Ruskington Parish Council

Minutes of an ordinary meeting of Ruskington Parish Council held on Tuesday 11 January 2022 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 6.59pm.

1. Apologies for absence.

Apologies had been received from Cllr White and Cllr Ditch and their valid reasons for absence was known.

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

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

None were declared at this time.

3. To approve as a correct record the notes of the ordinary meeting held on Tuesday 23 November 2021.

Action: The Council RESOLVED to approve the notes of the meeting as accurate Minutes. Proposed by Cllr Cotter, seconded by Cllr Trolley 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 held on 23 November 2021.

Action: The Council RESOLVED to approve all payments made since the last meeting. Proposed by Cllr Cox, seconded by Cllr Trolley and approved unanimously.

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

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

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

Action: The Council RESOLVED to approve the bank reconciliations for December 2021. Proposed by Cllr Lupton, seconded by Cllr Trolley and approved unanimously.

   4.4. To consider VAT registration for the Council, following the RFO’s investigation.

Action: The Council RESOLVED to become VAT registered with effect from 1 April 2022. Proposed by Cllr Conway, seconded by Cllr Tonge and approved unanimously.

   4.5. To consider a mid-year audit of the Council finances by the internal auditor.

Action: The Council RESOLVED to request the internal auditor to conduct a mid-year audit. Proposed by Cllr Tonge, seconded by Cllr Cox and approved unanimously.

   4.6. To consider / approve the budget recommendations for fiscal year 2022/2023 as recommended by the Finance Committee following their meeting held on 7 December 2021.

Action: The Council RESOLVED to approve the recommended budget for fiscal year 2022/2023 without any amendments. Proposed by Cllr Conway, seconded by Cllr Cunningham and approved unanimously.

   4.7. To consider / approve the precept for fiscal year 2022/2023.

Action: The Council RESOLVED to approve the precept for fiscal year 2022/2023. This would be a rise of 7.09% which equated to £8.29 per annum (69p per month) for Band D rated properties. Proposed by Cllr Cunningham, seconded by Cllr Tonge and approved unanimously.

The Chairman thanked the RFO for her time, research, and application to the council’s finances.

7.30pm. The RFO left the meeting.

5. To receive the Clerk’s report.

This had been circulated prior to the meeting. The Clerk answered questions on the report.

7.40pm. County & District Councillor Wright arrived at this point in the meeting.

6. To receive an update on co-option to Ruskington Parish Council. (New application received.)

An application for co-option had been received and the applicant had met with the Chairman and Clerk of Council on 14 December 2021. The applicant had been unable to observe this meeting due to family illness.

Action: The Clerk would invite the applicant to observe the next meeting.

7. To consider Community Safety Accreditation Scheme powers (CSAS) for Aurora Security Patrols at a cost of £1,600 (this cost may be shared with Sleaford Town Council), enabling enforcement of Council byelaws.

Information had been circulated prior to the meeting.

Action: To enable Aurora to perform their duties and work within their powers, further research into the CSAS scheme and the issuing of fines was required. The Clerk was to arrange a meeting with Aurora and Council members to discuss and share information.

8. To review the change of date for ordinary Council meetings.

The Chairman advised that the previous resolution to change the meeting day to the first of the month was not workable for the RFO if the first Tuesday also happened to be the first day of the month, as the financial paperwork could not be issued to Council three clear days before the meeting.

Action: The Council RESOLVED to change the date of its ordinary meetings to the 2nd Tuesday in the month. Proposed by Cllr Conway, seconded by Cllr Tonge and approved unanimously.

9. To review the Annual Parish Meeting and Office Open Day held on 9 October 2021 - Cllr Ditch.

Action: As Cllr Ditch was not present at the meeting, this was deferred to the February 2022 meeting.

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

Action: The Council RESOLVED to close the Office Relocation Committee with immediate effect. Proposed by Cllr Conway, seconded by Cllr Cunningham and approved unanimously.

11. To consider the formation of an Estate Management Committee to oversee the buildings that are owned and managed by Ruskington Parish Council. (Initially the Parish Office and outbuildings, and public toilets.)

Action: The Council RESOLVED to form an Estate Management Committee. Proposed by Cllr Conway, seconded by Cllr Tonge and approved unanimously.

