16 May 2023 - AMPC
Ruskington Parish Council
Minutes of the Annual Meeting of Ruskington Parish Council held on Tuesday, 16 May 2023 at the Parish Council Office, High Street North Ruskington, NG34 9DY at 7pm.
Present:
Cllr O Ditch (Chair), Cllr Bain, Cllr Cotter, Cllr Cox, Cllr Jennings, Cllr Tomlinson, Cllr Trolley.
Also, in attendance:
Mr S Johnstone (Administration Assistant)
Cllr R Wright (District & County Councillor)
Cllr M Waldeck (District Councillor)
1 member of the public was present.
The Chair opened the meeting at 7.10pm.
1. To elect a Chair for the civic year.
One nomination for Chair, Cllr Ditch, was received by the Clerk.
Action: The Council RESOLVED to elect Cllr Ditch as the Chair for the civic year. Proposed by Cllr Jennings, seconded by Cllr Trolley and approved unanimously.
2. To receive a Declaration of Acceptance of Office of Chair for Ruskington Parish Council.
Cllr Ditch signed a Declaration of Acceptance of Office of Chair in the presence of the council.
3. To receive and accept apologies where valid reasons for absence have been given to the Parish Clerk prior to the meeting.
No apologies were received.
4. To receive declarations of interest and to consider applications for dispensations in relation to DPIs. Disclosure of Pecuniary and Non-Pecuniary Interests is to be in accordance with the Localism Act 2011 and to consider any applications for dispensations in relation to DPIs. The need for Disclosure is to be based upon agenda items or at any suitable time during the Meeting when it becomes apparent to a Member.
No declarations were received.
5. To elect a Vice-Chair for the civic year.
One nomination for Vice-Chair, Cllr Cox, was received by the Clerk.
Action: The Council RESOLVED to elect Cllr Cox as the Vice- Chair for the civic year. Proposed by Cllr Cotter, seconded by Cllr Tomlinson and approved unanimously.
6. To agree the Committees and Working Groups of Council.
Action: The Council RESOLVED that due to the small number of councillors all current committees would be dissolved with immediate effect except for the HR Committee. A new Operations Committee would be established to coordinate the remainder of council business. Proposed by Cllr Cotter, seconded by Cllr Trolley and approved unanimously.
6.1. Appointment of members to serve on Committees and Working Groups of Council, as required.
Action: The Council RESOLVED the appointment of Cllr Ditch, Cllr Bain, Cllr Cox, Cllr Tomlinson, and Cllr Trolley to serve on the HR Committee. All Cllrs would be members of the Operations Committee. Proposed by Cllr Trolley, seconded by Cllr Jennings and approved unanimously.
7. Appointment of representatives to outside bodies: -
7.1. Ruskington Emergency Plan Committee
Action: The Council RESOLVED the appointment of Cllr Tomlinson as the Ruskington Emergency Plan Committee representative with an undertaking to review the council’s current emergency plan. Proposed by Cllr Bain, seconded by Cllr Trolley and approved unanimously.
7.2. Ruskington Village Hall Management Committee
Action: The Council RESOLVED that due to the small number of councillors, a representative would be appointed monthly when the Village Hall Management Committee meeting dates were known. Cllr Bain would attend the next meeting. To be reviewed when the number of council members increases. Proposed by Cllr Ditch, seconded by Cllr Cox and approved unanimously.
8. To receive the Annual Report – Cllr Ditch
Cllr Ditch informed the council that the Annual Report was not ready for publication. The report would be published at the next ordinary meeting.
9. Financial Matters.
9.1. To review comments received in the Internal Auditor’s Report, if available.
The Internal Auditor’s Report had not been received. Clerk to hasten the Internal Auditor before the next ordinary meeting.
9.2. To nominate and approve the bank signatories.
Action: The Council RESOLVED the appointment of Cllr Ditch, Cllr Bain, and Cllr Cox as bank signatories. Proposed by Cllr Tomlinson, seconded by Cllr Cotter and approved unanimously.
9.3. To consider/approve the payments made since the meeting held on 20 April 2023.
Action: The Council RESOLVED to approve the payments and requested clarification from the Clerk of the following entry.
NBB Ltd Bench and table for Community Garden CARD £ 1,200.00
Proposed by Cllr Ditch, seconded by Cllr Trolley and approved unanimously.
9.4. To consider /approve the bank reconciliations for April 2023.
Due to issues with transferring financial information to the new accounting software, the bank reconciliations were not available for this meeting.
10. Consider the review of the following documents and consider any amendments recommended: -
10.1. Standing Orders
10.2. Financial Regulations
10.4. Code of Conduct
Action: The Council RESOLVED that all documents were fit for use and would be adopted immediately. Proposed by Cllr Trolley, seconded by Cllr Jennings and approved unanimously.
10.5. Terms of Reference for:
a. The Chair
b. The Vice-Chair
c. Delegates to outside agencies
d. HR Committee (if required)
Action: The Council RESOLVED that the Terms of Reference were fit for use and would be adopted immediately. Proposed by Cllr Ditch, seconded by Cllr Tomlinson and approved unanimously.
