Full Council Minutes - 1 April 2020 - 31 March 2021

Minutes of an ordinary meeting of Ruskington Parish Council held remotely on Tuesday 26 January 2021 at 7.00pm via Microsoft 365 Teams

Two members of the public were in attendance, with intermittent connectivity issues.   

The Chairman opened the meeting by welcoming the delegates and members of the public.  

As there were no comments or questions from the member of the public, the Chairman opened the meeting at 7.02pm. 

1.  Apologies for absence.  

All Delegates were present at the meeting. 

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

Cllr Cunningham expressed an interest in agenda item 5 below, as he knew the residents who had corresponded with council regarding traffic concerns in the village. 

The Chairman of Council proposed to move agenda item 10.3. below, to follow agenda item 4 to allow one of the members of public present to be involved in the discussion.  This was unanimously approved by Council. 

3. To approve as a correct record the notes of the ordinary meeting held remotely on Tuesday 24 November 2020. 

Action: The Council RESOLVED to approve the notes of the meeting held as accurate minutes. Proposed by Cllr White, seconded by Cllr Tonge and 7 for with 1 abstention. 

4. To approve as a correct record the notes of the extra-ordinary meeting held remotely on Thursday 10 December 2020. 

Action: The Council RESOLVED to approve the notes of the meeting as accurate Minutes following one amendment to those listed as being present. Proposed by Cllr Trolley, seconded by Cllr Cunningham and 7 for with 1 abstention. 

10.3.a  (from below). To consider correspondence regarding flooding to a property on Manor Street in relation to the Beck in Horseshoe Hollow. 

At this point in the meeting, 7.10pm, Cllr Cotter joined the meeting. 

The Environment Agency had been informed of the flooding concern raised by a resident. Previous concerns by a property owner had been raised in December 2016 and a meeting had been held at that time, on-site, with the Environment Agency. The Agency had advised that Horseshoe Hollow is natural flood plain and nothing could be done about flooding into adjacent gardens. The advice had been for the resident to erect a wall in their garden to divert the water. Cllr Fryer had attended the meeting with the Environment Agency and had circulated photos of the dipping pond in relation to the affected properties, dated 26 November 2021. Cllr Cunningham outlined the background to the dipping pond, advised how it had been funded by Network Rail, with permission granted by the Environment Agency and explained that the Council cannot alter the flow of the water. The Chairman asked the member if the public if they had any questions or wished to say anything. The resident asked for confirmation that the Council owned Horseshoe Hollow and reported that since the dipping pond had been created the flooding issues had worsened with flood water reaching the property’s back door.  Doubt over the Council’s responsibility for the area was also raised. Cllr Conway confirmed that the Hollow was owned by the Council but governed by the Environment Agency on all matters concerning the Beck and Horseshoe Hollow. Rather than send the previous letter and advice to the correspondent it had been agreed to seek further, updated advice from the Environment Agency.  

Action: Once the response from the Environment Agency had been received the information would be sent to the correspondent.  

The member of the public had no further questions, thanked the Council and left the meeting.  

5. Financial Matters (Please see attached information). 

    5.1. To consider approval of payments made in December 2020 and January 2021. 

Action: The Council RESOLVED to approve all payments made in December 2020 and January 2021. Proposed by Cllr Fryer, seconded by Cllr Cunningham and approved unanimously. 

    5.2. To consider approval of the bank reconciliations since the last meeting held on Tuesday 24 November 2020. 

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

    5.3. To consider the quarterly financial report for financial year 2020 / 2021. (Circulated prior to meeting.) 

This had been appraised by the Finance and Policy Committee at a meeting held on 12 January 2021 with no concerns raised. The Council had no questions on the report. 

Action: The Council RESOLVED to accept the quarterly report for year 2020/2021.Propsed by Cllr White, seconded by Cllr Fryer and approved unanimously.  

    5.4. To consider / approve the final budget recommendations for financial year 2021/2022.  

The draft budget had been reviewed by the Finance and Policy Committee at a meeting held on 12 January 2021. No amendments were recommended.  

Action: The Council RESOLVED to approve the budget following its review for financial year 2021/2022. Proposed by Cllr White, seconded by Cllr Fryer and approved unanimously.  

   5.5. To consider / approve the precept for financial year 2021/2022. 

Action: The Council RESOLVED to request a precept of £200,314.00 for financial year 2021/2022. This was an increase of 2.29% from the previous year. (£2.62 per annum for a Band D equivalent property.) Proposed by Cllr Fryer, seconded by Cllr Cunningham and approved unanimously.  

