Ruskington Parish Council

Minutes of an ordinary meeting of Ruskington Parish Council held on Thursday 19 January 2023 at the Winchelsea Centre, High Street North Ruskington, NG34 9DY at 7pm.

County and D/Cllr Wright attended the meeting.

No members of the public were present. 

The Vice-Chairman opened the meeting at meeting at 7.02pm and made a public thank you to the former Chairman of Council, Graham Conway, for his hard work and dedication to Council and Ruskington during his time as both Chairman and Councillor. 

D/Cllr Wright also thanked and praised Graham Conway for all he had achieved for the village and Council during his time as Chairman, and the dignity he had shown during difficult circumstances.

1. To elect a Chairman of Council for the remainder of the civic year.

Action: Cllr Owen Ditch was elected as the Chairman of Council for the remainder of the civic year. Proposed by Cllr Tonge, seconded by Cllr Trolley and approved unanimously. 

Cllr Ditch thanked Graham Conway for his navigation during choppy times and for sharing his wisdom.

2. Apologies for absence.

Cllr Cunningham was unable to attend the meeting and had sent apologies.

Action: The Council RESOLVED to approve the apologies from Cllr Cunningham. Proposed by Cllr Trolley, seconded by Cllr Tonge and approved unanimously.

3. To receive Declarations of Interest under the Localism Act 2011- being any pecuniary interest in agenda items not previously recorded on Members’ Register of Interests.

Cllr Cotter declared an interest in agenda items 18, 18.1, 18.2, 19, 19.1 and 19.2., below.

4. To approve as a correct record the notes of the meeting held on Tuesday 13 December 2022.

Action: The Council RESOLVED to approve the notes of the meeting as accurate Minutes. Proposed by Cllr A E Jennings, seconded by Cllr Cox and approved with 4 votes for and 2 abstentions (had not been present at the December meeting).

The Vice-Chairman, Cllr Tonge signed the Minutes as Cllr Ditch has not been present at the December meeting.

5. Financial Matters (Information previously circulated).

   5.1. To consider approval of payments made in December 2022.

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

   5.2. To consider approval of the bank reconciliations for December 2022.

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

   5.3. To approve the recommendation by the RFO to transfer funds from the Council’s savings account to the current account.

Action: The Council RESOLVED for the RFO to transfer funds as required from the Dudley savings account to the Council’s current account. Once the reclaimed VAT had been received from HRMC, the funds in the savings account would be replaced. Proposed by Cllr Trolley, seconded by Cllr Tomlinson and approved unanimously.

   5.4. To consider/approve the budget for fiscal year 2023-2024 as recommended by the Finance Committee following a meeting held on 11 January 2023.

The RFO explained the budget, showed the information on the screen, and answered questions.

Action: The Council RESOLVED to approve the budget for fiscal year 2023-2024. Proposed by Cllr Cotter, seconded by Cllr Trolley and approved unanimously.

   5.5. To consider the precept for fiscal year 2023/2024 as recommended by the Finance Committee following a meeting held on 11 January 2023.

Cllr Ditch and the RFO explained the process for determining the precept.

Action: The Council RESOLVED to accept the precept request for fiscal year 2023-2024 for £251,710, as recommended by the HR Committee. Proposed by Cllr Tonge, seconded by Cllr A E Jennings and approved unanimously. This would be an increase of £17.73 per year for Band D and equivalent properties (£1.48 per month).

Please note this includes an amendment to include a 5-year subscription to Edge Software as approved in Agenda item 8, below.

6. Co-option to Ruskington Parish Council.

The Clerk advised that one expression of interest had been shown and the application pack had been sent out. The candidate had responded to say they would consider their nomination for the election in May 2023.  Council agreed that it would actively promote the upcoming election. 

7. To consider/approve the following document following review:

   7.1. Co-option policy and application form as recommended by the HR Committee.

Action: The Council RESOLVED to accept the co-option policy and application form as recommended by the HR Committee. Proposed by Cllr Trolley, seconded by Cllr A E Jennings and approved unanimously.