   11.1. To elect members to the Estate Management Committee.

Action: The Council unanimously RESOLVED to elect the following Members to the Estate Management Committee: Cllr Conway, Cllr Cunningham, Cllr Tonge, Cllr Cox, Cllr Trolley.

12. To review and approve the following policies (previously circulated):

   12.1. CCTV policy as recommended by the HR and Recreation Committees.

Action: The wording of the CCTV policy was discussed. Following further agreed amendments this policy would be considered for adoption at the February meeting.

   12.2.  Co-option Policy and Appendix as recommended by the HR Committee.

   12.3.  Staff Handbook as recommended by the HR Committee.

Action: The Co-option Policy and Appendix, and Staff Handbook, were approved for adoption. Proposed by Cllr Cotter, seconded by Cllr Lupton and approved unanimously.

   12.4. To consider a policy for the binding of Council minutes, and the expenditure for binding (approx. £118.00 per set) - Cllr Cunningham.

Action: The Clerk to confirm with LALC how long Minutes can be kept legally in view of GDPR. Further research into the costs of binding the Council’s minutes to be made in preparation for consideration at the February meeting.

13. Recreation Committee:

At the request of the Chairman, the Council unanimously agreed to move agenda items 13.1 and 13.2 into Closed Session as both involved contractors and contracts.

   13.1. To consider the quotes for the refurbishment of Parkfield play area and approve the contractor.

This was considered in Closed Session, below.

   13.2. Consider any additional information to update the FCC funding bid.

Action: The RFO to inform FCC of the successful contractor and submit the quote and detailed plans.

   13.3. To consider requests by Finding Fitness to conduct a public consultation and resubmit the funding bid to the National Lottery for free children’s holiday sports clubs.

Action: The Council unanimously RESOLVED not to conduct a public consultation or resubmit the funding bid as it was felt the business would be the benefiter of the funding.

14. Environment Committee - Cllr Conway, Chairman of the Environment Committee.

   14.1. To consider the purchase of a power scythe for cutting of the grass at the closed church yard, the paths at Horseshoe Hollow, and the north side of the Beck at a cost of £1049.00.

Action: The Council RESOLVED to approve the purchase of a power scythe at a cost of £1049.00 if it was environmentally friendly. Proposed by Cllr Conway, seconded by Cllr Cunningham and approved unanimously.

   14.2. To consider the contracts for amenity and verge grass cutting, and for Horseshoe Hollow.

Action: The contracts would be reviewed by the Environment Committee at their next meeting.

   14.3. To consider the most appropriate disposal of equipment not used by Council.

(List circulated prior to the meeting.)

Action: The Council RESOLVED the disposal of the following items: 1 x Stihl hedge cutter – advertise for sale; 1 x palm sander – advertise for sale; 1 x tile cutter – advertise for sale; 1 x broken dust cart – safe dispose (skip); I x broken leaf blower – safe disposal. The salt/grit spreader to be kept and used in compliance with the Council’s gritting policy.

   14.4. To consider the replacement of a resident’s fence, damaged by the overgrowth of a tree and hedge on the path from Lincoln Road to Horseshoe Hollow. (Approx. cost £520.00).

Action: The Council RESOLVED to replace the 5 damaged panels in a resident’s fence at a cost of £520.00. Proposed by Cllr Conway, seconded by Cllr Tonge and approved unanimously.

   14.5. To consider a request from a student to carry out environmental work experience at Ruskington Parish Council.

Action: The Council RESOLVED to approve the request from a sixth form student to undertake environment work experience in June 20222 with the Council. Proposed by Cllr Tonge, seconded by Cllr Conway and approved unanimously.

   14.6. To consider relocating the litter bin outside the church entrance or placing a new litter bin beside the bench on the High Street bridge to reduce the incidents of littering around the bench. – Cllr Tonge.

Action: The Council RESOLVED to locate a new litter bin near the bench opposite the entrance to the churchyard. Proposed by Cllr Tonge, seconded by Cllr Lupton and approved unanimously.

15.  Planning Committee - Cllr Cunningham, Chairman of the Planning Committee.

The Planning Committee had last met on Tuesday 11 January 2022.

   15.1. To receive an overview of planning applications, new and approved.

Cllr Cunningham gave a resume of the planning applications received and approved by NKDC since the last meeting. Please see the minutes of the Planning Committee meeting for details.

   15.2. To receive an update on the proposed bus stops for Lincoln Road. Cllr Cunningham required advice from the Chairman of Council regarding a matter connected to the proposed bus stops.

