Ruskington Parish Council

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

Two members of the public were present. A third members of the public arrived at the meeting at  

Cty and D/Cllr Wright joined the meeting at 7.24pm.

Public session: The Chairman welcomed the delegates and public to the meeting and asked if the public had any questions or comments.  A representative from the South Lincs Church in Ruskington presented on an idea for a community artwork project and gave out information to further explain the idea.

The Chairman opened the meeting at 7.06pm.

1. Apologies for absence.

All Councillors were present.

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 Cotter declared an interest in agenda item 20 as her partner had applied for a caretaker vacancy at the Council.

3. To approve as a correct record the notes of the meeting held on Tuesday 14 February 2023.

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

The Chairman signed the Minutes.

4. Financial Matters

The RFO had previously circulated the information.

   4.1. To consider approval of payments made in February 2023.

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

   4.2. To consider approval of the bank reconciliations for February 2023.

Action: The Council RESOLVED to approve the bank reconciliation. Proposed by Cllr Cotter seconded by Cllr Trolley and approved unanimously.

5. To consider a donation application received from Citizens Advice Mid Lincs.

The application did not meet the donation policy criteria.

Action: The Council RESOLVED to offer Citizens Advice Mid Lincs use of a room in the parish office for holding surgeries, at no cost. Proposed by Cllr Cunningham, seconded by Cllr A E Jennings and approved unanimously.

6. Co-option to Ruskington Parish Council.

No applications or expressions of interest had been received. The Clerk reminded Council of the local elections on 4 May 2024 and advised that nominations for councillors could be submitted to NKDC from 15 March 2023 to 4pm on 4 April 2023. NKDC would check the nomination packs for accuracy prior to submission, if required, by appointment. Nomination packs were available at the meeting.

7. To consider a request by artists to use an exterior wall for a temporary painting project at no cost to the Council – Cllr Tomlinson.

Action: The Council RESOLVED to approve the use of a wall facing the playing fields at Parkfield. The design was to be agreed with the artists. Proposed by Cllr A E Jennings, seconded by Cllr Tonge and approved unanimously.

8. To consider a request for 2 military veterans to sleep “rough” overnight in the Garden of Remembrance as part of the Great Tommy Sleep Over 2023 in aid of the Royal British Legion.

Information about this event on social media suggested that interested individuals were being invited to join the two veterans for the sleep out. The date for the event was not known.

Action: The Council RESOLVED that a maximum of 12 could sleep out in the Garden of Remembrance. The following conditions would apply: No fires or BBQs to be used.

All shelters and rubbish must be removed. The organiser must inform the police and neighbouring properties of the event and be mindful that residential properties border the Memorial Garden. As Parish Councils are ‘apolitical,’ any flags and banners used to promote the event must be done so in a non-partisan way. This was especially important in the run up to the local elections. Council would inform its security patrol of the sleep out and arrange for the public toilets to be left unlocked overnight. Proposed by Cllr Cunningham, seconded by Cllr A E Jennings and approved unanimously.

9.  To consider the draft plans for the Best Dressed Coronation Window Competition.

Action: The Council RESOLVED to arrange a best dressed coronation window for the village businesses. The windows to be dressed by 27 April, judging to take place week commencing 1 May, the winner to be informed on 5 May and the prize to be awarded on 7 May. The judging panel to be agreed. Proposed by Cllr Tonge, seconded by Cllr Trolley and approved unanimously.

   9.1. To consider offering a prize to the winning business in the Best Dressed Coronation Window Competition.

Action: A plaque would be awarded to the winner at the Coronation Funday on Sunday 7 May 2023 at Parkfield playing fields.    

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

   10.1. To receive the amount funded by the Co-op from the Community Champions for the community garden and replacements tubs beside the Beck.

The Co-op would advise of the amount awarded by the end of March 2023.

   10.2. To consider quotes for the community garden fencing.

Quotes were circulated prior to the meeting.

Action: The Council RESOLVED to approve the quote for £1,100 for the gate and fence to link the garden behind the parish office with the community garden and the quote for £1,100 for the timber fence and gate on the land leased from the Co-op. Proposed by Cllr Tonge, seconded by Cllr Tomlinson and approved unanimously.

