Ruskington Parish Council

Minutes of an ordinary meeting of Ruskington Parish Council held on Thursday 20 April 2023 at the Winchelsea Centre, High Street North Ruskington, NG34 9DY at 7pm.

No members of the public were present.

The Chairman opened the meeting at 7.00pm.

1. Apologies for absence.

Cllr Cotter and Cllr Tomlinson were unable to attend the meeting and had sent valid apologies.

Action: The Council RESOLVED to accept the apologies for absence. Proposed by Cllr Trolley, seconded by Cllr Cox and approved unanimously.

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 Tonge declared an interest in agenda item 11 below, as she was a member of the volunteer team organising the Funday.

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

Action: The Council RESOLVED to approve the notes of the meeting as accurate Minutes. Proposed by Cllr Cunningham, seconded by Cllr Jennings and approved unanimously.

The Chairman signed the Minutes.

The Chairman asked Council if Cllr Wright could present his county and district reports at this time, as previously requested due to other commitments.  Council agreed this unanimously.

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

Cllr Wright reported the following:

• The Health and Wellbeing Delivery plan had been approved and would be shared with the Integrated Care Team. This was designed to enable patients to live independently in their own homes for as long as possible.

• A list of all the seven, local authority homes where mould was present had been collated. Advice and instructions for all tenants moving into a passive house would be provided to ensure properties remained mould free.

• The revision of The Central Lincolnshire Local Plan had been ratified. The plan was one of the top three within the country and the first one to include sustainability for housing developments.

• A meeting with the LCC Highway managers had been held. The exit onto the A15 was now recognised as being dangerous. The flooding on Sleaford Road required additional work which would be completed by the summer. Potholes along High Street South would be filled, and this had been put forward for surface dressing.

The Chairman thanked Cllr Wright for his report. Cllr Wright left the meeting.

5. Financial Matters

(Please see Appendix A).

   5.1. To consider approval of payments made since the last meeting held on 14 March 2023.

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

   5.2. To consider approval of the bank reconciliations for March 2023.

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

   5.3. To receive the end of year financial reports.

These had been circulated prior to the meeting by the RFO. No questions were raised.

   5.4. To receive an update on the internal and external audits.

The internal auditor had not yet contacted the Council.

   5.5. To consider/approve the reserve schedule for 2023-2024 as recommended by the RFO and Finance Committee. This included the ring fencing of money for the conversion and refurbishment of the parish office.

The information had been circulated prior to the meeting and Cllr Ditch gave a detailed report on the reserves.

Action: The Council RESOLVED to approve the reserve schedule for 2023-2024 as recommended. Proposed by Cllr Cox, seconded by Cllr Jennings and proposed unanimously.

   5.6. To consider any amendments required for Council’s insurance. (Renewal date 1 June 2023.)

Cllr Ditch had reviewed the existing Policy and submitted several queries for clarification and asked other Cllrs to do likewise.

Actions: The Clerk to consider all Cllrs’ queries and advise the insurance broker of the new playground equipment, including the zip wire, provide costs of the new machinery and equipment, ask if fencing can be covered and a quote for the office units at the rear of the property once these were completed.

   5.8. To consider renewing the subscription to the Institute for Cemetery and Crematoria Management at a cost of £95.00 for year 2023-2024.

Action: The Council RESOLVED to renew the subscription. Proposed by Cllr Cunningham, seconded by Cllr Tonge and proposed unanimously.

6. To receive an update on the local council elections being held on 4 May 2023.

The Clerk advised that no poll was required. Seven candidates had been elected uncontested to Ruskington Parish Council. There five vacancies to be filled by co-option after 9 May 2023.

   6.1. To consider an advertising campaign from 9 May to fill the vacant seats by co-option.

Action: The Council RESOLVED to commence a campaign to fill the vacancies from 9 May 2023.

7. To consider / approve the policies below following review and recommended amendments.

   7.1. Risk Management Scheme

   7.2. Donation and Grants policy

   7.3. Data Protection Policy

Action: The Council RESOLVED to adopt the Risk Management Scheme, Donation and Grants policy, and Data Protection Policy as recommended. Proposed by Cllr Cunningham, seconded by Cllr Trolley and proposed unanimously.

