Ruskington Parish Council

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

1 member of the public arrived at 7.20pm.

The Chairman welcomed the delegates. As there were no members of the public present, the Chairman opened the meeting at 7pm.

1. Apologies for absence.

Cllr Trolley was unable to attend the meeting and had sent valid apologies.

Cty and District Councillor Wright had sent apologies and provided a report for the meeting.

Action: The Council RESOLVED to accept Cllr Trolley’s reason for absence. Proposed by Cllr Tonge, seconded by Cllr Cox and approved unanimously.

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

Cllr Tomlinson declared an interest in agenda items 6.5, 6.6, and 6.7.

Cllr Tonge declared an interest in agenda item 5.1.

3. To approve as a correct record the notes of the ordinary meeting held on Tuesday 8 February 2022.

Action: The Council RESOLVED to approve the notes of the meeting as accurate Minutes. Proposed by Cllr Cunningham, seconded by Cllr Ditch and approved with eight votes for and one abstention.

The Chairman signed the Minutes.

4. Financial Matters

(Information previously circulated).

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

Action: The Council RESOLVED to approve all payments made in February 2022. Proposed by Cllr Cox, seconded by Cllr Lupton and approved unanimously.

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

Action: The Council RESOLVED to approve the bank reconciliations for February 2022. Proposed by Cllr Ditch, seconded by Cllr Cunningham and approved unanimously.

   4.3.  To consider renewal of membership to Lincolnshire Association of Local Councils (LALC) for year 2022/2023 at a cost of £180.00 (including VAT).

Action: The Council RESOLVED to renew the membership to LALC for year 2022-2023.

Proposed by Cllr Lupton, seconded by Cllr Coc and approved unanimously.

   4.4. To receive an update on the NJC pay award for 2021-2022 for council employees.

A pay award of 1.75% to be backdated to 1 April 2021 had been agreed by the government and unions for employees paid on the NJC scale.

Action: This backdated pay would be paid to the applicable employees with their March pay. The HR Committee to review the pay bands for the Clerk and RFO following an increase in the annual turnover of the Council.

   4.5. To consider allowing the Clerk/Deputy Clerk & RFO authority to spend an approved amount of money for emergency repairs/ work in conjunction with the Chairman of Council or chairman of the relevant committee.

Action: The Council RESOLVED for the Clerk / Deputy Clerk & RFO to have a budget of £1,000 for emergency repairs and health & safety matters. Proposed by Cllr Tonge, seconded by Cllr Cunningham and approved unanimously.

   4.6. To consider a request from Mid Lincolnshire Citizens Advice for a donation to their organisation. (Correspondence and annual report previously circulated).

Action: The Council RESOLVED to provide a room at the Parish Office at no cost for Citizens Advice to support Ruskington residents. Proposed by Cllr Conway, seconded by Cunningham and approved unanimously.

5. To approve and finalise the best way to celebrate the Queen’s Platinum Jubilee and agree any expenditure.

Ideas including an outdoor cinema screening and combining an afternoon tea with the Annual Parish Meeting at the parish office were considered.

Action: The Council RESOLVED for Cllr Tonge to investigate funding for an outdoor cinema screening. The current jubilee map on high Street North would be replaced. Other ideas to be considered at the April meeting.

   5.1. To consider a request by two residents (one also a councillor) to hold a 2-day rounders tournament at Parkfield, including the use of the pavilion, on 3rd and 4th of June to celebrate the jubilee.

Action: The Council RESOLVED to permit the residents to hold a one- or two-day rounders tournament at Parkfield and to use the pavilion facilities at no charge. The residents would need to obtain their own insurance and to complete risk assessment before the event. Proposed by Cllr Conway, seconded by Cllr Lupton and approved with eight votes for and one abstention.

6. Recreation Committee – Cllr Cox, Chairman of the Recreation Committee following a committee meeting held on 3 March 2022.

Cllr Cox gave a brief resume of the meeting.

   6.1. To receive the outcome of the FCC funding bid for the refurbishment and enhancement of Parkfield play area, if available.

On 3 March 2022 FCC Communities Foundation advised that up to £98,380.00 had been awarded to Ruskington Parish Council for the refurbishment of Parkfield play area. There were strict terms and conditions and publicity regulations to adhere to, and the project had been registered with the schemes’ regulator, ENTRUST, by FCC.

