Ruskington Parish Council

Minutes of an ordinary meeting of Ruskington Parish Council held on Tuesday 14 February 2023 at the Winchelsea Centre, High Street North Ruskington, NG34 9DY at 7pm.

County and District Councillor R Wright had sent apologies.

Six members of the public were present, representing All Saints Church, the Village Hall, and the Methodist Church.

Public session: The Chairman welcomed the delegates and members of public to the meeting, and asked Council if agenda item 6, regarding the Coronation, could be moved up to agenda item 4 so the members of the public could stay to find out the Council’s decision. Council unanimously agreed to move the agenda item 6 to agenda item 4. A discussion then took place on plans to celebrate the Coronation of King Charles III over the Bank Holiday weekend, 6th, 7th, and 8th May 2023. The members of the public were invited to share their plans and ideas, and the Chairman advised of plans being considered by Council. All Saints Church had considered a street party on the High Street on Saturday 6 May, and the Methodist Church planned to open their Church as a venue and provide refreshments to volunteer groups who wanted to arrange an activity, such as litter picking, on Monday 8 May 2023. Cllr Tonge and Cllr Tomlinson, as non-councillor volunteer members of the Ruskington Events Team, were invited to share their plans for arranging a fun day at Parkfield playing field. They hoped to make this fun day an annual event and to arrange other events too. The next meeting was taking place on Thursday 17 February 2023 at 7pm at the Shoulder of Mutton and was open to interested groups and individuals. The Chairman advised of the plans being encouraged by the government and other organisations, such as the Big Lunch being promoted by the Eden Project, and signposted to the relevant websites for further information and application packs.

At the end of the session, the Chairman advised that the public were welcome to stay for the meeting or to leave.

All members of the public left the meeting.

The Chairman opened the meeting at 7.21pm.

1. Apologies for absence.

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

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

2. 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 Tomlinson declared an interest in agenda items 11.1 and 11.2 below, as he was a coach for the Lions Junior Football Club who hired the sports facilities.

3. To approve as a correct record the notes of the meeting held on Thursday 19 January 2023.

Action: The Council RESOLVED to approve the notes of the meeting as accurate Minutes. Proposed by Cllr A E Jennings, seconded by Cllr Tonge and approved with seven votes for and one abstention (had not been present at the January meeting).

The Chairman signed the Minutes.

4. To consider plans and expenditure to commemorate the Coronation of King Charles III.

A list of ideas had been circulated prior to the meeting.

Action: The Council RESOLVED the following:

• To purchase Union flags for erecting on businesses along the High Street (with the permission of the property owner) at cost of no more than £1,000.
• To hold a Best Dressed Window competition, with a coronation theme.
• To encourage residents to take a picnic to Parkfield playing field on Sunday 7 May 2023 picnic as part of the Eden Project’s “Big Lunch”.
• To invite the school children to design a village crest. The winning entry to be made into roadside signs for locating at the entrances to the village.
• Other groups could take part in the event, and it was noted that a Farmer’s Market was taking place on the same day at the Village Hall.

Proposed by Cllr Trolley, seconded by Cllr A E Jennings and approved unanimously.

   4.1.  To consider the recommendation of the Recreation Committee to invite a voluntary, village event committee to organise a fun-day at the playing fields on Sunday 7 May 2023, on behalf of the Council, as part of the Coronation celebrations.

Action: The Council RESOLVED to ask the Ruskington Events Team (EVT) to organise a fun day on Sunday 7 May 2023 from 11am to 4pm. The team would have use of the playing fields and pavilion at no charge. The event would be covered by the Council’s public liability insurance but businesses attending would need to be able to provide the EVT with valid insurance and other required documents. Proposed by Cllr Trolley, seconded by Cllr Cunningham and approved unanimously.

5. Financial Matters

The RFO had previously circulated the information and the Clerk answered Councillor’s questions on the accounts.

   5.1. To consider approval of payments made in January 2023.

Action: The Council RESOLVED to approve all payments. Proposed by Cllr Jennings, seconded by Cllr Cunningham and approved unanimously.

   5.2. To consider approval of the bank reconciliations for January 2023.

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

    5.3. To consider the subscription for the LALC Annual Training Scheme for 2023-2024 at a cost of £190.00.

 Action: The Council RESOLVED to approve the subscription for the annual training scheme for 2023-2024 at the cost relevant for the number of electors in Ruskington. (This would be less that £190.00.) Proposed by Cllr Ditch, seconded by Cllr Cunningham and approved unanimously.

