Ruskington Parish Council

Minutes of an ordinary meeting of Ruskington Parish Council held on Tuesday 8 November 2022 at the Winchelsea Centre, High Street North Ruskington, NG34 9DY at 7pm.

1 members of the public were in attendance.

There were no questions or comments from the public.

The Chairman opened the meeting at 7.01pm.

1. Apologies for absence.

Cllr Ditch was not present for the start of the meeting.

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

Cllr Tomlinson declared an interest in item 10.3, as he was a member of the Ruskington Lions JFC.

Cllr Cotter declared an interest in item 4.1, as a payment was being made to a family member.

Cllr Cunningham declared an interest in 9.3, as this relates to a neighbouring property.

3. To approve as a correct record the notes of meeting held on Tuesday 11 October 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 8 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 approval of payments made since the last meeting held on 11 October 2022.

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

   4.2. To consider approval of the bank reconciliation for October 2022.

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

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

A co-option pack had been sent to a resident, but no application has been made to date. Due to the elections next year, the Council were advised that they are not required to co-opt from 8 November 22 if the council remains quorate. However, they can do so if they wish.

6. To consider purchasing the latest edition (13th) of the Arnold Baker on Local Council Administration from LALC at a cost of £131.99 (saving 20% on the recommended price of £164.99)

Action: The Council RESOLVED to purchase the latest edition of the Arnold Baker on Local Council Administration for £131.99. Proposed by Cllr Conway, seconded by Cllr Cunningham and approved unanimously.

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

A brief update was given by Cllr Conway. A meeting of the Estate Management Committee is to be held on 15 November at 7pm.

8. 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 and was discussed at the ordinary meeting held on 10 October.

Cllr Tonge brought the signed lease agreement for the land owned by the Co-op to the meeting for the RFO to post.

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

Cllr Cunningham gave an overview.

   9.1. Application Reference: 22/0218/FUL (Amended plans/additional information)

Proposal: Change of use and alteration of existing outbuilding to form taxi office. Location: 18 High Street South, Ruskington

Action: Council supported this application.

   9.2. Application Reference: 22/1455/HOUS

Proposal: Demolition of existing garage and erection of single storey side and rear flat roof extension and replacement of rear boundary hedge with timber fence. Location: 7 Nene Close, Ruskington, NG34 9HJ

Action: Council has no objections to this application.

   9.3. Application of proposed works to trees subject to tree preservation order. Application reference: 22/1506/TPO

Description of works: T951 Ash – fell; T952 Sycamore – fell; T962 Horse Chestnut – fell. Location: 31 Rectory Road, Ruskington, NG34 9AE

Action: The Council supports the judgement of the tree officer assessing this application. Ruskington Parish Council are against the felling of healthy trees.

   9.4. Application Reference: 22/1501/LDEXI

Proposal: Application for a lawful development certificate for existing use – Installation of a biomass pellet hopper. Location: The Gables, Fen Road, Ruskington

Action: Council has no objections to this application.

   9.5 Application Reference: 22/1069/HOUS (For Information Only)

Proposal: Erection of a two-storey side extension and single storey front extension. Location: 11 Sycamore Road, Ruskington – Application Approved by NKDC.

  10. Recreation Committee – Cllr Cox, Chairman of the Recreation Committee following a committee meeting held on 26 October 2022.

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

   10.1. 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 with the safety surfacing due to go down this week. A post installation inspection would then need to arranged before a grand opening could be arranged.  The metal topped fencing would then be installed by the fencing contractor when available to do so.

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

   10.2. To consider the recommendation to apply for a Public Space Protection Order for the playing fields or village to support the Council’s byelaws and reduce incidences of dog fouling, dogs off leads and littering.

D/Cllr Wright shared NKDC’s plans to investigate a blanket order that would be district wide. That way only one consultation would be needed instead of individual ones for each parish or town. It was also advised to contact the local police with help to enforce the current byelaws.

Action: Contact the local police regarding the byelaws.

10.3 To consider the recommendation to issue fines to teams for leaving the changing facilities dirty and full of litter (This is non-compliance with the hire agreement)

Action: Notices to be displayed leaving clear instructions on cleaning the changing rooms and pavilion after use. Fines to be issued if misuse continues. Proposed by Cllr Cunningham, seconded by Cllr Tonge and approved unanimously.