6. To receive an update on a speed watch scheme / traffic calming measures for Ruskington – Cllr Tonge. 

Correspondence regarding traffic and HGV vehicles in the village had been circulated prior to the meeting. Councillors expressed concerns about traffic, speeding, illegally parked vehicles, traffic flow and poor visibility at junctions with Station Road.  Cllr Tonge outlined the outcome of correspondence with the Lincolnshire Road Safety Partnership and had investigated potential sites to locate speed limit repeater signs.  The Clerk reported that requests for weight limits had to be submitted to LCC Highways via the County Councillor. D/Cllr Wright advised that traffic flow and weight limits had to allow for diversion routes, and asked that copies of correspondence be sent to him in the absence of input from Cty/Councillor Storer.   

Action: The Council RESOLVED to obtain 21 speed limit repeater signs from the Road Safety Partnership. 6 of these would be supplied at no cost. Cllr Cox volunteered to lead a Community Speed Watch Scheme, and this would continue to be promoted. Proposed by Cllr Tonge, seconded by Cllr Cunningham and approved unanimously.      

7. To consider setting up a Youth Council -  Cllr Tonge. 

Action: To explore this idea further and consider again at the next ordinary meeting. 

8. To review the co-option policy and application for co-option to council.  

The policy  had been circulated prior to the meeting. 

Action: The Council RESOLVED to approve the policy subject to clarification on qualifications for become a councillor for European Citizens following Brexit and advice from LALC and NKDC.  

8. 1. To consider setting up a working party to review council policies for year 2021/2022 as these had not been reviewed in 2020/2021 due to the Covid-19 pandemic. 

Action: The Council RESOLVED for the Clerk to circulate a selection of policies for Council to review, amend and then approve for adoption at ordinary meetings throughout the year.  

9. To elect members to the following committees and interview panels. 

   9.1. HR Committee: Cllr Ditch was appointed to the committee. 

   9.2. Emergency Plan Committee: Cllr Cox was appointed to the committee.  

   9.3. Interview panels – employee and councillor interviews: Cllrs White, Tonge and Cotter were appointed to the interview panels. 

   9.4. Council’s representative on the Village Hall Committee: Cllr Ditch was appointed as the representative.  

10. To receive reports from the Committees. (Reports circulated to Councillors prior to the meeting). 

    10.1.  Cllr Conway, Chairman of the Finance and Policy Committee 

A Finance and Policy meeting had been held on 12 January 2021 and the notes of the meeting circulated for information. The parish agreement with LCC for grass cutting had been approved for year 2021/2022. No questions were raised. 

    10.2.  Cllr White, Chairman of the Recreation Committee. 

A Committee meeting had been held on 19 January 2021 and the notes had been circulated for information. Agenda items a,b,c, and d below had all been approved by the Committee for recommending to Council. No questions were raised.  

    a. To consider a request from Sleaford United Football Club to use Parkfield pitches on Sundays. 

Action: This had been approved by the Recreation Committee. 

    b. To consider quotes to replace seven outdoor lights on the pavilion building. 

Action: 6 LED, motion sensitive lights to be installed on the outside of the Pavilion at the recommendation of the Committee. A quote for 7 lights at a cost of £1200 had been received and the updated quote was awaited.  

    c. To consider quotes to replace a damaged self-closing gate hinge at Hillside play area. 

Action: To replace the hinge at a cost of £255.99 + VAT as recommended by the Committee.  

    d.  To consider the installation of a dog-park at Parkfield playing fields to reduce the incidents of dog fouling and dogs off-lead jumping up at residents using the facilities.  

Action: To trial a temporary dog-park at Northfield playing field following further planning, and ensuring space for 2 football pitches remained.  

   10.3. Cllr Conway, Chairman of the Environment Committee. 

   a. To consider correspondence regarding flooding to a property on Manor Street in relation to the Beck in Horseshoe Hollow. 

This had been considered above.  

   10.4.  Cllr Fryer, Friends of Horseshoe Hollow. 

Cllr Fryer and a former councillor had planted 30 saplings provided by the Woodland Trust in Horseshoe Hollow. On inspection the trees were dormant but undamaged.  

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

Cllr Cunningham provided an overview of new and approved applications. A footpath was to be diverted to allow a development of housing. The outcome of an application for 190 dwellings was still awaited. There were no questions. 

   10.6. Clerk’s Report including information on the Councillor vacancies.  

This had been circulated prior to the meeting. 

11. Ruskington and Dorrington Hospital Voluntary Car Service (HVCS)  

The scheme remained out of operation.  

   11.1. To consider a report and recommendations for the Ruskington and Dorrington Hospital Voluntary Car Service following a review by Cllr Ditch.  (Circulated prior to the meeting.) 

