Full Council Minutes - 1 April 2021 - 31 March 2022

Ruskington Parish Council

Minutes of an ordinary meeting of Ruskington Parish Council held on Tuesday 28 September 2021 at the Winchelsea Centre, High Street North Ruskington, NG34 9DY at 7.00pm.

There were no members of the public present.

The Chairman opened the public session at 7.02pm and welcomed the delegates, County, and District Councillors. As there were no members of the public present the meeting opened at 7.02pm.

1. Apologies for absence.

Apologies had been received from Cllr Cotter and Cllr Tonge and their valid reasons for absence were known. Cllr Menday was not present, and no apologies had been received.

Action: The Council RESOLVED to accept Cllr Cotter and Cllr Tonge’s apologies. Proposed by Cllr Cunningham, seconded by Cllr Cox and approved unanimously.

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

Cllr Cox declared an interest in agenda item 12.5 below, as he knew the contractor.

3. To approve as a correct record the notes of the ordinary meeting held on Tuesday 31 August 2021.

Action: The Council RESOLVED to approve the notes of the meeting as accurate Minutes. Proposed by Cllr Trolley, seconded by Cllr Ditch and approved unanimously.

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 31 August 2021. Proposed by Cllr Ditch, seconded by Cllr Cox and approved unanimously.

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

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

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

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

   4.4. To receive the external auditor’s report for financial year 2020/2021.

The report from PKF Littlejohn stated that the audit information was in accordance with proper practices and no matters gave cause for concern.

   4.5. To consider the RFO’s recommendation to open a new Lloyds Instant Access Account and transfer £50,000 from the Lloyds Current Account to this, following receipt of the second half of the precept from NKDC (£100,157) on 23 September 2021.

Action: To be deferred until the October meeting of Council when further information was available.

5. To receive the Clerk’s report.

This had been circulated prior to the meeting. Questions were asked, and answered by the Clerk.

6.  Office Relocation Committee – To consider recommendations of the committee following a meeting held on 20 September 2021. (Information circulated prior to the meeting.)

Cllr Conway provided an overview of the meeting and recommendations.

   6.1. To consider the recommendation that North Kesteven District Council (NKDC) offers the best source of funding to purchase the property to be used as a parish office.

The Public Works Loan Board and NKDC funding had been scrutinized by the Office Relocation Committee. NKDC offered a lower interest rate, had no penalties for early repayment, and the money was kept within the district. This would be the first time NKDC had loaned money to a parish council, which provided a good PR opportunity for both councils.

Action: Council RESOLVED to apply to NKDC for a loan of £260,000 with 1.86% interest, subject to the loan agreement being verified by Council’s solicitor.  Proposed by Cllr White, seconded by Cllr Cunningham and approved unanimously.

   6.2.  To consider the best term for the loan repayments as being 25 years.

Action: The Council RESOLVED to repay the loan over a term of 25 years. Proposed by Cllr Cunningham, seconded by Cllr Ditch and approved unanimously.

   6.3.  To consider seeking legal advice at an approximate cost of £250.00 to confirm the NKDC funding agreement is satisfactory. (Agreement received following a request for loan application details.)

Action: The Council RESOLVED to seek legal advice on the NKDC funding agreement. Proposed by Cllr Cunningham, seconded by Cllr White and approved unanimously.

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

Since the last meeting, one expression of interest had been received and the required information sent out with an invitation for the candidate to observe a meeting and to meet with a councillor and clerk. No response had been received from the candidate and they had not observed a meeting.

8. To review, and adopt as required, the following policies and Terms of Reference (ToR):

   8.1.  Communication Policy (as reviewed and recommended by the HR Committee).

   8.2.  HR Committee ToR (as reviewed and recommended by the HR Committee).

Action: The Council RESOLVED to adopt the Communication Policy (8.1) and HR ToR (8.2) as recommended by the HR Committee. Proposed by Cllr Ditch, seconded by Cllr Cunningham and approved unanimously.

   8.3.  Finance and Strategy ToR.

Action: The Finance and Strategy Committee to review the function of the committee, agree its title, and review the ToR at its meeting on 16 November 2021. 

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

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

   9.2. Brackets and battery-operated lights for other areas of the village, as interest has been shown.

   9.3. Wrapping the tree trunks and lower branches of the trees beside the Beck with battery-operated lights. (Total of 27 trees. 15m of lights would be required per tree.)

Action: The Council RESOLVED a maximum expenditure of £1000.00 for brackets, trees, and lights for businesses along the High Street and Church Street and for lights on the trunks and lower branches of trees along the whole length of the Beck on both sides. Larger local businesses were to be approached for sponsorship of the lights and D/Cllr Wright might be able to support with this.  Proposed by Cllr Ditch, seconded by Cllr White and approved unanimously.