   5.4. To consider the quotes and expenditure for replacing the two defibrillators reaching the end of their warranties.

The Council owned defibrillators were checked weekly, and both were in good working order; one had just been fitted with a new battery and replacement pads were on order for the other.

Action: The Finance Committee to consider the expenditure for one replacement defibrillator as part of the budget setting for year FY2024-2025 and one for FY 2025-2026.

   5.5. To consider the expenditure for purchasing litter/dog waste bins for a) the entrance to the walkway between Leasingham Lane and West Road, and b) the entrance to the alleyway between Westcliffe and Dorrington Close at a cost of £444.00 each, excluding VAT.

Action: The Council RESOLVED for the RFO to purchase two combined dog waste and litter bins for the locations above. Proposed by Cllr Cunningham, seconded by Cllr Trolley and approved unanimously.

   5.6. To consider the expenditure for a demolition and renovation asbestos survey of the parish office at a cost of £1040.00 +VAT and £15+VAT per sample.

The last asbestos survey was undertaken in June 2020 on behalf on the previous property owner, and no asbestos had been found.

Action: No asbestos survey was required at this time.

6. Co-option to Ruskington Parish Council.

No expressions of interest or applications had been received.

7. To consider/approve the Salting & Gritting policy, following review.

The policy had been reviewed by Cllr Ditch with input from the Environment Caretaker. No amendments had been required.

Action: The Council RESOLVED to adopt the salting & Gritting Policy as recommended. Proposed by Cllr Jennings, seconded by Cllr Tonge and approved unanimously.

8. To elect Village Hall Representative for the Village Hall Committee.

Meetings were held every two months on Wednesdays at 3.30pm. Next meeting 15 March at 3.30pm. The representative would not be part of the Committee but would observe the meetings and share information between the Council and the Village Hall.

Action: No representative was elected. It was agreed that once a meeting date was known a representative from the Council would attend the meeting if possible. This could be a staff member.

9. Environment Committee - Cllr Tonge following a meeting held on 6 February 2023.

The notes from the committee meeting had been circulated previously.

  9.1. To consider the election of Cllr Asta Jennings to the Environment Committee.

Action: The Council RESOLVED to elect Cllr Asta Jennings as a member of the Environment Committee. Proposed by Cllr Tonge, seconded by Cllr Trolley and approved unanimously.

  9.2. To consider the expenditure for the Environment Caretaker to attend relevant weed spraying training.

Weeds were growing in the bark at Hillside and Beck Close play areas and in the gravel path at the Memorial Garden.

Action: The Council RESOLVED to research alternative methods of suppressing the weeds growth as the use of pesticides was against Council’s environment policy. Proposed by Cllr Ditch, second by Cllr Tonge and approved unanimously.    

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

   10.1. Applications received:

      a. Application Reference: 23/0051/HOUS

Proposal: Proposed two storey extension to rear with a single storey extension stepping

out below. Location: 23 Poplar Close Ruskington Sleaford Lincolnshire NG34 9TL

Action: Ruskington parish Council supported this application.

      b. Application Reference: 23/0074/HOUS Proposal: Proposed infill of existing porch, extension to garage frontage, garage conversion and new timber garage Location: 3 Priory Close Ruskington Sleaford Lincolnshire NG34 9ED

Action: Ruskington parish Council supported this application.

   10.2. Applications approved by NKDC since the last meeting:

      a. Application Reference: 22/1680/FUL Proposal: Change of use from first floor offices to residential flat (retrospective) Location: 10 High Street South Ruskington Sleaford (Approved.)

      b. Application Reference: 22/1746/FUL

Proposal: Installation of an automated prescription dispenser machine and associated

Works Location: Ruskington Medical Practice Brookside Close Ruskington (Approved)

   10.3 Application refused by NKDC since the last meeting.

      a. 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 (Refused).

At 8.16pm Cllr Tomlinson left the meeting.

  11. Recreation Committee – Cllr Trolley, Vice-Chairman of the Recreation Committee following a committee meeting held on 6 February 2023.

The notes of the Committee meeting had been circulated previously.

   11.1. To consider/approve the recommended fees for hiring the sports facilities.

Action: The Council RESOLVED to approve that the fees for the Lions JFC be increased to £1,500 for fiscal year 2023-2024, which would include the hire of the kitchen as refreshments were now being served. The fees for other sports teams to be increased to £50.00 per match for fiscal year 2023-2024. Proposed by Cllr Tonge, seconded by Cllr Cotter and approved unanimously.

