Full Council Minutes - 1 April 2022 - 31 March 2023

 Ruskington Parish Council 

Minutes of an ordinary meeting of Ruskington Parish Council held on Tuesday 12 July 2022 at the Winchelsea Centre, High Street North Ruskington, NG34 9DY at 6.30pm. 

11 members of the public. 

The meeting commenced with a 30-minute public session to discuss the cemetery rules and regulations. Residents raised concerns over the lack of communication and reasoning from the Council when notices were issued to enforce the cemetery rules and regulations. These rules have been in place for several years but not regularly enforced. After a long discussion, Council agreed to revisit the policy in due course and discuss a potential compromise that works for all parties, if possible.  

A resident also raised questions over public rights of way and places to walk dogs around the village as more areas were becoming overgrown. 

9 members of the public left the meeting. 

The council meeting was opened at 7.14pm. 

1. Apologies for absence. 

Cllr Cotter was not present at the meeting and had sent valid apologies. 

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

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

None declared. 

3. To approve as a correct record the notes of ordinary meeting held on Tuesday 14 June 2022. 

Action: The Council RESOLVED to approve the notes of the ordinary meeting as accurate Minutes. Proposed by Cllr Cox, seconded by Cllr Ditch and approved with 4 votes for and 3 abstentions.  

The Vice-Chairman signed the Minutes. 

4. Financial Matters  

All information had been circulated by the RFO prior to the meeting. 

   4.1. To consider approval of payments made in June 2022.  

Action: The Council RESOLVED to approve all payments made in June 2022. Proposed by Cllr Tonge, seconded by Cllr Ditch and approved unanimously. 

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

Action: The Council RESOLVED to approve the bank reconciliations for June 2022. Proposed by Cllr Ditch, seconded by Cllr Tomlinson and approved unanimously. 

   4.3. To consider quotes for an electrical installation inspection, rectification of last year’s issues and issue of a new certificate.  

This item was deferred as not enough information was supplied for council to make an informed decision. 

  4.4 To consider a donation request from Curo Social Enterprise. 

Action: The Council RESOLVED to decline the request for a donation as it did not meet all essential criteria. Proposed by Cllr Conway, seconded by Cllr Ditch and approved unanimously. 

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

No applications had been received, a possible applicant observed the meeting for a second time and hoped to apply once they had lived in the village for the required 12 months.  

6. To receive an update on nominations to the LALC Shining Star Awards 2022. 

Ruskington Parish Council were nominated for Council of the Year 2022 and received the runner up prize for this category. The Clerk and Deputy Clerk were both nominated individually for Clerk of the Year 2022 and received a joint runner up prize for their outstanding teamwork and dedication.  

7.. To consider holding planning and ordinary meetings in December from 2022 onwards (This would fall on 13th December 2022) 

Action: The Council RESOLVED to hold meetings in December from 2022 onwards. Proposed by Cllr Tonge, seconded by Cllr Cox and approved unanimously. 

7.1. To consider whether to hold ordinary meetings in August from 2022 onwards to ensure these are quorate during the summer holiday period. (Scheduled for 9 August 2022) 

Action: The Council RESOLVED not to hold meetings in August from 2022 onwards. Proposed by Cllr Tonge, seconded by Cllr Cox and approved unanimously. 

8. To review and adopt the following policies: 

   8.1. Code of Conduct (NKDC/LGA updated version) 

   8.2. Lone working policy 

   8.3. Freedom of Information requests and charges 

   8.4. Training and Development Policy 

Action: The Council RESOLVED to adopt all the above documents with amendments to the Code of Conduct in line with the changes made by NKDC and proposed amendments to the lone working policy by Cllr Ditch. Proposed by Cllr Ditch, seconded by Cllr Lupton and approved unanimously.  

9. To consider election of councillors to the following committees: 

9.1 Planning Committee (currently not quorate) 

Action: The Council RESOLVED to trial incorporating any planning applications into the ordinary Council meetings for Council discussion with Planning Committee meetings being called as and when for more complex applications. Proposed by Cllr Tonge, seconded by Cllr Cox and approved unanimously. 

9.2 HR Committee (currently not quorate) 

Action: The Council RESOLVED to elect Cllr Cox to the HR committee and Cllr Trolley to assist with upcoming interviews if necessary. Proposed by Cllr Ditch, seconded by Cllr Cunningham and approved unanimously.  

9.3 Emergency Plan 

Cllr Tonge, Cllr Cunningham and District/County Cllr Wright all volunteered at assist with this community initiative.  

10. Environment Committee  

   10.1. To consider a replacement hedge cutter /chainsaw combi at a cost of £1,122.00 including VAT.  

Action: The Council RESOLVED to approve the quote for £1,122.00 including VAT. Proposed by Cllr Trolley, seconded by Cllr Tonge and approved unanimously.  

   10.2. To consider the quote for recommended tree work in Horseshoe Hollow, the removal of all waste and making good at a cost of £700.00 excluding VAT. 

Action: The Council RESOLVED to approve the quote for the tree work at £700.00 excluding VAT. Proposed by Cllr Conway, seconded by Cllr Trolley and approved unanimously. 

  10.3. To receive an update on the meeting with the Co-op regarding access to and the extension of the community garden, if available.  

No update was available.  

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

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

Cllr Cunningham gave an update on planning following the Planning Committee meeting held at 6pm on 12th July 22.  

12. Estate Management Committee – Cllr Conway 

   12.1. To reconsider the use of the former flat at the rear of the office property, following planning permission for change of use from residential to office.  

