Ruskington Parish Council

Minutes of an ordinary meeting of Ruskington Parish Council held on Tuesday 11 October 2022 at the Winchelsea Centre, High Street North Ruskington, NG34 9DY at 7pm.

Three members of the public were in attendance.

There were no questions or comments from the public.

The Chairman opened the meeting at 7pm.

1. Apologies for absence.

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

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

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

Cllr Tomlinson declared and interest in item 4.4c below, as he was a member of the Ruskington Lions JFC.

3. To approve as a correct record the notes of meeting held on Tuesday 27 September 2022.

Action: The Council RESOLVED to approve the notes of the meeting as accurate Minutes with one amendment. Proposed by Cllr Cunningham, seconded by Cllr Tonge and approved with 5 votes for and 1 abstention. (Had not been present at the meeting.)

The Chairman signed the Minutes.

4. Financial Matters (Information previously circulated).

   4.1. To consider the internal auditor’s report if this is available.

This had been circulated prior to the meeting. All financial controls were in place, finances were accurate and Council was working within budget.

   4.2. To consider approval of payments made since the last meeting held on 27 September 2022.

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

   4.3. To consider approval of the bank reconciliations for September 2022.

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

   4.4. To consider the grant applications from village groups and clubs. (Circulated prior to the meeting.)

7.09pm Cllr Tomlinson left the meeting before the item was considered.  

       a. Ruskington Scouts for £1,000 towards a perimeter fence.

       b. Parochial Church Council for up to £150.00 towards a Christmas Dinner for those living alone.

      c. Ruskington Lions JFC for £500.00 for new training equipment and aids and goal nets.

      d. Ruskington Bowls Club for £120.00 to pay for the mower sharpening.

Action: The Council RESOLVED to award a donation of £150.00 for the provision of a Christmas Dinner to residents living on their own. Proposed by Cllr Cunningham, seconded by Cllr Cox and approved unanimously.  Other applications had been received after the deadline, did not meet the eligibility criteria, (running costs), had not supplied all the information required, or were not considered in financial need of a grant at this time.

Cllr Tomlinson re-joined the meeting.

   4.5. To consider applying for FCC Communities funding for 2022/2023 and agree the project.

Action: The Council RESOLVED for the RFO to apply for the FCC Communities funding for the upgrade and refurbishment of the pavilion, including the provision of a community café. Proposed by Cllr Cunningham, seconded by Cllr Tonge and proposed unanimously.

   4.6. To consider introducing a fee for the late payment of invoices.

        a. To consider the fee to be added, if approved, (usually 5-10%), and time scale.

Action: The Council RESOLVED for a payment fee of 5% to be added to invoices paid five or more days late. Proposed by Cllr Tonge, seconded by Cllr Cunningham and approved unanimously.

   4.7. To consider correspondence received from Dudley Building Society.

Action: The RFO had advised that this did not require a response from the Council.

5. To consider the co-option to Ruskington Parish Council of two candidates:

   a. Anne Elizabeth Jennings

   b. Asta Jennings

Both candidates had fulfilled the Council’s co-option process by returning and application form, observing a meeting and meeting with the Clerk and a Councillor.

Action: The Council RESOLVED to co-opt Anne Jennings and Asta Jennings as members of Ruskington Parish Council. Proposed by Cllr Conway, seconded by Cllr Tonge and approved unanimously.

Both candidates signed a Declaration of Acceptance of Office at the meeting.

Cllr A E Jennings and Cllr A Jennings joined the meeting and took part in discussions but did not vote as they had not received papers supplementary to the agenda items to enable them to make informed decisions.

6. To review and adopt the following policy as recommended by the HR Committee:

     a. Flushing & Purging

No amendments had been recommended.

Action: The Council RESOLVED to adopt the Flushing and Purging policy without amendment. Proposed by Cllr Cox, seconded by Cllr Trolley and approved unanimously.

7. To consider applying for the Age-friendly Business Award as organised by the YMCA. (Information previously circulated.)

Action: The Council considered that being granted an award was not applicable.

8. To consider replacing the noticeboard in the Winchelsea Centre carpark to match the new noticeboard being purchased by the Church. (Information circulated prior to the meeting.)

