Ruskington Parish Council

Minutes of an ordinary meeting of Ruskington Parish Council held on Tuesday 13 December  2022 at the Winchelsea Centre, High Street North Ruskington, NG34 9DY at 7pm.

One member of the public arrived during the meeting at 7.32pm.

Cty and D/Cllr Wright had advised that he would be late attending due to NKDC commitments, and arrived at 8.59pm.

The Chairman opened the meeting at 7.01pm.

1. Apologies for absence.

Cllr Ditch and Cllr A Jennings were unable to attend the meeting and had sent valid apologies.

Cllr Trolley and Cllr Cotter were not present at the meeting and no apologies had been received.

Action: The Council RESOLVED to approve the apologies for Cllr Ditch and Cllr A Jennings. Proposed by Cllr Tonge, seconded by Cllr Cunningham and approved unanimously.

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

None.

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

Action: The Council RESOLVED to approve the notes of the meeting as accurate Minutes. Proposed by Cllr Tonge, seconded by Cllr Cunningham and approved unanimously.

The Chairman signed the Minutes.

4. Financial Matters (Information previously circulated).

   4.1. To consider approval of payments made since the last meeting held on 8 November 2022.

Action: The Council RESOLVED to approve the payments, except for the subscription renewal invoice for Pear Technology.  The RFO to investigate the Parish Online mapping service.  Proposed by Cllr Cunningham, seconded by Cllr Tonge and approved unanimously.

   4.2. To consider approval of the bank reconciliation for November 2022.

Action: The Council RESOLVED to approve the bank reconciliation. Proposed by Cllr Cox, seconded by Cllr Tonge and approved unanimously.

      4.3. To consider the Finance Committee’s recommendation to use a LALC internal auditor for both mid and end of year audits at a total cost of £390.00 per annum.

Action: Council RESOLVED to use a LALC internal auditor for both the mid and end of year audits. Proposed by Cllr Coc, seconded by Cllr Tonge and approved unanimously.

   4.4.  To consider requesting the auditor to undertake a mid-year financial review.

Action: The Council RESOLVED to request the LALC auditor to undertake the review. Proposed by Cllr Jennings, seconded by Cllr Cox and approved unanimously.

   4.5. To consider the Finance Committee’s recommendation that total sum of £16, 025.06 of CIL money received from NKDC is allocated to the improvement of the pavilion, changing rooms and sports facilities. (This includes £9,822.99 for the first half of 2022-2023 and the £6,202.07, received in 2021, and already allocated to the pavilion.) 

Action: The Council RESOLVED for £16,025.06 to be allocated to the improvement of the pavilion, changing rooms and sports facilities. Proposed by Cllr Cox, seconded by Cllr Cunningham and approved unanimously.

   4.6. To consider/approve the draft budget for 2023-2024 as recommended by the Finance Committee following a meeting held on 30 November 2022. (Information previously circulated.)

Action: The Council RESOLVED to approve the draft budget for 2023-2024 following amendments recommended by the RFO. Proposed by Cllr Tonge, seconded by Cllr Cox and approved unanimously.

5. To receive an update on co-option to Council and the local elections in 2023.

Action: A co-option pack had been sent to a resident, who advised that they would consider applying in the new year. The resident was advised of the elections on 4 May 2023.

6. To consider/approve the following documents following review:

   6.1. Terms of Reference for the Estate Management Committee

Action: The Council RESOLVED to approve the terms of reference. Proposed by Cllr Jennings, seconded by Cllr Tomlinson and approved unanimously.

   6.2. Annual Investment Strategy as recommended by the Finance Committee.

Action: The Council RESOLVED to approve the Annual Investment Strategy. Proposed by Cllr Cunningham, seconded by Cllr Tonge, and approved unanimously.

7. To agree the meeting dates for 2023, including the Annual Meeting of the Parish Council and Annual Parish Meeting.

Action: The circulated dates were approved.

   7.1. To confirm the date for the Coronation celebration.

Action: Sunday 7 May 2022 was confirmed for a summer fair at Parkfield playing fields. Interest had already been shown. Members of the public could be involved in arranging the day.

8. To consider feedback on Remembrance Sunday and agree any alterations to the road closures.

Action: The additional road closure barrier for Sleaford Road outside the Memorial Garden was agreed. Walkie -talkies were supplied by the volunteers.

   8.1. To consider the caretakers’ roles in helping at future Remembrance Sunday and other external events.

Action: Employees were required to work in accordance with their job description and the instructions of the Clerk. Advance road closures signs for Remembrance Sunday to be erected by caretakers during their working day and they were not required to work on Remembrance Sunday. Road closure signs and barriers to be erected and supervised by volunteers on the day under the direction of Cllr Tonge.