11. Recreation Committee – Cllr Cox - Chairman of the Recreation Committee.

   11.1. To consider a request from the Lions JFC to relocate the storage partition walls to the opposite side of the storage room to facilitate access to equipment.

Action: The Council RESOLVED to permit the Lions to relocate the partition walls within the storage room. Proposed by Cllr Trolley, seconded by Cllr Ditch and approved unanimously.

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

   12.1. Applications received:

      a. Application Reference: 23/0196/HOUS

Proposal: Demolition of existing conservatory and erection of single storey rear

Extension. Location: 23 Westcliffe Road Ruskington Sleaford Lincolnshire NG34 9AX

Action: Council supported this application.

      b. Planning Application Reference: 23/0219/HOUS

Proposal: Erection of extensions and alterations including raising eaves to rear roof

Slope. Location: 28 Manor Street Ruskington Sleaford Lincolnshire NG34 9ER.

Action: Council supported this application.

   12.2. Applications approved by NKDC 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 (Prior permission approved.)

        b. Application Reference: 23/0024/HOUS Proposal: Erection of a single storey rear extension and loft conversion with roof lights (part retrospective) Location: 3 Oakland Crescent Ruskington (Approved).

        c. 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 (Approved).

13. Estate Management Committee – following a committee meeting held on 10 March 2023.

The Committee wished to thank the Environment Caretaker for his time writing a detailed and thorough report and for his recommendations.

   13.1. To consider the recommendations for the disposal of items no longer used or required by the Council.

Action: The Council RESOLVED to dispose of the Power Craft pillar drill, Silverline AC welder 396689, and the Stanley heater as they were no longer safe to use. Proposed by Cllr Tomlinson, seconded by Cllr Cotter and approved unanimously.

   13.2. To consider the recommendations and expenditure for items to be purchased for use by Council.

Action: The Estate Management Committee would review the items to be purchased once the new caretakers were in post and their skill sets known.

   13.3. To consider the quotes for garage roof.

Further quotes were awaited.

   13.4. To consider the quotes for the repair of the second area of leaking roof above the parish office.

Quotes were awaited.

   13.5. To consider the locking and unlocking of the public toilets from 1 May 2023.

Action: The RFO to research self-locking mechanisms for the external toilet doors.

   13.6. To consider the locking and unlocking of Parkfield car park from 1 May 2023.

Action: The village hall and Aurora to be asked about the possibility of locking and unlocking the gates. Council operatives could arrange a rota for unlocking and locking the gates.

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

   a. LALC - Weekly e-newsletters

   b. Resident- Burnt out bin at Parkfield playing field

   c. Lower Witham Flood Resilience Project – February newsletter

   d. Resident – The Great Tommy Sleepover 2023 (agenda item 8, above)

   e. NKDC – Annual Snowdrop Event for Child Bereavement UK

   f. Quickline – Location for holding a Demand Stim Event in Ruskington

   g. Keep Britain Tidy - Great British Spring Clean 2023 campaign

   h. Cty/Cllr Wright – Programme of footpath repairs for Ruskington commencing April 2023.

   i. South Lincs Church – Meeting with Council to discuss a community project.

    j. LALC – Civility & Respect newsletter

    k. LCC – Job advertisement service for local council vacancies

    l. Ruskington Wombles – Volunteer litter pick on Monday 8 May 2023 

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

The organiser of the farmers’ market had asked Cllr Tonge about the possibility of Council providing bunting for the market being held on 7 May 2023. 

Cllr Tonge advised that the Funday organisers would inform Council of the amount of coronation themed prizes they required for the Funday on 7 May 2023.

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

Cllr Wright advised of LCC’s council tax for FY 2023-2024 and how this included finances for adult social care.

Potholes were to be reported individually to LCC using Fix My Street.

A 50mph speed limit was to be applied to the A15 from Holdingham roundabout to just after Leasingham for safety reasons.

The Traffic Regulation Order for Westcliffe Road was being expedited, and the potholes were to be repaired.

There were no current plans to resurface High Street South and the potholes had to be individually reported via Fix my Street.

The council tax for the district council would increase by 2.67% to ensure the continuation of services.

Sleaford Moor Enterprise Park was under construction and would bring jobs to the area.