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

Mr Andy Doughty had taken the lead on this and would be attending the Emergency Plan training in February 2022. He had reviewed the Plan and updated the Emergency Planning boxes (tape, gloves and rope have been added). One new volunteer has been “signed up” and completed their GDPR consent form. NKDC had reviewed the Plan and made suggestions. A meeting was to be arranged and information shared to raise awareness and encourage volunteers. Cllr Cunningham agreed to remain on the committee but was no longer able to attend the training in February 2022.

17. To consider applying for the NALC Foundation Award for Councils at a cost of £80.00 (Information previously circulated.)

Action: The Council RESOLVED to apply for the Foundation Award. Proposed by Cllr Conway, seconded by Cllr Cotter and approved with six votes for and one against.

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

a. LCC – Public Consultation – extending the 30mph speed limit on Lincoln Road due to a new housing development. (Shared on social media and some councillors had responded individually.)

b.  Lincs Bus - Information re bus services over Christmas and New Year. (Shared on social media.)

c. Resident – Notice of resident’s planning application for a dog off lead exercise area. (Cllr Cunningham advised of an on-site meeting with the applicant and Clerk on 6 January 2022.)

d. LCC – Information on a Fund our Roads campaign. (Shared on social media.)

e. Resident – Incident with a dog off lead at Parkfield playing field on 2 January 2022.

f. Residents – Thank you for the Christmas lights on the High Street.

g. Member of Rail Future, Lincolnshire – Campaign to re-open Donnington Station.

19. 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 Cox asked if the agendas for all committee meetings could be sent out to full council, not just the committee’s members.
• Cllr Cox advised that a local business wished to donate towards the Christmas lights in 2022 so they could be “bigger and better”.
• Cllr Trolley reported issues with parking on Parkfield Road near its junction with High Street North. Nuisance parking could be reported to LCC for investigation.
• Cllr Cunningham advised that the large Christmas tree, erected by the Council in the churchyard had not been visible from the High Street.

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

D/Cllr Boston advised that due to the latest covid variant, 80% of NKDC staff were working from home in compliance with the latest government guidance. He praised the NK officers, especially the waste team and D/Cllr Wright, for their hard work in keeping the Council’s functions and business running smoothly and in a timely manner.

Cty and D/Cllr Wright reported that:

• The majority of NKDC’s business could now be undertaken online and visits to the Customer Service’s Desk could only be made by prior arrangement, which helped keep services running on time.
• The bin recycling system was working well with 96% of green bins and 99% of purple bins now being used correctly by residents and emptied by NKDC.
• Cllr Wright would be attending a meeting regarding rail improvements
• Central government had rescinded £12million of funding from LCC which had been allocated for road repairs.
• A meeting with the head of Highways for Ruskington area to discuss a road survey and a possible traffic regulation order to prevent HGVs using Westcliffe Road was being planned.
• There were problems with the curbs and pavement alignment at the entrance to the Flaxwell Fields development, reducing accessibility.

21. 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.

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

The Chairman closed the meeting at 8.47pm and the District Councillors left the meeting.

The Chairman re-opened the meeting at 8.48pm.

   13.1. (From above). To consider the quotes for the refurbishment of Parkfield play area and approve the contractor.

Fives quotes had been received and reviewed and a detailed comparison had been made by the RFO. The Tender had been available via the Council’s website and the Contracts Finder website, in accordance with Council’s Financial Regulations.

Action: The Council RESOLVED to award the contract for the refurbishment to Wicksteed; if all play equipment complied with the latest safety standards and the junior equipment could be improved. The fencing around the play area would be removed from the contract, for economic reasons, and considered separately at a later date. Proposed by Cllr Cox, seconded by Cllr Tonge and approved unanimously.

   13.2. Consider any additional information to update the FCC funding bid.

Action: The RFO to inform FCC of the successful contractor and submit the quote and detailed plans.

22. To receive the outcome of a Disciplinary Meeting held on 2 December 2021 - Cllr Ditch.

As Cllr Ditch was not present, Cllr Conway gave a resume of the disciplinary meeting, which had been attended by the staff member and their union representative, and its outcome. A final written warning had been issued to the staff member.

23. To receive an update on the referral to Occupational Health Services and approve the expenditure. (List of costs circulated with the agenda.)

