Ruskington Parish Council

Minutes of an ordinary meeting of Ruskington Parish Council held on Tuesday 10 May 2022 at the Winchelsea Centre, High Street North Ruskington, NG34 9DY at 7.00pm.

1 member of the public.

This meeting followed the Annual Parish Council Meeting. As there were no questions from the member of the public, the Chairman opened the meeting at 7.31pm.

1. Apologies for absence.

All Council members were present.

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

None were declared at this time.

3. To approve as a correct record the notes of the ordinary meeting held on Tuesday 12 April 2022.

Action: The Council RESOLVED to approve the notes of the meeting as accurate Minutes. Proposed by Cllr Tonge, seconded by Cllr Trolley and approved with six votes for and three abstentions (Councillors 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 April 2022.

Action: The Council RESOLVED to approve all payments made in April 2022. Proposed by Cllr Cox, seconded by Cllr Cunningham and approved unanimously.

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

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

   4.3. To consider the quotes for the renewal of the Council’s insurance (due 1 June 2022).

Council was in a three-year contract with the insurance company which ended on 31 May 2023.

Action: The Council RESOLVED to renew the insurance for 2023-2023 at a cost of £2,990.37. proposed by Cllr Conway, seconded by Cllr Cunningham, and approved unanimously.

   4.4. To consider the quotes for the renewal of the parish vehicle insurance (due 9 June 2022.

Action: The Council RESOLVED for the parish vehicle insurance to be renewed with the addition of the RFO at a cost of no more than £700. Proposed by Cllr Tonge, seconded by Cllr Lupton and approved unanimously.

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

No enquiries or applications had been received.

6. To consider the publicity for the Council and how communication with residents can be improved.

Cllr Ditch outlined ways to improve communication with the residents, including information on what Councillors do, Fun Fact Friday posts on social media, and newsletters which residents could subscribe to, and the need for an office assistance or office junior to support with communications.

Actions: The Council RESOLVED for the RFO to create a template for a newsletter, which could be linked to the website and used in the Signpost magazine; for the Clerk to research mailing options, and for the HR Committee to review communications as part of its remit. Proposed by Cllr Cunningham, seconded by Cllr Tonge and approved unanimously.

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

The notes of the Environment Committee meeting held on 3 May 2022, and the Environment Report had been circulated prior to the meeting with the opportunity for councillors to ask questions before the meeting.

   7.1. To receive quotes for the installation of 3 information boards at the churchyard and 3 information boards at Horseshoe Hollow.

Action: The Council RESOLVED a maximum expenditure of £2,500 for the six boards. Cllr Lupton agreed to investigate other designs and options for making the boards. Proposed by Cllr Trolley, seconded by Cllr Lupton and approved unanimously.

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

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

Cllr Cunningham gave an overview of planning matters following the Planning Committee meeting held on 10 May 2022.

Only one application had been received since the last ordinary meeting:

Application Reference: 22/0542/FUL

Proposal: Proposed Change of use to garden land

Location: Land at The End of Whitehouse Road Ruskington Sleaford Lincolnshire

Action: The Council unanimously RESOLVED to object to this proposed application for the following reasons:

•          The road at the end of Whitehouse Road is joined to a road giving access to a residential site that is subject to approved planning application by NJDC.

•          The applicant recognises the planning for north of Whitehouse Road, giving the use of the detail presented in the submitted location map TL067-LP-CU.

•          It is illogical and unviable to have a garden across an access road to a housing development.

•          It is considered normal to associate a garden with a house or building. neither is presented in this application.

Proposed by Cllr Cunningham, seconded by Cllr Ditch and approved unanimously.

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

The developer had advised that they were not able to discuss the proposed bus shelters at this time due to risk assessments and other matters requiring completion, but would contact Ruskington Parish Council when able to meet to consider the shelters. The Planning Committee had agreed to review this matter in three months.

9. Estate Management Committee – Cllr Conway

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

Queries from NKDC Planning had been answered by the Council’s agent, the plans re-submitted, and the planning fees paid.