8. To consider the most appropriate electric van to lease from August 2023. (Information circulated prior to the meeting.)

   8.1. To consider/approve the expenditure for the electric van.

Council raised concerns about the environmental impact of using electric vehicles, considered the technology was still under development and required further research.

Action: The Council RESOLVED to not to purchase an electric vehicle. If the current van lease could not be extended beyond August 2023, to lease the same make and model van as currently used, for 4 years.

   8.2. To consider/approve the expenditure for installing a charging point. (No funding is available when leasing an electric vehicle.) Information and costs had been circulated prior to the meeting.

This was not currently a requirement.

9. To consider the arrangements for the Annual Parish Meeting (APM) on Tuesday 23 May 2023.

For several reasons, it was proposed to postpone the APM. The Environment Caretaker had offered to give a talk, and Cllr Cotter was to be invited also.

Action: The Council RESOLVED to hold the APM at 6.30pm on Tuesday 13 June 2023 prior to the ordinary meeting. The Environment Caretaker had offered to give a talk, and Cllr Cotter was to be invited also. Proposed by Cllr Tonge, seconded by Cllr Cunningham and approved unanimously.

   9.1. To consider / approve the expenditure for the Annual Parish Meeting, including refreshments.

This was not considered at the meeting.

10.  To consider the expenditure for two replacement litter/ dog waste bins to replace a bin earmarked for Horseshoe Hollow but used at Hillside and one to replace the bin destroyed by arson at Parkfield playing field, at a cost of £444.00 each, excluding VAT.

Action: The Council RESOLVED to purchase one new bin at a cost of £444,00 +VAT for Horseshoe Hollow. An underused bin near the exit to the MUGA to be relocated inside Parkfield play area as the current bin was always full and overflowing. The bin destroyed by arson would not be replaced at this time. Proposed by Cllr Cox, seconded by Cllr Trolley and approved unanimously.

11.  To receive/consider a report on the broadband speeds for the office and consider the recommendation from the Administration Assistant.

Action: A BT engineer to be invited to assess the current broadband and provide quotes for an upgrade to 75 and 150 mbps. The Admin Assistant to be thanked for their research and recommendation.

12. To receive an update on the Coronation plans for the Funday on Sunday 7 May 2023.

The Ruskington Events Team were busy organising the day.

   12.1. To agree the expenditure for any Coronation themed prizes for the Funday on 7 May 2023.

Action: The Funday organisers to advise the Clerk of the number of Coronation mugs required.

   12.2. To agree the wording and expenditure for a plaque for the winner of the best dressed business coronation window competition.

Examples of plaques and wording had been circulated prior to the meeting.

Action: The Council RESOLVED to purchase a slate plaque 300mm x 150mm at the cost of £44.99. Corrections to the wording on the example provided to be made. The words His Majesty, King Charles III required their own line. Proposed by Cllr Tonge, seconded by Cllr Cunningham and approved unanimously.

  12.3. To consider a prize and its expenditure for the winner of the best dressed coronation window competition.

Action: As a plaque was being presented to the winning business, no prize was required.

13. To consider the quote for locking and unlocking the public toilets and Parkfield gates, throughout the year, excluding bank holidays.

Action: The Council RESOLVED to accept the quote from Aurora at £10.00 per week for locking and unlocking the public toilets and Parkfield carpark, with the timings as before. Proposed by Cllr Tonge, seconded by Cllr Trolley and approved unanimously.   

14. To consider recommendations made by the Environment Committee following its meeting on 5 April 2023. Cllr Cotter – Chairman of the Environment Committee

Cllr Cotter was not present at the meeting. The notes from the meeting had been circulated prior to the meeting and Cllr Ditch gave a brief resume.

   14.1. To receive an update on the amount raised from the Co-op Community Champion Scheme and its allocation for the community garden and the tubs beside the Beck.

£973.61 had been awarded from the scheme.

Ten self-watering flowers planters for attaching to posts had been obtained from Lincoln City Council at no cost. It had been thought to attach these to lampposts beside the Beck and remove the decayed tubs. The expenditure and conditions required for attaching the planters to lampposts made this an unfeasible idea.

Action: The Environment Committee to evaluate the use of the planters as ground level flower tubs in appropriate locations, for example, outside the pavilion for the Funday.