The Council thanked Miss Sinclair, the RFO, for her hard work writing the successful bid.

Action: The Council RESOLVED for Miss Kirsty Sinclair (RFO) to have the authority to sign the agreement and all paperwork pertaining to the FCC Communities Foundation funding agreement. Proposed by Cllr Cox, seconded by Cllr Conway and approved unanimously.

   6.2. To consider/ approve any adaptations to the refurbishment and equipment of Parkfield play area following the outcome of the FCC funding bid, as recommended by the Recreation Committee.

Action: A further meeting with Wickstead had been arranged for 15 March 2022 to finalise the plans and the equipment required. Council had previously approved a larger junior climbing frame.

   6.3. To consider/ approve transferring funds from Council reserves for the refurbishment of the play area in response to the funding allocated, as recommended by the Recreation Committee.

Action: The Council RESOLVED to transfer £20,000 from Recreation Committee reserves, in addition to the previously approved £10,500 for the third-party funder element from general reserves to the funding allocation for the purchase of the larger climbing frame. Proposed by Cllr Cox, seconded by Cllr Tonge and approved unanimously.

   6.4. To consider electing Cllr Tomlinson to the Recreation Committee.

Action: The Council RESOLVED to elect Cllr Tomlinson to the Recreation Committee. Proposed by Cllr Cox, seconded by Cllr Lupton and approved unanimously.

   6.5. To consider / approve the fees and charges for the use of the sports facilities and MUGA at Parkfield as recommended by the Recreation Committee.

Action: The Council RESOLVED to approve the recommended fees for the use of the sports facilities:

Hire of the MUGA -   £20 per hour

Football Pitch Hire - £30 per game.

Hire of Pavilion - £10 per hour.

Ruskington Lions Junior Football Club – A price per season of £1,000 for use of the pitches, changing rooms and storeroom based on fifty uses of the pitches per season.

Football clubs to purchase their own white line marker.

Fees would commence from 1 April 2022 and from 1 October 2022 (start of the season) for football clubs.

Proposed by Cllr Cox, seconded by Cllr Lupton and approved with eight votes for and one abstention.

   6.6. To consider any adaptations required to the pavilion kitchen following an inspection by a North Kesteven Environment Officer on 23 February 2022 – Cllr Ditch

Cllr Ditch outlined the requirements for upgrading the kitchen as currently it was only suitable for serving drinks and pre-packed foods not requiring temperature controls etc. (Phase One)

Please see the attached report.

Notice of a donation of £300 from the Ruskington Lions Junior Football Club had been received on 8 March and the offer of a volunteer to carry out some of the refurbishment work to the kitchen. Insurance and method statements would be required.

Action: The Council RESOLVED to upgrade the kitchen to allow hot food, such as burgers and sausages, to be cooked and served (Phase Two) and to upgrade to a commercial kitchen (phase 3) for use by a community café in the future. Quotes for a phase 3 refurbishment to be obtained and grants researched. Proposed by Cllr Ditch, seconded by Cllr Tonge and approved with eight votes for and one abstention.

   6.7. To consider / approve the following agreements for use of the sports facilities, as recommended by the Recreation Committee:

   a. Application form for Lions FC to use the kitchen for serving refreshments.

Action: The Lions could only serve Phase one refreshments until Phase Two kitchen modifications are completed.

   b. Application form for the hire of the sports facilities.

   c. Agreement for the hire of the sports facilities by sport and non-sport organisations.

   d. The Terms & Conditions for the hire of the sports facilities by sport and non-sport organisations.

Action: The Council RESOLVED to accept the recommended application forms, agreement forms and the terms and conditions for use of the sporting facilities. Proposed by Cllr Tonge, seconded by Cllr Cotter and approved with eight votes for and one abstention.

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

Cllr Conway gave a resume of the environment committee report which had been circulated prior to the meeting.

   7.1. To re-consider / accept the revised quote for the amenity and verge grass cutting and hedge cutting for 3 years, following correspondence with the contractor.

Information previously circulated.

Action: The Council RESOLVED to approve the revised quote for the grass and hedge cutting for three years (1 April 2022 – 31 March 2025). The contractor to be asked about the weekly grass cut in summer. Proposed by Cllr Conway, seconded by Cllr Ditch and approved unanimously.

