25 November 2025 - Estate Management & Planning Committee
Ruskington Parish Council
Minutes of an Estate Management and Planning Committee meeting held on Monday 25 November 2024 at the Parish Office at 6.30pm.
Present: Cllr M Trolley (Chairman of Committee), Cllr D Conway, Cllr O Ditch
Also in attendance: Kathryn Locke (Clerk to Council)
Apologies: Cllr Tomlinson
Members of the Public: None
The Chairman opened the meeting at 6.30pm and welcomed the delegates.
1. To receive and accept apologies where valid reasons for absence have been given to the Parish Clerk prior to the meeting.
Cllr Tomlinson had been unable to attend the meeting and had sent valid apologies.
Action: The Committee RESOLVED to accept Cllr Tomlinson’s apologies. Proposed by Cllr Trolley, second by Cllr Conway and approved unanimously.
2. To receive declarations of interest and consider applications for dispensations in relation to DPIs. Disclosure of Pecuniary and Non-Pecuniary Interests is to be in accordance with the Localism Act 2011.
None were declared at this time.
3. To approve the notes of the committee meeting held on 28 October 2024 as accurate Minutes.
Action: The Committee RESOLVED to approve the notes of the meeting as accurate Minutes. Proposed by Cllr Conway, seconded by Cllr Ditch and approved unanimously.
4. To receive the quotes for the purchase of a reception desk, seating and information stand for the parish office to enhance the experience for the public.
The quotes had been circulated prior to the meeting.
Action: The Committee RESOLVED to recommend to Council the expenditure of up to £500.00 for the purchase of second-hand furniture for the parish office. A docking station and keyboard to be purchased for the caretakers when using their laptop, following work station risk assessments. Proposed by Cllr Trolley, seconded by Cllr Ditch and approved unanimously.
4.1 To agree the expenditure for purchasing window blinds and furniture for the reception /waiting room area at the rear of the property.
Action: Quotes to be obtained.
5. To receive an update on the planning application for the pavilion.
The Clerk had submitted the responses to the architect’s questions as agreed by Council at its meeting on 12 November 2024. The architect had advised that it might be possible to remove the wall in Storeroom 3 if it was not load-bearing. Removing the wall was within permitted development so did not need including in the planning application.
6. To receive the additional quotes heating the changing rooms using the solar panels, if available.
Quotes were being obtained.
7. To consider new planning applications received from NKDC that have not already been considered by Council.
Planning Application Reference: 24/1128/FUL
Proposal: Proposed single storey extension to existing medical practice
Location: Ruskington Medical Practice Brookside Close, Ruskington
This had been mentioned briefly at the Council meeting on 12 November 2024 although it had arrived after the agenda was published.
Action: The Committee had the following comments and questions:
“This seems like a worthwhile initiative that will benefit, not only Ruskington, but other local communities. It is also planned to be a training facility for GPs and other clinical staffs and a central Hub for neighbourhood teams, Social Services, Veterans’ Agencies, Dementia Support, Youth Support, Citizens’ Advice etc. so, a couple of questions:
- Will the planned additional carpark spaces be sufficient to accommodate the anticipated increased customer activity?
- In addition to the planned 14 extra clinical rooms (plus rest/cleaner's areas) within the extension, would not the incorporation of an area to accommodate larger groups of the anticipated customers be beneficial?
Turning to the proposed plan, RPC seeks clarification on a few points:
- Will solar panels feature in the design?
- Will ground/air source heat pumps be included?
- Has a flood Risk Assessment been undertaken?
- Could clarification regarding the need (or nor) for a Biodiversity Net Gain assessment be provided? (It is covered but it’s not entirely clear)
- Has consideration been given to the impact of additional traffic in and around the area?
- Finally, although not a planning consideration, from experience, the physical size of the existing building has been less of a problem than the ability to adequately ‘staff’ it, a situation that will not be lost on our Parishioners when considering this proposal.
[The Clerk submitted the comments and questions to NKDC on 27/11/24 as the deadline for return of comments was 29/11/2024].
8. To receive/ consider the draft reports from the Fire Risk Assessments undertaken by CQMS on 4 November 2024.
Since the draft reports (dated 4/11/2024) had been circulated, the Clerk had provided CQMS with additional information. Following this, CQMS had reviewed and updated the FRA reports (dated 21/11/2024). These had been circulated and were reviewed in depth. The Clerk and staff were carrying out the necessary recommended actions.
9. To agree a date for the next committee meeting.
A date in January 2025 to be confirmed.
10. 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 matters below.
Action: The Committee RESOLVED to exclude the public and press to discuss the items below. Proposed by Cllr Trolley, second by Cllr Ditch and approved unanimously.
The Chairman closed the meeting at 7.23pm. The meeting re-convened at 7.23pm.
11. To receive an update on the parish office renovation and agree the next steps. This will include an inspection of the work completed in reference to the agreed contract of works.
Newman Moore had advised that they completed all the works. Since the last meeting the contractors had installed the boiler to heat water for beverages and an under sink electric boiler to heat hot water to the kitchen sink. Strips of plastic had been put around joins in the electrical trunking where silicone had been applied following a previous inspection. The Committee walked around the building and inspected the work completed any snagging required. Areas of damp were noted throughout the building which required treatment and repainting; uneven walls on the stairs required covering so they looked smooth, and gaps in electrical trunking throughout the property required sealing. The Clerk had already asked the contractor to repair the front door and re-install the burglar alarm and doorbell.