8. To consider using Edge software for managing the below, following a demonstration via Teams on 11 January 2023.

      a. Finances and accounts

      b. Allotments (maps, allocation, lease agreements and invoices

      c. Cemetery (maps, records of burials, headstone inspections, raising invoices, Exclusive Rights of Burial)

   8.1. To consider using Edge software for the below following a demonstration via Teams on 17 January 2023.

      a. Managing and recording playground inspections.

      b. Booking of the sports facilitates. This can be linked to the Council’s website.

The RFO presented three options for the Edge Software and explained the advantages for the Council, RFO and Clerk. The Clerk and RFO answered questions and the RFO made a recommendation.

Action: The Council RESOLVED to approve Option 2 over five years at a cost of £1,426.34 per annum, plus the one off set up costs which included training and a tablet for use on inspections at a cost of £1,848.00. The budget and precept were amended to include the purchase of the Edge Software and it was RESOLVED to accept the updated figure as shown above. Proposed by Cllr Tonge, seconded by Cllr Trolley and approved unanimously.

9. To consider a policy for the use of flying drones over Parkfield play area.

A draft document and links to the Civil Aviation Authority (CAA) information had been circulated prior to the meeting.

Action: Further information to be obtained, as it was unclear if Council required a policy.

10. Estate Management Committee

   10.1. To consider the replacement of a condensation pump for the air conditioning unit in the parish office at a cost of £277.99 including VAT.

Action: The Council RESOLVED to replace the condensation pump at accost of £277.99. Proposed by Cllr Tonge, seconded by Cllr Cotter and approved unanimously.

   10.2 To consider/approve the expenditure for a storage shed (10 x 8) for the road closure barriers and other outdoor equipment, at cost of no more than £1,400 including VAT, installation, and lock.

Council considered that a  wooden shed may attract vandalism and break-ins.

Action: The Estate Management Committee to consider the purchase of a metal shed with mesh sides and a roof so the contents could be seen.   

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

   11.1. Applications received:

      a. Planning Application Reference: 22/1717/FTPATH

Proposal: Section 118 of the Highways Act 1980 - Extinguishment order for part of

Ruskington Footpath no.2 (new application for the extinguishment due to non-confirmation of the 1999 application. The 1999 order will be formally abandoned). Location: Land off Rectory Road Ruskington Sleaford.

Action: The Council supported this application.

      b. Planning Application Reference: 22/1664/PNND

Proposal: Application for prior approval for change of use from agricultural barn to

dwellings (Use Class C3) and for associated operational development.

Location: Land Off Fen Road Ruskington Sleaford

Action: The Council supported this application.

      c. Planning Application Reference: 22/1475/VARCON

Proposal: Application to vary condition 10 (approved plans) and subsequent

amendments to planning conditions attached to planning permission 21/0612/FUL -

Change of use of existing office premises (Use Class E) to use as a single residential

dwelling (Use Class C3) and associated works to the exterior to facilitate the conversion.

Location: Brook House 42 Manor Street Ruskington Sleaford.

Action: The Council did not have enough information to comment on this application.

      d. Planning Application Reference: 22/1746/FUL

Proposal: Installation of an automated prescription dispenser machine and associated

Works. Location: Ruskington Medical Practice Brookside Close Ruskington Sleaford

Action: The Council supported this application.

      e. Application of Proposed Works to Trees Subject to Tree Preservation Order.

Application reference: 23/0003/TPO

Description of works: T1 / T2 Ash - reduce lateral spread by up to 2.5m

Location: 27A Leasingham Lane, Ruskington, Sleaford, Lincolnshire, NG34 9AG 

Action: The Council supported the tree works.   

   f. Planning Application Reference: 23/0024/HOUS

Proposal: Erection of a single storey rear extension and loft conversion with roof lights

(retrospective) Location: 3 Oakland Crescent Ruskington Sleaford Lincolnshire NG34 9DG

Action: The Council supported this application.

