8 April 2026 - DRAFT Estate Management & Planning
Ruskington Parish Council
Minutes of an Estate Management and Planning Committee meeting held on Wednesday 8 April 2026 at the Parish Office at 6.30pm.
Present: Cllr M Trolley (Chairman of Committee), Cllr O Ditch, Cllr S Hislop, Cllr D Conway
Also in attendance: Kathryn Locke (Clerk to Council)
Apologies: Cllr Cunningham.
One member of the public was present. (Invited to discuss agenda item 4.1, below.)
The Chairman opened the public session at 6.33pm and welcomed the delegates and member of the public.
The member of public presented their idea of purchasing a commemorative bench for the late Queen Elizabeth II for the Garden of Remembrance using the proceeds of their book sales (Ruskington War Memories) and asked if Council would consider contributing 50% towards the costs. The purchase of a bench to commemorate the late Queen had been considered by Council in the past. Examples of benches had been circulated prior to the meeting, and these were reviewed. Materials and sustainability for the bench were discussed. A black metal bench was considered appropriate for the proposed setting as this would match the metal railings and the racks in the memorial shelter and would allow for decorative writing in the design which would not be possible with a bench made of recycled materials. The member of public advised that they would contribute up to £500.00 towards the bench and would continue researching the most suitable and cost-effective bench for Council to consider. It was considered appropriate to purchase the bench in 2026 as this would have been the year of the late Queen’s 100th birthday.
The member of public left the meeting.
The Chairman opened the meeting at 6.48pm.
1. To receive and accept apologies where valid reasons for absence have been given to the Parish Clerk prior to the meeting.
Cllr Cunningham was unable to attend the meeting and had sent apologies.
Action: The Committee RESOLVED to approve Cllr Cunningham’s apologies. Proposed by Cllr Trolley, seconded by Cllr Hislop 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 Tuesday 3 March 2026 as accurate Minutes.
Action: The Committee RESOLVED to approve the notes of the meeting held on Tuesday 3 March 2026 as accurate Minutes. Proposed by Cllr Conway, seconded by Cllr Hislop and approved unanimously.
The Chairman signed the Minutes.
4. To consider a resident’s request to donate a bench to the village (as requested by Council at its meeting on 10 March 2026). Information previously circulated.
The resident had been invited to the meeting to discuss the best location but was unable to attend.
Action: The Committee RESOLVED to recommend to Council that benches be considered on a case-by case basis and that this proposed bench be located where the resident suggested, on the grass area on the High Street opposite the junction with Chestnut Street. Consent would be required from LCC Highways. Proposed by Cllr Trolley, seconded by Cllr Hislop and approved unanimously.
4.1. To consider the correspondence from a former chairman of Council regarding a commemorative bench for the late Queen Elizabeth II for locating in the Garden of Remembrance.
This had been discussed with the resident during the public session above. They had agreed to donate £500.00 towards the commemorative bench.
Action: The Committee proposed to recommend to Council that it consider a contribution of no more than £500.00 to purchase a commemorative bench for the late Queen Elizabeth II for locating in the Garden of Remembrance. Proposed by Cllr Conway, seconded by Cllr Hislop and approved unanimously.
5. To consider if the Committee should include the environment, in view of planning applications and other related matters, rather than this be linked with the Recreation Committee.
This was discussed at length, and it was recognised that Council had a duty to improve the environment and increase biodiversity. The management of the environment impacted on all aspects of the Council’s business, and it was therefore difficult to confine this to just one committee. It was also considered that Council would set its committees at the May meeting. (Annual Meeting of the Parish Council on 12 May 2026.)
Action: The Committee RESOLVED to recommend to the Council that the environment rather than be the responsibility of one committee be included in the Terms of Reference for all committees and that environment impact statements be written for all Council projects. Proposed by Cllr Hislop seconded by Cllr Ditch and approved unanimously.
6. To review the Terms of Reference (ToR) for the Committee and make recommendations for any amendments. (Council had requested that requests for donations of benches be included.)
The ToR to be amended to include the review of requests for benches, and to consider the environmental impact of its projects and environment impact statements.
The requirements for Council to meet its biodiversity duty was also considered and it was agreed that all committees had a responsibility for improving the environment and increasing biodiversity.