   14.2. To receive/ approve the plan for the extension to the community garden on the land leased from the Co-op, if available.

The Environment Caretaker had created plans for the garden, and a sensory garden and had submitted a letter to council prior to the meeting regarding the garden project.

Action: The Community Garden to be opened as a public green space with immediate effect. The garden would be developed as funding allowed. Four picnic tables incorporating benches to be purchased, using the funding from the Co-op Community Champion scheme, for the community garden, so it could be used. A notice to display the plans for the garden, the regulations and to advise that there were times when it would be closed to allow work to take place. The Community to be invited to share ideas for the garden.

   14.3. To consider / approve the regulations for the Community Garden including the opening and closing times.

Action: The Council RESOLVED to accept the regulations and opening and closing times as recommended by the Environment Committee. Proposed by Cllr Tonge, seconded by Cllr Jennings and approved unanimously.

   14.4. To consider the quotes for sandblasting and refurbishment of the entrance gates at the Garden of Remembrance including refreshment of the brass the plaque.

Action: The Council RESOLVED to accept the quote from Mascot Powder Coating at a cost of £850.00 to remove, reinstall, refurbish the posts and hinges, and carry out a chemical clean of the name plaque. Proposed by Cllr Tonge, seconded by Cllr Cunningham and approved unanimously.

   14.5. To consider the quotes for the essential and desirable tree work identified following the inspection by the NKDC Tree Officer in July 2022.

The quotes received had been circulated and further quotes were awaited.

Action: The Council RESOLVED to accept the most competitive quote up to a maximum expenditure of £1,700 for all the work required. Proposed by Cllr Jennings, seconded by Cllr Trolley and approved unanimously.

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

Lincoln University students and their lecturers had visited the pavilion on 14 April 2023 in the presence of the Clerk. Measurements and photographs of the building had been taken.

   15.1. To review / approve the public consultation survey for the improvements to the pavilion including the creation of a community café and external access disabled toilet/ changing room.

Action: The Council RESOLVED to approve the public consultation survey for the pavilion. This was to be to be available at the Funday on 7 May 2023. Proposed by Cllr Cunningham, seconded by Cllr Cox and approved unanimously.

   15.2. To consider / approve the quote from Wicksteed for the installation of the two rubber steps for the Monkey Bars at Parkfield play area to allow access to the bars.

Council considered that it was Wicksteed’s error in installing Monkey Bars for the wrong age group.

Action: The Council RESOLVED that Cllr Cox, as Chairman of the Recreation Committee) would phone Wicksteed from the Parish office, in the presence of the Clerk or RFO to ask Wicksteed to install the rubber steps at no cost to the Council due to their error. Proposed by Cllr Tonge, seconded by Cllr Trolley and approved unanimously.

   15.3. To consider the arrangements for the grass cutting at Parkfield playing fields, to enable the grass to be cut when wet.

Action: The Clerk to advise Glendale to unload the machinery before entering the field. The grass to be cut when required so it was no longer than 25mm.

16. Planning – Applications received since the last meeting – Cllr Cunningham

   a. Planning Application Reference: 23/0271/PNND

Proposal: Change of use of agricultural buildings to 5 dwellings. Location: Land and Buildings at Fen Road Ruskington Sleaford Lincolnshire

Action: No objections were raised.

   b. Planning Application Reference: 23/0271/PNND (Prior Approval Development)

Proposal: Change of use of agricultural buildings to 5 dwellings

Location: Land and Buildings at Fen Road Ruskington

Applicant: Mr Adrian Got

Action: No objections were raised.

16.1. Applications approved since the last meeting.

   a. Application Reference: 23/0051/HOUS

Proposal: Proposed two storey extension to rear with a single storey extension stepping out

Below. Location: 23 Poplar Close Ruskington Sleaford. (Approved.)

   b. Application Reference: 23/0074/HOUS

Proposal: Proposed infill of existing porch, extension to garage frontage, garage conversion

and new timber garage. Location: 3 Priory Close Ruskington Sleaford. (Approved.) 

17. Estate Management Committee (EMC) – Cllr Cunningham, Chairman of the Committee.

A Committee meeting had been held on 23 March 2023. The notes had been circulated prior to the meeting and Cllr Cunningham gave a brief resume.