    11.2. Applications approved since the last meeting:

      a. Application Reference: 22/1501/LDEXI

Proposal: Application for a lawful development certificate for existing use - Installation of a

biomass pellet hopper. Location: The Gables Fen Road Ruskington.

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

Cllr Cox advised that the last stretch of fencing at Parkfield still required erecting.

   12.1. To consider the installation of a 400mm step at each end of the monkey bars at Parkfield play area to enable easier and safer access to the equipment.

Action: The Council RESOLVED to instruct Wicksteed to instal a 400mm high step at each end of the Monkey Bars. Proposed by Cllr Cox, seconded by Cllr Cotter and approved unanimously.

   12.2. To consider the disposal of the Karcher floor cleaner which would cost £1,025.94 (incl VAT) to repair and is over ten years old.

Action: The Council RESOLVED to dispose of the Karcher floor cleaner as it was no longer required and was not fit for use. Proposed by Cllr Cox, seconded by Cllr Tonge and approved unanimously.     

13. HR Committee – Cllr Ditch, Chairman of the HR Committee following a meeting held on 20 December 2022.

   13.1. To consider the opening and closing times for the public toilets and the possible introduction of a payment system to use the toilets following changes to the working hours of the caretakers.

The entrances to the toilets were too narrow to install turnstiles. NKDC had queried the end date for the lease of the toilets.   

Action: D/Cllr Wright agreed to investigate the lease and the Clerk provided him with a copy of the lease agreement. Other forms of payment to enter the toilets to be considered.

   13.2.  To consider contracting a cleaner for the public toilets, pavilion and changing rooms, and the rear of the office when this is available as office units.

Quotes were being obtained.

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

   a. Methodist Church – Thank you email for the Christmas tree

   b. Department of Environment, Food & Rural Affairs - Avian Flu information

   c. Clerk & Councils Direct – Newsletter issue 145

   d. Lincolnshire Voluntary Engagement Team - Funding for Village Halls (Forwarded to the Village Hall Committee)

   e. Resident - Request for the byelaws and permission to fly a drone over Parkfield playing field. (Agenda item above.)

   f. LCC – LCC budget and precept proposal options for FY 2023-2024.

   g. LALC – Weekly e-news. 

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

• Cllr A E Jennings asked about the possibility of waste bins for Leasingham Lane.
• Cllr A Jennings reported surface water flooding on Sleaford Road due to the drains not working properly.  
• Cllr Cox reported the positive feedback being received on Parkfield play area and noted that adults were using the zip-wire.
• Cllr Tomlinson mentioned a hole in the ground where a football goal post had been removed. This required urgent plugging with soil and grass.
• Cllr Trolley spoke of the poor standard of the ground works by Opals Group.
• Cllr Tonge reported the potholes on Westcliffe Road. D/Cllr Wright advised that these had been filled in.
• Cllr Ditch asked that the plans for the Coronation and possibilities for funding were added to the agenda for the February meeting.

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

D/Cllr Wright reported that:

• NKDC were agreeing the budget for 2023-24.
• Retro fitting of older council properties was underway to bring them up to standard.
• The Hardship Fund was being doubled.
• Green technologies were being explored to enable NKDC owned venues to remain viable- e.g. swimming pools.
• Potholes and other issues to be reported via Fix my Street to reach the correct council authority.
• Shares of the Posterity Fund were being awarded to projects in Sleaford area, such as revamping the Market Place.
• LCC were budget setting for 2023-2024.

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 Tonge, seconded by Cllr Trolley and approved unanimously.

The Chairman closed the meeting at 9.05pm. Cllr Wright left the meeting.  The meeting re-convened at 9.06pm.

Cllr Cotter reminded Council of her declaration of interest in Agenda items 18 to 19.2 below. Council RESOLVED to discuss agenda item 20 below next so Cllr Cotter could leave the meeting after this.

18. To receive an update on the building regulation approval for the conversion and renovation of the parish office and agree the dates for the tender process.

(Information circulated prior to the meeting.)

Action: Council RESOLVED to approve the dates for the tender process. Proposed by Cllr Tonge, seconded by Cllr A E Jennings and approved unanimously.

