Ruskington Parish Council

Minutes of an ordinary meeting of Ruskington Parish Council held on Tuesday 23 November 2021 at the Winchelsea Centre, High Street North Ruskington, NG34 9DY at 7.00pm.

No members of the public were present.

As no members of the public were present the Chairman the opened the meeting at 7.00pm.

1. Apologies for absence.

All Members were present.

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

Cllr Cunningham declared an interest on agenda item 12 (planning), and Cllr Trolley declared an interest in item 6 (co-option) as the application was known to him.

3. To approve as a correct record the notes of the ordinary meeting held on Tuesday 26 October 2021.

Action: The Council RESOLVED to approve the notes of the meeting as accurate Minutes. Proposed by Cllr Tonge, seconded by Cllr Ditch and approved with six votes for and one abstention (not present at the previous meeting.)

The Chairman signed the Minutes.

4. Financial Matters (Please see attached information).

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

Action: The Council RESOLVED to approve all payments made since the last meeting held on 28 September 2021. Proposed by Cllr Cox, seconded by Cllr Cunningham and approved unanimously.

   4.2. To consider approval of payments made in November 2021.

Action: The Council RESOLVED to approve all payments made in November 2021. Proposed by Cllr Cotter, seconded by Cllr Ditch and approved unanimously.

   4.3. To consider approval of the bank reconciliations for November 2021.

Action: The Council RESOLVED to approve the bank reconciliations for November 2021. Proposed by Cllr Cox, seconded by Cllr Cotter and approved unanimously.

   4.4. To consider the Parish Agreement Scheme for the urban highways grass cutting 2022-2023 and the contribution from LCC of £1821.09. (Response to be returned by 14 January 2021.)

Action: The Council RESOLVED to accept £1821.09 from LCC for the highways grass cutting for fiscal year 2022-2023, subject to confirmation of the areas to be cut. Proposed by Cllr Cunningham, seconded by Cllr Tonge and approved unanimously.

    4.5. To consider adding the RFO to the parish vehicle insurance at a cost of £192.00.

Action: The RFO to obtain additional quotes and quotes for third party insurance.

   4.6. To consider VAT registration for the Council, and for the RFO to investigate this.

Action: The Council RESOLVED for the RFO to investigate the Council becoming VAT registered. Proposed by Cllr White, seconded by Cllr Tonge and approved unanimously.

5. To receive the Clerk’s report. (Please see attached.)

This had been circulated prior to the meeting. No questions were raised.

6. Co-option to Ruskington Parish Council: One candidate for consideration.

One candidate had applied for co-option, and in accordance with the Council’s policy had met with the chairman and clerk and observed an ordinary meeting.

Action: The Council RESOLVED to co-opt John Lupton to the Council. Proposed by Cllr Cotter, seconded by Cllr Tonge and approved with 7 for and one abstention.

7. To consider suspending committees (except for the HR Committee) until the Council has a full complement of 13 councillors; and instead to hold meetings on the second and last Tuesday of each month, to improve the efficiency of the council and its decision making.

Action: The Council RESOLVED to move the ordinary meeting to the first Tuesday of each month, for a trial period, to aid the timely authorisation of payments.  The next meeting would be held on Tuesday 4 January 2022. Proposed by Cllr Tonge, seconded by Cllr Trolley and approved 7 for with 1 abstention. [Post meeting note – at the request of the Chairman, this date to be changed to Tuesday 11 January 2021.]

8. To receive an update on the purchase of 7-9 High Street North for use as a parish office – Cllr Conway.

The purchase of the property 7-9 High Street North had been completed on 1 November 2021.

   8.1. To consider closing the Office Relocation Committee as the property has now been purchased.

Action: A final meeting of the Office Relocation Committee to be convened. Council to consider at its next meeting the closure of this committee and the formation of a new committee or working party to oversee the management of the council’s office and other buildings.

    8.2. To consider the renovation of the caretakers’ store (outbuilding) at a cost of £309.54 incl. VAT and a new door at approx. £200.00.

Action: The Council RESOLVED to approve the renovation of the caretakers’ store at a cost of £309.54 incl VAT and the purchase of an appropriate door at a cost of £200. Proposed by Cllr Tonge, seconded by Cllr Trolley and approved unanimously.

9. To consider the application for FFC Funding, commenced by the RFO, to improve the play area at Parkfield playing field. (Closing date 1 December 2021 at 5pm.)

Action: The Council RESOLVED to approve the final draft of the application, and this could be submitted to FCC by the RFO. Proposed by Cllr Ditch, seconded by Cllr Conway and approved unanimously.

10.  Recreation Committee - Cllr White, Chairman of the Recreation Committee, with recommendations following a committee meeting held on 18 November 2021.

