12 March 2024
Ruskington Parish Council
Minutes of an ordinary meeting of Ruskington Parish Council held on Tuesday 12 March 2024 at the Methodist Church, Chapel Street, Ruskington, NG34 9DX at 8pm.
This meeting followed the Annual Parish Meeting.
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Present: |
Chairman |
Cllr O Ditch |
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Councillors: |
C Bain, S Cotter, D Conway, G Cox, M Trolley, L Tomlinson, A Jennings |
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Also, in attendance: |
Mrs Kathryn Locke (Clerk to Council)
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One member of the public was present.
Public Session: The member of the public was observing the meeting as they hoped to apply for co-option to council.
The Chairman opened the Council meeting at 8.10pm.
1. Apologies for absence.
All councillors were present.
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 Tomlinson declared an interest in agenda item 8.3.b, below as he was a member of the Lions JFC.
3. To receive reports from the District and County Councillors.
Cllr Wright had attended the Annual Parish Meeting held immediately prior to this meeting and had presented both the district and county council reports at this meeting.
4. To approve the notes of the meeting held on 13 February 2024 as accurate Minutes.
Action: The Council RESOLVED to approve the notes as accurate Minutes. Proposed by Cllr Cox, seconded by Cllr Conway and approved with seven votes for and one abstention (had not been present at the previous meeting).
The Chairman signed the Minutes.
4.1. To approve the notes of the extra-ordinary meeting held on 20 February 2024 as accurate Minutes.
Action: The Council RESOLVED to approve the notes of the extra-ordinary meeting as accurate Minutes. Proposed by Cllr Trolley, seconded by Cllr Jennings and approved unanimously.
The Chairman signed the Minutes.
5. Financial Matters (Information previously circulated).
Financial information had been circulated prior to the meeting by the RFO.
5.1. To approve the payments made since the last meeting held on 13 February 2024.
Action: The Council RESOLVED to approve all the payments made and invoices received since the last meeting. Proposed by Cllr Jennings, seconded by Cllr Trolley and approved unanimously.
5.2. To approve the bank reconciliation for January 2024.
The bank reconciliation was not available at the meeting and would be considered at the April meeting.
5.3. To receive the mid-year report from the internal auditor.
The report had been circulated prior to the meeting and concluded that, “The Council has competent staff, and its overall governance is good.” Recommendations for minor procedural adjustments were provided.
5.4. To consider the expenditure for cancelling the Edge financial management software and returning to QuickBooks.
The early exit fee was £676. The fee for using QuickBooks was £38.00 per month. The potential saving by using QuickBooks over the remaining 4-year term with Edge was £760.
Action: The Council RESOLVED to cancel the agreement with Edge for the financial management software and to re-subscribe to Quickbooks. Proposed by Cllr Trolley, seconded by Cllr Conway and approved unanimously.
5.5. To receive an update on the funding application to the North Kesteven Rural England Prosperity Fund (REPF) for the installation of solar panels at the changing rooms/pavilion.
The outcome of the funding application was not known.
5.6. To consider writing off the debt from a) Memorials for You, and b) Allenby Funeral Directors as recommended by the internal auditor at the mid-year audit.
Action: The Council RESOLVED to write off the debt from Memorials for You and Allenby Funeral Directors. Proposed by Cllr Jennings, seconded by Cllr Trolley and approved unanimously.
6. To receive an update on the co-option to Ruskington Parish Council.
No applications had been received. A member of the public was observing the meeting as they were considering applying for co-option.
7. To consider the catering arrangements and quotes for the cemetery and head stone inspection training on 25 April 2024. (Deadline extended.)
Costs for the lunches would be reimbursed by the Institute for Cemetery and Crematoria Management at £10.00 per head (£160.00 in total).
Action: The Council RESOLVED to accept the quote from JJ Southern’s bakery but to ask for the lunches to include vegetarian, vegan, and gluten free options.
