Full Council Minutes - 1 April 2023 - 31 March 2024

Ruskington Parish Council

Minutes of an ordinary meeting of Ruskington Parish Council held on Tuesday 13 February 2024 at the Winchelsea Centre, High Street North Ruskington, NG34 9DY at 7pm.

County and District Councillor R Wright

Mr Andrew Doughty - Environment Caretaker

A representative from the Wildlife Recovery Trust

2 members of the public.

Public Session: The Chairman opened the public session at 7.01pm and welcomed everyone.

Two residents reported on a meeting of Ruskington flood victims that they had organised on 4 February 2024. This had been attended by 25-30 residents. A false reading for the water level in the Beck as recorded on the Environment Agency (EA) website had been reported to the EA. A list of questions for the EA and research on local flooding and flooding defence expenditure were presented to Council in paper form.  Questions were raised about the filling in of a drainage ditch on Sleaford Road. It was not known when this had been filled in or what watercourse this ditch had been connected to. One of the residents had met with the Environment Caretaker who had demonstrated his model of how Horseshoe Hollow functioned as a sponge to hold flood water and to slow down the rate of the flood water entering the village. Water levels in the Beck had raised to almost flood level again on Sunday 11 February. The Chairman invited Cllr Wright to respond and provide an update on the flooding events.  Meetings had been held with the relevant agencies including the Internal Drainage Boards. Coastal flooding was the largest threat to Lincolnshire, but other flooding was now occurring.  The flooding was on a huge scale and no immediate or simple answers to the prevention of flooding was currently known. A budget was being agreed for flooding research and flood prevention. It was recognised that farmers were being blamed as a cause of flooding, but many fields remaining underwater and were therefore unusable. Anglian Water was not responsible for water running off land. The Chairman thanked the residents and Cllr Wright for their hard work and research. No other questions or comments were raised from the public.

The two members of the public left the meeting.

The Chairman opened the Council meeting at 7.19pm.

1. Apologies for absence.

Cllr Jennings had been unable to attend the meeting and had sent valid apologies.

Action: The Council RESOLVED to accept Cllr Jennings’s apologies. Proposed by Cllr Cotter, seconded by Cllr Trolley 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.

None were declared at this time.

3. To approve as a correct record the notes of the meeting held on Thursday 18 January 2024.

Action: The Council RESOLVED to approve the notes as accurate Minutes. Proposed by Cllr Trolley, seconded by Cllr Bain and approved with five votes for and two abstentions (had not been present at the previous meeting).

The Chairman signed the Minutes.

4. To receive an update on the recent flood events and prevention of future flood events, if available, from County Councillor Wright.

Cllr Wright had provided his update during the public session, above.

5. To consider information from the Waterlife Recovery Trust regarding a water vole recovery programme for Horseshoe Hollow.

The Chairman, with the approval of Council, invited the representative of the Trust to introduce themself, to explain the national recovery programme, and to answer Council’s questions. 

Action: The Council RESOLVED to agree the recovery programme if a suitable location could be found. The representative was to meet with the Environment Caretaker at Horseshoe Hollow to explore a location and Cllr Cotter was asked to research another suitable location and to speak with the landowner on behalf of Council. Proposed by Cllr Bain, seconded by Cllr Tomlinson and approved unanimously.

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

• Cllr Wright (District and County Councillor for Ruskington) reported that he had met with the Regional Director of the Environment Agency to discuss flooding issues and LCC were budgeting for flood schemes. The Section 19 Investigation would highlight the areas to spend money on.
• Food security was an issue due to the flooded fields.
• If the Parish Council could find a solution to flooding, including a way to stop flood water flowing so fast, this could be put to the Environment Agency. However solutions could not put other communities at risk of flooding.
• NKDC was raising its precept for 2024-2025 by 2.68%. This was an increase of £3.30 per year for band D properties.
• LCC was considering a 5% budget increase and there was a public consultation on this.

The Chairman thanked Cllr Wright. Cllr Wright left the meeting.

7. Financial Matters

The information had been circulated previously. The Clerk gave an update on the invoice from the renovation contractor which had not been received as requested.

   7.1. To consider approval of payments made since the last meeting held on 18 January 2024.

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

   7.2. To consider approval of the bank reconciliations for December 2023 and January 2024.

Action: The Council RESOLVED to approve the bank reconciliations for December 2023 and January 2024. Proposed by Cllr Cotter, seconded by Cllr Tomlinson and approved unanimously.