    9.2. To receive quotes for: -

        a) the addition of a ramp to aid access to the community garden, if available.

No quotes were available for the meeting, but following meetings with contractors, and the modifications required to enable a 1:20 slope, quotes were expected to be expensive. An alternative entrance to the garden was being investigated via the bottom of the garden and the Co-op had been approached for access over the unused grassed area beside their carpark.

        b) the removal of the raised brick flower bed at the rear of the parish office, if available.

Action: The Council RESOLVED for the Council caretakers to remove the raised flower bed, and re-use the bricks and soil where possible.

        c) the installation of electricity to the new shed, a fan to the storeroom, and remove a heater from the storeroom.

The quote was still awaited.

At 8.22pm the Chairman adjourned the meeting for a comfort break. The meeting resumed at 8.39pm.

10. To consider the recommendations by the HR Committee to support Mental Health Awareness Week (9-15 May 2022).

Cllr Ditch advised that as well as training, Council employees were offered support for their mental health and wellbeing.

Action: To Clerk to share the Mental Health Week resources with employees, once available from LALC, and with residents at the Annual Parish Meeting /Open Day. The Clerk to investigate Mental Health First Aid training and to consult with the Mental Health Champion at NKDC – Yvonne Rodgers.

11. Recreation Committee – Cllr Cox

The upgrade to the pavilion kitchen by a volunteer had not commenced due to their other commitments.

   11.1. To receive an update on the refurbishment of Parkfield play area.

A pre-installation meeting with Wicksteed had been agreed for 8 June 2022 at 10am at Parkfield. A provisional installation date was 15 August 2022, but this could be pushed back to after the school summer holidays, or if possible, brought forward and completed prior to the school summer holidays.

   11.2. To consider the application from a men’s football team to use the playing fields for training in May and June 2022 and agree any fees.

The Clerk had sent an application form, but this had not been returned. As Council had been informed by the manager that it was team who wished to train, there were insurance implications for them to use the playing fields. 

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

a. Member of the Walking Football team – Introduction of fees to use the MUGA

b. Resident – Request for support to aid travel for a Ukrainian family to Ruskington

c. LALC – e news update

d. LCC Highways - Road closure on Silver Street for path repairs and installation of bollards

e. Voluntary, Community and Social Enterprise (VCSE) Health and Wellbeing Alliance - Resettlement of Ukrainian refugees.

f. LALC – NALC legal updates April 2022

g. NKDC – Polling Place Interim Review following electoral boundary changes in North Kesteven. (No changes to the current polling place.)

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

• Cllr Tonge advised that due to lack of volunteers to help arrange the event, the rounders tournament to celebrate the Queen’s Platinum Jubilee could not go ahead.
• Cllr Tonge asked if the use of the public toilets on Church Street for the Party in the Carpark at the Shoulder of Mutton could be added to the June agenda for council to consider.

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

D/Cllr Boston reported that support for the refugees from Ukraine was going well.

D/Cllr Wright reported that:

• He had been appointed Leader of Council for 2022-2023.
• He had met with refugees from Afghanistan who were awaiting housing so this could progress.
• The situation with the Ukrainian refugees was being monitored for their wellbeing and to avoid any misuse of the systems in place.
• Constitutional change had taken place for the Scrutiny Committee to make the committee work more efficiently.
• Anglian Water had been taken to task for the large amount of raw sewage that went into watercourses.
• NKDC were focusing on support for smaller local businesses following Covid.

As County Councillor, Cllr Wright reported that:

• Manor Street had now been repaired.
• The Traffic Regulation Order for a weight restriction on Westcliffe Road was being considered by LCC.
• The cabling company were being monitored.

Cllr Conway thanked the Councillors for their reports and support.

15. 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 matters.

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

The Chairman closed the meeting at 9.09pm. The District Councillors and member of the public left the meeting.

The Chairman opened Closed Session at 9.10pm.

16. To receive an update on the conduct and welfare of an employee following previous disciplinary action - Cllr Ditch, Chairman of the HR Committee.