Cllr Boston left the meeting at 8pm.

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

A planning meeting had been held on 8 March 2022 at 6.30pm.

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

Action: The Council RESOLVED to approve the recommendation to support the application for a proposed dog exercise field at Dale Farm, Ruskington. (22/0104/FUL)

   8.2. To receive an update / recommendation on the proposed bus stops for Lincoln Road.

The developer had been invited to attend a meeting with Cllr Trolley and Cllr Lupton.

LCC had advised that no planning permission for the bus shelters was required; they would provide information on considerations and requirements for the shelters and would advise if the grant would be available for the fiscal year 2022-2023.

Action: The Council RESOLVED to allocate £2,000 for the installation of cement bases for the proposed bus shelters on Lincoln Road. The RFO to research funding for bus shelters. Proposed by Cllr Cunningham, seconded by Cllr Ditch and approved unanimously.

   8.3. To consider electing Cllr Lupton to the Planning Committee.

Action: The Council RESOLVED to elect Cllr Lupton to the Planning Committee.

9. Estate Management Committee – Cllr Conway

   9.1. To consider the election of Cllr Tomlinson to the Estate Management Committee.

Action: The council RESOLVED to elect Cllr Tomlinson to the Estate management Committee.

   9.2. To consider the options for the flat at the rear of the parish office following a site visit by an architect on 23 February 2022. (Residential or business/community).

This would be determined by the outcome of the planning application. Cllr Conway explained a proposed lay out for the rear of the parish office showing office spaces and a communal kitchen and shared bathroom for the parish office and potential business units. The offices could be rented for £15-£20 per square foot with utility bills and internet provided. This did not include use of a shared kitchen. (Based on local research).

   9.3. To consider the architect applying for planning permission to convert the rear of the office into business / office units and improving the space for the parish office (kitchen and toilet). A quote of £1,200 for drawing-up plans and submitting the application to NKDC has previously been approved by Council.

Action: The Council RESOLVED to ask the architect to apply for planning permission for change of use for the flat at the rear of the office from residential to commercial/business use. Proposed by Cllr Conway, seconded by Cllr Tonge and approved unanimously.

10. To agree the location for the defibrillator formerly located at the Black Bull.

Action: The Council RESOLVED to site the (battery operated) defibrillator at the Premier shop – with permission of the property owner.  

11.  Correspondence - for information only.

Circulated prior to the meeting.

   a.  Resident and councillor - request to use Parkfield playing fields and pavilion to hold a 2-day rounders tournament to celebrate the Queen’s platinum jubilee. (Agenda item above.)

   b. Great British Spring Clean – Community Spring Clean 2022

   c. North Kesteven Police – Quarterly report

   d. LCC Highways - LCC Highways – Road Closure Order for Rectory Road 4/4/2022- 18/4/2022 for the installation of a Zebra Crossing.

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

Cllr Tonge asked if the Signpost magazine could be shared online via the website to attract advertisers.

Cllr Cunningham advised that the Leasingham Lane location for development as mentioned in the Central Lincolnshire Local Plan was not considered by LCC as suitable for development due to the junction with Lincoln Road. The information would be included in the planning minutes and shared on social media.

Cllr Cox in his role as area coordinator for the Community Speed Watch scheme advised that the volunteers’ insurance would be covered by police insurance and not the parish council insurance, and that the police would be clamping down on speeding.

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

Cllr Boston had left the meeting.

Cllr Wright had provided a verbal report to the Clerk and praised the Council for its successful funding bid for improving the play area and for bringing money to the village, and thanked council and especially the RFO for writing the bid.

District Council:

• The Council tax for year 2022-2023 will rise by £4.95 per annum for properties in band D (10 per week) to allow future growth.

• Council has agreed an outlay of a £1million for Covid recovery in the district.

• £1million has been allocated for the environment matters and climate change.

• NKDC has agreed changes to its planning system. Moving forward there will be one planning committee of 15 members who will receive professional planning training. Ward members will still be planning advocates.

• D/Cllr Wright and NKDC look forward to continuing working with and supporting parish councils.

County Council:

• Cty/Cllr Wright will be undertaking a divisional tour with highways on 17 March to discuss matters raised previously and to determine the long-term plan for the flooding on High Street North and the road surface on High Street South.

14. 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 matters below. Proposed by Cllr Conway, seconded by Cllr Cotter and approved unanimously.

