Ruskington Parish Council

Minutes of an ordinary meeting of Ruskington Parish Council held on Tuesday 13 June 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 7.05pm.

1. Apologies for absence.

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

Action: The Council RESOLVED to accept Cllr Jennings’s apology for absence. Proposed by Cllr Cotter, seconded by Cllr Bain 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.

3. To approve as a correct record the notes of the extra-ordinary meeting held on Thursday 8 June 2023.

Action: The Council RESOLVED to approve the notes of the extra-ordinary meeting as accurate Minutes. Proposed by Cllr Trolley, seconded by Cllr Cox and approved with 5 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 16 May 2023.

(Please see Appendix A.)

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

   4.2. To consider approval of the bank reconciliations for May 2023.

This information was not available and would be considered at the meeting on 11 July 2023.

  4.3. To consider the bank reconciliations for June 2023.

This information was not available and would be considered at the meeting on 11 July 2023.

   4.4. To receive the report from the internal auditor. (Circulated prior to the meeting.)

An excellent report had been received and a couple of recommendations had been made. Council thanked the RFO for her hard work and diligence.

   4.5. To complete via vote all statements of the Annual Governance Statement 2022/2023 (Section 1) of the Annual Governance and Accountability Return.

Each statement in Section 1 was read out individually for Council to consider and vote on.

Action: The Council RESOLVED by vote to approve all statements on of the Annual Governance and Accountability Return (Section 1) for 2022-2023. Proposed by Cllr Cox, seconded by Cllr Trolley and approved unanimously.

   4.6. To approve via vote the Accounting Statements 2022/2023 (Section 2) of the Annual Governance and Accountability Return.

Each statement in Section 2 was read out individually for Council to consider its accuracy.

The Council RESOLVED to approve by vote the accuracy of the Accounting Statements (Section 2) of the Annual Governance and Accountability Return for 2022-2023.

   4.7. To approve the end of year bank reconciliation for 2022-2023.

Action: The Council RESOLVED to approve the end of year bank reconciliation for 2022-2023. Proposed by Cllr Cox, seconded by Cllr Tomlinson and approved unanimously.

   4.8. To approve the renewal quote for the Council’s insurance at a cost of £3,610.49 for one year.

Action: Council RESOLVED to approve the quote for the insurance for 2023-2024.  Proposed by Cllr Trolley, seconded by Cllr Bain and approved unanimously. 

   4.9. To consider the allocation of £402.25 awarded from the Community Infrastructure Levy to the community garden, or other community project.

Action: Council RESOLVED that the £402.25 be allocated to developing the new area of the community garden, including planting. Proposed by Cllr Cotter, seconded by Cllr Cox and approved unanimously.

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

The Clerk advised that the six vacancies had been advertised since 9 May 2023, but no expressions of interest had been received.

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

   6.1. Document Retention and Disposal

Action: Council RESOLVED to adopt the policy with no amendments. Proposed by Cllr Cox, seconded by Cllr Trolley and approved unanimously.

   6.2. Environment Policy

Action: Council RESOLVED to adopt the policy with no amendments. Proposed by Cllr Cotter, seconded by Cllr Cox and approved unanimously.

   6.3. Safeguarding Policy

Action: To review the policy and make recommendations for the July meeting.

   6.4. Management of Memorial Headstones (draft policy).

Action: Council RESOLVED to adopt the policy following its review. Proposed by Cllr Trolley, seconded by Cllr Tomlinson and approved unanimously.

7.  To consider flying the Union Flag at the Parish Office on official flag flying days and Armed Forces Day (Saturday 24 June 2023). 

Action: The Council RESOLVED to fly the Union Flag on official flag flying days and Armed Forces Day. Proposed by Cllr Tomlinson, seconded by Cllr Trolley and approved unanimously.

8.  To consider the purchase of an electric van and agree the expenditure, following further research and comparisons on running costs. (Information previously circulated.)

Action: The Council RESOLVED to lease a Mercedes Benz eVito L2 (after checking its size), if funding for an electric charging point could be obtained. Proposed by Cllr Cotter, seconded by Cllr Bain and agreed unanimously.

   8.1. To consider the installation of an electric charging point and its expenditure. (Information previously circulated.)

Action: To apply for funding for an electric charging point to be obtained and installed.

   8.2. To consider an extension of the lease of the parish vehicle for six months until a decision on the lease of an electric van can be agreed.

Action: The Council RESOLVED to extend the lease for six months at a cost of £168.36 per month.  Proposed by Cllr Ditch, seconded by Cllr Cox and approved unanimously.

9. To consider the correspondence from Sleaford Athletic Football Club regarding the fees for 2023-2024.

Council recognised the importance of football for health and wellbeing and acknowledged that the team, with several members living in Ruskington, took care of the sports facilities.

Action: Council RESOLVED to charge Sleaford Athletic Football Club £500 for the 2023-2024 season with no charge for pre-season “friendly” games. This was subject to a name change to Ruskington Athletic FC being made as soon as possible.  Proposed by Cllr Cox, seconded by Cllr Ditch and approved unanimously.