Cllr White presented a resume of the meeting and the committee’s recommendations.

   10.1.  To consider the request for donations from the users of the playing field and its facilities.

Action: The Recreation Committee were to review donations and make recommendations to Council.

    10.2.  To consider charges for the use of the playing fields and its facilities.

Action: The Recreation Committee were to review the charges and make recommendations to Council.

    10.3. To consider the revised quote for additional CCTV cameras at the Pavilion and changing rooms following mapping of the CCTV camera coverage from the Pavilion and the Village Hall.

Action: The Council RESOLVED to approve a quote for £1, 501.38, which included 2 new cameras, a router, re-positioning of two existing cameras and labour costs. Proposed by Cllr White, seconded by Cllr Cunningham and approved unanimously.

   10.4. To consider the installation of the internet in the pavilion for use with the CCTV cameras and the MUGA lights and to prevent the need for a 4G router.

Action: The internet and router were resolved in agenda item 10.3. above.

   10.5.  To consider installing motion sensitive lights on posts in Parkfield play area to improve images from the CCTV cameras and agree the locations and expenditure.

Action: The Council RESOLVED to test the use of motion sensitive security lights in the play area. If successful at improving the images on the CCTV taken during hours of darkness, 3 tamper-proof PIR lights were to be purchased and attached to three 10ft metal posts facing into the play area.

   10.6. To consider the expenditure to replace the decayed wooden fencing with metal loop fencing at Parkfield and Elmtree play areas. (Quotes previously circulated.)

Three quotes had been received. Further quotes had been requested for supply and installation by playground manufacturers as part of the funding application.

   10.7. To consider a children’s sports holiday club proposal from an external agency.

Research into the business had been undertaken and recommendations sought from a local parish council who had used the provider. The firm had supplied all information requested.

Action: The Council RESOLVED to approve the proposal if the Council could source the funding.  Proposed by Cllr Tonge, seconded by Cllr Trolley and approved unanimously.  

    10.8. To consider the request from a business to continue using the playing field for Sunday morning boot camps and consider any charges for this.

Action: The Council RESOLVED to approve the request for the temporary continuation of part of the playing field for the boot camps. However, the Clerk was to advise of the review of the charges for the facilities.

   10.9. To consider the current purpose and use of the pavilion and changing rooms, and how these buildings could be put to best use.

Action: A working party of the Recreation Committee was to review the use of both buildings and make recommendations for Council to consider.

   10.10. To consider the use of the pavilion as a community café following research by Cllr Ditch and the outcome of the public consultation.

Action: A working party of the Recreation Committee would consider the use of the pavilion for a community café, and would make recommendations for Council to consider.

   10.11.  To consider a request from the Lions Football Club to serve refreshments from the Pavilion kitchen following an inspection of the kitchen by Cllr Ditch and Cllr Cox.

Action: The Council RESOLVED to accept the recommendation of the Recreation Committee to allow the serving of refreshments until the outcome of the community café was resolved. The Council would register the kitchen with NKDC.

   10.12. To consider the recommendations for improving the environment and biodiversity at the playing fields (planting trees around the perimeter, improving the hedging, and sowing wildflower seeds on the strip of soil between the car park and the wooden fence).

Action: The Council RESOLVED to approve the recommendations for improving the environment and biodiversity at Parkfield.  Proposed by Cllr Conway, seconded by Cllr Trolley and approved unanimously.

   10.13. Consider the creation of a dog off lead exercise area on the north field based on the outcome of the public consultation survey.

Action: The Recreation Committee working party would research the creation of the dog exercise area.

11. Environment Committee - Cllr Conway, Chairman of the Environment Committee, with recommendations following a meeting held on 11 November 2021.

Cllr Conway presented a resume of the meeting, advised the committee were researching a new grass cutting contractor, and that the bans on parking inside the fence and bonfires at the allotments were upheld, following request from lease holders to re-consider these lease regulations. 

   11.1. To consider the use of flat memorial stones only in the cemetery.

Action: The Environment Committee would consider this matter at their next meeting.

   11.2. To consider the recommended increases to the burial fees for 2022-2023.

Action: The Council RESOLVED to approve the recommended increases to the burial fees which would commence on 1 April 2022. The costs for non- residents would remain quadrupled. Proposed by Cllr Conway, seconded by Cllr Ditch and approved unanimously.

   11.2. To consider the purchase and expenditure for a shed for the storage of equipment.

Action: The Council RESOLVED to approve the purchase of a 16 x 10 shed at cost of no more than £2,700. Proposed by Cllr Tonge, second by Cllr Trolley and approved unanimously.

   11.3. To consider the expenditure of £300 for water butts.

Action: The Council RESOLVED the expenditure of £300 for five water butts. Proposed by Cllr Tonge, seconded by Cllr Trolley and approved unanimously.

