Full Council Minutes - 1 April 2021 - 31 March 2022

Ruskington Parish Council

Minutes of an ordinary meeting of Ruskington Parish Council held on Tuesday 31 August 2021 at the Winchelsea Centre, High Street North Ruskington, NG34 9DY at 7.00pm.

One member of the public was in attendance.

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

The member of the public read out a statement concerning the grass cutting at Horseshoe Hollow, advised of posts on social media reporting the alleged killing of water voles by the contractor’s machinery and shared a photo of a dead water vole thought to have been harmed by a strimmer.  A full investigation of these claims would be carried out by the Council.

As there were no further statements or questions, the Chairman opened the meeting at 7.10pm.

1. Apologies for absence.

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

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

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

Cllr Ditch and Cllr Cunningham declared interests in agenda item 14.1. (Council’s response to the review of the Central Lincolnshire Local Plan)

3. To approve as a correct record the notes of the ordinary meeting held on Tuesday 27 July 2021.

Action: The Council RESOLVED to approve the notes of the meeting as accurate Minutes, following one amendment to the apologies. Proposed by Cllr Ditch seconded by Cllr Cox and approved with 6 for and 1 abstention (not present at the last meeting.)

The Chairman signed the Minutes.

4. Financial Matters (Circulated prior to the meeting).

  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 27 July 2021. Proposed by Cllr Cunningham, seconded by Cllr Tonge and approved unanimously.

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

Action: The Council RESOLVED to approve all payments made in August 2021. Proposed by Cllr White, seconded by Cllr Cox and approved unanimously.

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

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

   4.4. To receive an update on the borrowing approval application.

The Ministry of Housing, Communities and Local Government had approved the application for borrowing on 31 August 2021.

Action: The Office Relocation Committee to research the best source for a loan for recommending to Council at the next meeting on 28 September 2021. NKDC to be contacted for current information on their loans and the application information required.

   4.6. To agree expenditure for adding the 4 non-clerical employees to the Council’s email/IT system at an additional total cost of £12.00 + VAT per month.

Action: Council RESOLVED the expenditure at £12.00 per month +VAT to add the non-clerical employees to the Council’s IT and email system. Proposed by Cllr Trolley, seconded by Cllr Tonge and approved unanimously.

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

The Clerk had nothing further to add to the report and answered questions from Council.

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

Four councillor vacancies remained.  An applicant had been asked if they were still interested in applying but responded stating they were not willing to undergo interview for the role.

Action: Council RESOLVED those applicants interested in co-option would be invited to observe a Council meeting and meet with a councillor and clerk. Co-option would take place at an ordinary meeting with a show of hands. Proposed by Cllr White, seconded by Cllr Trolley and approved with 6 for and 1 against.

7. To review, and adopt as required, the following policies:

   7.1. Advertising Guidance Policy

   7.2. Allotments Policy (As recommended by the Environment Committee)

   7.3. Allotment Lease Agreement (As recommended by the Environment Committee)

   7.4. Complaints Procedure

   7.5.  Social Media Policy

Action: The Council RESOLVED to adopt the policies 7.1 - 7.5 above. Proposed by Cllr Cunningham, seconded by Cllr Tonge and approved unanimously.

8. To agree a new date for the Annual Parish meeting (Saturday 2 October or Saturday 9 October 2021, 11am – 3pm).

Action: The Council RESOLVED to hold the Annual Parish Meeting on Saturday 9 October 2021, 11am to 3pm at the Parish Office.

   8.1.  To agree the expenditure for the Annual Parish Meeting (refreshments, display boards etc).

Action: The Council RESOLVED an expenditure of £250.00. proposed by Cllr Cunningham, seconded by Cllr White and approved unanimously.

9. To consider and approve the wording for the Public Consultation Questionnaire 2021 and the closing date for responses. (Previously circulated.)

Action: The Council approved the wording for the public consultation with one amendment. Proposed by Cllr Tonge, seconded by Cllr Conway and approved unanimously. The closing date would be Saturday 9 October 2021 at 3pm.

   9.1. To consider the best ways to circulate the questionnaire to all residents of Ruskington.

Action: The questionnaire would be available online (via Survey Monkey) and in paper form and shared on the Council’s website, social media, and Signpost magazine and would be available at Council events including the Annual Parish Meeting. Copies and links to the survey would be sent to the schools, village clubs, library, and Youth Club.

