Ruskington Parish Council

Minutes of an ordinary meeting of Ruskington Parish Council held on Tuesday 8 February 2022 at the Winchelsea Centre, High Street North Ruskington, NG34 9DY at 7.00pm.

2 members of the public were present.

The Chairman welcomed the delegates and members of the public. As there were no questions or comments from members of the public, the Chairman opened the meeting at 7pm.

1. Apologies for absence.

All members were present.

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 11 January 2022.

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

The Chairman signed the Minutes.. Financial Matters (Information previously circulated).

   4.1. To consider approval of payments made in January 2022.

Action: The Council RESOLVED to approve all payments made in January 2022. Proposed by Cllr Cunningham, seconded by Cllr Trolley and approved unanimously.

   4.2. To consider approval of the bank reconciliations for January 2022.

Action: The Council RESOLVED to approve the bank reconciliations for January 2022. Proposed by Cllr Lupton, seconded by Cllr Trolley and approved unanimously.

   4.3. To consider the quotes for the office broadband due for renewal on 16 Feb 2022.

The RFO had circulated quotes and a recommendation to stay with the current provider.

Action: The Council RESOLVED to approve the RFO’s recommendation of continuing with Plus Net at a cost of £29.50 +VAT per month for a two-year contract. Proposed by Cllr Tonge, seconded by Cllr Trolley and approved unanimously.

   4.4.  To consider renewal of membership to the LALC Annual Training Scheme for year 2022/2023 at a cost of £180.00 (including VAT). (Last year £168.00 including VAT).

Action: The Council RESOLVED to renew its membership to LALC’s Annual Training Scheme. Proposed by Cllr Conway, seconded by Cllr Ditch and approved unanimously.

Although not an agenda item, a leaking water pipe in the storeroom behind the office had been discovered and required urgent repair. Two quotes had been obtained and circulated prior to the meeting.

Action: The Council RESOLVED to accept Quote 1 (BS Heating & Plumbing) at a cost of £150.00. Proposed by Cllr Tonge, seconded by Cllr Trolley and approved unanimously.

5. To receive an update on co-option to Ruskington Parish Council.

The applicant had previously observed a Recreation Committee meeting and met with the Chairman and Clerk.

Action: The Council unanimously RESOLVED to co-opt the candidate at this meeting rather than at the next ordinary meeting. Proposed by Cllr Conway, seconded by Cllr Cunningham and approved unanimously.

Action: The Council RESOLVED to co-opt Mr Luke Tomlinson as a member of Ruskington Parish Council. Proposed by Cllr Conway, seconded by Cllr Tonge and approved unanimously.

Mr Tomlinson signed the Declaration of Acceptance of Office in the presence of the Clerk.

6. To consider a request from the Parish Church regarding the Council refurbishing both notice boards on the Winchelsea Centre carpark.

The Caretaker had submitted a quote for this. As Council already had the sander and wood stain there would be no costs. The refurbishment would take one hour for each noticeboard.

Action: The Council RESOLVED to refurbish both noticeboards. Proposed by Cllr Conway, seconded by Cllr Tonge and approved unanimously.

   6.1. To consider the purchase of an electronic noticeboard for the parish office.

Action: The Council agreed with this in principal but required further information and quotes.

7. To receive an update on the Community Safety Accreditation Scheme powers (CSAS) following a meeting with Aurora Security on 2 February 2022.

A report from this meeting had previously been circulated and Cllr Conway gave a resume.

Action: A letter to be sent to the Chief Constable regarding additional powers for the Council and Aurora.

   7.1. To consider increasing the security patrols by Aurora to 25 hours per week for six months over the summer.

Action: The Council RESOLVED to increase Aurora’s security patrol hours to 25 hours per week over the summer, from 1 April 2022 to 31 September 2022, reverting to 21 hours per week from 1 October 2022. Proposed by Cllr Lupton, seconded by Cllr Tonge and approved unanimously.