At 7.32pm a member of the public arrived to observe the meeting.

9. Estate Management Committee - Cllr Conway, Chairman of the Estate Management Committee following a committee meeting held on 15 November 2022.

   9.1. To consider the future use of the workshop as workshop and storage space.

Action: A document provided by the Environment Caretaker would be considered by the Estate Management Committee.

   9.2. To consider other storage solutions as recommended by the Committee.

Action: All items no longer used were to be disposed of (sold). Two changing rooms in the pavilion could be used and were secure. The possibility of a shed for the road closure items near the road closures sites was to be considered by the Committee.

   9.3. To consider the removal of Council’s waste and use of a permanent lockable skip for her removal of Council waste at a cost of £255.00 +VAT per 8-yard skip +VAT (£405.00 per 14-yard skip). Usually exchanged every 2-4 weeks.

Action: To hire a skip only as required and to continue to ask NKDC to remove waste items until a permanent solution could be agreed with NKDC.

   9.4. To consider the options for the workshop roof which is leaking.

Solutions and quotes and were being obtained.

   9.5. To consider the quotes to repair the leaking roof at the rear of the property.

Quotes were being obtained.  

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

The lease agreement with the Co op had been signed by both parties. The information boards for Horseshoe Hollow were awaited. The community garden was not included in the budget for 2023-2024, except for maintenance costs, as the Council had been selected as a Co-op Community Champion. The money raised was for the community garden and replacing the tubs along the Beck. Money would be raised between 4 December 2022 and 4 March 2023 by Co-op members using their dividend cards in qualifying stores.

   10.1. To consider a request from a resident for a dog waste bin on the grass area near Dorrington Close to prevent bags of dog waste being left on the grass.

Action: Bins (combined for dog waste and litter) to be purchased for Dorrington Close and Leasingham Lane if the required permissions were given by LCC. 

11. Planning – Applications received, withdrawn, and approved since the last meeting – Cllr Cunningham

   11.1. Applications received since the last meeting.

      a. Application Reference: 22/1649/PAR

Proposal: Application for prior approval under Class R of the Town and Country Planning

(General Permitted Development) (England) Order 2015 (as amended) for the proposed

change of use from agricultural building to Use Class E (office)

Location: Land Off Fen Road Ruskington Sleaford.

Action: The Council had no objections.

      b. Application Reference: 22/1680/FUL

Proposal: Change of use from first floor offices to residential flat (retrospective)

Location: 10 High Street South Ruskington Sleaford Lincolnshire NG34 9DT

Action: The Council had no objections.

   11.2. Applications approved by NKDC since the last meeting. (For information only.)

      a. Application Reference: 22/0218/FUL

Proposal: Change of use and alteration of existing outbuilding to form taxi office

Location: 18 High Street South Ruskington Sleaford.

      b. Application Reference: 22/1217/FUL

Proposal: Erection of shed for business use for the sale, collection, and storage of goods

(dog treats/accessories) (retrospective). Location: 50 Manor Street Ruskington Sleaford

      c. Application Reference: 22/1296/HOUS

Proposal: Erection of single storey front extension and single storey side and rear

extensions

Location: 15 Sleaford Road Ruskington Sleaford

      d. Application Reference: 22/1359/HOUS

Proposal: Extension to roof canopy and existing outbuilding (part retrospective)

Location: 11 East Close Ruskington Sleaford

      e. Application Reference: 22/1455/HOUS

Proposal: Demolition of existing garage and erection of single storey side and rear flat roof

extension and replacement of rear boundary hedge with timber fence

Location: 7 Nene Close Ruskington Sleaford

   11.3. To consider/agree a name for the new road off Whitehouse Road as Elizabeth Way was rejected by NKDC. (Another road in the district has a similar name.)

Action: Lilibet Lane and Balmoral Way were suggested for referring to NKDC.

  12. Recreation Committee – Cllr Cox, Chairman of the Recreation Committee following a committee meeting held 26 October 2022.

   12.1. To receive an update on the refurbishment of Parkfield play area, and the last stretch of fencing.

The play area is complete, and a small opening ceremony had been held. A grand opening would be held on 7 May 2022. Queries raised by Council were being investigated by Wickstead who would make a site visit. The last stretch of fencing to be installed on 20 December 2022.

At 8.30pm the RFO left the meeting.

    12.2. To consider the expenditure to repair the gas valve for the showers in the pavilion (quotes previously circulated.)