Action: The Council RESOLVED to approve a video consultation for an employee with a nurse at an occupational health firm recommended by LALC’s HR Adviser at a cost of £164.00. Proposed by Cllr Tonge, seconded by Cllr Lupton and approved unanimously.

24. To receive an update on the non-clerical staff consultations, held on 14 December 2021, regarding proposed changes to pay scales and pay awards from 1 April 2022.

Action: All non-clerical staff members had agreed to the proposed changes and for the NJC pay guide being used to inform their pay scales and pay awards from 1 April 2022. At this time, the pay awards for 2021-2022 had not been agreed between the government and the unions.

The Chairman closed the meeting at 10.05pm.

Meeting date: 11 January 2022

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 23 November 2021.

Summary:

Covid- 19 guidelines - Due to changes in Government guidelines, the Clerk and RFO are working from home as much as possible (from 13 December 2021.) The Government’s Plan B guidelines have been circulated to all staff and are displayed in the parish office.

Inventory– changing rooms - This is available in the meeting folder. The majority of items will be relocated. Those left are rarely used and are for Council to agree their best way of disposal. (Agenda item) An old microwave and old desk, neither the property of RPC or its current staff / members, and previously thought to have been disposed of, will be going in a skip.

Changing room outdoor light – the electrician will be replacing this.

Parkfield play area PIR lights – these are on order and will be trialled before more robust versions are purchased. These lights can then be used on the RPC sheds. Posts will be ordered once a trial of the lights has shown to improve the images on the CCTV cameras.

Parish Office. The garden is being cleared by Andy Doughty for the community garden and the new shed. An electrician visited on 14 December 2021 to discuss the electricity supply to the current and new shed, and for a ventilation fan on a trickle feed for the storeroom. Tree stumps were removed by contractor on 5 January 2021 at a cost of £120. Paul will remove the concrete washing line posts and lay the base for the new shed. Once the shed is in place, the changing rooms will be emptied. An alternative site is the current raised flower bed in the office yard. This would allow ease of access / transportation of equipment and would not require a new base to be laid.

Garage / workshop roof - Evidence of water ingress via the flat roof has been noted inside the workshop. The Building Caretaker has inspected – there are a few thin cracks in the roof (plywood covered with bitumen) - which he says he can repair – when the weather is warmer.

Community Safety Accreditation Scheme powers - Aurora is investigating the purchasing of these “powers” to enforce RPCs bylaws, at an annual cost of £1,600. (There is a possibility RPC could share this cost with Sleaford Town Council – if they also agree.) Information has been circulated to Council. (Agenda item.)

Closed church yard – work to the lilac bushes affecting properties neighbouring the churchyard have been cut back at the request of the property owners and with the permission of the church.

• The grass has been cut again and yellow rattle sown.
• Scouts have been given two dates to help with the planting of the crocus bulbs but, although keen to help, no response has been received.

Councillor vacancies - An applicant will be observing the meeting and met with the Chairman and Clerk on 14 December 2021. (Application previously circulated). (Agenda item.)

Cllr Lupton has completed all his new councillor paperwork, has been issued with his RPC email address, has been signed up for training and is keen to share his financial experience with the Finance Committee.

Christmas Trees - Lots of positive comments and thank you messages have been received from residents saying “how beautiful” the village looks. The caretakers have been thanked, plus a volunteer who helped the Clerk and RFO wrap the trees in lights.

Emergency Plan - Andy Doughty has taken the lead on this. He will be attending the Emergency Plan training in February 2022, has reviewed the Plan and updated the Emergency Planning boxes (tape, gloves and rope have been added). One new volunteer has been “signed up” and completed their GDPR consent form. NKDC has reviewed the Plan and made suggestions. If any councillors wish to be part of the committee, or to remain part of the committee, please let me/Andy know. A meeting is to be arranged.

Parish Agreement (Grass verge cutting) - This has been renewed for year 2022-2023. Maps of areas have been requested and will be in a format that can be used by RPC.

