20 March 2024 - Estate Management & Planning
Ruskington Parish Council
Minutes of an Estate Management and Planning Committee meeting held on Wednesday 20 March 2024 at the Parish Office at 6.30pm.
Present: Cllr M Trolley (Chairman of Committee), Cllr D Conway, Cllr O Ditch, Cllr L Tomlinson
Also in attendance: Kathryn Locke (Clerk to Council)
No members of the public or press were present.
Before the Chairman opened the meeting the delegates walked around the office property to review the progress of the renovation works.
The Chairman opened the meeting opened at 6.41pm.
1. To receive and accept apologies where valid reasons for absence have been given to the Parish Clerk prior to the meeting.
All Councillors were present at the meeting.
2. To receive declarations of interest and consider applications for dispensations in relation to DPIs.
None were declared.
3. To approve the notes of the last meeting held on 6 February 2024 as accurate Minutes.
Action: The Committee RESOLVED to approve the notes as accurate Minutes. Proposed by Cllr Ditch, seconded by Cllr Conway and approved with three votes for and one abstention. (Had not been present at the previous meeting.)
4. To receive an update on the renovation of the parish office building.
The Clerk advised of the following:
- Windows for the rear of the property were being delivered/ installed on Monday 23 March 2024.
- The kitchen from Turnbull’s was due to be delivered w/c 23/3/24.
- The new window/ smoke shaft in the ceiling of the stairwell was installed and would open when the fire/ smoke alarm is activated to release the smoke. (The window had also made the stairwell so much lighter.)
- A door for the bottom of the rear staircase was not on the specification. It had been originally planned to remove the staircase wall to let in daylight, but this had not been possible. Newman Moore would contact Building Control at NKDC regarding the “lip” up to the first step.
- The decorator had commenced decorating the rooms upstairs in the rear of the office.
- The director of Newman Moore would call into the office on 21/3/24 with the electrician to discuss the locations for the heating panels and the additional trunking for the office.
- NKDC had advised on 20/3/24 that planning permission for the front office windows was not required.
Action: The Committee to consider the best ways to keep the office cool in summer. Ideas discussed included tinted / heat reflecting glass (if the windows had not been ordered) installing a canopy/shade over the windows, applying a film or decal to the interior of the windows.
5. To receive a report on the condition of the drive leading to the rear of the parish office and community garden and consider options for repair.
Photos to show the condition of the drive had been circulated prior to the meeting. Issues included; ramps and slopes, sunken drain covers, the surface collapsing over drains, a blocked drain, uneven and cracked paving slabs and concrete, and lack of a firm and level surface where the raised flower bed had been removed.
Action: The Committee RESOLVED to recommend to Council that the drive be made safe and usable for this financial year and to consider a total resurface as part of the budget for FY 2025-2026. A concrete drive, stencilled to look like paving slabs or cobbles was suggested. Drainage and soakaway of rainwater would need to be considered. Proposed by Cllr Tomlinson, seconded by Cllr Trolley and approved unanimously.
6. To consider obtaining rental valuations of the office spaces by estate agents at no cost.
The Committee had agreed prior to the meeting that estate agents could be approached to provide a free valuation.
7. To consider the fees for renting the offices at the rear of the property for recommending to Council.
Action: Mundy’s Commercial Letting Agency would be making a site visit at 9am on Wednesday 25/3/24 to provide a rental valuation for the offices, at no cost.
8. To consider the management of the offices at the rear of the property including the booking and payment system.
Action: The Committee RESOLVED to recommend to Council that an estate agent be asked to fully oversee the letting of the offices. Quotes would be required for consideration. Proposed by Cllr Conway, seconded by Cllr Tomlinson and approved unanimously.
9. To consider the wording for the lease agreement to hire the offices at the rear of the parish office (office spaces and hot desking).
Cllr Ditch had circulated templates prior to the meeting for Council to consider reviewing and amending.
Action: The Committee RESOLVED to recommend to Council that the lease agreement be drawn up by the estate agency approved to undertake the management of the office lettings. Costs for this to be obtained within the quote for managing the lettings. Proposed by Cllr Trolley, seconded by Cllr Ditch and approved unanimously.
10. To consider the plans for the renovation of the pavilion and agree the next steps.
The revised plan, drawn to scale, was reviewed and discussed in depth.
Action: The Committee RESOLVED that Cllr Tomlinson would re-draw with the plans without the showing the walls that it was proposed to remove. The plan to be presented to Council for its consideration at the meeting on 18 April 2024. If approved, the students at the University of Lincoln would be contacted again. Proposed by Cllr Ditch, seconded by Cllr Conway and approved unanimously.
11. To consider the project costings from the Buildings Caretaker to paint the interior of the changing rooms including painting an anti-slip and easy to clean floor covering.
This had been circulated prior to the meeting.
Action: The Committee RESOLVED to recommend to Council that the quote for £269.69 be approved. The working hours (120) to be discussed with the Building’s Caretaker. Proposed by Cllr Conway, second by Cllr Trolley and approved unanimously.
12. To consider the planning applications received since the last council meeting.
a. Application Reference: 24/0322/FUL
Proposal: Demolition of existing detached garage and erection of 3no. supported
housing units (Class C3(b)) including new parking area.
Location: Land To The Rear of 48 Rectory Road Ruskington Sleaford Lincolnshire NG34
9AD.
Action: The Committee were unable to recommend to Council that this application be approved or objected to until further information was received. The Committee had concerns that the correct planning process had not been followed by the applicant as it had not been made clear that the property was to be used as a house of multiple occupancy. Other comments and questions included:
Observation 1.
The application proposes 3 no. single occupancy apartments: category ClassC3 (b) dwellings to accommodate 'individuals with high acuity needs (learning difficulties, autism, severe physical/mental health needs) who are ready to move into ‘step down’ independent but ‘supported’ living'.
Q1.
Does 'supported' mean the occupants will require on-site’ residential warden support? If yes, none is included in the proposal?
Observation 2.
The Flood Risk Statement raises no alarms (FZ1 - no significant risk) but alludes to this proposal being the second part of an application for the main dwelling, 48 Rectory Rd, to have the 4 same category units.
Also, would the erection of 3 housing units and a new parking area contribute to flooding in the area.
Q2.
When and how were Ruskington Parish Council (and other consultees) made aware of the proposed occupancy category? This is not evident in any of the planning applications for 48 Rectory Road.
Observation 3.
There is much in the planning application about proximity of adjoining boundaries, noise and other forms of pollution, visual restrictions etc. and this proposal seems to satisfy all requirements. However, reading the detail, do the A/C units on the east side of the main dwelling (48 Rectory Rd) conform with the regulations?
Observation 4.
When describing local facilities, access/egress considerations and the likely impact (or not) on the local area, no mention was made of the school almost straight across from complex.
Q3. Given the declared occupancy of the complex, does this raise any safeguarding questions with regards to potentially vulnerable school children?
12.1. To receive information on the planning applications approved by NKDC.
a. Application Reference: 23/1254/FUL
Proposal: Change of use from residential to mixed use of residential and dog training facility
including the erection of a timber dog training building.
Location: Fontmell Fen Road Ruskington
13. Delegates reports and items for future agendas.
No reports or items for future agenda items were raised.
14. Date for the next meeting.
Monday 29 April 2024 at 6.30pm. TBC.
The Chairman closed the meeting at 8.11pm.