Action: The Committee RESOLVED to recommend to Council that the Caretakers put right any snagging issues, such as treating and painting the damp patches, covering the uneven walls on the rear staircase with plywood, and inserting sealant or caulk where required to fill the gaps in the electrical trunking and affix the trunking to the walls. Any works completed by the caretakers to be removed from the final payment to the contractor. Proposed by Cllr Conway, seconded by Cllr Trolley and approved unanimously.
12. To consider the quotes for a deep clean of the parish office and rear offices following the renovation work to remove dust and debris.
Action: The Committee RESOLVED to recommend the quote from Fresh Start Cleaning for £199.00 excl VAT for a ten-hour, post-renovation clean of the rear offices and communal spaces, to Council. This included cleaning the inside of the windows. Proposed by Cllr Trolley, seconded by Cllr Ditch and approved unanimously.
13. To consider the quotes for weekly cleaning of the office units, waiting area and communal kitchen and toilet.
Action: The Committee RESOLVED to recommend the quote of £19.90 excl VAT per hour from Fresh-Start Cleaning for weekly cleaning of the rear offices, reception/waiting area, rear stairs, and the communal areas (kitchen and washroom) shared with the Parish Office. It was thought the cleaning might take 2.5 hours (£49.75 per week), but it might be possible to reduce this to 2 hours per week (£39.80 pr week). There would be no price increase before April 2026. The contractor would provide all cleaning materials and PPE. Cleaning costs would be included in the rent charged to the tenants. Proposed by Cllr Ditch, seconded by Cllr Trolley and approved unanimously.
14. To respond to the questions from Mundy’s Letting Agency regarding the letting of the offices, following a visit on Monday 18 November 2024.
The questions were considered in depth. The rates for the property were not yet known but were being expedited by the RFO. Costs for the service charges, such as the utilities and cleaning to be included in the rent unless negotiated otherwise with the tenant/s.
14.1. To consider the disposal of waste from the office units.
It was not thought that the tenants would generate much waste.
Action: The Committee RESOLVED that the tenants would be able to dispose of their waste in the council’s bins. The unused green and black bins from the former residential flat to be returned to NKDC. Proposed by Cllr Conway, seconded by Cllr Trolley and approved unanimously.
14.2. To consider the use of the communal facilities by tenants for informing the lease/licence agreement and agree any regulations that may be required.
Action: The Committee RESOLVED to approve the regulations for the use of the communal facilities for informing the licence/lease agreement. Please see Appendix A.
14.3. To consider the next steps, including any expenditure required, for the leasing of the office units.
Mundy’s had visited the office, would draw up new plans based on their measurements, and would revise the rental charges based on the information provided by Council. No expenditure was known at this time. Mundy’s were drawing up the lease/licence agreement, therefore the Committee did not expect Council to have any legal fees.
Action: To await information and advice from Mundy’s.
15. To consider the terms for the renewal of the lease for the public toilets on Church Street.
The Clerk had advised NKDC that Council had agreed to renew the lease for the toilets. NKDC advised that new conditions of service and terms of agreement would be drawn up by its legal team.
Action: To review the new terms and condition of service from NKDC when they were available.
15.1. To consider the next steps and any expenditure required to extend the lease of the public toilets on Church Street, including any legal fees.
The next steps would be agreed once the revised terms and condition of service information had been received. Legal fees were not known at this time.
15.2. To consider future funding opportunities for the refurbishments of the public toilets.
Cllr Ditch had researched funding to renovate the toilet and provided information on the Changing Places grant and had circulated the information prior to the meeting. The current grant scheme had expired, and it was not known if the new Government would extend this initiative. Review of the old scheme showed no definite criteria to determine qualifications for grants or if contributions were required.
The Chairman closed the meeting at 8.50pm.
Appendix A:
Access to the facilities / regulations to inform the license/lease
Rear Gardens
• Access to the community garden at the rear of the offices is permitted during office opening hours, or before dusk during the winter months.
• Access to the garden through the yard may be restricted when RPC staff are doing potentially hazardous activities. During these times signs or physical barriers may be in place. Alternative access will be via the Co-op car park.
• All litter to be placed in the bins provided
• Bonfires and BBQs are not permitted
• Loud music is not permitted
Communal reception / waiting area (if not included in a rental agreement)
This area will be cleaned once a week by Ruskington Parish Council
• Please keep this area clean and tidy
• Please do not block access to the patio (fire exit) or the staircase
• The door to the kitchen (fire door) to be kept closed
• Please do not play loud music or cause any disturbance to other users
Communal Kitchen
A cupboard will be provided for each office.
Ruskington Parish Council will clean the kitchen once a week.
Tenants are expected to
• Keep the kitchen and your cupboards clean and tidy
• To wash, dry and put away their own crockery, cutlery, and any equipment used.
• To mop up any spillages immediately.
Communal Fridge
• Label everything with your name and the date
• Only use the space you need
• Discard perishable food by the end of each week
• Remove any spillages
• Items found to be undated or out of date will be disposed of
• Use a wet floor sign (provided) if the floor is wet
Communal toilet
The toilet/washroom will be cleaned by RPC once a week.
Tenants are expected to
• Use common courtesy
• Keep the toilet and sink areas clean
• To mop up any spillages immediately
• Display a wet floor sign (provided) if the floor is wet
Continued infringements of the regulations will result in the removal of the facility.
Please report any issues with the communal facilities to the Parish Office.