   11.4. To consider the expenditure for the NKDC tree survey, due in July 2022, at a cost of £475.75 ex. VAT. (Undertaken every 3 years.)

Action: The Council RESOLVED to approve the expenditure of £475.75 for a tree survey to be undertaken in 2022. This was to be added to the budget for fiscal year 2022-2023. Proposed by Cllr White, seconded by Cllr Tonge and approved unanimously.

    11.5. To consider the recommendation that the cemetery regulations remain as they are.

Action: The Council RESOLVED to approve the cemetery regulations without amendment. Proposed by Cllr Conway, seconded by Cllr Cox and approved unanimously.

   11.6. To consider an additional path to be cut at Horseshoe Hollow to improve access.

This path, to the west of the Beck, would allow a nature trail to be created in the Hollow.

Action: The Council RESOLVED to approve the additional path to be cut on the west side of the Beck. Proposed by Cllr Cotter, seconded by Cllr Tonge and approved unanimously.

   11.7. To consider the replacement of the compost bin, and the installation of additional compost bin at the allotments at a cost of no more than £500.

Action: The Council RESOLVED to approve the expenditure of no more than £500 for the two compost areas. Proposed by Cllr White, seconded by Cllr Tonge and approved unanimously.

   11.8. To consider the gradual replacement all the Council’s open-topped dog waste bins with closed, combination litter and dog waste bins.

Action: The Council RESOLVED to approve the replacement of the bins as required. Proposed by Cllr Cunningham, seconded by Cllr Cox and approved unanimously.

12.  Planning Applications - Cllr Cunningham, Chairman of the Planning Committee.

   12.1. To receive an update on planning applications for November 2021 following a meeting held on 23 November 2021. 

Cllr Cunningham presented a resume of the new and approved planning applications.

   12.2. To consider asking local historians to take part in the identification of properties in the village for listing as heritage assets, following a walk around the village by Heritage Lincolnshire, Councillors, and the Clerk, on 16 November 2021.

Cllr Cunningham advised of the visit by Heritage Lincolnshire and explained the project.

Action: The library was considered an ideal venue, due to its local history resources, for holdings meetings with interested residents to consider buildings possible for non-designated heritage listing. 

13. To receive an update on the Community Emergency Plan.

   13.1. To elect a Chairman for the Emergency Plan.

The Environment Committee nominated Mr Andrew Doughty.

Action: The Council RESOLVED to elect Mr Doughty as a non-councillor chairman for the community emergency plan. Proposed by Cllr Tonge, seconded by Cllr Cotter and approved 6 for with 2 abstentions.

   13.2. To consider the co-option of Mr Andrew Doughty to the Emergency Plan Committee.

This had been resolved in item 13.1. above.

Mr Doughty would be attending the Emergency Plan training with Cllr Cunningham on 2 February 2022 in Lincoln.  

   13.3. To consider ways to promote the emergency plan and encourage volunteers to become involved, without obligation.

Action: The Community Emergency Plan would be promoted on social media and in the Signpost magazine. A meeting with refreshments would be held to share information.

14. To consider applying for a NALC Standard Award for councils (Bronze, Silver, Gold.)

Action: The Council agreed this in principle, but further research was required.

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

a. LCC – Lincolnshire Transport Consultation (closes 1 December 2021).

b. Resident – Lack of accessibility around Ruskington for wheelchair users.

c. Resident: Freedom of information request concerning parking enforcement on Church Street (Referred to LCC highways)

16. To receive Councillors’ reports for information only and items for inclusion on the next agenda. Councillors are requested to use this opportunity to report minor matters of information not included elsewhere on the agenda and to raise items for future agendas.

• Cllr Cunningham reported on a meeting held that day with the Clerk and a solar panel company. The pavilion roof was unsuitable for solar panels, but panels could be used on both sides of the changing room roof, with the energy used for the changing rooms and the pavilion. Electric charging points, using future proof technology, could be considered for installing at the pavilion and parish office.
• Cllr Cunningham also reported that overnight parking was occurring again at the junction of Wood Lane and the A153.
• Cllr Cox advised of a speed calming measures.  
• Cllr Ditch asked if the Open Day could be reported on or discussed as an agenda item.
• Cllr Conway requested that an office apprentice be added to the next HR Committee agenda.

17. To receive District and County Councillors’ Reports – for information only. (Any items raised for decision will appear on the agenda for the next meeting.)

Cllr Wright report included the following:

• The crossing Rectory Road had been approved but no details were known.

• Cogglesford Mill had been fitted with a new waterwheel and was worth a visit.
• The Central Lincolnshire Local Plan included electric charging points for new properties and NK were pushing for on street charging points.
• The outcomes of the local by elections for district councillors
• That unaccompanied asylum seekers children would require accommodation in the district with costs paid for by the Home Office.