8. To review and agree the following for the hire / use of the sports facilities for 2024-2025 as recommended by the Recreation & Environment Committee following their meeting on 13 February 2024.
8.1. Application form to request the use of the facilities.
8.2. Lease agreement for use of the facilities.
8.3. Terms and Conditions for use by the following: -
a. The Terms and Conditions for use by sports teams
b. The Terms and Conditions for use by the Lions JFC (including the use of the kitchen)
c. The lease agreement for use by non-sporting organisations (individuals, businesses, and charities).
8.4. To receive / consider the revised proposed plans for the pavilion and agree the next steps.
8.5. To consider the condition of the playing fields following two flood events and rain fall and the issues caused by grass cutting.
8.6. To consider applying for funding from the Football Foundation for the maintenance and improvement of Parkfield playing fields.
Action: In view of the recent and ongoing issues with the waterlogged playing fields and grass cutting, the Recreation Committee to review the lease agreements and terms and conditions again.
9. To receive an update on the renovation of the parish office.
The office toilet and toilet wall had been removed to link the front and rear of the offices. The new toilet and sink were operational. Heating panels were being hung from ceilings and the wall between the two upstairs rooms in the parish office had been removed.
9.1. To consider the quotes for the replacement and relocation of the air-conditioning unit in the Clerk and RFOs’ office. (Current unit over 20 years old and has rusty pipework.)
Action: This would be considered again once the new, opening, office windows had been installed. Opaque glass and shades over the windows to also be considered.
9.2. To receive the pre-planning response from NK regarding planning permission for the downstairs parish office windows. (Ref 24/0051/PREAP).
This was awaited.
9.3. To consider applying for planning permission for the installation of new downstairs windows for the parish office, if required. (Current windows were single glazed and non-opening.)
This was deferred until NKDC advised if planning permission was required.
10. To consider the information and quotes for the replacement of the wooden bridge over the Beck in Horseshoe Hollow. (Additional quote obtained.)
Action: Further information to be obtained from LCC regarding the specification they built their bridges too and any involvement by a structural engineer.
11. To receive an update from the Communication Working party on its proposal for the replacement of the Signpost magazine – Cllr Conway.
The last edition of the Signpost magazine (Spring 2024) had been published in March.
Action: The Council RESOLVED to trial for one year, the insertion of a double sided A5 newsletter into the Local Lincs magazine on a quarterly basis. These would be delivered to every property in Ruskington (2,600 copies) by Local Lincs. The newsletter would include Council information only. Proposed by Cllr Conway, seconded by Cllr Cox and approved unanimously.
12. To consider how Council will support the commemoration of D-Day 80 on 6 June 2024.
The PCC was planning to hold a service of commemoration at the parish church, followed by the serving of refreshments, and the parish church bells would be rung.
Action: The Council RESOLVED to purchase the red lantern and the Flag of Peace. A meeting was to be held with Rev’d Jenkins to discuss the commemoration. Proposed by Cllr Trolley, seconded by Cllr Conway and approved unanimously.
13. To consider the revised quote for the two village signs. (Previously approved quote out of date.)
This was not available for the meeting.
13.1. To agree the exact locations for the village entrance signs on Sleaford Road and Lincoln Road. (LCC has given consent for the signs.)
The Environment Caretaker had provided a report with suggested locations, photographs and “What3Words” references.
Action: The Council RESOLVED to approve the locations on Sleaford Road and Lincoln Road. The Clerk to send the information to LCC. Proposed by Cllr Bain, seconded by Cllr Jennings and approved unanimously.