10. To consider plans for celebrating Christmas 2021, and agree any expenditure, including:

   10.1. Brackets and battery-operated lights for the business premises on the High Street.

   10.2. Brackets and battery-operated lights for other areas of the village.

   10.3. Wrapping the tree trunks and lower branches of the trees beside the Beck with battery-operated lights.

   10.4.  To consider a large Christmas tree and its location.

Action: Due to time constrains Council RESOLVED to defer this matter to the September meeting.

11. To consider ideas for celebrating the Queen’s Platinum Jubilee in 2022.

The official plans for celebration had been circulated prior to the meeting.

   11.1. To consider purchasing a Lincolnshire flag and a Union Jack for flying from the Parish Office as occasions require.

Action: Due to time constrains Council RESOLVED to defer this matter to the September meeting.

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

   12.1.  To receive an update on the election of the Chairman and Vice-chairman of the Environment Committee.

Cllr G Conway had been re-elected as Chairman and Cllr S Cotter had been elected as the Vice-Chairman of the Environment Committee at a meeting held on 19 August 2021.

   12.2.  To consider the election of Cllr Cox to the Environment Committee.

Action: The Council RESOLVED to approve the election of Cllr Cox. Proposed by Cllr Conway, seconded by Cllr Tonge and approved unanimously.

   12.3.  To consider co-option of the following non-councillors to the Environment Committee to share knowledge and expertise. (No voting rights.) Roberta Bray (resident), and Andy Doughty (RPC caretaker).

Action: The Council RESOLVED to co-opt Roberta Bray and Andy Doughty as non- councillor members to the Environment Committee. Proposed by Cllr Conway, seconded by Cllr Ditch and approved unanimously.

   12.4.  To consider the purchase of two steel bicycle racks (wall or floor mounted) to each hold 6 bikes for Parkfield playing field and Elmtree play area at a total cost of £80.98.

Action: Council RESOLVED to purchase two steel bicycle racks each to hold 6 bikes from the manufacturer HOMCOM at a cost of £80.98. The Recreation Committee would consider their location at Parkfield and Elmtree playing fields. Proposed by Cllr White, seconded by Cllr Tonge and approved unanimously.

   12.5. To receive an update on the flood mitigation measures at Horseshoe Hollow.

3 weeping willow trees had been ordered as previously agreed, and metal fencing across the Beck had been removed.

   12.6. To receive a recommendation from the Environment Committee that the allotment fees remain at £20.00 per plot for year 2022-2023.

Action: The Council RESOLVED that the fees remain at £20.00 per plot for the financial year 2022-2023. Proposed by Cllr Conway, seconded by Cllr Trolley and approved unanimously.

   12.7. To consider the recommendation that the garden at the rear of the office be developed as a community garden.

A detailed plan for the garden with costings had been created by the Caretaker for the Environment and Grounds and had been circulated prior to the meeting.

Action: The Council RESOLVED the expenditure of £1000 for the creation of a community garden and orchard at the rear of the Parish Office. Proposed by Cllr White, seconded by Cllr Trolley and approved unanimously.

   12.8. To receive information on the application to the LCC Treescape Fund.

Action: The Council RESOLVED to apply for free trees from the Treescape Fund. Areas for planting included Northfield and the edge of Parkfield playing fields. The Caretaker for Environment and Grounds would recommend the best trees listed on the application form.

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

   13.1.  To receive an update on the insurance claim for the Rotaplay roundabout in Park field following accidental damage due to misuse by adults on 26 July 2021 at 19.23 hours.

£3,000 had been received from the insurance company.

   13.2. To consider the replacement play equipment for the Rotaplay at Parkfield play area.

Action: The Council RESOLVED to replace the Rotaplay with an inclusive item of play equipment. Further information was to be sought in preparation for a Recreation Committee meeting to take place on Thursday 23 September 2021.

   13.2.  To receive an update on the repairs to the goalposts.

The Clerk advised that the goal posts had been repaired, required a coat of gloss paint but were otherwise ready for use.

   13.3.  To receive an update on the storage for the tennis nets.

A local manufacturer had been asked about the possibility of making a secure lockable metal storage container, but the outcome and costs were not available for the meeting.

   13.4. To consider the RoSPA reports following inspection of the play areas on 19 August 2021.

A few general maintenance items had been highlighted.