11. Planning - Applications received since the last meeting.
a. Application Reference: 23/0458/HOUS
Proposal: New bay window on front of existing house
Location: 2 Grange Close Ruskington Sleaford Lincolnshire NG34 9FB
Action: No objections were raised.
11.1. Applications approved by NKDC since the last meeting.
a. Application Reference: 23/0196/HOUS
Proposal: Demolition of existing conservatory and erection of single storey rear extension
Location: 23 Westcliffe Road Ruskington Sleaford (Approved.)
b. Application Reference: 23/0219/HOUS
Proposal: Erection of extensions and alterations including raising eaves to rear roof slope
Location: 28 Manor Street Ruskington Sleaford
11.2. Applications refused by NKDC since the last meeting.
c. Application Reference: 23/0271/PNND
Proposal: Change of use of agricultural buildings to 5 dwellings
Location: Land and Buildings at Fen Road Ruskington (Refused)
12. Correspondence - for information only. (Circulated to Councillors prior to the meeting).
a. LALC – Fortnightly e- news
b. Lincolnshire Policy – Publicity for community fraud surgeries in Sleaford and Leasingham (Information shared on Council’s social media pages).
c. LCC – Town and Parish Newsletter for April 2023
d. LALC – List of available training
e. Resident – Possibility of a book swop shelf / community library in the parish office or a community garden
13. To receive Members’ Reports – for information only. (Any items raised for decision will appear on the agenda for the next meeting).
The Chair expressed his heartfelt thanks to all involved in organising the Family Fun Day held on the 7 May 2023. The day was an outstanding success and the Chair stated that the council should start to investigate ways to contribute to next year's event.
14. 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 Ditch, seconded by Cllr Tomlinson and approved unanimously.
The Chair closed the meeting at 8.15pm. The meeting reconvened at 8.45pm.
15. To review/ approve the final quote, if available, for the agreed renovation and conversion of the parish office, following a meeting with the successful contractor on 27 April 2023.
The final quote was not available for this meeting. Item deferred to next ordinary meeting.
16. Staff matters - Cllr Ditch
16.1. To agree the panel for shortlisting the applications for the position of RFO and Deputy Clerk
Action: The Council RESOLVED to agree that Cllr Ditch, Cllr Jennings, and the Clerk act as panel members for shortlisting applications.
16.2. To agree the date for shortlisting the applications (w/c 29 May 2023)
Action: The Council RESOLVED to agree the date of 31 May 2023 to shortlist applications.
16.3. To agree the panel for the RFO and Deputy Clerk interviews
Action: The Council RESOLVED to agree that Cllr Cotter, Cllr Jennings, and the Clerk act as interview panel members.
16.4. To agree the date for the RFO and Deputy Clerk interviews (w/c 5 June 2023)
Action: The Council RESOLVED to agree the date of 7 June 2023 to interview candidates.
The Chair closed the meeting at 9.15pm.
Clerk’s Report for May 2023 meeting. |
Meeting date: 16 May 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 20 April 2023.
Audit – The auditor has commenced the internal audit.
Bins – Three new litter / dog waste bins arrived on 2/3/23. These are for Horseshoe Hollow, Leasingham lane and Westcliffe Rd.
Celebration of the Coronation of King Charles III – Winner of Best Dressed Window Competition was Ink & Toner.
Memorial inspections – The Clerk attended ICCM training on the inspection of headstones in Scotter on 27 April 2023. (Future agenda item).
Cleaning of the sports facilities and public toilets – From 24 May2023 the cleaning of the public toilets, pavilion and changing rooms will be undertaken by the Council caretakers.
Community garden – A risk assessment was undertaken on 27/4/23. The Environment Caretaker has marked out the latest version of the garden plan to check that everything fits in, as agreed at the last Env Cttee meeting. (Everything fits in.) The Co-op is going to "hatch" one of the parking bays - date to be confirmed. Quotes for the entrance sign with the regulations/opening times are being obtained. The Property Manager from the Co-op has visited the garden and thinks the fence looks "great". A picnic table with built in bench and an ordinary bench arrived on 3/5/23.
Electronic noticeboard – the Admin Assistant is gathering quotes.
Drains - IWJS Ltd continued works to clear the drain on High Street North.
EDGE software – Finance and Playground inspection training was undertaken by the RFO, Clerk and Admin Assistant on 3/5/2023.
Estate Management Committee – Members of the Committee, the Clerk and RFO met with Newman Moore on 27/4/23 at the parish office. (Notes of the meeting and amendments to the works required previously circulated.)
Garden of Remembrance – Weeding of the garden has commenced.
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 will be opening and closing the public toilets and Parkfield carpark. Public consultation for the Pavilion – This went live 26 Apr 2023 on social media. Hard copy forms were available at Family Fun Day on 7 May 2023. Also available form the parish office as required.
Roof Repairs/ replacement – Work due to commence on 11 May 2023.
Staff matters - The RFO’s last day in post as the full time RFO and Deputy Clerk was Friday 5 May 2023. However, the RFO will be working a few hours each week as the RFO to deal with financial matters and pay roll until a handover for the new RFO and Deputy Clerk has been completed.
Tree work – Quotes for the essential tree work are being obtained. (Agenda item).