Full Council Minutes - 1 April 2020 - 31 March 2021

Minutes of an ordinary meeting of Ruskington Parish Council held remotely on Tuesday 25 August 2020 at 7.00pm via Microsoft 365 Teams. 

One member of the public was in attendance.  

The Chairman opened the meeting at 7.03pm. 

1.  To receive and accept apologies where valid reasons for absence have been given to the Parish Clerk prior to the meeting. 

Apologies had been received from Cllr Dean, Cllr Johnstone and Cllr Trolley and their reasons for absence were known. 

Action: The Council RESOLVED to accept Cllr Dean, Cllr Johnstone, and Cllr Trolley’s valid reasons for absence. Proposed by Cllr Fryer, seconded by Cllr Tonge and approved unanimously. 

2. To receive declarations of interest and to consider applications for dispensations in relation to DPIs. Disclosure of Pecuniary and Non-Pecuniary Interests is to be in accordance with the Localism Act 2011 and to consider any applications for dispensations in relation to DPIs.   

None were made at this time. 

3. Election of a vice-chairman for Ruskington Parish Council. 

No nominations had been received and this item was deferred to the next ordinary meeting. Cllr Tonge offered to support the Chairman as much possible.  

4. To approve as a correct record the notes of the ordinary meeting of Ruskington Parish Council held remotely on Tuesday 28 July 2020. 

Action: The Council RESOLVED to approve the notes of the ordinary meeting of Ruskington Parish Council held on Tuesday 28 July 2020 as accurate minutes. Proposed by Cllr Tonge, seconded by Cllr White and approved unanimously. 

5. Financial Matters (Circulated prior to the meeting) 

    5.1 Approval of payments made since the last ordinary meeting held on 28 July 2020. 

Action: The Council RESOLVED to approve all payments made since the last meeting held on 28 July 2020. 

Proposed by Cllr White, seconded by Fryer and approved unanimously. 

    5.2 To consider approval of payments made in August 2020. 

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

    5.3 To consider approval of the bank reconciliations since the last meeting held on Tuesday 30 June 2020. 

Action: The Council RESOLVED to accept the bank reconciliations since the last meeting held on Tuesday 28 July 2020. Proposed by Cllr Fryer, seconded by Cllr White and approved unanimously. 

6. To consider a Community Speed Watch scheme for Ruskington. 

Action: To obtain information on the scheme from the Police, then raise awareness and call for volunteers. 

7. To consider the plans for the Remembrance Sunday parade and service in view of the current Covid-19 pandemic and government restrictions. 

The Clerk had sought advice from the Royal British Legion (RBL). Current guidance from the RBL and government (issued in May 2020) was for no services or parades to be held due to the Covid-19 pandemic. The laying of a wreath by the Council in the presence of a bugler was considered.   

Action: To complete a risk assessment, defer to the next ordinary meeting on 29 September 2020, and review any further guidance. 

8. To receive reports from committees: (Reports circulated prior to the meeting) 

8.1. Cllr Conway, Chairman of the Environment Committee. 

8.1.a. To consider the recommendation for an area to scatter ashes in the cemetery and agree any expenditure.  

The area considered was the site of the former shed on the south border which was hedged on three sides. 

Action: The Council RESOLVED to obtain a quote and advice on creating an ashes scattering area on the former  site of the  shed in Sleaford Road cemetery, with the information used to inform the budget for the financial year 2020/2022. Proposed by Cllr White, seconded by Cllr Tonge and approved unanimously.  

8.1.b. Update on the refurbishment of the Memorial Garden. 

Work to the path had commenced on Monday 17 August 2020. The refurbishment to be completed before Remembrance Sunday 2020. 

8.1.c. To consider the recommendation for installing information notice boards at Horseshoe Hollow. 

It was possible for students from Lincoln University to help identify the wildlife at no cost. 

Action: The Council RESOLVED to obtain quotes for the installation of information boards at the entrances to Horseshoe Hollow to inform the budget for the financial year 2020/2021. Proposed by Cllr Conway, seconded by Cllr Fryer and approved unanimously. 

8.1.d. Replacement of the damaged litter bin outside the library and provision of a litter / dog fouling bin for Sessile Crescent following complaints of dog fouling in the area.  

Action: The Council RESOLVED to purchase two litter / dog waste bins at a cost of £371.71 each (excluding VAT); one to be located outside the library and one on Sessile Crescent. Proposed by Cllr Conway, seconded by Cllr Tonge and approved unanimously.  

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

Litter and broken glass had been removed from the Hollow by the council caretakers. 

8.3. Cllr White, Chairman of the Recreation Committee. 

The Pavilion remained closed, but the toilets could open for ½ hour before and ½ hour after a match / training session. 

The RoSPA inspection report had been received and would be considered at the next Recreation Committee meeting on 3 September 2020. 

Cranwell football club had arranged to use one of the pitches. 

The formation of a walking football team with use of the MUGA was being considered by a resident. They had been signposted to the Football Association organisation for advice. Cllr White suggested the Let’s Play organisation may have information for encouraging organised groups to use the MUGA. 

8.3.a. To receive an update on the use of the multi-use games area (MUGA). 