Cllr Cunningham advised Cllr Wright of the continued overnight parking and poor condition of the verge at the junction of Wood Lane and the A153.

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 from the meeting. Proposed by Cllr Ditch, seconded by Cllr Jennings and approved unanimously.

The meeting closed at 8.24pm. Following a comfort break and after the public had left, the meeting re-convened at 8.43pm.

18. To consider the recommendation of the Estate Management Committee for the appointment of a contractor to project manage and undertake the works for conversion and refurbishment of the parish office property.

The Estate Management Committee had met on 10 March 2023 to open the tenders received. At this time it was not possible to agree the contractor.

Action: Meetings of the Finance Committee and the Estate Management Committee would take place on 23 March 2023 to refine the list of requirements to ensure the work could be completed in one stage and within the council’s budget.

At 9.01pm Cllr Cotter left the meeting.

19.  To consider the temporary recruitment or contracting of a Parish Caretaker until the vacancy for this position can be filled.

Cllr Ditch updated the Council on the recruitment process. An applicant for the Caretaker for Buildings and Play Facilities had expressed an interest in the Parish Caretaker role and this had been discussed with him during his interview.  The interview panel recommended this applicant for the role of Parish Caretaker.

Action: The Council RESOLVED to appoint Mr Benjamin Pallister as the Parish Caretaker for 18.5 hours per week. Due to having skills that exceeded the personal specification, the appointee would be paid on NJC pay scale points 6-8, commencing on SCP 6.  This would be reviewed in the future. The starting date would be Monday 3 April 2023. Proposed by Cllr Cox, seconded by Cllr Trolley and approved unanimously.

20. To consider/approve the HR Committee recommendation for the appointment of a Caretaker for Buildings and Play Facilities.

Cllr Ditch gave an overview of the recruitment and interview process. The applicant recommended by the interview panel had scored the highest points at interview but was also recommended for their skills in interacting with council and the public, their skillset, and their use of equipment. When the name of the applicant was made known, Cllr Cox advised that Mr Collett was his next-door neighbour.

Action: The Council RESOLVED to appoint Mr Steven Collett as the Caretaker for Buildings and Play Facilities for 30 hours per week commencing on 3 April 2023.

   20.1. To consider/ approve the recommended starting pay column point.

Action: The Council RESOLVED the starting pay of NJC column point SCP 11. Proposed by Cllr Cunningham, seconded by Cllr A E Jennings and approved unanimously.

   20.2. To consider the length of the probation period (currently 3 months).

Action: The probation period to remain as 3 months.

The Chairman closed the meeting at 9.15pm.

Meeting date: 14 March 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 14 February 2023.

Arson – (Parkfield bin) - CCTV footage, and information from a resident about an alleged culprit, have been shared with the police.

Audit – LALC have been asked for an auditor to undertake the internal audit.

Beck Close play area – One quote for fencing has been received and circulated. Another fencing contractor has advised that the suppliers they use do not stock bow topped metal fencing for play areas. (They usually erect garden fencing).  However, if RPC can purchase the fencing to the correct sizes, they are happy to quote for the installation work. The contractor who fitted the fencing at Parkfield and Elmtree has not submitted a quote, despite many attempts to obtain this information.

Bins – LCC Highways have given written consent for RPC to install a new litter/dog waste bin on Leasingham Lane and one on Westcliffe Road (action from February meeting.) NKDC will be advised to empty these once they are in place.

Two bins required – The burned bin at Parkfield playing field may require replacing. A bin earmarked for Horseshoe Hollow has been used to replace a damaged bin at Hillside play area. The old bin had been repaired several times, had a plastic kitchen bin on the inside, and no longer opened to allow access / emptying by NKDC. (April agenda item.)

Caretaker vacancies – The deadline for applicants was 20/2/2023. 7 applications had been received for the Parish Caretaker role and 6 for the Caretaker for Buildings and Play Equipment. Shortlisting took place on 21/2/23 and all applicants were advised of the outcome on 22/3/2023.   The applicants invited to interview for the Parish Caretaker vacancy, withdrew their applications. Interviews took place for the Building and Play Facilities post on 9 March 2023. One applicant expressed an interest in the Parish Caretaker vacancy as the hours were better suited to them. (Agenda item)

Celebration of the Coronation of King Charles III – High Street businesses have been approached re flying a Union flag over the Coronation weekend.  Schools and nursery pupils have been invited to create a crest for the entrances to the village. Plans for the Best Dressed Coronation Window Competition are being developed. (Agenda item)

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

Cleaning of the sports facilities and public toilets – A meeting with the contractor took place on 28/2/2023. Cleaning commenced on 1 March 2023 and will end after 12 weeks on 24 May 2023.