   13.5.  To consider quotes for painting the exterior walls of the Pavilion, if available.

Quotes had been received but following an external inspection of the building, more than painting was required.

Action: The maintenance, repairs, and painting of the pavilion to be considered by the Recreation Committee at their September meeting.

   13.6. To consider the quotes for additional CCTV cameras at the Pavilion.

Action: Council agreed that Cllr Tonge would map the areas shown on all the CCTV cameras so an informed decision could be made. Advice to be sought from LALC on whether the Council could share images from the CCTV footage on its social media.

   13.7. To consider and approve the wording for the public consultation into a dogs off-lead exercise area at Parkfield playing fields.

Action: The Council RESOLVED to approve the wording of Example A of the consultation questionnaire examples, with one amendment.  Proposed by Cllr White, seconded by Cllr Tonge and approved unanimously.

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

Cllr Cunningham provided a precis of the planning applications.

   14.1. Ruskington Parish Council’s response to the review of the Central Lincolnshire Local Plan.

Ruskington Parish Council (RPC) has supported the concept of additional housing in Ruskington from the inception of the project to the Local Plan adopted in 2017. It was understood that a review across the planning criteria was an agenda item. The allocation of sites in 2017 was understood and relevant comments submitted to encompass council's considerations. The Draft Plan in respect of housing on Site Reference NK/RUSK/008, old reference CL962, is not supported and RPC is, quite simply, astounded that a site in Leasingham lane is submitted for consideration. The previous plan was rejected by NKDC and, moreover, given significant highway concerns, also by Lincolnshire County Council. The highway area providing access and exit from Leasingham Lane to Rectory Road and Lincoln Road has not been subject to development to enable safe provision for pedestrians and wheeled transport. The daily use by a considerable number of HGV's, often with a trailer, are unable to access Rectory Road from Lincoln Road and vice versa without crossing the centre of the road. The access from Rectory Road to Leasingham line is a blind corner and other road users are not identified until the corner is accessed. In essence, the highway in and out of Leasingham Lane is a major concern for road safety. RPC notes that the site has pylons and the plan states that the number of dwellings will be reduced from 56. Why is the relevant number not advised? RPC further notes that the need for highway improvement is required, a matter addressed above, but not confined to access and exit to Leasingham Lane, but also the width of the road. In summary, RPC does not support the allocation of site NK/RUSK/008

15. To receive an update on the Emergency Plan.

Action: Cllr Menday was to review the Emergency Plan before the next meeting on 28 September 2021.

   15.1. To elect a Chairman for the Emergency Plan.

No nominations had been received and the position remained vacant.

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

   a. Resident - Ducks on Parkfield Road. The response from the RSPB had been sent.

   b. LCC- Local Authority Treescapes Fund to offer free native planting schemes to Parish Councils. This had been an agenda item above.

   c. LCC – Advance notice of work to improve streetlights in some areas and to remove the permanently switched off streetlights on Rectory Road.

  d. Freedom of information request regarding finances for maintaining the closed churchyard. The RFO had responded.

  e. Freedom of information request for the Council’s annual financial turnover. The RFO had responded.

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

• Cllr White reported a broken gate latch on the Whitehouse Lane the public right of way.
• Cllr Cunningham advised that Sleaford Kesteven Rotary wished to donate crocus bulbs for the bank of the churchyard to the right of the wedding gate.
• Cllr Trolley had noticed the social media posts about the water voles.

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

County Councillor Wright advised of the following:

• Periodic night-time closure of sections of the A46 between 15 October and 18 November 2021.
• Dates and times for Sleaford Transport Strategy meetings.
• Holdingham roundabout roadworks were on time with electrical work for the traffic lights currently underway.

As District Councillor, Cllr Wright advised of the following:

• He had delivered 30mph stickers for bins to residents where speeding concerns had been reported, e.g., Westcliffe, Rectory Road and Sleaford Road.
• To raise awareness of the inclusion of land off Leasingham Lane in the review of the central Lincolnshire Local Plan, he had delivered letters to residents that may be affected.
• NKDC had responded to the Afghanistan crisis and were providing a range of services for refugees to the area. A statement on donated items was to be issued.
• Purple lidded bins had been delivered to every home in NK.
• A letter had been sent to government requesting information on the proposed devolution. Currently this meant taking on more powers rather than structural reorganisation.
• Mrs Smith’s Cottage [Navenby] was re-opening this week.

The Chairman closed the meeting at 9.50pm.