Full Council Minutes - 1 April 2020 - 31 March 2021

Minutes of an ordinary meeting of Ruskington Parish Council held remotely on Tuesday 27 October 2020 at 7.00pm via Microsoft 365 Teams

One member of the public was in attendance.  

The Chairman opened the meeting at 7.00pm. 

1.  Apologies for absence.  

All Members were present at the meeting. 

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 29 September 2020. 

Action: The Council RESOLVED to approve the notes of the ordinary meeting of Ruskington Parish Council held on Tuesday 29 September 2020 as accurate minutes, following amendments to the numbering, and the wording in District Councillor Wright’s report, Proposed by Cllr Cunningham, seconded by Cllr White and approved 9 for with 3 abstentions. 

4. Financial Matters. 

The Chairman advised that the AGAR return had been received from the external auditor. One amendment had been required.  Cllr Johnstone asked if the Environment Enforcement Warden had been paid for September 2020. This was confirmed by Cllr White. The RFO to add the payment to the list of payments made.  

   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 29 September 2020. Proposed by Cllr Trolley, seconded by Cllr Dean and approved unanimously. 

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

Action: The Council RESOLVED to approve all payments made in October 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  29 September 2020.  Proposed by Cllr Conway, seconded by Cllr White and approved unanimously. 

    4.4. To approve payments made by the Office Relocation Committee for items pertaining to the relocation of the parish office. 

Information had been circulated prior to the meeting. The Council RESOLVED to consider this matter in Closed Session at the end of the meeting. 

     4.5.  To consider the tax implications and options for the hiring out of the sports facilities.  

Cllr White advised the Council of the recommendation made by the Recreation Committee at the committee meeting held on 22 October 2020. 

Action: The Council RESOLVED that the sporting facilities to be used at no cost by members of the community and by organised clubs and groups. The Parish Council would provide, pay for, and maintain all equipment and consumables. Donations would be welcomed. Proposed by Cllr Cunningham, seconded by Cllr White and approved 9 for with 1 objection and 1abstention.  

5. Review membership of Council committees following the co-option of three councillors. 

Action: The Council unanimously RESOLVED that Cllr Cox be co-opted to the Recreation Committee and Cllr Cotter be co-opted to the Environment Committee.  

6. Review of by-law notices at Parkfield playing fields and other Parish Council owned areas. 

Action: The Council RESOLVED to review all the by-laws and for Cllr Cunningham to discuss this with the appropriate officer at North Kesteven District Council. Proposed by Cllr Cunningham, seconded by Cllr Trolley and approved unanimously.  

7. To receive an update on a Community Speed Watch scheme for Ruskington. 

The Clerk advised that only two expressions of interest had been received.  

Action: The Council unanimously RESOLVED to continue the request for volunteers to set up a Community Speed Watch Scheme. 

8. To receive reports from the Committees.  

Reports had been circulated to Councillors prior to the meeting. 

     8.1.  Cllr Conway, Chairman of the Environment Committee. 

In addition to the report, quotes had been received  for the tree work at Elmtree play area and the hedge work at the allotments. The best quote was for £500 to cover both areas of work. Two skips had been required to remove waste from the allotments. It was unclear if the contractor had removed the grass cuttings from the wildflower areas in Horseshoe Hollow as agreed. Ruskington Garden Centre had sponsored and planted the tubs along the Beck.  

    8.1.a.  Update on the ashes scattering area for the cemetery. 

Advice had been received and quotes were being obtained for the 2021/2022 budget. 

    8.1.b. To receive an update on the refurbishment of the cemetery and cemetery hedge. 

Privet hedging had been advised to fill the gaps in the hedge, and a quote for £106 had been received, based on the previous year’s prices.  

    8.1.c.To receive an update on the refurbishment of the Memorial Garden. 

The work to the garden was almost complete apart from some further planting. 

Action: The Council RESOLVED to approve expenditure of up to £1,500 to cover the costs of the tree work at Elmtree, the hedge work at the allotments, skip hire, the privet bushes for the gaps in the cemetery hedge and for the winter flowering plants for the village tubs and planters not sponsored by the garden centre. Proposed by Cllr Conway, seconded by Cllr Fryer and approved unanimously. 