   7.3. To receive an update on the mid-year internal audit as arranged via LALC.

The midyear audit had commenced on 13 February 2024. As well as financial accounting, the audit included council’s governance, staff contracts and appraisals, policies and procedures, playground and defib inspections, agendas and minutes, the Council’s website and noticeboard.

   7.4. To consider the cost for cancelling the accounting software package with Edge.

The RFO had obtained a cost for cancelling the Finance package. The Clerk and RFO had met with the Clerk/RFO and Assistant RFO at Sleaford Town Council (STC), who used the Edge software, to discuss any strategies that may help with using the software.  STC had used the software for sixteen years and had developed ways to work around the software issues. The RFO had recommended a return to using QuickBooks as this met with Council’s financial requirements, gave accurate information, and it was quick and easy to for obtain financial reports.

Action: The Council RESOLVED for the RFO to reinstate QuickBooks alongside the Edge software until a final decision could be made. The RFO to advise of the cost of using QuickBooks as well as the other Edge packages used by Council but minus the financial package. Proposed by Cllr Ditch, seconded by Cllr Trolley and approved unanimously.

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

No expressions of interest or completed application forms had been received.

9.  To receive the Clerk’s report – for information only.

This had been circulated prior to the meeting. The Clerk updated Council on the delivery of the electric van. 

10. To consider / approve the Terms of Reference for the following committees:

   10.1. Recreation and Environment Committee

   10.2. Estate Management and Planning Committee

Action: The Council RESOLVED to approve and adopt the Terms of Reference for both committees. Proposed by Cllr Cox, seconded by Cllr Trolley and approved unanimously.

11. To finalise the plans for the Annual Parish Meeting being held on Tuesday 12 March 2024 at 6.30pm.

The EA had agreed to attend the meeting to listen to resident concerns over flooding. They would be asked to provide a formal presentation and to have an information stand. LCC Flood Team and Anglian Water had also been invited to attend.

Action: Committee chairmen and subject leads to provide information on 2023-2024 projects for the Annual Report. This information would be presented at the meeting using PowerPoint. Cllr Trolley and the Admin Assistant to review the IT facilities at the Methodist Rooms.

   11.1. To consider changing the venue to the Methodist Church for improved IT facilities, at a cost of £10.00 per hour.

Action: The Council RESOLVED to change the venue to the Methodist Church as this provided IT facilities. Proposed by Cllr Ditch, seconded by Cllr Trolley and approved unanimously.

   11.2. To consider changing the date of the ordinary meeting from 12 March 2024.

The ordinary meeting would commence after the Annual Parish Meeting, no later than 8pm.  The meeting would be adjourned, if required, on the evening. Proposed by Cllr Cox, seconded by Cllr Trolley and approved unanimously.

   11.3. To consider catering arrangements for the Annual Parish Meeting and agree a maximum budget.

Action: Non-alcoholic beverages, biscuits and cakes to be available at no charge. The Co-op to be asked for a donation towards the refreshments.  

   11.4. To finalise the questions for the 2024-2025 public survey.

Action: The consultation questions were agreed with some changes to the formatting. The consultation to be available at the Annual Parish Meeting.

12. To consider the catering arrangements for the cemetery management training day on 25 April 2024.

Three local catering companies had been approached twice to provide quotes. Only one quote had been received.

Action: The deadline for the return of the quotes to be extended with a request for more savoury foods and less cake.

13. To receive information on the rot and decay of the wooden footbridge bridge over the Beck in Horseshoe Hollow and consider the options and costs for replacing the bridge.

The Environment Caretaker had provided a detailed and thorough report on the bridge with four costed options for replacing the bridge.

Action: A local firm to be approached for a quote. If available and following due diligence this would be considered at the March meeting. Proposed by Cllr Cox, seconded by Cllr Bain and approved unanimously.

14. To consider applying for the next round of Funding for Capital Projects in North Kesteven, Rural England Prosperity Fund (REPF) and agree the project.

Action: The Council RESOLVED to approve the recommendation of the Environment Committee to apply for £10,000 of REPF for funding for the supply and installation of solar panels on the roof of the changing rooms, plus a battery, to provide heating and hot water for the pavilion and changing rooms. This would be match-funded by the CIL money ringfenced for the pavilion refurbishment. Proposed by Cllr Ditch, seconded by Cllr Cotter and approved unanimously.