Action: The Council RESOLVED to install an electronic noticeboard in a parish office window to replace the wooden noticeboard at the Winchelsea Centre. Proposed by Cllr Tonge, seconded by Cllr Trolley and approved unanimously.

9. Estate Management Committee - Cllr Conway, Chairman of the Estate Management Committee.

   9.1. To review the tender document for the conversion of the rear of the parish office from residential to office use. (Circulated and reviewed prior to the meeting.)

Action: The Council RESOLVED to approve the tender documents, following one amendment to remove an unrequired paragraph. Proposed by Cllr Conway, seconded by Cllr Cunningham and approved unanimously.

   9.2. To receive an update on the possibility of installing opening downstairs windows in the parish office, for ventilation, and agree the next steps.

Cllr Cunningham had sought advice from the NKDC Officer who had dealt with the planning application. Standard windows with central opening fanlights only could be installed without planning permission.

Action: The successful building contractor would be asked to supply examples of such windows. Due to the large size of the windows, planning permission to be applied for, if required.

   9.3. To consider a caretaker’s request to reclaim part of the community garden behind the office as yard space for storage and a larger working area. (Information circulated prior to the meeting.)

Council was concerned about the loss of size and space to the community garden and the visual appearance of the garden if part of it was to be a working yard.

Action: The Council RESOLVED not to reclaim part of the community garden as workspace. The Estate Management Committee would consider alternatives for workspace and storage, including those items that could be left outside. Proposed by Cllr Conway, seconded by Cllr Cunningham and approved unanimously.

10. Environment Committee - Cllr Conway, Chairman of the Environment Committee, following a meeting of the Environment Committee on 3 October 2022.

A report from the meeting had previously been circulated. Photos to show the continued non-compliance with the cemetery regulations were shown, including the recent installation of garden edging and gravel to one grave, and a casket of pet remains to another.

   10.1. To consider the expenditure of £1,200 – £1,800 and time frame of 8-10 weeks for Council’s solicitor to check the lease agreement for the Co-op land to extend the community garden.

Action: Council RESOLVED not to spend on the review of the lease agreement by its solicitor due to the cost and timeframe. Proposed by Cllr Conway, seconded by Cllr Tonge and approved unanimously.

1. To consider Council’s approval of the lease agreement for the Co-op land.

The Environment Committee had reviewed the lease agreement prior to the meeting.

Action: The Council RESOLVED to approve the lease agreement for the Co-op land. Proposed by Cllr Tonge, seconded by Cllr Cox and approved unanimously.

   10.2. To consider the cemetery regulations as recommended by the Environment Committee following review on 3 October 2022.

These had been reviewed by the Environment Committee.  As before, only floral tributes would be allowed. Changes to the style and size of memorial headstones for ashes plots had been investigated for ashes plots, as current headstones were too large and impeded access to surrounding plots. 

Action: The Council RESOLVED to adopt the cemetery Rules and Regulations as recommended. Tablet headstones, tilted tablet headstones and cube headstones incorporating a vase only would be permitted for ashes plots as soon as this could be arranged.  Proposed by Cllr Cox, seconded by Cllr Tonge and approved unanimously.

    10.3. To consider the recommended burial and cemetery fees for fiscal year 2023-2024.

Action: The Council RESOLVED to accept the recommendation not to increase the cemetery fees for 2023-2024. Proposed by Cllr Cox, seconded by Cllr Tonge and approved unanimously.

    10.4. To consider the disposal of the large and rarely used “Billy Goat” leaf blower. 

The Environment Caretaker had used this once in 15 months, NKDC removed leaves from paths and pavements; the leaf blower did not fit in the parish van, and there was no room to store it.

Action: The Council RESOLVED to dispose of (sell) the Billy Goat leaf blower. Proposed by Cllr Cox, seconded by Cllr Cunningham and approved unanimously.

    10.5.  To consider the proposed budget for the completion of the community garden. (Information circulated.)

Action: The Council RESOLVED to approve expenditure of £1,600 to install a 1.2m high fence between the Co-op car park and the extension to the community garden. Proposed by Cllr Cox, seconded by Cllr Tonge and approved unanimously. The type and style of fencing to be agreed by the Environment Committee, along with further projects and expenditure.