Action: As the showers were not being used, any repairs would be considered as part of the refurbishment of the pavilion.

   12.3. To consider the expenditure for replacing the rotten and collapsed wooden fencing at Beck Close play area.

Quotes were awaited.

   12.4.  To consider the quote from Lincoln University for its students to produce a concept and design statement for the refurbishment of the pavilion, including its use as a community café.

Action: Cllr Cox to compile all the suggestions for the pavilion for sending to the University. The building was to be as sustainable, accessible, and environmentally friendly as possible, with solar panels, external access storage and disabled changing facilities and toilets, a first aid room, better windows, and an improved kitchen.    

13. HR Committee – Cllr Ditch, Chairman of the HR Committee following a meeting held on 21 November 2022.

Cllr Ditch was not present at the meeting; therefore Cllr Conway gave a resume of the committee meeting.

   13.1. To consider/ approve the appraisal form for non-admin employees

Action: The Council RESOLVED to adopt the appraisal form for non-admin staff members. Proposed by Cllr Tonge, seconded by Cllr Cox and approved unanimously.

   13.2.  To consider ways to improve communication between council and employees, as recommended by the HR Committee.

Action: The recommended ways to improve communication were approved. Proposed by Cllr Cox, seconded by Cllr Cunningham and approved unanimously.

   13.3. To elect members to the HR Committee.

Action: Cllr Jennings was elected on to the HR Committee. Proposed by Cllr Tonge, seconded by Cllr Cox and approved unanimously.

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

   a. EDAN Lincs – 16 days of action against domestic abuse information

   b. LALC- Civility & Respect newsletter

   c. Ruskington Churches – Safe and Warm initiative and posters

   d. Lincolnshire Co-op – Community Champion publicity

   e. LCC – Town and Parish newsletter

   f. Resident – report of broken glass and requirement for street lighting on private land off Fen Road

   g. Smaller Authorities' Audit Appointments Limited - Notification of Auditor Appointment

   h. LCC Transport – Christmas Bus Services

   i. LCC – Sleaford Transport Strategy

   j. LALC – Weekly newsletters

   k. Resident – Ownership of land adjacent to Horseshoe Hollow

   l. LIVES – Funding request

   m. LALC – Emergency plan status     

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

There were no reports.

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

D/Cllr Wright arrived at the meeting at 8.59pm and gave a brief update.

• LCC are exploring a move into devolution.
• There will be a speed reduction on a road approaching Holdingham roundabout.
• The A frames and flyposting at Holdingham Roundabout would be investigated and action taken.
• The ability for local councils taking waste to a local recycling centre will be discussed by the Lincolnshire Waste Management Partnership.
• A Public Space Protection Order for NK was being considered.
• Complaints of loud music from a Ruskington pub were being received.

17. To resolve whether to exclude the public and press, in accordance with the Public Bodies (Admissions to Meetings) Act 1960, to discuss the following staffing and commercially sensitive matters.

Action: The Council RESOLVED to exclude the public and press to consider the items below. Proposed by Cllr Cunningham, seconded by Cllr Tonge and approved unanimously.

The Chairman closed the meeting at 9.07pm. The member of public and councillor left the meeting.

The meeting re-convened at 9.08pm.

18. To consider/approve the appointment of the Administration Assistant as recommended by the interview panel, following interviews held on 8 December 2022.

Action: The Council RESOLVED to appoint Mr Scott Johnstone as the Administration Assistant. To commence in post on 1 February 2022. Proposed by Cllr Cunningham, seconded by Cllr Tonge and approved unanimously.

19. To consider the HR Committee’s recommendation to employ a Parish Caretaker with responsibility for buildings and play areas for 30 hours per week, with the possibility of increasing the hours to full time.

   19.1. To consider/ approve the job description

   19.2. To consider / approve the recommended pay scale and pay point

Action: Another caretaker vacancy had arisen; therefore the two vacancies were referred to the HR Committee for further review.

At this point, the Clerk left the meeting.

20. To consider the HR Committee recommended NJC pay scale points and pay for 2023-2024 for:

     a. The Clerk/ Proper Officer to Council

Action: The Council RESOLVED for the Clerk’s Spinal Pay Point to increase from SCP 29 to SCP 33 with effect from 1 April 2023. Proposed by Cllr Conway, seconded by Cllr Cox and approved unanimously.

     b. The RFO and Deputy Clerk to the Council.

Action: The Council RESOLVED for the RFO and Deputy Clerk’s Spinal Pay Point to increase from SCP 24 to SCP 29 with effect from 1 April 2023. Proposed by Cllr Conway, seconded by Cllr Tonge and approved unanimously.