   8.2  Cllr Fryer, Friends of Horseshoe Hollow, report. 

The last litter pick of the year had taken place and would resume in spring 2021. Evidence of littering and evening drinking was noted. 

A former councillor had agreed to plant 30 saplings in Horseshoe Hollow, currently planted for safe keeping in his garden, over the next few weeks once the trees were dormant. 

Action: Thirty x one metre canes to be ordered. 

8.3  Cllr White, Chairman of the Recreation Committee. 

The notes of the Recreation Committee meeting held on 22 October 2020 had been circulated prior to the meeting. 

Ownership of the goalposts at Hillside on land belonging to NKDC remained unconfirmed but they did not belong to Ruskington Parish Council. 

Action: The Council RESOLVED for the goal posts to be removed and stored in the Pavilion. Proposed by Cllr Cunningham. Seconded by Cllr Dean and approved unanimously.  Information about their removal to be shared on social media once a date was known. 

   8.3.a.  Update on the use of the multi-use games area (MUGA). 

The MUGA was in use by clubs on Monday, Tuesday, Wednesday and Thursday evenings and Saturday mornings. The walking football club was gaining new members. 

The Recreation Committee had agreed for the  Lincolnshire Netball League to use the MUGA at weekends at no cost, but a donation would be welcomed.  

   8.3.b.  Options for the outdoor lighting at the Pavilion.  

Quotes were awaited. 

   8.3.c. Update on the replacement of the boundary fence at Parkfield playing field.  

The deeds showed the Parish Council to be responsible for the boundary fence.  

Action: A quote for 900mm fencing and posts to be confirmed. 

   8.3.d.  Update on the cultivation of the weed growth area following the removal of the activity court. 

This cultivation was underway by the grass -cutting contractor. 

   8.3.e.  To consider the expenditure for replacing the pendulum swing seat at Parkfield play area. 

Action: The Council RESOLVED to replace the pendulum swing seat at Parkfield play area at a cost of £1,599.69 for supply and installation. Proposed by Cllr White, seconded by Cllr Cunningham and approved unanimously.  

   8.3.f.  Recommendations for the Recreation Committee budget for year 2021/2022. 

Running costs for the MUGA for year 2021/2022 would be £1,500 - £2,000. 

No progress had been made on the development of a sensory garden but £750.00 was recommended to be ringfenced fort his project. 

Self-closing hinges for the MUGA entrance and exit cost £251.00 each. 

Quotes for the lights on the outside of the Pavilion were awaited. 

Action: The Council RESOLVED to accept the proposed budget recommendations for year 2021/2022 and to purchase two self-closing hinges for the entrance and exit of the MUGA at a cost of £251.00 each. Proposed by Cllr White, seconded by Cllr Cunningham and approved unanimously.  

8.4. To receive an update on the Ruskington and Dorrington Hospital Voluntary Care Service. 

The scheme remained out of operation due to the Covid-19 pandemic and would be considered at the Finance and Policy meeting on 3 November 2020. 

8.5. Cllr Cunningham, Chairman of the Planning Committee. 

Information had been circulated prior to the meeting. 

No decision had been made yet by NKDC on the development on land on the east side of Lincoln Road. 

Ruskington Parish Council had objected to the planning application for 31 High Street as no flood risk assessment had been made. This had now been carried out.  

8.6. Clerk’s Report. 

Information had been circulated prior to the meeting. In addition, the Clerk advised that no election had been called following the resignation of Cllr Dixon therefore the Council could advertise the vacancy for the co-option of a councillor. The interview panel had agreed the following dates: Closing date for receipt for applications to be Monday 9 November 2020 at 5pm; interviews to take place week commencing Monday 16 November 2020, and the co-option to be considered at the ordinary meeting on Tuesday 24 November 2020. 

9. Correspondence. 

a. Request for benches at both sides of the railway station bridge and the Hillside railway bridges, and a litter bin for the top of the bridge near the station (via Facebook.) These were considered un-viable due to lack of safe space in both these locations. 

b. A request from Sleaford Kesteven Rotary Club to litter pick the village. This was agreed. 