     10.6. To consider the budget for proposed environmental projects and expenditure to inform the 2023-2024 budget.

Action: Projects and expenditure to be finalised for informing the 2023/2024 budget.

     10.7. To consider the Parish Caretaker giving talks in local schools to help prevent littering.

Action: The Council RESOLVED for the Parish Caretaker to attend primary and secondary school assemblies. Proposed by Cllr Tomlinson, seconded by Cllr Tonge and approved unanimously. 

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

Cllr Cunningham gave an overview.

   11.1. Application Reference: 22/1359/HOUS

Proposal: Extension to roof canopy and existing outbuilding (part retrospective). Location: 11 East Close Ruskington Sleaford Lincolnshire NG34 9H.

Action: Council supported this application.

   11.2. Application Reference: 22/1217/FUL

Proposal: Erection of shed for business use for the sale, collection, and storage of goods

(dog treats/accessories) (retrospective). Location: 50 Manor Street Ruskington Sleaford.

Action: Council opposed this application due to the shed interrupting and impacting on the street scene of Manor Street.

   11.3. Application Reference: 22/1069/HOUS

Proposal: Erection of two storey side extension and single storey front extension.

Location: 11 Sycamore Road Ruskington Sleaford

Action: The Council supports this application.

   11.4. To consider the street names for the proposed housing development off Whitehouse Road.

Only one street required naming.

Action: The Council RESOLVED to recommend to NKDC Planning that the street be named Elizabeth Way. Proposed by Cllr Cunningham, seconded by Cllr Trolley and approved unanimously.

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

The fly-tipping on Parkfield carpark was still in situ. NKDC were dealing with the matter.

   12.1. To receive an update on the refurbishment of Parkfield play area, and the last stretch of fencing.

The installation of the new play equipment at Parkfield was progressing well and was expected to be competed in two weeks’ time.  The metal topped fencing would then be installed by the fencing contractor.

Action: To arrange a grand opening and publicise the new play equipment in accordance with the funding award.

   12.2. To consider the potential refurbishment of the pavilion into a community cafe as a 'live project' for second year architecture students at Lincoln University.

Action: The Council RESOLVED to approve the refurbishment of the pavilion as a “live project” for the university students. Proposed by Cllr Cox, seconded by Cllr Tonge and approved unanimously. Ideas and requirements for the building to be sent to Cllr Cox for collating and discussing at the next Recreation Meeting on 26 October 2022.

13. Health & Safety

   13.1. To receive an update on the H&S audit of Council owned and managed property.

A detailed audit of the workshop by Cllr Ditch had been circulated prior to the meeting. Recommendations were being carried out.

   13.2. To consider the ongoing use of the workshop and agree the expenditure for any repairs and maintenance required for the building, as required.

Action: To be considered by the Estate Management Committee at its next meeting. The roof was to be repaired following inspection by Cllr Tomlinson and the Clerk.

14. Commemorating the late HM Queen Elizabeth II – Cllr Conway

An upright, flowering cherry tree had been purchased and was ready for planting on a date to be agreed.

  14.1. To consider the expenditure for a bench and memorial plaques for the two trees planted in remembrance of the late Queen Elizabeth II.

Action: Quotes were required for a bench made of recyclable material to reduce ongoing maintenance.

1. To consider and approve the wording for the memorial plaques.

Action: Wording to match that on the plaque for HRH the Duke of Edinburgh to be considered.

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

   a. Fig & Flower Floral Installations – Window displays for the councils and businesses.

   b. LALC - e-news

   c. LCC Highways – Road closure information

   d. Resident – Volunteering for environment projects      

16. To receive Councillors’ reports for information only and items for inclusion on the next agenda. Councillors are requested to use this opportunity to report minor matters of information not included elsewhere on the agenda and to raise items for future agendas.

• Cllr Cox reported that dried up mud and tapes continued to be left in the Pavilion despite emails to the teams by the Clerk. A representative form each team to be invited to the next Recreation Committee meeting.
• Cllr Cunningham advised that NKDC was investigating the fly-tipping at the former garage site at Speedway Corner roundabout.
• Cllr Tomlinson reported that fires continued to be lit on the north playing field.
• Cllr Tonge had submitted the road closure request to LCC Highways for the Winter Market on 3 December 2022. The event organiser had been reminded that public liability insurance for the event was required.

