5 March 2025 - Estate Management & Planning Committee
Ruskington Parish Council
Minutes of an Estate Management and Planning Committee meeting held on Tuesday 5 March at the Parish Office at 6.30pm.
Present: Cllr M Trolley (Chairman of Committee), Cllr D Conway, Cllr O Ditch, Cllr Tomlinson (arrived at 7.21pm)
Also in attendance: Kathryn Locke (Clerk to Council)
Apologies: None
Members of the Public: Cllr Hislop observed the meeting after expressing an interest in joining the committee.
The Chairman opened the meeting at 6.33pm 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.
Prior to the meeting Cllr Tomlinson had advised that he would be unable to join the meeting until 7.15pm.
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 25 November 2024 as accurate Minutes.
Action: The Committee RESOLVED to approve the notes of the meeting as accurate Minutes, following one amendment to Item 14 – to remove the word “broadband” from inclusion in the service charges as the approved Heads of Terms stated that tenants were to provide their own broadband. Proposed by Cllr Trolley, seconded by Cllr Ditch and approved unanimously.
The Chairman signed the Minutes.
4. To review the Terms of Reference for the Estate Management and Planning Committee and agree any amendments for recommending to Council.
This had been circulated prior to the meeting. Suggested amendments were agreed.
Action: The Committee RESOLVED to recommend the revised Terms of Reference to the Council for adoption. Proposed by Cllr Ditch, seconded by Cllr Trolley and approved unanimously.
5. To receive an update on the letting of the office units at the rear of the parish office.
An update had been circulated prior to the meeting and the Clerk answered questions. A potential client had shown interest in renting the ground floor office.
5.1. To consider the questions raised by a possible tenant including a) hours of access to the office, b) inclusion of broadband within the fees, and c) a date the offices are available to hire from.
Action: The Committee RESOLVED that a) 24-hour access would be available, b) broadband was not included within the fees as the Heads of Terms stated that tenants had to provide their own, c) the offices were available to hire as soon as Mundy’s had conducted the vetting process, and the licence agreement had been signed. Proposed by Cllr Trolley, seconded by Cllr Cox and approved unanimously.
5.2. To consider installing PIR lights for security and safe access to the rear offices, yard and community shed.
The Clerk advised that to aid safety and security, four solar PIR lights had been purchased at a total cost of £14.99. The Building’s Caretaker had installed these where previously identified.
5.3. To consider recommending to Council when the contract cleaning of the rear office units, including the communal areas (waiting area, kitchen and toilet) should begin.
Action: The Committee RESOLVED to recommend to Council that the contract cleaning of the office units and the communal facilities (waiting area, kitchen and toilet) commence from 1 April 2025 at the previously approved cost of £19.90 per hour. Proposed by Cllr Trolley, seconded by Cllr Conway and approved unanimously.
6. To receive an update on the planning application for the pavilion and its proposed extended car parking.
The outcome of the planning application had been delayed due to the ecologist requesting detailed information on the plant species in the areas designated for overflow parking. This was in addition to the BNG report. The architect had advised that a specialist assessment and report could be obtained for £600.00 but he was unable to undertake this. The Environment Caretaker and Cllr Cotter had agreed to help with this.
Action: The Clerk to send the information to the architect soon as it was available.
6.1. To receive an update from the pavilion project working party meeting held on 27 February 2025 and consider any recommendations for Council to consider. – Cllr Conway.
The report from the meeting had been circulated prior to the meeting. Cllr Conway answered questions. Cllrs Bain and Ditch had submitted questions for inclusion in a new public consultation for the pavilion.
During this discussion, Cllr Tomlinson arrived at the meeting (7.21pm).
7. To receive the quotes for the hot water tank for the changing rooms. (Current tank does not comply with regulations) for recommending to Council.
The Clerk advised that four plumbing contractors had been approached to provide quotes. Two contactors had responded after visiting the changing rooms. The quotes were discussed at length and questions were raised.
Action: The Committee agreed that Cllr Tomlinson could ask a plumber to identify all the issues with the hot water to the showers. This would enable updated information to be given to the plumbers, along with a request for revised quotes for all the work required, to be provided. Proposed by Cllr Conway, seconded by Cllr Trolley and approved unanimously.
Cllr Tomlinson left the meeting at 7.44pm.
8. To consider new planning applications received from NKDC that have not already been considered by Council.
No new planning applications had been received.
Notice of an Application of Proposed Works to Trees Subject to Tree Preservation Order.
Application reference: 25/0210/TPO
Description of works: T1 - Ash - Reduce branches overhanging the boundary
fence (north/ northwestern side of the canopy) to the previous reduction points (Approx. 4m).
Location: 20 Grange Close, Ruskington, Sleaford, Lincolnshire, NG34 9FB, Ruskington
Action: The Committee had no objections to this application for tree work.
9. To confirm the date and time of the next committee meeting as Tuesday 6 May 2025, at 6.30pm.
The date and time to be confirmed.
Cllr Tomlinson returned to the meeting at 8.10pm.
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 proposed to exclude the public and press from the meeting with the exception of Cllr Hislop. Proposed by Cllr Trolley, seconded by Cllr Conway and approved unanimously.
The meeting closed at 8.15pm and reconvened at 8.15pm.
11. To receive an update on the parish office renovation and building control inspection, and agree the next steps, if required.
The Clerk advised that a Building Control Officer from NKDC had made a site visit on 27 February 2025. Following this, requested information regarding Fire Risk Assessment and Electrical Condition and Solar Panel Commissioning Reports had been sent to the Officer. The Officer was contacting the renovation contractor directly with questions regarding the removal of walls, requirements for lintels, and an Electrical Condition Inspection Report following the installation of the fire alarms.
Action: Council was required to install a fire door on the cupboard on the rear landing which housed the solar panel batteries. [Post meeting note – the Building Control Officer had been asked for advice on the fire door and advised the following: A FD30 fire door set as per the others to the 1st floor with a smoke seal and closer, is required. A vision panel would not be required. The door would likely have a BS or BS EN. Either would be acceptable.] The Buildings’ Caretaker would be installing the doors, and once installed, the Clerk would inform the Building Control Officer.
12. To consider the terms for the renewal of the lease for the public toilets on Church Street for recommending to Council at its meeting on 11 March 2025. (The agreed lease agreement must be returned to NKDC by 25 March 2025).
The draft terms had been circulated prior to the meeting. It was noted that there was no mention of the disabled toilet, and the Land Registry map did not show the changes to the building which included the addition of a disabled toilet.
Action: The Clerk to advise NKDC’s solicitor of the above and other comments.
12.1. To consider the next steps and any expenditure required to extend the lease of the public toilets on Church Street, including any legal fees.
Action: Council would consider the terms of the lease agreement at its meeting on 11 March 2025. It was agreed that there was no requirement for Council to have the terms reviewed by its solicitor.
The Chairman closed the meeting at 8.36pm.