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

Although considered a success, there were a few areas that could be improved upon, such as improved advertising and a rota for councillor attendance.

Action: The Council RESOLVED to make the open day an annual event, possibly integrated with the Annual Parish Meeting. Proposed by Cllr Ditch, seconded by Cllr Cunningham and approved unanimously.

9. To consider /approve the best way to celebrate the Queen’s Platinum Jubilee.

Ideas were put forward and a proposal for a two-day netball tournament at Parkfield had been received, but not in time for inclusion on this agenda.

Action: The Council RESOLVED to update the map and plaque on High Street North as a permanent record of the Platinum Jubilee. Other suggestions would be considered at the next meeting on 8 March 2022. Residents must be responsible for organising their own street parties. Proposed by Cllr Cunningham, seconded by Cllr Conway and approved unanimously.

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

   10.1. CCTV policy (Reviewed at the January meeting)

Action: The Council RESOLVED to adopt the revised CCTV policy following the change of one word (chaperoned to accompanied). Proposed by Cllr Conway, seconded by Cllr Cunningham and approved unanimously.

   10.2. Winter salting/gritting policy.

Action: The Council RESOLVED to adopt the salting/gritting policy with no amendments. Proposed by Cllr Cunningham, seconded by Cllr Ditch and approved unanimously.

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

The Clerk had circulated photographs to show how the minutes of meetings were kept. Folders were to include dates. No further action was required.

11. Recreation Committee – Cllr Cox, Chairman of the Recreation Committee following a committee meeting held on 25 January 2022.

Cllr Cox advised that a proposal from Sleaford Town Rangers had been received to use the facilities at Parkfield. The football club had been asked to attend the next Recreation Committee meeting (4 March 2022) and present a detailed and costed business plan. There was no news on the funding application for the refurbishment of Parkfield play area.

   11.1. To consider the recommended quote for two replacements showers in the pavilion.

Action: The Council RESOLVED to approve the quote for 2 replacement showers at a cost of £1,265.00. proposed by Cllr Cox, seconded by Cllr Cotter, and approved unanimously.

   11.2. To consider the recommended quote for supply and fitting a solenoid valve in the pavilion to prevent the showers being left on.

Action: The Council RESOLVED to approve the quote for the solenoid valve at a cost of £426.26. Proposed by Cllr Cox, seconded by Cllr Trolley and approved unanimously.

   11.3. To consider the quote for a new hot drinking water boiler in the pavilion, if available.

Action: This was deferred until the future of the pavilion and the kitchen had been agreed. The servicing of the hot drinking water boiler was to be cancelled.

   11.4. To consider the Recreation Committee’s recommendation to introduce charges for the use of the sports facilities, commencing August 2022, following the Council becoming VAT registered on 1 April 2022.

Action: The Council RESOLVED to introduce charges for the use of the sports facilities. The fees would be considered at the next Recreation Committee meeting on 4 March 2022, based on fees charged by other local sports facilities and the cost of maintaining the Parkfield facilities.

   11.5. To receive an update on the Chairman for the Recreation Committee and consider their election to the Finance Committee.

Cllr Conway advised that following the resignation of the committee’s chairman, Cllr White, Cllr Cox had been elected as chairman of the Recreation Committee on 25 January 2022.

Action: The Council RESOLVED to elect Cllr Cox to the Finance Committee and approved him as a signatory for Council’s financial accounts. Proposed by Cllr Conway, seconded by Cllr Cunningham, and approved unanimously.

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

A report from a working party meeting held on Thursday 3 February 2022, plus grass cutting quotes, had been circulated prior to the meeting.

   12.1. To consider / accept the revised contracts and quotes for: a) amenity and verge grass cutting and hedge cutting.

Action: The Council RESOLVED to accept the quote from Glendale for the amenity and verge grass cutting. Proposed by Cllr Conway, seconded by Cllr Cox and approved unanimously.

b) Horseshoe Hollow as recommended by the Environment Committee.