Action: The Council RESOLVED to change the policy from residential use to office use. Estate Management Committee to meet as and when needed to oversee the renovation work to the building. Proposed by Cllr Conway, seconded by Cllr Tonge and approved unanimously.  

    12.2. To consider the quote for an additional CCTV camera for the rear of the office and an upgrade to an 8-channel monitor at a cost of £801.80 excluding VAT.  

Action: The Council RESOLVED to accept the quote for new CCTV and upgraded 8-channel monitor. Proposed by Cllr Cox, seconded by Cllr Tomlinson and approved unanimously. 

13. Recreation Committee – Cllr Cox 

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

The installation was planned to begin on Monday 5 September 2022 to allow the play area to be kept open during the school summer holidays. Work was expected to take 3-4 weeks. 

    13.2 To receive an update on the fencing for Elmtree and Parkfield play areas.  

The fencing for Elmtree and Parkfield has been installed by the contractor. This excludes any replacement gates and a section to allow the playground contract access. It was noted that some of the old wooden posts had not been cut below ground level and some holes remain unfilled.  

    13.3. To consider the renewal of the pedestrian and vehicle/machinery access gates to Parkfield playing field and play area (not including vehicle access gates to Northfield) 

Quotes are awaited from the contractor regarding replacement gates.  

14. Community Speed Watch – to consider the purchase of a reactive speed sign at a cost of £2500 excluding VAT for the Road Safety Partnership to install. – Cllr Cox 

Council had no objections with the reactive speed sign but would consider within next year’s budget and when the new location of the 30 miles per hour signs along Lincoln Road have been confirmed.  

15. To consider the proof for the village map and agree any amendments  

Action: The Council RESOLVED to not accept the proof as is and would like to include all street names on the map. Proposed by Cllr Cunningham, seconded by Cllr Tomlinson and approved unanimously.       

16. Christmas 2022 – To consider ways to celebrate.  

Although it was not an agenda item, a resident has contacted the Parish Council regarding help setting up a Christmas market in the village in December 2022. The council would be willing to assist by facilitating meetings, advertising, and organising the road closure. The RFO can be a point of contact for any other ways the council can help but has limited time to commit so would have to be a community led event. 

  16.1 To consider placing a large Christmas tree (16ft) outside the Memorial Garden (if LCC permit). 

Action: The Council RESOLVED to locate a Christmas tree outside the Memorial Garden subject to a permit from LCC. Proposed by Cllr Tonge, seconded by Cllr Conway and approved unanimously. 

 16.2 To consider the expenditure for a large Christmas tree (16ft) at a cost of £120.00 excluding VAT and delivery. (The cost may be covered by a donation from a local business) 

Action: The Council RESOLVED to accept the donation from the local business if a permit is granted by LCC. Proposed by Cllr Tonge, seconded by Cllr Conway and approved unanimously. 

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

   a. Environment Agency – Information and support for raising awareness of flood risk and management in Ruskington.  

   b. Citizen’s Advice – Information for migrant workers and EU Settlement Scheme.  

   c. Rural Policing Team – Newsletter. 

   d. LCC – Parish and County Council News.  

   e. LCC – Minerals and Waste Consultation. 

   f. NKDC – Code of Conduct Briefings.  

   g. LIVES – Invitation to an open/information day. 

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

• Cllr Cunningham has spoken to a resident regarding disruptions to bin collections on a road near the Harlaxton works where the bins were not able to be emptied. District Cllr R Wright will investigate with NKDC. 

• Cllr Cunningham also stated he had been in contact with NKDC regarding a health and safety issue at Speedway Corner, just outside Ruskington. Planning enforcement were now investigating this issue. 

19. To receive District and County Councillors’ Reports – for information only. (Any items raised for decision will appear on the agenda for the next meeting.) 

Cllr Wright reported that: - 

• The pedestrian crossing on Rectory Road is now scheduled for early August and there might be some overnight road closures. 

• The proposed weight restrictions for Westcliffe Road were still being investigated. 

• NKDC have altered their complaints policy due to a lot of harassment and abuse. 

• The Sleaford masterplan is being reviewed due to the cost of living and funding. 

• The NKDC planning committee has altered there standing orders to not allow written submissions and have limited their discussions within meetings.  

• Sleaford Museum have released ‘top trump’ cards to promote tourism in the local areas.  

• The enquiry regarding the Parish Council taking waste directly to the recycling centre is being looked at.  

• Both NKDC and LCC are awaiting updates from Central Government regarding recent policy reviews and changes.  

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

Action: The Council RESOLVED to exclude the public to discuss the matter below. Proposed by Cllr Cox, seconded by Cllr Tomlinson and approved unanimously. 

The Chairman closed the meeting at 8.58pm. The District Councillor and public left the meeting. The meeting re-opened at 8.59pm. 

21. To consider an apprentice or office assistant role to assist the Clerk and RFO in the administration of the Council. (Information circulated prior to the meeting) 

Action: The Council RESOLVED to employ a part-time office assistant. Proposed by Cllr Ditch, seconded by Cllr Tonge and approved with a vote of 6 for and 1 against.  

22. To receive an update on the vacancy for a Parish Caretaker. 

A total of 4 applications have been received and a date for sifting and interviews to be confirmed.  

23. To receive an update on the performance, support and welfare of a parish council employee. 

Action: The Council RESOLVED to seek further HR advice from Chris Moses. Proposed by Cllr Ditch, seconded by Cllr Cox and approved unanimously.  

24. Village Hall matters. 

There is a meeting being held by the Village Hall Committee on Wednesday 13th July at 3.30pm to discuss how to move things forward. Cllr Ditch was hoping to attend this meeting. 

The Chairman closed the meeting at 9.46pm.