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

Action: The Council RESOLVED to supply a large free-standing tree with lights to the parish church and the Methodist church as interest had been shown from both places of worship. Proposed by Cllr Conway, seconded by Cllr White and approved unanimously.

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

Action: To set up a working party to consider the celebrations which could include planting trees for the Queen’s Green Canopy, arranging or supporting a village event, and updating or replacing the village map. The expenditure would be considered as part of the budget setting for financial year 2022-2023.

   10.1. To consider purchasing a Lincolnshire flag and a Union flag for flying from the Parish Office as occasions required.

Action: The Council RESOLVED to purchase a Union Flag and a Lincolnshire flag for flying from the parish office, plus the most appropriate and secure flag poles at a total cost of no more than £200.00.

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

Cllr Conway gave a resume of environment matters including the grass cutting in Horseshoe Hollow. Following separate on-site meetings with the manager (8 September 2021) and director of the firm (11 September 2021), the contractor had admitted full responsibility and reported that no map or plan for the mowing had been issued to the contractor’s operatives. Replacement trees would be provided at no cost to the council. A formal complaint had also been sent to the district council who owned the company. The Environment Committee would consider the future of the grass cutting contract at its next meeting. A quote had been received for creating an ashes scattering area in the cemetery on the former site of the shed. It was considered that this could be created by the caretakers at much lower cost.

   11.1.  To consider a request from a resident to scatter ashes on an existing family grave.

Action: The Council RESOLVED to approve this request, but the family must be advised that once the ashes were scattered, the grave could not be disturbed for further use. 

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

Action: Three weeping willow trees had been delivered and required planting in Horseshoe Hollow near the border with a property on Manor Street whose garden was subject to flooding. Cllr Cox agreed to contact a local company regarding the transporting of the trees from the office to the site.

   11.3.  To receive the outcome of the entry into The Lincolnshire Environment Awards 2021.

The Restoration of Horseshoe Hollow had been shortlisted to the final 7 of 36 entries and was judged on 3 September 2021. A Highly Commended Certificate had been awarded, suggestions for the project made, and support from one of the judges regarding survey work and managing the development plans offered. 

12.   Recreation Committee - Cllr White, Chairman of the Recreation Committee following a committee meeting held on 23 September 2021: -

Cllr White gave an outline of the committee meeting and recommendations.

   12.1.  To consider the recommended locations for installing steel bike racks at Parkfield playing field and Elmtree play area.

Action: Both sets of bike racks to be located at Parkfield pavilion. The exact to be agreed following a site visit to Parkfield by the Recreation Committee on 5 October 2021. Two further bike racks (for a total of 12 bikes) to be purchased for Elmtree play area and their location agreed.

   12.2. To consider the recommended replacement play equipment for the Rotaplay at Parkfield play area, and its expenditure.

Action: The Council RESOLVED to purchase the Wickstead “Swirl” wheelchair accessible carousel at a cost of £9,255.22 excluding VAT. This price included purchase, stone base, surfacing, removal of the post from the former roundabout, installation, and carriage. Proposed by Cllr White, seconded by Cllr Trolley and approved unanimously.

   12.3.  To receive an update on the storage for the tennis nets and agree any expenditure.

Action: The Council RESOLVED to accept the quote from for £321.71 for the bespoke steel cabinet for the tennis nets. This would be stored within the cage at the MUGA.

   12.4.  To consider recommendations for the refurbishment and repairs required for the Pavilion. (Information circulated prior to the meeting.)

Action: The repairs would be considered as part of the strategic review of the sporting and play facilities. The drainpipes were to be enclosed again, but wood was not to be used as this decayed. Costs for the replacement of the decayed wooden fencing with metal hoop fencing at Parkfield and Elmtree was to be obtained.

   12.5.  To consider the recommendation for the best quote for painting the exterior walls of the Pavilion.

Action: The Council proposed to accept the quote for £1,250 +VAT for making good, filling in any cracks, preparation, and painting of the external walls, window frames, doors and fascia at the Pavilion, and the removal of all waste. Proposed by Cllr White, seconded by Cllr Cunningham and approved with 5 votes for and one abstention.

   12.6.  To consider the recommended quote for additional CCTV cameras at the Pavilion following mapping of the CCTV camera coverage.

Action: The mapping of the CCTV coverage from the village hall had yet to be completed and information on infrared cameras had yet to be received.

13.  Planning Applications - Cllr Cunningham, Chairman of the Planning Committee. (Information previously circulated.)

Cllr Cunningham advised on the current planning applications. No questions were asked.

   13.1. To consider the Planning Committee and Council’s methods of considering and responding to planning applications. (Advice from LALC circulated prior to the meeting.)