The figures for both these pay rises had a been approved within the draft budget for 2023-2024. (Agenda item 4.6, above).

21.  To consider enrolling the Clerk and RFO into the Local Government Pension Scheme as local government employees with local government contracts and pay.

Action: The HR Committee would consider this once the contribution figures for the employees and Council was available.

The Clerk re-joined the meeting at 9.30pm.

22. To consider the recommendation by the Estate Management Committee on the tender for the refurbishment of the parish office building, following a meeting held on 15 November 2022.

The lack of building regulation approval had meant that a few contractors had not been willing to submit their tenders for the work required.

Action: The Council RESOLVED that once the building regulation approval was received, other recommended contractors would be approached to tender. Proposed by Cllr Conway, seconded by Cllr Cox and approved unanimously.

23. To consider the village security patrols.

Action: The Council RESOLVED to end the contract with the security service. Proposed by Cllr Tonge, seconded by Cllr Cunningham and approved unanimously.

The Chairman gave a personal announcement advising that he was resigning from the Council, and thanked the councillors, Clerk and RFO for their hard work, commitment to the council and the village, friendship, and support.

The Chairman closed the meeting at 9.40pm.

Meeting date: 13 December 2022

Author: Kathryn Locke – Clerk to Council

Purpose of report: To provide an update report from the Clerk on business conducted since the last Council meeting held on 8 November 2022.

Administration Assistant Vacancy – 4 candidates were interviewed on 8 December 2022. (Agenda item).

Beck Close play area – quoted are being obtained to replace the collapsed wooden fence with hoop top metal fencing. The collapsed fence has been removed and orange safety fencing erected.

Bulbs beside the Beck – Sleaford Rotary with help from school pupils planted bulbs along the sides of the Beck where it flows between High Street North and South.

Christmas light donation – Quickline has donated £500 towards the cost of lights for the village Christmas trees.

Community Garden – The agreement for the land to extend the community garden has now been signed by all parties.

Co-option to Ruskington Parish Council – a possible applicant observed the meeting held on 8 November 2022 and will consider applying after Christmas. Advice on the May 2022 elections has been given.

CIL money - £9,822.99 has been received from NKDC for the first half of 2022-2023.

Estate Management Committee – An Estate Management Committee meeting was held on 15/11/2022 following the closing date for the tender applications.  (Agenda item). The outcome from the building regulation application is not yet known.  

Heating – The climate control units in the office are not working correctly and the office was very cold.  The supplier serviced both units on 12/12/2022 and advised that this was due to the low temperatures outside. He suggested that both units be used to prevent one being overworked. The pump need replacing on the unit in the public side of the  office before the summer.

Karcher floor cleaner: (Pavilion and changing room floors.) This is not working. Following an onsite inspection on 13/12/2022 it has gone to be repaired. The missing transporter wheel will be also be replaced.

Large Christmas tree – This tree, donated by the Black Bull, was erected outside the Memorial Garden on 6 December 2022 with help from Harlaxton Engineering.

Parkfield play area – all works completed, except the last stretch of fencing. The final inspection by Wickstead took place on 29/11/2022.

Parkfield fencing – The contractor has given a date of 20 December 2022 to install the final stretch of fencing.

Parkfield carpark fly-tipping – NKDC advised that a warning has been given to the resident. NK has cleared the debris although it is on Parish Council land.

Public toilets – A new disabled toilet seat has been fitted and the lock on the men’s cubicle has been repaired. The toilets will be closed on Christmas day, Boxing Day, and New Year’s Day (open on the Bank Holiday days.) An advance notice of this is in situ.

Pavilion showers – Following several phone calls and 2 site visits only 1 quote has been received for the replacement gas valve and its fitting.  It requires an electrician who works on commercial equipment. (Agenda item).

Roof – A contractor inspected the workshop roof and leaking roof on 6 December 2022 (Agenda item).

Tree for the late Queen – This was planted on Friday 11 November 2022 in the Garden of Remembrance. The plaque arrived on 13/12/2022. A smaller plaque for the memorial tree in Horseshoe Hollow has also arrived. Both need a surround and method of securing them into the ground.

Remembrance Sunday – This was well attended. Suggestions for the road closures and a request for 2 extra sets of walkie-talkies has been made.  (Agenda item.)

Clerks’ networking day – The Clerk attended this on 7/12/2022 at Dunholme Village Hall. The information has been circulated to Council.

Christmas Opening –The Parish Office will be closed from 3pm on Thursday 22 December 2022 to Wednesday 4 January 2022 at 8am.