and Cunningham. A health and safety audit of council property was required. 

   9.2.  Risk Management 

The Policy was being updated by Cllr Ditch to use a traffic light coding system and with improved formatting.  

   9.4.  Data Protection Policy 

Action: The Council RESOLVED to adopt the Data Protection Policy. Proposed by Cllr Cunningham, seconded by Cllr Ditch and approved unanimously. 

   9.5.  Grant and Donation Policy 

Action: The Council RESOLVED to adopt the Grant and Donation Policy. Proposed by Cllr Cunningham, seconded by Cllr Ditch and approved unanimously. 

10. To receive reports from the Committees.  

10.1 Cllr Conway, Chairman of the Finance and Policy (F&P) Committee. 

No committee meeting had been since the last ordinary meeting. 

   10.1.a. To elect a committee representative from the Environment and HR Committees to the F&P Committee, where the Chairman of these Committees is already a F&P member.  

Cllr Conway nominated Cllr Fryer as the Environment Committee representative, and Cllr Cunningham nominated Cllr Ditch as the HR Committee representative.  

Action: The Council RESOLVED to elect Cllr Fryer and Cllr Ditch to the Finance and Policy Committee. Proposed by Cllr Cunningham, seconded by Cllr Conway and approved unanimously. 

   10.2.  Cllr Conway, Chairman of the Office Relocation Committee, following the submission of the application for borrowing approval to LALC.  

The borrowing application had been submitted to LALC, but no outcome was available. 

   10.3.  Cllr White, Chairman of the Recreation Committee following a meeting of the Recreation Committee held remotely on 9 March 2021. 

A report had been circulated prior to the meeting. As Cllr White was not at at the meeting, Cllr Cunningham presented an update. Sleaford Barge Netball Team had offered to pay a £10.00 per hour donation to use the MUGA. The RFO advised that it was best for this donation to be paid as a lump sum at the end of the season, so it did not appear to be a business transaction. Delegating powers to the Recreation Committee to agree usage of the facilities by teams was agreed and would require the Terms of Reference to be amended. Requesting the use of car sharing by teams to be written into the user agreement to reduce harmful impact to the environment.  

     a. To consider a request from Sleaford Storm Netball Club to use the MUGA on Sunday mornings 9am to 10.30am from 16 April 2021. 

Action: The Council RESOLVED to approve the use of the MUGA by the Sleaford Storm Netball Club. Proposed by Cllr Cunningham, seconded by Cllr Cox and approved unanimously.  

     b.  To consider ways to prevent anti-social behaviour at Parkfield car park, following correspondence from the Police. 

Action: On off-road barrier across the entrance to the Village Hall and Parkfield car parks to be investigated and costed. 

     c.   To consider a more cost effective, and environmentally friendly, way of heating the sports pavilion.  

Action: Information on a wind turbine, solar panels, and other ways of heating the pavilion to be investigated and costed.  

   10.4. Cllr Conway, Chairman of the Environment Committee. 

A report had been circulated prior to the meeting. A meeting with the Chairman, Clerk and representatives of the PCC had been held at the churchyard. Creating areas of wildflowers in the church yard, allowing the grass the grow in some areas, and the planting of bulbs on the banks at the wedding entrance gate had been agreed. 

     a. To receive an update on the flooding to a garden on Manor Street. 

 Three weeping willow trees to help mitigate the flooding in Horseshoe Hollow were to be planted in the autumn. 

     b. To consider the recommendations for the management of Horseshoe Hollow. 

Action: The Council RESOLVED to adopt the recommended management of Horseshoe Hollow.   Proposed by Cllr Cotter, seconded by Cllr Conway and approved unanimously. 

     c.  To consider the recommended grass cutting plan, and quotes, for Horseshoe Hollow. 

The current contractor would no longer be cutting the grass in Horseshoe Hollow. 

Action: The Council RESOLVED to adopt the recommended grass cutting plan and quote from an environmentally friendly contractor.  Proposed by Cllr Conway, seconded by Cllr Tonge and approved unanimously. 

     d.  To consider the recommended Environment Policy for Ruskington Parish Council. 

Action: Following discussion the policy required amendment. 

     e. To consider signage and other ways to ensure dogs are walked on leads at Horseshoe Hollow, following reports of a dog on a lead being attacked and increasing occurrences of dog fouling. 

Action: The Council RESOLVED to purchase three signs at a cost of £33.22 +VAT. Proposed by Cllr  Fryer, seconded by Cllr Tonge and approved unanimously. 

f. To consider quotes for the tree work in Ruskington church yard following a meeting with PCC representatives. 