11. To consider ways to celebrate the coronation of King Charles III. (Coronation date Saturday 6 May 2023)

The Council discussed ideas for a summer fayre at Parkfield on Sunday 7 May 2023. Expenditure and date to be confirmed after liaising with sports teams.

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

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

Action: Expenditure for two plaques of up to £500. Proposed by Cllr Conway, seconded by Cllr Tonge and approved unanimously.  

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

Action: Wording on example 2 agreed but date of planting to be added. Proposed by Cllr Trolley, seconded by Cllr Anne Jennings and approved unanimously.

Meeting paused at 8.15pm. The member of the public left the meeting.

Cllr Ditch joined the meeting which commenced at 8.22pm.

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

   a. LCC – Bus timetables

   b. LCC – advance notice of tree work on Station Road

   c. Resident – Events to celebrate the King’s Coronation

   d. Safer Together Team – Police commissioner newsletter

   e. LALC – weekly e-news

   f. Lincolnshire Police – newsletter and introduction from PC 507 Green

   g. LCC Highways – road closure information

   h. NKDC – Town and Parish Council news

   i. Resident – speeding on Fen Road and possibility of flashing speed awareness sign at Hillside

   j. LCC Highways – changes to the Parish Agreement for grass verge cutting from April 2023

   k. Quickline – donation towards the Christmas tree lights

   l. Safer Together Team – Police Survey

14. 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 Anne Jennings asked about signage at the crossroads on Lincoln Road and an overgrown footpath between Elmtree Road and Winchelsea Road. It was advised that these were the responsibility of LCC
• Cllr Tonge asked Council if the road closure signs could be used for the Christmas market road closures. Council agreed they could be used
• Cllr Conway gave an update on the fly-tipping and vandalism at Parkfield

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

County and D/Cllr Wright reported that:

• A section 215 notice has been issued on Speedway Corner which gives 90 days to clear up and make good
• NKDC has received notice from the prosperity fund of award of up to £750,000 for rural communities
• NKDC will be updating their tenancy policy
• NKDC’s website has a dedicated page of help for those affected by the cost of living crisis
• NKDC’s corporate plan is ready to go live
• LCC have jetted drains on High Street North which were blocked by tree roots. The other blocked drain further down High Street South has been referred to Anglian Water
• It was requested that only the Clerk and Deputy Clerk are to contact external agencies directly to comply with Council policies

16. 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 9.04pm. The Cllr Wright left the meeting. The meeting re-convened at 9.09pm.

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

Following the resignation of a caretaker on 25 October 22, an exit interview has been offered. All backpay and holiday entitlement will be calculated and paid on 28 November 22.

18. To consider the vacancy for a council caretaker

Action: Council referred this matter to the HR Committee

19. To consider correspondence from an employee

Action: Cllr Ditch and Clerk to discuss matters with the employee

The Chairman closed the meeting at 9.39pm.

Meeting date: 8 November 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.

Administration Assistant Vacancy – The advert went live on 01/11/2022 and has been shared on social media (RPC and local) the website, noticeboard and sent to LALC (newsletter and website) and Indeed Recruitment, and the Co-op noticeboard.  Closing date Tuesday 29 November 2022 at 12 noon. Interviews to be held w/c 5 December. Appointment will be agreed by Council on 13/12/2022. Over 20 application packs have been sent out.

Amenity grass cutting – The parish agreement with LCC is changing from 1 April 2022 to a rolling programme (rather than a yearly approval.)

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. Quickline have asked if they can donate £400 -£500 towards the Christmas lights. The trees have been ordered. The brackets were inspected on 2/11/2022. 6 extra brackets are being made.

Community Garden – the Co op solicitor has advised that it needs to be two councillors who sign the agreement. One need to be witnessed by a solicitor.

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, if they are quorate.

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.

Defib – BT advise that the Lincoln Road phone box is staying in use as a phone, and therefore cannot be used for the defib formerly located at the Black Bull.

Estate Management Committee - The tender for the renovation of the parish office building works closes at 12 noon on Monday 14 November 2022. Contractors have been making site visits. The Estate Management Committee meet on 15 November to open and review the tender documents.

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 on 31/10/2022 following concerns that they were not working.

ScrumKids – the rugby activities for children commences on 4 November and will take place every Saturday morning from 9am to 11 am term time only. The football teams are aware that the football pitches will not be used.

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

H&S safety for the two caretakers (scheduled for 1/11/2022) has been postponed until 2023.

Tree for the late Queen – This is due to be planted on Friday 11 November 2022.