Cllr Ditch outlined his findings, the options, and his recommendation and answered questions on the review and his research.  

Action: The Council RESOLVED to absolve its connection with the scheme but to assist a third-party operator to set up a new scheme. Proposed by Cllr Ditch, seconded by Cllr Tonge and approved 7 for and 2 against.  

   11.2. To consider re-commencing the HVCS until its future is decided, to assist the Covid-19 vaccination programme for residents who have no other form of transport to access appointments.  

The Clerk had circulated  a risk - assessment, review, and recommendations prior to the meeting. 

Action: The Council RESOLVED to re-commence the HVCS on a temporary short-term basis to assist with the Covid-19 vaccination programme. Government guidance to be followed. The scheme to be reviewed at the next ordinary meeting on 23 February 2020 with a view to ending the scheme on that date. Proposed by Cllr Fryer, seconded by Cllr Tonge and approved unanimously.  

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

  a. Office for National Statistics – Census 2021. Promotional materials had been supplied and the clerk had attended an information session. 

  b. LALC – survey. The clerk had completed the survey. 

  c. NKDC - updated co-option information.  

Cllr Cunningham advised of other correspondence regarding land in the village.  This would be considered by the planning committee.  

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

Councillors had no reports for information or inclusion on the next agenda.  

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

D/Cllr Boston advised that NKDC was working hard to maintain services; working from home continues, and some committees, such as planning, had been reduced in number to facilitate online meetings.  

D/Cllr Wright reported that financial planning was underway, payback details were awaited from central government, there would be no cuts in financial year 2021/2022 because of Covid but there may be a slight rise in the precept. 

Cty/Cllr Storer was not present at the meeting and no report had been received. 

15. To resolve whether to exclude the public and press, in accordance with the Public Bodies (Admissions to Meetings) Act 1960, to discuss the following staffing, legal , lease and contractual matters.  

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

The Chairman closed the meeting at 9.05pm. The District Councillors and member of the public left the meeting. 

The Chairman re-opened the meeting at 9.05pm.  

16. To receive an update on the purchase of a property for use as a parish office by Cllr Conway, Chairman of the Office Relocation Committee, following valuations and a Red Book Survey.  

The notes of the last Committee meeting held on 25 January 2021 had been circulated prior to the meeting. Cllr White was to commence the business plan to apply for borrowing approval following the outcome of the public consultation.  

   16.1. To consider the best use for the rear of the parish office (residential or business use). 

Action: The Committee considered residential use to be the best option for the rear of the property. 

   16.2. To consider other options available for a parish office. 

A list of the properties considered had been circulated prior to the meeting. No commercial properties were currently available for rent. 

Action: To enter in negotiations with the property owners regarding the purchase price of the property.  

17. To review the lease for the Village Hall and consider the inclusion of the area adjacent to the Village Hall within the lease agreement for village hall hirers to use and the Village Hall Committee to maintain, to comply with financial regulations for parish councils.  

Due to time constraints this was deferred until the ordinary February 2021 meeting. 

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

Action: The lease to be reviewed at the Environment  Committee meeting on 11 February 2021, with a recommendation brought to the next ordinary meeting on 24 February 2021. 

19. To receive an update HR Committee by Cllr White, Chairman of the HR Committee and consider any recommendations.  

The notes of the last HR Committee meeting held on the 25 January 2021 had been circulated prior to the meeting. 

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

The Warden recommended that 10-12 hours per week would be sufficient from 1 February 2021.  

Action: The Environment Enforcement Warden’s hours to be reduced to 10 hours per week (40 hours per month) from 1 February 2021.  

   19.2. To consider the vacancy for a caretaker. 

A rationalisation of the workforce was underway and would be considered at the next HR meeting on 8 February 2021. 

At 9.21pm the Clerk left the meeting.  

20. To review pay profiles in relation to 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 at the written request of the Clerk and RFO. 

Action: The Council RESOLVED to approve the Clerk’s salary be re-graded to within the LC2 substantive range in salary scale SCP 26-28. Scale point 26 to be implemented with immediate effect, rising to 27 w.e.f. April 2021. 

Proposed by Cllr Ditch, seconded by Cllr White and approved 8 for with 1 abstention. 

Due to time restraints it was not possible to consider the re-grading of the R.F.O.'s salary, which was deferred to the February meeting. It was proposed by Cllr. Trolley and seconded by Cllr. Tonge, that any subsequent regrade would be backdated to this meeting date (26 January 2021.) 

The Chairman closed the meeting at 9.57pm.