Action: Council RESOLVED that the planning committee would meet before ordinary meetings at 6.30pm. Proposed by Cllr Cunningham, seconded by Cllr White and approved unanimously.

   13.2. To receive an update on the proposed bus stops for Lincoln Road, B1188. (Flaxwell Fields housing development).

LCC had been contacted about the 2 proposed bus stops and the possibility of these being located off the road with bus shelters. LCC advised that the bus stops will not have laybys (difficulties with pulling out and use as a parking space) or bus shelters.

   13.3. To consider applying for the LCC Bus Shelter Grant to erect bus shelters at existing bus stops and the proposed bus stops on Lincoln Road.

A grant application form for bus stops and information had been received from LCC. County Councillor Wright was thanked for his involvement in obtaining the application for the council.

Action: The planning committee would consider the application form and the information from LCC.

14. To receive an update on the Emergency Plan.

The Councillor who had agreed to review the Emergency Plan was absent from the meeting and no report had been received.

   14.1. To elect a Chairman for the Emergency Plan.

This role remained vacant.

Action: The Clerk to send the Plan to District Councillor Wright for review.

15.  Correspondence - for information only.

   a. Resident – grass cutting at Horseshoe Hollow and alleged killing of water voles. This had been forwarded to the Environment Committee for investigation.

   b. Resident – re dog park and the use of the playing fields. This had been forwarded to the Recreation Committee. The resident had also been signposted to the Council’s website for the requested financial information.

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

Cllr Cox reported that he was allegedly banned from a public house in Ruskington due to his involvement with the Community Speed Watch (CSW). The landlord frequently made abusive comments to Cllr Cox and the volunteers when driving past CSW activities. D/Cllr Boston advised that this should be reported to the Police and was contravening the Protection Against Harassment Act.

Twenty-three CSW patrols had taken place, with 4993 vehicles passing by, of which 81 were speeding (1.6%).  Fen Road had been identified as an area requiring traffic calming measures and larger or additional 30mph speed limit signage. Cllr Wright was discussing traffic calming measures in Ruskington with the Cllr Davies the head of Highways at LCC.

Cllr Cox advised that he been appointed as the CSW Area Supervisor for NKDC.

Cllr Trolley advised that a resident had complained of parked cars on Rectory Road whilst the bowls club was in use.

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

D/Cllr Boston advised that due to the pandemic this had been a quieter time for him, and reported that Covid support continued.

D/Cllr Wright reported that: -

• NKDC were returning to the office from 4 October and staff would work 60% in the office and 40% working from home. This would have no affect on the running of council.
• A peer review of NKDC was due to commence.
• A weight limit for Westcliffe Road was being considered for when Holdingham roundabout works had been completed.
• Holdingham roundabout works were set to be completed on time.
• Emptying the purple lidded bins had commenced this week with 149 tonnes of recycled paper and card being obtained.
• NKDC were working with the Home Office to support the refugees from Afghanistan.

18. 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 from the meeting to discuss the staffing matters below. Proposed by Cllr Cunningham, seconded by Cllr Trolley and approved unanimously.

The meeting closed at 9.21pm and the District Councillors left the meeting. The Chairman opened the meeting at 9.22pm.

19. HR Committee - Cllr Ditch, Chairman of the HR Committee, following a committee meeting held on 20 September 2021.

Information had been circulated prior to the meeting and Cllr Ditch briefly summarised the rationale behind the recommendations below.

    19.1. To consider using the National Joint Council for Local Government Services National Pay Scale Award Scheme (NJC) as guidance for agreeing salaries and pay awards for the non-clerical employees as recommended by the HR Committee at their meeting held on 20 September 2021.

Action: Council RESOLVED to use the NJC pay scheme as a guide when agreeing non- clerical staff pay awards, as recommended by the HR Committee, with one amendment to the pay scale for the office cleaner (to cap this at SCP 3). Proposed by Cllr Ditch, seconded by Cllr Conway and approved unanimously.

   19.2. To consider adopting the NJC pay scheme for future non-clerical employees (SCP scales 1-5)

Action: Council RESOLVED to use the NJC pay scheme as a guide when agreeing future non- clerical staff pay awards as recommended by the HR Committee, with one amendment to the pay scale for the office cleaner (to cap this at SCP 3). Proposed by Cllr White, seconded by Cllr Cunningham and approved unanimously.

   19.3.  To consider a review of the role of the Environment Warden following review of the Warden’s time sheets, changes to Council’s working practices and security services, and NKDC removing the issuing of fixed penalty notices for dog fowling.

Action: The Council RESOLVED that the HR Committee would review the role of the Environment Warden and recommend options for Council to consider.  The Chairman of Council and Clerk would meet with the Warden.

The Chairman closed the meeting at 9.44pm.