The MUGA had opened on 10 August 2020. Ruskington Lions and The Sleaford Barge Ladies’ Netball Team were both using the facility, and interest was shown by other groups.  

A quote for four CCTV warning signs for the MUGA was awaited. 

8.4.Cllr Dixon, Chairman of the HVCS Committee. 

The HVCS remained out of service due to Covid-19. The scheme co-ordinator had taken passengers to hospital, but this was not in connection with the Ruskington & Dorrington Hospital Voluntary Car Scheme. Action: The committee to obtain the latest official Covid-19 guidance and complete a risk assessment for presentation to Council for consideration and approval prior to resuming service.  

8.5. Cllr Cunningham, Chairman of the Planning Committee (Information circulated prior to the meeting). 

Cllr Cunningham advised of concerns for two applications. These were discussed and responses to the planning applications considered. 

8.6. Cllr Conway, Chairman of the Finance & Policy Committee. 

No report was available as no meeting had been held. Cllr Conway congratulated the RFO on her admittance to the ATT as an accountant.  

8.7. Clerk’s Report, including the co-option to fill three parish councillor vacancies. 

The Clerk advised that further to her report, the two iso-containers had been removed from the parish office yard (one to Hollie’s Dog Rehoming Trust and the other to Parkfield carpark awaiting disposal). 

Applications for co-option to the Council had been received and the date for interviews was being arranged. 

9. Proposed changes to ward / electoral boundaries for Ruskington following a review by the Local Boundary Commission for England. (Information circulated prior to the meeting). 

Minimal changes were proposed and Ruskington would retain two district councillors. Therefore, no comments were required for submission. 

10. Correspondence  - for information only (Circulated to Councillors prior to the meeting). 

a.    Dyson – Beeswax newsletter and map. The map showing a footpath and permissive rights of way had been shared on the Council’s social media. 

11. To receive Councillors’ reports for information only and items for inclusion on the next agenda.  

Cllr Cunningham asked about the replacement of bushes to fill gaps in the cemetery hedge. Advice was being sought from a local garden centre. 

Cllr Tonge had been advised of an overgrown hedge at the allotments.  

12. To receive District and County Councillors’ Reports – for information only.  

13.1. To receive a report from Cllr White, Chairman of the HR Committee. 

One employee had commented on their new contract. This had been considered at the HR Committee meeting held on 24 August 2020 and the response agreed. 

New contracts for the operatives would be implemented on 1 October 2020. 

Revised job descriptions for the cleaner and environment warden (formerly the dog warden) had been approved by the committee. 

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

It was recommended that the public toilets be re-opened on a trial basis for two months, from 9am to 3pm, weekdays only, with a thorough daily clean. The caretakers had agreed to undertake the opening, closing and daily cleaning throughout the trial period. The role of the toilet janitor was under review.  

13.3. To receive a report from Cllr Conway, Chairman of the Office Relocation Committee, including the public consultation for the parish council purchasing the property. 

The planned public consultation open meeting and presentation planned for March 2020 had been cancelled due to the Covid -19 pandemic and lockdown restrictions. A recommendation from the Office Relocation Committee for the consultation was considered. 

Action: The Council RESOLVED to undertake a public consultation to ascertain if the parish council could apply for funding to purchase a property for use as a parish office. Due to Covid-19 restrictions the best way to undertake this was via the Signpost magazine, social media, website, and newsletter. A short article to explain the proposal with an opportunity to respond would be promoted once approved.  Proposed by Cllr White, seconded by Cllr Conway and approved unanimously.  

13.3.a. To consider the installation of decals on the office windows to provide privacy, the installation of a Ruskington Parish Council sign on the facade of the building, and to agree expenditure.   

Action: The Council RESOLVED to purchase the sign, backing boards and decals for the office windows at a cost of £902.28. Proposed by Cllr Conway, seconded by Cllr Tonge and approved unanimously. 

13.4. To consider the recommendations by the Environment Committee for the grass cutting at Horseshoe Hollow and around the village, and the installation of a barrier at the entrance to Horseshoe Hollow from Horseshoe Close. 

The last invoice had been paid in full, but the next would include a £100 reduction as contribution to the wildlife habitat beside the Beck. 

When the grass-cutting contract was due for renewal [April 2022] Horseshoe Hollow could be tendered for as a separate area requiring specialist ecological skills. 

To reduce the likelihood of the grass being cut at the wrong time of the year a locked barrier to prevent vehicular access was considered. The key would be obtained from the Clerk and the grass-cutting specifications reiterated. 

Action: The Council RESOLVED to erect a post and lockable chain across the vehicular access to Horseshoe Hollow. Proposed by Cllr Fryer, seconded by Cllr Tonge and approved unanimously.  

13.5. To consider the recommendations for amendments to the Terms of Reference (ToR) for the Environment Committee to enable representatives of organisations and members of the public to join the committee as non-councillors. 

The ToR was reviewed, and an amendment agreed to state that there could not be more non-councillor members than councillor members on the committee. 

Action: The Council RESOLVED to approve the ToR, with the amendment made, to allow representatives of organisations and members of the public to be co-opted onto the Environment Committee. Proposed by Cllr Fryer, seconded by Cllr Cunningham and approved unanimously.  

The Chairman closed the meeting at 8.34pm.