At the HR meeting held on 28 April 2022, the conduct and welfare of the employee had been considered. The HR Committee were satisfied at that time that the employee could move forward to the next 3-month review

17. To receive information on a request by an employee and the outcomes of an HR Committee meeting on 28 April 2022 and a meeting with the employee on 29 April 2022 to consider this request.

Cllr Ditch outlined outcomes of meetings between the employee and the Clerk on 25 April 2022 and the employee and Chairman of the HR Committee and Chairman of Council on 29 April 2022. All reasonable adjustments had been made to support the employee and their workload had been adjusted and minimised. A retirement package had been agreed with the employee and they had signed to say they agreed with this.

Action: The Council RESOLVED to approve the employee’s retirement and retirement package.  Proposed by Cllr Ditch, seconded by Cllr Lupton and approved unanimously.

18. To consider the HR Committee’s recommendation for a new employment role following the retirement of the Environment Warden on 29 April 2022.

Action: The Council RESOLVED to create an 18.5 hour per week post for a caretaker using the NJC pay scale SCP 1-3 as guidance for pay. The job title and job description to be agreed but would include litter picking, removal of dog fouling, and keeping the village within the 30mph speed limit zone, and cemetery, clean and tidy. Proposed by Cllr Ditch, seconded by Cllr Lupton and approved unanimously.

19. To consider an apprenticeship for an office junior / office assistance role.

Action: The Council RESOLVED for the RFO to investigate the apprenticeship scheme. Proposed by Cllr Lupton, seconded by Cllr Cox and approved unanimously.

The Chairman closed the meeting at 9.31pm.

Meeting date: 10 May 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 12 March 2022.

Amenity grass cutting –The grass to be cut when it reaches 25mm in length. Due to a possible sighting of water voles at Parkfield, the contractor has agreed to leave a 2-metre strip around the edge of the playing fields uncut.

Other grass cutting commenced w/c 14 March around the village by the Environment Caretaker.

Horseshoe Hollow had its first cut of the year on 27 April 2022 by the new contractor. They have done the job well and exactly as asked. In addition to the areas not being cut, an area where cowslips are growing has been left so they get chance to seed. The cuttings due to be baled and removed w/c 2 May 2022.

An additional path has been mown on the west side of the Beck by the Environment Caretaker.

Trees - LCC Countryside Team will maintain the Treescape trees for the first two years. They have sprayed herbicide around all the Treescape trees in Parkfield and Horseshow to prevent swards of grass hampering growth. They have been asked not to spray around the trees in Horseshoe Hollow as this is a nature reserve and is against RPC’s environment policy.

The second half of the trees have arrived from the Woodland Trust. The environment volunteer has agreed to help plant these.

The two trees in Parkfield bordering a property on Tomlinson Way were due to be inspected for bird activity and removed w/c 25 April 2022. This has been delayed by the contractor due to injury.

A tree survey has been arranged with NKDC for July 2022. (Last survey July 2019.)

Community Garden – the shed was erected on 22 March 2022 by the manufacturer. The safety flooring was laid on 26 April 2022.

One company, so far, have been asked to provide a quote to install a ramp from the yard to the garden to aid access, to and remove the raised brick flower bed from the yard to increase space, and to erect a fence at the bottom left-hand corner of the garden.  They have visited the site twice and produced technical drawings. The caretakers say they could remove the flower bed. This would take 2 days and the brick would need to be removed from the site. They wish to keep the blue “topper” bricks. (Agenda item.)

Allotments - two new compost bins, made by the caretaker/handyman are now in place. The allotment holders have been asked to use the compost from the old bin and once emptied this will be replaced.

The RFO reports that the allotments are being kept clean and tidy.

There are three people on the waiting list.

Churchyard – the yellow rattle sown to reduce the amount of grass in the closed churchyard is starting to grow.

Cemetery – The cemetery hedge beside the pavement is now planted with privet bushes.

Ashes scattering area - Four raised beds and a “board” for memorial plaques have been created in the cemetery by the Caretaker/Handyman in the former area of the shed. These are being planted with salvia, with a front edge of rosemary and lavender.

