Ruskington Parish Council

Minutes of an ordinary meeting of Ruskington Parish Council held on Tuesday 27 July 2021 at the Winchelsea Centre, High Street North Ruskington, NG34 9DY at 7.00pm.

Five members of the public were in attendance.

The Chairman opened the public session at 7.00pm and welcomed the delegates and members of the public.

A member of the public asked if the Memorial Garden was going to be maintained to its usual standard.  The Chairman confirmed that the Memorial Garden and cemetery would be maintained to their usual high standard, and the work was in progress. The Chairman thanked the resident for volunteering his time help the caretaker in the Memorial Garden.  Questions about the wildflower project for the closed churchyard and its publicity and use of social media were raised and answered in detail. A petition with approx. 240 names “against the so-called wilding of All Saints churchyard” and requesting it be returned to how it had been kept in the past had been handed to the clerk on 27 July. A resident asked for a compromise over the wildflower project. The chairman explained that the project complied with RPC and Church policies and would be reviewed in June 2022. Any changes to its proposed management had been made based on the number of wildflowers present because of not cutting the grass.  The grass would be cut in August and November and all cuttings removed. At this point D/Cllr Wright advised that the wildflower project also matched the environmental policies for North Kesteven. The next meeting of the Environment Committee would have an informal open session for residents who had shown interest in volunteering with environmental projects around the village. The chairman also advised that the caretaker for the environment and grounds followed the instructions of the council, and the council followed the instructions of the Church regarding the churchyard.

As there were no further questions, the Chairman opened the meeting at 7.30pm.

1. Apologies for absence.

Apologies had been received from Cllr White and Cllr Menday and their valid reasons for absence were known.

Action: The Council RESOLVED to accept the apologies. Proposed by Cllr Cunningham, seconded by Cllr Conway and approved unanimously.

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

The Chairman and Councillors all declared an interest in agenda item 12 (planning applications) as the Chairman lived next door to an applicant.

3. To approve as a correct record the notes of the ordinary meeting held on Tuesday 29 June 2021.

Action: The Council RESOLVED to approve the notes of the meeting as accurate Minutes. Proposed by Cllr Ditch seconded by Cllr Cox and approved with 7 for and 2 abstentions (not present at the last meeting.)

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 29 June 2021. Proposed by Cllr Trolley, seconded by Cllr Tonge and approved unanimously.

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

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

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

Action: The Council RESOLVED to approve the bank reconciliations for July 2021.  Proposed by Cllr Cunningham, seconded by Cllr Ditch and approved unanimously.

   4.4. To review and approve the accounts for first quarter of the financial year.

These had been scrutinised by the Finance & Policy Committee at a meeting held on 15 July 2021.

Action: The Council RESOLVED to approve the accounts for the first quarter of the financial year.  Proposed by Cllr Cunningham, seconded by Cllr Ditch and approved unanimously.

   4.5. To consider closing the HSBC bank account and transferring the balance of £6046.71 to a Lloyd’s Instant Access Saver Account. (As recommended by the Finance & Policy Committee following a committee meeting held on 15 July 2021.)

Action: The Council RESOLVED to close the HSBC bank account and transfer the balance of £6046.71 to a Lloyd’s Instant Access saver, and to review this when the second half of the precept was received from NKDC in November 2021. Proposed by Cllr Conway, seconded by Cllr Cunningham and approved unanimously.

    4.6. To receive information on the Local Government Transparency Code (2014) for councils with a turnover of over £200,000 per annum (circulated prior to the meeting), and the recommendation by the Finance & Policy Committee following their meeting on 15 July 2021.

Action: The Council RESOLVED to commit to all the legal obligations of the Transparency Code.

Proposed by Cllr Cunningham, seconded by Cllr Ditch and approved unanimously.

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

The report had been circulated prior to the meeting. In addition, the Clerk informed Delegates of vandalism overnight on 26/27 July at Parkfield.  A newly installed bin had been uprooted from its cement base and the Rotaplay (roundabout) had had a metal arm with its seat detached from the central post. CCTV footage would be viewed on 28 July 2021, and the incident reported to the Police. The part detached from the Rotaplay had been removed from the site and the roundabout wrapped in orange fencing to prevent its use.  The bin had been re-cemented to its base by an RPC caretaker.