10.  To consider the initial design proposal by students at Lincoln University for the refurbishment of Parkfield Pavilion and suggest amendments for the proposal.

Council commented on the students’ inspirational ideas and thanked them for their exceptional work in creating the concepts for the pavilion.

Action: Council to review the design proposals in preparation for making recommendations at the ordinary July meeting.

11. To consider the purchase of two laptops. One for use by the administration assistant to allow remote working as required, and one for shared use by Council’s caretakers to allow paperwork to be completed electronically.

Action: Council RESOLVED to purchase two laptops from SCIS Ltd, with 8GB RAM modules, carry cases and back-office support at a combined cost of £1,726.44 plus VAT. Proposed by Cllr Trolley, seconded by Cotter and approved unanimously.

12. To consider the updated quote for the 3 information boards for Horseshoe Hollow.

Action: Council RESOLVED to approve the updated quote for the 3 boards at a cost £1,764.00 including VAT. Cllr Cotter would complete the design drawings. Proposed by Cllr Cox, seconded by Cllr Tomlinson and approved unanimously.    

13. To consider undertaking an inspection of Sleaford Road cemetery and the closed churchyard, including the memorial headstones following the Clerk’s training by the Institute of Cemetery and Crematoria Management.

Action: The Council RESOLVED to undertake an inspection of the Sleaford Road cemetery and closed churchyard including the memorial headstones. Additional training for the caretakers to be sourced. Proposed by Cllr Cox, seconded by Cllr Tomlinson and approved unanimously.       

14. To assign two Councillors to undertake the mandatory training for memorial parade organisers, as funded by Lincolnshire County Council.

Action: Council RESOLVED for Cllr Cox to undertake the training for memorial parade organisers. Proposed by Cllr Ditch, seconded by Cllr Tomlinson and approved unanimously.

15. Planning – Applications received since the last meeting

   15.1. Prior Notification Householder Development

Planning Application Reference: 23/0535/PNH

Proposal: Single storey rear extension 4.0m in length from the original wall, eaves

height of 2.1m and maximum height of 3.2m

Location: 38 Whitehouse Road Ruskington Sleaford

Applicant: Mr Goddard

Action: Ruskington Parish Council had no objections.

   15.2. Prior Notification Householder Development

Planning Application Reference: 23/0565/PNH

Proposal: Single storey rear extension 5.0m in length from the original wall, eaves

height of 2.48m and maximum height of 2.83m

Location: 25 Dorrington Close Ruskington Sleaford

Applicant: Mr & Mrs Moore

Action: Ruskington Parish Council had no objections.  

   15.3. Planning Application Reference: 23/0521/HOUS

Proposal: Erection of single storey flat roof extension to rear and side

Location: 22 Silver Street Ruskington Sleaford Lincolnshire NG34 9DS

Action: Ruskington Parish Council had no objections.

   15.4. Planning Application Reference: 23/0485/HOUS

Proposal: Erection of single garage to rear of property (retrospective)

Location: 21 Coteland Road Ruskington Sleaford Lincolnshire NG34 9XL

Action: Ruskington Parish Council had no objections.

16. To review the Funday held on Sunday 7 May 2023 to celebrate the Coronation of King Charles III, and consider ways the Funday, and its organisers, can be supported by Council in the future.

Council felt that it could have had more of a present at the Funday.

Action: Ruskington Parish Council to have a stall at the next Funday with Councillors available to share information. Information boards and banners to be purchased. Proposed by Cllr Ditch, seconded by Cllr Cox and approved unanimously.

17. To consider the quote for the replacement spring for the see-saw at Parkfield play area.

Action: Council RESOLVED to purchase the replacement spring at a cost of £234.00. The Council’s Caretaker for Play Facilities was to replace the spring.  Proposed by Cllr Trolley, seconded by Cllr Bain and approved unanimously. 

18.  Correspondence - for information only.

a. LALC – Fortnightly e-news.

b. Plastic Free Sleaford – Thank you for the village being kept so tidy; ways to reduce the littering of cigarette butts, and the possibility of installing recycling bins at Parkfield play area.

c. Resident – Speeding and HGV usage of Westcliffe Road

d. Sleaford Athletic FC - Fees for 2023-2024 (Agenda item above)

e. Member of the public – Information and apology regarding the soiling on the slide and that the police are aware.

f. NKDC – Parish Council e-newsletter for June 2023.

g. Ruskington WI – Email regarding flower barrels and bench on the library corner.

h. NKDC - Arranging a valuation of the public toilet to inform their lease beyond 2026.

i. Quickline - Community Funding Opportunities

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

• Cllr Tomlinson advised that the Lions JFC would require access to the store cupboard in the pavilion equipment store in July 2023 so the storage could be rearranged as previously agreed.
• Cllr Tomlinson asked if “Dogs must be on a lead at all times” signs could be located in conspicuous places in both fields at Parkfield. This was due to dogs off-lead running up to users of the playing fields and up to other dogs.

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

• Annual Reports from NKDC and LCC had been received from Cllr Wright and circulated prior to the meeting.
• Cllr Waldeck advised that he would be attending a Flourishing Communities meeting and hoped to obtain information on funding for the community garden.