The Council RESOLVED to accept the higher quote from Hill Holt Wood for Horseshoe Hollow grass cutting. Proposed by Cllr Conway, seconded by Cllr Cotter and approved unanimously.

   12.2. To consider the revised plan for the community garden and proposed location for the new shed. (Information previously circulated.)

Action: The Council RESOLVED to accept the revised plan for the community garden and the location for the new shed behind the garage. Proposed by Cllr Conway, seconded by Cllr Cotter and approved unanimously.

   12.3. To consider the co-option of a resident to the Environment Committee as a non-councillor.

Action: The Council RESOLVED to co-opt a resident to the Environment Committee as a non-councillor member. Proposed by Cllr Conway, seconded by Cllr Cotter and approved unanimously.

   12.4. To consider the caretaker’s quote for laying a cement base for the shed.

Advice from a local builder had been sought as the quote seemed expensive. The amounts of some items listed, such as sand and cement, could be halved for the purpose required.

Action: The Council RESOLVED a maximum expenditure of £779.96 for the caretaker to lay the cement base for the shed. Proposed by Cllr Tonge, seconded by Cllr Trolley and approved unanimously.

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

A planning meeting had taken place on 8 February 2022 prior to the ordinary meeting.

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

Cllr Cunningham gave a resume of planning matters, which included work to two trees with Tree Protection Orders and adaptations to the plans for the Flaxwell Fields development (inclusion of garages for some properties).

   13.2. To receive an update on the proposed bus stops for Lincoln Road.

A working party meeting was to be held to decide the most appropriate type and material of the bus shelters. This would be followed by a meeting with the housing developer and representatives of the planning committee.    

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

a. Resident – Burials and land for a new cemetery.

b. Parish Church – Refurbishment of the noticeboards in the Winchelsea Centre carpark.

c. HM Lord-Lieutenant of Lincolnshire – Queen’s Platinum Jubilee celebrations.

d. NKDC - Petition for holding remote meetings.

e. NKDC - Annual Snowdrop Walk in aid of Child Bereavement UK.

f. Resident - MUGA lights switched on when MUGA not is use.

g. Resident - Speeding on Westcliffe Road.

h. NKDC - Parliamentary Boundary Review 2023.

i. Resident- Parking on Parkfield Road near the junction with High Street North.

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

• Cllr Ditch asked if Standing Orders could be amended to give delegated spending power to the Clerk and RFO for maintenance and emergencies, for example, £1,000 for urgent repairs. This would be considered at the next ordinary meeting.
• Cllr Cunningham reported that Heritage Lincolnshire had requested to meet with interested residents and councillors to consider the heritage listing of properties and spaces in Ruskington. A couple of residents had compiled information to inform the project.
• Cllr Cotter advised that the Cllr Mervyn Head, a District Councillor and Chairman of South Kyme Parish Council was keen to improve biodiversity in the area and had contacted Cllr Cotter for her expertise in this subject.
• Cllr Trolley had reported the parking on Parkfield Road near its junction with High Street South to LCC. There was little that could be done as there were no parking restrictions for that stretch of road.
• Cllr Tonge advised that she had submitted a proposal, as a resident, to council to hold a rounders tournament on 2nd and 3rd June to celebrate the Queen’s Platinum Jubilee. This would be considered at the next ordinary meeting.
• Cllr Conway reported that Cllr White had resigned from Council after over 12 years of service, including time as Chairman of Council, and requested that a letter of thanks be sent.

16. 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 reported that:

• Work to the drains of Ruskington High Street had been undertaken and appeared to have made an improvement.
• The environment scrutiny panel now reported minimal numbers of purple lidded bins being rejected for incorrect contents.
• NKDC Members were agile working with good support from officers, residents, and parish councils.