Action: The Committee RESOLVED to recommend the revised Terms of Reference to Council to Council and agreed to advise Council that it had a cross -committee responsibility for the environment, with specific actions being directed at monthly Council meetings. Proposed by Cllr Ditch, seconded by Cllr Hislop and approved unanimously.
7. To receive an update on the proposed conservation area for Ruskington village centre following a meeting with the NKDC Conservation officers on 30 March 2026.
Information had been circulated prior to the meeting, and the Clerk and Cllr Ditch provided an update. Please see Appendix A, below.
8. To receive information from LCC regarding grants for bus shelters. (Up to £3,000 per shelter.)
Information on the grants had been circulated prior to the meeting. Before applying for grants could be considered the area for the Conservation Area would need to be known as this may impact on the style sand materials for the bus shelters, plus costs for the shelters. A public consultation would also be required.
Action: The Committee RESOLVED to recommend to Council that a working party be considered to explore the grants for bus shelters. This would include researching whether funding/grants were available within the current fiscal year and, if not, to recommend the project be considered for FY 2027/2028; obtaining costs, recommending the best style and size of the shelters, recommending questions for a public consultation, and supporting with any grant application. The shelters to be considered in view of the proposed conservation area for the village centre.
9. To consider the quotes to supply and install an electric hand dryer in the office toilet to reduce the paper towel use and wastage.
A quote for £374.40 to supply and install a hand dryer in the office toilet had been received.
Action: To review the costs for the paper towels and the energy efficiency of the hand dyers so these can be compared. Alternative paper towel dispenses that would reduce paper towel wastage to be researched.
10. To consider relocating the unused shed in the cemetery beside the community shed in the office yard.
Action: The caretakers to relocate the cemetery shed into the office yard for accessible storage.
11. To consider any quotes received for connecting the three hot water boilers (for hand washing) in the pavilion to the electric supply.
One quote for £670.00 had been obtained and another was awaited.
Action: The Committee RESOLVED not to continue with connecting the hot water boilers to the electrics due to the planned renovation of the pavilion. The electric hot water heaters to be re-used in the pavilion renovation if possible.
12. To consider any planning applications received from NKDC since the Council meeting was held on 10 March 2026.
a. Planning Application Reference: 26/0153/HOUS
Proposal: Erection of porch
Location: 11 The Paddock Ruskington Sleaford Lincolnshire NG34 9GY
A comment of no objections had already been sent to NKDC planning following review by the Committee.
b. Application Reference: 25/1553/FUL
Notification of Receipt of Amended Plans/ Additional Information
Proposal: Change of use of garden building to dog grooming parlour.
Location: 25 St Clements Road Ruskington Sleaford
Amendments to the scale of the proposed building.
Action: The Committee raised a query regarding segregation of the applicant’s four dogs from any dogs attending the grooming parlour. Otherwise, the Committee had no objections.
12.1. To consider any planning applications received since the agenda was published.
No planning applications had been received since the agenda was published.
12.2. To receive notice of applications approved by NKDC.
a. Planning Application Reference: 26/0021/HOUS
Proposal: Single storey rear extension and conversion of existing garage with wrap
around hipped roof
Location: 28 Cliffe Avenue Ruskington Sleaford Lincolnshire NG34 9AU.
Notice of approval received on 30/3/2026.
b. Application Reference: 26/0119/HOUS
Proposal: Erection of a single storey rear extension
Location: 15 Westbeck Ruskington Sleaford
Notice of approval received on 1/4/2026.
13. Review /update of Council’s Health & Safety.
This was to be a standing item on the EMP Committee’s agenda. Cllr Ditch provided an update on the inclusion of a check list for the wearing of PPE on risk assessments which included ensuring the PPE was fit for purpose, e.g., fitted correctly.
14. To confirm the date of the next scheduled Committee meeting as Tuesday 2 June 2026 at 6.30pm.
The date and time of Tuesday 2 June 2026 at 6.30pm were confirmed.
14.1. To consider if another committee meeting or pavilion working party meeting is required before 2 June 2026.
These was not considered necessary at this time.
15. To resolve whether to exclude the public and press, in accordance with the Public Bodies (Admissions to Meetings) Act 1960, to discuss the legal matter below.
Action: The Committee RESOLVED to exclude the public and press from the meeting to discuss the legal mater below. Proposed by Cllr Conway, seconded by Cllr Ditch and approved unanimously.