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

County and D/Cllr Wright reported that:

• No decision on developing Hillside as housing had been made.
• Cllr Wright was investigating a Public Space Protection Order (PSPO) for the the playing fields, on behalf of Ruskington Parish Council. (Agenda item for the next ordinary meeting for Council to consider a PSPO for the village.)  Environmental Health are supportive of the Council and the problems it faces with dogs off-lead and dog fouling.
• It was still not possible for Council to dispose of its green waste at the recycling centre in Sleaford as Council was classed as a business.
• Drain jetting on High Street South would take place on 31 October 2022 to allow further investigation into and prevention of flooding in this area.
• A document regarding a vison for Lincolnshire and devolution had been released but the contents had not been agreed by the district councils.

18. 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 staffing matter below.

The meeting closed at 9.08pm. The District Council and member of the public left the meeting. The meeting re-convened at 21.09pm.

At 21.09 pm the Clerk left the meeting.

19. To receive an update on staff welfare matters, consider the HR Advice, and agree the next steps. – Cllr Conway.

Action: Council RESOLVED for the Clerk to approve overtime for the caretakers and to arrange work by a handyperson as required whilst a staff member was on sick leave.

Action: Following external HR Advice, representatives of the HR Committee were to meet with a staff member.

The Chairman closed the meeting at 9.45pm.

Meeting date: 11 October 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 11 October 2022.

Amenity grass cutting – The parish agreement with LCC is changing from 1 April 2023 to a rolling programme. (Agenda item)

Christmas trees – the trees are being delivered on 21 November 2022. Support with prepping and erecting the trees is welcomed as this takes up a lot of the employees’ time in addition to their usual workloads.

Community Garden -

Co-option to Ruskington Parish Council – an application pack has been sent out following an expression of interest. Due to the local elections being held  on 4 May 2022, local councils do not need to co-opt to fill vacancies from 8 November 2022.

CCTV – The caretakers have removed paint splatters from the pavilion CCTV cameras to improve night time imagery.

Drains and gullies - The drains and gullies on High Street north were inspected and cleared by LCC Highways on 31/10/2022. The drain outside the Elite had collapsed. And would require replacing. Anglian water had previously checked the drain outside the |Pop In café and cleared most of the tree roots. Some work was still required and would be reported to Anglian Water by LCC.

Estate Management Committee - Ramps to allow movement of equipment up and down the steps at the rear of the parish office were installed by the Environment Caretaker on 3 October 2022.

Parkfield play area - the installation of the equipment was completed on 25 October 2022. The contractors for the wet pour should arrive on site on 26 October 2022. There have been break ins to the site and fires started. CCTV imagery has been issued to the police. Crime number. A compliant about the location of the benches has been received – but the benches were not in their final position at the time.

Parkfield fencing – The fencing contractor is aware of when the final stretch of metal fencing requires replacement. No date for the work has been received.

Parkfield kitchen – The phase one refurbishment of the kitchen has been completed. This was inspected by NKDC on 27 October 2022. The Lions Junior FC had registered the kitchen to the Lions. NKDC to be informed when the next phase is completed.

Parkfield carpark fly-tipping –This is being investigate by NKDC. The garden waste had not been removed. NK advise that they spoke to the person responsible on and have given them until 28 October 2022 to remove the items. If this is not done, they will either issue a final warning advising of a fine, or, clearing the rubbish and issuing a bill for doing so and a fixed penalty notice. 

Public toilets – a group of up to 15 youths are hanging around the toilets between 8.15am and 8.40am on school mornings, leaving litter (mainly sweet wrappers). Incidences of fly-tipping and setting fire to the toilet roll have also occurred recently. The Parish Caretaker has spoken to the youths and Aurora have been asked to patrol at this time.

Police - the new police officer for Sleaford Rural call into the office to introduce himself. Issues at the public toilets and Parkfield were made known. Police patrols of both locations would be conducted.

RoSPA report – Andy and Carl are working through any repairs required.

Showers – both the pavilion and changing rooms showers were inspected and

Training/ events - The Clerk and RFO are attending the Clerk’s networking day on 7 December 2022 at Dunholme village hall.