District and County Councillor Wright reported that:

• NKDC were still working on the budget for the next fiscal year. Council tax would be increasing.
• Despite claims of speeding along Westcliffe Road, there was little evidence to suggest this was the case.
• Nine locations had been identified for devolution deals, but Lincolnshire was not one of these.
• A meeting with Highways would be held to discuss: a Traffic Restriction Order for Westcliffe Road due to damage to the road by HGVs, the condition of High Street South, the drainage to High Street North, and the junction of Rectory Road and Lincoln Road as land off Leasingham lane was still included in the Local Plan, and the condition of the pavement on the ‘S’ bend on Manor Street.

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

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

The Chairman closed the meeting at 8.55pm. Members of the public and District Councillors left the meeting.

The Chairman reconvened the meeting at 8.56pm.

18. To consider the quotes for bow top metal fencing at Parkfield and Elmtree to replace the decayed wooden fencing, if available. - Cllr Cox.

Revised quotes had been circulated prior to the meeting.

Action: The Council RESOLVED to accept the quote from RTC Fencing to supply and install the bow top fencing at both play areas and remove all waste. Proposed by Cllr Tonge, seconded by Cllr Lupton and approved unanimously.

19. To agree the referral process and expenditure for members of staff to be referred to Occupational Health as their health and wellbeing requires.

Cllr Ditch explained the reasoning for this proposal.

Action: The Council RESOLVED that the Clerk, as line-manager, has the authority to refer employees to Occupational Health, as required, in consultation with the Chairman of the HR Committee, or the Vice-Chairman of the HR Committee should the Chairman be unavailable.

The Chairman closed the meeting at 9.50pm.

Meeting date: 8 February 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 11 January 2022.

Summary:

Councillor vacancies - An applicant, following a previous meeting with the Chairman & Clerk observed the Recreation Committee meeting on 25 January 2022. (Application previously circulated). (Agenda item.)

Litter bin: A litter bin has been placed beside the bench on the High Street bridge to reduce the incidents of littering around the bench. It is being well used but getting filled rapidly with litter then falling out it.

Changing room exterior light– the electrician replaced the broken light on 2 February 2022.

Changing room guttering – the Buildings’ Caretaker has made repairs, following wind damage.

Surplus chairs from the Pavilion (previously donated to RPC and tatty condition). These were advertised on the noticeboard for one week, as being free. There was one enquiry and the chairs have now been rehomed.

Parkfield hot drinking water boiler. This is due to be de-scaled and serviced on 11 February. However, a quote for a new boiler has been requested due to the age of the boiler (10-15 years old). (Agenda item). The boiler for the showers is being serviced on the same day (annual inspection).

Parkfield play area PIR lights – These were tested at the play area on Monday 24 January after dark by Cllr Trolley, Cllr Cox, the Clerk and RFO and the CCTV monitor was observed. The lights made no different to the quality of the images being shown. Lights with the power of the MUGA flood lights would be required, which would require planning permission and an electrical source.

Parkfield Grass – the contractor has been asked to undertake another grass cut following complaints of its length.

CCTV Cameras – Pavilion & Village Hall: The approved work commences on Monday 14 February 2022. (Village Hall Committee and users are aware.)

Community Safety Accreditation Scheme powers (CSAS – A meeting with Aurora took place on 2 February 2022. This was attended by Cllr Conway, Cllr Cotter, Cllr Ditch and the RFO. Please see the report by Cllr Conway in the ordinary meeting folder. (Agenda item.)

FCC Funding Bid to improve Parkfield playing area – the successful contractor has been advised, with the request for an improved junior piece of equipment made. The revised junior equipment has been circulated to Council. (FCC has been advised of the contractor.)

Fencing quotes for Parkfield and Elmtree. Revised quotes for the supply and installation have been circulated. (Agenda item.)

MUGA self-closing hinge: The self-closing hinge was installed on 1/2/2022.

Tennis net storage - this is now in situ within the MUGA cage. Both cabinet and cage are secured with a combination padlock.

Bike racks for Elmtree play area/field: The Recreation Committee has agreed their location.