The Chairman closed the meeting at 7.52pm. the meeting re-convened at 7.52pm.
16. To receive an update on the open insurance claim.
The Clerk had circulated an update prior to the meeting and provided a verbal update.
17. To receive an update and recommendations from the Pavilion Project Working Party meeting held on 16 March 2026 – Cllr Conway.
The report from the working party meeting had been circulated prior to the meeting (please see Appendix B, below) plus the latest amended plan for building control. Cllr Conway advised that he had contacted the architect regarding the agreed specifics for the building control plans, such as inserting a hatch and counter between the between the community hall and the kitchen instead of removing the entire wall enabling the kitchen to be secured when closed but the pavilion was open. The amended plan for building control.
Cllr Ditch asked if his recommendations for the kitchen, health & safety and staff toilets, made since the working party meeting, could be formally documented for information and ease of reference. Please see Appendix C, below.
17.1. To consider /approve the recommended dates for the tender documents.
The Clerk advised that the tender had to be registered on the Contract Finders section of the Government Gateway and that the internal auditor had advised that this could take up to 20 days. Council already had an account following the tender process for the office renovation which might speed up the process.
Recommended tender dates:
- Tenders available – Wednesday 15 April 2026
- On site meeting with tender applicants – Tuesday 28 April 2026 (Councillors/staff member to be agreed.)
- Tender return – Friday 29 May 2026 - by 12 noon
- Tender assessment - Week commencing 1 June 2026
- Award of tender – Week commencing 8 June 2026
- Work to commence – As soon as possible.
Action: With one amendment to the date to release the tender document (changed from 13 April to 15 April to enable Council to approve the dates) the Committee RESOLVED to recommend the tender dates to the Council for consideration. Proposed by Cllr Conway, seconded by Cllr Trolley and approved unanimously.
17.2. To consider a final review of the tender documents before they are issued.
Action: The Committee considered that the tender documents were ready to be issued. (They had been approved by Council at its meeting on 10 March 2026 but would be available for a final review at the meeting on 14 April 2026.)
The Chairman closed the meeting at 8.10pm.
Appendix A: Outline of a meeting with the NKDC Conservation Officers, Cllr Ditch, Cllr Sheldon and the Clerk on Monday 30 March 2026 at the Parish Office at 1.30pm.
- There are 34 Conservation Areas (CAs) in North Kesteven. 18-19 of these have up to date appraisals in place.
- Conservation Areas are usually instigated by NKDC, but the Officers were pleased that Ruskington PC had approached them about a proposed CA for Ruskington.
- The Conservation Officers were currently working on a CA for Leadenham and Brant Broughton which should be completed in approx. November 2026 and reviewing another CA. A CA for Ruskington would be considered after this, possibly in autumn 2026.
RPC can aid the process by:
- Exploring the history of the village
- Its topography
- Landscape
- Building design and details
The CA proposal report by Cllr Hislop has commenced this progress.
NKDC has to do desktop publishing and RPC can use the information as it wishes once completed.
Steps to creating a CA for Ruskington:
- Agree the boundary for the CA
- Documents produced by NKDC.
- NKDC undertake a 6–8 week long public consultation. Residents must have a case for an objection - cannot be because “They don’t want it”.
- Up to 8 weeks to obtain planning approval.
Buildings must have architectural or historic interest and contribute to the character of an area.
Effects on a property once in a CA:
- Changes to the permitted development rights:
- Can still change windows, roof tiles, and add solar panels.
- Cannot have cladding or rendering, front of property extensions, or roof extensions such as dormer windows.
- Need planning permission to demolish a building the approx. size of a double garage.
- Article 4 designation – may be able to extend a building. This is a separate process.
- If a property already has planning permission, this will remain valid, but conditions may apply, e.g. the use of stone sets rather than using tarmac for a drive.
- Heritage grants are available.
- Trees are protected in a CA but differently to a Tree Protection Order (TPO). A CA can instigate a TPO.
Next steps:
- NKDC to send RPC a “to do” list.
- RPC to look at what has already been done.
- Attendance by the Conservation Officers at the APM on 26 March 2026 was confirmed (Presentation and info table.)
The conservation officers left the meeting to look at an area of the village suggested during the meeting.
End.