Action: The Council RESOLVED to accept a quote for £425 for the tree work. Proposed by Cllr Conway, seconded by Cllr Fryer and approved unanimously. 

   10.5.  Cllr Fryer, Friends of Horseshoe Hollow. 

The Friends of the Hollow would meet again after 21 June 2021. 

   10.6. Cllr Cunningham, Chairman of the Planning Committee. (Information previously circulated.) 

           a. To receive an update on Planning Application 20/0391/FUL. 190 dwellings on land off Lincoln Road. 

This application had been approved by NKDC. 

           b. To consider names for roads on the Flaxwell Fields development (land off Lincoln Road). 

Various names had been suggested and were discussed. Cllr Cunningham read out a statement providing the history of the area with suggestions for road names that reflected this ancient history.  

Action: The Council RESOLVED to adopt the following street names:- Saxon Way, Coteland Road, Roman Way, and Dunsby Close. Proposed by Cllr Cunningham, seconded by Cllr Conway and approved unanimously.  

           b. To receive S106 information for the development on land off Lincoln Road. 

Cllr Cunningham provided an outline of this, and the Community Infrastructure Levy, and advised how this funding could support and create community facilities, such as an extension to the medical centre, improved and additional play equipment, a Saturday bus, additional bus stops and bus shelters and a post box for the new development.  A detailed report would follow. 

11. Correspondence - for information only  

  a. Sleaford police - anti-social behaviour at Parkfield car park. 

  b. Resident – dogs off-lead at Horseshoe Hollow. 

  c. NKDC – Re-opening the High Streets Grant and request for parish council support. 

13. District and County Councillors’ Reports – for information only.  

D/Cllr Boston reported that this had been a quieter period for him and that he looked forward to a return to full duties. 

Action: The Council RESOLVED to exclude the public and press. Proposed by Cllr Cotter,  seconded by Cllr Fryer and approved unanimously. 

The Chairman closed the meeting at 9.11 pm and the District Councillors left the meeting. 

The Chaman re-opened the meeting at 9.12 pm. 

15. To consider the lease for the public toilets on Church Street. 

Action: The Council RESOLVED to continue the lease for the toilets, and to consider applying for the “Changing Rooms” grant to provide adult changing facilities. Proposed by Cllr Conway, seconded by Cllr Tonge and approved unanimously. 

16. To receive an update on the HR Committee by Cllr White, Chairman of the HR Committee, following a meeting held remotely on 8 March 2021. 

A report had been circulated prior to the meeting. As Cllr White was not present at the meeting, Cllr Cunningham provided an update. The next HR Committee meeting was to take place on 1 April 2021. 

   16.1. To consider the recommended rationalisation of the Council’s workforce and a possible redundancy. 

Cllr Cunningham and Cllr Conway provided information on the review and rationalization of the workforce, following changes to working and contractor practices. The HR Committee recommended two full time operatives, one for buildings and play equipment, and one for environment and grounds maintenance which would incorporate litter picking and dog fouling. This would involve a redundancy.  

Action: The Council RESOLVED to employ two full time caretakers; one for maintenance of buildings and play equipment, and one for environment and grounds maintenance, and to the redundancy of one existing post. Proposed by Cllr Cunningham, seconded by Cllr Tonge and approved unanimously.  

   16.2.  To consider the recruitment of a new full time operative. 

Action: The Council RESOLVED to recruit a full time operative for environment and grounds maintenance. Proposed by Cllr Cunningham, seconded by Cllr Fryer and approved unanimously. 

   16.3. To consider the revised job descriptions for a caretaker for buildings and play areas and a caretaker for environment and grounds maintenance.  

Action: The Council RESOLVED to approve the job descriptions for a caretaker for buildings and play areas and a caretaker for environment and grounds maintenance. Proposed by Cllr Cunningham, seconded by and Cllr Conway and approved unanimously. 

   16.4.   To consider the recommendations for the Council’s recruiting process, including the use of DBS checks to check for any criminal activity.  

Action: The Council RESOLVED to use basic DBS checks in the recruitment of new staff members.         Proposed by Cllr Cunningham, seconded by Cllr Fryer and approved unanimously. 

   16.5.  To consider the recommendation for the environment warden / caretaker to wear a body video camera whilst on patrol.  

Action: The Council RESOLVED for the operative/s to wear a body camera whilst on patrol only.        Proposed by Cllr Cunningham, seconded by Cllr Ditch and approved unanimously. 

The Chairman closed the meeting at 9.38pm.