   11.2. To consider/ approve the recommended hire agreements for use of the sport / Parkfield facilities by sport teams, non-sport groups and charities.

Action: The Council RESOLVED that the fees for charities, businesses and residents be made available on application. Proposed by Cllr Trolley, seconded by Cllr Tonge and approved unanimously.

At 8.24pm Cllr Tomlinson returned to the meeting.

   11.3. To consider the recommendation for a WW2 re-enactment group to camp, have access to the pavilion, and to park their WW2 vehicles overnight at Parkfield playing fields on 9/10 June 2023.

Action: The Council RESOLVED to allow the 1st Airborne Division Reconnaissance re-enactment group to have use of Parkfield playing field, the pavilion and car park overnight on 9/10 June 2023. Cllr Cunningham agreed to meet with a representative from the group to discuss where they could camp and park their vehicles. No bonfires or BBQs could be lit, and drip trays would be required beneath the vehicles. Proposed by Cllr Cunningham, seconded by Cllr Ditch and approved unanimously.       

12. To consider repairs for another area of leaking roof at the rear of the property.

Action: The Clerk to ask the roofer undertaking the emergency repairs to inspect the roof over the dormer window in the bedroom.

13. To consider access to the parish office in case of emergency and the safe storage of spare keys.

Action: The Council RESOLVED that the key safe be re-positioned, and a spare key be held in the safe at a councillor’s business premises (The Shoulder of Mutton). Councillors Ditch and Tomlinson agreed to be part of the emergency WhatsApp group and the Admin Assistant to be invited to join the group.

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

   a. Neighbourhood Policing Team - Newsletter for Sleaford Rural

   b. Lincolnshire Police – Safer Communities newsletter and priorities for consideration 

   c. 1st Airborne Reconnaissance Division re-enactment group – Location for overnight camping and storage of WW2 vehicles (Agenda item above).

   d. Local resident - Re-dedication service for the 1st Airborne Reconnaissance Division on 10 June 2023.

   e. Training provider – “Multiply” maths courses.

   f. LALC- Weekly e-news. (This included changes to procurement and VAT for sports facilities.)

   g. Resident – Parking for the village hall.

   h. Sleaford Rural Neighbourhood Policing Team – Newsletter.  

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

• Cllr Cunningham presented an idea for Council to purchase “at home” blood pressure monitors for Ruskington Medical Practice as the surgery had limited availability and not all patients could afford to buy one.
• Cllr Tomlinson advised of a street art group who required a blank wall to decorate at no cost. (Future agenda item).

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

Cllr Wright had sent apologies for the meeting and the following report:

The Executive Board met last week. They are recommending to council in March:

• A new revised NK Corporate Plan for 2023 - 2026 period, setting out the ambitions for the council. A copy to be sent to the Parish Council, once agreed.
• The NK financial plan for the coming year, which proposes holding the District Council's increase to 2.76% or £4.95 on a band D property (less than 10p a week) This is required to ensure services are delivered, but is kept as low as possible, thanks to sound financial planning.
• It has been agreed to apply for grants, but also make council funds available, to start work on the decarbonisation of the council's leisure estate. This will not only reduce the carbon footprint, but also make it more energy efficient and therefore more viable as we look to keep the leisure deters open into the future.
• The rules for applying for the Rural England Prosperity Fund were agreed - this was a fund from govt designed to help both rural businesses and rural communities. Criteria and how to apply will soon be on the council’s website.

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 contractual matters below.

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

The Chairman closed the meeting at 8.59pm. The meeting re-convened at 8.59pm.

18. To consider/approve the revised job description for the Deputy Clerk and RFO.

Action: The Council RESOLVED to approve the revised job description. Proposed by Cllr Cotter, seconded by Cllr Tonge and approved unanimously.

The Clerk left the meeting at 9.03pm.

19.  To consider the recommendation of the HR Committee regarding employees being enrolled into the Local Government Pension Scheme (LGPS) from 1 April 2024 and following staff consultations.

There was strong support that all eligible staff be enrolled onto the LGPS from 1 April 2024.

Action: The Council RESOLVED to undertake a cost benefits analysis when setting the budget for fiscal year 2024-2025. Proposed by Cllr Ditch, seconded by Cllr Trolley and approved unanimously.

The Clerk returned to the meeting at 9.14pm.

20. To consider/approve the HR Committee recommendation for the appraisal panel for the Clerk to Council.

Action: The Council RESOLVED that the Vice-Chairman (Cllr Tonge) and one councillor would undertake the appraisal of the Clerk. Cllr Cunningham would be involved with the next appraisal with Cllr A E Jennings observing and taking on the role in future. Any councillor could observe the staff appraisals carried out by the Clerk.