6. To receive an update on co-option to Ruskington Parish Council and consider a review of the recruitment, application, and interview process.

Action: There were four councillor vacancies.  An applicant has been invited to interview but no response had been received. The policy for application and interview to be reviewed and ways to encourage applicants for co-option to be considered.

7. To review, and adopt as required, the following policies as recommended by the Finance and Policy Committee following a meeting held on 15 July 2021: -

   7.1. Lone Working

   7.2. Training and Development

   7.3. Health & Safety Policy

   7.4.  Freedom of Information – Publication Scheme

Action: The Council RESOLVED to approve and adopt all the policies above (7.1-7.4). Proposed by Cllr Ditch, seconded by Cllr Cotter and approved unanimously.

8. To consider changing the name and role of the Finance and Policy Committee to enable the committee to focus on financial matters and allow the other committees and / or working parties to review the policies based on relevance and councillor expertise.

Action: The Council RESOLVED to rename the Committee as the Finance & Strategy Committee. The Terms of Reference were to be reviewed. Committees would review policies relevant to their role and sub-committees or working parties would be review polices as required to utilize councillors’ expertise. The Clerk to share the policy control document with the Council.

9. To agree a date and venue for the Annual Parish Meeting.

Action: The Council unanimously RESOLVED to hold the Annual Parish Meeting on Tuesday 7 September 2021 at the Parish office and its grounds. To enable as many residents as possible to attend, the meeting would be held as an open day. Exact details to be finalised.

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

The outline of a working party meeting held on 20 July 2021 had been circulated prior to the meeting.

   10.1.  To consider a request from a resident to scatter ashes in Horseshoe Hollow, plant a tree and place a memorial plaque.

Action: The Council RESOLVED to approve this request from a resident. A fruit tree could be planted in the S.W corner of Horseshoe Hollow. The caretaker for environment and grounds would advise of the exact location. A plague could be placed but no larger than 6” by 4” in size. Proposed by Cllr Tonge, seconded by Cllr Conway and approved unanimously.

   10.2. To approve RPC owned and managed areas in Ruskington for encouraging biodiversity, as well as the churchyard wildflower project.

This would involve the erection of bird and bat boxes, improving hedges, planting fruit trees, and leaving logs in situ.  Other areas for consideration include around the grass area around the public toilets, the boundary of Parkfield, Horseshoe Hollow, and possibly grass verges (with strips of grass cut out and wildflower seeds planted) with LCC and resident consent. The Recreation Committee would be kept informed of any plans for the playing fields.

11.   Recreation Committee - Cllr White, Chairman of the Recreation Committee: -

As Cllr White was not present at the meeting, Cllr Cunningham and Cllr Trolley presented the information required.

   11.1. To consider election of Cllr Tonge and Cllr Cotter to the Recreation Committee.

Action: The Council RESOLVED to elect Cllr Tonge and Cllr Cotter to the Recreation Committee. Proposed by Cllr Conway, seconded by Cllr Cunningham and approved unanimously.

   11.2   To agree the maintenance arrangements for the goal posts and other sports equipment.

The goal posts on the south field required maintenance and had been removed from the RoSPA inspection for 2021.

Action: The Council RESOLVED that RPC would be responsible for the maintenance of the goal posts and other sports equipment supplied by the Council; the football teams to be reminded to risk assess the posts and equipment prior to matches and training and advise the Clerk of any issues. A form for this had previously been created. If the caretaker was unable to carry out the required work a contractor would be sought. The work would be carried out with the posts in situ. All pitches to be rotated to prevent excessive wear and tear to the grass. Black tape to be removed from the posts on the north field. Proposed by Cllr Cunningham, seconded by Cllr Cox and approved unanimously.