The chairman closed the meeting at 9.05pm and the member of the public left the meeting. The chairman re-convened the meeting at 9.06pm.

15. To receive a business plan and consider a request from a local football club to lease the sports facilities at Parkfield play area.

Cllr Cox advised that the club manager had attended the Recreation Committee on 3 March 2022, presented a business plan and answered questions.

Action: The Council RESOLVED not to enter into a lease agreement with the local football club due to concerns over the loss of a playing field, increased traffic to the village, lack of parking and the impact on the environment and wildlife. Council suggested a possible alternative location for the club to investigate.

16. To consider a request by a local nursery to hire the pavilion (including the kitchen) for one afternoon per week, term time only.

Action: The Council RESOLVED to hire the pavilion, including the kitchen, to a local nursery for one afternoon per week, term-time only, at a cost of £10.00 per hour.

17. To consider the recommendation for an employee following an online assessment with an Occupational Health Nurse Adviser, as recommended by the HR Committee following a meeting held on 3 March 2022.

Cllr Ditch outlined the advice of the Nurse Adviser, LALC’s HR adviser and the recommendation of the HR Committee.

Action: The Council RESOLVED to follow the advice of the HR adviser. Proposed by Cllr Ditch, seconded by Cllr Conway and approved unanimously.

18. To receive an update on the post final written warning / welfare meeting with an employee held on 3 March 2022.

Cllr Ditch have a resume of the meeting and its outcome. The employee had agreed to the performance indicators.

   18.1.  To consider any further actions required, and recommendations made, by the HR Committee for the employee failing to comply with the conditions of their final written warning.

Cllr Ditch gave details of an incident on 1 March 2022, the advice of the HR adviser and the recommendation of the HR Committee for dealing with this.

Action: The Committee RESOLVED to follow the advice of the HR adviser. The employee to be made aware of the enormity of the situation and advised that they could be suspended pending investigation and dismissed for further transgressions.

The Chairman closed the meeting at 10pm.

Meeting date: 8 March 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 8 February 2022.

Summary:

Amenity grass cutting – a revised quote has been received for three years. (Agenda item)

Parkfield kitchen – NKDC inspected the kitchen on 24 March 2022. The agreement and T&C’s for using the kitchen is being developed.

• Donation towards the kitchen. On 8 March 2022 the Lions Junior FC emailed to donate £300 for the upgrade of the pavilion kitchen, and to volunteer in kind the services of a member of the FC who was qualified to undertake the work required.

Parkfield showers and solenoid valve - 2 showers were fitted on 21 February 2022. The solenoid valve will be fitted on Monday 14 March 2022.

Parkfield play area – the plans have been received from Wickstead (previously circulated).

Parkfield trees - a tree on the central hedge had 3 branches damaged by the high winds over the weekend of 25-27 February. This has now been made safe and the debris removed by contractor.

Parkfield MUGA – the contractor plans to undertake the first pressure wash and moss treatment on Thursday 7 April 2022 (as per the five-year maintenance contract 2022 -2027)

CCTV Cameras – Pavilion & Village Hall: The work was completed on Monday 14 February 2022.  A SIM card is required then then Global Vison will return to ensure it all works correctly.

Changing rooms and Pavilion – these have been cleared of rubbish, and old/ damaged items.

Community Safety Accreditation Scheme powers (CSAS ) – no update from Aurora on this matter.

Co-option to Ruskington Parish Council – NKDC did not receive ten elector requests to call an election. Therefore, RPC may now co-opt a new member to fill the vacancy for Keith White. No current applicants. The “advert” for new councillors / co-option is on the noticeboard, and will be in the Summer edition of the Signpost magazine.

Electronic noticeboard – research being undertaken (future 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 for Parkfield and Elmtree. RTC Fencing were asked on 9 February 2022 to supply the fencing ASAP and to install as soon as they could.

Bike racks for Elmtree play area/field:  These were installed on 1 March 2022.

Request from a Sleaford football team. The team manager met with Cllrs Cox, Tonge, Tomlinson, and the Clerk at the pavilion on Wednesday 9 February at 10.30am.

Storeroom – the water pipe is no longer leaking.

Shed – following a review of the equipment to be stored and the site of the shed, Cllr Tomlinson advised that only half the amounts previously quoted for would be required.