   17.1. To ratify the expenditure for the emergency repair to the office property roof.

Action: The Council RESOLVED to approve the expenditure of £1,200 as approved by the EMC at its meeting held on 23 March 2023. Proposed by Cllr Cunningham, seconded by Cllr Tonge and approved unanimously.

   17.2. To ratify the expenditure for the emergency replacement of the leaking workshop roof.

Action: The Council RESOLVED to approve the expenditure of £2,100 as approved by the EMC at its meeting held on 23 March 2023. Proposed by Cllr Trolley, seconded by Cllr Cox and approved unanimously.

   17.3. To consider the expenditure for linking the office CCTV cameras to the office computers, as previously agreed.

Action: The Council RESOLVED to accept the expenditure of £128.00. Proposed by Cllr Tonge, seconded by Cllr Jennings and approved unanimously. 

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

   a. LALC – Fortnightly e-news

   b. Resident – Thank you for use of the Garden of Remembrance for the sleepout in aid of the Royal British Legion. The amount raised was £596.

   c. Beacon Fen Energy Park – Possible renewable energy plant for North Kesteven.

   d. Central Lincolnshire Local Plan Team – Outcome of Government inspection report on the plan.

   e. NKDC Street Naming Officer – Plans of the development and house numbers off Whitehouse Road.

   f. Football teams – Grass cutting at the playing fields (Agenda item).

   g. NKDC – Local election updates.

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

Cllr Cunningham advised that after 29 years as a Ruskington Parish Councillor he had not stood for election this year and spoke of his other voluntary commitments within the village and beyond. He thanked the Council for its support and especially Cllr Trolley and Cllr Tonge and thanked the Chairman for his kind email. Cllr Cunningham gave a brief inside into his years with the Council and how Council and the village had developed. On behalf of the Council, Cllr Cunningham was supporting an event being organised by the Airborne Rec Sqn on 9 – 11 June 2023 at the playing fields and would have access to all required keys and codes.  

Cllr Jennings thanked the Council for their help and support and advised that she would be happy to support Council with any environmental matters.

The Chairman thanked all the Councillors who had chosen not to stand for election in 2023.

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 staffing and contractual matters below.

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

The Chairman closed the meeting at 9.11pm. The meeting reconvened at 9.12pm.

21. To consider the recommendation of the Estate Management Committee (EMC) for the appointment of a contractor to project manage and undertake the works for conversion and refurbishment of the parish office property following a committee meeting held on 3 April 2023.

Action: The Council RESOLVED to appoint Newman Moore as the contractor to project manage and undertake the works. The Clerk to arrange a meeting with members of the EMC and the contractor before the end of April to discuss the project in detail. Proposed by Cllr Trolley, seconded by Cllr Cunningham and approved unanimously.

22. To receive an update on personnel matters – Cllr Ditch

Cllr Ditch gave an update on staffing and the Clerk was asked to report on the induction of the new members of staff. The RFO and Deputy Clerk had resigned her position and her last day with Council would be 5 May 2023.

   22.1. To consider the recommendations for the appointment of an RFO and Deputy Clerk.

An HR Committee meeting had been held on 18 April 2023 to discuss the vacancy for the RFO and Deputy Clerk and the recommendations had been circulated prior to the meeting.

Action: The Council RESOLVED to recruit a RFO and Deputy Clerk to work 30 hours per week with the possibility of full time in the future. To be paid within the NJC salary scale range LC2, scale points 18-29, depending on qualifications and experience. There would be a requirement to attend occasional evening meetings and, very occasionally, Council events at weekends or on Bank Holidays. The current RFO and Deputy Clerk to be offered variable hours to cover financial matters until the new RFO was appointed. Proposed by Cllr A E Jennings, seconded by Cllr Cunningham and approved unanimously.

23. To consider the contract for the cleaning of the public toilets, pavilion, and changing rooms which ends on 24 May 2023.

Action: The Council RESOLVED not to renew the contract cleaning as the two new caretakers were now in post and the cleaning was part of their job descriptions. This would be reviewed, and the contractors would be considered again if required. Proposed by Cllr Tonge, seconded by Cllr Trolley and approved unanimously.