At this point, Cllr Cotter left the meeting. Cllr Cotter would not be involved in the recruitment of the parish caretakers if the posts were approved, or included in any correspondence relating to the posts.

19. To consider the HR Committee’s recommendation to employ a Parish Caretaker with responsibility for buildings and play facilities 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 of NJC 6-12, (currently £11.42 – £12.73 per hour), with the pay point depending on experience and skills.

Action: Council RESOLVED to approve the appointment of a Parish Caretaker for Buildings and Play Facilities for 30 hours per week; approved the circulated job description, and approved the pay scale. Proposed by Cllr Trolley, seconded by Cllr Cox and approved unanimously.

20. To consider the HR Committee’s recommendation to employ a Parish Caretaker with responsibility for keeping the village centre and Council owned and managed outdoor spaces clean, tidy and litter and dog waste free. To include assisting the Environment Caretaker with weeding and watering and keeping the cemetery and Memorial Garden tidy.

   20.1. To consider / approve the job description.

   20.2.  To consider / approve the recommended pay scale of NJC 3-5, (currently £10.82 - £11.21 per hour), with the pay point depending on skills and experience.

Action: Council RESOLVED to approve the appointment of a Parish Caretaker for 18.5 hours per week; approved the circulated job description, and approved the pay scale. Proposed by Cllr Tonge, seconded by Cllr A E Jennings and approved unanimously.

The Chairman closed the meeting at 9.16pm.

Meeting date: 19 January 2023

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 13 December 2022.

Administration Assistant Vacancy: The successful candidate has accepted the job offer and commences in post on 1 February 2023. References are being obtained. (One received to date.) The desk /chair is on order and the IT was supplied and fitted by SCIS Ltd on 10/1/2022.

Beck Close play area – quotes are still awaited from the 2 contractors who made site visits.

Bulbs: The Rotary Club of Sleaford Kesteven planted over 500 daffodil bulbs (donated by Harlaxton) on the western side of Sleaford Road between the stream and the 'Ruskington' sign. These replace the bulbs planted by the Rotary Club 20 years ago which have been displaced by the laying of electrical cables in the verges. The grass cutting contractor has been asked not to cut the relevant verges until the daffodils have flowered.

Building Regulations for the conversion and refurbishment of the parish office: The plans were amended by the architect as the request of NKDC Building Control, and re-submitted to NKDC on 4/1/2022. NKDC has advised that they are waiting for comments from the Fire & Rescue Service. The tender process can re-commence once the plans have been approved.

Co-option to Ruskington Parish Council – There are currently 4 vacancies for Councillors. No applications have been made. The notice of vacancy following the resignation of Cllr Conway has been published. With elections due in May 2023, Council does not have to co-opt to fill the vacancies.

Electrical work for shed and workshop - The work should commence on 16/1/2022 and take no longer than 2 days.

Karcher floor cleaner: (Pavilion and changing room floors.) This was taken away for repair (not starting and transport wheel missing) and of £1,025.94 was received. The machine is over 10 years ago. The firm can safely dispose of the machine at no additional cost. (Agenda item)

Office heating. One air conditioning/climate control unit was not working. Both have been serviced. The fault was due to the extremely cold temperatures. A new pump for the unit in the public side of the office will need to be made before summer so the unit can operate as air conditioning (cooling). The cost would be £277.99 including VAT.  The office has been very cold and damp and damp patches are appearing on the walls.

Parkfield play area – One 400mm high step for each side of the Monkey Bars can be supplied and fitted by Wicksteed to enable children to reach the bars. (Agenda item).

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

Roof – A contractor inspected the workshop roof and leaking roof on 6 December 2022 - quote still awaited.

Toilet turnstiles - Due to the size of the entrance doorways for the ladies’ and gents’ public toilets doorways it would not be possible to fit turnstiles. (Advice from a turnstile manufacturer.)

Village map and plaque - The Clerk has been advised that she will be contacted w/c 16/1/2023 for the delivery to be arranged. There had been a delay due to an issue in the casting of the panel.