15. To consider enrolling the Environment Caretaker on a chainsaw training course with a local provider at a cost of £795 + VAT.

Action: The Council RESOLVED to enrol the Environment Caretaker on the chainsaw training course. Proposed by Cllr Cox, seconded by Cllr Cotter and approved unanimously.

   15.1 To consider purchasing chain-saw equipment and PPE at a cost of approximately £700 +VAT, if the training course is approved.

Action: The Council RESOLVED to purchase the chain saw equipment and PPE. Proposed by Cllr Trolley, seconded by Cllr Bain and approved unanimously.

16. To consider the quotes for reducing the height of the cemetery hedge where it casts shade on neighbouring properties.

Only one quote had been received.

Action: The Council RESOLVED that the Environment Caretaker would keep the hedge trimmed to the height of the fence until he was qualified to undertake work with a chain saw. No work to be undertaken if bird activity was evidenced. Proposed by Cllr Cotter, seconded by Cllr Bain and approved unanimously.

The Environment Caretaker left the meeting. 

17. To receive a report from the Recreation and Environment Committee following a committee meeting held on 13 February 2024, and consider all recommendations.

The notes of the meeting had previously been circulated.

   17.1. To consider the quotes and options for installing basketball hoops at the MUGA.

Action: Alternative quotes and options for the hoops to be explored.

   17.2. To receive an update on the plans to refurbish the Pavilion and incorporate a community café.

A revised plan for the pavilion was circulated at the meeting.

   17.3. To consider the installation of solar panels on the roof of the changing rooms to heat the pavilion, (the pavilion roof is not suitable), and review the quotes.

Action: Action: The Council RESOLVED to install the solar panels at a cost of £17,860.01 excl VAT. The Clerk to submit a funding bid before 16 February 2024, for the Capital Projects in North Kesteven, Rural England Prosperity Fund for the supply and installation of the solar panels. (Please see agenda item 14 above.) If funding was not achieved, the cost would be covered by the CIL money ringfenced for the pavilion refurbishment. Proposed by Cllr Cox, seconded by Cllr Cotter and approved unanimously.

   17.4. To review / approve the criteria for the stopping dog-fouling poster competition.

Action: The competition would be aimed at primary school aged children. The prize would be their posters being displayed around the village (in accordance with the Council’s advertising and displaying posters’ policy). The posters to be highly visual and contain language suitable for the age of the children.

   17.5. To consider sources of funding for recreation and environmental projects.

As well as applying for the Capital Projects in North Kesteven, Rural England Prosperity Fund, other funding opportunities to be researched. Larger local businesses to be written to inviting them to consider a donation towards the pavilion renovation and community café.

   17.6. To consider a request to use Parkfield car park for monthly markets.

The monthly markets were to be held at the village hall.

Action: Due to the limited parking at Parkfield playing fields it would not be possible for stalls to be placed on the carpark or for market stall holders to park on the carpark. Council would allow stalls on the grass beside the village hall carpark and would suggest an alternative parking location to the market organiser.

18. To receive an update from the Estate Management and Planning Committee following its meeting on 1 February 2024 and consider all recommendations.

The notes of the Estate Management Committee meeting had been circulated prior to the meeting.

   18.1. To consider the quotes to refurbish the lych gate at Sleaford Road cemetery.

Action: The Council RESOLVED to approve the quote from Carre Heritage at a cost of £1,140.00 excl VAT for the refurbishment of the lych gate. Proposed by Cllr Ditch, seconded by Cllr Cotter and approved unanimously.

   18.2. To consider if an intruder alarm system is required for the rear of the property.

Action: A wireless alarm system to be retrofitted once the renovation was complete.

   18.3. To consider the quotes for the relocation of the air conditioning unit.

Action: The Council RESOLVED to accept the quote from Spalding Air Conditioning to relocate the unit at a cost of £917.26. Proposed by Cllr Cotter, seconded by Cllr Ditch and approved unanimously.

   18.4. To consider the design for the parish office windows, and to consider applying for planning permission, if required, for the downstairs parish office windows.

The designs had been circulated and reviewed by the Estate Management Committee and the Clerk was awaiting a response from NK Planning regarding the downstairs parish office windows.