The Chairman formally thanked the Councillors who had not stood for election in May 2023, and had personally written to Cllr Tonge and Cllr Cunningham, thanking them for their tremendous contributions to the Council and Ruskington over their many years of service. The Chairman thanked Cllr Tonge adding that she would be sorely missed for her community ideas and support, and thanked Cllr Cunningham for his tenacity in seeing projects through to completion, and for for his other contributions to the village, including being an active library trustee.

The Chairman closed the meeting at 9.39pm.

Meeting date: 20 April 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 March 2023.

AGAR – information from the external auditor has been received and circulated. The date of the submission of the annual return is 3 July 2023.

Audit – LALC have allocated 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 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. The other bin is to replace the one destroyed by arson at Parkfield playing field. (Agenda item.)

Celebration of the Coronation of King Charles III. The PCC are going to serve cream teas in the pavilion with the agreement of the Funday organisers and the Lions JFC. The Co-op are donating refreshment items to the Council for serving on the day (up to £15 in value). These are to be collected nearer to the 7 May.  

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

Cleaning of the sports facilities and public toilets –Cleaning commenced on 1 March 2023 and will end after 12 weeks on 24 May 2023. The condition of the sports facilities and public toilets is improving and feedback on the cleaning has been positive.

Community garden – The contractor erected the fencing and installed the gates between the existing garden Co-op grass area and between the Co-op carpark and the grass area.

Elections: No election is required for Ruskington Parish Council, and it is quorate.

Electronic noticeboard – the Admin Assistant is gathering quotes.

Co-op Champion Scheme - Co-op members have raised £ 973.61 for the community garden and replacing the planters beside the Beck.

Drains - IWJS Ltd continued works to clear the drain on High Street North.

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.

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 – A committee meeting was held on 23 March 2023 to agree any changes to the requirements for the office conversion, and to agree the contractor to project manage and undertake the work. Further information was required from the contractors.  Information was a received by 31/3/2023 and the Committee considered this at a meeting held on 3/4/23. (Agenda item)

Finance Committee – A committee meeting was held on 23 March 2023 to review the Council’s reserves and agree how the conversion of the office could be funded. (Agenda item).

Garden of Remembrance - Quotes are being obtained for sandblasting the entrance gates and refurbishing the plaque. (Agenda item)

Horseshoe Hollow Information Boards - Quotes are being obtained for 3 x boards to match those used in the closed churchyard.

Opening & closing the public toilets and Parkfield car park - Aurora has provided a quote for both. This excludes weekends.  The village hall caretaker and evening users may be able to help with closing the carpark. Quotes are being obtained for self-locking doors for the ladies and gent’s toilets.

Pavilion – The Clerk met with students and staff from Lincoln University on 13/4/23 so they could take measurements and start to draw up plans for the building.

Parkfield play area - Wickstead has not yet fitted the step at either end of the Monkey Bars. A quote has been received which the RFO is trying to reduce, as the play area was designed for those aged under 14 years old.

Public toilets – The 25 year lease ends in 2026. NKDC has been contacted who will raise the lease / future of the toilets with the asset management team at NK. Due to misuse, a plumber was required to unblock the gent’s toilet on 6/4/2023.

Roof Repairs/ replacement – The quotes for the repair to the leaking roof over the back bedroom (dormer window) and the replacement workshop roof due to it leaking in several places were agreed by the Estate Management Committee at a meeting held on 23 March 2023. Both quotes were over the limit agreed for the Clerk to spend in an emergency. The successful contractor advised that at this time the carport roof did not need replacing but it would be sealed, and the edges trimmed to align with the new roof. The work is scheduled to take place on 11 and 12 May (weather depending.) (Agenda item)

Royal British Legion Sleepout – This raised £596 for the RBL. RPC has been thanked by the event organisers for the use of the Garden of Remembrance and the toilets.

Staff matters - Both new caretakers commenced in post w/c 3 April 2023 and are settling in.  Compliments have been received on their work completed so far.

Grass cutting has commenced, the benches beside the Beck are being refurbished (treated and painted) and the cemetery paths and graves are being weeded and cleaned of twigs and pinecones by hand.

The RFO’s last day in post is Friday 5 May 2023.

The Clerk is on annual leave from Tuesday 8 May 2023 – Friday 19 May (inclusive).

Tree work – Quotes for the essential tree work are being obtained. (Agenda item).