14. Planning – Applications received since the last meeting: -
a. Application Reference: 24/0168/HOUS
Proposal: Single storey rear extension
Location: 27 Sessile Crescent Ruskington Sleaford Lincolnshire NG34 9WP
Action: The Council had no objections to this application. Council noted that it
was not immediately evident that the address is a semidetached property which may draw comment from the attached neighbour.
b. Application Reference: 24/0230/HOUS
Proposal: Replace conservatory with single storey side and rear extension
Location: 46 Roxholm Close Ruskington Sleaford Lincolnshire NG34 9EF
Action: The Council had no objections to this application. The proposed extension would replace a traditional conservatory with a more energy-efficient alternative without significantly increasing the existing footprint.
c. Application Reference: 24/0240/HOUS
Proposal: Erection of two storey rear extensions and single storey rear and side
extension along with new vehicular access.
Location: 3 Brook Way Ruskington Sleaford Lincolnshire NG34 9FN
Action: The proposed extension is to the rear of the existing property. The Beck borders the rear garden which is classified as Flood Zone (FZ) 3 (high risk of flooding). While technically feasible to build on FZ 3 land (subject to the EA’s scrutiny applicant’s Flood Risk Assessment and subsequent approval), Council questioned the logic of doing so given the historic flooding events within the village.
d. Planning Application References: 24/0179/HOUS /24/0180/LBC
Proposal: Demolish and rebuild flat roof extension, convert utility buildings to domestic use, replace porch with garden room, internal works to main dwelling, erection of outdoor kitchen with store and shower room and installation of solar panels and battery storage.
Location: 15 Holme Lane Ruskington Sleaford Lincolnshire NG34 9DN.
Action: The Council had no objections. Council noted that there was no flood risk assessment, but as the area was classified as Flood Zone 3 this may generate comments from the Environment Agency.
14.1. Planning applications approved by NKDC since the last meeting: -
a. Application Reference: 24/0048/HOUS
Proposal: Erection of first floor extension
Location: 3 Sleaford Road Ruskington Sleaford
15. Correspondence - for information only. (Circulated to Councillors prior to the meeting).
a. LALC (via email) – Fortnightly e-news
b. LCC (via email 16/2/23) – Identification of suitable locations for future EV charge points.
c. PCC and All Saints Bell Ringers (via email on 16/2/24) – Commemorating D-Day 80
d. Environment Agency (via email 19/2/24) – Flood Mobile and attendance at the Annual Parish Meeting.
e. Safer Together Team Coordinator (by email on 19/2/24) - Safer Together information.
f. Ruskington Youth Club (via email on 26/2/24) – Notice of tree work at the Youth Club property, high Street South, on 28/29 February 2024.
g. Police and Crime Commissioner (via email on 29/2/240) – Information from a PCC and parish council (online) engagement event.
h. Sleaford Athletic Football Club (via email on 1/3/24) – Grass cutting at Parkfield playing fields.
i. NKDC (via email on 1/3/24) – Confirmation of public footpath extinguishment order 2023 for part of public footpath number 2, Ruskington.
j. LCC Flood Resilience Co-ordinators (via email on 1/3/24) – Section 19 flood investigation consultants visiting the area.
k. Funfair (via email on 1/3/24) – Request to bring a funfair to Ruskington in the summer of 2024. (April agenda item if further information could be obtained from the funfair.)
16. To receive Councillors’ reports for information only and items for inclusion on the next agenda.
- Cllr Cotter asked the if the caretakers could be asked to paint the interior of the changing rooms once costings were known. (April agenda item.)
- Cllr Jennings had been asked about the progress with the basketball hoops for the MUGA.
- Cllr Bain advised that the planned HR Committee meeting and business planning working party meetings had been rescheduled for 19 March.
17. 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 below.
Action: The Council RESOLVED to exclude the public and press. Proposed by Cllr Cotter, seconded by Cllr Conway and approved unanimously.
The meeting closed at 9.54pm and the member of public left the meeting. The meeting re-convened at 9.55pm.
18. To receive an update on staff welfare – Cllr Bain.
Advice had been sought from LALC’s HR Adviser.
Action: The HR Committee to consider the HR adviser’s advice and agree recommendations for council to consider.
The Chairman closed the meeting at 10.06pm.