10. Councillors’ reports.  

Cllr Johnstone asked when the office would be opening again as residents had been asking.  This would be reviewed once the CCTV cameras and counter were installed to staff safety. There were various ways that residents could contact the office without calling into the building.  

Cllr Johnstone asked where the publicity for the Youth Award had been distributed. This was the same as the previous year although some venues had declined to take the information due to the pandemic.   

Cllr Cotter enquired about the use of Twitter by the Parish Council. This was not considered achievable at this moment in time unless someone agreed to take this on. The Council’s Facebook page had a reach of 4,800 individuals.  

11. District and County Councillors’ Reports. 

County Councillor Storer was not present at the meeting and no report had been received. 

D/Councillor Wright advised that the completed road works at the rugby club junction was working well and would reduce accidents. 

Covid-19 remained a serious concern with the rates of infection in Lincolnshire rising and advised that if staff could work from home they should work from home. 

NKDC had only the bare minimum of staff working in the council offices. Promoting how the council can be contacted was working well. 

The Corporate Plan for 2021-2024 was being developed with renewed priorities and the environmental policies were moving ahead. 

12. To resolve whether to exclude the public and press, in accordance with the Public Bodies (Admissions to Meetings) Act 1960  

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

D/Cllr Wright left the meeting. 

13.  Report from Cllr White, Chairman of the HR Committee. 

The notes of the HR Committee meeting held on 22 October 2020 had been circulated prior to the meeting. 

   13.1.a.  Amendments to the Terms of Reference for the HR Committee.  

Action: The Council RESOLVED to approve the amendments to the HR Terms of Reference. Proposed by Cllr White, seconded by Cllr Cunningham and approved unanimously.  

   13.1.b.  Update of the strategic review of the Council’s workforce and operations, including the opening of the public toilets on Church Street. 

Cllr White provided an overview.  All staff had accepted the new working regimes and their updated contracts and the revised staff handbook.  

The public toilets had been opened for a few weeks.  

The role, cost and effectiveness of the Environment Warden had been considered with the recommendation that they focus on the main areas of the village for four hours on a Friday afternoon and four hours on a Monday morning. 

Some staff members were reluctant to enter the office due to concerns over the lack of ventilation. 

Action: A staff signing in and out device to be purchased for the office, and a quote for a Covid-19 risk assessment to be undertaken to be obtained.  

   13.1.c. Caretaker’s request to reduce working hours on a Tuesday by one hour. 

Action: The Council unanimously RESOLVED to accept the caretaker’s request to reduce his working hours on a Tuesday by 1 hour. 

   13.1.d.  To consider permanently increasing the RFO’s hours to 30 hours per week from 1 November 2020. 

Action: The Council RESOLVED to permanently increase the RFO’s hours from 20 hours to 30 hours per week commencing on 1 November 2020. A view to increasing to full time hours to be considered before the next financial year (2021-2022.) The RFO to deputise for the Clerk during times of annual leave and sick leave and to be paid accordingly. All staff to undertake appraisal.  

14. Relocation of the Parish Office and the public consultation by Cllr Conway, Chairman of the Office Relocation Committee. 

Notes of the meeting held on Monday 22 October 2020 had been circulated prior to the meeting. 

Two architects were to visit the office property to advise about possible use for the residential part of the property. The second quote for a counter was still awaited. The public consultation surveys to be distributed at the beginning of November with the Local Lincs magazine. Closing date for the return of surveys was 30 November 2020 at 5pm.  

Valuations of the property to be undertaken in readiness for the application for funding approval. 

Quotes for the installation of CCTV cameras had been received. 

Action: The Council RESOLVED to accept the quote from Global Vision for £1954.92 for the installation of 3 CCTV cameras and a camera doorbell at the parish office. Proposed by Cllr Conway, seconded by Cllr Tonge and approved unanimously.  

The next meeting of the Office Relocation Committee to take place on Monday 23 November at 10am. 

The Chairman closed the meeting at 9.06pm.