Full Council Minutes - 1 April 2022 - 31 March 2023

Ruskington Parish Council

Minutes of an ordinary meeting of Ruskington Parish Council held on Tuesday 12 April 2022 at the Winchelsea Centre, High Street North Ruskington, NG34 9DY at 7.00pm.

1 member of the public.

The Chairman welcomed the delegates. As there were no questions from the member of the public, the Chairman opened the meeting at 7.15pm.

1. Apologies for absence.

Cllr Cox, Cllr Cotter, and Cllr Lupton was unable to attend the meeting and had sent valid apologies.

Action: The Council RESOLVED to accept Cllr Cox, Cllr Cotter, and Cllr Lupton's reasons for absence. Proposed by Cllr Tonge, seconded by Cllr Ditch and approved unanimously.

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

Cllr Tomlinson declared an interest in agenda items 9.1 and 19.

3. To approve as a correct record the notes of the ordinary meeting held on Tuesday 8 March 2022.

Action: The Council RESOLVED to approve the notes of the meeting as accurate Minutes. Proposed by Cllr Cunningham, seconded by Cllr Ditch and approved with five votes for and one abstention (had not been present at the meeting.)

The Chairman signed the Minutes.

4. Financial Matters (Information previously circulated).

   4.1. To consider approval of payments made in March 2022.

Action: The Council RESOLVED to approve all payments made in March 2022. Proposed by Cllr Ditch, seconded by Cllr Tonge and approved unanimously.

   4.2. To consider approval of the bank reconciliations for March 2022.

Action: The Council RESOLVED to approve the bank reconciliations for March 2022. Proposed by Cllr Tonge, seconded by Cllr Cunningham and approved unanimously.

   4.3. To receive the end of year report for fiscal year 2021-2022

This had been circulated prior to the meeting by the RFO. No questions were raised.

   4.4.  To approve the end of year bank reconciliation for 2021-2022.

Action: The Council RESOLVED to approve the end of year bank reconciliations for 2021 - 2022. Proposed by Cllr Trolley, seconded by Cllr Cunningham and approved unanimously.

   4.5. To consider renewing membership to the Institute of Cemetery and Crematorium Management (ICCM) at cost of £95.00 for fiscal year 2022-23.

Action: The Council RESOLVED to renew membership to the ICCM. Proposed by Cllr Conway, seconded by Cllr Cunningham and approved unanimously.

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

One enquiry had been received and an information pack and application form sent out, along with an invitation to observe a meeting and to meet with a Councillor and the Clerk. Cllr Ditch had written a user-friendly information pack to explain the role of the council, correct myths and answer questions in the hope of encouraging more interaction with the community and encourage residents to apply for co-option and election.

6. To approve/adopt the following policies and Terms of Reference following review:

   6.1. Grants and Donations Policy as recommended by the Finance Committee.

   6.2. Data Protection Policy as recommended by the HR Committee.

   6.3. To approve the Terms of Reference for the Recreation Committee as recommended by the Recreation Committee.

   6.4. To approve the Terms of Reference for the Planning Committee as recommended by the Planning Committee.

Action: Council RESOLVED to adopt all the policies and Terms of Reference above as recommended. Proposed by Cllr Ditch, seconded by Cllr Cunningham and approved unanimously.

7. To agree the dates and times for the following meetings:

   7.1. Annual Meeting of Ruskington Parish Council.

Action: The Annual Meeting of the Parish Council would be held at 7pm before the ordinary meeting on 10 May 2022.

   7.2. The Annual Parish Meeting.

Action: The Annual Parish Meeting would be held on Jubilee Bank Holiday, Thursday, 2 June 2022 from 11am to 3pm. To encourage attendance this would be called the Parish Open Day and cream teas would be served to celebrate the Platinum Jubilee.

       a.  Agree any expenditure to promote and hold this event (banners, refreshments, noticeboards).

Action: The Council RESOLVED an expenditure of up to £500 for the event. This would be reviewed at the May meeting. Proposed by Cllr Tonge, seconded by Cllr Ditch and approved unanimously.

8. To approve and finalise the best way to celebrate the Queen’s Platinum Jubilee and agree any expenditure.

Action: As well as the cream teas served in the parish office and grounds, over 240 trees had been planted and would be registered as part of the Queen’s Green Canopy, and 7 oak trees (one for each decade) would be planted, possibly at Horseshow Hollow, to form a Jubilee Plantation.

   8.1. To consider the quotes for the update of the village map and plaque. (Information previously circulated.)

A second quote was awaited.

Action: The Council RESOLVED to spend up to £3,000 for updating the village map, information, and plaque. Proposed by Cllr Cunningham, seconded by Cllr Ditch and approved unanimously.

9. Recreation Committee – Cllr Cox, Chairman of the Recreation Committee

   9.1. To consider/ approve the a) user agreement and b) the Terms & Conditions for the use of the pavilion kitchen by the Lions Junior Football Club.

Action: The Council RESOLVED to adopt a) the User Agreement for the pavilion kitchen without amendment and to adopt b) the Terms and Conditions following two amendments to say that due to rising energy prices, the fees would be under constant review and that all waste must be removed by the User. Proposed by Cllr Conway, seconded by Cllr Ditch and approved unanimously.