Estate Management Committee: Rick Smith Design met with Cllr Conway, Cllr Tomlinson and the RFO at the parish office on Wednesday 23 February at 2pm to discuss possible plans for the rear of the office. (Agenda item.) NKDC has advised that the flat at the rear of the property has been empty for two years and the council tax will double from 1 April 2022.

Emergency Plan - this was held on 2 February 2022 in Lincoln and attended by Andrew Doughty and he has received the new template from LALC.

Heritage Lincolnshire – heritage listing project. Dates were given to the heritage Officer for a meeting, but no response has been received.

Defib – RPC is now in receipt of the defib from the Black Bull and new pads/battery. Location to be agreed. (Agenda item)

Public toilets on Church Street – NKDC have arranged for SGS United Kingdom Limited to inspect the asbestos. Date to be arranged.

Trees – half of the trees have arrived from the Woodland Trust.

Community garden – the new hedge has been laid, the garden bench has arrived, the area for the base of the shed is being dug out and bordered with wood. The materials minus the cement will be delivered on 3 March 2022.

Leak in the storeroom – this has been resolved by a plumber.

Compost bins at the allotments – these are underway. Lots of rubbish e.g., plastic had been dumped into the existing bin.

Training: The Clerk and Environment Caretaker will be attending LALC’s H&S and Fire Safety Training at Cranwell on 10 March 2022 10am – 4pm. Cllr Cox has attended councillor training and Cllr Lupton has attended finance training.

Sleaford Renewable Energy Plant – Cllr Cotter will be visiting the facility on 21 April 22 as part of an open day to raise awareness of the energy plant and the funding opportunities it provides.

Bollards on High Street North /Manor Street – these have been replaced by LCC. Block paving and kerb still to be repaired/replaced.

Summary of meeting with the Local Authority Environmental Health Officer – Cllr Ditch

Cllr Ditch and the RFO met today (24/02/22) with the Local Authority Environmental Health Officer (LAEHO) - Matthew Adams - to discuss the use of the Pavilion Kitchen area as a cafe.  As previously suggested, in its present state, the kitchen can only be used for drinks and 'sealed' food that require no cooking or temperature controls.

To move to the next phase of serving burgers, bacon butties etc, the LAEHO broadly supported Cllr Ditch’s previous recommendations which are as follows:

Ruskington Parish Council:

1. provides a dedicated handwashing station in the kitchen complete with hot water, soap, sanitiser and single-use paper towels - this could be a portable solution on a counter-top.
2. identifies a dedicated toilet facility for food handlers - this could be in the general ablution area but must be identified 'for food handlers only'.
3. provides a changing area for food handlers so outdoor clothing is not kept in the kitchen - this could be a store cupboard or locker in a separate area.  
4. operates a 'cleaning-schedule' in accordance with guidance contained in the Safer Food, Better Business' (SFBB) publication
5. provides suitable mechanical ventilation above any food cooking/holding apparatus.
6. provides refrigeration for raw and high-risk foods.
7. provides a calibrated temperature probe and check a sample of all food we store/serve.
8. keep food temperature records in accordance with the templates and guidelines in the SFBB.
9. upgrade the current smoke detector.
10. improve general 'signage' (now wash your hands, fire exit etc).
11. provide prominent signage regarding the potential for some foods to contain allergens warning customers to speak with food handlers if they are in any doubt.   

The good news is: the lights and power sockets are okay and the paintwork above the tiled area - although not ideal - wouldn't be a deal-breaker.

Once all the above are completed, and food handlers have completed their Level 2 Food Hygiene Certificate, RPC is good to start phase 2 of the food service at which time we will contact the LAEHO for a re-visit and the award of the 'Scores -on-the-Doors' sticker.  

On a positive note, the LAEHO is happy for Cllr Ditch to agree to the commencement of the Phase 2 catering operation prior to the second visit, but that would be dependent on Cllr Ditch briefing all food handlers on the operation of the SFBB.

Alternatively, RPC could abdicate all responsibility for the catering operation to a third-party caterer - meaning they would be responsible for the 'Registration' and Food Operation aspects and RPC would simply keep the building in good order.  

Meeting date: Tuesday 8th March 2022

Author: Cllr. Graham E. Conway

Report from Chairman of Environment Committee

Cllr. Graham E. Conway

8th March 2022