Appendix B: Report from a Pavilion Project Working Party meeting held on Monday 16 March 2026 at 2pm at Parkfield Pavilion.
Present: Cllr Conway, Cllr Cox, Cllr Cunningham, Cllr Ditch, Cllr Hislop, Kathryn Locke (Clerk to Council).
Prior to the meeting, the working party members walked around the pavilion and discussed the plans. It was recommended that, to aid security for the kitchen when it was closed, that the wall between the kitchen and the new seating area/ hall remain in situ but with a large serving hatch and counter. This would mean the existing doorway into the corridor would need to stay in place rather than be bricked up.
Staff coats and personal items could be hung/stored in the CCTV cupboard, which might also be a suitable space for solar batteries, if applicable.
1. Apologies
Cllr Sheldon
2. Declarations of interest on any items on the agenda.
None declared at any time during the meeting.
3. To receive an update on the pavilion project.
The updated plan for submitting to building control had been circulated earlier in the day to show the kitchen hatch with a sliding window.
4. To consider/agree the dates for the tender process as follows:
a. Tenders available – Monday 13 April 2026
b. On site meeting with tender applicants – Tuesday 28 April 2026 (Councillors/staff member to be agreed.)
c. Tender return – Friday 29 May 2026 - by 12 noon
d. Tender assessment - Week commencing 1 June 2026
e. Award of tender – Week commencing 8 June 2026
f. Work to commence – As soon as possible
5. To consider any practical requirements for the pavilion project, including locations for electrical sockets, appliances etc.
- The location for sockets would be agreed on at a later date, taking advice from the successful contractor.
- Cllr Ditch suggested a suitable kitchen layout to aid workflow.
- An area with sofas, a soft play area, and book swop shelf/bookcase was considered.
- To consider vending machines in the community hall area for refreshments when the café area is closed. Proceeds could go to the café owner.
End.
Appendix C: Recommendations from Cllr Ditch to inform the pavilion renovation.
Kitchen:
- Position power sockets in cafeteria or commercial kitchens to ensure safety and efficiency by keeping them at least 300mm–600mm away from water sources (sinks) and heat sources (hobs/ovens)
- Install outlets 100mm–150mm above worktops for easy access and use high-mounted or IP-rated waterproof sockets for protection against spills.
- Key Guidelines for Socket Positioning:
- Safety Distances: Maintain a minimum 300mm–600mm horizontal distance from sinks to avoid water contact.
- Worktop Height: Place sockets 100mm–150mm above the work surface to prevent appliance cords from curling or getting damaged.
- Appliance Specifics: Large appliances (ovens, refrigerators) require dedicated power points, often at lower heights (20cm–75cm).
- Island Outlets: Use pop-up or hidden sockets on kitchen islands to keep surfaces clear and provide flexible power.
- Hidden Options: Install sockets inside cabinets or drawers for appliances not in constant use to reduce clutter.
- Voltage and Protection: Ensure all outlets are RCD-protected (Residual Current Device) and, in high-moisture zones, utilize IP54-certified splash-proof sockets.
- Safety and Efficiency Tips:
- Avoid Overloading: Use multiple double sockets along walls rather than relying on adapters or extension leads.
- High-Power Appliances: Use a dedicated circuit and a separate isolator switch for high-power appliances like electric ovens and dishwashers.
- Optimal Height: Generally, keep sockets about 110–120 cm from the floor, or slightly higher, to prevent damage and improve accessibility.
Key Requirements and Best Practices.
- Separation: Changing areas must be separate from food storage and preparation areas to avoid contamination.
- Storage: Lockers or cupboards must be provided to keep personal clothing, shoes, and effects separate from protective uniforms.
- Location: Ideally, changing rooms should be positioned at the entrance to the production area, allowing direct access without walking through public or external areas.
- Clean/Dirty Division: To prevent contamination, there should be a clear distinction or physical barrier between "dirty" (street clothes) and "clean" (workwear) zones.
Staff toilets.
- Recommend 1-25 staff= one toilet. However:
- Separate toilet facilities for food handlers are highly recommended as best practice to ensure high hygiene standards, although the law generally focuses on the design, sanitation, and accessibility of toilets rather than strictly requiring a completely separate set of toilets from customers in all cases.
- My interpretation: If you don't have separate staff toilets, the risk can be managed.
End.