   11.3. To agree the storage for the tennis nets.

Action: The Council RESOLVED that a robust storage unit be laid on a concrete base and attached to the pavilion wall be sourced or made. Proposed by Cllr Cunningham, seconded by Cllr Trolley and approved unanimously. 

12.  Planning applications - Cllr Cunningham, Chairman of the Planning Committee. (Information previously circulated.)

Cllr Cunningham provided an overview and there were no questions.

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

   a. Residents – re wildflower project in the churchyard. Similar themes ran throughout the correspondence. The chairman made it clear that the project was not a cost cutting exercise and that information could be found on the Council’s website and social media.

   b. Ruskington Walking Football Club – re MUGA surface. Research into a 3G /4G surface was being made and partial funding may be available. The chairman reminded delegates that the MUGA was an asset for community use and must encourage accessibility and inclusivity. D/Cllr Wright advised of a new government report for accessibility and inclusivity of playgrounds and would email a copy of this to the Clerk.

14. 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 Tonge asked if a village fun day to be held at the playing fields could be on the next agenda and advised of possible plans for using RPC social media to share information on environment matters with the public.
• Cllr Cunningham asked about the possibility of another CCTV camera for the pavilion as some areas were not covered, and asked if the coverage from all the existing cameras at the playing fields could be mapped.
• Cllr Cunningham advised that Mr Miller, a former RPC councillor, had passed away. A card from the council had been sent to his wife.
• Cllr Ditch asked if the Emergency Plan had been reviewed. The Clerk advised that Cllr Menday had commenced this.
• Cllr Conway asked about work experience for a young person studying business studies. The Council agreed with this. The Clerk would undertake a risk assessment.
• The Clerk advised that plans for the Remembrance Sunday parade were underway, and the road closure requests had been submitted to LCC Events Management, and that plans for Christmas would be added to the August agenda.

15. 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 advised of the following in his roles at District and County Councillor for Ruskington: -

• As County Councillor he sat on the Transport and Adult Social Care committees.

• £10,000,000 of reserves was being used for road repairs.
• Holdingham roundabout was halfway to completion and due to be completed in December 2021.
• A social value volunteer day was being planned to provide labour for projects such as repairs to footpaths, pavements and play areas. These would then be maintained for the following 5 years. The closing date for an expression of interest was 13 August 2021.
• Purple lidded bins would be issued to all residents in North Kesteven in August 2021. This would allow 98.5% of paper and cardboard to be recycled without contamination.
• NKDC has a wilding policy.
• Cycling infrastructure projects were being planned.
• One NK leisure centre had closed due to positive cases of Covid being identified.
• The consultation on the Central Lincolnshire Local Plan closed on 24 August 2021.
• The Police had been undertaking speeding checks in the area.
• Talks into devolution had begun.
• On asked about bus shelters for proposed bus stops on Lincoln Road, Cllr Wright asked to be copied into any correspondence with LCC Highways about this.
• A weight limit for Westcliffe Road was being considered by LCC.

16. 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. Proposed by Cllr Cunningham, seconded by Cllr Tonge and approved unanimously.  

17. To agree a schedule of work and expenditure for Aurora commencing on 1 October 2021.

Action: The Council RESOLVED to approve that Aurora be contracted for 21 hours per week (3 hours per day at random times over 7 days over 52 weeks per year) at cost of approx. £315.00 per week. This was within budget and would include checking and closing the toilets, checking, and closing Parkfield car park at 9.30pm (if no function being held at the village hall), general patrols, dealings with dogs off lead / littering / anti-social behaviour offenses, and other tasks as they arose. Residents and the village hall committee would be advised of the changes to the village security services in advance.

18. HR matters – Complaint.

Cllr Ditch, Chairman of the HR Committee advised of a complaint against a staff member which had been investigated but withdrawn by the complainant.  

Cllr Ditch also advised of the harassment of a staff member both in person and on social media by residents against the wildflower project of the closed churchyard, and advised of the duty of care and protection against bullying RPC must provide, and the support RPC are providing. The police and LALC had been informed.

The chairman closed the meeting at 9.40pm.