FCC Funding Bid to improve Parkfield playing area - This was submitted by the RFO on Tuesday 30 November 2011. Questions from FCC have been answered. Additional information can be added up to the end of January and the outcome will be known on 2 March 2022. The tender is available on the RPC website and advertised on the Contracts Finder website, following RPC financial regulations. (Thank you to the RFO). This has brought forward further playground contractors and another site visit (20 December 2021) 5 quotes have been received. (Agenda item)

Finding Fitness: The RFO, with the aid of the director of Finding Fitness submitted a funding bid to the National Lottery on 1 December 2021 for £5,725 (wages, village hall hire, equipment). This bid was not successful, with the National Lottery advising (on 10/12/2021) that there was not enough evidence of a public consultation / evidence of need. Finding Fitness has asked if RPC can undertake a social media consultation. (Agenda item)

Flags: The Lincolnshire flag has arrived and flag poles. Union flag expected.

Pavilion showers – a plumber has inspected the faulty shower. Quotes for the repair work and a master switch off system still to be provided. This has been chased up x 3.

Pavilion kitchen - this has been registered with NKDC to enable the kitchen to be used to serve refreshments.

• The hot water boiler, for making drinks, is still to be serviced.
• Emails to all users have been sent out as the pavilion is requiring daily cleaning. Leaving it a mess is against the T & Cs of use. Brooms and a bin are provided.

Pavilion drainpipes – the protective covers have been fitted by RPC caretaker.

Pavilion CCTV room – the room has been emptied of cleaning equipment and the key returned to the office safe. Access by non-clerical RPC staff is no longer possible.

Tennis net storage - this has been painted and should be installed in the location agreed within the MUGA storage by the 11 January 2022. (Requires 2 people to lift.)

Grass cutting at Parkfield - The football teams were complaining that the grass was too long to play on. Glendale will do another cut, but the ground is currently too wet. The manager of a team was seen cutting an area of the grass on 10 December, – without RPC authority and has made a mess of the ground. An email has been sent to the individual concerned.

PREVENT training - This was undertaken by the Clerk and RFO as part of the Clerk’s networking day. This deals with safeguarding and the prevention / early detection of extremist views/ actions. (Please be careful what you share on social media – posts may not be what they appear.)

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.

LCC Zero Carbon Parishes Project - The clerk is investigating this to see if RPC can take part. It may be possible for LCC to undertake an energy audit of the sports pavilion and parish office.

Bike racks for Elmtree play area/field - These have arrived, but their location needs to be agreed.

Allotments - All plots have been allocated with 2 people remaining on the waiting list. All appear to be in good order on last inspection carried out by the RFO. Another inspection will be carried out in January 2022. The caretaker will be constructing new community compost bins to replace the current bin which is in a bad state of repair.

Horseshoe Hollow - Env SK delivered 40 x 2-3ft whips to replace the saplings lost/damaged by them during the grass cutting in August 2021. (This is more than the saplings damaged). Andrew Doughty will be planting these, as he was not working on the day they arrived.

Path from Lincoln Road to Horseshoe Hollow - The work to the trees and brambles damaging garden fences commenced on 14 December 2021 and was completed on 16 December 2021. One area has been left, as by removing the ivy the fence to a property will collapse. Another property owner has contacted RPC as the overgrown trees and bushes have damaged their garden fence panels. (Agenda item)

Trees - RPC will be planting 245 free trees – obtained from the LCC Treescape Fund, and the Woodland Trust. LCC has been provided with a detailed map of where the trees will be planted for their maintenance records.

NALC award scheme - Due to lack of elected members, RPC must commence with the Foundation Award (£80) and work towards the silver and gold awards. In May 2023, elections will be held so all councillors will be elected so we should be able to go for Gold! (Agenda item)

Salt - LCC are providing Council with a one tonne of salt in late January 2022 (at no cost) for RPC purposes only. RPC do not salt/grit the roads, only grounds that we own/ maintain, e.g., Parkfield car park. RPC also supplies salt to the village hall for their car park.

LCC Grit bins – All LCC grit bins require topping up. LCC were contacted about this on 6 January 2022.

Water butts – These have arrived and will be installed by Andy Doughty.

Cemetery – following reports of moles, the pest-controller has been contacted.

Training – the Clerk, RFO and Cllrs Lupton, Ditch and Tonge are undertaking finance and VAT training for local councils and Cllrs Cox and Lupton are attending Councillor training. Staff members are also undertaking IT skills, first aid and health and safety training. Training is available for all councillors and staff members via the LALC training agreement and its partnership training providers.

Flooding on High Street North – reported to LCC on 6 January 2022 – reference no: 4170173. Drainage work will commence w/c 23 January 2022.