21. To consider/approve the HR Committee recommendation that council employees, not employed on NJC contracts, are allocated an additional day’s annual leave (or the equivalent, as applicable) as agreed by government for those on NJC contracts.

Action: Council RESOLVED that all staff would be allocated an extra day (or its equivalent) of annual leave commencing on 1 April 2023. Proposed by Cllr Cotter, seconded by Cllr Jennings and approved unanimously.

22. To consider contracting a cleaner to clean the public toilets, pavilion and changing rooms at a cost of £18.00 an hour.

Three cleaning firms had been contacted. One had not provided a quote, and another had advised they would not be providing a quote.

Action: The Council RESOLVED to contract a cleaning service for the public toilets, pavilion and changing rooms for 12 weeks at a cost of £18.00 per hour, commencing with immediate effect. The public toilets to have a two hour deep clean and de-scale, then cleaned five times a week for a maximum of five hours per week. The pavilion and changing rooms to be cleaned on Mondays for a maximum of two hours. Proposed by Cllr Ditch, seconded by Cllr Trolley and approved unanimously.

23. To consider the reasonable adjustments and recommendations of the HR Committee for an employee to support them in their work, following receipt of a medical report and correspondence from the employee.

Action: The Council RESOLVE to adopt the reasonable adjustments of the medical report, which had been agreed with the employee, and the recommendations of the HR Committee. The employee could purchase their own uniform and PPE if this met with the required HSE standards for their working role. The employee would be reimbursed the expenditure.

The Chairman closed the meeting at 9.35pm.

Meeting date: 14 February 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 19 January 2023.

Administration Assistant Vacancy: Mr Scott Johnstone commenced in post on 1 February 2023 and has undertaken his induction.

Beck Close play area – One quote for fencing has been received and circulated.

Changing Rooms - The changing rooms have been left littered with water bottles and other items. The team responsible has been emailed and the facility has been tidied.

Caretaker vacancies – The job adverts are live, advertised on the website, RPC and local social media, Council noticeboard, and Parish Office windows, in the LALC news and on the LALC website. The closing date is 20 February 2023 at 11.59pm.

Celebration of the Coronation of King Charles III – Residents, groups and venues have been invited to the public session of the meeting being held on 14 February 2023 to share plans and ideas. Ideas have been circulated. (Agenda item.)

Cemetery inspections – the Clerk will be attending training by ICCM at Scotter Village Hall on 27 April 2023.

Cleaning of the sports facilities and public toilets - The clerk is obtaining quotes for the contract cleaning of the pavilion, changing rooms and public toilets. (Agenda item.)

Co-option to Ruskington Parish Council – No updates to report.

EDGE software – the transfer to Edge software commenced on 26/1/2023. The burial / cemetery registers were couriered to Pear Mapping on 31/1/2023 and have been returned.

Election Briefing for Clerks - The Clerk will be attending an election briefing for clerks on Monday 27 February at 6.30pm at NKDC. The Clerk has arranged to collect 13 nomination packs at this briefing.

Electrical work for shed, workshop, and storeroom – All agreed work has been completed.

Elmtree play area – Graffiti has been reported by and cleaned away by the resident.

Office heating. The faulty pump in the air conditioning/climate control unit was replaced on 26/1/2023. Two convention heaters have been purchased for the Clerk and RFO’s office. Once “tested” for suitability further heaters will be purchased, as previously approved by Council.

Parkfield play area –The last stretch of fencing was erected on 3 February 2023. The contractor has offered to weld the metal gate. The funding has been received from FCC Communities Foundation and all invoices have been paid. The 400mm high step for each side of the Monkey

Bars have been ordered. The bench, removed for locating the zipwire, has been reinstated. The waste bin at the entrance from Northfield Road has been set fire to. CCTV shows this to have been done by a group of youths. This will be reported to the police and a crime number obtained.

Planters – Lincoln City Council has allocated RPC 10 large pre-used self-watering planters plus liners and brackets, at no cost. These were collected on 6/2/2023.

Roof – An emergency repair of the roof over the upstairs toilets has been arranged for 15/2/2023. This will be weather dependent. Another section of the roof is leaking.

Village map and plaque – This arrived on 25/1/2023. The plague and map were installed on 30/1/2023, and the old, scratched, Perspex screen was replaced on 6/2/2023 by the Environment Caretaker.