Meeting date: 27 July 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 29 June 2021.

Summary:

Councillor vacancies: 4 vacancies. An applicant has been emailed to ask if they are still interested in co-option and to supply convenient dates. No response to last 2 emails sent.   (Agenda item)

Borrowing approval: Still awaiting a quote for the outside area (yard & garden work).

Parish Office – The new lease has been sent to the solicitor.

MUGA: Correspondence has been received about the MUGA surface (to be considered by the Rec Cttee on 22 July 2021)

Walking netball commenced at the MUGA on 2 July 2021.

Parkfield: Boundary fenced now erected.  

The litter bin at the entrance to the north field at Parkfield has been installed and NKDC are aware to empty this.

The pizza van owner and outdoor exercise classes organizer have both said thank you for the use of Parkfield. 

The football season for 2021-2022 commences on 1 August 2021.

Condition of the football goal posts has been raised. (Rec Cttee agenda item)

Dog exercise area: No update on this. A public consultation exercise to be held at the Annual parish meeting and the charity dog café.

Solar / wind power: No further information on the solar or wind panels is available.

Tennis net storage: The RFO is sourcing storage for the tennis nets at the MUGA, that can be secured to the ground outside the MUGA fence or within the MUGA storage. The caretaker recommends a metal storage box 510cm long x 300cm wide which can be secured to the fence with a chain.

Pavilion still being painted and is being deep cleaned ready for re -opening after 19 July 2021. Daily (weekdays) cleaning of the play equipment still taking place. (Agenda item - Rec Cttee meeting on 2 July 2021).

Angie Deaton has asked if the doggie charity café can be held on 10 September instead of later in September.

Pavilion: Meeting held with Clerk RFO and a Lincoln solar panel /alternative energy company. Pavilion not suitable for solar or wind powered energy. (This area of Lincolnshire does not have a “clean” constant wind suitable for wind turbines.) A local electrician has also advised against solar powered energy for the pavilion.

Public toilets: Open and well used. Grass area to be considered for a wildflower area.

Church yard- further complaints about the wildflower project have been received. (Correspondence). Rev Al Jenkins reports that a couple used flowers from the churchyard for decorating the church and the wedding arch. The Caretaker for the Environment & Grounds has assessed the church yard and met with the Clerk and Rev Jenkins. The Caretaker advises that the whole is suitable for the wildflower project based on the evidence now seen. Care must be taken to allow the orchid to seed. Slightly changes to the boundary edge with Manor Street will be made to ensure motorist visibility and to make this area look neater edge. The Clerk and caretaker have met with the owners of the properties on the churchyard boundary to discuss work to the ivy and lilac tree growing against their properties (as agreed with the PCC).

The Clerk has received personal apologies from 2 members of the public regarding their comments and actions in respect of their complaints about the churchyard wildflower project.

Petition: The Church and RPC are aware of a petition to get the grass cut in the churchyard. A resident is knocking on doors. Complaints about this are being received from residents - especially about the behaviour of the person knocking on the doors if they say they agree with or don’t mind the wildflower project.

Allotments - There is a rumour that RPC will be building on the allotments. The RFO has reassured the allotment holder that this is not the case.

Community Speed Watch. 18+ volunteers. Following volunteer training, the scheme is now active.

Horseshoe Hollow: Grass due for its first cut in August 2021. A request for scattering ashes, planting a tree, and erecting a plaque has been received (Agenda item)

Planters at entrances to the village: The caretaker for environment and Grounds will be planting these as soon as possible.

Enforcement Warden and Security Services: The Enforcement Warden: Contract ends on 31 September 2021.  Aurora is aware they will commence on 1 October 2021. (Agenda item) (Agenda item)

Training: The Clerk, RFO and both caretakers attended face to face training in Risk Assessing and Playground inspecting on 21 July 2021.

HR - Caretaker for Environment & Grounds commenced on post on 19 July 2021. Induction underway. AD will be working 30hrs per week.

• The Clerk is out of the office from lunchtime on Wednesday 29 June until Wednesday 4 June 2021.