18. 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 matters.

The Council asked the Clerk to leave the meeting.

The meeting closed at 9.20pm. Cllr Wright and the Clerk left the meeting. The meeting and re-opened at 9.21pm.

19. Outcome of an incident involving Council employees – Cllr Ditch, Chairman of the HR Committee.

Cllr Ditch reported that, following the issue of a Verbal Warning to a staff member and that staff member’s subsequent ‘informal appeal’ against the warning, an internal investigation by the RPC HR Cttee discovered further evidence suggesting that the initial Warning should be supplemented by the issue of a Final Written Warning. 

All evidence relating to the Disciplinary procedures was presented to the meeting seeking approval to present it at a formally convened Disciplinary Meeting.

Action: The Council RESOLVED that the HR Cttee should complete the issue of the Verbal Warning and in light of new evidence, pursue the issue of a Final Written Warning at a formally convened Disciplinary Meeting

20. To consider adding Members of the HR Committee to the list of councillors who can view the Council CCTV footage.

Action: The Council RESOLVED that all member of the HR Cttee should be given formally chaperoned access to CCTV footage if it was deemed by the RPC Chair and HR Chair to be appropriate and necessary in the lawful pursuit of Council Business.

The Chairman closed the meeting at 10.15pm and the Clerk was asked to return to the room.

Meeting date: 23 November 2021

Author: Kathryn Locke – Clerk to Council

Purpose of report: To provide an update report from the Clerk on business conducted since the last Council meeting held on 26 October 2021.

Summary:

Anti-social behaviour: Youths on mopeds on Parkfield Rd and congregation outside the church had been reported to the police and being dealt with by Aurora.

Councillor vacancies: An applicant will be attending the meeting for council to vote on their co-option to Council. (Agenda item)

Clerk’s Networking Day: The Clerk and RFO will be attending a Clerk’s networking day, arranged by LALC, on Friday 10 December 2021.

Emergency Plan: Cllr Cunningham is signed up for the emergency plan training in February 2022. Andrew Doughty has expressed an interest in joining the emergency plan committee and has a special interest in the flood management of Horseshoe Hollow. (Agenda item.)

Funding application for Parkfield playing field: This has been commenced by the RFO (folder shared with council). Two on site visits by contracts have been made with a further visit on 25 November.

Purchase of the Parish Office. RPC became the owners of 7-9 High Street North on 1 November 2021.

Pavilion - solar / wind power: The arranged site visit for 28 October was cancelled by the contractor. Rearranged for 23 November at 1.30pm. Cllr Cunningham will be present.

Pavilion – painting: The external walls, window frames and wooden fascia have been painted by the contractor. Cracks in the walls were filled in. The fascia is in poor condition but could last another 2 years now it has been painted. The decayed wooden boxing around the drainpipe has now been removed and replacement coverings are on order by RPC’s caretaker.

Pavilion showers – a plumber has inspected the faulty shower. Quotes for the repair work and a master switch off system still to be provided.

Pavilion bike racks – the bike racks have been installed.

MUGA tennis net storage: The caretaker is painting the tennis net storage (green to match the fencing) prior to its installation within the MUGA cage.

Fencing for Parkfield & Elmtree Quotes are being obtained, following site visits by contractors. Playground manufacturers are also providing quotes. Fencing for Parkfield can be included in the funding application. (Agenda item).

Cemetery: A full reduction to part of the hedge affecting properties has been undertaken by contractor. The residents have thanked the Clerk and the contractor for their help and neat work.

Allotments:

• 2 people on the waiting list
• The ground burrowing / ivy bees on one allotment have disappeared and the plot has been allocated.

Horseshoe Hollow:

• There is an ongoing issue with tree branches and conifer cuttings being dragged into the Beck. Aurora is aware.

HR Matters: An HR matter is being dealt with. (Agenda item).

Christmas 2021: The trees arrive on Tuesday 23 November Aiming to have them up by 1 December 2021. RPC employees will be wearing their Christmas jumpers on Thursday 25 November as we wrap the trees in lights, and start to put them up along the High Street and Church Street.  If anyone is free to hold a ladder whilst the caretakers put the trees up, please let me know (Christmas jumpers optional).

NALC Awards for Councils: RPC can apply for Foundation, Silver or Gold Awards. RPC meets the criteria for the gold award.  (Agenda item.)

Meeting dates for the rest of 2021:

• Monday 29 November 10.30am - HR Committee (Parish Office)
• Tuesday 7 December - Finance Cttee meeting 10.30am (Parish Office)

Meeting date: 23 November 2021

Author: Cllr. Graham E. Conway

Report from Chairman of Environment Committee