Request from a Sleaford football team. The team has been asked to submit a detailed and costed business plan and to attend the next Recreation Cttee meeting on 3 March 2022. The manager will be meetings with Cllrs Cox and Tonge and the Clerk at the pavilion on Wednesday 9 February at 10.30qam.

LCC Treescape Trees - The trees were delivered on 27 January 2022 and the Environment Caretaker is busy planting these, starting with Parkfield.

Woodland Trust Trees - 165 trees are due to arrive in late February.

Salt - LCC provided Council with a one tonne of salt on 24 January 2022 (at no cost) for RPC purposes only. Two grit bins have been purchased, one for the office and one for Parkfield car park and the “village hall” grit bin has been topped up in accordance with the RPC salting policy.

Horseshoe Hollow - A meeting with Hill Holt Wood took place on Wednesday 19 January with the Chairman of the Council and Environment Committee, the Clerk, and the Environment Caretaker to discuss the management of the Hollow. Quotes have been submitted.

Grass cutting quotes for the amenity and grass verges cutting and Horseshoe Hollow have been received and considered by the Environment Committee. (Agenda item.)

Storeroom - Firestop has inspected the storeroom and provided the relevant fire extinguisher. The old fittings in this room (previously an outdoor toilet and then a utility room) have been removed and the metal shelves are in situ. The external fire door is on order and COSHH and H&S signs have been ordered. A leaking water pipe had been discovered in the storeroom where a piece of copper piping had been attached to an old lead pipe. It was unclear where the pipe fed from, and the previous property owners did not know. Two quotes for the repair have been obtained. The electrician is yet to provide a quote to remove the old heater and fit the trickle feed extractor fan.

Power scythe - this will be delivered at the end of April.

Shed - this will be delivered at the end of March. (Agenda item). Caretaker Paul Mitchell has provided a quote for laying a cement base (Agenda item.)

Crocus bulbs for the churchyard – The Environment Caretaker planted 1000 crocus bulbs in the churchyard, along path margins and the edge of the corner. The Scouts did not respond to the dates provided for them to help, which delayed the planting, so the bulbs may not flower this year.

Estate Management Committee: Although no date for a meeting has been set, information to inform the first meeting is being sought, e.g., can the rear of the property be used for office/business use? Planning permission will be required. Rick Smith Design will be attending a meeting at the parish office on Wednesday 23 February at 2pm to discuss plans for the rear of the office and a revised quote for the plans has been asked for.

Staff Matters - A video consultation with an Occupation Health Nurse Adviser and an employee took place on 4 February 2022.

Emergency Plan Conference - this was held on 2 February 2022 in Lincoln and attended by Andrew Doughty.

Heritage Lincolnshire – heritage listing project. Heritage Lincolnshire has asked about a meeting on the following dates in February. The officer would be in attendance for a full day.

Thursday 10th, Monday 14th, Wednesday 16th, Thursday 17th, Monday – Friday 21st – 25th Feb 2022.

Donations towards 2021 Christmas Trees and Lights – 3 local business have contacted the RFO regarding donations towards the trees and lights for 2021. To date: two businesses have donated £200.00 each. (PCW Consulting and JCO developments.)

Litter picking grant 2021-2022: NKDC will be paying RPC £1,254.12 exclusive of VAT for its litter picking. Kirsty has raised an invoice for this, following changes to how this grant is awarded.

Use of the playing field and Pavilion for the Queen’s Platinum Jubilee weekend in June 2022 – an email regarding this matter has been sent out to council for consideration.

Defib – there is the possibility to acquire / relocate a defibrillator. Please see the email. (Future agenda item).

Community kitchen: NKDC will be inspecting the pavilion kitchen on Thursday 24 February at 2.30pm.

Meeting date: Thursday, 3rd February 2022

Author: Cllr. Graham E. Conway

Report from Chairman of Environment Committee

Cllr. Graham E. Conway

3rd February 2022