Co-option to Ruskington Parish Council – no updates to report. RPC has not been required to co-opt since 8 November 2023, due to the local elections taking place on 4 May 2023 and as Council is quorate.

Co-op Champion Funding – Council has been awarded XXXX for the community garden and replacing the planters beside the Beck.

Drains - IWJS Ltd has carried out works to clear the drain on High Street North from opposite the parish council office to its next chamber. The drain empties into the Beck. This included jetting and the removal of roots.

EDGE software – The Clerk, RFO and Admin Assistant attended training on the Edge Epitaph (cemetery/burial) on 27/2/23 and allotment software on 28/2/23, via Teams. Further training to be undertaken.

Election Briefing for Clerks - The Clerk attended an election briefing for clerks on Monday 27 February at 6.30pm at NKDC. Information from this briefing has been circulated. Residents will be required to provide ID at the polling stations. Information about this, the elections and becoming a councillor, is being shared on RPC media sites and the noticeboard.

Nominations for election to parish and district councils is open from 15 March 2023 to 4pm on Tuesday 4 April 2023.

Environment Caretaker – The Environment Caretaker increases his hours to full time from 1 April 2023. As well as focusing on health and safety matters, he has also been planting hedges in Horseshoe Hollow on the northeast side.

Estate Management Committee - The Committee met on 10 March 2023 to open the tender documents for the refurbishments and conversion of the parish office property. (Agenda item)

Parish Agreement for the grass verge cutting – The total area of grass verge cutting is 25188m2. LCC will contribute £2047.78 towards cutting costs for 2023-24. The agreement was signed and returned on 21/2/2023.

Parkfield playing field - A name and description of the young person who set fire to the waste bin has been supplied to the Council and passed onto the Police. Crime number has been provided and the CCTV footage shared with the police.

Two incidences of fly-tipping have been removed by the Environment Caretaker. Items included a tyre and a flat screen TV.

Parkfield play area - Wickstead has not yet fitted the step at either end of the Monkey Bars. This will be "chased up".

Parking across the parish office drive - A sign has been ordered to fix to the office wall to advise that 24 hour access is required to the parish office drive. The signs on the blue gates are not visible when the gates are open and access to the drive is constantly being blocked by parked cars.

Pavements - LCC will be undertaking surface work to the pavements throughout the village in April 2023. Repairs will be undertaken, as required, prior to this. (Information circulated.)

Pavilion - Relocation of a storage "unit" in the external pavilion storage room: The Lions have asked if they can remove the partition walls in the storage room and install them on the opposite wall (e.g., to where the football posts are currently stored) for ease of access to the equipment. The Lions would undertake the work required and it would be undertaken in July before the start of the next season. (Agenda item)

Pavilion plans - Emma Donovan from Lincoln University has assured Council that the plans for the pavilion will be created. The department has been restructured with some job losses, which has caused a delay.

Play areas – New safety signs have been erected at all the entrances to the play areas.

Roof – An emergency repair of the roof over the upstairs bathroom was completed on 15/2/2023. A section of roof over the dormer window is leaking. A quote for this is awaited. Another roofer is visiting on16/3/2023 to assess the workshop of office roofs and the leaks.

S.137  - The Department of Levelling Up, Housing and Communities has set the sum for section 137(4)(a) of the Local Government Act 1972 for parish and town councils in England for 2023-24 at £9.93 per elector.

Staff consultations – consultations with 2 staff members regarding changes to their job contracts were undertaken on 1 March 2023 by Cllr AE Jennings and the Clerk.

Street naming for land off Whitehouse Road - The Cabinet Office were advised that the suggested street name “Lilibet Lane” has been approved by NKDC. NKDC will arrange for official notices to be posted on site, informing any person aggrieved by this decision that they may appeal to the local Magistrates Court within 21 days.