Memorial Garden - the lining under the gravel path is showing through and sticking up in places and there are varying differences in the thickness of the path. (Agenda item)

Encouraging biodiversity within the village - An area of wildflowers is growing behind the public toilets and has therefore been left uncut.

Parkfield kitchen – The NKDC Environment Health inspector has asked to be kept informed of the kitchen upgrade so they can visit and inspect the facility again. The Lions have been sent the link to the café registration form they will need to complete.

Pavilion CCTV – one of the cameras has been knocked out of place but repositioned.

Changing rooms – these are in the process of being deep cleaned.

Community Safety Accreditation Scheme powers (CSAS ) – no update from Aurora on this matter.

Co-option to Ruskington Parish Council – no enquiries or applicants.

Electronic noticeboard – research being undertaken (future agenda item)

FCC Funding Bid to improve Parkfield playing area – a pre-installation meeting date has been arranged with the contractor for Wednesday 8 June 2022 at 10am. The fencing contractor has also been invited to attend and asked to install the fencing at Elmtree as soon as it is available.

Estate Management Committee: The plans and planning application for change of use (residential to offices) have been re-submitted (following questions on the boundary and CIL from NKDC) and the fee of £231 paid on 3 May 2022.

Public toilets on Church Street – SGS United Kingdom Limited, on behalf of NKDC, inspected the disabled toilet for asbestos on 14 April 2022 (all toilets now assessed.) The report has ben requested.

Training & Events: The Clerk, RFO and Caretaker for Buildings attended LALC’s H&S and Fire Safety Training at Cranwell on 10 March 2022 10am – 4pm.

The Caretaker for Buildings attends IT (Word) training on 17 May 2022 at LALC headquarters.

Cllr Lupton attends new councillor training on 17 May 2022 via Zoom.

Cllr Cotter and the Environment Caretaker are attending the Pollinator Awareness Conference at Lincolnshire Showground on 20 May 2022. This has been postponed.

Cllr Tonge, Cllr Ditch, the RFO and Clerk will be attending finance training (via Zoom) on 24 May 2022.

High Street - Block paving and the kerb at the junction with Manor Street were repaired/replaced during the week commencing 25 April 2022. Potholes on the pavement near Poppy’s Café have also been filled in, and the loose kerb stones in this vicinity reported.

Village entrance planters and tubs beside the Beck. The Environment caretaker has planted the planters at the entrances to the village with summer pansies. Ruskington Garden Centre have, again, very kindly, offered to sponsor and plant the tubs beside the Beck. (Some of these tubs are decaying.) These will be planted in May after the last frost. It was suggested that they plant red, white and blue flowers for the Jubilee.

Notification of bin emptying dates for 2022/2023. Residents are calling into the office for bin collection dates, which appear not to have been distributed by NKDC this year (but are available online.)

Two litter / dog waste bins have been installed at Elmtree to replace the open topped litter bins.

Parkfield trees: Work commenced on two trees that border a property on Tomlinson Way on 6 May 2022 following checks to ensure no bird activity.

Annual Parish Open Day – so far …

• a large poster has been placed on the railings opposite the Co op;
• posters are displayed on the noticeboard, social media, the website, Co-op noticeboard, the office window, the public toilets, the MUGA and the pavilion.  Posters will be delivered to the library, The Shoulder, the Med Centre and other venues.
• The garden centre has been asked if the plants they are kindly donating for the tubs beside the Beck, could have red/white & blue flowers, if possible.
• The raised planter behind the office will be planted with a few red, white and blue flowers.
• A second hot water urn has been purchased and some union flag fabric bunting.
• J and J Southern have quoted £50 for 25 x scones with jam and cream and 3 x Victoria Sandwich cakes.
• A letter has been presented to the manager of the Co-op for a donation of coffee, tea, sugar, squash, milk and vegetarian spread.

Meeting date: Tuesday 10th May 2022

Author: Cllr. Graham E. Conway

Report from Chairman of Environment Committee

Cllr. Graham E. Conway

10th May 2022