Action: The decision was deferred until an update on the renovation was received from the contractor. The Council asked Cllr Conway to phone the contractor from the Parish Office in the presence of the Clerk or RFO to obtain the update.

   18.5. To receive the revised quote for office kitchen.

Action: The Council RESOLVED to accept the revised quote for the kitchen from Turnbull’s Kitchen and Bathrooms at a cost of £1,819.45. Drawer and cupboard handles to be removed from the order. Proposed by Cllr Cotter, seconded by Cllr Trolley and approved unanimously.

19. To consider the planning applications received since the last meeting.

Applications had been reviewed by the Estate Management & Planning Committee at its meeting on 1 February 2024.

   a. Application Reference: 24/0048/HOUS

 Proposal:  Erection of first floor extension

 Location: 3 Sleaford Road Ruskington Sleaford Lincolnshire NG34 9B

Action: Council had no objections to this application.

   b. Application Reference: 23/1534/HOUS

Proposal:  Construction of single storey side extension to accommodate plant room

along with erection of bin store enclosure (retrospective)

Location:   48 Rectory Road Ruskington Sleaford Lincolnshire NG34 9AD

Action: Council had no objections to this application.

   c. Application Reference: 23/1519/OUT

 Proposal:  Application for outline planning permission with access to be considered for

construction of up to 37 no. affordable dwellings and associated infrastructure

 Location:   Former Glen Garry Farm Fen Road Ruskington Lincolnshire NG34 9TH

Action: Council could not decide on this application at this time. A list of comments and questions to be sent to NK Planning team for their consideration.

   d. Application Reference: 23/1534/HOUS

 Proposal:  Construction of single storey side extension to accommodate plant room,

siting of 6 no. external air conditioning units to rear and erection of bin store

enclosure to front (retrospective) (Amended Description)

 Location:   48 Rectory Road Ruskington Sleaford

Action: Council had no objections to this application, but comments would be submitted to NK Planning for their consideration.

19.1. To receive notice of withdrawn planning applications.

   a. Application Reference: 23/0809/OUT

Proposal: Outline application (with all matters reserved) for the erection of 1no. detached

bungalow.

Location: Land To the Rear Of 14 Chapel Street Ruskington Sleaford

19.2. To receive notice of planning applications approved by NKDC.

   a. Application Reference: 23/1232/FUL

 Proposal: Erection of 3no detached bungalows and 4no detached houses with garages on

Plots 138-144 (formerly 6 pairs of semi-detached houses Plots 135-146) and revised

bungalow types (Plots 111 and 188)

 Location: Flaxwell Fields Off Lincoln Road Ruskington

   b. Application Reference: 23/1367/HOUS

 Proposal: Replace existing wooden windows with UPVC double glazed windows

 Location: Brook House 42 Manor Street Ruskington

20.  Correspondence – For information only. (Circulated prior to the meeting.)

   a. LALC (via email) - Fortnightly e-news

    b. Resident (via email on 16/1/24) – Litter in ditch between cemetery and factory. (Removed by Council caretaker.)

   c. Resident – (By hand on 22/1/24) – Flood survey and request to be a collection point for completed surveys. (Unable to accept responses due to GDPR and Data Protection Regulations 2018)

   d. Resident (via email on 22/1/24) - Litter in the Beck at the junction of Poplar Close. Removed by Council Caretaker)

   e. NKDC (via email on 24/1/23) – North Kesteven Snow Drop Walk for Child Bereavement UK. (Shared on Council’s communication channels).

   f. NKDC (by post on 24/2/24) – News NK

   g. Lincolnshire Environmental Crime Partnership (by email on 29/1/24) – Fly tipping and environment crime awareness. (Relevant information shared on Council’s communication channels.)

   h. Resident (via email on 29/1/24) – Ongoing litter in the ditch near the cemetery and factory on Sleaford Road.

   i. Local business (via email 29/1/24) - request to use Parkfield carpark for monthly markets.

   j. Billinghay and District Swimming Pool (by email on 1/2/24) - Outreach letter

   k. Environment Agency (by email on 7/2/24) – Emails re attendance at the Annual parish meeting and bringing the Floodmobile to Ruskington.

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

• Cllr Conway asked if the Signpost magazine and suggestions for its replacement could be added to the agenda for the March meeting.
• Cllr Bain advised that the HR Committee would be meeting on 6 March 2024 and also the Business Planning Group.

The Chairman closed the meeting at 10.09pm.