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

21. 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: Council RESOLVED to exclude the public and press. Proposed by Cllr Cox, seconded by Cllr Trolley and approved unanimously.

The Chairman close the meeting at 9.31pm. The meeting re-convened at 9.32pm.

22. 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.

Despite the Clerk emailing and calling the contractor several times, the revised quote was still not available.

23. To consider the end of probation appraisal for the Administration Assistant and the offer of a permanent position.

The Clerk advised that the Administration Assistant had received an excellent appraisal and was an asset to the Council.

Action: The Council RESOLVED to offer the Administration Assistant, Mr Scott Johnstone, a permanent position. Proposed by Cllr Trolley, seconded by Cllr Cox and approved unanimously.

24. To receive an update on the recruitment of a RFO and Deputy Clerk following the extra-ordinary meeting held on 8 June 2023.

The former RFO and Deputy Clerk, Miss Kirsty Sinclair, had accepted the job offer for 30 hours per week on pay scale NJC SCP 31 as agreed at the extra-ordinary meeting held on 8 June 2023. Miss Sinclair would commence in post on 26 June 2023.

The Chairman closed the meeting at 9.40pm.

Meeting date: 13 June 2023

Author: Kathryn Locke – Clerk to Council

Purpose of report: To provide an update report from the Clerk on business conducted since the Meeting of the Parish Council held on 16 May 2023.

Audit – The Auditor has concluded the internal audit. He has verbally praised the Council, RFO and Clerk for the best, most detailed accounts, and practices he has seen. (Agenda item.)

Annual Inspections – Firestop inspected and serviced all the RPC fire extinguishers on 13/6/2023. A date for PAT testing is awaited.

Best dressed business window – Ink and Toner, as the winning business, have been invited to attend the Annual Parish Meeting to receive their plaque, or to provide a date and time for the plaque to be presented to the business.

Essential tree work – In accordance with an action on the April 2023 minutes, on 1/6/23 the Clerk asked Simpson Arboriculture to carry out the tree work at the cemetery, Parkfield and Horseshoe Hollow at a cost of £1,680 including VAT.  The quote awaited was for £2,300 plus VAT. The work will be undertaken on 28 and 29 June 2023 from 8am.  

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 as agreed at the April meeting.  

The Parish Church has asked about the possibility of using the community garden for youth activities during August.

EDGE software – Further Playground inspection training was undertaken by Clerk and Admin Assistant on 25/5/23, and the Clerk received her second training on the Epitaph (cemetery) software on 6/6/23.   

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.)

Fen Road railway bridge – Brambles and nettles overgrowing the path on the bridge have been reported to Network Rail.

Garden of Remembrance –The gates have been removed by the contractor to allow refurbishment by contractor. The Caretaker for Buildings and Play equipment is refurbishing the gate posts before the gates are returned.

Horseshoe Hollow Information Boards – An updated quote has been obtained for 3 x boards to match those used in the closed churchyard. (Agenda item.) One of the willow trees near the bench has been untied, bent over, and partially stuffed under the bench. The Environment Caretaker has assessed the image and re staked the tree. Part of the bark on the trunk has split.

MUGA – Advice from the contractor has been sought on how to remove graffiti from MUGA without causing damage to its surface.

Parkfield bins - There has been a request via email for recycling bins to be installed at Parkfield playing fields.

Parish Office – A plumber has been asked to investigate the intermittent offensive smell from the toilet.

Parish van –. The lease can be extended for 6 months or one year and can be extended up to a total of 7 years from the date it was first leased (August 2019) so a decision on the lease of an electric vehicle can be made. Agenda item:

Pavilion – The initial proposal for the refurbishment was available in time for Funday on 7 May 2023. (Agenda item.)

Public consultation for the Pavilion – This went live on 26 April 2023. Consultation questionnaires and a QR code to link to the online survey were available in the pavilion on the Funday. Links and information are available on the website, noticeboard and social media, the summer Signpost magazine, and paper copies are available in the office. The closing date is 26 June 2023. Please promote its completion.

Public toilets – The contract cleaning ended on 24 May 2023. Keys have been returned. The toilets are now cleaned by the council operatives. Vandalism and misuse of the gents’ toilets continues, meaning that at times the toilets need to be kept closed.  Lease – NKDC are considering the lease for the toilets and are arranging for a valuation on the public toilets to be carried out.

ROSPA Inspection of the play areas, football goals and MUGA. This is arranged for August 2023. No exact date is provided.

Staff matters - The closing date for applications for the RFO and Deputy Clerk position was 29 May 2023 at 11.59pm. 7 applications were received. Shortlisting took place on 31/5/23. Following this, an extra-ordinary council meeting was called for 8 June 2023.

Training: The Clerk attended Being a Good Employer Training on 12/6/23 as refresher training.   This included recruitment, contracts, and disciplinary matters. The Admin Assistant, and the Parish Caretaker attended Playground Inspection training on 7 June 2023. The Caretaker for Buildings and Play equipment attended the playground inspection training on 8 June 2023 and passed the exam.

Monthly training bulletins from LALC are sent out to all councillors and staff.