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

Cllr Conway gave a brief update on environmental matters, advised that the new shed had been erected, over 240 trees had been planted and that the yellow rattle sown in the closed churchyard was growing to reduce the rate of grass growth and enable the wildflowers to thrive. A meeting with Rev Jenkins had been held on 28 March and ideas for the information boards to explain the wildflower project had been agreed.

   10.1. To consider the expenditure to lay 3mm thick safety flooring in the shed to protect the wooden flooring, plus three cans of adhesive at a total cost of £200.00.

Action: The Council RESOLVED to purchase the safety flooring and adhesive at a cost of up to £300. Proposed by Cllr Tomlinson, seconded by Cllr Ditch and approved unanimously.

   10.2. To consider the quotes for work to two trees bordering Parkfield playing field and Tomlinson Way.

Action: The Council RESOLVED to accept the quote for £800 to fell, chip, and remove the waste from two trees in Parkfield playing area following advice from a tree surgeon. The work would be carried out when there was no bird activity. Proposed by Cllr Conway, seconded by Cllr Tonge and approved unanimously.

11. Planning Committee - Cllr Cunningham, Chairman of the Planning Committee.

   11.1. To receive an overview of planning applications, new and approved.

Cllr Conway presented an overview of the planning applications following a Planning Committee meeting held on 12 April 2022.

   11.2. To receive an update / recommendation on the proposed bus stops for Lincoln Road.

The developer was on holiday, therefore the planned meeting had yet to be arranged.

   11.3. To receive an update on the Central Lincolnshire Local Plan Consultation and approve any comments as recommended by the Planning Committee.

D/Cllr Wright advised that there was no requirement for further land or housing allocations in Ruskington.

12. Estate Management Committee – Cllr Conway

   12.1. To receive an update on the plans and planning application for the rear of the parish office property.

Cllr Conway advised that the architect had visited the property and the plans and change of use planning application would be available in the next week or two.

13. To consider ways Ruskington Parish Council can support Ukrainian refugees.

Action: The parish office and grounds would be made available as required. Further support to be agreed once the refugees had moved into the village and their needs were known. 

14. To consider nominations for the LALC Star Council Awards 2021.

Action: Nominations were agreed.    

15.  Correspondence - for information only. (Circulated to Councillors prior to the meeting).

a. Anglian Water – Priority Service and support for customers, information, and poster.

b. LCC- Consultation on the Central Lincolnshire Local Plan (Agenda item)

c. Residents - Requests for work to trees in Parkfield that border their properties. (Agenda item.)

d. LCC – County Views Panel

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

Cllr Ditch mentioned a questionnaire for residents from the Lincolnshire Resilience Forum and asked how this tied in with the Emergency Plan.

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

County Councillor Wright reported the following:

• A meeting with Rowan Smith, Head of Highways for Ruskington, had been held to discuss 30pmh repeater signs for Hillside to help reduce speeding on Fen Road
• An application for a Traffic Regulation Order and a weight limit for Westcliffe Road to prevent its misuse by HGVs
• Although accidents were known to have occurred at the junction of Leasingham Lane and Rectory Road, the Police had only reported one accident to LCC Highways for their records.
• The funding and route for the North Hykeham by-pass had been approved.
• The zebra crossing on Rectory Road had been delayed, possible until August, due to lack of availability of materials.
• The pavement beside the Beck railings on Manor Street was part of the structure of the side of the Beck and not just a pavement.
• The flooding on High Street North would be fully investigated.

As District Councillor, Cllr Wright reported the following:

• A review of the scrutiny panel and process was underway
• NKDC’s new corporate financial plan had been made.
• An investment of £150,000 in solar panels for the NKDC offices had been made to reduce the carbon footprint by 27%.
• The Community Lottery was doing well and supporting local good causes and venues.
• NKDC had been nominated for two awards.

Prior to resolving to exclude the public, Council agreed to consider agenda item 20 below, before item 19.

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 and lease and personnel matters.

Action: The Council RESOLVED to exclude the public and press to discuss the matters below. Proposed by Cllr Conway, seconded by Cllr Tonge and approved unanimously.

The Chairman closed the meeting at 9pm. The public and D/Cllr Wright left the meeting.

The meeting re-opened at 9.02pm.

20. To consider the revised Occupational Health advise for an employee, if available.

Cllr Ditch advised that the updated report had been received and the recommendation remained the same, although this did not help the employee undertake their work.

Action: The Clerk to give the employee one area to work in each day to reduce the distance they had to walk. Proposed by Cllr Tonge, seconded by Cllr Conway and approved unanimously.

9.20pm. At this point, Cllr Tomlinson left the meeting.

19. To consider the recommendation of the Recreation Committee concerning a request by a local junior football team to enter a lease, for the use of Parkfield playing fields, to enable the team to apply for funding from the Football Foundation for grass pitch maintenance.

Action: The Council RESOLVED not to enter a lease agreement with a junior football club, to avoid the parishioners not being able to use the playing field as a community asset, and for the reasons considered by the Recreation Committee.

The Chairman closed the meeting at 9.35pm.